LETTER TO MR. JOHN JONES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00780R000400010010-8
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 5
• Document Creation Date: December 14, 2016
• Document Release Date: November 12, 2002
• Sequence Number: 10
• Content Type: LETTER

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Mr. John Jones
Official Custodian
Blank Station
Dear Mr. Jones:
By reason of your having been appointed to the position of Chief of Blank
Station, you will, in addition to your other duties, be charged with the responsi-
bility for the custodianship of official funds. This is a responsibility of
particular ravity and special significance in an organization of this kind which
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enjoys the expenditure of' and accounting for official monies .
During the course of your training and briefings preparatory to the
assumption of your new duties as well as in your earlier working experience
with the Agency, you have been exposed to the organization regulatory s;stem.
F; s
and you are awar ou are responsiblil~or compliance with the policies .end
procedures contained therein. As a custodian of funds, you should be
particularly attentive to regulations and handbooks in the 30 series governing
financial administration.
The regulations and procedures o this(rganizati.on governing the o,-
ligation and expenditure of cons iden Vial funds directly reflects the intent of
the Government in creating this -gan_zation and.#,~r granting funds for is
operation. For this reason, every employee whose duties involve the oHi-
gation and expenditure of confidential funds should not only understand tle
regulations but the underlying philosophies as well.
The basic authority of the,!)rgasaization provides that funds may be Ex-
pended for any purpose necessary to carry out '_': functicns not
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necessarily controlled by other laws or regulations relating to the expenditure
of Government funds. When funds are expended for confidential, extraordinary,
or emergency purpose~jthey may be accounted for merely on the certific. tion
of the Head of this Organization. In granting this extraordinary authority, the
Government was 'Virg its determination to afford this Organization all of
the means which might be required in the performance of its mission. Al-
though this authority permits the expenditure and accounting for funds wi `hout
regard to other laws and regulations, the authority was intended to be us---d
only for purposes necessary to the support of strictly covert operations and
the extraordinary or emergency requirements where the nature of the ac-:ivity
preclude 'compliance with other statutes and procedures.aae .,l
Government audit.
By law the Head of this(organizatien has personal responsibility to tf
Government for the proper obligation aad expenc.iture of confidential func3.
This responsibility he cannot delegate. It is met by the establishment of
regulations prescribing sound standards of use rand accountability; the
establishment of an internal system of checks ar.d balances, audits and
inspections; and the delegation of authority for particular actions to levels
considered1to provide the degree of discretionary judgment commensurate
with the,tagnitude or significance of the acts involved. As a custodian of
funds, you are in a sense the personal represent.a r , .d of this
organization and are expected to be duly diligent i i th ;Went of the
obligations which you thereby inheri~-.
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You are expected to take full advantage of the extraordinary grant of
statutory authority over funds in order to obtain -naximum security for your
operations, to mainta n maximum flexibility and diversity for approach to
your activities, and to be agressive. in your ability and willingness to exploit
fleeting opportunities to further your mission. On the other hand, you m.:st
fulfill your grave responsibilities and obligations to the Head of the Organ izationj,!
to the Government, d-through for the eff-octive,
honest, and proper use of public funds. In order to maintain the balance
between aggressive exploitation of opportunities to further your mission
and at the same time satisfy your obligations for the custodianship of fuw.isr
it is necessary that you be aware of certain basis. principles and criteria which
should govern every employee who engages in activities involving the obligation
and expenditure of confidential funds. These criteria are of far greater
importance than any specific re-;ulatior.s or au.:horities which the organization
may prescribe. Confidential funds may not be used for the solution of
administrative difficulties and Ta st no-: be used to give the employees of
this 6 rg;anization preferred or prcfercr:tial positicn in comparison to o1ju r
Government employees. All obligations and e.penditures must be accourtcd
the
for, and the degree and form of accounting must be siV optimum compatib e
with the maintenance of reasonable security. The normal provisions of
law and the established procedures for the expenditure of Government fut:ds
will be followed by this Organization in its expenditure of con. d fund s/
except where it has been determined that they are inappropri. view (I
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the security, extraordinary, or emergency nature of our activities.
As a custodian of fund you must constantly keep in mind your individual
their
responsibility for J 344 proper use,,and you must conscientiously weigh objectively
the costs involved in any activity and ccnvisiar~-' _yourself that you are maks.ng
proper, honest, and effective use of public funds. Moreover, you are expected
to be particularly attentive to exempl ary standards of conduct and behavior
not only in the performance of your Out-.'.es but in the manner in which you
conduct your private life. It will be obvious to you that in your position of special trust you will be subjected to an abnormal interest in your private
affairs by your colleagues and associates, and you must make a special effort
to avoid becoming involved in arything which mifnht tend to cause unwarranted
allegations and suspicions about your honesty and integrity. You must ccaduct
your personal financial affairs in the most prudent fashion and. avoid extr,.vagancc.s
f any kind which might be judged to be beyond your means. During your tenure
as official custodian of funds you must not freq:uen': gambling establishments
or enga in gambling activities of a fy ype or amount. You must be ext _emmely
conservative in the use of intcxioatir7 coverages .J You must scrupulously
ovoid co-mingling of official ' and personal funds and ensure that offici.:il
monies are kept under proper controls and safeguards at all times.
Because of the special authority of this(Orgaoization in the use of the funds
and the special trust placed in you as &.e custodi.-tr., you must th^ meticulous
in the extreme in your adherance to the policies a-,-.d pre- prescri.br'd
ern >
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by organization regulatory issuances. Under any circumstances where you have
doubts about the reasonable and proper course of action, you should seek
specific instructions and guidance from Headquarters.
X-F^ YFF7n
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