BUDGET ESTIMATES, FISCAL YEAR 1951

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79-00265A000300070003-9
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 14
• Document Creation Date: December 20, 2016
• Document Release Date: April 4, 2008
• Sequence Number: 3
• Publication Date: June 14, 1949
• Content Type: REGULATION

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CENTRAL INTELLIGENCE AGENCY
Washington, D. C,
NOTICE 14 June 1949
SUBJECT: Budget Estimates, Fiscal Year 1951
1. Basic information concerning call for estimates
at General: Budget estimates of funds needed to meet CIA
requiremen s or the fiscal year 1951 (1 July 1950 - 30 June 1951)
will be submitted by each Assistant Director and Staff Chief to
reach the Budget Officer as soon as possible, but no later than
15 July 19119. As used in this r ice, "Office!' shall mean a major
organizational segment (such as office or staff section) and.
activity shall refer to a principal part within the office which
because of its character justifies an individual statement of its
functions and requirements vd.thin the office estimate.
b. Liaison with Budget Office: Assigned budget analysts will
advise and assist operating o icials and administrative officers
with respect to problems of securing, consolidating, and presenting
requirements throughout the period of estimate preparation.
c. Coverage: The following breakdown shall be observed in
preparing t e estimates for both vouchered and unvouchered funds:
(1) Departmental
(3) Foreign field
(4) Each specific major project, in process or proposed,
indicating objectives and fields of work or types of service
(other than 1, 2, and 3 above).
d. Form of presentation: Budget estimates shall be submitted
in duplicate in separa e folders. Presentation of the subject
matter shall be lengthwise on letter-size paper with at least a
one-inch margin on the left for binding purposes. Personal services
estimates shall be presented on CIA Form 32-16 and non-personal
services estimates shall be presented on CIA Form 32-17. Supplies
of these forms will be provided by the budget analyst assigned to
the respective offices.
2. Elements of budget estimates
a. Graphic representation exhibits: Some material of this
nature wi e required for e purpose of properly depicting
organizational structure and operational activities. However, in
order to prevent unnecessary duplication of existing material, the
Budget Office will discuss requirements with offices on an individ udl
basis.
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CONFIDENTIAL
b. Office general statement: It shall include the following:
(1) Statement of Functions and Activities of the office.
(2) Statement of Coordination Mica ing operating relation-
ships between e office and other'
er units of.CIA and/or between
the office and other governmental agencies.
(3) Statement of Accomplishments indicating method of ac-
complishment and using, where pracical,. work load measurement.
(Li) Statement of Objectives, actual or proposed, indicating
need for and Value -o =e services or product. The necessity of
the work should be-demonstrated fully.
c. Summary bf budget estimates: CIA Form 32-15 (Appendix I) is
for the purpose of rdcapi u a ing the total requirements of the office.
Completion of the form is as follows: .
Column "Organization Unit": Insert titles of activities
which compose office or staff section:
Column "Number of Positions": Insert total number of
positions requested for the budget year for each activity.
Indicate column total at bottom of page.
Columns "IvIY" (1Ian Years) and "Amount": Leave blank.
Column "02-09 Total": Insert sum of columns "02",, "03",
etc. Indicate column total at bottom of page.
Column "02", "03", etc.: Insert individual object require-
ments for the respective activities. Indicate vertical column
.totals at bottom of page,
Column "Unvouchered": Insert unvouchered requirements for
each, activity.. Indicate column total at bottom of page.'
d. Statement of,personal services requirements
(1) Activity description: On a separate page preceding the
personal services estimates for each activity within the offices,
a statement-as to the activity shall be presented covering:
(a) Function
(b) Accomplishments
(c) Objectives.f or fiscal year 1951
(d) Justification
CONFIDENTIAL
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3. -Details of budget preparation
a. Preparation of Form 32-16 "Personal Services Estimates":
CIA Form 3 - " ersona ervices Es ima es ppen ix I s a
be used in preparing estimates of personnel requirements. Separate
sheets shall be used for each activity within the office. The same
forms shall be utilized for recapitulation of total office require-
ments. Instruction as to preparation of the form follows
(1) Heading: The heading (Office, Branch, Division,
Section) shall e completed so as to identify the organizational
unit for which estimates are submitted.
