C^t • • U. S. DEPARTMENT OF COMMERCE W. AVERELL HARRIMAN, Secretary COAST AND GEODETIC SURVEY LEO OTIS COLBERT, Director Serial No. 685 Regulations of the Coast and Geodetic Survey 1946 UNITED STATES GOVERNMENT PRINTING OFFICE WASHINGTON 1946 ccuflt uwffl ,7m, $ Tffi c *' ' • These Regulations of the United States Coast and Geodetic Survey, ap- proved by the Secretary of Commerce to take effect June 1, 1946, are published for the guidance of all officers and employees of the Bureau. They supersede the Regulations and Instructions for the Government of the Coast and Geodetic Survey, effective August 1, 1931, and all amendments thereto. Leo Otis Colbert, Director II TABLE OF CONTENTS Chapter Paragraph 1 Organization 1-17 2 Correspondence 21-41 3 Communications 46-53 4 Personnel, Commissioned Officers 56-68 5 Personnel, Civilian Officers and Employees 76-89 6 Crews of Vessels 91-124 7 Injury and Medical Attendance 131-139 8 Deceased Personnel 146-151 9 Leave of Absence, General .....156-168 10 Leave of Absence, Commissioned Officers 176-186 11 Leave of Absence, Civil Service Employees 191-198 12 Boards 201-211 13 General Duties, Officers and Employees in General 216-247 14 Chief of Party 251-279 15 Vessels, Routine and Discipline on Shipboard 286-334 16 Ship Maintenance 336-355 17 Docking of Vessels 361-377 18 Ship Safety Precautions 381-411 19 Ship Repair Contracts 416-441 20 Commanding Officer 446-477 21 Executive Officer 486-510 22 Navigating Officer 516-525 23 Accounting Officer 531-534 24 Officer of the Deck 541-556 25 Chief Engineer 561-582 26 Assistants to Engineer 586-594 27 Medical Officer 596-612 28 Wardroom and Forward Messes 616-631 29 Clothing and Small Stores 636-652 30 Estimates 656-662 31 Allotments 666-671 32 Disbursement of Funds 676-691 33 Pay and Allowances of Civilian Personnel 696-70G 34 Pay and Allowances of Commissioned Officers 711-729 35 Retired Commissioned Officers 736-747 36 Travel, General Requirements 751-771 37 Travel, Commissioned Officers 776-790 38 Transportation of Dependents, Commissioned Personnel 796-807 39 Transportation of Dependents, Civilian Personnel 811-820 40 Transportation of Household Effects, Commissioned Personnel 826-843 41 Transportation of Household Effects, Civilian Personnel 851-866 42 Procurement of Supplies 871-887 43 Proposals for Procurement of Supplies 891-917 III TABLE OF CONTENTS Chapter Paragraph 44 Property Leases : 921-933 45 Hire of Boats and Launches 941-949 46 Accounts 956-1010 47 Property 1016-1041 48 Shipments . i <. .....1046-1071 49 Motor Vehicles and Launches 1076-1091 50 Sale and Distribution of Charts ....1096-1113 51 Miscellaneous 1126 IV CHAPTER 1 Organization Director. — The Director shall be appointed by the President, by and with the advice and consent of the Senate, from the list of commissioned officers of the Coast and Geodetic Survey not below the rank of commander, for a term of four years, and may be reappointed for further periods of four years each. His appointment shall not create a vacancy, and while holding the office he shall have the rank, pay and allowances of a Chief of a Bureau of the Navy Department. (33 U.S.C. 852, 852a.) (a) He shall direct and superintend the work, be responsible for its correctness and fidelity, for the proper and economical expenditure of the appropriations made therefor, and for the efficient conduct of the work in every part. To this end he is hereby authorized to issue such instructions, not in contravention of law or of these regulations, as he may deem nec- essary, and to enter into and approve all contracts and agreements, not otherwise provided for by law or regulations, which are necessary for the proper conduct of the work. Assistant Director. — The Assistant Director shall be appointed by the President, by and with the advice and consent of the Senate, from the list of commissioned officers of the Coast and Geodetic Survey not below the rank of commander. His appointment shall not create a vacancy and while holding the office he shall have the rank, pay and allowances of rear ad- miral (lower half). (33 U.S.C. 852b.) (a) He shall perform such duties as may be prescribed by the Director, and in the absence of the latter shall perform the duties of the Director and sign as Acting Director. (b) In the absence of the Assistant Director, his assistant shall perform the duties of the Assistant Director and shall sign as Acting Assistant Director, and in the absence of both the Assistant Director and the Director he shall perform also the duties of the Director, signing as Acting Director when performing such duties. Chief Clerk. — The Chief Clerk shall receive and have custody of all funds (except those realized through the District Headquarters of the Bureau) received by the Bureau as miscellaneous receipts and deposited in the Treasury. He shall be bonded as "Certifying Officer" for refunds made from these receipts and shall have control of their disposition in special and reg- ular deposit accounts. (a) He shall serve as budget officer for the Bureau and shall prepare, for approval by the Director, all estimates of appropriations and other data required by the Bureau of the Budget. (b) He shall supervise the procurement of supplies, materials, and equip- ment for the office and of such supplies, materials, and equipment as are procured at the office for use in the field, and shall have control of expendi- tures for office expenses other than personnel. (c) He shall have supervision of the library and archives, and of the mail service. Chief of the Division of Charts. — The Chief of the Division of Charts is responsible for the production and distribution of all nautical, aeronautical, and special charts constructed from original surveys of the Bureau and from other sources. (a) He shall have administrative supervision over: (1) Verification, review, and custody of the original field surveys of the Bureau. * (2) Procurement, and evaluation of all geographic data except from original surveys, required by any Bureau activity. (3) Compilation, revision, reproduction, hand correction, distribu- tion and sale of nautical charts. (4) Compilation, revision, reproduction, flight checking, distribu- tion and sale of aeronautical charts. (5) Compilation and publication of Coast Pilots, including the nec- essary field examination and the preparation of notes for the weekly Notice to Mariners. (6) Establishment and periodic inspection of sales agencies for naut- ical and aeronautical charts and related publications. (Chap- ter 50.) (7) Research on, and technical development of, new methods of compilation and reproduction of nautical and aeronautical charts. Chief of the Division of Coastal Surveys. — The Chief of the Division of Coastal Surveys shall prepare plans for hydrographic and plane table topo- graphic surveys along the coasts of the United States and possessions, and shall recommend instructions therefor to be issued by the Director. (a) He shall have administrative supervision over: (1) All hydrographic and plane table topographic surveys of the Bureau. (2) All combined operations. (i) The District Headquarters and Processing Offices. (4) The ships and other floating equipment of the Bureau, including their construction, maintenance and repair. (5) Research, technical development and design of equipment and improvement of methods used in executing the various phases of the field and office work of the Division. (6) The examination and approval of completed surveys and reports on such surveys submitted to him by the Chief of the Division of Charts. Chief of the Division of Geodesy. — The Chief of the Division of Geodesy is responsible for the geodetic work of the Bureau. He shall prepare plans for geodetic surveys and shall recommend instructions for this work to be issued by the Director. (a) He shall have administrative supervision over: (1) The extension of triangulation, traverse, leveling, astronomic determinations, base measuring and other phases of the field work. (2) Operation of the latitude observatories. (3) Gravity determinations and publication of their results as re- quired for surveying, engineering and research work. (4) The office processing of field records, and the preparation of in- structions, manuals and publications as required to meet the efficient and economic conduct of the Division and the public needs. (5) Research in the development of instruments and equipment for improvements in the conduct of the work. Chief of the Division of Geomagnetism and Seismology. — The Chief of the Division of Geomagnetism and Seismology shall prepare plans for magnetic and seismological investigations in the United States and its possessions and shall recommend instructions for this work to be issued by the Director. (a) He shall have administrative supervision over: (1) Magnetic and seismological field surveys, including magnetic observatories and seismological stations. (2) The computation and analysis of field and observatory observa- tions and the preparation, compilation, and publication of the results of these observations. (3) Furnishing magnetic data for nautical, aeronautical and other purposes as may be required. (4) The determination of the location of earthquakes and analysis of destructive earthquake motions by the interpretation of seismological records. (5) Research investigation in the relationship between seismological and magnetic phenomena with other geophysical phenomena, including structural vibrations from the engineering view- point. (6) Research development and design of special instruments and equipment required in the execution of the work, and the im- provement of office and field methods. 8 Chief of the Division of Photogrammetry. — The Chief of the Division of Photogrammetry is responsible for all field surveys involving the use of aerial photographs and the related office activities. He shall plan such sur- veys and activities and shall recommend instructions therefor to be issued by the Director. (a) He shall have administrative supervision over: (1) All aerial photography. (2) All topographic and planimetric mapping in which aerial photo- graphs are used. (3) Photogrammetric field surveys. (4) Operation of photogrammetric instruments and equipment. (5) Office compilation, review, drafting, and edit of topographic and planimetric maps. (6) Airport field surveys and the office processing of the field data. (7) Research, technical development, and design of photogrammet- ric instruments and equipment. (8) Development of new field and office methods leading toward in- creased accuracy and economy. Chief of the Division of Instruments. — The Chief of the Division of In- struments shall have charge of providing the instrumental equipment used by the service; preparing specifications for the purchase of instruments and other apparatus; and repairing, storing and issuing such equipment. (a) He shall have charge of the designing of new instruments; improve- ments in existing apparatus, and the construction of experimental and pilot models of new and improved instruments. He shall have charge of the design and construction of special instruments which are unobtainable commercially. (b) He shall have charge of the keeping of property accounts for all in- strumental and office equipment, and auditing of instrumental and general property inventories. (c) He shall maintain such portions of the Bureau's plants as are not maintained by other services. 10 Chief of the Division of Personnel and Accounts. — The Chief of the Divi- sion of Personnel and Accounts, who shall be the Accounting Officer of the Bureau, shall make administrative examination of and certify for payment, all vouchers of the Bureau which are to be paid by the Chief Disbursing Officer of the Treasury Department. (a) He shall verify all vouchers submitted in the accounts of chiefs of parties. All items of expenditures irregular in form or in contravention of law or regulations shall be suspended or disallowed. He shall call the at- tention of the Director to any unusual item or any apparently excessive or unnecessary charge. (b) He shall furnish to chiefs of parties such instructions and informa- tion as will insure regularity and uniformity in the rendition of accounts and promote responsibility and economy. (c) He shall make, in accordance with instructions of the Comptroller General, proper accounting to the Treasury Department of funds deposited by officers in charge of District Headquarters covering sales of charts, maps and publications. (d) He shall execute such bond to the Government for the faithful per- formance of his duties as "Certifying Officer" as will be satisfactory to the Secretary of Commerce. (e) He shall serve as Personnel Officer, in charge of the personnel ad- ministration of the Bureau. (f) He shall prepare, each year, as of July 1, a roster of commissioned officers of the service in which is listed the name and lineal rank of each commissioned officer, and such other information as the Director may require. (g) At least once a year he shall prepare for publication in printed form for insertion in the Regulations, the changes that have been effected, by cir- cular or otherwise, since previous printing. 11 Chief of the. Division of Tides and Currents. — The Chief of the Division of Tides and Currents is responsible for the tide and current surveys along the coasts of the United States and possessions. He shall prepare the nec- essary plans for these surveys and recommend instructions therefor to be issued by the Director. (a) He shall have administrative supervision over: (1) The tabulation, correlation and analysis of the field observation. (2) The determination of datums for nautical charts, mean sea level, and other basic tidal datums. (2>) Predictions of tides and currents and the publication of annual tide and current tables covering the oceans and tidal current charts. (4) Investigations in physical hydrography and related subjects, including special studies as may be required in the public interest. 12 •••-,: All Chiefs of Divisions. — -The following additional duties, where applicable, will be performed by each chief of division: (a) He shall make field inspections of field parties working under his direction and shall examine the records and correspondence received at the office from the chiefs of the field parties for the purpose of insuring that the field operations are in accordance with the instructions, that the work is of the required degree of accuracy, and that proper regard for economy is maintained. (b) He shall submit reports of fitness of all officers working under his direction, either as chiefs of field parties or attached to the division for a period of 30 days or more, at least once each year not later than March 31. (c) He shall prepare estimates and supervise the expenditure of funds allotted to his division. (d) He shall perform such additional duties as may be assigned to him by the Director. 13 Supervisors of Districts. — The Supervisor of each District shall maintain quarters for the office work and headquarters of field parties in his district; for gathering data relative to changes in the charts and publications of the Bureau; and for furnishing to the public and to other Government agencies the data and information obtained by the various activities of the Bureau. To assist Supervisors in their duties, instructions and correspondence be- tween the Washington Office and chiefs of parties operating in a district shall be routed through the District Supervisor or copies furnished for his information and files. (a) He shall acquaint himself with the activities of other Federal Bu- reaus and of State and municipal organizations having offices in the same city as the District Headquarters for the purpose of gathering and dissem- inating information within the functions of the service and, when specifically so instructed, of the Department of Commerce. (b) He shall familiarize himself with surveys and improvements made by the United States Engineers, and State and city engineers, to insure prompt forwarding of pertinent data to the Director. He shall cooperate with steamship lines, yacht clubs, mariners, and others to insure prompt and accurate reports of dangers discovered, changes in channels and other infor- mation affecting our coasts. (c) He shall keep a file of one copy of the latest edition of each nautical and aeronautical chart, and of each publication currently issued by the Coast and Geodetic Survey. (d) He shall keep the Director informed of the conditions and needs of surveys in his district and shall make recommendations as to work that should be done. He shall advise the Director regarding physical changes which may require correcting the charts and nautical publications of the Bureau. (e) He shall make such surveys and examinations as may be practicable, to avoid sending a special party for the work. Where surveys are found necessary which are too large to be accomplished by the Supervisor, he shall report the conditions to the Director. (f) He shall, unless otherwise directed, act as agent for the sale of charts, maps and publications of the Bureau, and shall make proper ac- counting of funds received from such sales to the Chief of the Division of Personnel and Accounts. (g) Funds received for the sale of publications furnished by the Superin- tendent of Documents, Government Printing Office, are to be deposited to the credit of the Disbursing Officer of that Bureau and will not be reflected in the accounts submitted to this office. (h) He shall use the authority delegated to him to approve original ap- pointments, transfers, reinstatements to certain field civil service positions, and promotions to all vessel positions, (paragraphs 76-77.) (i) District Headquarters are established as follows: Number of district Name of district Headquarters of supervisor (1) Northeastern District Boston, Mass. (2) Eastern District New York, N. Y. (3) Southeastern District Norfolk, Va. (4) Southern District New Orleans, La. (5) Caribbean District San Juan, P. R. (6) Southwestern District Los Angeles, Calif. (7) Western District San Francisco, Calif. (8) Midwestern District Portland, Ore. (9) Northwestern District Seattle, Wash. (10) * Alaska District (ID Pacific District Honolulu, T. H. *This District is included in the Northwestern District for the present. (j) District limits are established as follows: (1) Northeastern District — All New England except that part of Connecticut west of the Connecticut River. (2) Eastern District — Connecticut (west of, and including, the Connecticut River), New York, New Jersey, Delaware and Pennsylvania. (3) Southeastern District — Maryland, Virginia, North Carolina, South Carolina, and Georgia. (4) Southern District — Florida and the states bordering the Gulf of Mexico to the Rio Grande, and the Atlantic approaches to the Panama Canal. (5) Caribbean District — Virgin Islands and Puerto Rico. (6) Southwestern District — The area from the northern borders of San Luis Obispo, Kern and San Bernardino Counties, California, to the Mexican bor- der, and the Pacific approaches to the Panama Canal. (7) Western District — Northern California to the northern borders of San Luis Obis- po, Kern and San Bernardino Counties, California. (8) Midwestern District — Oregon and all of the Columbia River. (9) Northwestern District — Washington to the Columbia River, and Alaska. (10) Alaska District — Alaska (for the present is included in District 9) (11) Pacific District — Hawaiian Islands and the chain of islands to the westward. 14 Director of Coast Surveys in the Philippines. — The Director of Coast Sur- veys shall be in charge of the Manila field station and shall direct the field and office operations of the Bureau in the Philippine Islands. (a) With the approval of the Commonwealth Government he shall be as- signed as head of the Coast and Geodetic Survey Bureau under that Govern- ment and shall report to the Secretary of Public Works and Communications so far as concerns the expenditure of funds furnished by the National Assembly. (b) He shall prepare instructions for the field parties for the purpose of carrying out the plan approved by the Director for prosecuting the sur- veys of the Islands. (c) He shall make inspection of the parties in the field and of the records and correspondence received at the field station from the chiefs of the field parties for the purpose of insuring that the field operations are in accordance with the instructions and the manuals for field work, that the work is of the required degree of accuracy, and that proper regard for economy is maintained. (d) He shall have charge of the compilation, revision and reproduction of all nautical and aeronautical charts and topographic maps of the Philip- pine Islands from the results of field work or from other sources, and of keeping existing charts corrected to date of issue from data available. (e) He shall maintain complete indexes and diagrams of all surveys, re- ports of dangers to navigation, harbor improvements, and changes in aids to navigation, and shall have custody of all records and surveys received from the field parties. (f) He shall direct the preparation of Notices to Mariners, Coast Pilots of the Islands, and other publications of the Bureau. (g) He shall have supervision over the instruments, equipment, and vessels employed in the survey of the Islands. 15 Processing Offices. — The Processing Offices are established for the system- atic and orderly processing of the field records of vessels and field parties which do not have the opportunity to complete their office work between 8 CHAPTER 2 Correspondence 21 Correspondence in general. — Official correspondence shall be courteous in tone and free from expressions of a personal nature. Courtesy shall be in- dicated by the substance and feeling expressed rather than by mere polite phrases. Copies of official correspondence shall not be furnished to persons other than employees of the Bureau without permission of the Director. (a) Each letter shall refer to but one subject. (b) Letters should be brief and concise without omitting essential details, and should contain no extraneous matter not essential for clarification. Paragraphs should be arranged in logical sequence and an effort should be made to confine official letters to one page. (c) For all letters and reports, except reports made on prescribed blank forms, the paper used will be 8 by ItiVz inches. 22 Official communications addressed to the Washington Office. — All of- ficial communications sent to the office of the Coast and Geodetic Survey in Washington shall be addressed to the Director, with the following exceptions: (a) Communications relating to accounts shall be addressed to the Chief, Division of Personnel and Accounts. (b) Correspondence from field parties relating to minor details of the work in progress may be addressed to the chief of the division having im- mediate supervision of such work. 23 Official communications to be forwarded through proper channels. — Official mail of any character except communications from the Chief of the Division of Personnel and Accounts relating to accounts, sent from the Washington Office to any officer or employee in the field or in the Washington Office, shall be transmitted through the chief of division or chief of party. (a) Official mail from any officer or employee in the field or any District Headquarters addressed to the Director shall be forwarded through the chief of party, or officer in charge of District Headquarters, as the case ma> be, or from any officer or employee in the Washington Office through the chief of division, and all communications thus forwarded shall be so noted upon their face with endorsement of approval or disapproval or other rec- ommendation, with signature and date. (b) Chiefs of field parties operating in the area under the jurisdiction of the Supervisor, Northwestern District, shall transmit all official letters, 11 requisitions and reports addressed to the Washington Office, except letters pertaining to accounts, through the Supervisor who shall immediately for- ward such letters, requisitions, and reports to the office with such comment or endorsement as he considers appropriate. The same procedure, through the Supervisor at San Francisco, shall be followed by chiefs of parties working in the Hawaiian Islands. (c) Official mail of any character from officers and employees of the Bureau in the Philippine Islands shall be transmitted through the Director of Coast Surveys, who shall add such comment or endorsement as he con- siders appropriate. Letters from the Washington Office to officers or em- ployees in the Philippine Islands will be forwarded through the Director of Coast Surveys, or a copy will be forwarded to him. (d) Correspondence or requests for data from field officers to the heads of other Government departments or bureaus, or to any Government estab- lishment in Washington, D. C, shall be transmitted through the Director. Field officers may communicate directly with Government agencies in the field for the purpose of obtaining data or information relating to field projects. 24 Military style letters. — In correspondence between the Bureau and mem- bers or officers of the Coast and Geodetic Survey, Army, Navy, Marine Corps, Coast Guard and Public Health Service, the military style letter shall be used. Military style letters prepared in the field shall be in the following form: (a) Return address. — The mail address of the sender shall be shown in the appropriate place at the top of the page. (b) Margins. — Margins shall be one inch on each side of the page, each line terminating as evenly as possible. (c) Date. — The date shall be indicated in military style, that is, the day of the month in numerals, followed by the month spelled out and the year in numerals, all without punctuation. The date shall be placed one-half inch below the printed heading and sufficiently far to the right to bring the year flush with the right hand margin. (d) Spacing, — Letters ordinarily shall be single spaced with double spaces between the items of the heading and between the heading and the body of the letter. The body of a letter less than; ten lines in length may be double spaced. A double space shall be left between paragraphs. When possible, four spaces should be left between the body of the letter and the typed name of the person signing the letter. In preparing short letters, the body of the letter should be so centered on the page as to present a well-balanced appearance. (e) Indentation and numbering of paragraphs. — Paragraphs shall be in- dented 5 spaces. In long letters dealing with several phases of a subject, the paragraphs should be numbered. (f) Form of address. — The name and title or designation followed by the address of the recipient, in block form, shall be 12 spaces from the left hand margin,, preceded, by the word "To" flush with the margin. 12 (g) Subject. — The "Subject" line shall be placed six spaces below the "To" line or two spaces below the "Via" line, in cases where the latter is used. (h) "Via". — In letters forwarded through an intermediary such as the commanding officer or chief of party, a separate line introduced by "Via" shall follow the address. (i) References. — Previous correspondence will ordinarily be referenced by suitable text in the opening paragraph. If a separate line is desired for this purpose it may be placed below the "Subject" line. Correspondence prepared in the Washington Office will bear in the upper right hand corner of the first page the number of the division and a set of initials. Letters in reply to such communications should refer to this number and initials. (J) Signature. — The name of the signer should be typed, followed on the next line by his rank and the letters "USC&GS." The signer's official posi- tion such as "Commanding Officer Ship EXPLORER", "Chief of Party", "Supervisor, Northwestern District", should be indicated on a third line. 25 Non-Military letters. — Letters to government offices, other than the com- missioned services, or to the public shall follow the general form used in civilian practice. Such letters should ordinarily begin with the salutations "Gentlemen", "Dear Sir", "Dear Madam", etc. (Madam is used in addressing unmarried as well as married women), and close with the phrase "Very truly yours." 26 Titles. — Commissioned officers of the service shall be designated and ad- dressed by the title of their rank. In oral official communications officers below the rank of commander may be addressed as "Mr." In addressing written official communications the name of the officer shall be followed by the name of the service, for example: "Capt. John Doe, United States Coast and Geodetic Survey", except that all communications which concern the office rather than the individual who, for the time being, may be holding that office, shall be addressed to the office, thus: "Supervisor, United States Coast and Geodetic Survey", "Commanding Officer, United States Coast and Geodetic Survey, Ship EXPLORER". (a) In signing correspondence, except regarding accounts, requisitions and reports, officers shall use the title of their rank followed by the name of the service or the abbreviation "USC&GS" and the name of the office held, such as "Commanding Officer", "Chief of Party", etc. (b) In signing accounts and correspondence relating to accounts, a chief of party should use the title "Authorized Certifying Officer" followed by the name of the service or its abbreviation. Wherever necessary, the title "As- sistant Disbursing Officer" appears on the accounting forms. (c) In signing pay vouchers officers shall use their official rank, and at least one Christian name in addition to the surname must be signed in full, 697587—47—2 .. q thus: John C. Smith, Commander, USC&GS, or, G. William Jones, Ensign, USC&GS. 27 Printed forms to be used. — The printed forms for letters of transmittal, requisitions, and various reports required by these Regulations should al- ways be used. (a) Obsolete editions of a printed form must not be used. When notice of a revised edition of a form has been received, chiefs of parties should requisition a supply and destroy all obsolete forms on hand. 28 Stationery and instruments to be obtained from the Washington Office. — Instruments and all articles of stationery, including rubber stamps, must be obtained from the Washington Office or from the local District Headquarters. Expenditures for such articles may be made only when impracticable to ob- tain them from these offices. No expenditure by field parties for printing will be allowed. 29 Requisition for Stationery. — Items of stationery available for issue by the Department to field parties are listed on Form 11 and should be requisitioned on Form 11a. District Headquarters and the Manila Office will requisition stationery and office supplies on Department Form SS 55. The list of ar- ticles available, with instructions to be followed when requisitioning, are contained in the Department of Commerce supplement to the Federal Stan- dard Stock Catalog. Forms printed for the Coast and Geodetic Survey will be requisitioned by these offices on Form 11a. Requisitions should be for- warded to the Director in sufficient time to allow for stationery to reach its destination by the cheapest method of transportation. Only such amounts of stationery should be carried as will last until such time as it is practicable and convenient to obtain a new supply. In no case should a requisition ex- ceed more than a season's supply of any item. Stationery not needed should be returned to the Washington Office at the same time that instruments or other property are being returned. (a) Under the Postal Regulations it is not permissible to forward, under frank, stationery supplies such as pens, pencils, letterheads, envelopes, etc., when they exceed four pounds in weight. (b) Whenever possible, officers in charge of permanent stations and com- manding officers of vessels should anticipate their stationery requirements sufficiently in advance to make freight shipments. This is not intended to encourage stocking of excessive quantities or obtaining supplies the necessity for which is remote in order to make a freight shipment. The intention is to estimate carefully the requirements for the season far enough ahead so as to make up such a shipment. (c) Shore parties should obtain their stationery supplies in freight ship- ments when they are in a position to handle it conveniently in such quantity. 14 (d) Articles that deteriorate, such as rubber bands, rubber erasers, type- writer ribbons, etc., should be ordered only in quantities to fill current needs. (e) The District Headquarters at San Francisco and Seattle are pre- pared to supply stationery to all Pacific coast parties; the Manila Office, to Philippine Islands parties. (f) The acknowledgment of the receipt of stationery should be made immediately upon receipt by signing and returning the original copy of the invoice covering shipment. (g) Paper-fastening machines, punches, pencil-sharpening machines, etc., should be requested on Form 11a. (h) Portable tide gage charts, and fathomgrams should be requisitioned on Form 12. 30 Requisition for instruments and general property. — Form 12, in duplicate, should be used for requisitioning instruments and items of general property which it is not expedient or practical to purchase in the field. (a) The requisition should be forwarded long enough in advance to allow ample time for preparing, packing, and transportation. (b) Officers should limit their requisition to the actual requirements of the work to be done. (c) When requesting the office to purchase an article, the specifications should be written by the officer making the request, or complete descriptions of the articles must be furnished. In requesting purchase of spare parts for engines or machinery, all information on the name plate must be given, including maker's name and address, engine or machine number, size and type. If manufacturer's catalog numbers are given, the number or year of issue of the catalog should be stated. 31 Requisition for medicine. — Unless otherwise specifically desired by a local issuing office of the Bureau of Medicine and Surgery of the Navy Depart- ment, requisitions for medical supplies and equipment should be made on Navy medical requisition forms. 32 Transmitting letters. — Whenever instruments, general property, or records are transmitted to the Washington Office, a transmitting letter must be for- warded in duplicate under separate cover and an additional copy enclosed in each shipment. Every article sent should be described in such detail that the mail clerk and others not acquainted with the character of the contents may easily recognize the articles. A separate transmitting letter, or letters, should be forwarded for each package. If more than one package is included in the shipment, the packages should be marked and described in the trans- mitting letter so that they can be identified. (a) Transmitting letters in duplicate covering shipments of instruments, general property, and records should be forwarded in time to reach the 15 Washington Office before the arrival of the shipment if practicable. The letters of transmittal should be definite regarding the packages to which they refer and the contents of each package should be described in detail. (b) In transmitting field records to the Washington Office separate let- ters of transmittal shall be prepared for each class of work. Records per- taining to different classes of field work may be forwarded in the same package if copies of the separate transmitting letters covering each class of work are enclosed in the package. (c) If a shipment consists of more than one package the copy of the letter of transmittal should be enclosed in package No. 1. (d) Printed forms of letters of transmittal are available and should al- ways be used. 33 Change of address. — Official notification of every change of address on the form provided for the purpose (Form 342) or in a separate communication shall be furnished by all officers, whether on duty or on leave. Each change of address should be reported in advance if practicable, so that mail will not be delayed in transmittal. A change of address included in a letter on some other subject may not reach the proper section of the Washington Office. (a) The residence address of each officer and employee of the service stationed at Washington shall be reported to the Chief Clerk on Department Form SS 75. Commissioned officers who intend taking leave in Washington prior to reporting to the office for duty shall report their local address to the Director upon their arrival in Washington, on Form 342 and, if tem- porarily at the Washington Office, shall make an additional entry on this form showing the room number to which he is assigned. The Chief Clerk will circularize this information to the divisions of the office through issue of addressograph cards. (b) An officer having mail directed to a District Headquarters shall keep the Supervisor of the District, as well as the Washington Office, informed of his address. (c) Under Postal Regulations, only first-class mail can be forwarded to other than the personnel of the Bureau without additional postage. The no- tation that address is changed by official orders shall be made only on mail addressed to officers and employees themselves. Changes of address should be furnished in advance to insure the proper addressing of mail to be f orwared. (d) Officers and employees stationed at the Washington Office should, if practicable, have personal mail addressed to their home addresses rather than to the office. 34 Penalty mail. — Official communications and other mailable matter relating exclusively to the public business will be transmitted through the mails free of postage, if less than four pounds in weight, under penalty envelope or label. 16 (a) Official matter over four pounds in weight, whether sealed or un- sealed, including written matter, will be acceptable for mailing upon payment of fourth class rates, on the total weight, if the package does not exceed the weight or size limit prescribed for fourth class matter. Such packages are handled with the same care as though sent first class, (par. 1048.) 35 Places to which penalty and franked matter is transmissible. — Any article entitled to transmission free of postage in the domestic mails of the United States, either in a "penalty" envelope or under a duly authorized "frank", shall be entitled likewise to transmission in the mails free of postage be- tween places in any possession of the United States, from one to another of such possessions, from the United States to such possessions, and from such possessions to the United States; also from the United States to Canada, Chile, Colombia, Costa Rica, Cuba, Dominican Republic, Ecuador, Guatemala, Haiti, Honduras (Republic of), Mexico, Newfoundland (including Labrador), Nicaragua, Panama, Paraguay, Peru, Salvador (El), Uruguay, and Ven- ezuela. (Postal Guide 1943, par. 82.) 36 Reports required on official mail. — Legislation contained in Public Law 365, 78th Congress, establishes an accountability through the Postmaster Gen- eral to the Congress and to the Bureau of the Budget for all penalty indicia procured and used and requires payment for services at costs as determined by the Post Office Department. (a) In order to comply with the requirements of this legislation, a report is to be made to the Washington Office of this Bureau at the close of each month by every member of the Bureau who has used penalty envelopes or other mediums for carrying the penalty indicia in the use of the mails during the month. A special report form is provided for this purpose. (b) A supplementary statement is also to be provided, where conditions warrant, showing penalty matter used for airmail, foreign mail, and showing wastage. (c) Penalty envelopes are not to be used for enclosing personal corre- spondence, even though postage stamps are affixed. Such use depletes the stock of frank indicia for which the Bureau is accountable. 37 Air mail. — The use of air mail is authorized for transmitting communica- tions only when the additional expense is warranted by the urgency of the business. 38 Registered mail. — Official letters or parcels may be registered by any exec- utive department or bureau thereof located at Washington, District of Co- lumbia, without payment of any registry fee but when mailed at any other 17 location the registry fee must be paid. The official registration envelopes and labels used for sending registered mail from Washington, D. C, may be used for official matter at other offices, but their use does not authorize free registration. (a) Government officers located at Washington, D. C, where official mail may be registered free, under the above, may have such mail registered free elsewhere, when they are temporarily away from Washington; but not those officers who are permanently away from the city, or who are engaged in field service for the Bureau. Matters entitled to free registration by officers or employees of the Government temporarily absent from Washington should be endorsed near their signatures with the words "Temporarily absent from Washington, D. C." (b) Packages weighing in excess of 4 pounds may be registered if sealed and fourth class postage, computed on the entire weight, is paid in addition to the registry fee. (c) Except for registrations required by these Regulations, official mat- ter should not be registered unless (1) proof of delivery is essential; (2) it contains enclosures of intrinsic value; (2>) the enclosure is of such importance that its duplication in case of loss would be necessary and difficult, or entail material expense. (d) Matters of the following character do not require registration: Checks and drafts when of nonnegotiable character and which can be realized upon only by the payee; duplicate accounts; routine reports, etc 39 Post Office box rents. — Government officials are not permitted to pay in ad- vance for services. Postmasters are, therefore, authorized to furnish post- office boxes to Government officers and collect the rent at the end of the quarter instead of in advance. (Postal Guide 1943, par. 29.) 40 Identification cards. — Chiefs of Party will be held responsible that em- ployees who leave the service shall return all identification cards or other types of credentials which may be issued either by themselves, the Bureau, or the Department. These must be returned before final salary payment is made. 41 Personal cards and stationery. — The name of, or other references to the service, shall not appear on personal stationery without special permission of the Director. (a) Personal visiting cards may indicate the rank of an officer, followed by the name of the service. 18 CHAPTER 3 Communications 46 Telegrams. — Telegrams are to be used only when the necessity of speed justifies their cost as compared with other means of communication. They must be worded briefly, omitting all words not essential to a clear under- standing. Numbers may be written as either words or figures, words con- tributing towards greater accuracy. Night letters should be used whenever feasible. (a) Telegrams to the office should be addressed "Coast Survey, Washington." (b) Official messages sent to or from the Washington Office by officers or employees do not require prepayment. (c) A confirmation copy of the telegram should be mailed to the ad- dressee immediately upon sending the message. Office and field forms are provided for this purpose. (d) Telegrams relating to leave of absence are not considered as official business and must be prepaid by the sender. 47 Official endorsement. — The words "Official Business, Coast Survey", with the name and title of person sending the message shall be written on all official telegrams before presenting them to the agent for transmission. This information shall be so written as to indicate clearly that it is not a part of the message. Information relating to private matters shall not be incor- porated in official telegrams. 48 Charges for telegrams. — When it is necessary to prepay charges for official telegrams, the payment must be made at the rates fixed by the Federal Communications Commission. A schedule of these rates is usually on file at telegraph offices. A copy of the telegram should accompany the voucher covering these charges. If it is impracticable to obtain a copy of the telegram, the names of the places between which sent, the number of words, and a brief outline of the message must be given to show that it was official business. (Stand. Gov. Travel Regs.) 49 Government radio service. — Government radio service is available for transmission of official messages and should be used where practicable. This service should be used whenever an appreciable saving to the Government 19 would result. If no government radio station exists at the place where the message is filed, or at the point of delivery, commercial lines may be used to transmit the message to or from the nearest government radio station. Where the message is to be sent as a radiotelegram the regular telegraph form is to have the word "telegram" deleted and the word "radiotelegram" inserted to replace it. 50 Cable messages. — For cable messages, the War Department or Western Union code should be used. The cable code address of the office is "Coast, Washington." 51 Radio messages from vessels. — Official messages from vessels should be sent through Government radio stations where practicable. An abstract of official radio messages (Form 619) and copies of all official radio messages shall be forwarded to the Washington Office monthly. All information called for on the abstract of radio messages should be supplied so that bills for the service can be settled by the Washington Office. (a) Except in time of a national emergency, personal messages may be sent from vessels of the Coast and Geodetic Survey when authorized by the commanding officer and prepaid in full. They must not be sent collect. The commanding officer will be held responsible for collection of the full charges. An abstract, in duplicate, accompanied by duplicate copies of messages sent, must be forwarded monthly to the Washington Office. Amounts collected for personal messages shall be forwarded with the abstract to the Chief, Division of Personnel and Accounts, who will settle the accounts with the radio company. Remittances should be in the form of money orders or official checks endorsed to the Treasurer of the United States. 52 Use of twenty-four hour day. — The use of the 24-hour day, with time ex- pressed as a four-figure group, the first two figures denoting the hours and the second two figures denoting the minutes, is authorized in communica- tions, correspondence and records, using the civil day commencing at mid- night, expressed as 0000. 53 Long-distance telephone calls. — Use of long-distance telephone facilities shall be restricted to transmission of such communications as would fail of their purpose if handled by other means. When official long-distance tele- phone calls are made to the Washington Office by parties in the field and charges are reversed, the person initiating the call shall advise the Director by letter that the call was made on official business, supplying the following information: Place from which made, date call was made, time of day/* time consumed after connections were made, person with whom conversation 20 was held and amount of charges as ascertained from the telephone company at the time the call was made. (a) When official long-distance calls are made in the field to other than the Washington Office, or to the Washington Office, and charges not reversed, the voucher covering such charges shall be supported by a certificate of the rates and by a statement giving all information required to check the amount of the charges. A receipt shall be obtained unless impracticable. (Stand. Gov. Travel Regs.) (b) The following certificate is required on all vouchers covering toll charges: "Pursuant to section 4 of the act approved May 10, 1939 (53 Stat. 738), I certify that the use of the telephone for official long-distance calls listed herein was necessary in the interest of the Government." (c) Receipts are required to accompany expense accounts for long-dis- tance telephone messages where the amount involved is in excess of $1.00, except that where a slot machine is used at an automatic station and it is so stated in the expense account, a receipt will not be required. (Stand. Gov. Travel Regs.) (d) When telegrams, radio messages, etc., are charged to a Government telephone, a copy of the message must accompany the voucher supporting the charge. 21 CHAPTER 4 Personnel, Commissioned Officers 56 Appointments of commissioned officers. — Commissioned officers in the Coast and Geodetic Survey are appointed by the President of the United States, by and with the advice and consent of the Senate. (a) The commissions shall be countersigned by the Secretary of Com- merce and sealed with the official seal of the Department of Commerce. (b) No person who is not a citizen of the United States shall be eligible for appointment. (c) Ensigns shall be appointed, upon recommendation of the Personnel Board, by promotion from the position of junior engineer or deck officer. Unless special conditions require an earlier appointment, an officer shall serve at least six months as junior engineer or deck officer before being el- igible for a commission. He must have performed satisfactory services and shown the proper qualifications for a commissioned officer in the service and have passed a satisfactory physical examination by a medical officer of the United States Public Health Service, or by a medical officer of the Coast and Geodetic Survey, the Army or the Navy, when the services of a medical officer of the Public Health Service cannot be obtained. 57 Appointments of junior engineers and deck officers. — Junior engineers and deck officers shall be appointed by the Secretary of Commerce from a list of eligibles established by competitive examinations conducted in accordance with the rules of the U. S. Civil Service Commission. To be eligible for appointment applicants must have successfully completed a full 4-year course leading to a bachelor's degree in engineering subjects in a college or university of recognized standing. Preference in appointment will be given to applicants between the ages of 20 and 26 years who are graduates from a course in civil engineering or a course in geodesy and surveying. All applicants must be male citizens of the United States and of good moral character. (a) Before appointment is made, candidates must meet the physical re- quirements prescribed in the standard examination for commissioned officers. Such an examination will be made by a medical officer of the U. S. Public Health Service, or if such officer is not available, by a medical officer of the Army or Navy. (b) In addition to possessing sound physical health and freedom from disease or tendency thereto which would interfere with the full performance of duty, the candidate must meet the following requirements: He must have 20/20 vision in each eye without glasses. He must not be color blind. He 23 must be able to hear whispered conversation at a distance of 15 feet and ordinary conversation at a distance of 30 feet. He must be at least 5 feet 6 inches in height in his bare feet. Except as noted, the following table giving the proper height, weight, and chest measurements of candidates must be observed. Height Inches Weight Pounds Allowance for underweight Pounds Chest measurement at expiration Inches Mobility Inches 66 132 8 32 y 2 2 67 134 8 33 2 68 141 12 33% m 69 148 15 33 % 2V 2 70 155 20 34 2V 2 71 162 20 34% 2V 2 72 169 20 34% 3 73 176 20 35% 3 74 183 20 35% 3y 2 (c) If an applicant weighs more than the number of pounds stated in the above table as appropriate for his height, he may be accepted if the over- weight is due to muscle and bone, but he must be rejected if it is due to fat. (d) After a junior engineer or deck officer has received an appointment, and before he is permitted to take the oath of office, he will be required to pass an additional physical examination by a medical officer of the United States Public Health Service, unless his preliminary physical examination was made by an officer of that service. And, even in this case, a reexamina- tion by an officer of the Public Health Service may be required. (e) The examining physician should be advised that the positions of junior engineer and deck officer are field grades from which selection is made for commissioned officers in the U. S. Coast and Geodetic Survey and that it is therefore essential that candidates meet the physical standards required for a commissioned officer. He should be requested to reject any candidate who does not conform strictly to the standard of requirements inasmuch as it is incompatible with the interests of the service that candidates be ap- pointed who may have, or may have had, diseases or physical conditions apt to recur or to produce after effects which would interfere with the full performance of duty, which would necessitate prolonged or frequent medical relief, or which might result in comparatively early retirement in a com- missioned status. It is especially important that the examining physician be requested to execute fully the certificate on the form, indicating clearly whether or not the candidate conforms to the physical standards required for an original commission. He should be requested to return the com- pleted medical examination form without delay in sealed envelope to the officer who requested the examination. 