CONTROL OF PROPERTY PURCHASED OR REQUISITIONED FOR PROJECTS AND OTHER ACTIVITIES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79-00065A000200120026-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 8
• Document Creation Date: December 12, 2016
• Document Release Date: June 28, 2002
• Sequence Number: 26
• Content Type: MF

25X1
ArnmmANJF ..00NEIDWAI.Q0
ISMANDONFOis
.ermineWiekuriNgs-
: Con PrOaartyPuc Or Wooed
far % aid Or Act vities
a. To provide control over project end other Agency activity
('icreinafter calls& limetivitlee)tillrevals so test no
project or activity will ulat Acetic* grooves (apgreeriated
Mods or progerty fresimmenteries) Iseneese of the anoint
approved eider tac Agency appreval system.
b. To provide the office of Logistics with 1nitii aUants
at the beginning ("tench fiscal year as a ammo fOr finan-
cing procereseet needs besed upon repleeisheent requirements
and authorized 1a .:a in stock levels within major
categories.
4.?
That the amount appreved tcreach activity ty' the apprevinc
authority segments the total funds sad property to be and
available to the activity rev the tern at the approval;
That under the Agesely spercval system the operating comic,
neat is authorized to adjust the activity budget by making
transfers between feeds and property, previded the total
of the revised budget does not emceed the total amount
approved; and
c. 5:4.1at Minatory revis
times
el say specific
be node only vithiA tl limits-
ices of the activity approval.
3- 4?0109!
a. There ore at present no adequate control teehnlqueo in effect
to ereclude emceesive withdrawals of stock by apgroved Agency
activities. lestances have occurred involving exceasive stoc%
withdrawals with the result that the me or Agency 1.-.Quz-ces
by certain activities neve exceeded the activity epprovals.
Thie deficiency has been the subject at eassiderable concern
to operating and administrative officials.
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CONFIDENTIAL
Att4i u4 t vtti by th Budget Division
oiled by the Budget
?twat emessois the miscumt
by the approwdug authoritqf sad
withiu tbc tattiness& year funds
to the Aj]cy by aPproVriation. Also, snottily's
risible for obit/sating funds atty vithia the
thcm.
policies and prosederes previde that ?
shall maintain epeelfic controls ever
Ands made teleativitles approved
fiscal year; and acootatting reccrde
Division, Office of the Nap-
cibligations end expemditures
to each approved activitr and
t. At present. while ume of
appropriated funds at Ageno7 amd as
stated in *be,above adequate controls ars prescribed far
anthoelelmg the oblitliatioa of the approgriated funds portion
of etch approvals, ne adequate controllers prescribed over
the requisitioniag of property from Aposay inventories by
toe 'activities. Also, no procedures Wee been, established
tor the maintenance by the Pimence Division, Office of the
Conperedler? at financial emanating reports to reflect the
actual amemmt of requisitims end lemma of property relating
to eacheacceed activity or on an Adirearmide basis& nor
there been, provision Inds for cost reports to relate prop-
erty issuances to requisitions by flee*/ year. (This latter
deficlemey Is being corrected byprocedural changes to be
effective l July 1955.) Proceduree is effect In certain
Agony ourpoosats to contra propmrIkrimmemleitioes within
activiViggromale were intended to provide neceenary controls
but as coustituted viii not adequately serve this purview.
e. We present method of providing; allotmmets for property pro
cnremet to the Office of Logistics is considered too inflex-
ible in that before ouch allotments are mode, it has bean
necessary to secure the release of programmed funds from tile
operatimulcalmments. It is ccoeldered neeensery to provide
ti* Mae* of logistics with initial allotments of finds con-
sistent with established stock levels amd to provide for rein-
breemt to the stock procuevmmn*allatemmOwl tamed upam actual
replusament requirements. To assist is determinations of eucti
proctrement allotment requirementa, property authorization cco
trol records and accounts and statue reports are Ognsiacrvd
auctanary.
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IlaGy
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CONFIDENTIAL
000200120026-8
bet tbe fo ahem.* in policy and
active as of 1 July lerjt
A policy be established and Included leftism: regulations
providing that the total cost that mme be incurred for
Agency activities shall not exceod the amemat of tkaacti-
vna sitirevel for the period and that the costa of en acti-
vity obeli Include feeds expanded and the east of property
raeltrileas of vhether the property 10 Purehehed or reciutel-
timed fromstocks on hand.
b. Upon determination of stock levels inithaLUOtilerrtS be
made to the Orrice of Legistics consisting or the mown&
doomed necessary to implement its releirememte fbr increased
stock levels, and further allotnenta be amide to the (Ince
of Logistics during the year to provide for emoseary stock
replesiehmests booed upon replacement requirmento
The Budget Division set forth on the 'Advice of Allotment
Auithorisation. (rerst32-05), in addition to the elloteeut
of feeds, the maim amouat which the astivity is authorised
to requisitim frosegency property invemteries.
a. tale alletamet control procedures prescribed for maintenance
by alloeiteme of comeldoetial funds bosapeeded to yrovide
correspemileg controls over property roeuisitioned by the
individual activities tram Agency property inventories.
