TDY TRAVEL TO ASUNCION, MBABANE AND ISLAMABAD

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP85-00024R000500320004-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 4
• Document Creation Date: December 20, 2016
• Document Release Date: June 20, 2007
• Sequence Number: 4
• Publication Date: October 18, 1982
• Content Type: MEMO

Approved For Release 2007/06/20: CIA-RDP85-00024R000500320004-7
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i\'lviulQ-uNuurvi rux: uirector, foreign tsroaa.cast intormation berviice
Chief, Operations Group
Chief, Executive and Planning Staff
Planning Officer/Resource Allocation, E&PS
Chief, Budget and Finance Branch, E1PS
SUBJECT: TDY Travel to Asuncion, Mbabane and Islamabad
1. Listed below is a summary of reviews and discussions conducted
at each bureau:
(1) Imprest Fund was counted and found to be short 1,700
Guaranies. The shortage occurred in a taxi fund for
night shift employees. A refund was made and improved
controls for the taxi fund were established. Voucher
procedures and controls for the remaining Imprest
Fund were found to be effectivd in conformance
with applicable regulations.
(2) Property records were reviewed. L-1
(3) Ledgers, voucher preparation, accounting procedures,
and controls were reviewed and suggestions for improve-
ment were readily accepted. F---]
(4) Discussed preparation of monthly FSR, projections,
allotments, obligation procedures, and FY 1983 bureau
budget. F-1
(5) Reviewed the FBIS Budget and Finance Handbook in detail
with e basis on preparation of the FY 1985 Program
Plan.
(6) Discussed the purchase of furniture, supplies and
equipment through Logistics in lieu of Embassy GSO in
order to save shipping charges. F-1
(7) Discussed credits to FBIS appro riation 95X6167, for
sale of property and vehicles.
C F DIE. , ,L -0 N
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r CONFIDENTIAL 4
SUBJECT: TDY Travel to Asuncion, Mbabane, and Islamabad
(8) When services are requested from another embassy,
bureau wa vised to provide the FBIS appropriation
number at the time services are requested.
When the appropriation number is not provided
embassies often use the old invalid number.
(9) Treasury Imprest Fund will be closed and effective
?1 October 1982 a revolving fund will be established
through the embassy cashier. This will simplify
accounting procedures and eliminate quarterly reports
on Treasury Imprest Funds. F-1
(10) Revriewed new
(11) Miscellaneous questions regar
regarding personal appeal items.
clearance and CSR deductions,) _ ICSR
repayment and clipper class travel have been referred
.to Chief, Admin for action. F7
(1) -Bureau. does not maintain an Imprest Fund. All
expenditures are handled by the embassy. F7
(2) Property records were reviewed. d
(3) Voucher preparation, accounting procedures and controls
were reviewed and discussed. Bureau had no formal
ledgers. Expenses were maintained rather loosely on
8x12 lined sheets. Proper bureau ledgers for each SOC
were established for FY 1982 and FY 1983. I would like
to mention at this point that the bureau is in need of
a bookkeeper. The bureau chief does not have sufficient
time to devote to the routine task of posting and main-
taining bureau. ledgers. F-1
(4) Lengthy discussions were held on preparation of FSR,
projections, allotments, and obligation procedures.
(5) Discussed the purchase of furniture, supplies and
equipment through Logistics in lieu of embassy GSO in
order to save shipping charges. E
(6) Discussed credits to FBIS appropriation for,
sale of property and vehicles and also procedures for
requesting services from other embassies. F7
CONFIDENTIAL
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SUBJECT: TDY Travel to Asuncion, Mbabane, and Islamabad
(7) Reviewed w~ (regarding personal appeal
items.
(1) No Imprest Fund is maintained by the bureau. All
expenses and vouchers are handled by the embassy.
(2) No property cards have been made up but the bureau
chief has a neat and complete listing to all equip-
ment and furniture on file. F-I
(3) Discussed proper preparation of monthly FSR, projections,
allotments, and obligations. n
(4) Reviewed the FBIS Finance Handbook with detailed
explanation on preparation of the FY 1985 Program Plan.
(5) Discussed the purchase of furniture, supplies and
equipment through Logistics in lieu of embassy GSO in
order to save shipping costs.
(6) Discussed procedures for charging FBIS appropriation
when requesting services from another embassy and also
credits to FBIS appropriation for the sale of property
and vehicles.
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STAT
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(7) Reviewed new regarding personal appeal items. STAT
(8) Embassy Personnel Officer sent a message to FBIS/Admin
on 31 August regarding payroll information for the two
FBIS FSN employees and had not yet recieved a reply. A
copy of his message was requested and hand carried to
FBIS Personnel for immediate action. H
2. A meeting was held with Mr. Herman Franke, Paris RAMC, to discuss
payroll and disbursing services for FBIS. The meeting was very warm and
reassuring. RAMC is happy with FBIS and is not aware of any move to drop
services for FBIS. Mr. Franke stated that a separate pay scale for FBIS
presented no problems. He discussed the move by State to decentralize
RAMC operations and establish approximately 32 Finance Management Centers
(FMC) throughout the world. Mr. Michael Jackson, RAMC Disbursing Officer,
has recently been reassigned to the Department to manage the establishment
CONFIDENTIAL
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NF1DENT1A' q
SUBJECT: TDY Travel to Asuncion, Mbabane, and Islamabad
of the new Finance Management Centers. Mr. Franke foresees no problems
with services for FBIS and stated that as each new FMC is established,
it will automatically include FBIS accounts in that location. The only
change which might affect FBIS is that State may transfer payrolling
for American salaries and allowances back to the Washington Finance
Center in Rosslyn. If this occurs, payrolling for Americans will be
returned to the parent organization. For FBIS, this would involve only
allowances since salaries are already handled by Headquarters.
3. Summary: Other than the minor discrepancies noted above,
financial controls, procedures and records are effective and in con-
formance with applicable regulations. The timing for a BEF visit to
Asuncion and Mbabane was excellent. Both bureau chiefs had numerous
questions and were delighted to have assistance with end-of-the-year
problems.
STAT
DDSMFBIS/E&PS/B&F,
Distribution:
Orig. - D/FBIS
1 - C/Ops
1 - C/E&PS
l - PO/RA
I - EEPS Chrono
1 - B&F Chrono
1 - FBIS Registry
(8Oct82)
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