24 58 Distribution in rank of commissioned officers. — The total number of com- missioned officers on the active list of the Coast and Geodetic Survey shall be distributed in rank relative with officers of the Navy in the proportion of five in the grade of captain to eight in the grade of commander, to eighty- seven in the grade of lieutenant commander, lieutenant, lieutenant (junior grade) and ensign, inclusive. The number of officers in the grade of lieutenant commander, however, shall not exceed 35 per centum of the total authorized number of commissioned officers on the active list. (33 U.S.C. 851a.) 59 Promotion of commissioned officers. — Promotions to the grades of captain and commander shall be made as vacancies occur and shall be by selection from the next lower respective grades upon recommendation of the Per- sonnel Board. (a) Lieutenants shall be promoted to lieutenant commanders upon com- pletion of 17 years of creditable service, except as limited by law. (par. 58.) (b) Lieutenants (j.g.) shall be promoted to lieutenants upon completion of 10 years of creditable service. (c) Ensigns shall be promoted to lieutenants (j.g.) upon completion of 3 years of creditable service. (d) Service in excess of one year in the grades of deck officer or junior engineer shall be included in the creditable service required for promotion. 60 Qualifications for promotion of commissioned officers. — >No commissioned officer shall be promoted in rank until his mental, moral and professional fitness to perform the duties thereof has been established to the satisfaction of the Personnel Board. (a) Before promotion in rank, a commissioned officer shall be required to pass a physical examination by a medical officer of the Public Health Service, or by a medical officer of the Army or the Navy when a medical officer of the Public Health Service is not available. (b) When an officer fails to pass the physical examination required for promotion, the examining medical officer should report in detail the physical condition of said officer, and if it shall appear that his physical condition is the result of irregular or dissipated habits, the case shall be reported as requiring investigation by a board to be ordered by the Secretary of Com- merce. If it is the result of disease or disability contracted in the line of duty, and does not appear to be permanent, he shall be reported to the Secretary of Commerce as temporarily not qualified for promotion, and when so reported shall be placed on the official register of the service as "not in line for promotion", or if the disability appears to be of a permanent nature, he shall be recommended for retirement in the rank to which he would have been promoted. 25 (c) When an officer has failed of promotion on account of physical dis- ability and is placed in the register as "not in the line of promotion", and it shall subsequently appear, by competent medical evidence, that he has pro- gressed to recovery, the Director shall order him reexamined for promotion to the next occurring vacancy if eligible for promotion to the rank of cap- tain or commander, or for immediate promotion to a grade prescribed for length of service. 61 Oath of office. — The prescribed oath of office shall be taken by every person upon original appointment in the Coast and Geodetic Survey. (a) The oath of office may be acknowledged before a notary public or other officer using an impression seal. (b) Any officer or employee, designated in writing by a head of a depart- ment, is authorized to administer the oath required incident to entrance into employment of the Federal Government, or any other oath required by law in connection with employment therein, such oaths to have the same force and effect as oaths administered by officers having seals. (5 U.S.C. 16a.) (c) Although oath of office may be taken prior to entrance on duty, it is preferable that it be taken on the date of entrance on duty or as soon thereafter as practicable, but in any case, it must be taken before the prep- aration of the first payroll upon which the name of the appointee will appear. 62 Acceptance of commission. — All commissions shall be accepted in writing by the officers concerned. (a) An original commission becomes effective only from date of accep- tance by the appointee, subject to his taking the oath of office. (b) Promotions in commissioned grades, in accordance with law, become effective from the dates stated in the commissions. 63 Affidavit on appointment. — Each commissioned officer must file with the Comptroller General within 30 days of the effective date of his first com- mission, an affidavit (Stand. Form 1041) stating that neither he nor anyone acting in his behalf has given, transferred, promised, or paid any considera- tion for or in the expectation or hope of receiving assistance in securing such appointment. (5 U.S.C. 21a.) 64 Relative rank of officers. — Among commissioned officers of the same grade precedence shall be fixed in accordance with their file numbers in that grade, as shown on the annual roster of commissioned officers. (33 U.S.C. 854b.) 26 65 Commissions in military and naval organizations. — Personnel of the Coast and Geodetic Survey may be transferred to the Army or Navy in time of war or national emergency by Presidential order. (33 U.S.C. 855 to 858.) Commissioned officers of the Bureau shall not accept commissions in the Army, Navy, Coast Guard or Public Health Service or any component there- of. If they hold any such commission when appointed in the Coast and Geodetic Survey, they shall resign them, the resignation to be effective on the date prior to the date of commissioning in the Coast and Geodetic Survey. 66 Suspension from duty. — No commissioned officer shall be suspended from duty without the authority of the Secretary of Commerce, except in cases of gross insubordination or neglect of duty at isolated stations, or on board vessels of the Coast and Geodetic Survey, which require immediate action. When such cases occur, the officer in charge is authorized to initiate the action by suspension of the offending officer, which in no case shall exceed a period of 10 days unless a further period of 10 days is necessary to bring the matter to the attention of the Secretary of Commerce. (a) In all cases of suspension provided for in this paragraph, a statement of the reasons for suspension, and the action taken shall be forwarded to the Director at the earliest date and a copy furnished the person suspended. Persons thus placed under suspension shall be informed in writing that the suspension is not imposed as a punishment. (b) Leave shall not accrue during any period of suspension for disciplin- ary reasons which is in excess of 3 days. 67 Separations and reductions. — No commissioned officer shall be dismissed from the service, or reduced in grade, without due investigation by a board of commissioned officers of the service ordered by the President of the United States or the Secretary of Commerce on the recommendation of the Director; and the findings of such a board recommending the dismissal of a commissioned officer shall not be carried into execution until it has been approved by the President of the United States. 68 Resignations of commissioned officers. — All resignations of commissioned officers shall be addressed to the President of the United States, at least 30 days prior to the effective date, accompanied by a statement furnishing the reason therefor. (a) Earned leave will be granted to a commissioned officer prior to his resignation only at the discretion of the Director. 27 CHAPTER 5 Personnel, Civilian Officers and Employees 76 Appointment of officers and employees in the classified service. — The Sec- retary of Commerce has delegated authority to the Director to make ap- pointments and to administer and conduct personnel administration activities in the departmental and field services of the Coast and Geodetic Survey. In order to further facilitate employment in the field service this authority has been also delegated to the District Supervisors of this Bureau subject to such limitations as the Director may from time to time prescribe by circular letter. (a) Original appointments shall be made at the minimum salary rate which is authorized for the grade to which the appointment is made. (b) Regulations governing procedure in the matter of appointments, promotions, transfers, separations, dismissals, reinstatements, etc., contained in circulars and orders issued by the Department of Commerce and in "Civil Service Act, Rules and Regulations Annotated" published by the Civil Ser- vice Commission shall be followed in all cases. 77 Procedure for personnel actions affecting civil service employees in the field. — Recommendations for field personnel actions affecting civil service personnel will originate in the field on Form PM-2. If the action is one which the District Supervisor is empowered to approve, the Form PM-2, will be forwarded to him for approval; after which the chief of party will be notified that the action may be made effective, and the original of Form PM-2, approved by the Supervisor, will be forwarded to the Washington Office for confirmation of the action and formal notification to the employee. (a) If the action is one which the Supervisor is not empowered to ap- prove the chief of party will forward the recommendation on Form PM-2 directly to the Washington Office for approval and notification. 78 Procedure for personnel actions affecting employees in Washington Office. —Recommendations for all personnel actions affecting employees in the Washington Office will originate in the Division concerned on Form PM-2, and should be forwarded to the Division of Personnel and Accounts. (a) The following actions must be approved by the Director before they can be made effective: (1) Appointments, including transfer and reinstatement. (2) Promotions. 697587—47—3 9Q (3) Reassignments. (4) Removal of limitations. (5) Leave without pay in excess of 30 days. (6) Return to duty from leave without pay. (7) Return to duty from military furlough. (8) Acceptance of resignations. (9) Retirements. (1 0) Suspensions. (11) Separation during trial period. (12) Dismissals for cause. (b) Submission of memoranda recommending personnel actions will not be necessary. 79 Emergency field appointments. — Except in cases of emergency, persons selected for appointment, either permanent or temporary (original or ex- tension) must not be assigned to duty or continued in the services before notice of approval is received from the Director or District Supervisor. (a) Under the following circumstances it may be considered that an emergency exists and prior approval of the Director or District Supervisor will not be required: (1) When the person selected is to be assigned to an existing posi- tion which has been vacated unexpectedly without sufficient prior notice to the officer in charge to enable him to secure prior authority for appointment by the regular procedure. (2) When the person selected is to be assigned to a new temporary position the creation of which is necessary because of the granting of emergency extended leave of absence to one of the regular employees and the work cannot be handled by the remaining force. (3) When the appointment is necessary for the safeguarding of life or property. (b) It will not be necessary under the circumstances outlined under (2) and (3) to secure Bureau authority for establishing the additional temporary positions prior to assigning the persons selected to duty. (c) Before assigning personnel to duty under the above provisions, authority shall be secured, by the officer in charge, from the local regional civil service manager. When submitting recommendations to the Washing- ton Office or District Supervisor for approval, all papers including the civil service authorization should be forwarded together with a statement of the conditions constituting the emergency which necessitated the appointment. (d) Appointments of this character by field officers shall be valid for not exceeding 30 days, during which time Bureau confirmation thereof must be obtained. The Bureau appointment when issued will cover the period of service commencing with the date of entrance on duty. Appointments shall terminate automatically at the close of the 30-day period unless Bureau authorization is secured prior to that time. 30 (e) The above provisions shall be invoked only in case of emergency. A detailed statement referring to appropriate item under sub-paragraph (a) must be submitted with each case to the District Supervisor or the Washing- ton Office. 80 Employment of field personnel in non-civil-service positions. — The Direc- tor, and officers and employees serving as chiefs of parties are authorized to fill the following positions, under the Civil Service Commission Rules shown below and in conformity with the Veterans Preference Act of 1944, (Public Law 359, 78th Congress) without prior approval of higher authority. (a) Under Schedule A, Subdivision XI, paragraph 5 of the Civil Service Rules : On board vessels of this Bureau Cook Mess Attendant Fireman Seaman (b) Under Schedule A, Subdivision XI, paragraph 7, of the Civil Service Rules: Temporary appointments, the appointee in no case to serve more than 8 months in any one calendar year. Benchmark Setter Cook Hand (skilled or unskilled laborer) Helmsman Hydrographic Observer Triangulaton Observer Leveling Observer Air Photographic Observer Launch Observer (large launches) Leadsman Lightkeeper Mechanic Radioman Recorder Reconnaissance Rodman Signal Builder Steel Hauler Truck Driver Umbrellaman Observer Watchman (c) Under Schedule A, Subdivision I, paragraph 6 of the Civil Service Rules: Compensation not to exceed $540 per annum. Tide Observer Assistant Tide Observer Seismograph Tender Under Schedule A, Subdivision XI, paragraph 8 of the Civil Service At magnetic and seismological observatories outside continental (d) Rules : United States. Caretaker Helper 81 Crews of vessels. — Employees under Schedule A, Subdivision XI, para- graph 5, on board vessels of this service, listed in paragraph 80, shall be shipped as provided in these Regulations and the Shipping Articles. The maximum complement for each vessel shall be determined by the Director, 31 subject to the approval of the Secretary of Commerce and the pay of each rating shall be at the rate fixed by the Secretary of Commerce. (a) Supervisors of districts may ship men in their districts under Sched- ule A, Subdivision XI, paragraph 5, for the crews of vessels, when requested by commanding officers of vessels working in localities where men are not available. Transportation can be furnished only if the Shipping Articles contain provision for reimbursement of traveling expenses from point of shipment to the ship and the necessary expenses have been authorized. Ex- penses for subsistence should not be incurred if avoidable. 82 Employment of non-civil service temporary employees. — Temporary em- ployees necessary for field work should be employed under Schedule A-XI-7, as set forth in paragraph 80. (a) Estimates covering the pay of these non-civil-service temporary em- ployees must have the Director's approval before employment begins. (b) Tide observers, assistant tide observers and seismograph tenders are temporary employees under Schedule A-I-6. (c) Employees of other Federal agencies, while acting as tide or current observers or as seismograph tenders, may receive extra compensation as authorized in the annual appropriation Act. 83 Veterans preference in non-civil-service positions. — (The Civil Service Com- mission Regulations dated March 20, 1945, pertaining to the Veterans Pref- erence Act of 1944, states that in view of the circumstances and conditions surrounding employment of such positions as are included in Schedule A, the agency concerned will not be required to apply to such positions the ap- pointment procedures of the Regulations provided that the principles of veteran preference shall be followed as far as is administratively feasible and the reasons for non-selection shall be furnished upon request to any qualified and available preference applicant. (a) Each chief of party shall have on file for examination and reference a job description sheet listing the duties, responsibilities and qualifications for each of the non-civil-service positions authorized for his party. Copies of these job description sheets can be obtained from the Washington Office. 84 Appointment or employment of non-citizens. — Laws governing the ap- pointment of non-citizens are usually made effective for the duration of the current appropriation Act. Circular letters regarding pertinent changes will be furnished whenever amendments or changes are made to existing laws. Employing officers will comply with the instructions contained in the current circular letter and subsequent changes that may become effective. 32 85 Promotions of officers and employees in the classified service. — Promotions to a higher grade or rating shall be made by the Director and those to whom authority is delegated and in accordance with rules and regulations of the Department of Commerce and the Civil Service Commission, (pars. 696, C97, and 698.) 86 Suspension from duty. — No employee in the classified service shall be sus- pended from duty without prior authority of the Director or a District Super- visor for suspensions up to 5 days, and of the Secretary of Commerce for suspensions over 5 days. The procedure to be followed in the case of com- missioned officers, pararaph 66 (a) and (b) is also applicable to civil service employees. 87 Separations and reductions for cause. — The separation or reduction for cause of officers and employees in the classified service shall be made by the Secretary of Commerce upon the recommendation of the Director, under the provisions of the Civil Service Rules and of the Classification Act of 1923 or its modification. 88 Resignations. — Resignations of all classified employees shall be addressed to the Director on Form PM-2 at least 15 days prior to the effective date, accompanied by a statement furnishing the reason therefor. (a) Employees will receive a lump-sum payment covering all unused earned annual leave which has accumulated to their credit through the last day of active duty. (par. 988.) 89 Gratuitous services. — No officer of the Government shall accept voluntary service for the Government or employ personal services in excess of that authorized by law, except in case of sudden emergency involving the loss of human life or the destruction of property. Gratuitous service may be ac- cepted provided a written agreement is obtained, thus obviating any future claims against the Government for these services. 33 CHAPTER 6 Crews of Vessels 91 Members of the crew. — The term "member of the crew" as used in these Regulations denotes either a person employed under a civil service ap- pointment or a person serving a term of shipment as covered by the Shipping Articles. This term applies to any person employed or shipped under a rating listed on the authorized complement sheet for a vessel of this Bureau. (a) Civil Service personnel will be governed by the Regulations of the Civil Service Commission, the Regulations of the Department of Commerce and such paragraphs of these Regulations that do not refer specifically to "shipped members of the crew." (b) Members of the crew serving a term of shipment as covered by the Shipping Articles are referred to in these Regulations as "shipped members of the crew." Unless otherwise stated, all parargaphs in these Regulations referring to crews of vessels are applicable to them. 92 Shipping Articles. — The Shipping Articles prescribed by the Bureau (Form 366) shall be read, carefully explained by the recruiting officer to every person about to be shipped, and shall be signed by the recruit at the time of shipment. Term of shipment. — Unless the term of shipment is extended as provided in the Shipping Articles, employment of non-civil service personnel for duty on ships of the Coast and Geodetic Survey shall be for a period not to ex- ceed one year and may be terminated sooner by any of the methods provided in the Shipping Articles. (a) If the term of shipment of a member of the crew should expire while the vessel is at sea or outside of the United States, his term of shipment may be extended as provided in the Shipping Articles or he may be re- shipped for the remainder of the voyage or for another year. (b) At least 30 days before commencing a voyage to a place where re- placements are not available, all shipped members of the crew whose terms will expire within 30 days after arrival in the new locality shall be given the notification required by paragraph 2 of part 3 of the Shipping Articles and shall be discharged before departure of the vessel. They may be re- shipped under the same provisions as apply to reshipment in the case of an expiration of term of shipment, but in computing time for continued service pay their actual time of employment shall be counted. 35 94 Physical examination. — Every person before being employed or shipped on a vessel shall undergo a physical examination. If no medical officer is attached to the vessel the examination may be made by any medical officer of the Public Health Service. There is no provision for payment of a pri- vate physician for such service. No person shall be shipped unless pro- nounced fit by the medical officer making the examination, except as provided in paragraphs (a) and (b). (a) If no medical officer is attached to the vessel and no officer of the Public Health Service is available, the commanding officer may make the physical examination himself. He shall then note on the Shipping Article that no medical officer was available and shall have the prescribed examina- tion made at the first opportunity and an unfavorable report shall termin- ate the contract. (b) In the case of a desirable man whose physical defects debar him under rules governing medical examinations, but who is entitled to consid- eration on account of previous service or special qualifications and whose physical defects will not prevent him from performing the duties of his intended rating, a Report of Rejection and Waiver of Disability (Form 220) should be forwarded to the Director for his action, and in case authority is given, such a man may be shipped. The physical condition of a person shipped in this way shall be fully described in the Notice of Employment (Form 416A). (c) Members of the crew certified for appointment by the Civil Service Commission shall be required to pass a physical examination before entering on duty. 95 Persons disqualified. — No minor under the age of 14 years, no insane or intoxicated person, no person addicted to the use of drugs, or known to have committed an infamous crime, and no person known to be a deserter from the Coast and Geodetic Survey, Coast Guard, Army, Navy, or Marine Corps, shall be shipped or retained in the service. 96 Minors. — No person under the age of 18 years shall be shipped without the consent of parent or guardian. In cases of shipment of minors the Con- sent of Parent or Guardian (Form 219) must be forwarded with the Notice of Employment (Form 416 A). 97 Notice of shipment of men.; — Immediately upon the shipment of a man and particularly before leaving port, a Notice of Employment (Form 416 A) shall be forwarded to the Washington Office. (a) In the case of persons who are entitled to additional pay for con- tinued service, the base pay only shall be stated on the Notice of Employ- ment but the words second shipment, third shipment, etc., shall be inserted. 36 (b) In the case of a man shipped and rated on the same day, both the entering rating and the rating to which advanced shall be stated on the Notice of Employment. (c) When the name of the next of kin cannot be furnished, insert the name and address of the person to be notified in case of injury or death. (d) Any marine licenses held shall be noted on the Notice of Employment. 98 Complement. — The maximum complement of each vessel will be deter- mined by the Director subject to the approval of the Secretary of Com- merce. A complement sheet listing the number of authorized ratings in each department is furnished periodically to each commanding officer. He shall not exceed the complement as listed on the current sheet except as provided in paragraph (a) hereof. (a) If conditions warrant, the Director may authorize a temporary in- crease in the complement of a vessel by the addition of a corresponding position for the duration of such time as a member of the crew is in a hospital. In such case the Shipping Articles must cover arrangements for discharge of the temporary man upon return to duty of the man in the hospital. When the authorized temporary increase covers a civil service position, the Regional Manager of the District must be contacted to obtain a candidate from the list of eligibles or, in the event none are available, to receive permission to have a person without civil service status appointed. In times of an emergency, or when operating in isolated localities, permission should be requested from the Regional Manager to certify the appointment of a person outside the register until such time as the party will be in a local- ity where eligibles can be contacted. (b) When a man is shipped by an officer in charge of a District Head- quarters at the request of a commanding officer of a vessel, his accounts may be carried by that office until the date of his arrival aboard, if this is nec- essary in order to avoid an excess in the complement of the vessel. Com- muted rations will be allowed such a man, except when other subsistence expenses are authorized in travel orders or otherwise. Accounts so carried may be paid by the officer in charge of the District Headquarters and charged to the allotment of the vessel. (c) At the time a man is shipped at a District Headquarters, the Super- visor shall have him sign the Shipping Articles on file at that office and inform the commanding officer of the vessel of this fact, giving the date the articles were signed. 99 Ratings. — Crews of vessels shall be shipped or hired in the ratings spec- ified on the complement sheet, and they shall be paid the monthly wage fixed by the Secretary of Commerce for that rating, and no commanding officer is authorized to increase or decrease the wage fixed for a rating. 37 More men may be carried in any rating or ratings than specified in the authorized complement provided an equal number of positions in any of the higher ratings in the same department remain vacant. 100 Disrating. — A member of the crew serving in a civil service position can- not be disrated or demoted to a lower classified grade unless prior author- ity has been obtained from the Director, nor can he be disrated to a non- civil-service position. Whenever a shipped member of the crew of a vessel proves himself to be incompetent in his rating, he shall be disrated in pro- portion to his incompetency, but not below his entering rating as shown on the Shipping Articles; or he may be discharged in accordance with para- graphs 112 or 116. (a) A shipped member of the crew shall not be disrated while in hos- pital or on approved leave of absence. 101 Pay. — Members of the crew shall receive a full day's pay for the first day upon which employed or shipped except as provided in paragraph (b), and for the day of separation except as provided in paragraph (c), unless first employed or shipped or separated on the thirty-first day of a month, when the provisions of paragraph 698 shall apply. (a) During the first year of service shipped members of the crew shall be regarded as temporary insofar as the Retirement Act applies and shall be excluded from the provisions of that Act. When such employees are entitled to their first continuous service increase their tenure of appointment shall be regarded as indefinite insofar as the Retirement Act applies and they will become subject to the provisions of that Act. Retirement deduc- tions will be applied against their pay, beginning on the effective date of the continuous service increase. This regulation shall not apply to shipped members of the crew who were previously employed in a position subject to the provisions of the Retirement Act and who* are shipped within one working day of previous employment. (Paras. 104, 699.) (b) When a man is employed or shipped to fill a vacancy caused by the separation or discharge of a member of the crew, his pay cannot commence until the day following the separation or discharge. (c) When a member of the crew is discharged or separated while on leave without pay, his pay terminates on the last day that he was on a duty or leave with pay status. (d) Pay for a partial month is computed in accordance with paragraph 698. 102 Allotment of pay. — Members of the crew may have allotments made from their pay by application through their commanding officers, to such persons and for such length of time as they may request. (a) Requests for allotments of pay shall be forwarded by the command- ing officer to the Chief, Division of Personnel and Accounts, on Form 575, in duplicate. 38 103 Discontinuance of pay allotment. — The commanding officer must notify the Chief, Division of Personnel and Accounts when an allotment is no longer to be paid, using Form 575a when practicable. If necessary, as in case of death, desertion, or discharge occurring near the end of the month, the Chief, Division of Personnel and Accounts shall be notified by dispatch. 104 Continuous service pay. — Additional pay for continuous service shall be al- lowed members of the crew in such amounts and for such number of years of service as may be authorized by the Secretary of Commerce. (a) Continuous service pay shall be allowed only for completed whole years of active service as a member of the crew (including time absent on authorized annual or sick leave), and when the break between such years of service does not exceed 2 months except as provided in (c), (e) and (f). A lapse in service of more than 2 months, except as otherwise pro- vided, cancels all right to continuous service pay previously earned, (par. 101(a).) (b) A member of the crew who resigns or is discharged at his own re- quest and who is reappointed or reshipped within two months, will be cred- ited with all previous service only if he was receiving continuous service pay at the time of his resignation or discharge. (c) A member of the crew whose employment is terminated by reason of reduction of the complement of a vessel or by the Director's orders for any cause, and who is recommended for reemployment, shall, upon reem- ployment as a member of the crew, have his actual time of employment counted as part of the year required for a one-year term, and shall also be entitled to the continuous service pay earned at the time of his termination of employment, if reemployment shall occur within six calendar months from the date of termination of employment. (d) A member of the crew granted leave without pay, or absent without leave, shall not be entitled to continuous service pay on account of his cur- rent year of service until such absence has been made up. (e) When, because of transfer of a vessel during time of national emer- gency to the jurisdiction of the Army or Navy, any member of the crew is (1) placed on furlough, (2) discharged by Director's orders and recom- mended for reemployment, or (3) transferred to any other government posi- tion, he shall, upon reemployment as a member of the crew, be entitled to the continuous service credit earned at time of change of status, and shall not lose credit for any fractional part of a year's service, if application for said reemployment as a member of the crew is made within 6 months after the termination of the national emergency. (f) A member of the crew who left his position to enter the armed forces or the merchant marine during any national emergency and who has been separated under honorable conditions from active duty in the armed forces, or has received a certificate by the Administrator of the War Shipping 39 Administration showing that he has completed substantially continuous ser- vice in the merchant marine, shall, upon his restoration to duty, be entitled to continuous service credit for all time spent in the Coast and Geodetic Survey and any of the services mentioned herein, including any fractional part of a year's service; provided the application for reemployment is made within six months after the termination of the national emergency. 105 Expenses when deprived of quarters and/or mess privileges. — Members of crews of vessels when detailed to temporary shore duty, or temporarily de- prived of their quarters or mess privileges, or both, on account of repairs to the vessel or for other sufficient reason, shall be allowed a commutation in lieu of quarters or rations or both. The amounts of compensation to be allowed will be fixed from time to time by the Secretary of Commerce. (a) Authority shall be obtained from the Director before incurring such expenditures, and the request for such authority should be forwarded in quadruplicate. (b) When writing orders detailing members of the crew to temporary shore duty, the chief of party shall fix the commutation at the probable cost, provided such cost does not exceed the maximum amount fixed by the Secretary of Commerce. When deprived of either mess privileges or quar- ters the commutation shall be one-half of the rate allowed when deprived of both. 106 Travel expenses, members of crew. — When traveling on duty under orders issued or approved by the Director, members of the crew shall be furnished necessary transportation and a per diem allowance may be authorized in lieu of subsistence in accordance with the Standard Government Travel Regulations. (a) The Director may authorize transportation, and a per diem if nec- essary, for officers appointed by the Secretary of Commerce and members of the crew in need of medical attention, for travel from a vessel to a Public Health Service Hospital or relief station, or for return to a vessel from a hospital in which they may be undergoing treatment at the expense of the Public Health Service. 107 Rations. — Each member of the crew attached to a vessel of the service and doing duty thereon shall be allowed one ration or commutation thereof. The term "ration" as used in these Regulations is intended to denote the daily allowance of food furnished each member of the crew by one of the ship's messes. This ration, the monetary value of which is fixed from time to time by the Secretary of Commerce, is issued by the commanding officer not in kind but in the form of cash for payment for supplies purchased by the mess. A ration is commuted when a monetary payment is made to a member of the crew in lieu of a ration furnished by the mess. 40 (a) One full ration is allowed each member of the crew for every day during any part of which he is on a duty status and is present for at least one meal, or is on liberty granted by verbal permission of the commanding officer except when such liberty immediately precedes or follows a period of annual leave with pay or sick leave. (b) Rations may not be commuted without authority from the Director. (c) Commuted rations shall be paid in units of whole days, and may not be paid for days on which a ration is furnished the man by the mess. (d) In the case of members of the crew transferred to a hospital or to another ship of the service, credit for rations for the day of transfer will be taken by the mess from which transferred unless transfer is made before breakfast. 108 Absence without authority. — A shipped member of the crew absent without authority from a full day's duty, or longer, shall receive no pay for such unauthorized absence, and in addition may be subjected to the punishment provided in paragraph 110. Pay shall be stopped in periods of one day or multiples thereof. The stoppage and reason therefor must be noted on the pay rolls. 109 Desertion.— Absence without authority of shipped crew members with a manifest intention not to return shall be regarded as desertion. (a) Absence without authority with a probability that the person does not intend to desert shall be regarded as desertion at the end of 10 days, unless the person communicates with the commanding officer giving a sat- isfactory explanation of his absence and uses reasonable diligence in returning. 110 Offenses and punishments. — Whenever any member of the crew who has been shipped for service on board a vessel of the Coast and Geodetic Survey in accordance with these Regulations commits any of the following offenses he shall be punished as indicated: (1) For desertion, by forfeiture of all or any part of the clothes or effects he leaves on board and" of all or any part of the wages, unused leave, or allowances except rations which he has then earned. If the value of the seized clothes and effects justifies such a course, they may be sold and the proceeds turned into the Treasury of the United States. (2) For a refusal of duty, by forfeiture of not more than two days' pay for each day of said refusal of duty. (3) For willful disobedience to any lawful command at sea, by being, at the option of the commanding officer, placed in irons until such disobedience shall cease, and by forfeiture from his wages of not more than four days' pay. (4) For continued willful disobedience to lawful command or continued willful neglect of duty at sea, by being, at the option of the commanding 41 officer, placed in irons, on bread and water, with full rations every fifth day, until such disobedience shall cease, and by forfeiture, for every 24 hours' continuance of such disobedience or neglect, of a sum not to exceed a total of 12 days' pay. (5) For absence at any time without leave and without sufficient reason from his vessel and from his duty, not amounting to desertion, by forfeiture from his wages of not more than two days' pay for each day absent. Should such absence cover a period of more than 24 hours, punishment under this section shall be confined to the absence occurring within the first 24 hours, but deductions shall be made in accordance with paragraph 108 for the whole period of unauthorized absence. (6) For destruction of property through willfulness or negligence, by for- feiture of his wages in an amount not in excess of the value of the property destroyed to compensate for same. The value of the property destroyed will be determined by a board of three officers appointed by the commanding officer or officer in charge for that purpose. (7) For criminal offense, by delivery to the civil authorities having jur- isdiction. Upon conviction, by discharge in accordance with paragraph 116. (a) Upon the commission of any of the offenses enumerated above an entry thereof shall be made in the log book for the day on which the offense was committed and the offender, if still in the vessel, shall have the same read over to him and shall be apprised of the punishment inflicted. (b) Forfeiture from wages shall be in units of a whole day's pay and should not be confused with stoppage of pay during unauthorized absence. Ill Disciplinary action in case of civil service crew members. — Civil service rules establish the procedure to be followed when disciplinary action be- comes necessary in the case of civil service employees. Such employees may be suspended from duty or separated for cause only by the Secretary of Commerce, as appointing officer, acting upon the recommendation of the Director, based on reports submitted by the commanding officer or chief of party. (a) In cases requiring immediate action, the officer in charge is author- ized to act in accordance with paragraph 86 of these Regulations. 112 Discharges. — A discharge (Form 364) shall be furnished each shipped member of the crew at time of discharge, whatever the cause (except for desertion) and even though immediate reshipment follows. A duplicate of each discharge must be sent promptly to the Washington Office, particularly before the vessel leaves port. (a) A member of the crew may be discharged in the United States (ex- cept in the Canal Zone) at his own request as provided in the Shipping Articles. 42 (b) A member of the crew may be discharged by orders of the Director upon 30 days notice in writing, as provided in the Shipping Articles. (c) After receipt of a notice of discharge from the Director, a member of the crew may request and receive his discharge at any time during the 30 days and without giving the notice referred to in paragraph 1 of part third of the Shipping Articles. (d) A member of the crew who has been shipped for a period of one year should be discharged upon termination of shipment (including any authorized extension of same) even though leave with or without pay or furlough may have been granted him during this period. 113 Discharge for administrative purposes. — If the term of shipment of a mem- ber of the crew who is to be reshipped would expire during a period of annual leave or furlough, he may be given a discharge shortly before the date on which his leave or furlough is to begin provided he is reshipped on the day immediately following the day of such discharge. Administrative discharges should be issued for the convenience of members of the crew who are to be reshipped, and the date of whose discharge would occur during a period of annual leave or furlough, to prevent their having to re- turn to the ship for purposes of discharge and reshipment. (a) An administrative discharge may be issued only with the written consent of the man to be discharged. (b) An administrative discharge may be given a member of the crew, upon his own request, who is to be hired in a non-shipped capacity on a vessel or party of the service on the day immediately following the day of such discharge. (c) A member of the crew holding an administrative discharge may be reshipped under the same provisions as apply for reshipment in the case of shipments terminated by the Director's orders, as provided in paragraph 104. 114 Discharge upon expiration of term of shipment. — Upon expiration of the term of shipment specified in the Shipping Articles, a member of the crew shipped in the United States shall be discharged, provided the vessel is in a port of the United States, not including the Canal Zone; and he may be discharged by the senior officer present. (a) Persons shipped in the Philippine Islands shall be discharged in the Philippine Islands, except as provided in Paragraph 115. (b) When a vessel is in a foreign port or at sea when the term of ship- ment of a member of the crew expires, the procedure shall be in accordance with paragraphs 93a and 115. 115 Discharges outside of the United States. — No person shipped in the United States shall be discharged in a foreign port or in the Canal Zone, nor shall 43 any person shipped in the Philippine Islands be discharged outside the Phil- ippine Islands, except as follows: (a) Upon expiration of the man's term of shipment, provided that he requests in writing to be discharged in the foreign port and that he waives all claim for transportation at public expense and all consular aid. These facts must be entered upon a statement over his signature, before he affixes it, and upon discharge, a copy of which shall be sent to the nearest consular officer by the commanding officer. (b) Men who were shipped outside of the United States may be dis- charged at the port where they were shipped, or at other foreign ports upon giving a waiver similar to that required in clause (a). (c) Before issuing a discharge as provided in (a) and (b) the written approval of the duly authorized administrative officer of the port must be obtained. 116 Discharge for cause. — A shipped member of the crew may be summarily discharged, except in a foreign port, by the commanding officer for any of the following reasons, the facts being stated on the discharge and the report of changes: Incompetency, incorrigibility, inaptitude, insubordination, de- ficiency of mental balance, vicious habits, habitual drunkenness, or other like reasons that incapacitate a man for efficient service. (a) When a man is discharged for cause or is not recommended for re- shipment, a report to prevent reshipping (Form 226) should be sent to the Director, to the nearest District Headquarters, and to Coast and Geodetic Survey vessels in the same general locality. 117 Transfers. — The permanent transfer of a member of the crew from one vessel to another shall be made only by the authority of the Director and Regional Supervisors, except in Alaska and other isolated localities when the interests of the work require immediate action. Such cases should be reported to a Regional Supervisor promptly. (a) In all cases of transfer, a Notice of Transfer (Form 211) shall be forwarded by the commanding officer making the transfer to the command- ing officer receiving the person, and the latter officer shall sign and forward the form to the Director when the person has been received on board. (b) The Record of Service (Form 416 A) and leave record of the man transferred should accompany him to his new station. (c) Credit for rations for the day of transfer will be taken by the mess from which transferred unless transfer is made before breakfast, (par. 107fa;.) (d) Members of the crew transferred from one ship of the service to another will be discharged with the annual or sick leave taken, and credited with the leave accrued prior to such transfer. 118 Accounts of men in hospital or on leave. — When a member of the crew is transferred to a hospital, or is on approved leave of absence at the ex- 44 piration of which he is to be discharged, his accounts may, in exceptional cases and with the approval of the Director, be transferred to the officer in charge of a District Headquarters or to the Washington Office. (a) Transferred accounts paid by the officer in charge of a District Head- quarters or by the Washington Office shall be charged to the allotment of the vessel from which the accounts were transferred. 119 Pay and rations in hospital. — The pay of a member of the crew in the hospital shall stop at the expiration of the sick and annual leave allowed him. Following the period of accrued sick leave, advanced sick leave not to exceed the expiration of the enlistment may be granted prior to granting accrued annual leave. If sick leave is advanced and the employee leaves the service before he has earned the amount advanced, the unearned portion of the advanced sick leave must either be charged to unused annual leave, or a refund covering the amount of the unearned balance must be collected from the employee. (a) If the term of shipment of a member of the crew in the hospital should expire before the expiration of such sick and annual leave as may be allowed him, the term of shipment may be extended, at the discretion of the Director, for a period not to exceed 60 days, as provided in the Shipping Articles. (b) No rations will be allowed a member of the crew in a hospital, ex- cept that a full day's ration shall be allowed for the day he is detached unless such detachment is before breakfast, and for the day of return to the ship unless such return occurs after supper, (par. 107(c).) 120 Shore liberty. — When the vessel is in port, the commanding officer shall grant such liberty to the crew as is consistent with the Regulations and the due performance of duty, but there shall be maintained on board at all times a force sufficient for ordinary emergencies. (a) Members of the crew whose conduct and attention to duty are en- tirely satisfactory shall be allowed every privilege compatible with the effi- ciency and welfare of the service. Shore liberty is a privilege which may be denied anyone because of infractions of discipline, violations of the Reg- ulations, or for other good and sufficient reasons. (b) Leave in accordance with the Regulations shall be granted to mem- bers of the crew upon recommendation of the commanding officer and ap- proved by the Director. 121 Deprivation of shore liberty. — Unless the exigencies of the service or the unhealthiness of the port prevent giving liberty to the crew, no person shall be deprived of liberty on shore for more than one month except in case of ex- 697587—47—4 ,, r 45 treme punishment, or when the person's conduct on shore is of such character to bring discredit on the service. 122 Extra pay for bombers and fathometer readers. — Extra pay at the rate of $15.00 per month is authorized for Seamen, A. B. and Seaman, Ordinary, while assigned to duty as bomber or fathometer readers by the commanding officer. Members of the crew in higher ratings may be assigned to these duties also, but no additional pay is authorized. (a) On vessels or units engaged in bombing or fathometer work for occasional short periods only, extra pay will begin on the first day and ter- minate on the last day of such period. An appropriate notation will be made on the pay roll to show the inclusive dates during the month on which the man was assigned to the extra duties. (b) On vessels or units where the major work entails bombing or fath- ometer duties, extra pay will begin on the first day of each field season in which these duties become necessary, and will terminate on the day such duties are discontinued for the season. During lay-up or repair periods, or when detailed to shore duty and not engaged on surveys, no extra pay is authorized. (c) The monthly rate of extra pay will be entered as a separate item on the payroll in the column headed "Rate of pay per month" in the same manner as shown for continuous service pay, and combined as a single entry in the column headed "Pay earned" with the other earned pay items credited to the man for the month. 123 Petty officers. — Ratings of members of the crew are designated as follows: Chief petty officers: Petty officers, first-class: Engineer in Charge. Oiler. Chief Assistant to Engineer. Boatswain, first-class. Assistant to Engineer in Charge. Coxwain. Principal Assistant to Engineer. Quartermaster, first-class. Senior Assistant to Engineer. Yeoman, first-class. Junior Assistant to Engineer. Cook, Officers'. Boatswain, Chief. Cook, Ship's, first-class. Boatswain. Steward, Officers'. Boatswain's Mate. « , «. , . Carpenter y officers > second-class: Quartermaster, Chief. Cook ' shi P' s ' second-class. Yeoman, Chief. Yeoman. Radio Technician, Chief. Radio Technician. Assistant Radio Technician. Junior Radio Technician. 46 124 Uniforms, members of crew. — Uniforms for members of the crews of vessels are prescribed in the Uniform Regulations for the field corps of the United States Coast and Geodetic Survey. No member of the crew shall wear any uniform other than that prescribed for his rating". (a) Each member of the crew must provide himself with a sufficient outfit of uniforms to appear neatly and properly dressed at all times. 47 CHAPTER 7 Injury and Medical Attendance 131 Compensation for personal injury. — Compensation will be paid for the dis- ability or death of civil employees of the United States resulting from a personal injury sustained while in the performance of duty, but no compen- sation shall be paid if the injury or death is caused by the willful misconduct of the employee or by the employee's intention to bring about the injury or death of himself or of another, or if intoxication of the injured employee is the proximate cause of the injury or death. (5 U.S.C. 751 to 796.) (a) The term 'injury" includes, in addition to injury by accident, any disease proximately caused by the employment. 132 Employees' Compensation Act. — The United States Employees' Compensa- tion Commission issues regulations governing the administration of the Em- ployees' Compensation Act together with amendments affecting the Act. Commanding officers and chiefs of parties should obtain copies of these regulations in order to comply with pertinent requirements and instructions contained therein. Copies may be obtained from the Washington Office. The benefits of this Act apply to all civil employees, including hands and the members of the crews of vessels. Commissioned officers are not included. The term "injury" is defined in the Act to include any disease proximately caused by the employment. Such cases as hernia, sunstroke, lead poisoning, etc., have been held to be diseases proximately caused by the employment when the origin can be traced to some incident of the employment. In case of doubt a report giving full details of the disease and any known causes of origin should be forwarded to the Director, who will refer the matter to the Commission for decision. (a) It is required that Government hospitals and medical service be used when available. In emergencies if an injured employee is taken to a private hospital in a city where Government hospitals are available, he should be removed to a Government hospital as soon as practicable. The officer in charge of the Government hospital should be consulted and the Director notified of the circumstances. (b) In places where there are no United States medical officers, hospitals or dispensaries, private physicians designated by the Compensation Com- mission will furnish the required service. A list of such designated physi- cians for the locality in which the party is to work should be obtained from the Washington Office by each officer responsible for reporting injuries. Where there is no designated physician or United States medical officer or hospital, any reputable physician licensed to practice medicine may be 49 selected, and he should be informed that the settlement will be based on the minimum rates fixed or obtaining in the locality for patients receiving the average income of a United States civil employee. The physician's bill or statement should be forwarded to the Director of this Bureau with the rec- ommendation of the immediate superior of the injured employee concerned. The case will then be referred to the Commission for settlement. (c) During the first three days of disability the employee is not entitled to compensation, except that he may receive medical treatment and the nec- essary expenses of travel. If, at the time the disability begins, the em- ployee has sick or annual leave to his credit, he is not required to use such leave, but he may do so, if he desires, upon the approval of an authorized representative of the Bureau. Whether or not he elects to use such ac- crued leave as he may have to his credit, compensation will not begin until the 4th day after payment of salary by this Bureau ceases. (d) If an injury or death for which compensation is payable by the Gov- ernment is caused under circumstances creating a legal liability upon some person other than the United States to pay damages therefor, the Employees' Compensation Commission may require the beneficiary to assign to the United States any right of action he may have or it may require him to prosecute such action in his own name. (e) Compensation for disability will be based on monthly pay including commutation and the value of quarters furnished. 