PROPERTY AUTHORIZATION CONTROL PROCEDURE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79-00065A000200120024-0
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 6
• Document Creation Date: December 12, 2016
• Document Release Date: June 28, 2002
• Sequence Number: 24
• Publication Date: July 25, 1955
• Content Type: REGULATION

ase 2 0 / 7 20012002- 0 f
Approved For
76 4EQf#EFF_ I
This tentative handbook is based on a staff
study dated 27 June 1955 approved by the
Deputy Director (Support). It will be re-
scinded upon publication of a handbook
planned to cover all allotment control pro-
cedures, including the substance of this pres-
ent publication.
N ment issued to building supply officers at Headquarters or within the NA Sup-
CONFIDENTIAL FUNDS
25 July 1955
PROPERTY AUTHORIZATION CONTROL PROCEDURE
Page
PURPOSE . . . . . . . . . . . . . . . 1
COVERAGE . . . . . . . . . . . . . . . 1
RESPONSIBILITIES . . . . . . . . . . . 1
PROCEDURES, RECORDS AND REPORTS . . . 2
EFFECTIVE DATE . . . . . . . . . . . . 3
plenishment requirements and authorized increases in stock levels within major
categories.
I'2. COVERAGE
This property authorization control procedure shall apply to all property to be
charged to cost at time of issue other than expendable supplies and equip-
OY }JVab SVSSOO1V11. iuc yavwua.. ....+......
Flo 1 laced in use at Headquarters and within the NA Support Mission.
3. RESPONSIBILITIES
a. AGENCY COMPONENTS
(1) Budget and Fiscal Officer
(a) Request the Budget Division, Office of the Comptroller, based upon
project and activity approval, for property authorization and any
necessary adjustments thereto.
(b) Maintain the allotment and property authorization control record
and prepare and submit a Summary Obligation and Property Requi-
sitions Report to the Finance Division at the end of each month for
inclusion in the official accounting records of the Agency.
(2) Logistics Officer
Price all requisitions and furnish a priced copy of each requisition to the
Budget and Fiscal Officer for his use.
b. OFFICE OF LOGISTICS
(1) Assist the allottee Logistics Officer in estimating prices on requisitions
not covered in Agency catalogs and supplements.
(2) Fill requisitions for property only when the requisitions include a certi-
fication that property authorization is available, as required by subpara-
graph 4b (2) (b), below.
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1. PURPOSE
a. To provide control over projects and other Agency activity approvals so that
no project or activity will use Agency resources (appropriated funds or property
from inventories) in excess of the amount approved under the Agency approval
\ system.
b. To provide the Office of Logistics with initial allotments at the beginning of
a each fiscal year as a source for financing procurement needs based upon re-
 Approved F elease,2f02%07/12 :.C1A-RDP79-00 000200120024-0
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TENTATIVE HANDBOOK
25X1 c. OFFICE OF THE COMPTROLLER
(1) Budget Division
(a) Issue Advices of Allotment Authorizations for each project or activity
within the total amount approved for the project or activity by the
approving authority.
(b) Make adjustments between allotments and property authorizations as
required by project or activity operations; subject, however, to the
amount of the project or activity approval, any specific limitations
set forth in such approval, and total availability of fiscal year funds.
(2) Finance Division
Issue Allotment and Property Status Reports and supporting detail sched-
ules.
4. PROCEDURES, RECORDS AND REPORTS
a. GENERAL
(1) An Allotment and Property Authorization Control Record, Form No. 619,
is provided for the allottee for the purpose of currently showing the status
of allotments and property authorizations, to ensure, insofar as possible,
against the incurring of deficiencies.
(2) The allottee shall maintain oscribed form, in addition to allot-
ment information required by or other similar allotment control
procedures, a record of each authorization which will reflect: (a) the
amount of the property authorization, (b) the amount of the accumulated
requisitions to Logistics, (c) the amount of accumulated property issues
and, (d) the unused balance of the property authorization. He shall also
periodically review the balance of unfilled requisitions (cumulative :requi-
sitions less cumulative property issues) to determine that they are accurate
and currently appropriate.
b. OPERATION OF ALLOTMENT AND PROPERTY AUTHORIZATION CONTROL
RECORD
(1) The Allotment and Property Authorization Control Record is established
for the purpose of assuring that the obligations and requisitions do not
exceed the amount allotted or authorized. ? A separate control record shall
be established for each separate allotment of funds or property authori-
zation, as evidenced by Advice of Allotment Authorization.
(2) (a) Requisitions shall be priced by the Logistics Officer of the requisition-
ing office and shall be forwarded to the Budget and Fiscal Officer of
the component whose cost symbol will be charged for the property.