(2) "T/0 No." and "Operating Title": Information for these
columns is to be constructed upon the framework of the current
Table of Organization. "T/O No." refers to the number of
positions authorized in the current Table of Organization for
each operating title listed. "Operating Title" refers to the
position titles listed on the current Table of Organization,
plus new positions applicable to the Budget Year inserted where
appropriate. All new positions shall be asterisked to the left
of the operating title,
(3) Personnel requirements: (Classified personnel)
(a) he columns entitled "No." are to show the number
of positions for the appropriate year. The columns entitled
"Grade" are to show the appropriate grades of the positions
indicated under column headed "Operating Title", The columns
entitled "Type" are to show the nature of the appointment
(whether vouchered, unvouchered, military, on loan, temporary,
or part-time). "Type" terms may be abbreviated as:
V vouchered
W unvouchered
V-PT vouchered - part time
Pi military
Vac vacancy
OnL on loan
(b) Column "Position Occupancy" (enter date prepared):
Show by num er, grade and type the positions on e curren
Table of Organization which are actually occupied as of the
preparation date. When various types apply to an individual
operating title, show as follows:
T/0
No.
Operating Title
Pos. Occupy 6/17/49
No. Grade Type Notations
Intelligence analyst 4 CAF-9 V
2 " 11
UV
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Where lower grade positions are encumbering higher grade
positions, they should be shown at the higher grade with
citation of lower grade encumbrance within "Notation"
column. Positions encumbered by personnel detailed to
other units should be similarly noted in the "Notation"
column (e.g.; E-CAF-3, "Encumbered by CALF-3"; D-Class.Sec.,
"Detailed to Classification Section').
(c) Column "CY (Current Year) Estimates": Directly
based on the current Table of Organization, show by number,
grade, and type the positions which will be filled at some
time during the current year. (The term "current year"
refers to the fiscal year immediately preceding the "Budget
Year" for which estimates are being submitted.) Consideration
should be given to program plan requirements, pending assign-
ments, personnel actions in process, and a realistic approach
to recruiting possibilities considering the nature of present
vacancies.
(d) Column "BY (Budget Year) Estimates": Show by
number, grade, an type the positions which will be required
for operation during the Budget Year. The entire office
request should be consistent with the general statement of
objectives as detailed in the preliminary statement, and
activity requests should tie-in with the activity objectives
statement. Inasmuch as the BY Estimates column should
reflect actual requirements, obvious variations between the
current position occupancy and current Table of Organization
may have important implications to Budget Year requirements.
Specifically, all "details" of personnel other than cf
temporary nature from a Table of Organization location to
other locations on the basis of program requirements should
be studied in view of the desirability of adjusting such
situations by request for revision of the Table of Organiza-
tion (e.g., for an extensive period, five people assigned
to Section A of a particular Table of Organization working
in Section B. This would suggest the possible need for
revision of the Table of Organization placing the positions
where they are actually required.)
(4) Personnel requirements: (Unclassified personnel): The
statement of requirements for unclassified positions positions
which do not normally appear on the Table of Organization) shall
follow line totals of the requirements for classified positions
in the following order: W.A.E. (when actually employed);
Consultant (contract); and Native. Each category shall be
separately listed under the column "Operating Title". Specific
instructions are as follows:
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(a) W.A.E. (when actually employed) and Consultant
(contract employees : Under "Personnel Requirements use
only the "No." columns pertaining to each year. Under
Position Occupancy,-show number presently on duty; under
CY Estimates column, show reasonable estimate of any
changes anticipated; and under BY Estimates column, insert
best estimate of requirements.