133 Compensation records not made public. — The Employees' Compensation Commission has promulgated the following regulations with which all em- ployees of the service shall comply: (1) All files, records, statements of witnesses, medical and other reports and papers pertaining to any injury sustained under circumstances invol- ving a party other than the United States, in which the United States has a subrogation or pecuniary interest, shall be deemed confidential and no disclosure thereof shall be made, except with the approval of the United States Employees' Compensation Commission. (2) No official or employee of a Government establishment who has investigated or secured statements from witnesses and others pertaining to a claim for compensation, or any person who has the custody of such investigations or records, shall disclose information pertaining to such records to any person without the approval of the United States Em- ployees' Compensation Commission. Employees have no control over such records or information with respect to permitting the use of same for any other than official purposes, except in the discretion of the Commission. (3) Employees or custodians of records are hereby prohibited from presenting such records or information in court, whether in answer to a subpoena duces tecum or otherwise. Whenever a state court subpoena shall have been served upon them, they will appear in court and respect- fully decline to present the records or divulge the information called for, basing their refusal upon this rule. 50 (4) In all cases where a Government employee is requested to testify in regard to matters of an official or confidential character, knowledge of which has been acquired in his official capacity, he shall respectfully de- cline to answer. If his reasons are requested by the court or body con- ducting the hearing he shall courteously state that the matter is privileged and cannot be disclosed without the specific approval of the United States Employees' Compensation Commission, citing this rule. 134 Report of personal injury. — Every employee injured in the performance of his duty, or someone on his behalf, shall, within 48- hours after his injury, give written notice thereof on Form C.A. 1, to the immediate superior of the employee. Such notice shall be given by delivering it personally or by depositing it properly stamped and addressed in the mail. (5 U.S.C. 765.) (a) Chiefs of divisions, chiefs of parties, or other officers superior to the employee shall make report of injury or death to the Director and shall cause the necessary U. S. Employees' Compensation Commission forms (C.A. 1, 2, 3, 4) to be filled out in accordance with the instructions therein and for- warded to the Director. (b) Form C.A. 2 shall be submitted to the Director promptly after an injury or when an injured employee is again disabled by the same injury, in which case the form should be marked "Recurrence" and enough of the facts repeated to identify the case. (c) In case of serious injury or illness, the next of kin of an employee shall be notified as soon as possible. 135 Benefits of United States Public Health Service. — Commissioned officers, ship's officers and members of the crew of the vessels of the Bureau, in- cluding those on shore duty and those on detached duty, whether on active duty or retired, and dependent members of families of such personnel shall be entitled to medical, surgical and dental treatment and hospitalization by the United States Public Health Service. (33 U.S.C. 869.) (Exec. Order 9703.) (a) When officers and members of the crews of vessels on active duty require immediate medical, surgical or dental treatment or hospitalization and the urgency of the situation does not permit treatment at a medical relief station or by a designated physician or dentist, an officer of the Coast and Geodetic Survey may arrange for treatment or hospitalization at the expense of the Public Health Service. If an officer of the same service is not available, the treatment or hospitalization may be made by or on behalf of the patient and the responsible superior officer of the patient shall be notified as promptly as possible. Preference for treatment or hospitalization shall be given other Federal medical facilities when reasonably available and when conditions permit. 51 (1) The superior officer of the patient shall submit a full report as promptly as possible to the Surgeon General, Public Health Service, through appropriate official channels. (2) As soon as practicable, unless the interests of the patient or the Government require otherwise, treatment or hospitalization shall be con- tinued at a medical relief station or by a designated physician or dentist or at another appropriate Federal medical facility. (3) Vouchers on proper forms for emergency treatment or hospital- ization will be forwarded to the Surgeon General through the Washington Office for approval and payment accompanied by or containing a statement of the facts necessitating the treatment or hospitalization. Unreasonable charges for emergency relief will not be allowed. (b) When a member of the crew is transferred to a hospital, no expenses incurred thereafter shall be paid from a Coast and Geodetic Survey appro- priation, except salary and traveling expenses for return to a vessel of the service. (c) Commissioned officers who receive subsistence allowance as part of their compensation shall, while receiving hospital treatment, reimburse the Government in the amount of the subsistence allowance as fixed by law. (d) Officers and members of the crews of vessels absent without leave shall not be entitled to medical relief except at a medical relief station or by a designated physician or dentist. (e) If a member is separated from the service while undergoing treat- ment by the Public Health Service, this treatment will be discontinued im- mediately unless the physician in charge determines that the condition of the patient does not permit interruption of treatment, in which case the treat- ment shall be discontinued as soon as practicable and the condition of the patient permits. At that time he shall be discharged from treatment and shall not thereafter be afforded medical relief by reason of his previous services. 136 Procedure when Public Health Service station is available. — Officers and members of the crew when sent to a Public Health relief station for treat- ment should be given a Master's Certificate or a letter addressed to the officer in charge of the station. Commissioned officers and officers in charge of units may sign their own certificates. In an emergency, the officer in charge of a medical relief station, or a designated physician or dentist, may accept other evidence of status satisfactory to him. Stations that have am- bulances will send one for emergency cases. (a) In cases of persons injured in line of duty, other than commissioned officers, the reports for the Employees' Compensation Commission, as des- cribed in paragraph 134 should be completed. (b) Physical examinations of applicants for shipment on vessels of the Bureau will be made without charge by officers of the Public Health Service upon written application of the commanding officer. 52 137 Treatment of dependent members of families. — The term "dependent mem- bers of families" shall include only those relatives who are wholly dependent upon the commissioned officer, ship's officer, or member of the crew for sup- port and shall not include persons employed by him. (a) Upon written application, in approved form, by officers and mem- bers of the crews of vessels, active or retired, the dependent members of families of such personnel shall be furnished medical advice and out-patient treatment at first-, second-, and third-class relief stations of the Public Health Service and hospitalization at Marine hospitals, if suitable accommoda- tions are available therein and if condition of patient is such as to require hospitalization, both as determined by the medical officer in charge, at a per-diem cost to the officer or member of the crew concerned equivalent to the uniform per-diem reimbursement rate for Government hospitals as ap- proved by the President for each fiscal year. (b) Dental treatment shall be furnished to the extent of available facil- ities only at medical relief stations where full time officers are on duty. (c) The relationship of dependents, including full name, shall be stated On the application and dependents shall be identified to the relief officer by certification of the applicant's commanding officer. Dependents of retired personnel will be identified by means of a certificate furnished by the Wash- ington Office at the time of retirement. (d) Copies of the necessary forms for application to the Public Health Service for treatment of dependents of Coast and Geodetic Survey personnel may be obtained from the Washington Office. 138 Army and Navy General Hospital. — Commissioned officers of the Bureau, on active duty or retired, will be admitted to the Army and Navy General Hospital at Hot Springs, Arkansas, as provided in Army Regulations 40-605. (I) Commissioned officers on active duty will be admitted to the hos- pital upon permits issued by the Surgeon General of the Army, under authority of the Secretary of War, on the request of the Secretary of Commerce in each case. (a) Commissioned officers on the retired list will be admitted to the hos- pital upon direct application to the Surgeon General of the Army, who will forward appropriate blanks for the purpose and issue the necessary permits, if the cases are suitable for treatment at this hospital and accommodations are available. The application in each case will be certified by a practicing physician, giving the nature of the patient's disability, his age, his condition (whether bedridden, or requiring special attendants, etc.), his actual need of active hospital treatment as distinguished from domiciliary care, and the probable period required for such hospital treatment. Travel to and from hospitals must be made without expense to the United States. (b) A subsistence charge is made for those subsisted on the status of fin officer. 53 139 Medical supplies. — Each vessel shall carry such medical supplies and equip- ment as may be necessary for immediate treatment of an officer or member of the crew. Parties on detached assignments from a ship shall be equipped with a medical chest or package. Other field parties may carry a small quantity of medical supplies when working in localities not readily acces- sible to medical services or supplies. (a) Medical supplies for vessels will be obtained, when practicable, from the Navy Department. Requisitions should be prepared by the ship's medical officer on Navy Medical Requisition forms, approved by the commanding of- ficer and forwarded to the nearest naval supply depot, as indicated in the catalog. Articles not included in the catalog will not be furnished by the supply depot. If no medical officer is attached to the vessel, the requisition will be prepared by the commanding officer. Necessary supplies not ob- tainable from the Navy Department may be purchased in the same manner as other supplies after obtaining approved estimates. (b) Shore parties may purchase small quantities of medical supplies after obtaining approved estimates. (c) The cost of medical supplies for employees, including transportation charges, is chargeable to the appropriation from which the employee is paid. 54 CHAPTER 8 Deceased Personnel 146 Commissioned officers. — The necessary funeral expenses, including prepa- ration of remains for burial, transportation to home of deceased or desig- nated cemetery, and interment is authorized for officers on active duty or those on the retired list while on active duty. A death gratuity in the amount of six months' pay, received by the officer at the time of his death, will be paid to his dependent or dependents, provided death was not the result of his own misconduct. (3 U.S.C. 870.) (a) The six months' gratuity pay due the beneficiary of an officer in- cludes the compensation of every kind and character received at the date of his death and is distinguished from allowances. (b) Gratuity payments will be made to beneficiaries in the following order: (1) widow, (2) child or children, (3) any other dependent relative previously designated, or (4) any grandparent, parent, sister or brother shown to have been actually dependent where no dependent relative has been designated. (c) Each commissioned officer should complete a copy of Form 782, Des- ignation of Beneficiary and transmit it to the Washington Office. A new des- ignation of beneficiary should be executed whenever there is a change of status of the officer or of his beneficiaries. The execution of this form is especially important in case^ an officer desired to designate a particular de- pendent relative as his beneficiary in the event of his leaving no widow or children. 147 Civilian employees. — In case any civilian officer or employee of the Bureau dies (1) while in a travel status away from his official station in the United States or (2) while performing official duties in a Territory or possession of the United States or in a foreign country or in transit thereto or there- from, expenses for preparation and shipment of the remains is authorized to be paid from the appropriation available for the activity in which he was engaged. (5 U.S.C. 103a.) (a) When an employee dies while in travel status on official business in the United States, or while performing official duties in a Territory or pos- session of the United States or in a foreign country or in transit thereto or therefrom, the Secretary of Commerce may approve the shipment of the re- mains to a designated place provided the cost of shipment is not in excess of that which would have been payable had the place of internment been the home or official station. The total amount allowable for the preparation of remains within the United States shall not exceed $100.00, exclusive of transportation. 55 (b) In case of the death of a civilian officer or employee while performing official duties in a Territory or possession of the United States or in a for- eign country or in transit thereto or therefrom, the transportation expenses of his dependents, including expenses incurred in packing, crating, drayage and transportation of household effects and other personal property will be authorized by the Secretary of Commerce either to his former home or to such other place as he may designate. (c) The benefits allowed shall not be denied on the ground that the de- ceased was temporarily absent from duty when death occurred. (d) Official stations of itinerant field parties will be designated by the Washington Office. 148 Benefits of Employees' Compensation Act. — Upon the death of employees of the United States, including members of the crews of vessels and em- ployees of field parties, from injury or disease proximately caused by the employment, burial expenses not to exceed $200 will be paid by the Em- ployees' Compensation Commission, in addition to the necessary expenses for transportation of the remains. 149 Public Health Service. — A patient who dies in a hospital while under treat- ment as a Public Health Service beneficiary may be buried at an expense of not to exceed $100, chargeable to that service except when the benefits of the Employees' Compensation Act are applicable. Unless the burial is conducted entirely by the Public Health Service, no expense will be paid by that service. 4 150 Notification of next of kin. — In case of the death of an employee, the officer in charge shall immediately notify the next of kin or legal representative and shall notify the Director by dispatch of the action taken. The officer in charge shall render every reasonable assistance in arranging for preparation and transportation of the body. (a) The Director shall be immediately notified of the full name of the employee, the date and place of death, and the name, relationship and address of the next of kin. 151 Funds and personal effects of deceased seamen. — Whenever any member of the crew dies, the commanding officer shall take charge of the effects of the deceased, and shall have them inventoried by two persons. The local law in regard to descent of property will govern each case. If an executor or administrator is appointed, the decedent's personal effects should be turned over to such legal representative. If no legal representative is appointed, so far as known, the effects may be turned over to the next of kin, who may 56 be entitled, under the local law, to take such property. If no person appears to claim the property as legal representative or next of kin, the person who has actual possession of it will have such a qualified title thereto as will enable him to hold it as against any other person, unless and until under proceedings the property is declared to have escheated to the State or county, as the case may be. If the person who has possession of such personal property is an employee of the Coast and Geodetic Survey, the property shall be treated as any other personal property belonging to the United States and under the immediate control of the Coast and Geodetic Survey. If its value justifies such a course, it may be sold and the pro- ceeds turned into the Treasury of the United States, as provided in section 4545, Revised Statutes. 57 CHAPTER 9 Leave of Absence, General 156 Leave not to hinder work. — Officers and employees in the field or Washing- ton Office are expected to arrange their requests for leave of absence so as to cause the least hindrance to the progress of the work of the Bureau. 157 Application for leave. — Application for any kind of leave, except sick leave, should be made in advance, on Standard Form 71 (C.S.C.), except absence due to an emergency or when leave of absence has been authorized by letter or dispatch, or in orders directing a change of station or duty (leave en route). In such cases the application shall be submitted at the first op- portunity. (a) Application for sick leave shall be made within 2 days after the return to duty* When the leave applied for exceeds 3 days the application shall be supported by a certificate of the attending physician, except in instances where every reasonable effort was made to secure the services of a physician. Such cases must be forwarded to the Washington Office for a decision. (b) Annual or sick leave will be regarded as granted when the applica- tion meets the requirements of law and these Regulations and has received the approval of the Washington Office or other authorized approving officer. (c) Officers and employees serving aboard ship, or on shore in other lo- calities than Washington, D. C, will insert the name of the ship or place where they are performing duty over the date line on their application for annual leave or sick leave. 158 Who may grant leave. — With the exceptions noted in sections (a), (b), and (c) of this paragraph, leave of absence will be granted only by the Wash- ington Office. (a) Leave of absence in accordance with these Regulations, not exceeding 30 days at any one time, may be granted by the Director of Coast Surveys at Manila, P. I., to officers and employees serving under his direction. A report of the leave taken shall be forwarded to the Washington Office on the Report of Changes Form 365, at the close of the month. (b) Except as otherwise authorized, officers in charge of District Head- quarters or Processing Offices other than at Manila, P. I., commanding of- ficers, and chiefs of parties may grant leave of absence not to exceed 10 days at one time to officers and employees under their direction. This authority will be construed to mean that such leaves may be granted only in emergen- 59 cies or to persons serving in isolated localities when the circumstances are such that the delay necessary in securing the approval of the Director would cause inconvenience or hardship. Applications for such leave, approved by the chief of party, shall be forwarded to the Washington Office within three days after return to duty. (c) Oral permission granted by the commanding officer of a vessel to anyone under his command to go ashore for less than 24 hours shall not be considered leave of absence. 159 Telegraphic request for leave. — Telegrams relating to leave of absence are not considered official business and shall be paid for by the applicant. 160 Address when on leave. — Officers and employees on leave shall keep the Washington Office informed of any change of post office or telegraphic address. 161 Leave from vessel or party. — A person granted leave of absence while at- tached to a ship or party will be required to return to the ship or party wherever located, unless detached by orders. If the ship or party has changed location in the meantime, the travel to the new location will be at his own expense. If the ship is at sea when leave expires, additional leave to date of actual reporting for duty must be obtained. (a) When orders to a ship or party authorizes leave en route there shall be no additional expense to the Government incurred on account of any leave so taken. If the ship or party has changed location, travel allowances and time allowances for travel will be computed to the location of the ship or party on the date the officer would have reported had there been no delay en route; but if the travel time is less, the actual location of the ship will be the basis for settlement. 162 Cancellation of leave applied for. — When a person on authorized leave of absence returns to duty before the expiration of his leave, he shall submit a report on Form P-13 requesting cancellation of the unused leave. This in- formation should also be included on Report of Changes (Form 365). 163 Adjustment of leave. — [Employees who are compelled to take sick leave and who have unused annual leave to their credit at the end of a calendar year or upon separation from the service during the year, may, upon application, have the utilized sick leave, or any part thereof, changed to the annual leave remaining to their credit. 60 164 Leave unit. — All leave is credited and recorded in units of hours. 165 Court leave. — When an employee is absent from duty and in attendance in court as a witness in behalf of the United States or the Government of the District of Columbia, or called for jury duty in any State court or court of the United States, the absence from duty shall not be charged against an- nual leave but should be recorded as "court leave" except in the cases of temporary or indefinite employees, who may not be granted court leave. (a) The compensation of any employee who may be called upon for jury service in any State court or court of the United States shall not be dimin- ished during the term of such jury service by reason of such absence, but there shall be credited against the amount of compensation payable by the United States to any employee for such period as such employee may be absent on account of jury service any amounts which the employee may have received on account of such jury service. 166 Leave for non-civil-service employees. — Annual and sick leave shall be credited to non-civil service employees as follows: (1) A-I-6 employees (par. 80 (c) ) are engaged on a part-time basis and do not earn leave. (2) A-XI-5 employees (par. 80 (a) ) are shipped members of the crews of vessels, and, for leave purposes, are treated as permanent employees (par. 191 and 192). Saturday afternoons and Sundays occurring within a period of leave with pay are non-duty days. Saturday afternoons and/or Sundays occurring at the beginning or end of a period of leave with pay are non-duty days except when such days have been previously designated by the Com- manding Officer as duty days for the employee concerned. No leave with pay will be charged on non-duty days or on holidays. Sick leave may be ad- vanced to shipped members of the crew only in the amount which would ac- crue through the date of expiration of shipment, with the understanding that adjustment for unliquidated leave must be made if separation from the ser- vice occurs before the expiration of shipment. If the adjustment is in the form of refund, such refund shall be made at the rate of pay received when leave was taken. (3) A-XI-7 employees (par. 80 (b) ) in the field service hold temporary appointments not to exceed eight months in any one calendar year and there- fore are considered as temporary employees for leave purposes (paragraphs 191 and 192). (4) A-XI-8 employees (par. 80 (d) ) are treated as permanent employees for leave purposes (paragraphs 191 and 192). 167 Legal holidays. — The following days of each year are legal public holidays: New Year's Day (January 1st), Washington's Birthday (February 22nd), 697587—47—5 ni Memorial Day (May 30th), Independence Day (July 4th), Labor Day (first Monday in September), Armistice Day (November 11th), Thanksgiving Day (fourth Thursday in November) and Christmas Day (December 25th). Whenever any of these days falls on a Sunday, the following Monday will be observed as a non-work day. No charge for leave will be made for absence on the Monday observed as a holiday. (Exec. Order 9636, Oct. 3, 1945.) 168 Separation of civilian employees. — When any civilian officer or employee is separated from the Bureau, he shall be paid in a lump sum for all accum- ulated and current accrued annual leave to which he is entitled under existing law. (par. 988.) 62 CHAPTER 10 Leave of Absence, Commissioned Officers 176 Annual leave allowed commissioned officers. — Commissioned officers of the Coast and Geodetic Survey on duty shall be allowed, in the discretion of the Director, 30 days' leave of absence without change of pay and allowances in any one year; or 60 days, provided that the same be taken once in two years; or 3 months, if taken once only in 3 years; or 4 months, if taken once only in 4 years. If the absence does not cover the entire period of leave allowed, the balance thereof shall be placed to the officer's credit as belonging to the last year or years of the four considered, and may be made available for future leave. (10 U.S.C. 842.) (1 Comp. Gen. 454.) (a) Leaves of absence from duty, for periods greater than four months, and extensions of leave and delays which would make the total period of absence with authority exceed the four months as allowed above, will be granted by the Secretary only upon recommendation of the Director. 177 Leave during first year of service. — In the first year of service a pro-rata credit is allowed for the time after the acceptance of a commission. (a) The leave accrued to an officer or employee not taken prior to his acceptance of a commission as ensign will not be granted thereafter unless the commission is temporary and the employee returns to a civil service status. 178 Manner of counting length of leave. — Except as provided in paragraph 180, a leave of absence begins on the day following that on which an officer departs from his station or duty. The day of departure, whatever the hour, is counted as a day of duty. The day of return is counted as a day of leave except when such return is made before the regular hour for beginning work, in which case leave of absence ends on the last day, not a Sunday or holiday, preceding. (a) In computing a leave of absence during any leave period, every day of absence shall be counted except a Saturday, Sunday or holiday immediate- ly preceding or following a period of leave. 179 Temporary duty while on leave. — An officer ordered to temporary duty while on leave will be regarded as on duty from the date on which he starts to obey the order. When relieved from such duty or on completion thereof, 63 he will revert to the status of leave and will be credited with the time on duty under such order, upon submission of a request for cancellation on Form P-13. 180 Leave of absence outside the United States. — Leave of absence granted to an officer serving outside the limits of the United States proper, for the purpose of visiting the United States, shall be regarded as beginning on the date upon which the officer reaches the United States and as terminating on the date upon which he departs from the United States to return to his place of duty. In such cases it is understood that the journeys to and from the United States will be made in the most direct way customary and that any additional time spent in travel shall be charged to leave of absence. 181 Absence less than twenty-four hours. — The Director, chiefs of divisions, commanding officers, chiefs of party, and officers in charge of District Head- quarters or Processing Offices may grant oral permission to officers under their direction to be absent during any period less than 24 hours. This ab- sence shall not be considered as leave of absence, (par. 158.) 182 Leave for officers in charge. — No officer in charge of a District Headquar- ters or Processing Office, no commanding officer, or no chief of party shall absent himself from his office, command, or party without the express ap- proval of the Director for more than one day of leave. In cases of emer- gency, including unavoidable detention extending to a second day of leave and where there is no opportunity to communicate with the Director by mail or dispatch, the officer shall at the first opportunity report to the Director the reasons for such absence and the probable duration. Leave upon separation. — Leave of absence will not be granted to a com- missioned officer after separation from active duty by retirement, or from the service by resignation, or dismissal. The right to cumulated leave not taken prior to the effective date of such separation shall be lost even though the officer should be recalled to active duty. 184 Absence without leave. — In case a commissioned officer be absent without leave, the officer under whose direction he is serving shall submit to the Director, as soon as practicable, a detailed report of the facts in the case with his recommendation as to the action to be taken. 64 185 Absence due to illness or injury. — An officer absent from duty on account of illness or injury of a temporary nature shall, at the first opportunity, inform the officer under whom he is serving of the reason for his absence and the probable duration thereof. He shall make a report to the Director, through official channels, indicating the nature of the illness or injury, and stating the probable duration of the same; and at the termination of such illness or injury, he shall make a report to the Director, through official channels, showing the period of absence and reason for the illness or the nature of the injury. Such absence is not counted against annual leave. 186 Sick Status. — iUpon recommendation of the Director, the Secretary of Com- merce may place on a sick status a commissioned officer whose disability is not of an acute or temporary nature. When it becomes apparent any ill- ness of a commissioned officer is not of a temporary nature, the Public Health Service will be requested to have a physical examination made and a cer- tificate furnished stating the nature and probable duration of the disability with any other facts that may be pertinent. If a medical officer of the Public Health Service is not available, the examination and a certificate may be made by a medical officer of the Army or Navy or by any authorized practitioner of medicine. When placed on sick status a commissioned officer will receive full pay and allowances. (a) An officer on sick status shall forward to the Director at the end of each 15-day period a brief statement relative to his condition. (b) At the close of a period of six months on sick status a medical ex- amination shall be made to determine the extent of improvement in health of the officer and the probable further duration of the disability. 65 CHAPTER 11 Leave of Absence, Civil Service Employees 191 Annual leave. — Permanent employees shall be credited with leave at the rate of 16 hours per calendar month plus an additional 4 hours in March, June, September and December to employees who were continuously em- ployed for the entire quarter-year ending in such months; or a credit of 208 hours may be given at the beginning of the calendar year in which it accrues in lieu of the monthly credit; provided that, should an employee separate from the service before the expiration of the calendar year, such credit will be reduced proportionately. The minimum credit for leave shall be the hourly equivalent of one-half day, and additional credits shall be in multiples thereof. (a) Saturday afternoons and Sundays occurring within a period of leave with pay are non-duty days. Saturday afternoons and/or Sundays occurring at the beginning or end of a period of leave with pay are non-duty days ex- cept when such days have been previously designated as duty days for the employee concerned. Absence on non-duty days or on holidays will not be charged to leave with pay. (par. 158(c).) (b) Indefinite employees shall be credited with leave at the rate of 16 hours for each month of service plus an additional 4 hours when the service aggregates 3 months. (c) Temporary employees shall be credited with 20 hours of leave for each full month of service which shall be computed on the basis of the service month rather than the calendar month. Leave without pay breaks the ser- vice month for temporary employees. 192 Sick leave. — Permanent employees shall be credited with sick leave at the rate of 10 hours per month. The minimum credit for sick leave shall be one hour, and additional credits shall be in multiples of one hour. (a) Temporary and indefinite employees shall be credited with 10 hours of sick leave for each month of service. (b) When sickness occurs within a period of annual leave and lasts in excess of 5 work days, the period of illness may be charged as sick leave and the charge against annual leave reduced accordingly. Application for such substitution of sick leave for annual leave shall be made within 2 days after return to duty and shall be supported by a medical certificate. (c) Application for sick leave on Standard Form 71 (CSC) shall be filed within 2 days after the employee returns to duty. For periods in excess of 3 working days the application shall be supported by a medical certificate except when a medical certificate cannot reasonably be obtained, in which 67 case a certificate of the employee relating the facts incident to the illness may be accepted. All applications for sick leave for medical, dental, or op- tical examination or treatment shall be supported by a medical certificate. (d) Sick leave shall not be advanced to an employee holding a limited appointment, or one expiring on a specific date, in excess of the total sick leave that would accrue during the remainder of such appointment. (e) In cases of serious disability or ailments, and when the exigencies of the situation so require, sick leave may be advanced to permanent and in- definite employees not in excess of 240 hours; provided, that no advances of sick leave shall be made to any employee unless the absence from duty on account of illness is for a period, or periods, of 40 or more consecutive hours. Every application for advanced sick leave must be supported by a medical certificate and the total of advanced sick leave shall be charged against sick leave subsequently credited. Sick leave may be advanced ir- respective of whether the employee has annual leave to his credit. Such an advance of sick leave should be made with the understanding that adjustment for unliquidated leave must be made if separation from the service occurs before the advanced leave has been liquidated. If the adjustment is in the form of refund, such refund shall be made at the rate of pay received when leave was taken. (f) Saturday afternoons and Sundays occurring within a period of annual or sick leave are non-duty days. Saturday afternoons or Sundays occurring at the beginning or end of a period of annual or sick leave are non-duty days except when such days have been previously designated by the Commanding Officer as duty days for vessel employees. No leave with pay will be charged on non-duty days or on holidays. 193 Leave in Philippine Islands. — Annual and sick leave may be granted by the Director of the Coast and Geodetic Survey at Manila, P. I., to employees of the Bureau serving under his direction in accordance with the leave regula- tions. A report of the leave taken shall be shown in the Monthly Report of Changes (Form 365). 194 Accrued leave. — Accumulated annual leave not exceeding 60 days (480 hours) may be carried forward at the close of the calendar year for use in succeeding years. For the duration of the emergency and six months there- after, employees may accumulate annual leave not exceeding 90 days (720 hours). (a) Unused sick leave shall be cumulative and available for future use, provided that the balance to the credit of the employee at the end of any month does not exceed 90 days (720 hours). 195 Accrued leave on Philippine Islands assignment. — Officers of the field force on duty in the Philippine Islands may, with the approval of the Director, be 68 granted at one time the whole or any portion of the annual leave accrued during a period of three years. (33 U.S.C. 863.) Under this regulation leave at the rate of two and one-half days per month begins to accrue on the day of arrival in the Philippines, and continues to accumulate until the end of the third calendar year after arrival. If at the end of the third calendar year the leave which has accrued for the first year has not been taken it is forfeited, but the unused leave for the other two years may be granted during the following calendar year. (26 Comp. Dec. 617.) 196 Leave without pay. — Application for leave without pay (furlough) not to exceed one year must be submitted to the Director for approval. The ap- plication must be forwarded in duplicate on Standard Form 71 (CSC), to- gether with a statement from the applicant giving the reason for making the request. (a) Leave without pay will be charged in multiples of one hour. (b) Employees who are paid bi-weekly lose pay for a holiday occurring within a period of leave without pay when the holiday falls on a work-day. (c) Employees who are paid semi-monthly or monthly lose pay for Sun- days and holidays occurring within a period of leave without pay. 197 Military leave.— Military leave may be granted to permanent civil-service employees of the Department as follows: (a) National Guard. Members of the National Guard of the District of Columbia may be granted military leave (1) on all days of service which they may be ordered to perform by the commanding general and, (2) on all days during which they shall be engaged in field or coast-defense training ordered or authorized under the provisions of the Act of June 3, 1916. Mem- bers of the National Guard outside the District of Columbia (whether em- ployed at Washington, D. C, or elsewhere) may be granted military leave on all days during which they shall be engaged in field or coast-defense training ordered or authorized under the provisions of the Act of June 3, 1916. (32 U.S.C. 75.) (b) Naval Militia and Naval Reserve. Members of the Naval Militia (whether of the District of Columbia or otherwise and wherever employed) may be granted military leave whenever they attend drills, cruises, or other ordered duty of the Naval Militia. Members of the Naval Reserve shall be entitled to leave of absence on all days during which they are employed, un- der orders, on training duty, for periods not exceeding 15 days in any one calendar year. (c) Officer's Reserve Corps. Members of the Officer's Reserve Corps (whether employed in the District of Columbia or elsewhere) may be granted military leave on all days during which they shall be ordered to duty with troops or at field exercises or for instruction for periods not to exceed 15 days in any one calendar year. 69 198 Leave for new employees and those transferred from other agencies. — ■ Persons entering the service, whether by original appointment, or rein- statement, will not be granted annual leave during the first year of service in excess of the amount accrued to their credit, and will not be granted sick leave in excess of that which will accrue to their credit during the first year of their appointment, or, if the appointment is limited, will not be granted sick leave in excess of that which will accrue to the expiration of the period of the limited appointment. (a) When an employee is appointed, reappointed, or transferred from one permanent position to another permanent position within a period of 30 days after separation from a previous Federal position, the leave account shall be certified to the employing agency for credit or charge to the em- ployee. In cases of lump sum payments when employment occurs before the expiration of leave, a refund must be made. (par. 988(d).) (b) When an employee is appointed, reappointed, or transferred from a permanent position to a temporary position in the same agency, he shall be credited with such leave as may be due him or charged with any unaccrued leave which may have been advanced. (c) When an employee is appointed, reappointed, or transferred without a break in service from a permanent position to a temporary position in a different agency he shall be furnished with a statement of his leave account and if subsequently he is appointed, reappointed, or transferred without break in service to a permanent position the amount of leave shown to be due shall be credited to his account. (d) Temporary employees who subsequently receive permanent appoint- ments without break in service, either in the same or in different departments or agencies, shall be credited with such leave as may be due them, or charged with any unaccrued leave which may have been advanced. 70 CHAPTER 12 Boards 201 Personnel Board. — The Personnel Board, appointed by the Secretary of Commerce in accordance with the Act of January 19, 1942 (33 U.S.C. 854b), shall meet at least once each year and at such other times as may be deemed necessary. The board shall consist of not less than five officers not below the rank of commander. (a) The duties of the board are as follows: (1) To prepare and maintain a lineal list on which the names of all officers on the active list shall be arranged in such order as the board may determine and to make selections and recommendations for the promotion and retirement of officers. (2) Each report of the board shall be submitted to the President for approval or disapproval. In case any recommendaton by the board is not acceptable to the President, the board shall be so informed and shall make such further recommendations as shall be acceptable to the Presi- dent, reconvening if necessary for this purpose. (2>) When the report of the board shall have been approved, the rec- ommendations therein shall be carried out in accordance with the provisions of the Act. (b) The board shall investigate the qualifications of all persons who may be certified for original appointment into the service as junior enineers or deck officers, shall make selections and recommendations for promotion of junior engineers or deck officers to commissioned rank, and shall make selec- tions and recommendations for temporary appointments and promotions of commissioned officers in time of war or national emergency as authorized by the Act of December 3, 1942. (33 U.S.C. 854a.) Recommendations of the board shall be submitted for the administrative action of the Director. (c) To assist the Personnel Board in its determination of the fitness of officers for promotion, the Director shall appoint a committee on examina- tions, consisting of commissioned officers having special knowledge of the subjects in which a candidate is to be examined. The senior member of the committee shall act as chairman, and shall convene the committee at such times as he deems necessary. (d) The committee shall prepare and conduct the educational examina- tions of commissioned officers for promotion, and shall mark and rate all papers resulting from these examinations. The marks and ratings assigned by the committee on examinations shall be final, and shall be reported to the Personnel Board for its action. 202 Efficiency Rating Committee. — The Director shall appoint a board of not less than three members whose duty it shall be to review, coordinate and 71 revise as necessary the annual efficiency ratings of civil service personnel in the Washington Office and in the field service, and to instruct and super- vise the rating and reviewing officials in complying with the requirements of the Civil Service Commission. (a) The report of the efficiency rating committee shall be approved by each member of the board, and transmitted to the Department. 203 Boards of Investigation.— A board of investigation may be convened by the Director or a chief of party to inquire into any injury or loss of life involv- ing Coast and Geodetic Survey personnel or any person when such injury or loss of life may be made the basis of a claim against the Government; to inquire into accident or damage to or loss of any property of the Bureau or private property which may involve claims for or against the Govern- ment; or to inquire into any case connected with the service which may re- quire investigation. The senior commissioned officer on any board of in- vestigation shall act as president and the junior commissioned officer, if there be one, shall act as recorder unless a recorder not a member of the board is designated. If a board contains but one commissioned officer, and a recorder other than a member of the board is not designated, the president of the board shall name the member of the board who is to serve as recorder. (a) If practicable, a board consisting of one or two members shall con- tain at least one commissioned officer, a board consisting of three members shall contain at least two commissioned officers. (b) In lieu of obtaining testimony from witnesses under oath, the board may obtain statements, either written or dictated by the witness, which should be elaborated by questioning to adequately establish the pertinent facts, and shall obtain the signature of each witness to his statements and answers. (c) The board should recognize the fact that evidence of disinterested witnesses is especially valuable, and should make every possible effort to obtain such evidence. 204 Function of investigating board. — The function of a board of investigation is to obtain facts for the information of the convening and reviewing au- thorities and to submit recommendations for their guidance in the perform- ance of their administrative duties. A board may be convened to determine facts or circumstances surrounding any unusual occurrence, to determine upon whom the responsibility rests for malicious or negligent acts, or to determine the extent of culpability or negligence of a person who has been ordered before the board for investigation. (a) When an employee of the Bureau appears before a board in the status of a defendant, he shall have the right to be present during the in- vestigation, to have counsel, to challenge members of the board, to cross- examine witnesses, to call witnesses, to testify in his own behalf on his own 72 request, and to make a statement and argument. He has the right of any defendant to refuse to answer questions which may tend to incriminate or degrade him. If it should appear during the proceedings that an employee of the Bureau not previously named as defendant is implicated in such a way as to make him a defendant thereto, he shall be called before the board, informed of all the evidence that tends to incriminate him, and be instructed as to his rights as a defendant. (b) In all cases involving misdemeanor or offense, the board shall en- deavor to ascertain and shall state in its findings the nature of the offense, the facts and circumstances connected therewith, and the person or persons responsible. The board shall state in its recommendations whether any further action is deemed necessary, and if further action is recommended, shall state the nature of the action and the person or persons against whom it should be taken. 205 Investigation of damage. — In all cases of damage to public property, or in cases of damage to private property which may involve a claim against the Government, the investigating board shall make a survey of the damage, associating with itself for the purpose, whe*i practicable, one or more dis- interested Federal officials, and shall submit with its report a statement as to the nature and extent of damage and an estimate of the cost of re- pairing or, if necessary, replacing the property involved. If a claim is pre- sented, the board shall further state whether the claim is reasonable and just. 206 Investigation of injury or loss of life. — In cases involving loss of life the board shall, if practicable, inspect and identify the body of the deceased, and shall examine the condition thereof with a view of determining the cause of death or other evidence pertinent to the investigation. If a medical officer serving in the Coast and Geodetic Survey is not a member of the board, or if the services of one are not available, a medical officer of the United States Public Health Service or other Government agency should, if practicable, be requested to examine the body and to give his opinion as to the cause of death. If a private physician or a coroner has inquired into the death, a copy of the death certificate or a copy of the coroner's report shall be ob- tained and appended to the record. (a) When personal injury is involved in a case under investigation the board shall, whenever possible, obtain a statement from the attending physi- cian regarding the nature and extent of the injury and the probable degree and length of disability caused thereby. If practicable, a similar statement should be obtained from a medical officer of the U. S. Public Health Service. (b) In all cases involving the injury or death of a member of the Coast and Geodetic Survey, the board shall state whether such injury or death was incurred in line of duty and whether it was due to the injured or deceased person's own misconduct. 73 207 Findings regarding negligence. — >The board shall endeavor to ascertain and shall state in its findings whether property damage or personal injury was caused by the negligence of any member of the Coast and Geodetic Survey acting within the scope of his employment, by the negligence of a party other than a member of the Coast and Geodetic Survey, or by the negligence of both, and shall state the reasons on which such findings are based. 208 Boards of investigation for commissioned officers. — A board to inquire into the conduct or character of a commissioned officer shall be composed of com- missioned officers, at least three in number, and shall be ordered only by the President of the United States or the Secretary of Commerce, on recommen- dation of the Director. Members of the board shall, if practicable, be senior in grade to the officer to be investigated. When such a board is ordered, in- structions will be issued with the convening order outlining the method of procedure and the form in which the record and findings are to be submitted. The officer whose conduct is to be investigated shall be accorded all of the rights of an accused person. (a) Allegations of the following offenses shall be heard before such a board: Conduct unbecoming an officer; disobedience of or refusal to obey a lawful order; failure in the performance of or neglect of duty; unauth- orized absence from duty. (b) For an offense found proved, the board shall recommend the fol- lowing penalties: (1) Conduct unbecoming an officer — dismissal or one of the lesser de- grees of punishment herein prescribed; (2) Disobedience of or refusal to obey a lawful order — dismissal or one of the lesser degrees of punishment herein prescribed; (3) Failure in performance of or neglect of duty — demotion within grade or to the next lower grade and pay, or suspension from duty on half pay for a period not to exceed six months, or official reprimand; (4) Unauthorized absence from duty — suspension from duty on half pay for a period not to exceed six months, or official reprimand. (c) Findings of the board shall be submitted for administrative action to the Secretary of Commerce, who may mitigate or remit any of the pen- alties recommended whenever, in his judgment, the facts and circumstances warrant. (d) No penalties recommended by the board shall be carried into execu- tion until approved by the Secretary of Commerce, and no recommendation of dismissal of a commissioned officer shall be carried into execution until approved by the President of the United States. 