AGENT SERVICE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-05538A000300040092-4
• Release Decision: RIFPUB
• Original Classification: S
• Document Page Count: 12
• Document Creation Date: December 9, 2016
• Document Release Date: March 17, 2000
• Sequence Number: 92
• Content Type: REQ

Approved For Release 2000/08/29 : CIA-RDP78-05538A000300040092-4
1. ectiou Co
escriotion
e File
method of
F 1i
By type of docniaat and
au+ rically thereunder.
nt. Retain in Fiume
$ of Age
)1 icies
By s
y thereunder.
By subject and chrono-
logically tberewedor;
start a file every
2 years.
b. Correspondence files not of rise
described in Item l.a.
and procedures governing Agent Se
section.
a. C crre
is : ,Ma
2. Reference Material
Copies of Agency Regulations, Manuals
Notices, and Handbooks; State Depar
structions. Record copy retained by Re
Bureau of the Budget and General Accounting
Office Regulations and other published iu-
Approved For Release 2000/G8/29': CIA-RDP78-05538A000300040092-4
!Disposition Instructions
Division.
raent. Transfer to inactive
file 4 years after close of file.
Temporary. Dispose when super-
seded, obsolete, or no longer
required for re
 Approved For Release 2000/0829,. GIA-RDP78-05538A000300040092-4
item
No.
payroll Case Files
of all basic documents used
to authori
yroll to
el pay and allovowe data
applicable to employee's term of eeploymeni
change payments to employees
4. Employee es Normal Pay Record
Records consist of Form 33-24, Employees
Normal Pay Record and contains deduction and
data. Records reflect the fiscal
aspects of employment history.
a-l Leave Cards
taid.
orris, S. F. 1137, on which all leave
Method
By area, and alphabetic
Permanent. Transfer to inactive
file upon transfer or separation
of employee.
By category of employee permanent. Place in terminated
and alphabetically there- file on transfer or separation
under, of employee. Retain in Finance
Division.
Alphabetically
By area and alphabeti- Permanent. Place card in
cally thereunder. employee's payroll folder when
>n card is prepared.
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 Approved For Release 2000/0$129 CaA-RDP78-05538A000300040092-4
Is, Couple
prepar
ction Data.
alphabetical order and reflect amounts Of pay'
and deduction data applicable to pay period.
end of year Journal for refereme file,
amount of check.
Record copy attached to posting voucher
retained by Accounts Branch.
IBM Check List ((;,ounter Check Run)
Reflects employ 2, pay period, counter
clerk 'c, amount of check. Used for control
purposes in verifying payrolls. Filed with
av roll R
rall s.
Ch
every 2
By pay
ally by pay
position Inst
. Transfer to to
;art a MW file file 2 years after close of file.
meat. Transfer to inactive
2 years after close of file.
file 2 years after Cl
control purposes in verifying payrolls.
Filed with I A ov ItFor Release 2000/08/29: CIA-RDP78-05538A000300040092-4
check is noted
 Approved For Release 2000/0 /.2.9..:-.OIA-RDP78-05538A000300040092-4
ticula
9. Payroll Control
,This is a hand--posted register of al
. Postings are
ion
d by payroll-49, pay
thereunder. All pot
y period will represent totals applicable
for all pay and deduction item. This regist
is used to verify figures on Payroll Voucher.
SE
Method of
DUN..
start
10. individual Earnings Records
order
of IBM[ Usti
b. IBM Hedger, Individual Earnings. In emplo
Form 33-24, Employees Normal Pay Rec
At
annual cumulative record of pay and
deductions. This listing supplemen
1 folder
upon termination or transfer
of employee.
4
erto in
2 qtrs. file 2 years after close of file.
Approved For Release 2000/b8%2- CIA-RDP78-05538A000300040092-4
 Approved For Release 2000/08/;9f ?-CIA-RDP78-05538A000300040092-4
Records Consist of IB listing re--
c. I 1 Ledger, individual 8a
Qe ii tiion
attached to original pos
Ling the pay and deductions appli-
cable to one pay period. Record copy
thud of
Film
By Pay
1 . Accrued Compensation 300.2 Account
Records consist of I listings and reflect By pay period; a
the portion of compensation charged to cost a file every
but not yet recorded as paid. Record copy
maintained by Accounts Branch.
1 . Due from Agency Personnel 150.2 Account
Records consist of IBM listings and reflect By nth.
receivables due from Agency
day
salary paid prior to rag
ats. ward copy "in
tam d by Accounts Branch.
Disno instructions,
Temporary. Dispose when super
Temporary. Dispose when $
seded and/or obsolete.
Temporary. D
ceded and/or obsolete.
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 Approved For Release 2000/08/29 : CIA-RDP78-05538A000300040092-4
item
No. escrij
13. individual Advanc+
method of
Filing-
Ling. 144.2 Not applicable.
Account. trial balance, detailed listing of
individual prance accounts as of end of
status of each
D%io struct s
Temporary. Destroy aea
superseded.
14. Quarterly Statements of Advance Account. Not applicable Transfer to Area Division for
Form No. 33-45, Stateaaent of Account. forwarding to employee.
Records reflect cumulative record of debits
and credits to individual advance account.
15. Withholding Tax Files
a. Copies of certifying officer
to emp
withheld a
otal earnings and tax
for of Internal
Revenue of the total income tax deductions
withheld.
By year and alpha- Temporary. Dispose after 10
betically thereunder; years. Transfer to inactive file
start a file every 2 years after close of file.
2 years.
Approved For Release 2000/08/29 CIA-RDP78-05538A000300040092-4
 Approved For Release 2000/08/29 : CIA-RDP78-05538A000300040092-4
etbod of
Fil nc_ -_
b. it Alphabetical Listing on
tax prepared on calendar year basis for
active employees. Used for reference
purposes only.