The overalls accounting retards of the Plemace Division,
ante or the Comptroller, be expanded to provide $ummorr
informetima, by amd an an Agemey-wide basis, as
to the amemet of property rogaisitioned sad imued from
Aelartry property inventories.
ae Alletment Status Reports prepared annthly by lischine
:Accede Division he emended to reflect the states et the
property authorization, as well as the statue of the allot-
ment to mmde to each activity.
0.
CON F DENTIAL
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4111-18-0-1-4*-tf?
Attacianortt A -
Implenant the foregoing
orth tattle attachments
tern et *Advice of
izetioa."
chows in "Allotment Control
SO proride emetroi over
property authcrisaticem.
"Property.. Authorisation Accounting
Control Procedure" for Tissues Division,
Office or the Camptrollar.
Attachment D Proponsi "Allotment and Propertzf
nation Statue fingort."
'1L2 -'
(A Do C and D)
commix:Es,
al.*
25X1
Deputy Comptroller
s Covicizt intnoilDDA:
comantastues
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Date
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211Cik
,T AJT&B.
"A"
LATI.?
Netvieod Yore
The prosont Advice of Allotment Authorization will be
revised to include a separate section to show for the ac-
tivity the amount of property authorization.
2* Res OULU'
The Budget Division, Office of the Comptroller, will
be responsible for the issuance of Advice* of Allotments
and i'roperty Authorizations for each activity within the
total amount approved for the activity by the approving
authority. It will maim adjustments between allotments
and property authorisations a* required by activity oper
ations, .Object, however, to the amount of the anthill)"
approval, any specific limitations set forth in suck
approval, and total evailebility of fiscal year funds.
CONFIDENTIAL
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rre VD*
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C0141101,
AUTIZKIiOS
. Revised Forma
a. Expand present Allotment Control Record by adding three
additional columns to provide for the maintenance of current
control over the status of each property authorization. These
additional columns will reflect the dollar amount of requisi.
tioas issued to Logistics, property teems and the unused
belanee of the property authorization. The amount of property
authorizations and allotments to each activity viii be recorded
the single columns with prover identification of each, and ?
sUbtotal will be eccumulated to show the total resources ap-
proved for use by the activity. RXhibit Wows revised
form.
b. Upend the present 6ummary Obligati= Memorandum ort
by adding one additional column to provide the dollar
amount of "Total Cumulative Requisitions to Logistics to Dets."
The total Obligations and requisitions to be reported on this
form for each activity will be Obtained from the appropriate
columns of the Allotment and Property Authorization Control
Record. ibbibit "B" shows revised form.
c. Rash &nett** should discontinue esintenance of any other
records now in effect for providing cameral over property re-
quisitions to Logistics by activities in accordance with the
action of the approving authority.
2. . Reseomsibilities
a. Allottse budget and Fiscal Officer 11 maintain the
Allotment and Property Authorisation Control Record and pre-
pare amd submit the Summary Obligation sad Froverty Requi-
sition Report to the Finance Division at the end of each month
for inclusion, in the official accounting records of the Ageocy.
b. Allottee Logistics Officer . Will price all requisitions
for property issued to Logistics and furnish priced copy of
each requisition to the Budget and Fiscal Officer for his use.
ACUMEAT "A"
Exhibit "A" and ?
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CONFIDENTIAL
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A4.17211uE
ACC
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Arri .4,4.511
DIV THE '"1
Glagral Leqoar Acc9unts
Four saw general ledger accounts will be established
and maintained with decimal suffixes to demote the applicable
fiscal year, as listed and briefly described 'below:
a. Account No. 511 ?roperty Authorisations
This debit balance budgetary-type account will
repreeent the total property authorizations issued
during the fiscal .year.
b. Account tio. 512 - Unused eroperty Mtbqri.attots
This credit balance budgetary-type account will
represent the amount of unused property authorisations.
The account eill be credited with the authorisations
made (contra to 511) and debited with requisitions
lammed (contra to 522).
Account MI. 522 - Unfilled asouisitious
This credit balance budgetary-type account will
represent the amount of requisitions issued but not
yet filled. The account will be credited with the
amount of requisitions placed (contra to 512) end
debited with the amount of ixoperty issues (contra
to 532).
d. Account 1o. 532 - ?roperty 'OSUMI
This credit balance budgetary-type account will
represent the total amount of property issues applicable
to requisitioss placed during the fiscal year. Tbe
account will be credited with such property issues
(contra to 522).
CONFIDENTIAL
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?R0i4ORED
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