209 Hull board. — Whenever a vessel is in dock, the commanding officer shall appoint a hull board to make a thorough examination and submit a written 74 report to him in accordance with paragraph 340 of these Regulations. The board shall consist of three officers, one of whom shall be the chief engineer of the vessel. 210 Uniform regulation board. — Changes or modifications of the uniform reg- ulations shall be made upon recommendation of a board comprised of not less than three commissioned officers. 211 Board of survey. — A commanding officer or chief of party may appoint a board to make a survey to examine and ascertain the condition of prop- erty, stores, supplies, etc., which are damaged or unfit for use through in- jury, deterioration, or other causes. The report to be submitted by the board shall include a recommendation regarding the disposition of any prop- erty considered unserviceable, (par. 1037.) 75 CHAPTER 13 General Duties, Officers and Employees in General 216 Officers and employees to know Regulations. — All officers of the Coast and Geodetic Survey, and all employees so far as their duties are concerned, shall familiarize themselves with and be governed by the Pwegulations and such changes and additions thereto as may from time to time be issued. 217 Manuals for field work. — All field work shall be done in accordance with the methods prescribed in the latest editions of the manuals issued by the Coast and Geodetic Survey for the various classes of work, unless modified by specific instructions. All officers shall familiarize themselves with these manuals. 218 Attention to duty. — Constant and faithful attention to duty shall be re- quired of all persons in the service. They shall not absent themselves from duty without the consent of their superior officers except in cases of emer- gency, and their absence must be reported at once to the proper office. 219 Hours of work. — All persons employed by the Eureau, either in the Wash- ington Office or in the field, shall comply with the latest instructions re- garding the number of hours of service required each working day. (a) In case of officers and members of the crews of vessels, who by the nature of their employment and established practice are required, when not actually performing work, to be at or near their duty station, ana v.v.o are normally provided with quarters incidental to such requirement, the hours of leisure or inactive watch, from which they are subject to call to active duty, shall not be regarded as excess over duty hours herein scheduled. 220 Duty in Washington Office. — Except in special cases provided for by law, officers other than commissioned officers, and employees paid from appropria- tions for field work, may not be employed in the Washington Office except on temporary assignments in connection with the field work, (o U.S.C. 39.; (1 Comp. Dec. Ill, 140.) 697587 — 47 — 6 j- 221 Respect for authority. — No person in the service shall join in or abet any combination to weaken the lawful authority of, or lessen the respect due to, his superior officer, or shall treat his superior officer with contempt or be disrespectful to him in manner or deportment. 222 Dealings with Congress. — No officer or employee shall apply to either House of Congress, or to any member of Congress for legislation, or for ap- propriations, or for congressional action of any kind, except with the con- sent and knowledge of the Secretary of Commerce. 223 Betterment of the service. — It shall be the duty of all officers and em- ployees to further the work of the service in every way possible, and they are encouraged to submit, through the proper channels, any suggestions for its betterment. Such suggestions should be stated briefly and clearly, and the reasons for recommendations given. 224 Obedience to orders. — All persons in the service are required to obey read- ily and strictly, and to execute promptly, the lawful orders of their superiors. 225 Oppression of subordinates. — Superiors of every grade are forbidden to op- press those under them by tyrannical conduct or by abusive language. Au- thority over subordinates shall be exercised with firmness and justice, and each person shall set a good example to others. 226 Use of political influence. — All persons in the service are prohibited from using political influence to better or advance their position or standing in the service. No information relative to the politics of an applicant, eligible, or employee shall be required, requested or received. (a) No contribution of money for political purposes shall be required, re- quested or accepted from an employee. (b) No employee shall take an active part in political management of campaigns, nor use his official authority or influence to interfere with or influence the result of an election. 227 Gambling, betting, lending or borrowing money. — Officers and employees, while in or on property or facilities of the Department, wherever located, or 78 while in a duty status, are prohibited from engaging directly or indirectly in any form of gambling, betting, lending, or borrowing of money at un- lawful rates of interest and from borrowing money from those under their supervision. (Dept. Comm. Regs. 173.) 228 Contributions, presents, etc. — No officer or employee in the United States Government employ shall at any time solicit contributions from other of- ficers or employees in the Government service for a gift or present to those in a superior official position; nor shall any such officials or clerical super- iors receive any gift or present offered or presented to them as a contribution from persons in Government employ receiving a less salary than themselves; nor shall any officer or employee make any donation as a gift or present to any official superior. (5 U.S.C. 113.) 229 Private instructions for examination. — No officer or employee of the Gov- ernment shall, directly or indirectly, instruct or be concerned in any manner in the instruction of any person or classes of persons, with a view to their special preparation for the examinations of the United States Civil Service Commission. 230 Authority for furnishing surveying data. — Copies of any kind from records, reports, or other information covering the results of the work of the Bu- reau shall not be furnished without authority of the Director to other than an officer or employee of the service officially concerned with such data, except as provided in paragraph 231. (a) Copies of unverified records or sheets furnished by field parties to the public or to other Government agencies on authority of the Director shall bear a notation that such data are subject to revision upon verification by the Washington Office. (b) When practicable, a copy of any record or sheet as furnished in accordance with the foregoing paragraph should be forwarded to the office with a notation giving the name of the party to whom the information was furnished and the date of the Director's authorization. It is not desired that copies be prepared for the office when an undue expenditure of time or labor is required, but when they can be prepared by convenient methods, such as by carbon copies or blueprinting, it should be done. 231 Official papers not to be made public. — No officer or employee of the Bu- reau shall, without the written consent of the Secretary of Commerce, furnish or make accessible to anyone not connected with the Department, any letter, 79 account, record or other paper in the custody of the Bureau, other than publications or data customarily sold or furnished to the public or to other Government agencies, except as provided by the Regulations. (a) Any duly authorized employee of the Bureau of the Budget shall have access to, and the right to examine, any books, documents, papers or records of the Bureau or any office thereof. (b) Investigators duly authorized by the General Accounting Office shall have access to, and the right to examine the accounts and to verify the cash on hand of any chief of party of the Bureau. (c) The opinions of the Solicitor of the Department are for the benefit of administrative officers only and shall not be made public. (d) Records and reports of cases under jurisdiction of the Employees* Compensation Commission shall not be made public without the approval of the Commission, (par. 133.) 232 Certified copies of records. — Whenever a transcript, photograph, tracing, or other copy from the original survey records or sheets of the service furnished for use outside of the office, requires a certificate as to its cor- rectness, such certificates shall be signed by the Director, but for use in court the seal of the Department shall be affixed, together with a certificate of authority signed by the Secretary. Such transcript, photograph, tracing, or other copy shall be furnished at cost, when for other than official use. 233 Approval of original surveys. — Appropriate recommendations shall be made respecting hydrographic, topographic, and photogrammetric surveys as follows : (a) Hydrographic and topographic surveys by — (1) Chief of Hydrography Section. (2) Chief of the Nautical Chart Branch. (3) Chiefs of Division of Coastal Surveys and Division of Charts. (b) Photogrammetric surveys by — (1) Chief of the Hydrography Section. (2) Chief of the Nautical Chart Branch. (2>) Chief of Division of Photogrammetry. 234 Authority to publish information. — The printing of charts, tide tables, cur- rent tables, coast pilots, bulletins, and other special publications of the Coast and Geodetic Survey may be authorized by the Director in such edi- tions as the interests of the Government and of the public require. 235 Publications and lectures. — No person connected with the service shall publish or offer for publication any article or report dealing with the work 80 or policies of the Bureau unless such article or report shall have heen sub- mitted for approval by the Secretary of Commerce. Officers and employees of the service, especially chiefs of parties in the field, are encouraged to avail themselves of any opportunity to acquaint the public with the work and aims of the Coast and Geodetic Survey. Talks before professional or- ganizations, business clubs and local societies, and articles in local papers dealing with surveying operations in the community, form a ready means of stimulating interest in the service to the end that the greatest benefit may be derived by the public from the Bureau's activities. (a) No officer or employee of the service shall deliver any lecture or radio address until the text shall have been approved by the Secretary of Commerce. Informal talks which do not touch on the policies of the Bureau or on matters of a controversial nature will not require approval by the Secretary of Commerce or the Director. (b) No interviews or information concerning the Bureau or its work shall be given to the press without the consent of the chief of party. (c) No officer or employee shall act as correspondent for any newspaper or other periodical without the approval of the Secretary of Commerce. (d) Articles or addresses submitted for approval shall be in duplicate, one copy of which shall be retained in the files of the Bureau. 236 Relations to the public. — Courtesy to the public is enjoined on every officer and employee of the service. (a) When persons make serious inquiry concerning the work of the ser- vice, courteous reply should be made and the information given if practic- able. Discourtesy to the public is not to be tolerated, and chiefs of parties are expected to see that members of their parties conduct themselves with politeness and propriety. 237 Entry on private property. — Whenever practicable, permission shall be ob- tained from the owner before entry is made on private property in the pro- cess of field work, and written agreement made to cover property damage necessarily occasioned by the work. It sometimes happens that objection is made to the entry upon private property of employees engaged in of- ficial work, but generally this objection may be overcome by an explanation of the public character of the work. (a) Every effort should be made to leave public or private property in as good condition as when entered. Cutting of shrubbery should be kept to the minimum consistent with the requirements of the work, and earth or sod should be replaced where possible. When desired by the owner or custodian of the property, all signals or other construction should be re- moved after they have served their purpose. (b) The following States have passed laws authorizing entrance on lands within those States for the purposes of the Coast and Geodetic Survey: Cal- ifornia, Connecticut, Georgia, Illinois, Indiana, Maine, Maryland, Massa- chusetts, Minnesota, Missouri, New Hampshire, New Jersey, Ohio, Oregon, 81 Pennsylvania, South Carolina, Tennessee, Vermont, Virginia, and West Vir- ginia. These laws must not be construed to mean that entry upon private lands is to be made without consulting the wishes of the owners. 238 Admission to lighthouses.— ^Officers of the Coast and Geodetic Survey, with instruments, may be permitted to occupy lighthouses when engaged on of- ficial business, with the understanding that no interference with or expense to the Coast Guard will be created thereby. 239 Entry on military or naval reservations. — Surveying operations shall not be conducted on any military or naval reservation without the consent of the officer in charge of the reservation. Work on or connected with the reservation to which objection is made shall be omitted and the fact immed- iately reported to the Director. 240 Annual physical examination. — Each commissioned officer on the active list shall present himself in January of each year to a first- or second-class relief station of the Public Health Service for physical examination, provided such stations are accessible to the officer without incurring expenses of travel. When no Public Health Service station is accessible to the officer, the Direc- tor shall be so advised, and authority requested for postponement of the examination. Periodic physical examinations are necessary to conserve and promote the officer's health, and to detect any impairment which might re- quire corrective measures. (a) Whenever practicable, the medical officer in charge of the relief sta- tion should be advised of the special examination desired and an appointment made. The necessary forms, which may be obtained from the Washington Office, should be carried by the officer. (b) The report will be forwarded by the Public Health Service directly to this Bureau and any matter requiring attention will be communicated to the officer. 241 Annual service record. — Each officer shall submit annually, at the end of the calendar year, through his superior officer, an annual Service Record. (Form 19b.) 242 Uniforms. — The Uniform Regulations of the Coast and Geodetic Survey, prescribing the uniforms to be worn and the occasions on which they shall be worn, shall be strictly complied with by all personnel affected. Uniforms are prescribed for commissioned officers; non-commissioned officers, and mem- bers of the crew. 82 (a) Retired officers shall be entitled to wear the uniform of the rank in which retired. 243 Acknowledgment of orders. — All orders from the Director involving as- signment to duty or change of duty or station shall be acknowledged within 24 hours after their receipt. The probable date of departure shall be stated. If orders are by dispatch they shall be acknowledged immediately and by dispatch. 244 Reporting in obedience with orders. — An application for the revocation or modification of orders to proceed will not justify any delay in their execu- tion, if the officer is able to travel; and no person shall delay obedience to an order for the purpose of making remonstrance or complaint. . m 245 Compliance with orders for travel.— Orders effecting a change of station or duty shall be endorsed upon their receipt by the chief of party with the place, date, and time of receipt, and the contents communicated immediately to the person concerned. (a) When the orders fix no date for detachment or indicate no option on the part of the chief of party, and do not express haste, the officer shall report to his new station within four days, exclusive of travel time, from the date so endorsed. When the orders read "without delay", he shall re- port within 48 hours, exclusive of travel time; when "immediately", he shall report within 12 hours, exclusive of travel time. (b) In special cases when the detachment of an officer would, in the opin- ion of the chief of party, be detrimental to the work in hand, he may request permission to withhold orders, including in his request a statement of the reasons and of the probable duration of the period for which the services of the officer are deemed necessary. In such cases he must advise the Washing- ton Office immediately by dispatch. (c) The detachment of an officer or employee is contingent upon the pro- gress or completion of field work only when the orders so state or when the chief of party is specially advised. (d) Until the time of his departure in compliance with orders, an officer or employee shall be present for duty with the party to which attached, un- less he has been granted leave of absence. (e) Orders received by the Director of Coast Surveys in Manila detaching an officer from duty in the Philippine Islands may be delivered at his discre- tion under the following circumstances: Immediately, if the health of the officer is affected; at such time as required for the officer to proceed by Gov- ernment transportation; or, immediately following completion of 2-year period of duty, if it has been definitely established that Government trans- portation will not be available within one month. 83 246 Report of detachment and reporting for duty. — A chief of party shall en- dorse upon orders of all persons detached from or reporting to his party the place, date, and time of detachment or reporting. Such endorsements are necessary for the settlement of travel accounts. (a) Immediately upon reporting for duty at a new station or party, an officer shall complete and mail Form 423, Report of Detachment and Report- ing for Duty. The officer shall fill out the first part of this form and obtain the signature of the chief of party thereon, upon detachment from the old party or station. 247 Home Station. — The home port of a vessel shall be the home station of the officers and crew of that vessel, (par. 786.) (a) Officers assigned to duty at the Washington Office shall have Wash- ington, D. C, as their home station. (b) Officers employed on a field party shall be assigned a home station, and a change of home station for such officers shall be made only by the Director, (par. 787.) 84 CHAPTER 14 Chief of Party 251 Instructions and preparation for field work. — A chief of party shall ac- knowledge immediately the receipt of any instructions for field work. (a) He shall examine any copies of previous field surveys or records for- warded by the office and shall call attention to any discrepancy or omission in the continuity of the data forwarded. (b) Before proceeding -to the field or undertaking any work the chief of party shall arrange to obtain any instruments or data required for the proper conduct of the work. 252 Assumption of charge of party. — Upon assuming charge of a party or com- mand of a vessel, a chief of party shall notify the office of the date upon which he assumed charge or command. 253 Work confined to instructions. — Neither the chief nor any member of a party shall undertake any field work not included in the instructions of the Director without authority from the Director. (a) The instructions define the area to be surveyed, and the type of sur- veys required. Certain maximum allowable errors, spacing of lines, scale of projections and other requirements not specifically covered by the man- uals are usually included for the guidance of the chief of party. As it is manifestly impossible for the office to foresee all the conditions that will be encountered in the field, the chief of party shall call the attention of the office to any omissions in the instructions and if in his opinion the limits of accuracy, spacing of lines, scales or projections or other requirements spec- ified in the instructions are not such as to give the desired results, he shall suggest such changes in the instructions, with reasons for the changes, as shall insure a survey adequate for the conditions encountered. 254 Supervision of field work. — In complying with his instructions, the chief of party shall assign the field and office work to the officers and employees attached to his party and shall exercise such supervision over their work as shall insure that the work will be executed in accordance with the instruc- tions and manuals. 85 255 Records. — It shall be the duty of the chief of party to see that field records and surveys are complete and prepared in accordance with the manuals for field work, and that all the reports, computations, and office work are pre- pared in accordance with the instructions and manuals. (a) The chief of party shall exercise the utmost care in the preservation and protection from damage of all field records in his custody. (b) All records shall be sent, in accordance with instructions, either to the Washington Office or a Processing Office, as soon as possible after com- pletion of the necessary work on them, accompanied by a Letter Trans- mitting Field Records. (Form 413.) (c) Records forwarded to a Processing Office shall be thoroughly checked to insure their completeness to the point where the work is to be taken up by that office. (See Hydrographic Manual.) 256 Reports. — Such reports regarding progress of field work, occupation of the party and similar subjects as may be required by the Director shall be for- warded promptly by the chief of party on the date specified. (a) To assist those concerned in the regular transmission of the forms, reports, and returns required there is given in the Appendix a classified list of the titles and numbers of these forms arranged according to the intervals of transmission. All officers are expected to consult this list and assure them- selves that the reports and returns are submitted as required by Regulations. (b) Original copies only are required unless otherwise stated in the list. Printed forms should always be used if practicable. Obsolete editions of a printed form must not be used. 257 Annual report of statistics. — An annual report of statistics, in duplicate shall be submitted as of June 30 of each year by each chief of party (Form M-l 133-5). A separate report must be made for each project upon which the party has been engaged during the preceding year. This statistical in- formation is required for the compilation of the Director's annual report and no other work shall be allowed to interfere with its preparation and trans- mittal. The officer who is in charge of the party on June 30 shall submit the report for the entire year, regardless of the time he has been chief of the party. The following information is required: (a) Statistics for each project assigned during the fiscal year. (b) Expenditures, by appropriations, for each project. (c) Name and title of each officer attached to the party, with date of reporting and detachment if during the fiscal year. (d) A progress sketch for each project on tracing cloth with maximum dimensions of 8x10^ inches (standard letter paper size). 86 258 Season's report. — Each chief of party shall submit a detailed report after the season's field work is completed. This report shall cover all projects com- pleted or in progress. Recommendations on methods of field work, descrip- tions of new instruments or equipment, etc., should not be included in the season's report but should be made the subject of a special report: The following information and data should be included in the season's report: (a) Name of officer submitting report together with project number at the top of the outside cover. (b) Dates of original and supplemental instructions and of beginning and ending field work. (c) General organization of the party, including a list of all officers, with a statement of the general capacity in which each was employed, giving dates of reporting and detachment. (d) Statistics, Cost and Summary of Field Work (Form 21). When the report covers operations in two fiscal years, the statistics for each fiscal year should be given separately on the form. (e) Brief remarks relative to the methods employed in executing the work. (f) Cost Apportionment (Form 615) and summary of cost of operating such truck when applicable. (g) A brief mention of any unusual activities, including assistance ren- dered to other vessels or persons. (h) A report on all computations, records, and surveys, either completed or incompleted, including any already forwarded to the Washington Office or to a Processing Office, and those on hand from previous seasons. There should also be included an estimate of the time nec- essary to complete the office work on each sheet forwarded to the Washington Office or to a Processing Office for completion. (%) The season's progress sketch in accordance with paragraph 8512 of the Hydrographic Manual. 259 Monthly report and journal of field party. — Each chief of party in charge of field work shall mail to the Director, not later than the 10th of each month, a report and daily journal of occupation of the party under his charge during the preceding month. For this purpose Forms 20 and 20a, Monthly Report and Journal of Field Party, shall be used and shall be as complete in detail as circumstances will permit. 260 Monthly report of progress. — Every officer in command of a vessel, or who has charge of a field party, or who is serving as Supervisor of a District Headquarters or in charge of a Processing Office of the Bureau, shall for- ward to the Director in sufficient time to reach the Washington Office not 87 xater than the 25th of the month, a brief report in duplicate of the work accomplished. Each report shall cover the period from the date of the report for the previous month to the date of the report for the current month. 261 Monthly progress sketch. — All chiefs of parties engaged on field work under the Division of Coastal Surveys shall submit to the Washington Office as soon as practicable after the end of each month, a progress sketch showing the work accomplished during the month. The sketch shall be made on tracing cloth. The progress sketch will be returned to the chief of party after the information has been transferred to the office progress chart. 262 Reports of progress on field sheets and records. — In order to keep the Washington Office informed of the progress of office work on sheets and rec- ords, Processing Offices and parties processing their own records shall for- ward reports on the first of each month for each project showing the per- centage of office work accomplished on sheets and records. The forms to be used are: M-961, Progress of office work on topographic sheets. M-962, Progress of office work on smooth hydrographic sheets. M-963, Progress of office work on field records. 263 Descriptive reports. — A descriptive report shall be submitted with each hydrographic, topographic, or other field survey, in accordance with the man- uals for field work. Such reports shall accompany each survey when trans- mitted to the Washington Office, or the reason clearly stated in the trans- mitting letter for the delay or omission. A similar report shall be prepared and forwarded with triangulation or other observation when required. 264 Coast Pilot notes. — Coast Pilot notes covering the project area and such information as may be obtained outside the working grounds, prepared in accordance with the instructions contained in the Hydrographic Manual, shall be submitted as a separate report by chiefs of parties engaged on projects in coastal areas. 265 Landmarks for charts. — At the end of each field season, a report on Form 567, Landmarks for Charts, shall be forwarded to the Washington Office in accordance with the detailed instructions contained in the Hydrographic Man- 88 ual. Each chief of party engaged on triangulation or other work in coastal areas shall submit similar information. (a) A report of landmarks to be deleted, because no longer existent or not sufficiently prominent for charting, should also be submitted on Form 567. 266 Chart of objects for use of United States Coast Guard. — A special chart shall be prepared by each hydrographic party showing the fix, of natural or artificial objects, used in locating each floating aid to navigation in the project area. This chart shall be prepared and forwarded to the Commander of the Coast Guard District in which the area is located in accordance with the detailed instructions contained in the Hydrographic Manual. 267 Special reports from magnetic observatories. — Each officer in charge of a magnetic observatory shall submit as of December 31 each year a report of inspection of his station and equipment. Blank forms for this purpose may be obtained from the office. At the end of each quarter he shall submit Form 477, Report of Magnetic Character of Days. He shall submit weekly, by Government radio, a report of the magnetic character of each Green- wich half -day period for the preceding week and report of K indices for that period. 268 Earthquake and tidal wave reports. — Earthquake felt by members of par- ties shall be reported either by letter or on Form 659. Tidal and storm waves shall be reported on Form 701. It is desired that local newspaper clippings reporting such disturbances be forwarded. 269 Photographs. — Photographs of landfalls and prominent objects are desired for use in preparing the coast pilots, and of Coast and Geodetic Survey life and operations for use in illustrating articles and publications and in pre- paring lantern slides for talks and lectures. Field officers should make efforts to obtain interesting pictures suitable for reproduction. Photographs for this purpose should not be included with the season's report although dupli- cate copies may be used to illustrate the report if desired. All photographs submitted should have accompanying legends identifying the location, person in the picture and other details of interest and giving the date on which taken. Negatives are preferable to prints. Personal negatives will be re- turned to the owner. Each photograph or negative should be forwarded using Form 623A, Photograph History. 270 Truck reports, — Chiefs of parties shall submit Form 702, Summary of Monthly Motor Truck Records at the end of each month. The form is a 89 summary of the reports which should be submitted monthly to the chief of party by the driver of each truck, on Form 697, Monthly Motor Truck Record. (a) On June 30 and December 31 of each year, chiefs of party shall sub- mit Form 625A Summary of Motor Truck Record, compiled from the Motor Truck Record (Form 625). 271 Report on fitness of officers. — A report on the fitness of each officer under his charge shall be submitted by the chief of party promptly at the end of the calendar year, on Form 218, Report of Fitness of Officers. A similar report shall be submitted when an officer is transferred or detached and when the chief of party is relieved of charge of the party or vessel. 272 Efficiency ratings of civil service personnel. — An efficiency rating (Standard Form 51, C.S.C.) shall be submitted in duplicate by the chief of party for all civil service employees attached to his party for the rating year ending March 31. This form shall also be forwarded for each person employed who resigns after a period of service of 30 days or more, at the expiration of the trial period of an employee, or when the chief of party is relieved of charge of the party. Rating and reviewing officers will be guided by the instructions contained in the Efficiency Rating Manual. 273 Report of fitness of non-civil-service employees. — At the time of separation or transfer of a non-civil-service employee who has been employed for 30 days or more, other than a shipped member of the crew of a vessel, the chief of party shall prepare Form 703, Report on Fitness of Hands or Other Non- appointive Employees, in duplicate. The original shall be forwarded to the Washington Office and the duplicate given to the employee. The same pro- cedure shall be followed when the chief of party is relieved of charge of the unit. 274 Notice of employment. — A copy of Form 416A, Notice of Employment, must be forwarded to the office whenever a new employee enters the service. The chief of party, before signing the form, should satisfy himself that the form is signed by the employee and all required information has been en- tered on the form. 275 Report of changes. — Each chief of party shall submit, in duplicate, Form 365, Report of Changes in Personnel on Party and on Ship and of Passen- gers Carried on Ship, promptly at the close of each month and upon transfer or disbandment of the party. If no changes occurred during the month the report shall be submitted and marked "No changes during month." 90 (a) The commanding officer of a vessel shall, in addition to the tirrif s specified above, submit the report before the vessel leaves port on a voyage, and at such other times as it is necessary to keep the Washington Office completely informed as to the number and identity of all persons aboard when the vessel is at sea. 276 Absence of chief of party. — Except as provided in parargaph 182 the chief of party shall not absent himself from his field of duty for a greater period than one day of leave without the approval of the Director. 277 Relations between field parties and District Headquarters. — Chiefs of par- ties and Supervisors in charge of District Headquarters shall maintain such relations between each other as will assure the fullest cooperation in carrying out the functions of the Bureau. Each chief of party shall submit a monthly report to the Supervisor of the District in which the party is operating. This report shall contain, in addition to matters which the chief of party deems of interest to the Supervisor in connection with the work and its pro- gress, an itinerary of the month, proposed movements of the party, and changes in its complement. A copy of the report shall be mailed to the Washington Office. (a) A District Supervisor or chief of a field party is not authorized to issue orders to, or exercise other authority over, another chief of party, except by specific instructions from the Director. (b) Chiefs of parties shall forward records and reports directly to the Washington Office or a Processing Office unless directed to forward them through a District Headquarters. (c) Whenever surveys in Pacific Coast or Alaskan waters disclose rocks or other important information that should reach the public promptly, Super- visors and chiefs of parties are authorized to give immediate publicity to such information. A copy of any notices issued, with full details, shall be mailed to the office at once. 278 District Headquarters. — Only chiefs of parties shall be designated as Supervisors. (a) A Supervisor shall render reports and be subject to the regulations required of a chief of party. (b) Annual estimates for the operation of a District Headquarters shall include items for field inspection. Whenever an inspection in the field would cover a distance of 50 miles or more from a District Headquarters on one trip, prior authority in the form of orders, by letter or dispatch, must be secured. 91 279 Procedure in cases of accident or damage. — The chief of party shall report immediately to the Director any accident in which personnel or property un- der his charge are involved and which will require an expenditure for repairs or which may become the basis of a claim against the Government. He shall keep the office fully informed of all further steps taken in the case. (a) In cases of accident or damage which may result in a claim against the Government, the chief of party shall take all steps possible to protect the interests of the Government. He shall forward to the office promptly the record of proceedings of any investigation, including all evidence taken, to- gether with the findings of fact and responsibility, and with such recommen- dations and comments as seem appropriate. (b) The report of the chief of party should give full details of the ac- cident or damage, and should contain a careful estimate of the cost of re- pairing or replacing any property involved, whether public or private. (c) It is especially important that the chief of party take steps at the earliest possible moment to determine the degree to which any party involved in an accident was negligent, as claims for property damages may be consid- ered only in cases where a party is shown to have been negligent. 92 CHAPTER 15 Vessels, Routine and Discipline on Shipboard 286 Order of precedence on vessels. — Commissioned officers of the service as- signed to vessels shall take precedence after the commanding officer and the executive officer in accordance with their place in the lineal list. An officer assigned by orders of the Director to duty as executive officer shall take precedence after the commanding officer, regardless of lineal rank. (a) Commissioned officers of the Public Health Service shall take prec- edence with and after commissioned officers of corresponding grade in the Coast and Geodetic Survey of the same length of service in grade. (b) Chief engineers, civil service medical officers, and mates with seven- teen or more years of service shall take precedence with and after lieutenant commanders. (c) Chief engineers, civil service medical officers, and mates with less than seventeen years of service shall take precedence with and after lieutenants. (d) Chief engineers, civil service medical officers, and mates take prec- edence among themselves in accordance with their pay and when of the same pay in accordance with length of service. (e) Deck officers shall take precedence after the above mentioned officers; and among themselves in accordance with length of service. 287 Designation of ships' officers. — All officers in a non-commissioned status, including chief engineers, civil service medical officers, mates, and deck officers shall be designated as ships' officers. These officers are appointed by the Secretary of Commerce in accordance with the rules and regulations of the Civil Service Commission. 288 Assignment of quarters. — Officers will be assigned quarters by the com- manding officer in accordance with their rank and precedence. (a) No officer regularly attached to a ship shall be compelled to vacate his quarters for the accommodation of passengers, except under orders from the Director. (b) An officer, such as an inspecting officer, reporting for temporary duty under orders from the Director shall not be considered in the status of a passenger and shall be furnished adequate quarters. (c) An officer on leave or on detached duty may retain his quarters on board only when authorized by the commanding officer. 697587—47—7 qo 289 Organization. — Officers and crew shall be assigned duties in accordance with these Regulations. Officers for whom no particular duties are specified herein shall be assigned by the commanding officer to such duties as may be required by the organization of his ship. They may assist the officers for whom duties are prescribed and, in case of disability or absence for extended period of such officers, may be temporarily assigned to perform their duties. (a) On smaller vessels where the size of the complement will not permit the full application of the Regulations regarding organization, routine and discipline, they shall be enforced in so far as practicable. (b) The ship's organization should be so arranged that when any con- siderable part of the complement is away from the ship on survey or other duty, the force remaining will be sufficient to care for the safety and hand- ling of the vessel. 290 Watches. — The commanding officer shall regulate the assignment of deck watches, both at sea and in port, subject to the provisions of the Regula- tions. Before assigning an officer to a sea watch or to day's duty in port the commanding officer should satisfy himself that the officer is capable of performing the duties required of him, and that he is sufficiently familiar with the ship's organization and routine to act effectively in an emergency. (a) At sea, with only two watch officers in addition to the executive of- ficer, the executive officer shall be assigned to take a regular watch, unless surveying operations necessitate other arrangements. The executive officer is subject to call at all times, when on board ship. (b) In port, all wardroom officers except medical officers shall take day's duty when so ordered by the commanding officer. The executive officer, being always on duty, shall not be ordered to take day's duty except temporarily in emergencies, or when the number of officers is insufficient to take a watch every third day. (c) Watches and day's duty shall be taken in regular order, and no ex- change shall be made except with the permission of the commanding officer. 291 Survey duty. — All officers and members of the crew except chief engineers and medical officers are subject to assignment to survey duty by the com- manding officer. 292 Duties of officers. — Each officer shall be responsible for the strict perform- ance of duty by the personnel assigned to him and for the condition of the material, boats, or other equipment under his jurisdiction. (a) When an officer is assigned to survey duty which will make it im- practicable for him to attend to his ship duties, the commanding officer may designate an officer to perform such duties unless otherwise provided in the Regulations. 94 293 Marnier of performing duties. — Officers shall perform their duties in a dig- nified manner and avoid undue familiarity with petty officers and crew. Or- ders shall be given in a seamanlike language and prompt performance of duty shall be exacted. All unnecessary noise or confusion shall be avoided. 294 Permission to leave ship. — Officers shall obtain permission to leave ship from the commanding officer or, in his absence, from the senior officer present. They shall report the fact to the executive officer if aboard, except when he is the senior officer present. Upon leaving or returning to the ship, they shall report to the officer on watch. (a) Members of the crew shall report to the quartermaster on watch when leaving or returning to the ship. 295 Immediate report of things amiss. — Anything amiss in any part of the ship shall be reported immediately to the commanding officer. 296 Subduing unruly men. — An officer must not lay hands on a member of the crew except in self-defense. It is the duty of the petty officers, aided by such of the crew as occasion requires, to furnish the physical force for sub- duing unruly men. 297 Private money transactions with crew forbidden. — Officers are forbidden to have money transactions with any members of the crew except in an official capacity. 298 Charges against an officer. — Charges preferred against an officer, to re- ceive consideration, must be made promptly and in writing. The accused officer must be furnished with a copy of the charges by the commanding officer within 24 hours and given an opportunity to make a statement in his own behalf. 299 Criticism and conspiring. — Officers are forbidden to criticize the service or its officers in the presence of attendants or crew, and combinations for the purpose of weakening authority or to evade the execution of orders will not be permitted. 300 Disorderly language or conduct. — Any language or conduct tending to des- truction of good morals or to diminish the respect due a superior officer is for- 95 bidden, and it shall be the duty of every officer to report such language or conduct to his commanding officer. 301 Incurring debts. — Officers and members of the crew shall, before leaving port, pay (or provide for payment) any debts they may have incurred. No person shall at any time or place contract debts without a reasonable expec- tation of being able to discharge them. (a) It is enjoined upon all persons that failure to discharge their just in- debtedness brings discredit not only upon themselves but upon the service. 302 Exchange of and absence from duty. — An officer shall not, without author- ity from his commanding officer or other superior, aosent himself from his duty or exchange duty with another. 303 Boat service not detached duty. — Officers in boats engaged in ordinary duty of the ship and not absent or separated from the ship shall not regard themselves in a detached duty status or assume the authority of such duty. This shall not be construed, however, as relieving the senior officer in a boat from responsibility for its safety and management under all circumstances. 304 When visiting a command. — Officers visiting a command in the performance of any official duty connected therewith shall report to the commanding officer. 305 Small arms. — Small arms which are the property of the Government shall be in the custody of the executive officer. They shall be frequently exam- ined and kept clean and in working order. (a) Personal firearms will not be allowed on board any vessel without the written permission of the commanding officer, which may be revoked at any time. Personal firearms shall be kept under the custody of the ex- ecutive officer. 306 Intoxicating liquors. — Intoxicating liquors will not be permitted on board vessels of the Coast and Geodetic Survey, except under control of the medical officers as medical stores, and then only when authorized by the commanding officer, (par. 608.) 307 Matches. — Safety matches only will be allowed on board ship. 96 308 Cleanliness and neatness of ship. — Every effort should be made toward cleanliness, neatness, and order throughout the ship. Holds and storerooms shall be carefully and neatly stowed, having due regard to the nature of stores, their accessibility, classification, inflammability, and effect of mois- ture. Holds and storerooms shall be frequently ventilated. Bilges shall be kept clean and suctions clear. Bedding shall be aired frequently. 309 Closing of airports and water-tight doors. — All ports in the hull shall be closed and secured before a vessel puts to sea, and when at sea no airport, except those in the cabin or deck houses, shall be opened when there is a probability that water will enter to a dangerous extent. The officer on each watch shall be informed of the location of any ports which have been opened. (a) When at sea at night or in unsurveyed waters as many of the water- tight doors as practicable shall be closed. 310 Evening report, ship's condition. — At sea or on the working grounds the boatswain shall make a careful inspection of the ship every evening and see that hatches are covered, and that ground tackle, mooring lines, and other gear are properly secured. The carpenter shall sound the bilges. At 2000 they shall report to the executive officer who shall then report to the com- manding officer. In port, these duties shall be performed by the chief petty officer on deck watch and the reports made to the officer of the deck, (a) At sea, during the hours from 2000 to daylight, the chief petty officer of the watch shall make an inspection throughout the ship and report to the officer on watch at the end of each hour. 311 Petty officers' duties. — Petty officers and members of the crew may be called on to perform not only the duties designated by their ratings, but any others which the commanding officer may deem in the interests of the service and which they are capable of performing. The duties of petty officers and men may vary on different vessels; those holding the same rating would not nec- essarily perform the same duties on all vessels of the service. 312 Morning order book. — The executive officer shall enter the instructions for the day's duties for the crew in the morning order book. Petty officers shall consult the morning order book in time to comply with the instructions con- tained therein. Officers shall be informed by the executive officer, when practicable, but should consult the morning order book. 97 313 Routine subordinate to surveying. — When on the field of work, ship routine, other than the required holding of fire, collision and abandon ship drills* shall be subordinated to survey work, but must not be neglected to an ex- tent that would endanger safety or the condition of the vessel or its equip- ment, or would reflect in the discipline or cleanliness of the ship. 314 Work which interferes with operation of ship. — No work which might inter- fere with the efficient operation of the ship or any of its essential equip- ment shall be undertaken without the permission of the commanding officer. 315 Sunday to be observed.— Sunday shall be observed on all ships in an order- ly manner. All work shall be reduced to the requirements of necessity. For- mal inspections shall not be held on Sunday. The reasons for any unusual labor shall be entered in the log. 316 Officer to be on bridge when working engines. — The engine shall not be moved except by signal from the bridge or with permission of the officer of the deck. While engines are being warmed up the officer of the deck shall remain on the bridge, or on deck with a man stationed at the telegraph and ready means established for communication with him. 317 Compass deviations.-^A record of all determinations of deviations of the standard compass shall be kept; in a book or other convenient form. A dev- iation card for the compass, corrected from latest information, shall be posted in the pilot house or chart room on every vessel having a permanent binnacle. Deviations shall be determined whenever there is any considerable change of latitude or any other circumstance which might affect the com- pass error, such as major repairs to the vessel or any layup for a consid- erable period. Records and computations of the ship swing should be for- warded to the office on the prescribed forms. Any unusual value of the dec- lination shall be investigated and reported on Form 621, Magnetic Declination of Course. Neither the compass or its adjusting apparatus shall be moved or disturbed without the express authority of the commanding officer. The compasses should be adjusted so as to keep the deviations small. (a) When underway the officer of the deck shall make comparisons of the steering and gyro compasses at least once each hour. 318 Radio direction finders. — Radio direction finders shall be calibrated at the beginning of each season and at other times if necessary, and a table pre- pared showing the corrections for the various bearings. 98 319 Chronometers. — A record of the chronometer errors and rates shall be kept in a book or other convenient form. The chronometers shall be wound each day at the same hour, and the fact reported to the commanding officer. 320 Shore Liberty. — Petty officers and crew shall be granted liberty by the executive officer under authority from the commanding officer. A liberty book shall be kept in which shall be entered the time of departure and ar- rival of each member of the crew. Petty officers and crew of the engine- room force shall first get permission from the chief engineer, who will sub- mit their names for the liberty list to the executive officer. 321 Shore boats.— When at anchor in port, boats shall be sent ashore for of- ficers and crew at designated hours which shall not encroach on the crew's meal hours. No boat shall be sent from the ship after midnight for the accommodation of any person, except by order of the commanding officer. 