(b) Native employment: Leave "T/O No." blank. Enter
the title of each existing or anticipated position under
"Operating Title". Under "Position Occupancy" insert present
salary paid in the column headed "Grade". Report "Type"
similarly as for regular personnel. Under columns "CY
Estimates" and "BY Estimates" utilize columh "Grade" for
expected salaries to be paid and column "Type" as for
regular personnel.
(5) Justification: The justification column is for ex-
planations of any variations between the present Table of
Organization and the Budget Year estimates. All adjustments,
upward or downward, should be explained. In some cases a
number of positions can be adequately covered by the same
justification. Insofar as it is possible, justifications of
personal service changes should be prepared on the basis of
work measurements.
b. Non-personal Services Estimates, Form 32-17: CIA Forms
32-17 "Non-Personal Services Estimates (Appendix III) are provided
for the office in presenting non-personal services requirements.
Preparation of the form is largely self-evident. Separate series
of the forms shall be utilized for each non-personal service object
classification. The budget analyst assigned to a particular office
will have prepared for the operating officials and administrative
officers certain background information as to office requirements for
the past year for the various object classifications of expense which
will assist them in evaluating the estimates. In addition the
following detail information will prove helpful in the preparation of
estimates for non-personal services items:
(1) 02 - Travel
(a) Estimates for travel shall include transportation
costs,-per diem or subsistence during authorized travel
status, and other expenses incident to travel which are to
be paid by the Agency, either directly or by reimbursement,
to the traveler. A schedule of travel rates is attached
(Appendix IV) which includes cost elements of transportation,
per diem, etc., between Washington and major foreign and
domestic points.
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(b) Dollar estimates should be based"upon the number
of trips to be performed to specific areas, and oomputod
at rates provided by the cost-of-travel schedule. Complete
justification must be furnished in the form of statements
of purpose for the anticipated travel to and within each
area.
(c) Estimates for employees transferring to installa-
tions outside of Washington shall be based upon amounts
shown upon the travel schedule. Cost of transportation and
per diem up to day of arrival for duty at such installation
are included in those rates.
(d) Cost of transportation and per diem for employees
officially stationed at locations outside of Washington,
and that of employees transferring from such locations to
Washington should be included in the estimates for travel sub-
mitted by or for such installations and shall be computed at
the estimated scheduled rates.
(e) Within-area travel will be based upon an estimated
number of trips to be performed at rates per trip as estimated
by the individual Office or Staff Section and shall be supported
by a statement of purpose for travel within each area.
(f) In preparing estimates for travel in connection
with change of official station, consideration must be given
to possible travel of employee dependents.
(2) 03 - Transportation of Things
(a) Estimates for the transportation of things shall
include those charges which are paid or are to be paid
directly by the Government and"not by the vendor, whether
such transportation bo by land, air or water; as well as
charges for the care of such things while in process of
being transported. Such all-inclusive estimates for the
transportation of things between Washington and various
foreign areas are scheduled on the attached rate sheet
(Appendix V).
(b) Costs involved in the transfer of stock material,
supplies and equipment issued tom- inlc .i.de or
outside the United States will be it c:?:~ a'.cd. in tact o: timatos
of the Services Office.
(c) It will be the responsibility of the individual
Office or Staff Section to supply justification of trans-
portation costs incurred in the shipment of operational
supplies and equipment and household goods and personal
effects of employees.
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(3) 04 - Communications
(a) Estimates shall include costs of transmission of
messages from place'to place, such as tolls for land tele-
graph, marine cable, radio, wireless telegraph, and telephone
services, and postage. They shall also include switchboard
and service charges and telephone installation costs.
(b) Estimates for all charges in connection with
telephone service in Vashington will be prepared by the
Services Office.
(c) Estimates for telephone service in field in-
stallations will be prepared jointly by the Office or Staff
Section concerned and the Services Office, and shall be
reported in the budget estimates submitted by the former.
(d) Estimates for telegram and cable costs and for
special services such as teletype, facsimile, telecrypton,
telemeter, direct wire, tie-line service, etc., shall be
prepared and justified by the Office or Staff Section having
or desiring such service.