(b) The Budget and Fiscal Officer of the component whose cost symbol
will be charged for the property requisitioned shall record the esti-
mated amount of the requisitions in the control record and, through
the use of a rubber stamp, certify to availability of authorization
before release to the Office of Logistics. The rubber stamp will pro-
vide spaces for the requisition number, cost symbol, and signature
of the authorizing officer., The stamp format is prescribed below and
each allottee shall obtain sufficient rubber stamps for use in his activ-
ity:
"I certify that property authorization is available:
Requisition No. -
Charge Cost Symbol No. _
(c) The detailed IBM listing of current month's issues supporting the
Property Status Report shall be the basis for entries to the Property
Issues column of Exhibit A (column k) and any necessary adjustments
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in the Property Requisitions to Logistics of Exhibit A (column j). All
entries and adjustments to the Property Requisitions to Logistics col-
umn of Exhibit A will be reflected in the Unused Balance of Authori-
zations column of Exhibit A (column 1).
(d) The amounts of allotment and property authorization shown on Ad-
vice of Allotment Authorizations received shall be recorded in the Al-
lotment and Authorization Received column (column f) of the control
record. The amount of the allotment recorded in column f shall be
extended to the Unobligated Balance of Allotment column (column i)
and the amount of property authorization to the Unused Balance of
Authorization column (column 1). These entries are illustrated on
Exhibit A, attached.
c. REPORTS
(1) Summary Obligation and Property Requisition Report, Form No. 732.
(Exhibit B)
In addition to information required by or similar allotment con-
trol procedures relating to allotments, the allo tee shall furnish to the
Finance Division, Office of the Comptroller, as of the end of each month,
by allotment account number, the cumulative amount of property requi-
sitions to Logistics. Form No. 732 (Exhibit B) shall be used for this pur-
pose and transmitted so as to reach the Accounts Branch of the Finance
Division not later than the third working day after the end of each month.
(a) Supplies of Form 732, printed on hectograph masters, are being fur-
nished allottees, who shall fill in constant information, such as
identification of the allottee component, allotment symbols and crypto
or activity identification. Sufficient copies will then be reproduced
to meet reporting requirements.
(b) Each allottee shall normally use Form 732 exactly as furnished. In
the event, however, that modification to meet additional internal re-
porting requirements is desirable and simplifies such reporting, al-
lottees may modify the form and reproduce it as required. Two copies
of each modified form shall be furnished the Forms Management
Branch, Management Staff, and the Technical Accounting Staff, Office
of the Comptroller when reproduction has been completed.
(2) Allotment and Property Authorization Status Report
(a) This tabulating machine report shall be distributed monthly by the
Finance Division, Office of the Comptroller, and shall reflect the cur-
rent status of each allotment and property authorization and the over-
all status of the project or activity. The format of the report is il-
lustrated in Exhibit C, attached.
(b) Each month, each allottee will be provided with a tabulating machine
listing of the detailed property issue transactions in support of the
summary amounts for property issues shown in the Allotment and
Property Authorization Report.
5. EFFECTIVE DATE
The effective date of this procedure shall be 1 July 1955.
L. K. WHITE
Deputy Director
(Support)
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 COON A D~
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TENTATIVE HANDBOOK
SUMMARY OBLIGATION AND PROPERTY REQUISITION REPORT
REPORT NO.
PAGE NO.
FOR PERIOD ENDED
TO : FINANCE DIVISION, ACCOUNTS BRANCH
FROM:
(Office or
Di vi ei on)
ALLOTMENT SYMBOL
CRYPTO OR ACTIVITY
TOTAL CUMULATIVE
OBLIGATIONS TO DATE
TOTAL CUMULATIVE
REQUISITIONS TO DATE
APPROVED
DATE
BY (Signature)
FORM NO.
I JUL 55 732
Approved For Release 200257,(
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SECRET
(When Filled In)
l0A6A000200OkT0B
 ?
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? ? ? ? ?
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II
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EXP.-ISSUES
UNLIQ. OBL.-REQ.
TOT. OBL.-REQ.
ALLOT. & AUTH.
UNOBL. BALANCES
111111111F
500.00
2,500.00
3,000.00
4,000.00
1,000.00
111111111P
9,000.00
1,000.00
10,000.00
15,000.00
5,000.00
9,500.00 *
3,500.00 *
13,000.00 *
19,000.00 *
6,000.00
111111112F
530.00
470.00
1,000.00
5,000.00
4,000,00
111111112P
800.00
3,200.00
4,000.00
8,000.00
4,000.00
1,330.00 *
3,670.00 *
5,000.00 *
13,000.00 *
8,000.00
111111113F
650.00
350.00
1,000.00
5,000.00
4,000.00
111111113P
890.50
890.50
1,000.00
109.50
1,540.50 *
350.00 *
1,890.50 *
6,000.00 *
4,109.50
111111114F
2,500.00
1,500.00
4,000.00
9,000.00
5,000.00
2,500.00 *
1,500.00 *
4,000.00 *
9,000.00 *
5,000.00
111111115P
6,500.00
86,500.00
93,000.00
100,000.00
7,000.00
6,500.00 *
86,500.00 *
93,000.00 *
100,000.00 *
7,000.00
111111117F
360.50
139.50
500.00
860.00
300.00
111111117P
850.00
50.00
900.00
2,500.00
1,600.00
1,210.50 *
189.50 *
1,400.00 *
3,300.00 *
1,900.00
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