322 Log books. — Deck and engineer's logs shall be kept on all vessels to which a commanding officer or officer in charge is appointed. Radio logs shall be kept on vessels equipped with radios. The engineer's and radio logs shall be forwarded to the Washington Office at the end of each month. Deck logs shall be forwarded to the Washington Office at intervals not to exceed one year from date of completion. (a) The instructions printed in the log books must be strictly complied with. (b) The commanding officer should require officers in charge of tenders and coxwains in charge of launches to keep a rough log in which should be entered such data concerning the operation of the tender or launch as may be required. (c) The deck log is a record which may at any time be called into ex- hibition as evidence in a legal action in which the vessel or members of the complement may be concerned. It should be a brief, accurate, and detailed journal of all important events and incidents of interest occurring in the operation of the vessel and the party. It should be prepared carefully, writing should be legible and in ink, and unusual abbreviations avoided. Seamanship language and ship nomenclature shall be used. (d) The entries required by the instructions printed in the log book are based on common practice and the requirements of law, and must be strictly followed to insure the completeness of the log and compliance with the law. (e) Among the entries which are specifically required by law, are the following: 99 (1) Every offense committed by any member of the crew for which it is intended to enforce a forfeiture of pay or for which punishment is inflicted on board, and the punishment. (2) Every case of illness or injury happening to any member of the crew, with the nature thereof, and the medical treatment, (par. 599.) (3) The name of every seaman who is shipped or who ceases to be a member of the crew, with the time, place, and in the latter case the cause thereof. (4) Every case of death with the cause thereof. (5) The sale of effects of a seaman who dies during a voyage, in- cluding a statement of each article sold and the amount re- ceived for it. (6) In every case of collision in which it is practicable so to do, the commanding officer shall, immediately after the occurrence, cause a statement thereof, and of the circumstances under which the same occurred, to be entered in the official log book. (46 U.S.C. 201.) (f) The law requires that every entry in the log book shall be made as soon as possible after the occurrence to which it relates and, if not made on the same day, shall be made and dated so as to show the date of the oc- currence and the date of the entry. (46 U.S.C. 202.) Such practices as erasures, cutting out, pasting over or inserting pages cut from another log book, signatures without initials or titles, entries made after log has been signed, etc., in any part of the log book, will seriously impair the value of the log as a whole as legal evidence; and, in case entries required by law should be thus changed or improperly entered, the law provides penalties for such offense. (g) The executive officer shall maintain a careful supervision over the preparation of the log to see that the Regulations are complied with. 323 Supplies logged when received. — A record of stores received, from whom received and the department of the vessel to which they belong shall be en- tered in the log. Delivery slips or invoices shall not be attached to the log but a separate file maintained, and referenced for use in the event it is found necessary later to check items on a list. (a) Stores shall be delivered into the custody of the officer having charge of the department to which they belong, who shall make arrangements for checking and storing them. 324 General muster. — General muster may be held in honor of distinguished visitors and at such other times as the commanding officer shall designate. (a) The executive officer shall direct the formation at muster, assisted by the officer of the deck, except when underway. Officers shall form on 100 the starboard or weather side of the quarter deck, the chief petty officers forward of them with a space between. The petty officers and crew shall form on the port or lee side of the quarter deck in double rank,, petty of- ficers aft and the messmen's branch forward, all facing inboard. Such changes in this formation as may be necessary on account of the construc- tion of the vessel may be made. When the ship's complement has been as- sembled the executive officer shall notify the commanding officer, and upon his approach, shall order "Attention - salute." The commanding officer shall return the salute, and with the crew at attention, publish any special orders or information. He shall then inspect the crew accompanied by the executive officer. The crew shall be dismissed by the executive officer upon orders from the commanding officer. (b) At muster in honor of a visitor, officers form on the side on which the visitor enters, the crew on the opposite side. When the visitor reaches the deck where the officers and crew are mustered the hand salute is ren- dered at order. 325 Personal salutes. — The hand salute to any person on any occasion when headdress is worn shall be executed with the right hand, without removing the headdress. Juniors shall always salute first. When several officers in company are saluted all shall return the salute. (a) Personal salutes and other marks of respect due their rank shall be extended to officers of the other commissioned services, and to military and naval officers of foreign governments. (b) When coming on board or leaving the vessel, officers and men shall salute the national ensign and the officer of the deck. The officer of the deck shall return both salutes. 326 Colors. — Officers and crew when on deck at the hoisting of the colors shall stand at attention facing the national ensign. If in uniform, covered, they shall salute at the beginning of the hoist, retaining the position of salute until the ensign is set. If not in uniform and covered, they shall uncover at the beginning of the hoist, holding the headdress opposite the left shoulder, and so remain until the ensign is set, except that in inclement weather the headdress may be slightly raised. The same ceremony shall be observed from the time the ensign leaves the truck or peak until it reaches the rail. (a) Launches passing at colors shall stop their engines and all men in sight shall face the ensign and salute. 327 Honors and distinctions. — The commanding officer, together with such other officers, petty officers and members of the crew as he may designate, shall attend at the gangway on the arrival on an official visit of the President of the United States, the Vice President, the Secretary of Commerce or other 101 cabinet officer, an Under Secretary of Commerce, the Director of the Coast and Geodetic Survey, a Chief of Bureau of the Department of Commerce, the governor of the State or province where the ship is located, or a com- mittee of Congress. When the visitor reaches the deck, officers and men shall salute. The flag of the visitor, if one is provided, shall be hoisted at the main as he steps aboard and shall remain there as long as he is on board, and shall be hauled down as he goes over the side. (a) Official flags are provided for the President of the United States, the Secretary and Under Secretary of Commerce, and the Director of the Coast and Geodetic Survey. (b) Should two or more of the above-named officials visit a ship at the same time, the flag of the senior only shall be displayed. When the flag of any official is hoisted at the main the service flag at the fore should be smaller. (c) Army and Navy officers of the rank of brigadier general or rear ad- miral shall be received at the gangway by the senior officer on board, the next in rank, and the officer of the deck. (d) The commanding officer and officer of the deck will attend at the gangway whenever a visiting commanding officer of a Coast and Geodetic Survey vessel comes aboard or leaves the ship. (e) The officer of the deck shall attend at the gangway whenever the commanding officer leaves the ship or comes aboard. (f) Official visits in the Coast and Geodetic Survey shall be exchanged by commanding officers as soon as practicable after meeting or arriving within communicating distance. The same courtesies shall be observed between a commanding officer and a Supervisor, should there be one on duty in the port. In all cases the junior shall make the first visit and it shall be returned within 24 hours if practicable. (g) When vessels of the Coast and Geodetic Survey pass close aboard, such officers and men as may be above decks shall stand at attention and salute. These honors are rendered to the national ensign and shall be made during the time the ships are overlapping. The same salute shall be made by a vessel when passing close aboard another Government vessel flying the flag of any one of the officials noted above. By close aboard is meant within 600 yards. (h) The usual customs regarding boat courtesies and boat salutes shall be followed. Juniors enter boats first: seniors leave boats first and go up the gangway first. The senior officer, other than engineer or medical officer, in the boat who is attached to the vessel to which the boat belongs, shall be responsible for the safety and management of the boat under all circumstances. 328 Display of flags and pennants. — The distinguishing marks of a Coast and Geodetic Survey vessel are the Coast and Geodetic Survey service flag and pennant. In two-masted ships the service flag shall be shown at the fore truck and the pennant at the main truck. In single-masted ships the pennant 102 shall be kept flying at all times while the vessel is in commission, except when the flag of an official is displayed as provided in paragraph 327. (a) When in port the national ensign shall be hoisted at 0800 and hauled down at sunset. All vessels when under way shall display the national en- sign from sunrise to sunset, except when at sea with no land or vessel in sight. Unless there are sufficient reasons to the contrary, the colors shall be set, even though it be before 0800 or after sunset, if there be sufficient light for them to be seen when getting under way or coming to anchor, when entering or leaving port, in passing, meeting, joining, or parting from other Government vessels, or falling in with a vessel at sea, and in approaching or passing towns, forts, naval stations, lighthouses, and light vessels. If a port other than the usual headquarters is entered during the night, colors shall be made at daylight for a short period to enable the authorities of the port and Government vessels present to determine her nationality. When ar- riving in port after daylight but before 0800, after keeping the colors up long enough for the port authorities to recognize them, they shall be hauled down and made again at 0800 in the usual manner. (b) The Coast and Geodetic Survey service flag shall be hoisted at the fore truck when entering or leaving port, when meeting a vessel at sea, on na- tional holidays, or at any other time that the commanding officer may direct. At no time shall the service flag be displayed without the national ensign. (c) When in port, the union jack shall be flown from the jack staff from morning to evening colors. (d) The national ensign will be used as a boat flag by all officers. (e) The colors are not to be dipped to a passing vessel except in answer to a similar salute. Salutes by whistle must not be made except in answer- ing similar salutes. 329 Design of flags and pennants. — The design of the service flag, pennant, and Director's flag shall be as follows: (a) The service flag of the Coast and Geodetic Survey is a blue rectangle, the fly one and six tenths times the hoist, in the middle of which is placed a white circle of diameter four-tenths the length of the fly, holding a red in- scribed equilateral triangle with one side parallel to the bottom. (b) The Coast and Geodetic Survey pennant is a union of red triangles, base down (13 triangles for the larger and 7 for the smaller size), on a white field one-fourth the length of the pennant, the remaining three-fourths of its length to be blue. (c) The flag of the Director of the Coast and Geodetic Survey is a blue rectangle, the fly one and one-fourth times the hoist, with a white triangle having one side equal to one-half the length of and placed parallel with the fly and at a distance above the bottom of the flag equal to two-tenths of the hoist, centered so that the apex is in the center line of the fly and the middle point of the altitude in the center of the rectangle. On each side of the triangle is a white, 5-pointed star two-tenths of the hoist in diameter (in- scribed), placed point up midway between the edge of the triangle and the 103 edge of the fly and fifty-five hundredths of the hoist above the base of the flag. 330 Flags and pennants. — Only such flags and pennants as are authorized by the Director shall be displayed on board vessels of the Bureau. (a) Flags and pennants shall be obtained by requisition on the Wash- ington Office and accounted for on the general property inventory. 331 Dressing ship. — When dressing ship the national ensign shall be placed at each masthead except the fore, where the service flag shall be set, and at the peak or flagstaff aft the largest ensign furnished shall be displayed. The union jack shall be displayed at the jack staff. For "full dress", there shall be arranged, in addition to the dressing described above, a rainbow of signal flags reaching from the water line forward to the water line aft. (a) On February 22 and July 4 all vessels of the Coast and Geodetic Survey in commission and not under way shall "full dress" ship at 0800 and remain so dressed until sunset. When weather or other circumstances render this inadvisable, "dressing" may be substituted for "full dressing." (b) On Memorial Day, May 30, the ensign shall be at half-mast from noon until 21 minutes after noon — the time during which saluting ships fire minute guns. -:- (c) When these days fall on Sunday, the ceremony shall be postponed until the following day. ■■■■■' (d) When February 22 or July 4 occur during a period of mourning, the mourning shall be suspended on that day and the ceremonies observed. (e) Vessels while in port may participate in celebrating local holidays and festivals by dressing ship and joining in other ceremonies provided there is no interference with regular duties. 332 Mourning. — Upon the day following the receipt of authentic information of the death of the President of the United States, the ensign, and jack when hoisted shall be displayed at half-mast at 0800 the following day and for 29 days thereafter. (a) Upon the death of an ex-President or President elect the ceremonies as specified for the President shall be observed. (b) Upon the day following receipt of information of the death of the Vice President, the Secretary of Commerce, the Under Secretary of Com- merce, an Assistant Secretary of Commerce, or the Director of the Coast and Geodetic Survey, the ensign and jack, when hoisted shall be displayed at half- mast at 0800 the following day and for 13 days thereafter. (c) On the death of the commanding officer, the ensign and the union jack shall be displayed at half-mast until removal of the body from the ship or until sunset of the day of the funeral ceremonies; on the death of an officer 104 attached to the vessel other than the commanding officer, the ensign and the union jack shall be displayed at half-mast from the beginning of the funeral services until one hour after the funeral; on the death of a member of the crew, the ensign and the union jack shall be half-masted during the funeral ceremonies only. All vessels of the service in sight shall join in such ceremony. (d) The badge of mourning will consist of a straight band of black crepe or plain black cloth 4 inches wide, worn around the left sleeve of the outer garment above the elbow. It will be worn only when prescribed by the com- manding officer for funerals, or when specially ordered by the Director. (e) In half-masting the ensign, it shall, if not previously hoisted, be first hoisted to the truck or peak and then lowered to half-mast. Before lowering from half-mast it shall be first hoisted to the truck or peak and then lowered with the usual ceremony. A large ensign should be used on all occasions of ceremony. 333 Designation of vessels. — "Whenever the designations of vessels are to be stated they shall be noted as "United States Coast and Geodetic Survey Ship" or by the initials "USC&GSS". The term "launch" shall be applied only to a ship's launch. 334 Special signals for vessels employed in hydrographic surveying. — By day a surveying vessel of the Coast and Geodetic Survey, underway and employed in hydrographic surveying, may carry in a vertical line, one over the other not less than six feet apart where they can best be seen, three shapes not less than two feet in diameter of which the highest and lowest shall be globular in shape and green in color and the middle one diamond in shape and white. (a) Vessels of the Coast and Geodetic Survey shall carry the above pre- scribed marks while actually engaged in hydrographic surveying and under- way, including drag work. Launches and other boats shall carry the pre- scribed marks when necessary. (b) It must be distinctly understood that these special signals serve only to indicate the nature of the work upon which the vessel is engaged and in no way give the surveying vessel the right-of-way over other vessels or obviate the necessity for a strict observance of the rules for preventing collision of vessels. (c) By night a surveying vessel of the Coast and Geodetic Survey, under- way and employed in hydrographic surveying, shall carry the regular lights prescribed by THE RULES OF THE ROAD. (d) A vessel of the Coast and Geodetic Survey, when at anchor in a fair- way on surveying operations, shall display from the mast during the daytime two black balls in a vertical line and six feet apart. At night two red lights shall be displayed in the same manner. In the case of a small vessel the 105 distance between the balls and between the lights may be reduced to three feet if necessary. (e) Such vessels, when at anchor in a fairway on surveying operations, shall have at hand and show if necessary in order to attract attention a flare- up light in addition to the lights which are, by this regulation, required to be carried. (f) In addition to the signals described, vessels of the U. S. Coast and Geodetic Survey when engaged in survey work may hoist one of the fol- lowing International Code signals: H D signifying "I am engaged in submarine work, you should keep clear of me." H F signifying "I have a sweep out, you should keep clear of it." O N A having the same meaning as the two letter hoist "H D." 106 CHAPTER 16 Ship Maintenance 336 Officers to know the ship. — All ship's officers shall make themselves thor- oughly familiar with all parts of the ship and with the details of the care, operation, and adjustment of ship fittings and equipment. Ships' officers, by study and observation, should endeavor to make themselves efficient in the performance of their duties connected with ship maintenance and repair. (a) Adjustments or changes in the ships' compasses, fathometer equip- ment, or other navigation or position finding equipment shall not be made without permission of the commanding officer. 337 Ship inspection. — The commanding officer, accompanied by the executive officer, and in their respective departments by the chief engineer and med- ical officer, shall make a thorough inspection of the ship once each week. During these inspections, particular attention shall be given to the galley, crew spaces, storerooms, and safety appliances such at watertight doors, emergency escapes, etc. Men shall be stationed to open any storeroom or locker which the commanding officer may desire to inspect. The fact that such inspection has been made shall be entered in the log. (a) The commanding officer's weekly inspection and the executive officer's daily inspection (par. 493) are made for the purpose of checking on the cleanliness and orderliness of the vessel and the condition of her hull and hull appurtenances. These inspections are opportunities to observe the needs for maintenance work and replacement of equipment, and to ascertain the cause of any undue amount of upkeep work or frequent renewals. These inspections, together with the quarterly and annual inspections, are to in- sure the efficient supervision of the vessel for the purpose of maintenance. 338 Quarterly inspection report. — The commanding officer shall transmit to the Washington Office a Report of Inspection (Form 217) when the vessel is put in commission; when the vessel is put out of commission; upon com- pletion of extensive repairs; and as soon after the end of each quarter as practicable, unless a report has been submitted during the quarter. A copy of each report shall be retained on the vessel. At the end of the season when repair estimates are submitted the commanding officer shall report on the condition of the vessel either by letter or on Form 217. (a) The abstract of repairs made during each quarter should be com- plete and accurate as this information is required for statistical and budget- 107 ary purposes. Expenditures for different fiscal years should be shown separately. 339 Watertight bulkheads. — At least once each quarter a detailed inspection of each watertight bulkhead shall be made by the executive officer and the fact entered in the log. Any breach should be repaired at the earliest prac- ticable time. Careful search should be made for openings in the bulkheads resulting from the removal of electric cable screws, rivets or bolts, and for defects in gaskets around watertight doors and manholes. Ventilating ducts must not be carried through watertight bulkheads. 340 Docking and hull report. — Whenever a vessel is docked, the commanding officer shall instruct the hull board (par. 209) in writing to make a thor- ough examination of the underwater body and submit a detailed written re- port of the examination. The officers composing this board may be assisted by inspectors from the Coast Guard for the efficient performance of their duties. One copy of the report shall be forwarded to the Washington Office and one copy retained for the files of the vessel. The hull board will care- fully examine the hull and hull appurtenances and submit a detailed report of their condition. This report shall include the following data: (1) Date of docking and date of undocking. (2) Condition of ship as to fouling and kind of fouling. (3) Condition of the paint, kind of paints used, etc. (A) Corrosion or pitting at the water line and of the bottom plating. Describe its character in detail, indicating area and location of surface affected. (5) Number of coats and makes of paints applied; atmospheric con- ditions at time of painting, etc. (6) Shaft bearing clearances. (7) Rudder bearing clearances, if taken. (8) Condition of valves, oscillators, zincs, and other outboard fittings (9) Position of keel blocks. (To permit proper maintenance, position of blocks should be shifted from positions of previous docking.) (10) Work, if any, other than cleaning and painting, carried out on the underwater exterior and any changes made in propellors, shafting, outboard fittings, etc. 341 Maintenance books. — The executive officer and chief engineer shall each keep a "maintenance book" as a means of furnishing a record of repairs, upkeep, overhaul and new installations in their respective departments. In it shall be entered repair and upkeep work by the ship's force, costs, materials used, notes regarding inspection of various parts of machinery with dates and particulars of adjustments, and all other important data relative to the 108 deck and engineroom departments that may be of use to the head of the department or his successor. This record should be prepared so that it will be of value in estimating the time required for a repair job, efficiency of material used, probable date of renewals, etc. It will also serve as a ready reference to keep the officer posted as to details of maintenance and for preparing the Quarterly Report of Inspection (Form 217). When the ex- ecutive officer or chief engineer is detached, the "maintenance book" shall be delivered to his successor. 342 Ship's data. — The ship's sheets shall be carefully revised each year. Changes affecting ship's data sheets shall be noted on the Quarterly In- spection Report. Revised data sheets or a statement that no changes have been made shall be furnished the Washington Office each year following re- pair period. 343 Speed trials. — The speed, fuel consumption, and other data at various rev- olutions per minute should be determined for each vessel and this informa- tion shall be kept conveniently accessible. Whenever any changes have been made, such as the installation of new propellors, which might materially affect the speed, new data shall be determined by trial runs, preferably over a measured course. Details of such runs shall be forwarded to the Washington Office. . 344 Cleaning of boiler. — Boilers shall be cleaned once every three months. This period may be extended when the urgency of field work or other duties makes it necessary and the condition of the boilers does not indicate the need of cleaning. The time for cleaning boilers shall be determined by the commanding officer so as to cause as little delay as possible in field work. 345 Steering gear. — The steering gear shall be kept in good working order. Before getting under way, the whistle, engineroom telegraph and signals, and the steering gear shall be tested. The result of the periodic examination of the steering gear and a brief statement of the steps taken to remedy any defects that may be found therein shall be entered in the ship's log. 346 Winches and capstans. — Where steam engines are employed for operating deck winches, precaution should be taken to warm up the engine before us- ing. All water or condensation should be drained to prevent damage to the cylinder heads and to prevent freezing in cold weather. Where electrical equipment is located on the weather deck, care should be taken to keep the 697587—47—8 109 watertight motor covers securely in place. Gaskets should be renewed when necessary. Particular care should be taken to insure that water does not enter the motor bearings and displace the oil. Grease lubrication should be provided for the slow moving parts of the winch or capstan. 347 Ground tackle. — Anchors, chain cables, and windlass shall be kept in good condition by the ship's force. The chain cables should be overhauled when- ever necessary and precautions taken to see that the various shots are prop- erly marked and in good condition. When getting under way, each link of chain should be carefully examined for defects. (a) At least once each year the chains shall be cleaned, scaled, and care- fully inspected for defects. The shackles and shackle pins shall be refitted and greased or white leaded, identification marks restored, and shots shifted to new positions, as necessary, in order to distribute the wear uniformly throughout the entire length of the cable. The chain shall be coated with special black chain paint. Special precautions shall be taken to insure proper assembly of patent connecting links. (b) Experience has shown that frequent application of special anti-cor- rosive oil will reduce corrosion and maintain the chain cable in good condition. (c) Wrought-iron chain in service should be periodically examined and heat treated. Cast-steel and die-lock chain do not require reheat treatment. All chain used for anchor cable and approved by the American Bureau of Shipping is proof -tested at the time of manufacture; subsequent proof- testing, except when new-non-tested links are forged or cast into the chain, serves no useful purpose and shortens the life of the chain. (d) If any part of the chain has been reduced by corrosion or wear so that the mean diameter is reduced to 90 percent of its original diameter, that shot of chain should be replaced. 348 Chain markings. — To aid in determining the amount of anchor chain which has run out, distinctive markings are placed on the chain at intervals of 15 fathoms. (a) The following is the system in common usage: (1) At 15 fathoms the first studded link on each side of the shackle has a turn of wire around its stud and is painted white. (2) At 30 fathoms the second studded link on each side of the shackle has two turns of wire around its stud and the two links on either side of the shackle are painted white. (3) At 45 fathoms the third studded link on each side of the shackle has three turns of wire and the three links on either side of shackle are painted white, etc. (b) The system of wire and white-paint markings is further accented by painting the shackles, or detachable links joining the shots, with different colors. 110 349 Care of hull. — The upkeep of a ship, her equipment and appliances by the ship's force requires constant and diligent cleaning, scaling, painting, repair or renewal. With few exceptions, the most rapid deterioration of structural members inside the ship is that of reverse frames, floors, longitudinals, and steel members underneath the ship's boilers. The proper maintenance of these parts of the ship's hull should be strictly attended to by periodic scal- ing and painting. (a) Every precaution must be taken to prevent corrosion. A sufficient supply of red lead and cement should be kept on hand for this purpose. Places particularly susceptible to corrosion must be frequently scaled and painted. The cause of recurrence of corrosion should be determined and remedial measures applied. (b) Bilge strainers must be kept clear and bilges pumped as dry as possible. If water does not drain to the bilge suction and this defect cannot be remedied, the compartment should be examined frequently and kept well covered with protective material. Metal surfaces must be thoroughly scaled and must be clean and dry when applying cement or other protective coat- ings, otherwise the coatings will not adhere properly and corrosion will result. (c) Scuppers must be kept clear and water must not be allowed to stand in waterways. Waterways must be kept well covered with protective coating. (d) Corrosion along the water line can often be prevented by frequent application of boot-topping. (e) Loose brass or copper should not be allowed in contact with the hull. (f) Whitewash should not be applied to steel or iron. (g) A sheathed vessel shall never be moored closer than 250 feet to an iron or steel one. 350 Care of decks. — In view of the heavy expense involved in the renewal of wooden decks, the use of holystones or similar material should, in general be restricted to the removal of stains. Wooden decks will usually be cleaned with brush and sand or soap, or by such other means as will not wear them down. (a) Deck seams must be kept well payed, otherwise moisture will collect and rot the caulking. When recaulking, old caulking material should be reefed out as far as practicable and not hawsed so hard as to break the caulking seam or set up the planking. Steam pipes should not be led through a wooden deck, if avoidable, but if this is necessary, protective sleeves should be used. Wooden decks should not be painted. (b) The seams next to steel housings, ventilators, and other steel struc- tures must be examined frequently to detect leaks. (c) Seams in linoleum-covered decks must be kept water-tight. Water must not be allowed to get under tiling or deck compositions. (d) Canvas covered decks must be kept well painted. Any tear or break in the canvas must be patched immediately. (e) Linoleum has good wearing qualities if it has been made properly and 111 if its surface has not been injured by the use of harmful materials applied for the purpose of finish, cleaning, etc. Examples of such improper materials are lye in soap, alcohol in shellac, etc. (f) In dry weather exposed caulked decks should be thoroughly wet down at least once each day. 351 Instructions for painting ship. — Unless otherwise ordered by the Director, the outside of the hull above the boot-topping shall be white, and the super- structures, smoke stacks, ventilators, hatch combings, etc., shall be navy spar color. Rigging, machinery, and that portion of the mast in the wake of the smokestack shall be black. Around the top of the smokestack there shall be painted a black band equal in width to one-third of its diameter. The waterways may be red, if desired. Screens shall be of standard colors. The ship's name may be lettered in gilt or gold. There shall be no other colors than these in sight on deck. The living quarters, engine rooms, storerooms, etc., shall be painted white. (a) Ready-mixed paints, preferably obtained from the Navy, should be used whenever possible. (b) Woodwork about the vessel such as rails, ladders, sashes, blinds, etc., should be kept bright when practicable. (c) Polished brass fittings about the deck should be kept bright when practicable. (d) Launches and other wooden boats which remain regularly afloat shall be painted on the bottom with a good quality of copper paint as frequently as necessary to protect them. Extra precautions are necessary in warm, tropical waters. (e) Rubber gaskets on airports, watertight doors, and manholes should be kept free from paint, oil, and grease. (f) When painting confined spaces, proper provision for ventilation should be made and all necessary precautions for safety of men shall be taken. 352 Miscellaneous hull fittings. — Rubber gaskets used for watertight, weather- tight, oiltight, and airtight purposes shall not be painted. The metal bear- ing edges which come in contact with the gasket shall be kept bright and free from rust, grease, and paint. (a) The dogs, dog bolts, nuts, hinges, hinge pins, and other parts of watertight doors, hatches, manholes, and airports upon which the watertight security of vessels depends, shall not be removed except for the purpose of repair and adjustment. The removal of these parts for such purposes as cleaning, polishing, or making access temporarily more convenient, is pro- hibited. Such practices often result in the loss of the parts or result in their replacement without correct adjustment, thereby introducing a menace to the watertight integrity of the vessel. Screw threads shall not be pol- ished with files, emery, or sandpaper, as this practice in time wears away the threads. 112 (b) If a watertight door, hatch, etc., is in good condition, it should only be necessary in order to obtain tightness that there be a uniform bearing all around. When setting in dogs on watertight doors, hatches, etc., a dog on the opposite side from the hinges should first be set up with sufficient pressure to hold the door, hatch, etc., closed. Two dogs should then be set up snugly on the hinge sides, after which all the dogs should be set up even- ly. Dogs should not be driven down but the necessary tightness should be obtained by setting up a little on one after the other, successively, until all are down firmly. When loosening dogs in watertight doors, hatches, etc., those dogs nearest the hinges should be loosened first; this prevents the door from springing and makes it easier to operate the remaining dogs. (c) Particular care should be taken to obtain an even bearing all around in case of airports, in order to prevent breaking the glass lens when the ship is working in a seaway or when the port is hit by a heavy sea. 353 Standing rigging. — Standing rigging, which includes shrouds, stays and lifts, masts, booms, yards and gaffs, should be carefully inspected at least once each year, with particular attention to parts of rigging or fittings, the failure of which might cause injury to personnel. Masts, booms, gaffs, and yards should be examined for rot and checks. Deterioration is generally more rapid under mast bands and fittings, and at the heel of the mast. 354 Davits, blocks and falls. — »Boat falls and blocks should be overhauled at least once each year and when used extensively, more frequent overhaul is necessary. Pin caps, sheave pins, and sheaves should be removed and the parts of the block examined, cleaned and lubricated. The boat falls should be carefully examined, both inside and out, for evidence of chafing or dry rot. The moving parts of davits, including davit head bolt and davit sockets, should be kept well lubricated. 355 Alterations. — No structural alterations shall be made without expressed authority from the Director. Approval of the item in the estimates for re- pairs is not sufficient authority. (a) Before submitting a recommendation for structural alterations or changes in the internal arrangement of the ship, the commanding officer should give full consideration to the necessity therefor and the effect upon the safety of the vessel and personnel. Complete details of the existing ar- rangement and the proposed changes should be submitted. Alterations which affect watertight bulkheads, the strength of essential structural mem- bers, stability or trim of the vessel, the quarters of officers or crew, or the arrangements of compartments which would interfere with their use for their designated purposes, including the addition of machinery or fixed equip- ment in such compartments, should not be recommended except under urgent necessity. If authority to make changes is granted, no deviation shall be made from approved plans without permission of the Director. 113 CHAPTER 17 Docking of Vessels 361 Docking. — Vessels shall be docked at least once each year. (a) Wooden hulls in warm or tropical waters which are infested with teredos or other marine borers or worms should be hauled out at least twice a year or sheathed with nuntz metal or other corrosion-resisting metal. 362 Responsibility in docking. — The responsibility of the ship is assumed by the yard at the time the workmen commence hauling the vessel into the drydock or on to the railway. The commanding officer, however, should be present to make certain that no mistakes are made and, as soon as the vessel is out of the water, he should make an inspection to see that no damage has been done to rudder or other hull appurtenances. 363 Docking plan. — A docking plan for the vessel shall be available for the use of the dockmaster. 364 Underwater fittings. — The commanding officer shall call attention of the dock master to any underwater projections or equipment which must be kept clear of blocks. These hull appurtenances must be clearly shown on the docking plan. 365 List and trim. — When a vessel is to be drydocked, she should be without list and without excessive trim. The commanding officer should inform the yard representatives of the draft forward, the draft aft, and the amount of list, if any. This information shall be furnished sufficiently in advance of the time of docking to permit safe docking arrangements to be made. 366 Weights not to be shifted. — No weight, or water, or fuel ballast shall be shifted, added, or removed while the vessel is in drydock unless specifically authorized by the dockmaster. It is desirable that tanks containing water or oil be either full or empty. When permission is given to shift weights, the responsibility for keeping an accurate record of the amount and location of the change of weights rests with the commanding officer. In all cases 115 weights should be so disposed as to insure that the vessel when undocked will lift from the blocks without taking a list. 367 Examination of tail shaft. — Any part of the tail shaft exposed should be carefully examined for signs of corrosion. The tail shaft or shafts of vessels shall be drawn for examination at least once every three years. Tail shafts not encased in continuous sleeves are more subject to deterioration than others and may need to be examined more frequently than every three years. Brass sleeves, if in good condition, should not be removed. The stern bear- ing liner shall be renewed when it is worn down to % inch clearance in the case of shafts 9 inches or less in diameter, and & inch clearance when the diameter is greater than 9 inches. Centering marks should be preserved about the stern bearing and especially about the strut bearings of twin- screwed vessels. If lignum vitae is used for stern bearings it shall be edge grained. 368 Examination of stern bearing. — The stern bearing shall be examined at each docking. A template should be made to show the distance from some convenient measuring point to the shaft so that a comparative reading may be obtained at the next docking. 369 Propellers. — Composition propellers and underwater fittings should not be painted. Steel propellers, however, should be painted the same as the hull unless some reason exists for applying other materials. (a) The pitch of propeller blades of built-up propellers should be checked at each docking and reset if necessary. The fit of the propeller on the taper of the shaft and the condition of the locknut should be examined if prac- ticable. Steel propeller blades should be carefully examined for cracks. (b) The drawing of the tail shaft generally requires the removal of the propeller which should be carefully checked at each docking. In connection with the removal of the propeller, if it is, known that the hub is filled with tallow the contractor should be so informed and cautioned against over- heating the propeller hub. 370 Examination of rudder. — The rudder may be lifted for examination of pintles and gudgeons. If the specified clearance between pintle and gudgeon is exceeded, the gudgeon should be rebushed and/or the pintle built up by welding or replaced. Rudder head packing gland should be repacked. The rudder head may be built up by electric welding where material has been lost due to corrosion. 116 371 Strainers and sea valves. — Strainers over intakes shall always be removed, cleaned and painted, when cleaning the underbody. Sea valves shall be ex- amined and seated properly whenever a vessel is docked. 372 Zinc protecting strips. — iZinc protecting rings or strips shall be fitted near sea valve openings below the water line, around the stern frame if fitted with bronze propellors, and anywhere on the hull below the water line where there is evidence of abnormal pitting. These protectors shall always be examined upon docking and renewed if necessary. Galvanized fastenings should be used. A spare set of zincs, if kept on board ready for use, will save the inconvenience of obtaining them after the vessel has been docked. Zinc protecting strips shall never be painted. 373 Sonic sounding installations. — Oscillators of a fathometer or sonic sound- ing installation should be carefully examined at time of docking. 374 Plating near oscillators. — The plating in wake of oscillators and circulating water outlets should be carefully examined for pitting, and zinc fitted if necessary. 375 Painting the hull. — In general, a vessel should have the bottom cleaned and painted whenever docked. Paint should be applied only when the hull is thoroughly dried. Some brands of paint are unsatisfactory if applied over paints of another brand due to different chemicals used. It is, therefore, inadvisable to change brands unless it is known that the old brand will have no unfavorable reaction on the new one. In all cases the kind of paint to be applied should receive careful consideration. (a) On a steel vessel only loose paint and such as will come off with a thorough brushing should be removed. Scaling should not be resorted to unless a thorough preparation of the metal for repainting is contemplated, when procedure should be in accordance with approved practice for painting new vessels. Such a course would be justified only under unusual circum- stances. After touching up all bare spots with anticorrosive paint, the en- tire bottom below the lower edge of the boot-topping shall be given two complete coats of anticorrosive and one coat of antifouling paint. The anti- fouling paint should be applied immediately before docking if practicable. Two complete coats of boot-topping paint shall be applied in way of the water line area. The width of the boot-topping shall extend from the full- load draft to the light draft. 117 (b) The under body of wooden hulls, if not sheathed, shall be given two coats of copper paint. On vessels sheathed with metal or with wood that has been treated so as to render it immune from attack by teredos or other marine borers, the copper paint may be omitted. 376 Scaling of water line area. — As corrosion and pitting are generally great- est at the water line area, it may be found expedient, in order to check this deteriorating action, to scale this area down to bare metal and apply a priming coat of red lead followed by two coats of boot-topping. Such ex- tensive scaling should not be attempted unless there is ample time for the red lead paint to set. Such scaling should not be repeated oftener than at 3-year intervals. 377 Painting instructions. — For detailed information on painting in general, reference should be made to "Instructions for Painting and Cementing Vessels of the United States Navy." 118 CHAPTER 18 Ship Safety Precautions 381 Marine Inspection. — Navigation and vessel inspection laws applicable to merchant vessels shall be complied with in so far as the specialized nature of the work of the Coast and Geodetic Survey permits. An inspection of main and auxiliary vessels by the Coast Guard shall be requested in writing once each year. A certificate of inspection will not be required but the local inspectors should be requested to make recommendations as to repairs necessary to maintain the vessel in a safe and seaworthy condition. Suitable entries shall be made on the ship's Quarterly Inspection Report (Form 217) following the period of repairs, and by reference, to apprise the Washington Office what steps have been taken or will be taken to correct deficiencies listed in the report of inspection. (a) An inspection of the boilers by the Coast Guard shall be requested once each year. When it is not practicable to have this inspection made, the commanding officer shall direct the chief engineer of the vessel, in writ- ing, to make the inspection and shall report the reasons for such action to the Washington Office. 382 Procedure for requesting inspection. — The Coast Guard has indicated the following procedure for conducting and reporting ship inspections: (1) Applications for inspection of the vessel should be addressed to the local inspection board in whose district the inspection is to be made. (2) Upon completion of the inspection, the local inspectors will issue a statement listing deficiencies, if any, which should be corrected in order to comply with applicable rules. The list of deficiencies furnished by the in- spectors, with comments and recommendations by the commanding officer of the vessel, should be forwarded promptly to the office for appropriate action. A duplicate of the inspector's report should be retained in the ship's files. The inspectors should be notified in writing when repairs have been com- pleted and deficiencies corrected, and the report of inspection will be amended accordingly. (a) Boilers and equipment shall be made ready in all respects for inspec- tion at the time designated so as to preclude unnecessary delays. (b) The same procedure as outlined herein will be followed when it is desired that only the boiler on a vessel be inspected. 383 Laws Governing Marine Inspection. — Ships' officers shall keep themselves informed of legal requirements for the safe operation of vessels by frequent 119 reference to Laws Governing Marine Inspection and to the General Rules and Regulations for Vessel Inspection. 384 Musters and Drills. — Musters of the crew at their boat and fire stations, followed by boat and fire drills, shall be held at least once a week, either in port or at sea. Collision drills shall be held at least once a month. An entry shall be made in the ship's log book of these drills, or the reason stated why they could not be held. The drills and inspections shall be so arranged that the crew thoroughly understand and are practiced in the duties they have to perform. All life-saving appliances with the gear appertaining to them shall always be ready for immediate use. 385 Station bills and muster lists. — Station bills and muster lists shall be signed by the commanding officer of the vessel and posted in conspicuous places, under glass, in several parts of the vessel, particularly in the crew's quarters. The bills shall contain full particulars of the signals which will be used for calling the crew to their stations for emergency duties. Special duties shall be allotted to each member of the crew and the muster lists shall show all such duties and indicate the station to which each man must go and the duties he has to perform. Individual Station Billets (Form 227) shall be supplied to each member of the complement and kept corrected to date. (a) The duties provided by the muster lists shall include: (1) The closing of airports, watertight doors, fire doors, and fire screens, the covers and valves of all scuppers, sanitary and other discharges which lead through the ship's hull below the margin line, and stopping the fans and ventilating systems. (2) The attendance at fire stations. (3) The equipping of boats, rafts, and buoyant apparatus and their preparation for launching. (4) The preparation of the collision mat for setting in place. 386 Fire drill. — The general fire alarm signal shall be a continuous rapid ringing of the ship's bell for a period not less than 10 seconds supplemented by the continuous ringing of the general alarm bells for not less than 10 seconds. For dismissal from fire alarm stations, the general alarm bells shall be sounded three times, supplemented by three short blasts of the whistle. 387 Boat drill. — The signal for boat drill or boat stations shall be more than six short blasts and one long blast of the whistle, supplemented by the sound- 120 ing of the general alarm. For dismissal from boat stations, the signal shall be three short blasts of the whistle. Where whistle signals are used for handling boats, one short blast shall be the signal to lower boats; two short blasts to stop lowering. 388 Collision drill. — The signal for collision drill shall be one prolonged blast of the siren supplemented by the general alarm. On a vessel not equipped with a siren, there shall be used such signal as the commanding officer may- direct. The signal for dismissal from collision stations shall be three short blasts of the siren. Watertight doors and hatches shall be closed at the collision signal and opened at the dismissal signal. (a) At collision drill the executive officer shall ascertain that all water- tight doors and hatches have been properly closed and secured, and on vessels supplied with regular collision mats, that the mat is ready to be put in place, gear rove and mat stretched. 389 Line carrying gun. — Commanding officers of vessels equipped with a line- carrying gun shall drill the crew in its use and require it to be fired at least once every three months, using one-half the ordinary charge of powder and any ordinary line of proper length. Each drill shall be recorded in the ship's log book. 390 Fire-extinguishing apparatus. — The equipment of pumps, hose and fire- extinguishers shall be sufficient to comply with the laws relating to ocean steamers, and shall be kept in readiness for immediate use at all times. Fire pumps shall be kept in good working order. Fire hose shall not be used for any other purpose than fire extinguishing. Steam or gas piping fitted for extinguishing fire shall not be used for any other purpose except that it may be used for fire-detecting purposes. (a) Fire hose shall be run out and connected to fire plugs from 2000 to 0600 daily, and the fact reported to the commanding officer. (b) At each annual inspection, carbon-tetrachloride fire extinguishers shall be tested for their pumping efficiency and the liquid discharged with proper care so that it may be replaced in the extinguishers. Cardon dioxide fire extinguishers shall be checked by weighing contents and, if found to be more than 10 percent under required contents of carbon dioxide, shall be recharged. Soda-acid- type extinguishers must be recharged at least once each year and the date of recharging together with the name of the person recharging it shall be noted on the tag attached to each fire extinguisher and entered in the ship's log. (c) Fire axes shall be located so as to be readily found in time of emer- gency. They shall be kept in good condition and not used for general purposes. 121 (d) Each fire room of an oil burning vessel shall be fitted with a metal re- ceptacle filled with sand, and scoop or shaker for distributing the sand. 391 Explosives. — Explosives carried on a vessel shall be stored in a properly equipped magazine and their hauling reduced to a minimum. (a) Persons engaged in the handling of explosives shall be carefully sup- ervised by an officer who shall permit no relaxation of any safety measure or of the utmost caution. (b) Smoking or flame of any kind shall not be permitted in the vicinity of explosives. (c) No explosives shall be permitted on board while a vessel is under- going repairs. (d) At the end of a season's work all remaining detonators shall be dis- posed of by firing or by throwing overboard in deep water well out at sea. Small quantities of explosives remaining aboard shall be destroyed. If a sufficient quantity remains to warrant retention it shall be stored for the lay-up period at the nearest Army or Navy arsenal after obtaining permis- sion from the proper authorities. 392 Magazine. — The magazine should be a watertight compartment located be- low the water line and capable of being flooded by gravity through a sea valve that can be operated from a convenient and accessible point outside the magazine space. It should be equipped with a sprinkling system cap- able of being operated at all times from a convenient location. Only fixed wiring and electric bulbs protected by fume proof and watertight globes with metal guards will be permitted for illumination. (a) When containing explosives the magazine shall be inspected and ven- tilated daily, temperatures recorded, and the flooding apparatus frequently examined. Whenever the magazine is open it shall be under the constant supervision of a petty officer assigned to that duty. The magazine shall be opened only with the permission of the executive officer who shall keep the key in his charge. ( b) No material or stores shall be kept in the compartment with explos- ives except bomb containers which shall be secured in racks. All shelves or woodwork where nail heads are exposed shall be sheathed with lead. The compartment shall be kept clean and free from lint or other accumulation. 393 Detonators. — Detonators shall be stored in specially prepared metal cases properly insulated and padded to prevent jarring. The cases shall be se- cured on the boat deck or bridge in such a manner that they can be readily jettisoned. The ship's station bill should provide for this duty. Under no circumstances shall a detonator and fuse be inserted until the bomb is to 122 be launched. After insertion of the detonator the bomb shall be kept well away from other explosives. (a) The fuse shall be of sufficient length to insure that the bomb will explode at a safe distance from the ship. The rate of burning in water should be determined experimentally for each coil. For electric firing proper switches and warning lights shall be installed. 