(4) 05 - Rents and Utility Services
(a) Estimates shall include charges"for rental of
space; for heat, light, power, water, gas, electricity, and
other utility services exclusive of transportation and
communication services.
(b) Rents and utilities estimates covering all utilities
and office and warehouse space for the lTashington Area will
be prepared jointly by the Office or Staff Section concerned
and the Services Office, and shall be reported in the budget
estimates submitted by the former.
(c) Estimates for field offices shall be contained in
the estimates presented by or for those offices.
(d) Estimates for rental on a contract basis of special
equipment and/or business machines will be fully justified
and submitted by the Office or Staff Section concerned. The
justification will include a description of the machine or
equipment, the rental cost per period and the total estimated
cost for fiscal year 1951.
(5) 06 - Printing and Reproduction
(a) Estimates shall include printing of forms (including,
standard forms) and letterheads, printing and binding of books,
pamphlets, documents, and other publications.' Printed forms
and letterheads are included under this group.
L,
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Estimates for printing and/oi r)inc?in" of forms,
stationery, and routine office supply items will be made
by the Services Office.
C) S1-)ecia1 or unusual requirements for printing and
binding which cannot be .handled b C.L. reproduction
facilities, such as the need for Special teletype paper and
multiple-leaf cd forms, maps, etc. , should be set forth in
detail b-, each Office or Staff Section, ind~ tai in; the type
of publication or material, the estimated. numbor of items
or copies, the unit and total cost of each publication, and
the 1')-'opposed use of distribution.
(6) 27 ~hcr.. Con'?-rat tua]. services
(,..) iloquirucients for research and development work
and/or special cervices on a contract basis shall be
specifically stated and justified.
(b) Soma es for photogr apsing and reproduction services,
for advertising and p ablication of notices and for the mainten-
ance, alteration and repair of office buildings and warehouse
facilities will be submitted by the Services Office.
(c) `:sti.ma:to s for rcclai rements of funds frr special
projects involving of er Government agencies and/or outside
concerns shall be stated by specific project costs, identify-
ing costs by object class in the same manner prescribed for
the overall budget submission.
(d) Estimates for additional ww:rotoction service
furnished by the Public Buildings dministration upon a con-
tractual basis ;rill be prepared jointly by the Chief,
Inspection and Security , and Services Office and shall be
reported in the budget estimates submitted by the former.
(7) ' - u 23' and latcria.ls
(a) Estimates for normal office supplies and materials
will be prepared by the Services Office in coordination with
the budget Branch.
(b) Estimates for special supplies and materials peculiar
to specific operations aril]. be reported and justified by the
Office or Staff Section having such snecic.l requirements.
(o) 09 Lauipmcnt
(a) =estimates for office equipment will be prepared by
the Services Office it coordination with the budget Branch.
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(b) estimates for operating equipment peculiar to
specific operations will be reported and justified by the
Office or Staff Section having such special requirements.
(c) Lstimates for purchase of motor vehicles shall be
supported by a full justification. '.'There replacement is
proposed, the explanation shall set forth the year, model,
and body type of the vehicles to be replaced, mileage, kind
of use, and other pertinent information. Information must
also be given as to the number of old vehicles still to be
used and the estimated cost of maintenance and operation of
such vehicles. :here additional vehicles are to be acquired,
there shall be a clear statement of purposes for which they
will be used.
(9) 00 - Unyouchered Funds
(a) Jstimates for unvouchered (confidential) funds
for the fiscal year 1951 should be submitted and justified
on a project basis, as nearly as possible in the same manner
as the Office or Staff Section estimates for vouchored funds.
(b) Justification for each project should include a
brief outline of the project, number of personnel, and
amounts of material and supplies, and where possible the
funds devoted to the operation during the past fiscal year,
and should be specific in regard to the forecast of personnel
and further requirements for fiscal year 1951.