C. IBM Alphabetical listing an tax, prepared By year.
on calendar year basis for all terminated and/or
transferred employees. Used for reference
purposes only.
d. Withholding tax exemption certificates,
oisoasitiou l,nstructions
Temporary. Di
obsolete.
obsolete.
Dispose when
Alphabetically. Place Temporary. Dispose 4 years after
Revenue form W- 4. card in inactive file card is superseded and/or
when superseded and/or obsolete.
obsoleted start new
inactive file every
Returns inc
d, such
Temporary. Dispose 4
close of
By ye~
y thereu
every year.
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 Approved For Release 2000/08/29.: -CIA-RDP78-05538A000300040092-4
.b:ze
RV I
item
No. Ilescr%+r4
16. Payroll Change Notice
a. Pay copy of Form 33-29A, Payroll Change
Notice or other similar docuat used to
authorize or change paywuts to agents.
of
Disoosit on instructions
in Agent's Payroll Case Permanent. Payroll folder trans-
File and chronologically feared to-' inactive file upon
thereunder. ter nation or transfer from
Agent status.
b. Reference copy of Form 33-Q%, Payroll By pay period and Temporary. Destroy 6 ea
Change Notice or other similar docurnut-used alphabetically there- after close of file.
to authorize or change payments to agents..
under; start a file
every 6 months.
17. IBM It ization of expenses by Allotment No. By
Totals a'
d for
original posting voucher.
16.
Official record copy attached to
y and deduction
attached to
i of credit union
orig sal posting voucher.
By pay
road
Temporary. Dispose when super-
seded aod/oz obsolete.
Temporary. Dispose when super-
ded and/or obsolete.
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 Approved For Release 2000/08/29 : CIA-RDP78-05538A000300040092-4
19.
sting of Other
. Reco,
reflect debit and ci
and 300 Accoun
attached to original
ries to 144, 150
cl record copy
20.
Listing of amounts paid at Station. Records
Method of
Disposition instructions
By pay period. Temporary. Dispose when super
seded and/or obsolete.
By pay perm Temporary. Dispose when super-
reflect credits to 300 Account. Official record seded and/or obsolete.
copy is attached to original posting voucher.
Retirement Deduction Records
a. Individual Retirement Record, S. F. 2806 Alphabetically
reflecting retirement deductions made
during period of explo, t as agent.
Not applicable. Transfer to Fiscal
Division upon transfer to
vouchered funds or to Retirement
Division, Civil Service Ccis-
siou upon separation.
Approved For Release 2000/08/29 CIA-RDP78-05538A000300040092-4
 Approved For Release 2000/08/29 : CIA-RDP78-05538A000300040092-4
AGENT SE RV ICE
T
Item
No. Descriotio
Method of
Filina __
Dispositio* Instructions
21. b. IM Alphabetical listing of retirement By year. Temporary. Dispose Win: obsolete.
deductions. prepared on calendar year basis
for active employees. Used for retereac
purposes only.
c. IBM Alphabetical listing of retirementBy year.
deductions, prepared on calendar year bas
all terminated and/or transferred employees.
Used for reference purposes only.
22. Request for Cashier's Check Chronologically by date. Temporary. Dispose upon receipt
Duplicate copy of memorandum to Disbursing
Office requesting issuance of Cashier's Check.
Temporary. Dispose when obsolete.
of Cashier's check.
Original attached to posting voucher and
by Accounts Branch.
23. Counter Checks
file 1 year after close of file.
Pay data record card used for control purposes numerically thereunde
when issuing special checks. This is a non
By Agent Cashier and Permanent. Transfer to inactive
start a file each
negotiable i?$t F ved For Release 2000/00/29-: _M-RDP78-05538A000300040092-4
 Approved For Release 2000/08/29: CIA-RDP78-05538A000300040092-4
Item
No. Iles riDti o :
24. Cancelled Checks
Method of
Fil a_q____---
-eat. Retain in Finance
chronologically there- Division. Transfer to inactive
under; start a new file files 2 years after close of file.
every 2 years.
bank account and
DiS OS WOi Ir structionS
I
25.Posxage slip. Form No. 35-11
Records represent requisitions for postage Chronologically by date. Temporary. Destroy after 6
stamps. original is forwarded to the sail
room and maintained as record copy.
Pseudonym Roster
IBM listing prepared In
Chronologically; Temporary., Dispose when super
start a new file every sod and/or obsolete.
Used in Analysis of 300.2 Account. May lW53 to year.
Accrued compensation payable abroad.
original maintained by Accounts Branch.
27. Special Project Can Files
File consists of correspondence applicable
lilyr by
project and cbrono-
Transfer to
ve file upon termination of
to establis ert and maintenance of special logically thereudder. project.
funding projectAWQwdrFaxa se 2000/08/29 CIA -RDP78-05538A000300040092-4
 Approved For Release 2000/08/29 : CIA-RDP78-05538A000300040092-4
I tea
in.- Description
26. Special :Hank Account Case flies
includes cancelled checks, bank statements,
audit reports, bank account reconciliations,
and applicable correspondence.
zee QNF!DENTJAt
Numerically by
Dtspositie n Instruct.ions
a Finance
Dank
Division. Transfer to inactive
and chronologically there- file upon terminatios of bank
under by type of docu- account.
Agent Name Cards
This is a reference file reflectia
employee number, true name, and
of applicable banking institution.
Records
Alphabetically; transfer Peers anent. Main
to inactive file upon Division.
termination of -
reflect any special instructions applicable to services.
salary and allcnce payments.
30.
paytt. (1944 to date).
t. call.y, trans- Permanent. 26talu in Finance
0 inactive
of
Approved For Release 200 29 :CIA-RnDP78-05538A000300040092-4
N