394 Inflammable Material. — Dangerous materials, except as otherwise provided for, shall be stowed on the weather deck or in specially prepared compart- ments and away from the immediate vicinity of the galley, boiler room, or other spaces subject to excess heat or sparks. (a) Wherever practicable, compartments for stowage of inflammable ma- terial should be located near the forward or after ends of the vessel. (b) Paints and kerosene should be stored in specially prepared compart- ments, fitted with steam smothering pipes. (c) Oiled or painted canvas should not be stored below deck. (d) Waste and similar materials saturated with oil or grease must not be left below deck, but should be destroyed immediately after use. (e) Lime must be stored in a dry compartment and protected from moisture. 395 Dangerous materials. — Materials involving considerable fire hazard or pos- sessing other dangerous characteristics even though contained in sealed con- tainers, such as lacquer, alcohol, anticorrosive and antifouling paints, paint and varnish remover, and shellac, should in general be stored on the weather deck in chests or lockers in locations where they will not be subject to ex- cessive heat. (a) Compressed gases shall, wherever practicable, be stored on the weath- er deck. In all cases cylinders containing compressed gases should be so stowed that they will not be subjected to excess temperatures. In no case should such cylinders be exposed to temperatures in excess of 130 °F, and, therefore, they should be protected from the direct rays of the sun or other sources of heat which may cause excessive temperatures. (b) Acids should be stowed in lead-lined boxes, chests, or lockers located on the weather deck, or in storerooms below deck. (c) Motion picture films should be enclosed in metal containers and stowed in a specially constructed locker located, wherever possible, on the weather deck and in a location where the films will not be exposed to excessive heat. Adequate fire protection shall be provided. 396 Batteries. — The lead-lined receptacles for batteries should be well venti- lated. The charging of batteries will produce sufficient hydrogen gas which, 123 if trapped and ignited, will produce an explosion. This applies particularly to motor boats. Batteries should either be charged on deck or removed to an open space in the boat until the operation is completed. 397 Fuel oil and gasoline. — Every precaution shall be followed on shipboard in the handling of fuel oil and gasoline and in working in the vicinity of tanks and piping which are used for carrying these inflammable and explo- sive liquids. 398 Precautions when fueling. — When oil is being received no smoking and no naked light or electrical apparatus which may cause a spark shall be permitted within 50 feet of an oil hose, tank, compartment containing a tank, or the vent from a tank. (a) A fueling hose shall be so connected and supported as to prevent strains and chafing. Where a hose is supported by ship's tackle, the fall should be made fast to some stationary point on ship, such as a cleat or bitt. Gaskets should be used in every hose joint and, where flanged couplings are used, a sufficient number of bolts should be inserted to insure a tight connection. Pans or buckets shall be placed under all hose connections before connections are broken. All hose shall be drained free of oil after loading or discharging operations are completed. Extreme care shall be taken to see that no oil escapes from hose or pipe lines into navigable waters. Hose ends shall be covered immediately with blind flanges and gaskets, secured by at least three bolts or by the use of wooden plugs. (b) Men shall be stationed at the tanks to sound and at the ship's cut- off valve to act in case of failure to discontinue the supply at the source. (c) All ports and hatches leading to enclosed spaces or adjacent to filling connections shall be closed when fueling to prevent fumes from drifting into these spaces. (d) Fuel oil itself is inert, nonexplosive, very difficult to ignite in bulk, and not capable of spontaneous ignition. The vapor from this oil, however, is explosive when mixed with a proportion of air throughout a certain range of concentration. This vapor is heavier than air and tends to accumulate at low levels, such as bilges and bottoms of tanks, where it may remain undis- covered until ignited by a naked light or spark. It is always present in a partly filled oil tank or one that has contained fuel oil and from which the vapor has not been removed by artificial means, and it is expelled through the vents from the fuel oil tanks while they are being filled. A leak al- lowed to continue in any part of the oil-burning system may result in an accumulation of this explosive vapor. Ignition of the vapor may be caused by an open light, electric spark or spark made by striking metal, heat from the filament of a broken electric lamp, smoking sparks from funnel or gal- ley, or fires under boilers. An oil fire can best be extinguished by sand, carbon dioxide gas, or chemical extinguisher. 124 399 Precautions when entering compartments. — An element of danger exists whenever men must enter compartments which have been closed to all ven- tilation for a period of time. It becomes necessary, therefore, to assume that any closed space, such as a double bottom tank, cofferdam, dry tank, etc., contains gases with either asphyxiating or explosive qualities, and to take adequate precautions before personnel enter and work therein. No person shall be permitted to enter a tank known to have contained fuel oil, gasoline, kerosene, or other hydrocarbon gas until such space has been steamed and ventilated and certified to be gas-free by a qualified chemist. Whenever pos- sible, the chemist should be one certified by the American Bureau of Shipping. (a) Precautionary measures shall also be taken when entering confined spaces even though they have not contained fuel oil, gasoline, or other ex- plosive or gas-generating liquids. Three dangerous conditions may exist in closed compartments of this category, namely, presence of explosive mix- tures by reason of leakage from adjacent compartments of tanks which have contained gas-generating liquid, deficiency of oxygen, or presence of carbon monoxide gas. (b) The greatest care shall be exercised to prevent accidents when man- hole plates are removed from oil tanks for repairs or other purposes. 400 Gasoline vapors. — All spaces subject to the formation of gasoline vapors shall be frequently and thoroughly ventilated. After fueling no motor shall be started or switch operated until engine room compartments have been thoroughly ventilated. The lowest spaces of the compartment should be ex- amined for the presence of gasoline fumes, which may be readily detected by odor. If necessary to use a portable light, care shall be observed that it is of the watertight, globe-covered, and wire-guarded type. (a) Gasoline is a highly volatile liquid giving off an inflammable vapor which, when combined with air, forms an exceedingly explosive mixture that needs but a slight spark to set it off, a violent explosion and hot roaring fire resulting. The low limit of ignition occurs when but 1.4 percent of the mixture is gasoline vapor. One cubic inch of gasoline completely evap- orated will render a space of 9 cubic feet highly explosive. These figures give an idea of the small amount of gasoline required to produce an ex- plosive mixture. A dangerous feature of gasoline vapor is that it may travel along a current of air for a considerable distance and then be ignited, the flash traveling back to the source of supply and causing an explosion or fire at some distance from the spark. (b) Gasoline vapor is heavier than air, and the highest percentage of vapor in the air will be found near the bottom of the compartment but the vapor will gradually spread throughout the room. It should be recognized that, due to the difficulty of preventing small leaks, danger from spark or flame is always present whenever gasoline is used or stowed. It is, therefore, 697587—47—9 * nr of the utmost importance to prevent the accumulation of the vapor in dan- gerous quantities and this can usually be done by proper ventilation. (c) Whenever gasoline is inadvertently or otherwise drained into a scup- per pipe or other drain line, the drain line shall be thoroughly flushed with a hose from the fire main. 401 Portable gasoline containers. — Gasoline when carried in cans or drums for the ship's use shall always be stowed in the open air on the weather deck and located so that the containers may be readily thrown overboard. (a) All issues of gasoline from portable containers shall be made under the supervision of a reliable man who shall remain in charge until containers are properly secured and shall see that all safety precautions are carried out and that all chances of fire are eliminated. Containers shall be inspected after emptying to insure that all gasoline has been drawn off and then closed tight by setting up on the filling and vent plugs. Containers shall be inspec- ted for leaks and if any are found the contents shall be transferred immediate- ly to a boat's tank or to a tight container and the leaking container cleaned of any vapor present. Defective gaskets and plugs should be replaced. Water shall not ordinarily be introduced into a gasoline drum, but if a leaky con- tainer cannot be made tight by setting up on the filling and vent plugs, or repairs are required involving the application of heat, the drum shall first be filled with water, emptied and blown through with a steam or air jet, to eliminate any vapor present. Before making shipment of empty containers they shall be carefully inspected to see that they are tight and that all plugs are tightly secured. Unless this is done they constitute a fire hazard to the carrier. 402 Ventilation of gasoline compartment. — Positive means shall be provided for exhaust ventilation of gasoline compartments and bilges where fumes may collect. Unless such ventilation is provided, gasoline shall not be carried below deck. (a) Gasoline fires are most likely to occur when starting an engine. Ev- ery precaution should, therefore, be taken to insure that all gasoline fumes are removed. Where a special bilge exhauster fan is provided it should be run at least 5 to 10 minutes before starting the engine, depending on length of time the engine has been idle, and also intermittently during the operation of the engine. 403 Vents and screens. — All gasoline tanks, storage drums, and handling con- tainers shall be equipped with screened vents and with explosion-proof screens on the filling connections. Care should be observed that wire-gauge pro- tectors over air escapes, overflows, and other pipe openings to tanks, etc., are kept intact and in good condition. They shall not be painted under any circumstances. Vents and filling connections should be so located that the 126 inflammable vapor displaced in filling will not collect in explosive concen- tration in the interior of the vessel or launch. 404 Safety precautions for gasoline driven power boats. — Strict observance of all safety precautions will eliminate the common hazards attendant to motor boat operation. Practically all motor boat fires can be traced to the accum- ulation of gasoline in the bilges, resulting in the presence of explosive mix- tures of gasoline vapor and air. (a) Before taking on fuel, the vessel should be properly moored and all ports and doors adjacent to the fuel tank vent and fill pipes closed. This precaution is necessary as gasoline vapors are heavier than air and will seek the lowest part of the cabin, engine room, etc., and present a serious hazard. Coal fires should be banked, other fires should be extinguished, and the galley should be closed. (b) While refueling no person on board shall be allowed to smoke, use matches or cigarette lighters, operate a stove, refrigerator or machinery, pull a switch, or perform any other act likely to cause the ignition of petrol- eum vapors. (c) To guard against static spark, the nozzle of a filling hose or can should be placed in contact with the filling pipe before starting to fill and the contact maintained until finished. (d) After fueling operations are completed, the filling pipe should be closed and any spilled gasoline wiped up immediately. All ports and doors should be opened and compartments thoroughly ventilated before striking matches, starting machinery, etc (e) In order to reduce possible casualties to personnel when taking on gasoline, members of the crew not directly engaged in the fueling operations shall be assigned to duty elsewhere in the ship and not allowed in the im- mediate vicinity of the gasoline tanks and filling connections. In the case of launches, men not directly engaged in taking on gasoline shall be sent off the boat. 405 Oil pollution. — Except in case of emergency imperiling life or property, fuel oil shall not be discharged into any coastal navigable waters of the United States. (33 U.S.C. 433.) 406 Life preservers. — One approved life preserver for each person in the ship's complement shall loe provided and a full allowance of life preservers shall be maintained at all times. Life preservers shall be stowed in dry locations not subject to excessive heat. The proximity to steam pipes is to be especially avoided. Lockers, boxes, and closets in which life preservers are stowed shall be plainly marked, and the life preservers contained therein shall be readily available. It is permissible for officers to keep their life preservers in their 127 staterooms. Life preservers shall be frequently examined and shall be tested at intervals not exceeding one year. Life preservers required to be carried in life boats are additional to the number specified herein. (a) The buoyancy test for a life preserver requires that after submer- gence in fresh water for a period of 48 hours, it shall then support, in fresh water, a net weight of I6V2 pounds. (b) When making difficult landings from small boats, or under other hazardous conditions, life preservers shall be worn. 407 Life buoys and water lights. — (Life buoys and water lights shall be kept in accessible places and shall be sufficient to comply with laws governing marine inspection. (a) Life buoys shall always be capable of being cut loose rapidly and shall not be permanently secured in any way. (b) Life buoys shall be examined and tested frequently. (c) Life buoys shall be capable of sustaining in fresh water for a con- tinuous period of 24 hours an attached weight so arranged that whether the weight be submerged or not there shall be a direct downward gravitational pull upon the buoy of not less than 32 pounds. 408 Lifeboats and life rafts. — Such boats as the commanding officer may des- ignate shall be equipped as lifeboats. Lifeboats, life rafts, and buoyant ap- paratus shall be fully equipped before the vessel leaves port and shall remain in the boat, raft, or buoyant apparatus throughout the voyage. It is unlawful to stow in any lifeboat, raft, or buoyant apparatus, articles other than those required. Equipment for lowering shall be kept in good condition. (a) A lifeboat shall always be ready for lowering both at sea and in port. (b) The machinery of motor boats shall be kept free from rust and well lubricated. Every precaution shall be taken to keep them in good running condition. A test operation of the motors shall be part of the lifeboat drill. 409 Carrying capacities of lifeboats. — The carrying capacity of a pulling boat is determined by calculating the internal volume of the boat in cubic feet and allowing 10 cubic feet of such volume for each man carried. In the case of a power boat, the capacity shall be decreased by the number of men which would equal the total weight of machinery, fuel, engine appurtenances and equipment, outfit and parts of hull not ordinarily found in a pulling boat. When first determining the capacity of a boat, it shall be loaded with the maximum calculated personnel and be actually tested in the water with its full fuel load if a power boat, and its full outfit, including abandon ship breakers and provisions, to insure that there is sufficient room, freeboard, and stability to safely carry the number of persons calculated. If it is found 128 to be overcrowded or does not have sufficient free board, the number should be reduced below the maximum established by calculation. 410 Boat label plates. — Boat label plates of sheet brass with engraved letters will be permanently installed in each boat. The data on the label plate will include the number of the boat and the maximum number of men al- lowed to be carried. In connection with the rated capacity designated on the label plate, it should be borne in mind that this represents the maximum cap- acity under normal weather conditions. Reduction is always necessary under extreme weather conditions in the open sea. 411 Personal protection equipment. — Safety precautions, such as the use of im- pact-resisting goggles, air line masks, respirators, rubber gloves, safety shoes, safety hats, and welder's helmets, shall be used where applicable. 129 CHAPTER 19 Ship Repair Contracts 416 Standard Government forms. — Standard forms for invitations for bids, contracts, and bonds shall be used when applicable. There must be no devia- tion from the standard forms except as provided for in the instructions con- tained therein and as authorized by the Regulations. Contracting officers are cautioned to use only the latest editions of the forms and to follow care- fully the directions therein, (par. 430, 438.) 417 Estimates for repairs. — The required estimates for repairs of a vessel must list the cost of each item. Explanation of the need of items should be com- plete. Such generalities as "overhaul engine" should be avoided. (a) These estimates shall include only contractual items of actual repairs to the vessel and the purchase of large items such as boats, engines for launches, generators, ship anchors and chain, etc., in fact only those major items that are to be installed as an integral part of the vessel. All other articles shall be included in the estimates for supplies and equipment, (par. 657.) (b) Estimates should be forwarded early enough to allow the Washington Office sufficient time for administrative action. 418 Invitation for bids. — The Invitation for Bids (Standard Form 20) accom- panied by a copy of the Bid (Standard Form 21), and Government Instruc- tions to Bidders (Standard Form 22), together with specifications and an itemized schedule shall be furnished prospective bidders when work is to be performed under a formal contract. The reverse side of the invitation should specify requirements as to guaranty, performance and payment bonds, and liquidated damages. (a) Prescribed forms of invitation for bids either carry within themselves the conditions of the subsequent contract, as in the case of the Short Form Contract (Standard Form 33), or refer to a standard form of contract con- taining the conditions, which should be inspected by the bidder before sub- mitting his bid. If no special conditions have been added to an invitation for bids, the standard conditions on the contract forms will govern the con- tract. If it becomes necessary, because of additional instructions, to include special conditions in the invitation for bids, the resulting contract must in- corporate or refer to them. 131 (b) The invitation for bids should contain information as to place where bids will be opened, post-office address, place where vessel will be available for inspection, etc. (c) Provisions for partial payments and articles on patents will not or- dinarily be made a part of contracts for repairs. (d) It is in the interests of economy and good workmanship to prepare separate bids for various classes of work, and this method should be fol- lowed when time and circumstances permit. Certain types of work can be performed away from the ship and such items should be handled on separate bids. Thus, bids for boiler and machine shop work may be separated from docking and hull repairs. There is no objection to a shipyard bidding on two or more separate proposals for different classes of repairs. (e) Proposals should be advertised well in advance of the time the vessel will be required for field work, thus allowing ample time for all work per- formed. If a vessel to be repaired is required for field work by a certain date, a maximum period for delivery beyond which bids will not be considered should be specified. 419 Newspaper advertising. — Regulations require that invitations for bids for contracts in excess of $5,000 shall be published in newspapers, (par. 894.) 420 Request for monthly reports. — A statement requesting the bidder to agree to comply with the provisions of the following clause should be inserted in the invitation and in the resulting contract: "The contractor will report monthly, and will cause all subcontractors to report in like manner, within five days after the close of each calendar month, on forms to be furnished by the Department of Labor, the number of persons on their respective payrolls, the aggregate amount of such pay- rolls, the man hours worked, and the total expenditures for materials. He shall furnish to the Department of Labor the names and addresses of all sub- contractors on the work at the earliest date practicable; provided that the foregoing shall be applicable only to work at the site of the construction project." 421 Specifications for repairs. — Specifications for repairs should be clear and definite, and free from ambiguities or contradictions. Additional stipulations or instructions not inconsistent with the standard Government contract forms may be incorporated in the specifications. Specifications shall be itemized and bidders required to give a price on each item and not a lump sum for the entire list. (a) All items appearing in the specifications must be covered by approved estimates. (b) If liquidated damages are to be incorporated in the contract, the amount per calendar day shall be stated in the specifications, (par. 433.) 132 (c) If time is to be a material factor in making the award, the following clause shall be inserted in the bid specifications: "Time will be a material factor in evaluating bids. No bid which contem- plates a period of time greater than calendar days will be considered, but in comparing bids no credit will be given for shortening the time of completion to less than calendar days. The amount specified in the liquidated damage clause (par. 433) will be used in evaluating bids received in response to this invitation." 422 List of items of repairs. — The repair items listed should be sufficiently com- plete to obviate as far as possible the necessity of requesting quotations for additional work without competition. To obtain equitable bidding and eval- uation of bids, the items listed in the specifications and the quantities entered opposite indefinite quantity items should be reasonably likely of performance, taking into consideration funds available under the allotment. (a) An estimated quantity should be entered in the specifications opposite each indefinite quantity or unit price item for the purpose of evaluating bids. The invitation should contain notification that bids will be compared on the basis of the total of both definite items and indefinite quantity or op- tional items, but that only such work as ordered will be performed. (b) To avoid possible ambiguity in the interpretation of bids, extensions of unit prices for indefinite quantity items should not be entered in the specification sheets. (c) Only the original copy of each contract is submitted to the Secretary of Commerce for approval. The administrative officers of the Bureau or office concerned are charged with the responsibility of ascertaining that the copies thereof, together with endorsements thereon, are counterparts of the original. If after examination of the original, changes or corrections are made therein, the administrative officers should see that like changes or cor- rections are made in the other copies, and upon approval of the original by the Secretary of Commerce, an endorsement on such copies shall be made in the following form: "I hereby certify that the within papers are a true and correct copy of the original, as approved by the Secretary of Commerce." (d) Sufficient time should be allowed for the administrative examination of contracts and bonds by the Bureau and the Department. In order not to cause delay in starting work, it is directed that, except in an emergency, the contract and bonds be forwarded in time to reach the Washington Office not less than 10 days before the proposed date for beginning shipyard re- pairs. Notification of approval will be given by dispatch if necessary. (e) If approval of contract by higher authority is required, appropriate entry should be made in accordance with directions for preparation of con- tract on Standard Form 23. Contracts subject to approval are not valid until approved by the authority designated to approve them. 133 (f) All changes and deletions must have been made and so noted before the contract is forwarded for approval, and the approved contract must not thereafter be altered or modified except as may be found necessary as indi- cated in paragraph 435. 423 Cost of fuel to go to distant shipyards. — When bids for repairs are sent to shipyards at a distance from the port at which a vessel is stationed, the specifications shall contain a statement to the effect that, for purposes of evaluation, there will be added to each bid the estimated cost of fuel nec- essary to permit the vessel to go to a distant shipyard and return to its port. The cost per mile must be stated. 424 General provisions to be included in the specifications. — In addition to the detailed specifications of the items of repairs, the following general provisions should be included when applicable: (1) Work shall be in accordance with the Rules of the American Bureau of Shipping and the Rules for Vessel Inspection. (2) The vessel will be delivered to the contractor at his place of business and removed therefrom after completion, approval, and acceptance of the repairs. While in the hands of the contractor, all towage, wharfage, and similar charges shall be paid by the contractor. (3) Water, heat, light, telephone, facilities for disposal of rubbish and ashes, separate sanitary facilities for officers and crew, must be definitely specified if any are to be furnished by the contractor. (4) Adequate fire protection shall be provided at all times. (5) If the contract includes docking, a definite statement regarding charges for lay days shall be included in the specifications. It has been found most satisfactory to specify that the contract price shall include all charges for lay days. In case additional work is found necessary, requiring additional time on the dock, the agreed price should include any additional charges for lay days, and this should be specified in the agreement covering the additional work. 425 Data to be forwarded to the Director. — A copy of each invitation for bids for repairs, together with complete specifications and the names of all pros- pective bidders to whom invitations will be sent, shall be forwarded to the Washington Office in ample time to receive instructions and to notify bidders of any changes which may be required before the bids are opened. (a) This provision will guard against the use of stipulations in the spec- ifications which are contrary to regulations and to facilitate the interpreta- tion of telegraphic communications regarding bids, changes in specifications, etc. It will also assure that the bids have been properly prepared and that the specifications are complete, and will enable corrections or additions to be made and sent to prospective bidders before the submission of the proposals. 134 426 Guaranty or bid bond. — A guarantee or bid bond (Standard Form 24) will not ordinarily be required unless so ordered by the Director, but with bids for extensive repairs or where conditions are such that in the opinion of the chief of party the Government requires such protection, a guaranty should be required. The amount of the guaranty shall be 10 percent of the estimated amount of the contract, but if this amount should be considered insufficient, the Director may require a larger amount. 427 Acceptance of bids for repairs. — .Bids for repairs to vessels shall be sub- mitted to the Director for examination and approval before acceptance. All bids received, together with a detailed abstract and recommendation of award must be forwarded to the Washington Office. When bids are opened at a point distant from Washington, and the time of beginning and com- pleting the repairs is urgent, the bids and abstract together with a recom- mendation of award should be forwarded by air mail. Only under exceptional circumstances should this information be forwarded by dispatch. Upon re- ceipt of authority to award a bid, the chief of party shall accept the bid in writing, specifying the items accepted or those in the bid which are to be eliminated. (a) The purpose of the detailed abstract is to compare the bids item by item and the officer in charge should be careful to note any facts required to obtain comparable totals when the bidders, contrary to specifications, sub- mit their prices on different units. 428 Informal contract. — When the total cost of construction or repairs does not exceed $2,000, a Bid and Acceptance (Standard Form 33) may be used without the execution of a more formal contract. (a) If the interests of the Government require additional protection, a formal contract with bonds should be used even though the cost of repairs is less than $2,000. 429 Formal contract. — When the cost of construction or repairs will exceed $2,000, a formal contract shall be used and a Performance Bond (Standard Form 25) and a Payment Bond (Standard Form 25- A) must be furnished by the contractor prior to award of the contract. The amount of each bond shall be 50 percent of the amount of the contract and shall be in hundreds of dollars only. In case the required amount comes to a fractional part of a hundred, the next higher hundred shall be designated. A larger amount may be required if the amount specified herein is not sufficient to protect the Government. (a) Upon receipt of authority to award a contract, the officer in charge shall present the Contract (Standard Form 23), Performance Bond (Stan- dard Form 25), and Payment Bond (Standard Form 25- A) for execution by 135 the contractor. These forms must be executed and forwarded to the Wash- ington Office without delay as neither is binding until approved by the Di- rector or Secretary of Commerce (pars. 434, 435). Three copies each of contract and bonds should be forwarded to the Washington Office, two com- pletely executed and one with the signatures typed or copied. One copy will be sent by the officer in charge to the contractor after notification of ap- proval is received. The date of the bonds must not be prior to the date of the contract. 430 Directions in preparing contract. — In preparing the contract, the following instructions will be observed in addition to the directions contained on the standard forms: (1) The invitation for bids and the bid are not to form a part of the contract and no reference should be made in the contract to these papers. The specifications, which are a part of the contract, should likewise con- tain no reference to the invitation or the bid. (2) The contract should be in a definite sum and should include only def- inite quantity items of the specifications. A statement should be added under Article 1 of the contract to the effect that such additional items listed in the specifications as may be ordered shall be performed for the additional consideration entered opposite such items. (3) The designation of the specifications or drawings under Article 1 should be by the same title that appears in the specifications or drawings. (4) The time of commencement and completion should be worded as on the bid. (5) The requirement of wage predetermination (Article 17) has no ap- plication to the construction or repair of ships where the place of perform- ance of the contract cannot be ascertained in advance of the bidding. When bids are sent to more than one locality, therefore, Article 17 should be de- leted in its entirety. (6) The requirement of payroll regulations (Article 19) has no application where it is found that the same employees of the contractor are engaged concurrently on the work covered by the Government contract and work covered by non-Government contracts. If the contractor is engaged con- currently on public and private contracts, therefore, a statement to that ef- fect should be added to support deletion of Article 19. 431 Surety for bonds. — Surety companies for official performance and pay- ment bonds shall be only those authorized by the Secretary of the Treasury to do business. (a) The officer in charge must not issue any release from a performance or a payment bond, even though the work be accepted and paid for. The time when the bonds terminate is difficult for the chief of party to determine. 136 Mechanics and those furnishing supplies to the contractor may sue in the name of the Government within a period of one year after completion of contract. (b) A certified check is not acceptable as security with a performance or payment bond. (c) In case of default by a contractor, the surety may and should be al- lowed to complete the contract. Where the contractor defaults and the surety has been given an opportunity to complete the contract but does not elect to do so, the Government will take such further action as is provided for in the contract. 432 Liquidated damages. — Liquidated damages must be made a part of every contract executed on Standard Government Form of Contract (Standard Form 23) and may be made a part of a formal contract for supplies. The amount per day of liquidated damages must be set forth in the specifications, but no stipulation modifying the terms of Article 9 of the Standard Govern- ment Contract may be included in the specifications. (a) The time fixed for the completion of a contract cannot be extended except under the express terms thereof and under the following conditions: (1) The contract may be modified in writing for changes or changed conditions as provided in Articles 3 and 4 of the Standard Government Contract. (2) When delay is due to any of the causes enumerated in Article 9 of the Standard Government Contract, the contractor should notify the contracting officer in writing within 10 days of the beginning of the delay. On receipt of such notice the officer in charge shall ascertain the facts and the extent of the delay, furnish a copy of his findings to the contractor and transmit this report in duplicate to the Washington Office together with the contractor's statement. The contractor will be charged with liquidated damages even though the delay is due to causes beyond his control unless the procedure outlined in Article 9 of the contract, and as indicated herein, has been followed. (3) When the Government delays the commencement of work, the mat- ter is not one of liquidated damages but requires the fixing of a new com- mencement date with the consent of the contractor. (4) Under the standard form of construction where activities are sus- pended by Government orders, liquidated damages are not chargeable for the time intervening between the effective date of the order for suspension and the effective date of the order to continue work. The orders for sus- pension and continuation of work must be in writing and must be acknowl- edged by the contractor. (5) The officer in charge should not make final settlement under a contract where contract time has been exceeded, without deduction for liquidated damages, whatsoever may be the cause of delay. Where the contractor claims that he should not be charged with liquidated damages, the account should be forwarded to the Washington Office for settlement. 137 433 Scale for liquidated damages. — The daily amount of liquidated damages to be specified in the contract shall be computed on the basis of the estimated cost of the work in accordance with the following scale. When the vessel is urgently needed, or there is other sufficient reason, a higher rate may be authorized by the Director. Estimated cost of work $3,000 or less $3,001 to $5,000 $5,001 to $10,000... $10,001 to $20,000. $20,001 to $50,000. Liquidated damages per day $10 12 15 20 25 (a) In computing contract time, partial days are considered whole days. Arrangements should therefore be made that the contractor will have a full day on the date that the contract time begins. 434 Approval of contracts and bonds. — All contracts, and accompanying bonds, in amounts less than $5,000 shall be subject to the approval of the Director. When the contracts are for amounts of $5,000 or more, they shall be sub- mitted to the Secretary of Commerce for approval of both the contracts and bonds. 435 Changes in or additional work under a contract. — Should it be found nec- essary, after a contract for construction or extensive repairs has been let, to make changes in the specifications or to order extra work as provided in Articles 3, 4 and 5 of the Standard Government Contract, the officer in charge shall obtain from the contractor a written statement, in triplicate, as to the increase or decrease in the amount due under the contract and/or in the time required for its performance, and shall forward such statement to the Washington Office for approval, together with supplemental estimates if required. If authorized by the Washington Office, the officer in charge shall then order the changes in writing, stipulating that the amount due under the original contract and/or the time required for its performance shall be modified in accordance with the order, specifying definitely the amount and/or time. (a) Additional work of considerable magnitude cannot be authorized un- less it can be shown that it would be impracticable to secure separate bids. (b) A definite order shall be placed in writing for any additional or op- tional items in the schedule upon which work is desired, provided acceptable 138 prices have been included in the bid and proper authorization has been in- serted under Article 1 of the contract. (c) Any changes under Articles 3 and 4, involving an estimated increase of more than $500 must first be approved in writing by the Secretary of Commerce or his duly authorized representative. (d) When changes in the drawings or specifications of a contract, or ex- tra work, have been authorized, the contract shall be modified in writing to show the changes. The increase or decrease in the amount due under the contract and the increase or decrease in the time required for its perform- ance must be indicated. The order should specify in detail the work to be done and the officer in charge furnished copies in order that they may be attached to the ship's copy and the contractor's copy. The following example should serve as a guide: In accordance with Articles 3, 4 and 5 of the Standard Gov- ernment Form of Contract, the specifications accompanying con- tract for dated .shall be changed to read as follows: (Note here work to be done or changes to be made.) In consideration of the extra work caused by these changes or additions the contract dated shall be modified as follows: Article 1. The consideration shall be changed from $ to $ The time of completion of the work shall be changed from to (e) When additional work which was not included in the repair contract of a vessel is found to be necessary and which is capable of performance only by the contractor because of the condition of the ship, and when post- ponement until completion of the contract is impracticable, prices shall be obtained in writing from the contractor who shall also state the additional time, if any, beyond the stipulated contract time, that will be required to perform the additional work. Upon receipt of proper authority to accept, an order will be dated and placed for the work. It should be noted whether the additional work will involve any item of the contract which would delay that item beyond the time of completion of the contract. When the addi- tional work does not delay the item involved, the time of completion of all items under the original contract must remain unchanged. 436 Detailed statement of repairs. — A detailed statement of repairs must be submitted with each voucher except in the case of minor items of purchase or services. The duplicate copy should be marked for the attention of the Division of Coastal Surveys, where it will be filed for reference. The item- ized list should be complete enough for a clear understanding of the work performed and the cost. 437 Settlement of vouchers for repairs. — Vouchers for repairs may be settled by the chief of party or forwarded to the Washington Office for review and 139 settlement. In case there is any doubt as to whether or not the contract time has been exceeded, the voucher should be forwarded for settlement. The officer in charge has no authority to decide whether liquidated damages have or have not accrued. (a) Delay will result by failure to submit all papers required for settle- ment, properly executed. The directions for the preparation of the various forms should be carefully read and followed. There are listed herein the forms and other papers usually required for settlement of a voucher for repairs. When any of these forms are sent to the Washington Office in ad- vance of the voucher, as in the case of formal contracts and bonds, they will be retained and attached to the account when submitted for payment. 438 List of papers for settlement of accounts for repairs. — The officer in charge should prepare a list similar to the following one and note thereon the date on which each form was forwarded to the Washington Office: Invitation to bidders (original and two copies). Accepted bid (original and two copies). Accepted bid specifications (original and two copies). Abstract of bids (original and two copies). Detailed abstract of bids (original and two copies). Statement and Certificate of Award (original and two copies). Rejected bids (originals). Director's authorization to the chief of party for acceptance of bid (three copies, one of which is authenticated or certified). Chief of party's letter of acceptance bid (three copies, one of which is certified). Contract (original, certified copy and one copy). Bonds (original, certified copy and one copy). Director's notification of approval of contract (three copies, one of which is certified). Chief of party's letter of acceptance of contract and notice to proceed (three copies, one of which is certified). Chief of party's letters of acceptance of additional items under the contract (three copies, one of which is certified). Chief of party's letters requesting prices for additional work (three copies, one of which is certified). Proposals for additional work (original and two copies). Chief of party's recommendation (three copies, one of which is certified). Director's authorization for additional work (original and two copies). Chief of party's letters of acceptance (three copies, one of which is certified). Detailed statement of repairs (original and two copies). 439 Papers pertaining to delays. — Three copies, one of which must be an orig- inal or authenticated copy, of all papers pertaining to delays and stop-orders are also required for the settlement of repair accounts. 140 440 Certifications required on contract papers. — Attention is called to the pro- visions requiring certifications on vouchers and invoices by contractors and vendors. The applicable certifications must also be included in the bid and contract specifications. 441 Repairs at navy yards. — When it is desired to have work performed at a navy yard without obtaining competitive bids, authority for such procedures should be obtained from the Washington Office and the request for authority should contain a full statement of the reasons. (a) No work shall be ordered at a navy yard before obtaining an estimate from the Navy and authority from the Director. (b) Any estimates submitted by navy yards for repairs or manufacturing work will not be publicly opened along with bids received from private in- dustry. An estimate will be requested by letter in each case and the reg- ular proposal will not be submitted to the navy yard. (c) The officer in charge must keep informed of the cost of the work in progress at a navy yard and guard against incurring expenses in excess of the amount authorized. In case it becomes apparent that the cost of the work authorized will exceed the Navy estimate, additional authority must be obtained from the Director. If any item exceeds the estimated cost by a considerable amount, the probable reasons therefor should be ascertained if possible. (d) The invoice or statement covering the cost of the work shall be for- warded to the Washington Office as soon after the completion of the work as practicable, together with a detailed statement of repairs. The officer in charge shall make a special effort to obtain such invoice before departing for field work in distant regions. 697587—47—10 1 *-, CHAPTER 20 Commanding Officer 446 The commanding officer. — An officer entrusted with the command of a ves- sel, whatever his rank, must, while properly in such command, have full command, authority, and precedence over all officers and persons, of what- ever rank, serving in such vessel. (a) In the case of death, disability or absence of the designated com- manding officer, the command, with all its authority and precedence, devolves upon the executive officer, if present, or in his absence upon the commissioned officer next in line who may be present on duty with the command. 447 Responsibility. — He is responsible for the lives and property under his command and for the quality and quantity of the work performed by the party under his charge. He is responsible for the discipline and govern- ment of the officers and all others under his command, and shall, by his ac- tions, show a good example of honor, industry, and subordination. He shall guard against and suppress all dissolute and immoral practices. 448 Orders not changed because of temporary absence. — No general order of the commanding officer shall be changed by reason of his temporary absence from the ship. 449 Executive officer to have opportunities for handling ship. — The commanding officer shall give the executive officer frequent opportunity for handling the ship while going alongside of or leaving docks and while getting underway and coming to anchor. 450 Training of officers. — He shall require all officers of his command to em- brace every opportunity to improve themselves in their profession. He shall encourage his junior officers to improve their knowledge of seamanship and navigation and shall require, when at sea, that they make frequent observa- tions and calculations for determining the ship's position and compass error. He shall afford junior officers opportunities to gain experience in maneuvering the vessel. 143 451 Disciplinary treatment of officer. — He shall inflict no punishment on any officer except private reprimand; but in a case of gross insubordination or neglect of duty which requires immediate action, he may suspend an officer from all ship duties for a period not exceeding 10 days, pending action by the Secretary of Commerce (par. 66). In an extreme case, in lieu of sus- pension, he is authorized to initiate the action by detaching the officer from duty on the vessel, with written orders to report to the Director in writing or by dispatch but not in person. If the vessel is based in a port where a District Headquarters is located, the orders detaching the officer shall in- struct him to transmit this report through the Supervisor in charge of the District Headquarters. (a) The Director shall be advised by dispatch of the suspension or de- tachment of an officer. Pull details of the charges and the action taken shall be immediately reported in writing to the Director. 452 Executive officer to be kept informed. — He shall keep the executive officer informed as to the work and duties, in order that during his absence the latter may intelligently perform the duties in accordance with his wishes. 453 On leaving ship to inform executive officer. — On leaving the ship he will inform the executive officer or the senior officer on board of the fact. 454 Economy in expenditures. — He shall see that economy is exercised in the expenditures of every department of the ship, and shall exercise a careful supervision of all estimates for supplies, equipment and repairs. 455 Official correspondence. — He shall file and preserve all official documents received and copies of all official letters and endorsements sent. These files are a part of the ship's records and shall remain on board. (a) Secret and confidential correspondence shall be filed in a place sep- arate and distinct from the general files, in the custody of the commanding officer. 456 Official papers to be accessible. — A file of all general orders, circulars, gen- eral instructions for the season's work and all other official matter of a sim- ilar nature issued by the Director shall be kept where it is accessible for the information of the officers of the vessel. 144 457 Delivery of official communications. — All official communications received by him for anyone under his command shall be immediately communicated to that person. 458 Accounts. — The commanding officer, in his capacity as Certifying and As- sistant Disbursing Officer (par. 16) is responsible for the proper disburse- ment of and accounting for funds entrusted to him. In the preparation of vouchers, reports, records, etc., he may require assistance from any of the officers attached to the vessel. 459 Settlement of bills. — All official bills shall be settled or arrangements made for future payment before departure of the vessel from one base port to another. 460 Outfit and supplies.- — Before leaving port, the commanding officer shall ascertain that no essential item of equipment required by law or the regula- tions for the safe and efficient operation of the vessel is omitted and that adequate supplies and provisions are on board for the voyage. (a) Before departure to a new base of operations, he must determine the availability of fuel, supplies, provisions, etc., and when bound for an isolated locality, make arrangements for the delivery of an adequate supply of these items. 461 Report of inspection. — He shall transmit to the Washington Office a Re- port of Inspection (Form 217) when the vessel is put in commission; when the vessel is put out of commission; when relieved of command; upon the completion of extensive repairs; and as soon after the end of each quarter as practicable, unless a report has been submitted during the quarter. A copy of each report must be retained on the vessel. 462 Ship data sheets.— The station of the engineer on watch is in the engine- room but he shall exercise a general supervision of the whole engineer's department; when the engines are working he shall not remain away from his station longer than is absolutely necessary for a proper supervision of the department. 588 Supervision of subordinates. — He shall see that the men in his department perform their duties in a proper manner and that they are attentive and obedient. 589 Complying with bridge signals. — Except in case of emergency, he shall not move or change the speed or stop the engines without the proper signal from the bridge. When ordered to get under way, he shall personally in- spect all preparations, and when ready he shall report to the chief engineer, who will report to the officer of the watch. 590 Unusual occurrences. — Anything unusual happening in his department will be immediately reported to the officer of the watch and the chief engineer. 591 Bunker temperatures. — He will be particular to see that the temperature in the coal bunkers is taken at the prescribed time, and will immediately re- port any heating of the coal in the bunkers, (par. 570.) 592 Engineer's log. — He shall write the engineer's log and sign it at the end of his watch, and no changes shall be made in it after it has been signed 167 without the approval of the chief engineer and the commanding officer, (par. 568.) 593 Supervision of machinery. — Under the supervision of the chief engineer, each assistant engineer will have charge of some part of the ship's machin- ery, her boilers and launch engines. Each shall be responsible for the clean- liness and proper condition of everything under his charge, but this division of the duties of the assistants shall not relieve the engineer on watch from responsibility for the proper performance of the whole department under his supervision. 594 Liberty. — The assistant engineers shall obtain permission from the chief engineer before submitting their names for the liberty book. 168 CHAPTER 27 Medical Officer 596 General duties. — The medical officer shall see that the officers and crew have the proper and necessary medical attention at all times and shall make such recommendations to the commanding officer as he may deem necessary for the preservation of the health of the officers and crew. (a) He may be required, by direction of the commanding officer, to ren- der professional aid to persons other than ship's officers and crew, when such aid can be rendered without detriment to the interests of the Government and is necessary and demanded by the laws of humanity or courtesy toward other branches of the Government. The private practice of resident physi- cians shall not be interfered with. 597 Sick call. — He shall attend at sick call at such time as may be designated by the commanding officer, not later than 0900 every day. 598 Morning report of sick.