C. Lmplovoe Health Services: stimates for the cost of operating
the agency health program, including the cost of health rooms
operated by the agency for its cmployjos (and employees of other
agencies', if any) will be prepared jointly by the ;.:odical Services
Division, Personnel Officer and the Budget Branch, Budget Office.
4. Budget Assistance in Preparation of the ~:stimatos.
A Budget Analyst has boon assigned to each major agency
organizational segment. The Analysts will assist Offices and Staff
Sections throughout the period of infra-agency estimate preparation.
Operating officials may contact the ayjpropriatc analyst in the Budget
Branch via extension 721.
FORA T. DIF CTOR OF Ch1TT1IAL INT:LLIGENCB :
?~_it t
L. T.
Acting ~sxocutive
Attachments (5)
Appendix I "Summary of Budget Lstimates"
Appendix II "Personal Services Estimates"
Appendix III "Ben-personal ervicos stimatcs"
Appendi._ IV "02-Travel."
Appendix V 1103-Transpor Cation of Things"
DISTRIBUTION: A - 9
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S A M P L E %W r.MJ L4 11*L Appendix II
PERSONAL SERVICES ESTIMATES
OFFICE Intelligence Office
BRANCH Eastern Europe
DIVISION
SECTION
Personnel
R irements
T/
Operating
Pos. Occpy
9 _6/60L49
CY
Estima
tes
BY
Estimates
No
Title
No.
Grade
Type
Notations
o.
ra e
TYPe
No*
r e
Wig
Justification
1
Chief, Intelligence
Specialist
1
P-7
M
t. Col.
Amy
1
P-7
M
1
P-7
V
Agreement grit Armpr covers
onl . Civilian position for BY
1
Intelligence
Specialist
1
P-b
V
inc-P-b
1
P-6
V
1
P-6
V
Intelligence
Specialist
-
-
-
1
P-5
W
Position required for esearc
Program (new in BY)
1
Contact Specialist
1
P-3
OnL
rom State
1
P-3
OnL
1
P-3
OnL
1
Administrative
Assistant
1
CAF-7
V
1
CAF-7
V
1
AF-7~
V
2
Clerk-Stenographer
1
CAF-5
V
-"Y" Br.
1
CAF-5
V
1
CAF-5
V
Provision made in "Y" Branch
for detail
2
Clerk
2
CAF-4
V
l Enc.
CAF-3
2
CAF-4
V
2
AF-4
V
-
* Clerk-Typist
-
-
-
-
-
-
1
AF-3
V
Position required for
Research Program (new in BY)
5
Heavy truck driver
4
UG-9
V
5
UG-9
V
5
UG-9
V
12
11
12
14
Recapitulation "Type
)
Military
1
1
-
Vouchered
9
10
12
Unvoucnered
-
-
1
On Loan
1
1
1
Totals
11
12
14
Unclassified Personnf
Consu ant W.A.E.
l)
2
V
The Research program
21nivarmijac
`'
t"do ialist in
s. pos for
s purpose 2 WeA E positions
re
uewbed
------
are
q
v
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i
Unit Cost
Rotor Vehicles
Crating (includes freight to POE)
Per
V"200.00
Vehicle
Shipping (POE to destination) ETO
"
275.00
LDTO
it ,
350.00
LATO
It
300.00
FETO
400.00
General Cargo (Delivery to addressee)
(Administrative supplies and equipment,
communications supplies and equipment,
and operational supplies and equipment)
ETO
Per
100.00
I:IEDTO
Ton
100.00
LATO
"
75.00
FETO
"
100.00
Household Goods and Personal Effects
To POE (Based upon E.O. 9805 maximum weight
reimbursement allowances: Family,
7,000 lbs; single individual, 2,500 lbs)
350 mi.
Per
7.00
1,000 mi.
100 lbs.t
11.00
3,000 mi.
it
18,000
POE to destination ETO
Per Ton
100.00
EiEDTO
It
100.00
LATO
"
75.00
FETO
100.00
Air Shipments ETO
Per lb.
1.50
MEDTO
2.25
LATO
1.75
FETO
3.50
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