DISCUSSION DRAFT AGENCY NOTICE TO COMPONENT HEADS IMPLEMENTATION OF CONTROL AND REPORTING UNDER SINGLE CEILING FOR ALL PERMANENT FULL-TIME PERSONNEL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP82-00357R000700060021-0
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 12, 2016
• Document Release Date: January 2, 2002
• Sequence Number: 21
• Publication Date: November 13, 1974
• Content Type: REGULATION

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DISCUSSION DRAFT
AGENCY NOTICE TO COMPONENT HEADS
Implementation of Control and Reporting under
Single Ceiling for All Permanent Full-Time Personnel
I. Management Committee Action
On 11 July 1974, the Management Committee decided that the Agency
employment ceiling governing in FY 1976 would be for all permanent full-
time personnel, staff and contract combined, while employment of part-
time and temporary personnel would be controlled by the availability
of budget funas in the appropriate sub-object class.
II. Ceiling Controls
For FY 1975, the Agency continues to operate under separate and
distinct ceilings for full-time permanent staff and contract personnel
respectively, according to the ceiling letter issued by the Comptroller
on 23 August 1974. The Operating Budget for FY 1975, however, has al-
ready redefined the coverage of sub-object class 1148 so that the payments
for the services of part-time and temporary employees, both contract
and staff, are presently being included therein.
For FY 1976, the ceiling will apply to all permanent full-time
personnel and the decision whether an employment relationship should be
made appointive or not will be a management decision distinct from ceil-
ing considerations.
III.' Management Requirements
During FY 1975, managers should identify to the Office of Personnel
all part-time, intermittent, and temporary employees. The Office of
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Personnel will develop the appropriate coding for the identification of
such employees in its transactions .accounting .and will issue the appro-
priate instructsons concerning this process.
During FY 1976, managers should review the use of contract employees,
especially those serving in full-time permanent. capacities, to see if a
staff employment relationship would be more appropriate.
Caution: Managers should not be overzealous to classify employees
as temporary; they must adhere to the proper definition of "temporary;"
see that the appropriate funds are available in sub-object class 1148;
and they gain rrothing by measures that bring the Agency .below its
permanent full-time ceiling.
IV. Definitions
Factors affecting staff and contract employment-status. See _
Note especially the provision for iiinited categories of staff employment
such es "reserve" and "temparary:" Long-term employment of personnel
should be in staff status as a rule and shorter-term employment should be
in limited staff status wherever possible. Contract status should be the
exception except where special considerations of security or citizenship
preclude staff status.
Full-time permanent employees - those employees who are regularly
scheduled to work the number of hours and days required by the administrative
work week for their class and who occupy positions which have been
established without time limit or have been occupied for a-year or more.
Temporary employees -those occupying. positions which have been
established for a limited period of less than a year and which have not
been occupied far more than a year, or employees who will ,have a working
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~r~l,-a.t~ibns"trip with the Agency of less than one year.
Part-time employees - those who are regularly employed on pre-
scheduled tours of duty that are less than.-the specified hours of days
of work fow full-time employees in the same group or class.
Intermittent employees - those who are employed on an irregular
or occasional basis with hours or days of vrork not on a prearranged
schedule and with compensation only for the time actually employed or
for services actually rendered.
Other categories of employment not considered as permanent full-time -
according to the instructions for the Agency's FY 197.5 operating budget,
these will include summer-only employees, summer interns, coop employees,
TAS employees, and disability retirees (liquidating their accrued sick
leave) . d,r- _ ?~c~.e.
Sub-object class 1148 - funds for all nan-permanent{~tr-N-`~tim~e--
employees must be available within this sub-abject class.
V. Policies and Procedures
Use of part-time personnel - it is the policy of this Agency to
encourage .the use of part-time personnel wherever the requirement is
not full time. The transition to a single ceiling is an appropriate
time to review staffing requirements for possible economies.
Position Control Register - The Office of Personnel will take the
necessary steps to put all permanent full-time positions on the PCR and
should facilitate manpower control by identifying, wherever feasible,
non-permanent positions on the PCR as well. This process should
begin immediately but will take many months for full accomplishment.
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Personnel transactions - the Office of Personnel is preparing the
necessary modifications to the coding system so that part-time and
temporary employees, both staff and contract, may be identified. The
current fiscal year will be the transition period for changing status.
reporting so that all reporting during FY 1976 will be on the new basis.
It will be necessary to be able to identify conversions so that pure
separations and accessions to permanent full-time staff can be reported.
Strength reporting - during the remainder of FY 1975, the Office of
Rersonnel will report strength in twa farma%s, the current one which
is required to report against current staff`"and contract ceiling, and
the new one which is preparatory "for the single ceiling and is consistent
with the Operating Budget for FY 1976.
Budget controls over non-permanent/full-time - any changes in the
" accounting of personnel. must be accompanied by the necessary transfer of
funds.. (Any increase-in A.E. for sub-object class 1148 must be funded.)
The budget for FY 1975 is extremely i:ight, being subject to unparalleled
inflationary pressure, and personnel costs cannot be an unfunded item.
John F. Blake
Deputy Director
Far
Administration
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