— He shall submit to the commanding officer by 1000, through the executive officer, a daily Morning Report of Sick (Form 242), giving the names, ratings, and condition of all persons who are sick and unfit for regular duty. 599 Medical journal. — The medical officer shall keep a Medical Journal (Form 240), which shall be subject at any time to the inspection of the commanding officer, and shall forward the same to the Director through the commanding officer upon its completion or upon detachment from duty. The journal shall be a record of all professional work done by him. Every case of illness or injury occurring among the officers or members of the crew shall be en- tered in the journal, together with a statement of the treatment, (par. 322.) (a) In cases of death, injury, or disease proximately caused by employ- ment which may result in disability of a civil-service employee, he shall pre- pare the reports required by the Federal Compensation Commission, (par. 131, 132.) 600 Sanitary condition of port. — He shall keep himself informed of the san- itary condition of the port in whch the ship may be, and immediately report 169 to the commanding officer the presence or appearance of any contagious dis- ease or epidemic which may come to his knowledge, (par. 477.) 601 Bill of health. — He shall procure a bill of health before departure on a for- eign cruise or from a foreign or infected port. He shall be prepared to ex- hibit the bill of health to the health officer of any port the ship may visit and to answer any questions regarding the sanitary condition of the vessel. 602 Special reports. — Items of professional or scientific interest should be made the subject of a special report to the Director which should be forwarded through the commanding officer. 603 Surveying duties. — He shall also perform such duties in connection with the surveying work, field records, reports, and ship routine duties as the commanding officer may direct. (a) He may be assigned to duty with a camp or other detached duty should the commanding officer consider it necessary. 604 Sanitary condition of ship. — He shall accompany the commanding officer on his inspection of the ship and shall, if he considers it necessary, make a written report to the commanding officer suggesting remedies for any defects he may discover. 605 Examination of applicants for shipment. — He shall examine applicants for shipment and reshipment with a view to ascertaining their physical fitness for the service, and shall report their physical condition on the Notice of Shipment (Form 416A). In making such examinations he shall follow the instructions relative to physical examinations of the United States Pub- lic Health Service (par. 94). 606 Vaccination. — When examining applicants for shipment or reshipment, he will note whether the recruit seems to require vaccination for the prevention of smallpox or typhoid fever, which, if necessary, shall be performed as soon as the duties of the ship will permit, and repeated in case of failure until there is reasonable assurance that the person is protected. The time to vac- cinate shall be decided by the commanding officer upon the recommendation of the medical officer. The antityphoid vaccine will not be administered to those who are known to have had typhoid fever. Entry shall be made in the medical journal of all vaccinations. 170 (a) Officers and crews of vessels to which a medical officer is not attached can have these vaccinations performed by officers of the United States Public Health Service at any port where there is a station of that service. 607 Charge of medical outfit. — He shall have charge of the medical storeroom, medicines, surgical instruments, and sick bay, and see that they are prepared for inspection at the same time as the other parts of the ship. (a) He shall see that parties leaving for camp or other detached duty are equipped with an emergency medical outfit and that the officer or person in charge is familiar with the use of the remedies and equipment provided. 608 Narcotics and intoxicating liquors. — Narcotics and intoxicating liquors re- ceived as medical stores in accordance with paragraph 306 shall be kept in a safe place under lock and key so that only authorized persons shall have access thereto. An accurate record of the narcotics and intoxicating liquors received and dispensed shall be kept by the medical officer and shall be sub- ject to inspection by the commanding officer. 609 Medical supplies. — When fitting out for a season's work, he shall submit a list of medical supplies required for the season to the commanding officer. He shall prepare estimates, requisitions, and proposals, and attend to such other details relating to the procurement of medical supplies as the com- manding officer may direct, (par. 139.) 610 Inventory of surgical instruments. — At the end of each calendar year or upon detachment from duty, he shall prepare an inventory of all surgical in- struments and appliances in his charge. 611 First aid instruction. — He shall give instruction as opportunity occurs, to officers and crew in first aid and resuscitation from drowning. 612 Drinking water. — Whenever a supply of water is obtained from shore, he shall make such examination as may be practicable to determine its safety for use. When there is doubt as to its safety for use, he shall make a written report to the commanding officer. In regions where such precaution is nec- essary, he shall see that all water used for drinking is either distilled or boiled, whether used on the vessel or by landing parties. 171 CHAPTER 28 Wardroom and Forward Messes 616 Wardroom Mess. — Officers shall mess in the apartments assigned therefor and at the regular mess table. Meals shall not be served in staterooms or other unassigned places except in case of sickness. (a) The senior commissioned officer present in line of succession to the command shall preside and have power to keep order. (b) The officers of the mess shall be assigned permanent seats at the mess table alternately, in order of rank, to the right and left of the presiding officer, except that the seat opposite that of the presiding officer shall be occupied by the mess treasurer. (c) The commanding officer shall be privileged to join the wardroom mess, but if served in the cabin he shall pay 10 per cent more than if served in the wardroom. (d) The treasurer of the wardroom mess is charged with the general supervision of the mess and of Government property in use by the mess. The commanding officer, however, is responsible for the adequate provisioning of the ship (par. 460 (a).) It is, therefore, within the power of the com- manding officer to exercise such supervision over the purchases for the wardroom mess as shall insure an adequate store of provisions for the voyage or until additional supplies can be purchased. (e) Only provisions of food are chargeable to the mess. Items such as magazine subscriptions, phonograph records, flowers, etc., are not properly chargeable to the mess and arrangements for such purchases must be sep- arate from the regular mess. (f) Supplies shall be limited to current needs. Purchases in excess of a season's supply should not be made. A proper allowance for depreciation shall be made when taking inventory, especially on stores that will not be consumed within a short time. (g) A large surplus of stores or cash should be avoided. An officer de- tached from a mess which has a surplus is entitled to a pro rata share of the surplus, while an officer joining a mess which has a surplus may be re- quired to pay a pro rata share of the surplus. (h) The mess treasurer must arrange for meals for officers on watch or delayed by official duties, but when delayed by other than official duty officers may not demand meals at other than regular meal hours. All officers should make a special effort to be prompt in attendance at meal time. (i) The mess treasurer shall supervise the menus for the mess, and in- dividual members may not demand other than the regular fare. He may be removed from his position as mess treasurer in case he does not attend to his duties to the satisfaction of a majority of the members of the mess or of the audit board. 697587—47—12 173 (j) Officers and other persons carried as passengers by order of or by permission of the Director may be required to pay to the mess the expense of subsistence. The charges under such circumstances shall be just and reasonable, and shall in no case exceed the estimated cost of subsistence. (k) The commanding officer may restrict the entertainment of guests by the messes if he deems it advisable. Any additional expenses occasioned the mess should be paid for by the officer entertaining guests. 617 Wardroom mess treasurer. — An election for mess treasurer shall be held at least once every two months. Election shall be by a majority vote of the members of the mess and shall be approved by the commanding officer. All wardroom officers comprising the mess are eligible to election as mess treas- urer and, if elected, shall so serve if approved by the commanding officer. No officer shall be required to serve more than two months consecutively without his consent. (a) He shall have charge of all the receipts, expenditures, and property of the mess. He shall keep an accurate account of all receipts and expen- ditures, which account shall be open at all times to the inspection of any member of the mess. At the end of each month he shall render to the audit- ing committee a full account of the mess. He shall incur no indebtedness which cannot fairly be discharged and if for any reason he is obliged to re- linquish the position of mess treasurer, he shall inform his successor of all unpaid bills and turn the mess account over to him. He shall, when practicable, personally attend to the settlement of all accounts at least once a month. (b) He shall detail the mess attendants to the various duties within the mess, subject in permanent details to confirmation by the executive officer. (c) At the end of each month he shall submit to the mess audit board a Statement of Mess Account (Form 345), together with receipts, state- ments, and other papers concerning the mess and shall produce any cash belonging to the mess. 618 Payment of mess bill in advance. — On the first day of each month each member of the mess shall pay to the mess treasurer, if required, an advance of an amount equal to the estimated amount of his mess bill for the month. If the expense per capita is greater than the estimated amount, an additional assessment may be made. If the expense per capita for the month is less than the advance made, the excess shall be credited to the officer on the fol- lowing month's advance. An officer joining a vessel and entering the mess shall deposit with the mess treasurer, if so requested, within 10 days after he has reported for duty, his estimated share of the mess bill for the cur- rent month. 619 Deductions on mess bill. — No deduction shall be made from the mess bill of any officer who is a member of the wardroom mess of a vessel except when 174 he is not served by the mess because of absence by orders of the Director or the commanding officer, or on annual or sick leave for a period longer than 2 days. In any of these cases, no charge will be made covering the period of absence. (a) When there are accommodations for only one mess on board a vessel, an officer subsisting out of the forward mess shall be required to pay only for the meals he is present for, provided the forward mess caterer is notified sufficiently in advance that the officer will not be on board. 620 Forward mess. — The forward mess shall be under the immediate super- vision of the commanding officer or of an officer designated by him to act as Ms representative. No purchases shall be made nor any indebtedness incurred without the approval of such officer. The commanding officer shall be responsible for the prompt settlement of the bills of the forward mess. (a) In order that the commanding officer may exercise proper super- vision over the affairs of the forward mess, the caterer shall be allowed to open a forward mess account with a firm only upon authority from the com- manding officer in the form of a letter addressed to the firm, introducing the caterer, authorizing him to open an account, and stating that payments will be made by the commanding officer on acknowledged deliveries only. Whenever a new caterer is elected or it is desired to discontinue dealing with a firm, the firm should be notified in writing. (b) A list of firms with whom the caterer is authorized to deal should be posted in a convenient place for the information of the officer of the deck, who should be instructed to receive no supplies from dealers not on this list, except small amounts of supplies that may have been purchased by cash by the caterer. (c) Deliveries of supplies should be checked by the officer of the deck, and noted in the log, as required by the instructions for keeping the log (par. 322). (d) When stores for a voyage are obtained on credit, they should be fully insured by the firm advancing the credit. Stores shipped by freight should also be insured by the mess. (e) When advantageous and practicable purchases may be made from the Army or Navy, or from firms having contracts with them. 621 Forward mess caterer. — The forward mess, except in the Philippine Is- lands, shall elect their own mess caterer, who shall serve, with the approval of the commanding officer. The mess may select from among their members a committee of three to assist the caterer. The mess caterer shall determine the provisions required by the forward mess and, with the approval of the commanding officer, shall arrange for their purchase. He shall supervise the issue of mess stores to the cooks, and shall keep an account of all pur- chases for the mess. At the end of each month, and at other times when 175 directed, he shall inform the commanding officer or his representative of amounts due firms from whom purchases for the mess have been made. At the end of each month he shall submit to the mess audit board a Statement of Mess Account (Form 345), together with receipts, statements, and other papers concerning the mess, and shall produce any cash in his possession belonging to the mess. 622 Adequate stores to be carried. — The mess caterers shall ascertain from the commanding officer, through the executive officer, the length of time for which mess supplies should be laid in and shall see that adequate supplies are secured for the period specified by the commanding officer, (par. 460.) 623 Meal hours. — iThe hours for serving meals shall be subject to approval by the commanding officer. 624 Payments on account of rations. — Payments on account of rations for the cabin and wardroom messes may be made by checks drawn in favor of the officer in charge of each mess. Ration checks covering any indebtedness of the forward mess shall be drawn as an official check for cash to the order of the commanding officer. These checks shall be endorsed to the firms to whom the mess is indebted and forwarded to them with a Mess Letter (Form 664). A copy of the letter should be furnished the forward mess caterer. (a) Checks shall not be drawn against the ration account in excess of the amount earned to date. (b) Checks drawn to the order of the commanding officer as chief of party and endorsed to a firm are to be receipted for as provisions received. All cash payments made by the commanding officer on account of rations must be signed for on the payroll by the mess caterer receiving them. (c) A summary of all cash paid and checks drawn on account of rations shall be listed on the payrolls, the total of which must equal the amount of rations earned during the month. The check listing should show the check number, amount, date, to whom drawn, and to whom endorsed. (d) Checks drawn to the order of the commanding officer as chief of party and endorsed to a firm or caterer, shall be treated as cash transactions in the Statement of Account (Form 417). Checks drawn in favor of an officer in charge of a mess are not to be considered as cash transactions. 625 Forward mess deficit or surplus. — In case a deficit is incurred by the con- sumption of stores of a value in excess of the ration allowances, the com- manding officer shall take immediate steps to curtail expenses, so as to liqui- date the deficit. Any member of the crew discharged during a period when 176 the mess is in arrears of payments on obligations should be assessed a pro rata share of the deficit at time of discharge. If the deficit is not liquidated by the end of the following month, then the members of the mess should be assessed a pro rata share of the deficit. In case funds are not available to meet the payments required by paragraph 629, the procedure there specified must be followed to liquidate the deficit without delay. (a) A surplus of stores or cash, if one accumulates, should be retained as a reserve fund for liquidating any deficit which might occur during a following month. If a large surplus accumulates at any time, the Director may take steps to reduce the ration allowance. 626 Mess audit board. — At the end of each month the commanding officer shall appoint, in writing, a board of three officers to examine and audit the accounts of the cabin, wardroom and forward messes. This board shall submit for each mess a Statement of Mess Account (Form 345) and the commanding officer shall take the necessary measures to correct any irregularities re- ported by the audit board. These reports together with a statement of any irregularities found and a report on the corrective measures taken shall be forwarded to the Washington Office by the commanding officer. It is neces- sary that the accounts of the messes receive close examination to assure proper accounting of Government funds. Careful supervision of the messes and proper preparation of the statements should afford the necessary pro- tection to the Government, the commanding officer and the mess audit boards. (a) The mess audit board shall be responsible to the commanding officer for the verification of all receipts, expenditures, assets, liabilities, and in- debtedness of the mess. (b) An actual physical inventory of stores and cash on hand should be made by the audit board. On vessels operating in remote localities where it is not feasible to make actual inventories each month due to the inaccessibil- ity or crowded condition of the storerooms during the early part of the season, a running inventory should be maintained by keeping a check on all stores removed from or added to the storeroom. In such cases an actual count of the stores should be made as soon as possible (in no case beyond two months) and it is advisable that the same audit board be appointed each month until the actual physical inventory is obtained. 627 Forward mess accounts. — All accounts of the forward mess shall be re- tained in a separate file in charge of an officer designated by the commanding officer. These accounts shall be open to inspection by the auditing board and mess committee at suitable hours. 628 Purchase of mess supplies with public funds. — Public funds may be used for the purchase of mess supplies only when the mess is unable to obtain 177 supplies at a reasonable price on their own credit. Prior authorization for such purchases must be obtained from the Director. (a) When practicable, the necessary mess supplies should be obtained from another Government agency, such as supply depots of the Army, Navy, Coast Guard, etc. Settlement of these accounts can be made only by transfer of funds between Bureaus. Receipted invoices stamped or marked "Advance Accounts" shall be forwarded to the Chief, Division of Personnel and Ac- counts, together with a Statement of Mess Account (Form 345) showing the receipt of the stores by the mess. An insurance policy in favor of the Director in a sufficient amount to cover the cost of the supplies purchased shall be forwarded with the invoices. (b) Purchases made from private firms with public funds must be sup- ported by bids and the supplies obtained from the lowest bidder complying with the specifications in accordance with Chapter 43 of the Regulations. Payment will be made by drawing an official check to the order of the firm from which the supplies were purchased and submitting a voucher with the regular monthly accounts which has been numbered, certified and sup- ported with the necessary bids, abstracts, etc. A mess statement and insur- ance policy as indicated under (a) of this paragraph must also be provided with the voucher. The voucher must be stamped or marked "Mess Supplies Purchased From Advance of Funds." The amount of the voucher will be treated as part of the advance made to the commanding officer or chief of party by the Chief Disbursing Officer. The commanding officer or Chief of Party is responsible for the collection of the funds for repayment of this advance as specified in paragraph 629. 629 Reimbursement of public funds. — Only such supplies may be purchased with public funds as the mess may require until there is opportunity to purchase supplies in the regular manner. The entire cost of such purchases is charge- able to the mess and shall be paid before the end of the season. The mess is responsible and must reimburse the Government for the total amount ad- vanced, whether all the supplies are used or not, as rapidly as the mess funds or the allowance for rations will permit. The monthly payments shall not be less than the value of the stores consumed, as determined by inventory of the board appointed to audit the mess accounts. (a) Repayments to liquidate the advance of funds shall be made by of- ficial check drawn to the order of the commanding officer or chief of party and endorsed to the Treasurer of the United States. Checks covering these repayments shall be forwarded each month to the Chief, Division of Per- sonnel and Accounts until the advance of funds has been liquidated. (b) In case the funds available are not sufficient to meet the monthly payments specified, the deficit shall be balanced by a pro rata assessment of all members of the mess. In case of desertion of a member of the crew in a period during which the mess has incurred a deficit, the commanding officer shall cause to be paid to the mess the pro rata assessment due from such member, to be derived from the "amount due and unpaid" the deserter. 178 630 Freight on provisions. — Freight on provisions intended for parties op- erating in remote localities may, at the discretion of the Director, be paid from the appropriation applicable to the rations, subsistence, or pay, as the case may be, of the members of the parties. Prior authority shall be ob- tained by submitting estimates. 631 Insurance on mess supplies. — Although insurance on mess supplies is re- quired only in cases where an advance of funds is used to purchase stores, it is desirable for the protection of the commanding officer and the various messes that a yearly policy be carried on each mess. Such policies should be of a broad nature to cover all contingencies. Premiums are payable from mess funds as distinguished from Government funds. 179 CHAPTER 29 Clothing and Small Stores 636 Clothing and small stores and provisions. — The Director is authorized to approve purchases from the appropriation for the United States Coast and Geodetic Survey of provisions, clothing, and small stores for enlisted men, and food supplies for field parties working in remote localities, such pro- visions, clothing, and small stores and food supplies to be sold to the em- ployees of said survey and the appropriation reimbursed. (31 U.S.C. 661.) 637 Limitation of purchases. — The Director is authorized to specify from time to time articles which may be carried as clothing and small stores for the comfort and convenience of the crew. Unless otherwise specified by the Director, purchases shall be limited to articles included in the clothing and small stores of the Navy and such articles as are carried in the ship's stores of the Navy. (a) Purchases shall be based on actual orders received from members of the crew for immediate delivery to the individual or delivery within the cur- rent field season. In the case of Alaska vessels, it is permissible to increase the stock beyond actual requests, in the case of such articles as handker- chiefs, socks, underwear, dungarees, etc., but only to an amount which it is reasonably certain will be disposed of during the field season. The pur- chase of articles of a perishable nature or those of unusual sizes, not ac- tually ordered, must not be made. 638 Purchases from Navy. — Supplies of clothing and small stores and pro- visions can be purchased from United States Navy depots. (S. and A. Man- ual, Navy, art. 1167-1.) (a) Payment for stores purchased from the Navy will be made by the Chief Disbursing Officer by a transfer of funds. The cost of these stores, including transportation charges, shall be charged against the party allotment. (b). A copy of the Navy invoice, signed by the chief of party, showing the total value of the clothing and small stores received shall be forwarded to the Washington Office. 639 Purchases from commercial firms. — In exceptional cases, supplies of cloth- ing and small stores may be purchased from other than Government agencies, 181 but in such cases, bids should be obtained in accordance with paragraph 896, and the purchase made from the lowest bidder conforming to the spec- ifications, in accordance with paragraph 901. 640 Charges on Government bills of lading. — Freight charges on shipments made on Government bills of lading are paid in the Washington Office. If any such shipment consists of articles of clothing and small stores, the chief of party who received the stores will be notified, on settlement of the freight bill, of the amount of such charges which are to be taken up by him on his adjustment account. . . (a) As there is often considerable delay between the time of shipment and the time of payment of the freight bill, the chief of party should make a close estimate of the charges and use the figure in computing the total cost of the stock received, as provided in paragraph 641. When he has been notified of the exact charges, a further small adjustment may be found necessary. (b) Clothing and small stores shall preferably be shipped on a separate Government bill of lading and not included with shipments of other Govern- ment property. 641 Total cost. — When a purchase of clothing and small stores is made, all expenses shall be added to the original invoice price. The total cost thus obtained is the amount by which the appropriation must be reimbursed. 642 Advance over cost price. — An advance to be fixed by the Director of not more than 5 percent of the original invoice price of clothing and small stores shall be made and added to the total cost to cover incidental losses. 643 Accumulated advances. — Accumulated advances available at any time are represented by the difference between the "Inventory Account" and the "Ap- propriation Account" as shown on Form 233, Clothing and Small Stores Adjustment. (a) The Director may, at his discretion, authorize the transfer from one vessel to another, or to the Washington Office account, of all or any part of the accumulated advances. 644 Issue price. — The issue price on any article of clothing and small stores shall be the original invoice price to which has been added a proportionate share of transportation and other expenses and a proportionate share of 182 the advance required by paragraph 642. The total of the issue prices of all articles must agree with the amount shown on Form 233 under "Inventory Account" in the space indicated as "Total". 645 Price adjustment. — If there are similar articles in stock when a new supply is received, and the unit value of any article of the new supply as deter- mined in accordance with paragraph 644 differs from the former issue price of the article, a price adjustment shall be made on Form 233. The adjust- ment shall be such that the total value of all articles remains unchanged. The value of each article resulting from the adjustment will be the new is- sue price thereof, and will remain fixed until a new price adjustment be- comes necessary. 646 Report of purchases. — On receipt of a new lot of clothing and small stores, a complete itemized statement of the price adjustment, made in accordance with paragraph 645, shall be prepared on Form 233, Clothing and Small Stores Adjustment, and promptly forwarded to the Washington Office. 647 Issue of clothing and small stores. — Articles of clothing and small stores shall be issued to members of the crew or officers paid on the ship pay roll, at the issue price determined according to paragraph 644. All issues shall be receipted for on the payroll or a receipt attached to it. The total issue shall be taken up on the Monthly Statement of Account (Form 417) in the receipts column under "Clothing and small stores issued" and in the pay- ments column under "Clothing, etc., payable by Chf. Disb. Off." A Report of Issue (Form 233) shall be prepared and forwarded monthly whenever there are stores on hand. If no issues are made during the month that fact should be endorsed on the form. This form must be forwarded to the Washington Office promptly each month. 648 Issuing days. — The commanding officer shall designate the days in each month for the issue of clothing and small stores. Clothing and small stores shall be issued by the officer having custody of them directly to the person to whom they will be charged and they shall be receipted for upon delivery. (a) The officer in charge of the clothing and small stores shall give a record of all issues immediately afterward to the commanding officer and to the accounting officer so that in case of discharge of a member of the crew, a record of the transaction will be accessible. 649 Inventory and quarterly report of clothing and small stores. — At the end of each quarter the commanding officer shall appoint a board of three officers 183 who shall take a physical inventory of the clothing and small stores and ex- amine their condition carefully. If the inventory agrees with the book ac- count prepared by the officer in charge of the clothing and small stores and the stores are in good condition, the board shall sign the quarterly statement (Form 233a). If any discrepancy is found, the board shall submit a report as specified in paragraph 651. The officer having the custody of the stores shall not be a member of the board. The Quarterly Statement shall be for- warded to the Washington Office by the commanding officer at the end of each quarter. 650 Responsibility for clothing and small stores. — The commanding officer is responsible for the reimbursement to the appropriation of moneys spent in purchasing clothing and small stores. He should therefore neglect no pre- cautions to insure them from loss or damage which would reduce their value. (a) He shall designate an officer to have custody of these articles, who shall be held responsible for their safety and who may be charged with the value, at the issue price, of any loss, shortage, or damage that occurs through his carelessness or negligence. (b) A commanding officer will be held personally responsible for any losses on goods purchased by him in excessive quantities, although he may have been relieved of the command. 651 Loss, shortage, or damage of clothing and small stores. — In case of loss, shortage, or damage to clothing and small stores, a board of three officers shall be appointed by the commanding officer to investigate the cause and fix the responsibility for the loss, shortage, or damage. The report of the board shall be forwarded by the commanding officer or chief of party to the Direc- tor, with his recommendation regarding the proper action to be taken. (a) No adjustment of prices will be made until authorized by the Direc- tor, which authorization will only be made upon satisfactory evidence that the loss is legitimate and not due to negligence or lack of proper precau- tions to prevent damage. 652 Transfer of clothing and small stores. — When clothing and small stores are transferred from one chief of party to another, the value of the stores shall be computed on the basis of the issue price. Receipts for such trans- fers shall be forwarded in duplicate to the Director. (a) On transfer of command, the relieving officer shall accept the stores on hand, and give his receipt for the value of the stores at the issue prices. 184 CHAPTER 30 Estimates 656 Estimates.: — Every person entrusted with the execution of work away from the Washington Office involving the expenditure of Government funds must submit detailed estimates to cover these expenditures. No liability shall be incurred before the estimates have been approved by the Director and an allotment made to cover the expenditure. An estimate is a detailed calcula- tion of the probable cost of performing the work of a project. When ap- proved by the Director, an estimate is authority to incur liabilities only on account of the specified items listed therein, provided the allotment is not ex- ceeded. The fact that an item has been approved in the estimate is not authority for an extravagant expenditure. 657 Preparation of estimates for supplies and equipment. — Regular estimates shall be submitted semi-annually, beginning with each fiscal year, on Form 1. When the need for articles or services not included in the regular es- timates occurs, a Supplemental Estimate (Form 493) shall be submitted, (par. 660.) Estimates shall be prepared in triplicate and in accordance with the directions printed on the forms. They should be numbered serially for each appropriation for each fiscal year and the pages and items numbered when continuation sheets are used. (a) The items should be divided into classes such as inventorial equip- ment, monthly consumable supplies, general expenses, etc. The estimates shall be carefully prepared, filling in all columns as far as practicable and using prices based on current market prices. 2. Estimates for articles of equipment and non-consumable supplies must be itemized alphabetically and so described that they can be identified when compared with the voucher covering the expenditure. 2. The items should be listed under appropriate headings such as deck, engineroom, radio, carpenter, wardroom and cabin, berth deck, pantry and galley, etc. 3. Consumable supplies need not be itemized but may be covered in a monthly lump sum. 4. The necessity for the purchase of unusual items, quantities that ap- pear to be in excess of the usual requirements, or unit prices indicating a quality superior to that commonly used, shall be explained by notes on the estimates. 185 658 Estimates for pay, extra labor, subsistence, travel, etc. — The pay of all employees assigned to or employed by the party other than those mentioned in paragraph 662 must be included in the estimates. (a) In addition to shipped members of the crew, the only positions which may be filled by the chief of party are those of non-civil service temporary employees. They shall not be employed prior to the date of approval of the estimates, nor after the date specified therein. The number of these temporary employees and the rates of pay specified shall not be exceeded. If additions, extensions of time or increases in rates are required, a Sup- plemental Estimate (Form 493) shall be submitted. Such increases, exten- sions, or additions shall be effective only from the date of approval of the supplemental estimates. An item in the monthly expenses for incidental or extra labor, stating the maximum per diem rate and the total for the month, will be sufficient authority to hire such temporary employees, for a few days at a time, as found necessary. (b) Local field travel will be generalized as a monthly expense. When the travel is for a distance in excess of 50 miles, estimates shall be submitted giving the names of persons and the places between which transportation is required. The necessary order to cover the travel will be prepared in the Washington Office. 659 Separate estimates for different appropriations and for each fiscal year. — When the work on a project requires expenditure of funds from more than one appropriation or subitems of appropriations, it is necessary to submit a separate estimate for each appropriation and for each subitem of an ap- propriation. For the same reason, separate estimates must be submitted for each fiscal year if the time to complete the work overlaps two fiscal years. The estimates should be forwarded to the Washington Office to allow sufficient time for the party to receive the approved estimates and notice of allotment prior to the start of the field season. 660 Supplemental estimates. — Except in cases of emergency, purchases should not be made without prior authority from the Director. A Supplemental Estimate (Form 493) is to be used for requesting authority to purchase all items of repairs, field expenses, medicines, etc. In an exceptional case where it was necessary to make a purchase prior to approval by the Director, a form shall be prepared and forwarded for approval and the fact that the purchase was urgent shall be stated in the face of the form. Only in case of dire emergency can extra labor or hands be employed prior to approval by the Director and in such case approval should be requested by dispatch. 186 661 Expenses within estimates. — All expenses incurred must be in accordance with the approved estimates and within the allotment. Purchases in excess of the estimates must be justified by an explanation accompanying the voucher and any unauthorized expenditures or those in excess of the allot- ment may be disallowed unless a satisfactory explanation can be given. 662 Items not requiring estimates. — (Estimates are not required from a chief of party for the following items of expenditure: (a) Pay and allowances of commissioned officers. (b) Pay and standard rations of crews of vessels. (c) Salaries of appointive officers and their subsistence except as pre- scribed in paragraph 658(b). 187 CHAPTER 31 Allotments 666 Allotments to chief of party. — Upon approval of estimates, by the Director, an allotment is made to the chief of party from the appropriation involved, to cover the expenses of the party for the period indicated in the estimates. (a) Each vessel or party is usually allotted a seasonal or semi-annual allowance from the appropriations under which it is necessary for the unit to operate. Frequently the allotment is less than the total of the approved estimates because the available funds are not sufficient to cover all projects. In such cases all of the individual items of an estimate may be approved and it is left to the judgment of the chief of party to make only such essential purchases and reductions in the operation of the unit so that expenses will not exceed the allotment. If at a later date additional funds are essential for the prosecution of the work, the Director should be advised in sufficient time so that he can decide whether the work should be curtailed or suspended before the allotment is exhausted. A detailed estimate of the necessary ex- penses for the continuation or completion of the project should also be sub- mitted at the same time. (b) An accurate accounting must be maintained by the chief of party to insure against exceeding an allotment as the total oppropriation is usually allotted to various projects and it would affect the plans for other parties if an additional allotment was necessary. Similarly an allotment in excess of the probable requirements to the end of the fiscal year should not be re- tained by the chief of party as this allotment may be urgently needed for the expenses of some other party. 667 Allotment not to be exceeded. — The estimate (Form 1) bears a strict in- junction: "This allotment must not be exceeded." Any expenditure in excess of the allotment will be disallowed unless approved by the Director. If the allotment balance is not sufficient to cover expenses authorized in the ap- proved estimates, an additional allotment must be obtained before incurring liabilities in excess of the available balance. 668 Allotments restricted to fiscal year. — Allotments from the regular appro- priations expire at the end of the current fiscal year, and therefore no liability incurred after the beginning of a new fiscal year can be charged to the al- lotment of the preceding one. (a) An indebtedness incurred before the end of a fiscal year for articles, services or repairs previously approved in the estimates for that year may be charged against the allotment for that year, even though the delivery of the articles or services or completion of the contract is made in the following fiscal year. The chief of party however must avoid the purchase of large 697587—47—13 .. qq amounts of consumable supplies just prior to the end of the fiscal year that appear to be merely for the purpose of using an unexpended balance of an allotment. In such cases the chief of party must be prepared to justify the need for these purchases. (b) A contract may be awarded in one fiscal year for delivery in the fol- lowing one, if it is to be charged to the allotment of the year in which deliv- ery is made, provided that the allotment for the following fiscal year has been made. 669 Monthly statement of balances. — Each chief of party having allotments to his credit shall carefully prepare, in duplicate, a Monthly Statement of Al- lotment Balances (Form 474) for each appropriation. This statement shall be forwarded under separate cover so as to arrive at the Washington Office not later than the fifth day after the close of the month for which the report is made. Distant parties shall mail this form as soon as possible and, in addition, forward by dispatch an abstract of the statement so that it will be received by the fifth day after the close of the preceding month. (a) These reports are required whenever a chief of party has a balance on hand regardless of the fact that there may not have been any additional obligations incurred during the month. (b) It is important that these statements be forwarded promptly in order that the Washington Office can comply with the requirements of the Treasury Department and the Budget Bureau. 670 Allotment ledger sheets. — An account of the obligations chargeable to an allotment is maintained at the Washington Office on Allotment Ledger Sheet (Standard Form 1015). Copies of these sheets will be forwarded to the chief of party at the end of each quarter and monthly during the last three months of the fiscal year. Discrepancies found should be adjusted and the chief of party should inform the Washington Office of any differences he can- not reconcile. (a) In posting the ledger sheets, every account of charge against an al- lotment received by the Division of Personnel and Accounts is entered in the column "obligations incurred." When the account is audited or paid by the Division of Personnel and Accounts, or payment made by the Chief Disburs- ing Officer, the amount for which it is settled is entered in the column "aud- ited vouchers." An amount corresponding to the entry under "obligations incurred", is entered in the column "obligations liquidated." For example, a chief of party submits his accounts totaling $6,500.00. On receipt of these accounts at the Washington Office, $6,500.00 is entered under "obligations incurred." The accounts are audited and suspensions and disallowances are found to amount to $75.00. Then $6,425.00 would be entered under "audited vouchers" and $6,500.00 entered under "obligations liquidated." The total of the audited vouchers added to the total of the unliquidated obligations gives 190 the total obligations against the allotment and this subtracted from the al- lotment gives the unobligated balance. (b) Vouchers forwarded for settlement, charges for purchases made for the chief of party and, in general, all expenses incurred by the Washington Office chargeable to the allotment will be entered on the allotment ledger sheet. In addition to the accounts submitted by the chief of party, transpor- tation request, Government bills of lading (except Division of Coastal Sur- veys), etc., will be listed on the allotment ledger sheet as soon as they are received by the Washington Office. It has been found expedient not to list purchases of supplies from the Navy until the voucher is received for pay- ment but the information regarding these purchases should be listed on the reverse side of Form 474 until the payment is noted as shown under "audited vouchers" on the ledger sheet. Copies of the invoices for supplies purchased from the Navy should be signed and forwarded to the Washington Office as soon as the supplies are received. These signed invoices are necessary to settle the voucher. Each memorandum bill of lading, transportation request, etc., must include the amount of the charges and if the actual cost cannot be obtained, an estimated amount should be indicated. (c) While the allotment ledger sheet is a record of the audited vouchers and all other obligations for which the Washington Office has received in- voices or memoranda (except Navy invoices), it does not include items such as suspended accounts not yet resubmitted, accounts paid and claims for credit deferred, contracts and other agreements which the chief of party has entered into but has not as yet paid, and in general all indebtedness in- curred by the chief of party which he will settle. These obligations against the allotment must be reported by the chief of party on the Monthly State- ment of Allotment Balances (Form 474). 671 Reports on obligations and expenditures on May 1 and June 1. — On May 1 and June 1 each year chiefs of parties must report by dispatch the total ob- ligations and expenditures to date to the nearest dollar against their allot- ments and at the same time mail the regular monthly statement (par. 669). On June 1, in addition to the regular statement, chiefs of parties shall make a careful estimate of the amount required to operate the party to the end of the fiscal year or for the month of June. This amount will be reported sep- arately in the dispatch and any resulting balances will be reverted. 191 CHAPTER 32 Disbursement of Funds 676 Bonds. — Before any officer or employee of the Bureau can receive an ad- vance of public funds for disbursement he shall give bond conditioned on the faithful discharge of his duties in such form as may be required by the Secretary of Commerce and in the penal sum of $5,000.00. (31 U.S.C. 481.) (a) A composite bond in the amount of $2500 to the Secretary of Com- merce as Authorized Certifying Officer and $2500 to the Secretary of the Treasury as Assistant Disbursing Officer is required. (b) The necessary bond may be secured (1) by any corporation author- ized by the Secretary of the Treasury to qualify as surety on bonds in favor of the United States; (2) by two individuals, each of whom shall justify to the satisfaction of the Secretary of the Treasury, by the execution of af- fidavits, or otherwise, as may be required by the Secretary of the Treasury, that he has free and unencumbered assets over all liabilities, the current market value of which is at least fifty per cent in excess of the penal sum of the bond; (3) by the pledge of obligations issued or guaranteed by the United States in accordance with the provisions of the Treasury Department. (c) No bond shall be accepted from any surety or bonding company for any officer or employee of the United States which shall cost more than 35 percent in excess of the rate of premium charged for a like bond during the calendar year 1908 (6 U.S.C. 14). To show compliance with this Act, it is necessary that a certificate be attached to the bond showing the rate of premium charged. (d) Each bonded officer or employee shall pay his annual bond premium promptly on or before the beginning of each premium year. Official bonds are required by law to be renewed at least once in every four years. (e) Forms for bonds, together with instructions for their execution, will be furnished officers and employees required to give bond. 677 Use of titles. — Each active Assistant Disbursing Officer of this Bureau is designated an "Authorized Certifying Officer" and this title shall be used in certifying payment vouchers and in all official matters relating thereto. The certifying officer's name will be typed or printed below his signature on payment vouchers and on all official correspondence relating to his duties as an "Authorized Certifying Officer." The date of certification of each voucher must be shown in the certificate and must not be later than the date of payment. The title "Assistant Disbursing Officer" will be used in con- nection with his duties as disbursing officer and both titles should be used when both functions are involved. 193 678 Responsibilities of Authorized Certifying Officer. — An officer or employee certifying a voucher shall be held responsible for the existence and correct- ness of the facts recited in the certificate or otherwise stated on the voucher or its supporting papers and for the legality of the proposed payment under the appropriation or fund involved. He shall be accountable for and required to reimburse the United States in the amount of any illegal, improper or in- correct payment resulting from any false, inaccurate, or misleading certificate made by him, as well as any payment prohibited by law or which did not rep- resent a legal obligation under the appropriation or fund involved. (a) The Comptroller General may, in his discretion, relieve such certify- ing officer of liability for any payment otherwise proper whenever he finds (1) that the certification was based on official records and that such cer- tifying officer did not know, and by reasonable diligence and inquiry could not have ascertained, the actual facts, or (2) that the obligation was incurred in good faith, that the payment was not contrary to any statutory provision specifically prohibiting payments of the character involved and that the United States has received value for such payments. (b) Certifying officers shall have the right to apply for and obtain a de- cision from the Comptroller General on any question of law involved in a pay- ment on any vouchers presented to them for certification. 679 Responsibilities of Assistant Disbursing Officer. — An officer or employee designated to disburse funds shall faithfully discharge his duties according to the laws of the United States and all regulations made in conformity therewith. He is entrusted with safely keeping and correctly paying out all sums of public or other money which may come into his custody or con- trol from time to time by virtue of his designation as Assistant Disbursing Officer. (a) He shall disburse money only upon, and in strict accordance with, vouchers duly certified by himself as Certifying Officer or by an officer or em- ployee duly authorized in writing to certify such vouchers. He shall make such examination of vouchers as may be necessary to ascertain whether they are in proper form, duly certified and approved, and correctly computed on the basis of the facts certified, and be held accountable accordingly. 680 Advance of funds. — Funds will be advanced to a disbursing officer only in the form of a deposit with the Treasurer of the United States to his official credit as an "Assistant Disbursing Officer" by the Chief Disbursing Officer, Treasury Department. 681 Requisition for funds. — To obtain funds to cover authorized expenses, the Assistant Disbursing Officer shall submit a Requisition for Funds (Form 194 13%). The requisition should be submitted sufficiently in advance to allow for the time necessary for the notice of deposit to reach him by mail. (a) Requisition for funds should be submitted to cover calendar months and in cases where a sum in excess of $1500 per month is required, the re- quisitions shall be made monthly. If a smaller monthly advance is required, requisitions may be submitted to cover not more than three calendar months, provided the total does not exceed $3,000. Submission of more than one requisition in the same month should be avoided if possible. (b) To insure against loss in the mails, requisitions shall be made in duplicate, appropriately marked, and forwarded by separate mails. These forms shall not be enclosed with other correspondence or with monthly accounts. (e) Requisitions for funds may be made by telegram only in case of emer- gency or when specially authorized. In either event the requisition must be confirmed on the regular form. (d) Requisition for funds requiring special attention shall be marked urgent and notice of deposit will be sent by telegram whenever it is con- sidered necessary. The code word "Dandelion" in a Treasury telegram means "have been deposited to your official credit." (e) Assistant Disbursing Officers stationed in Alaska or outside contin- ental United States may make requisitions by telegram, or they may prepare requisitions in advance to cover the season's work. In the latter case, the amount of advances for each month must be made on a separate requisition and the date to be deposited specified. (f) No excessive balance of advances shall be carried and requests must not be made for amounts greater than may be needed for immediate use, due regard being had that the work not be delayed on account of lack of funds. 682 Depository account. — Funds advanced for official use must be kept on de- posit with the Treasurer of the United States. (a) A monthly statement of deposit and total of checks drawn (Treasury Forms 1684A, B, and C) shall be prepared and forwarded as indicated thereon (par. 691); the third copy (Form 1684-C) shall be retained for the files of the Assistant Disbursing Officer. When preparing these forms the name of the Chief Disbursing Officer should be typed immediately above his title and the word By immediately below the dotted line, leaving a space for signature by the Assistant Disbursing Officer. (b) After a deposit has been made with the Treasurer, the deposit is handled like the deposit in the name of an individual at a bank. The depos- ited funds may be drawn on in payment of vouchers under approved allot- ments. The depository account is continuous in character and is not subject to the regulation requiring that separate accounts be kept for each fiscal year. The charge against different appropriations, as evidenced by the vouchers covering the expenditures, must be kept separate. (c) On transferring charge of a unit the Assistant Disbursing Officer retains his balance in the Treasury and, unless he takes charge of another 195 unit immediately, where it is necessary to disburse funds, he shall repay the balance. This is accomplished by drawing a check to the order of "Treasurer, United States" and stating as the object in the check "repayment of advances." The cash balance should be closed by drawing a personal check or postal money order, to the same order as the official check for repayment, and forwarding both to the Chief, Division of Personnel and Accounts of this Bureau, together with the Statement of Assistant Disburs- ing Officer's Account. (Form 417.) 683 Adjustment of advances between appropriations. — (Whenever it is deemed necessary, the Chief, Division of Personnel and Accounts, will prepare for ap- proval by the Chief Accountant, Treasury Department, copies of Treasury Form 1724, listing the necessary adjustments. An approved copy of this form will be forwarded to the Assistant Disbursing Officer. (a) The last three columns of the form mean that the amount of advances previously made to the Assistant Disbursing Officer from the appropriation shown in the next to the last column headed "Appropriation symbol to be credited" has been reduced by the amount shown in the final column, and a new advance of the same amount has been made to him from the appropria- tion shown in the center column headed "Appropriation symbol to be deb- ited." The total of advances previously made to the Assistant Disbursing Officer remains unchanged. 684 Laws governing custody of public money. — When a deposit of funds has been made to an Assistant Disbursing Officer with the Treasurer of the United States, he becomes subject to all laws affecting the custody of public money and the accounts covering the disbursements must be in accordance with law and the rules and regulations of the General Accounting Office, the Treasury Department, and the Department of Commerce. (a) It shall be the duty of every Assistant Disbursing Officer having pub- lic money entrusted to him for disbursement to deposit same with the Treas- urer of the United States and to draw from same only as it may be re- quired for payment to be made by him in pursuance of law, and draw from the same only in favor of the persons to whom payment is made. (31 U.S.C. 492.) (b) No person charged with the safekeeping of the public moneys shall loan, use, or convert to his own use, or shall deposit in any bank or ex- change for other funds, except as specially allowed by law, any portion of public moneys entrusted to him. (18 U.S.C. 173, 175.) (c) Except as otherwise provided, every officer or agent of the United States who receives public money which he is not authorized to retain as salary, pay, or emolument shall render his accounts monthly. Such accounts, with the vouchers necessary to the correct and prompt settlement thereof, shall be sent by mail, or otherwise to the bureau to which they pertain, 196 within 10 days after the expiration of each successive month, and, after ex- amination there, shall be passed to the General Accounting Office for settle- ment. (31 U.S.C. 496.) (d) The exchange of funds between disbursing officers is prohibited. (31 U.S.C. 543.) 685 Official checks. — When an officer or employee is bonded as an Authorized Certifying Officer and Assistant Disbursing Officer and his signature reg- istered with the Treasurer of the United States, a code number will be assigned to him. This code number must appear on all checks and should also be used on all correspondence with the Treasury Department. 686 Requisition for checks. — Blank checks are furnished on requisition to the Chief, Division of Personnel and Accounts. The requisition shall be in the form of a letter and should contain the following information: Symbol num- ber of the Assistant Disbursing Officer; the quantity of checks desired; the inclusive numbers of the checks now in use; whether or not the checks now in use were transferred from another disbursing officer; and if carbon sheets are desired. It is not necessary to submit a sample check with the requisition. If carbon sheets are not desired, forms for listing the necessary information from the checks can be obtained by requisition from the Chief, Division of Personnel and Accounts. (a) Checks are furnished in loose sheets, five to the sheet, perforated, numbered from the top down, and with no ruling. 687 Care and issue of checks. — A disbursing officer is held accountable for blank checks issued to him and every precaution should be taken to safeguard them. (a) Blank checks must be kept where unauthorized persons will not have access to them, preferably in a safe or locked compartment. If transferred to another officer or employee, the code number will be cancelled by the Chief, Division of Personnel and Accounts and a receipt obtained showing the numbered checks transferred. (b) Checks must be made out in ink or on a typewriter. No erasures will be allowed. If an alteration is made, it must be endorsed by the dis- bursing officer who issues the check. (c) The object or purpose for which the check is drawn must be stated on the check. The statement shall be made in brief form, but must clearly indicate the object of the expenditure, as, pay, pay and allowances, supplies, travel, etc. (d) Cancelled checks will not be returned to the Assistant Disbursing Of- ficer after their payment by the Treasury nor will any statement be furnished listing the checks presented for payment. 197 688 Lost checks. — If a check drawn by an Assistant Disbursing Officer is lost, stolen or destroyed, he should immediately notify the Treasurer of the United States, through the Washington Office, giving the amount, date, name of payee, and code number on check, and request that payment be stopped. If the loss or nonreceipt of the check is alleged by payee, it is important that the correspondence regarding the matter be forwarded and if there is no correspondence, a statement of the facts, bearing the signature and address of the payee, shall be furnished if possible. (a) No duplicate check will be issued by the Assistant Disbursing Officer. A bond of indemnity, to be approved by the Secretary of the Treasury, is usually required in the case of a lost check. The duplicate check will be is- sued by the Chief Disbursing Officer at Washington. (b) If the original check is received or recovered after stoppage of pay- ment has been requested, but before a duplicate check has been issued, the Treasurer of the United States should immediately be notified to disregard the stoppage request. (c) If the original check is received or recovered after a duplicate has been received, the duplicate must not be cashed or if the original has been received or recovered after the duplicate has been cashed, the original must not be cashed. In such cases the invalidated checks must be forwarded to Division of Disbursement, Treasury Department, Washington, D. C. 689 Loss or theft of blank checks. — If blank checks are lost or stolen, the As- sistant Disbursing Officer should immediately report the fact by dispatch to the nearest office of the United States Secret Service and the Treasurer of the United States. The General Accounting Office should also be notified by letter, giving the serial and symbol numbers of the checks. 690 Procedure for handling spoiled, voided and canceled Checks. — Where the amount of a check is not due the payee or his estate, or the check has been otherwise erroneously issued and is not properly payable, such check should be marked "Spoiled", "Voided", or "Canceled." A check in the possession of an Assistant Disbursing Officer should be marked (1) "Spoiled" when it is mutilated or defaced in preparation to such an extent as to impair its negotiation, (2) "Voided" when it is determined at the time of issue to have been erroneously or incorrectly drawn before credit has been claimed in con- nection therewith by submission of the Assistant Disbursing Officer's accounts, or (3) "Canceled" when credit has been claimed as a disbursement in accounts submitted to the Chief Disbursing Officer, which subsequently is determined to have been erroneous and the amount is not properly due the payee. (a) Within 10 days after the close of the month, each Assistant Disbursing Officer will prepare, in triplicate, separate lists, one covering all checks 198 "Spoiled" and another covering those "Voided" during the month on Treasury Department Form 1678, Schedule of Checks, Void, No Issue. In the case of the list of spoiled checks, the word "Spoiled" should be inserted on the Form 1678 after the words "Void, No Issue." These lists, together with all spoiled and voided checks, should be forwarded with the check list as in- dicated in paragraph 691. As one copy of Form 1678 will be returned to the Assistant Disbursing Officer as a receipt, his mailing address should be given clearly on the form. (b) A canceled check is one which has been issued in payment of all or part of a voucher and invalidated by the Assistant Disbursing Officer after he has submitted the voucher to the Chief Disbursing Officer for credit. It apears very doubtful, therefore, that an Assistant Disbursing Officer of this Bureau will ever have a true "canceled" check, but if such an occasion should arise, he shall transmit the check, with the spoiled and voided checks, together with the check list (Form 650), to the Washington Office with a complete explanation, so that the Chief, Division of Personnel and Accounts, may pre- pare the necessary schedules for submission to the Chief Disbursing Officer. The amount of the canceled check shall be entered on Form 650, under "Checks canceled during." (c) If an Assistant Disbursing Officer voids in one month a check issued in the preceding month, he should change the word "Canceled" on line 4 of Forms 650 and 1684 to the word "Voided" and submit the necessary explan- ation with the form. 691 Check list. — Each Assistant Disbursing Officer will submit, at the close of each month, the original and one copy of the Check List and Statement of Depository Account (Form 650), with spoiled and voided checks, to the Division of Disbursement, Treasury Department, marked "Attention Chief Accountant", who will forward the original, with voided or spoiled checks to the Comptroller General, Check Accounting Section. A third copy of Form 650 shall be forwarded to the Washington Office with the monthly accounts. (a) The two copies of Form 650 that are to be forwarded to the Division of Disbursement, Treasury Department, shall be enclosed in the same en- velope as Form 1684-B. (par. 682.) 199 CHAPTER- 33 Pay and Allowances of Civilian Personnel 696 Federal Employees Pay Act of 1945. — The Federal Employees Pay Act of 1945 sets forth conditions of employment for civilian officers and employees, departmental and field, except the following: (1) commissioned officers; (2) vessel employees, officers and crew, whether shipped or under Civil Ser- vice appointments; (3) wage-board employees in the Washington Office; and (4) employees appointed or hired under Schedules A-I-6 and A-XI-8. (par. 80.) (a) The basic work week which is fixed at 40 hours, will, whenever prac- ticable, extend from Monday through Friday of each week, with Saturday and Sunday as days outside the basic work week. (b) Officers or employees to whom the Act applies shall, in addition to their basic compensation, be compensated for all hours of employment, officially ordered or approved, in excess of forty hours in any administrative work week at overtime rates as indicated in the latest General Accounting Office Salary Tables. (c) Officers or employees assigned to a regularly scheduled tour of duty, any part of which falls between the hours of 1800 and 0600 shall, for duty between such hours, excluding periods when he is in a leave status, be paid compensation at a rate of 10 per cent in excess of his basic rate of compen- sation for duty between other hours, but such differential for night duty shall not be included in computing any overtime compensation to which the officer or employee may be entitled. (d) Officers and employees assigned to duty on any holiday declared by the President as not a regular workday in the Federal service shall be compensated for such duty, excluding periods when they are in a leave status, in lieu of their regular pay for that period, at the rate of one and one-half times their regular basic rate of compensation. (e) Compensatory time off may be granted from duty, in lieu of over- time compensation for irregular or occasional duty in excess of forty-eight hours in any regular scheduled administrative work week, to those per an- num employees requesting such compensatory time off from duty. (f) Pay periods for officers and employees compensated under the Act shall be bi-weekly. When a pay period begins ki one fiscal year and ends in another, the gross amount of the earnings for such pay period may be regarded as a charge against the appropriation or allotment current at the end of such pay period. 697 Within-grade salary advancements. — All employees compensated on a per annum basis, and occupying permanent positions within the scope of the com- 201 pensation schedules fixed by the Federal Employees Pay Act of 1945, who have not attained the maximum rate of compensation for the grade in which their positions are respectively allocated, shall be advanced in compensation successively to the next higher rate within the grade at the beginning of the next pay period following the completion of (1) each twelve months of ser- vice if such employees are in grades in which the compensation increments are less than $200, or (2) each eighteen months of service if such employees are in grades in which the compensation increments are $200 or more, sub- ject to the following conditions: (1) That no equivalent increase in compensation from any cause was received during such period, except an increase made as a reward for superior accomplishment. (2) That an employee shall not be advanced unless his current efficiency is "good" or better than good. (3) That the service and conduct of such employee was certified as be- ing satisfactory. (4) That any employee, (a) who, while serving under permanent, war service, temporary, or any other type of appointment, has left his position to enter the armed forces or the merchant marine or to comply with a war trans- fer as defined by the Civil Service Commission, (b) who has been separated under honorable conditions from active duty in the armed forces, or has a satisfactory record on war transfer, and (c) who, under regulations of the Civil Service Commission or the provisions of any law providing for restora- tion or reemployment, or under any other administrative procedure with respect to employees not subject to Civil Service rules and regulations, is restored, reemployed, or reinstated in any position subject to the Act, shall upon his return to duty be entitled to within-grade salary advancements without regard to sections (2) and (3) of this paragraph, and to credit of such service in the armed forces, in the merchant marine, and on war trans- fer, toward such within-grade salary advancements. (a) Any employee who has been on military furlough and is restored to the same position or to a position of like seniority, status, and pay, shall, in accordance with the provisions of law, be entitled to receive a salary at a rate not less than the employee's latest rate prior to his entrance into active military or naval duty plus any within-grade salary advancement or advancements to which he would have been eligible had he been on duty. (Exec. Ord. 8882.) (b) The Attorney General, in his opinion of May 26, 1943 (Vol. 40, Op. 66), held that war service appointees inducted into the military or naval service are temporary employees and are not entitled to restoration rights. 698 Payment of other salaries and allowances. — All officers and employees in the Bureau, except wage-board employees, receiving a yearly or monthly com- pensation and not paid under the terms of the Federal Employees Act of 1945 will be remunerated for their services in accordance with the following: "Annual compensation shall be divided into 12 equal installments, one of 202 which shall be the pay for each calendar month; and in making payments for a fractional part of a month one-thirtieth of one of such installments, or of a monthly compensation, shall be the daily rate of pay. For the pur- pose of computing such compensation and for computing time for services rendered during a fractional part of a month in connection with annual or monthly compensation, each and every month shall be held to consist of 30 days, without regard to the actual number of days in any calendar month, thus excluding the 31st of any calendar month from the computation and treating February as if it actually had 30 days. Any person entering the service of the United States during a 31-day month and serving until the end thereof shall be entitled to pay for that month from the date of entry to the 30th day of said month, both days inclusive; and any person entering said service during the month of February and serving until the end thereof shall be entitled to one month's pay, less as many thirtieths thereof as there were days elapsed prior to date of entry. For one day's un- authorized absence on the 31st day of any calendar month one day's pay shall be forfeited." (5 U.S.C. 84.) (par. 101.) (1) For pay purposes only, all months in the year will be reckoned as containing 30 days. For calculation of parts of month for other purposes see paragraph 1005. (2) Where a promotion or demotion with change in compensation oc- curs during any month, service under such promotion or demotion will be considered as fractional service. (a) One thirtieth of a monthly installment of salary shall be deducted for every day's absence in a month where such absentee is not in a pay status during such absence. (34 Stat. 763.) No deduction shall be made from pay of employees who are separated from the service on the 30th day of a 31-day month. (3 Comp. Gen. 97.) (b) The General Accounting Office Salary Tables shall be used in prep- aration of vouchers for daily or monthly salaries. 699 Retirement deductions. — The amended Civil Service Retirement Act of January 24, 1942, provides for the retirement of all elective and appointive civil officers and employees in the Government service. The Act with a few exceptions covers all civil officers and employees of the Bureau not subject to other retirement systems, unless such persons are specifically excluded by order of the President, including any group where tenure of office in employment is intermittent or of uncertain duration. Persons employed under Schedules A-I-6, A-XI-7, and during the first year under A-XI-5 (par. 101 (a) ) are excluded from the provisions of the Act except when trans- ferred, without a break in service, from a position coming under the pro- visions of the Act. The rate of deduction for contribution to the retirement fund is 5% of the basic salary, but not including per diem, of officers and employees accorded a retirement status by the Act. Payment of salaries of all such employees, except commuted subsistence earned by members of the crews of vessels in lieu of rations, shall be made on a basis of 95 percent 203 of the authorized rates as tabulated in the latest General Accounting Office Salary Tables. (a) Junior engineers and deck officers are excluded from the operation of the Act and no retirement deduction shall be made from their salaries. (Exec. Or. 3715 Aug. 2, 1922.) (b) Retirement deduction from the pay of employees whose actual sal- ary has been reduced by the value of quarters occupied, shall be based on the total pay, including the value of quarters thus deducted. (c) No deduction for retirement will be made from pay earned for night differential, overtime or compensation for holiday duty. 700 Credit for part services. — All employees who at any time may become el- igible to the benefits of the retirement Act can obtain credit for previous services in the Federal Government by depositing with the Treasurer of the United States to the credit of the "Civil-Service Retirement and Disability Fund" a sum equal to the retirement deduction effective for the period in question together with interest computed at the rate of 4 percent per annum compounded on June 30 of each fiscal year. Interest shall not be included for any period during which the employee was separated from the service. The failure to make such deposit shall not deprive the employee of credit for any past service rendered prior to August 1, 1920, to which he or she would otherwise be entitled. (5 U.S.C. 73Gb.) 701 Withholding tax. — In compliance with the current Internal Revenue Act, requiring tax deductions at the source, the necessary amounts will be with- held from the compensation of each employee, as indicated in the latest General Accounting Office Salary Tables, and the deduction shown in the ap- propriate column on each payroll. (a) The withheld tax deduction is computed on the total salary earned by an employee, including all payments for overtime work, night differential and holiday pay. (b) Commuted subsistence or rations of members of the crews of vessels are' not subject to withholding tax. 702 Per diem employees. — Per diem employees cannot be paid for a Sunday or holiday unless service is actually performed on that day. Vouchers ren- dered in payment for such services must contain a certificate to that effect, signed by the Assistant Disbursing Officer. 703 Allotment of pay.— Upon written application, approved by the Director, officers and employees of the Bureau, while employed outside of the District 204 of Columbia, are authorized to make assignment or allotment of their pay. (33 U.S.C. 862.) (a) The request for an allotment of pay (Form 575), in duplicate, shall be forwarded through the chief of party or Assistant Disbursing Officer. If an allotment is to be discontinued, the notice (Form 575a) shall be for- warded in a similar manner. An acknowledgment and approval of the re- quests will be furnished by the Washington Office. (b) For officers and employees other than commissioned officers the term "pay" will be construed to mean base pay and longevity pay only. (c) The allotments are paid by the Chief Disbursing Officer, Treasury De- partment, at the close of the month and in advance of the receipt of the voucher. The amount of the allotment, when paid by that officer is charged against the chief of party or Assistant Disbursing Officer as an advance. For this reason it is incumbent upon him to promptly notify the Chief, Division of Personnel and Accounts of the separation from the service of any member of his party for whom an allotment is paid. Upon the receipt of the voucher, the amount of the allotment is credited to the chief of party or Assistant Disbursing Officer. (d) Allotments paid by the Chief Disbursing Officer for officers and em- ployees assigned to duty in the Philippine Islands will cease upon the de- parture of any person from that area to the United States. 704 Value of allowances in kind. — When quarters or an item of equipment is furnished in kind by the Government to civilian officers and employees in the field for their personal use, the Director shall determine, subject to approval by the Secretary of Commerce, the reasonable value of such items furnished, based on the reasonable value to the employee for the particular locality where employed. (5 U.S.C. 75a and 5 Comp. Gen. 567.) (a) The order fixing the reasonable value of such allowances furnished in kind shall be attached to the first voucher submitted by the employee. 705 Deduction for allowances in kind. — The value of an allowance in kind shall be deducted from the total salary rate. Payrolls shall show the amount that is deducted from the total salary for allowances furnished in kind for the period covered by the payrolls. 706 Per diem allowance. — While in an official travel status away from his official station or home port of a vessel, civil employees, including ships' officers and deck officers, may be allowed a per diem in accordance with the Stan- dardized Government Travel Regulations. 697587—47—14 205 CHAPTER 34 Pay and Allowances of Commissioned Officers 711 Pay of commissioned officers. — Each commissioned officer of the Service, except the Director and Assistant Director, shall receive the base pay of the period to which his rank and length of service entitles him, and increases for length of service, as provided in the Pay Readjustment Act of 1942. (par. 712.) (a) The Director shall receive the pay and allowances of a rear admiral (upper half) of the Navy. (33 U.S.C. 852a.) (b) The Assistant Director shall receive the pay and allowances of a rear admiral (lower half) of the Navy. (33 U.S.C. 852b.) 712 Increase for length of service. — Every commissioned officer of the Bureau, below the grade of rear admiral, shall receive an increase of 5 percent of the base pay of his period for each 3 years of service up to 30 years. (37 U.S.C. 101.) 713 Service for longevity purposes. — In computing the service for all pay pur- poses of officers paid under the provisions of the Pay Readjustment Act of 1942, such officers shall be credited with full time for periods during which they were enlisted or held commissions as officers or held appointments as warrant officers or army field clerks or as commissioned warrant officers in the Army, Navy, Marine Corps, Coast Guard, Coast and Geodetic Survey, Public Health Service, Regular Army Reserve, Medical Reserve Corps of the Navy, Dental Reserve Corps of the Navy, Organized Militia prior to July 1, 1916, National Guard, National Guard Reserve, National Guard of the Uni- ted States, Enlisted Reserve Corps, Naval Militia, National Naval Volunteers, Naval Reserve Force, Naval Reserve, Marine Corps Reserve Force, Marine Corps Reserve, Coast Guard Reserve, Reserve Corps of the Public Health and Philippine Constabulary. The above provisions shall not be construed to permit any person to receive pay and allowances in excess of the maximum limitations imposed upon the total pay and allowances of his rank and grade. (37 U.S.C. 103a.) (a) Officers who were in the service on June 30, 1922, and who have been continuously in the service since that date, shall count, in addition to the service set forth above, all service which was then counted in computing longevity pay. (37 U.S.C. 101.) 207 (b) For purposes of pay, longevity, allowances, promotion, or retirement, which are now or may hereafter be authorized for officers appointed after June 30, 1922, there shall be counted in addition to active commissioned ser- vice, service as deck officer and junior engineer in excess of one year. 714 Service for pay period purposes. — For purposes of determining the pay periods of commissioned officers, such service as may be counted in com- puting longevity pay shall be counted. (37 U.S.C. 103a.) 715 Sea and foreign duty pay. — The base pay of commissioned officers shall be increased by 10 percent for any period of service while on sea duty as de- fined by the Secretary of Commerce, or duty beyond the continental limits of the United States or in Alaska. This increase in pay shall be in addition to pay and allowances otherwise authorized and shall cease to be in effect twelve months after the termination of the present war is proclaimed by the President. (37 U.S.C. 102.) (a) Increases for sea duty are authorized from the date of reporting aboard a vessel to and including date of detachment. (b) Increases for duty outside continental United States (either ashore or afloat) are authorized from the date of departure from the United States, and will include the date of return thereto. (c) Increases for sea duty or foreign duty will continue while the officer is on authorized leave not in excess of that provided by law, and while sick in hospital if not detached from sea or foreign duty. (d) The percentage increases for sea or foreign duty shall be included in computing increases in flight pay. 716 Subsistence allowance. — Each commissioned officer on the active list, or on active duty, shall be entitled at all times, in addition to his pay, to a money allowance for subsistence, the value of one subsistence allowance to be 70 cents per day. To each officer receiving the base pay of the first, second, third or sixth period the amount of this allowance shall be equal to two subsistence allowances, and to each officer receiving the base pay of the fourth and fifth period the amount of this allowance shall be equal to three subsis- tence allowances but an officer with no dependents shall receive only one subsistence allowance. (37 U.S.C. 105.) (a) Commissioned officers above the rank of captain shall be entitled to the money allowance for subsistence for officers receiving the pay of the sixth period. 717 Regulations governing payment of rental allowances. — The following reg- ulations govern the payment of rental allowances to commissioned officers: (Ex. Ord. 9255 Oct. 13, 1942.) 208 (1) The terms "on active duty" and "entitled to active-duty pay" shall apply to an officer while on the active list or while required to perform duty in accordance with law for which he is entitled to active-duty pay. Such term shall not apply to any officer while absent from duty under conditions which, under the Regulations, would prevent him from receiving full pay. (pars. 727 and 729.) (2) The term "sea duty" shall mean service at sea by an officer on a vessel under orders (a) requiring the officer to report for duty on board a des- ignated vessel or (b) assigning him to duty in command of vessels and pro- vided that the officer concerned is not during the same period required to render service on shore of a character determined by the Director to be paramount to the duty which he is required to render at sea. (3) The term "permanent station" shall mean the place on shore where an officer is assigned to duty, or the home port of a vessel on board which an officer is required to perform duty, under orders in each case which do not in terms provide for the termination thereof. Any station on shore where an officer in fact occupies with dependents public quarters assigned to him without charge shall also be deemed during such occupancy to be his per- manent station. (4) The term "dependent" shall include at all times and in all places a lawful wife and unmarried children under twenty-one years of age. It shall also include the father or mother of the person concerned provided he or she is in fact dependent upon such person for his or her chief support. (37 U.S.C. 106.) (a) The term "children" shall be held to include stepchildren and adopted children when such stepchildren or adopted children are in fact dependent upon the person claiming dependency allowance. (b) The terms "father", "mother", "parent", and "parents", shall in- clude a stepparent, a parent by adoption, and any person, including a former stepparent, who has stood in loco parentis to the person concerned at any time for a continuous period of not less than five years. A step- parent-stepchild relationship shall be deemed to be terminated by the step- parent's divorce from the blood parent. 718 Rental allowance. — Each commissioned officer on active duty or entitled to active duty pay shall be entitled at all times to a money allowance for rental of quarters except when adequate quarters are provided by the Gov- ernment. (37 U.S.C. 106.) (par. 723.) (a) To an officer having a dependent, receiving the base pay of the first period the amount of said allowance shall be $60 per month, to such an of- ficer receiving the base pay of the second period the amount of this allowance shall be $75 per month, to such an officer receiving the base pay of the third period the amount of this allowance shall be $90 per month, to such an officer receiving the base pay of the fourth period the amount of this allowance shall be $105 per month and to such an officer receiving the base pay of 209 the fifth and sixth period the amount of this allowance shall be $120 per month. (b) To an officer having no dependents, receiving the base pay of the first period the amount of said allowance shall be $45 per month, to such an officer receiving the base pay of the second period the amount of said allow- ance shall be $60 per month, to such an officer receiving the base pay of the third period the amount of said allowance shall be $75 per month, to such an officer receiving the base pay of the fourth period the amount of said allowance shall be $90 per month, and to such an officer receiving the base pay of the fifth or sixth period the amount of said allowance shall be $105 per month. (c) Commissioned officers above the rank of captain shall be entitled to the money allowance for rental of quarters for officers receiving the pay of the sixth period. (d) No rental allowance shall accrue to an officer having no dependents while he is on sea duty, except for temporary periods of sea duty not ex- ceeding three months, nor shall any rental allowance accrue to an officer with or without dependents who is assigned quarters at his permanent sta- tion unless the Director certifies that such quarters are not adequate for the occupancy of the officer and his dependents, if any. (e) An officer although furnished with quarters shall be entitled to rental allowance as authorized if by reason of orders from the Director his depen- dents are prevented from occupying such quarters. (f) Rental allowance cannot be paid for a fractional part of a day. (5 Comp. Gen. 723.) 719 Pay vouchers of commissioned officers. — The Assistant Disbursing Officer shall pay the salaries of officers (Form 7) attached to his party while on duty in the field. He shall include these payments in his monthly Schedule of Disbursements (Standard Form 1064) submitted to the Chief, Division of Personnel and Accounts. Officers attached to the Washington Office will transmit their salary vouchers through the chief of division to which they are assigned for administrative examination and approval. (a) Credits of subsistence allowed to an officer without dependents re- quires no substantiation. (b) The dependency of a wife is presumed and does not have to be proved. The marriage certificate or photostatic copy thereof must be forwarded with the first voucher to substantiate credits of increased allowances of a dependent wife. (1) Inasmuch as partial days for subsistence and rental allowances are not allowable, the increases will be effective following the date of marriage. (2) A lawful wife shall be designated on all vouchers on which allow- ances are claimed by her first Christian name in full, together with her middle Christian name or initial or her maiden surname or initial, and her husband's surname. There shall be uniformity in the use of the designa- tion adopted. 210 (c) A divorced officer is entitled to increased allowances for a dependent wife until the divorce decree becomes final, but not thereafter even though he may be required to pay alimony for the support of his former wife. (d) The dependency of lawful children unmarried and under 21 years of age is presumed and does not have to be proved except in the case of such children of a divorced father. (I) The credit for increased allowances for lawful children of a divorced father depends upon the terms of the divorce decree and any prior agree- ment that may have been made. Cases of this nature should be referred to the Chief, Division of Personnel and Accounts and no payments will be made until receipt of a decision from the Comptroller General. (e) A claim for increased allowances for a parent must be substantiated by executing the prescribed affidavits on Standard Form 1037. This form must be filed with the first voucher when the officer becomes entitled to the increased allowance and with the voucher for each 1 January and 1 July thereafter. (I) Assistant Disbursing Officers will not credit increased allowances because of a dependent parent unless the requirements have been complied with and the facts stated in the officer's certificate or in the parents' affi- davits substantiate the officer's claim that his contributions represent his or her chief sources of support. In all cases initial payment shall be with- held pending a decision of the Comptroller General. (f) A certified copy of orders (in duplicate) shall accompany the salary voucher when first assigned to duty and each time that new orders involving a permanent change of station are issued. 720 Aviation pay for flight officers. — Additional pay for flight duties is author- ized by the Pay Readjustment Act of 1942. Regulations relating to aerial flights by personnel of this Service and defining the conditions under which additional pay accrues, are contained in Executive Orders 9195 and 9550 governing aviation pay. Aviation pay comes under the two categories of flying officer and non-flying officer, paragraph 721. The requirements and rates of pay of flying officers are defined as follows: (a) A flying officer is an officer or warrant officer who has received a designation as a naval aviator or student naval aviator. The term flying officer also includes in time of war an officer or warrant officer who has re- ceived an aeronautical designation as aviator observer. (b) To become entitled to aviation pay as flying officer an officer must be designated a flying officer; must be in receipt of orders from the Director requiring participation in regular and frequent aerial flights; and must enter on duty persuant thereto. He must fulfill the following flight re- quirements : (1) During one calendar month: 10 or more flights totaling at least three hours, or in lieu thereof a total of at least four hours in the air. (2) During two consecutive calendar months when flight requirements have not been met for the first month: 20 or more flights totaling at least six hours, or in lieu thereof a total of at least eight hours in the air. 211 (3) During three consecutive calendar months when flight requirements have not been met for the first two months: 30 or more flights totaling at least nine hours, or in lieu thereof a total of at least twelve hours in the air. (c) Orders to duty involving flying are effective from the date the officer reports for and enters upon duty thereunder. When an officer is in a non- duty status, such as leave, sick, etc., at the time flight orders are issued, such orders will not be effective for the purpose of pay until he shall have returned to a duty status and reported for and entered on duty under such flight orders. (d) Aviation pay will not be credited beyond the date of revocation of flight orders, regardless of the date of receipt of revocation. (e) The aviation pay is computed at 50 per cent of the rate of pay (base pay plus longevity). 721 Aviation pay for nonflight officers. — All officers assigned to duty involving flying except those included as flight officers, paragraph 720, are entitled to aviation pay as nonflight officers at the rate of $60.00 per month or $720 per annum which is the legal maximum rate as to such officers as con- tained in naval appropriation Acts. To be entitled to increased pay as non- flight officers the following minimum flight requirements must be fulfilled: (a) Nonflying officers shall be entitled to increased pay by performance of three or more flights within each 90 day period, pursuant to orders of competent authority, without regards to the duration of such flight or flights. The flight required may be prorated on a calendar month basis. One flight is required during each calendar month or fraction for which nonflying pay is credited or, when flights are delayed, three flights are required during each three month period, the month of initial detail to nonflying duty determining the commencement of the first three month period. 722 Change of status. — Written orders from the Director are necessary to change an officer's status from sea duty to shore duty unless this authority has been delegated by him to the commanding officer. When it is necessary for the economical execution of the field work to detach an officer for tem- porary duty ashore, under conditions which necessitate a change in such of- ficer's status for allowances for subsistence and quarters, the Director should be advised in sufficient time to obtain approval of the shore assignment, the name of the officer selected, and the approximate time such status will continue. (a) When authority has been granted a commanding officer to assign an officer to shore duty, he shall in each case give written orders to the officer and shall send four copies of these orders to the Washington Office for nota- tion that approval had been previously granted. 212 723 Assignment of quarters. — The Director shall assign public quarters to a commissioned officer for occupancy, by the officer and his dependents, if any, where such quarters are available. No officer shall be paid a rental allowance for any period during which he is assigned quarters at his permanent station which have been determined to be adequate for his rank. (a) No officer who, when adequate quarters are not available for assign- ment to him at his permanent station, is permitted or required personally to occupy inadequate quarters at such station shall occupy more than one room and bath. (Ex. Ord. 9255 Oct. 13, 1942.) (b) Any unassigned quarters at a station may, with the permission of the Director and so long as not needed for assignment to an officer on permanent duty thereat, be occupied by officers not permanently stationed thereat, but no officer unaccompanied by dependents shall be permitted to occupy as quar- ters at a station other than his permanent station more than one room and a bath. (Ex. Ord. 9255 Oct. 13, 1942.) 724 Leave pay. — Commissioned officers are entitled to full pay and allowances of their grade while on authorized leave not in excess of 30 days per year, cumulative for four years, (par. 176.) (a) No commissioned officer, while on leave of absence engaged in a ser- vice other than that of the Government of the United States, shall be entitled to any pay or allowances for a period in excess of that for which he is en- titled to full pay, unless the President otherwise directs with respect to individual officers. 725 Furlough pay. — Commissioned officers on furlough shall receive only one- half of the pay to which they would have been entitled if on leave of absence. (34 U.S.C. 881.) (a) Subsistence and rental allowances are not payable for periods during which an officer is in a half-pay status. 726 Pay while traveling. — Commissioned officers traveling to or from their sta- tions are entitled to pay and allowances as on duty and travel time is allowed over the shortest usually traveled route. (a) Time in excess of that allowed will be charged as leave, unless ex- cused as unavoidable. 727 Pay when absent without leave. — When absent without leave, commissioned officers forfeit all pay and allowances during such absence, unless the absence is excused as unavoidable. (34 U.S.C. S41.) (par. 184.) 21 9 728 Pay while on sick leave. — iCommissioned officers when absent due to sick- ness or wounds, or when lawfully absent from duty when officially detached or placed upon sick leave status, are entitled to the full pay and allowances of their grade, (pars. 185 and 186.) 729 Absence due to own misconduct. — No commissioned officer absent from duty for more than one day at any one time on account of the effects of a disease, as distinguished from injury, caused by his own wilful misconduct or vicious habits, or on account of the effects of a disease which is attribut- able and immediately follows his own intemperate use of alcoholic liquor or habit-forming drugs, shall be entitled to any pay as distinguished from allowances, for the period of such absence, except the sum of $5 for necessary personal expenses, for each full month during which his pay is so forfeited. (34 U.S.C. 882a - 882d.) (a) Before the absence from duty can be ascertained as due to own mis- conduct the disease should be clearly denned as occurring from the cause specified. A board of three medical officers will be appointed whenever practicable to do so. (b) If the officer is attached to a vessel in the vicinity of a United States Public Health Service station, a request may be made on the officer in charge to furnish officers to make the medical examination necessary to determine whether or not the cause specified can be defined beyond reasonable doubt as the reason for the absence from duty. Upon recommendation of the com- manding officer a request will be made by the Director to the Surgeon General of the United States Public Health Service for such arrangements. (c) If impracticable to appoint a medical board, a board of two commis- sioned officers and one medical officer may be selected. At least one of the commissioned officers should not be below the grade of the officer concerned. 730 Allotment of pay. — Commissioned officers are authorized to make an allot- ment of their pay in accordance with the instructions contained in paragraph 703. The term "pay" for purposes of allotment will be construed to include base pay, longevity pay, and rental and ration allowances. 214 CHAPTER 35 Retired Commissioned Officers 736 Retirement of officers. — All laws relating to the retirement of commissioned officers of the Navy shall apply to commissioned officers of the Coast and Geodetic Survey. (33 U.S.C. 864.) 737 Retirement age. — Except as otherwise provided by law, the retirement age of all commissioned officers of the Service shall be sixty-two years. (Section 9 of the Act of February 21, 1946.) 738 Retirement after thirty years service. — When an officer has been thirty years in the Service, he may, upon his own application, in the discretion of the President, be retired from active service and placed upon the retired list with three-fourths of the highest pay of his grade. (34 U.S.C. 383.) (a) Service to be credited for retirement will be all active duty service used in the computation of longevity pay. 739 Retirement on recommendation of Personnel Board. — The President may transfer to the retired list from the grades of captain, commander, lieutenant commander, and lieutenant such officers as have been recommended for re- tirement by the Personnel Board; Provided, That the total number of officers so retired in any fiscal year shall not exceed the whole number nearest 1 per cent of the total number of commissioned officers on the active list, and, except as otherwise required by law, the number of officers so retired plus the num- ber of officers retired for age in any fiscal year shall not exceed 3 percent of the total authorized number of commissioned officers on the active list. All transfers to the retired list thus made shall become effective on the next en- suing July 1 and the resulting vacancies may be filled as of that date. (33 U.S.C. 864b.) 740 Retirement for disability. — Should an officer fail in his physical examina- tion for promotion and be found incapacitated for active service by reason of physical disability contracted in line of duty, he shall be retired with the rank to which he would otherwise be entitled to be promoted, with retired pay at the rate of 75 percent of the active-duty pay of that grade. (33 U.S.C. 864d.) 215 (a) The retirement of officers incapacitated for active service is governed by statute and each case will require separate consideration for appropriate action. (34 U.S.C. 417-418.) 741 Recall to active duty. — In time of peace, any commissioned officer on the re- tired list may, with his consent, in the discretion of the Secretary of Com- merce, be ordered to such duty as he may be able to perform at sea or on shore. (34 U.S.C. 422.) (a) During the existence of war or a national emergency declared by the President to exist, any commissioned officer may, in the discretion of the Secretary of Commerce, be ordered to active duty on sea or on shore. (34 U.S.C. 423.) 742 Recalled officers returned to inactive status. — Retired officers recalled in time of war or national emergency determined by the President and returned to an inactive status, shall, on condition that their performance of duty under temporary appointments has been satisfactory, be placed on the retired list, or advanced thereon, with the highest rank held by them while on active duty. Except where specific provision is made otherwise, their retired pay shall be based on the pay of the rank held at the time of retirement. (34 U.S.C. 350.) 743 Retired pay. — The pay of all commissioned officers retired on account of age or after 30 years of service, or on account of incapacity resulting from long and faithful service, from wounds or injury received in line of duty, or from sickness or exposure therein, shall, when not on active duty, be equal to 75 percent of the pay provided by law for the grade or rank held by them, respectively, at the time of their retirement. (34 U.S.C. 991.) (a) Officers retired pursuant to the recommendation of the Personnel Board, except where specific provision is made otherwise, shall receive pay at the rate of 2V2 percent of their active-duty pay at the time of retirement multiplied by the number of years of service for which they are entitled to credit in the computation of their pay on the active list, not to exceed 75 percent of said active-duty pay. A fractional year of 6 months or more shall be considered a full year in computing the number of years' service by which the rate of 2% percent is multiplied. (33 U.S.C. 864c.) (b) In computing retired pay, increase for length of service is included. 744 Pay of retired officers when on active duty. — Retired officers shall, when on active duty, receive full pay and allowances of the grade or rank in which they serve on such active duty and, when on active duty status, shall have the same pay and allowance rights while on leave of absence or sick 216 as officers on the active list, and, if death occurs while on active duty status, while on leave of absence, or sick, their dependents shall not be deprived of the six months' gratuity pay. (pars. 146 and 713.) (37 U.S.C. 115.) (a) In computing the service of retired officers on active duty for all pay purposes, all service, including inactive service on the retired list, shall be counted. 745 Pay vouchers of retired officers. — The following certificate must be pre- pared, signed and forwarded with each Pay Voucher (Form 7) submitted by a retired officer: "This is to certify that aside from the position of a commissioned officer (Retired) in the Coast and Geodetic Survey I have not during the period *( to , inclusive,) held a civilian office or position, appointive or elective, under the United States Government or the municipal government of the District of Columbia, or under any corporation the majority of the stock of which is owned by the United States." *The inclusive dates are to cover the current month for which the voucher is submitted. 746 Holding other office. — Unless otherwise provided by lav/, retired officers whose retired pay amounts to $2,500 per annum are prohibited from holding any other compensable Federal office unless (1) elected thereto, or (2) ap- pointed by the President with Senate confirmation, or (3) retired because of battle injuries or incapacities incurred in line of duty. (5 U.S.C. 62.) 747 Officers commended for performance of combat duty. — All officers of the Service who have been specially commended for their performance of duty in actual combat by the head of the executive department under whose juris- diction such duty was performed, shall, upon retirement, be placed upon the retired list with the rank of the next higher grade and with three-fourths of the active-duty pay of the grade in which serving at the time of re- tirement. (33 U.S.C. 864e.) 217 CHAPTER 36 Travel, General Requirements 751 Authority for travel. — No allowance shall be paid for traveling expenses unless they are incurred under orders originally issued by the Director or in case of emergency approved by him. Payment cannot be made for expenses of travel incurred prior to the date of the approved orders. (a) The Director may authorize a commanding officer or chief of party to issue orders to persons under his charge to travel between specified points. Such orders must contain a reference to the Director's authorization, and four copies shall be forwarded to the Washington Office. (b) Orders authorizing travel of commissioned officers or other personnel of the Bureau for attendance at scientific meetings require the approval of the Secretary of Commerce. (c) All orders involving transportation of the immediate families of civ- ilian personnel must be approved by the Secretary of Commerce. 752 Form of orders. — Standard travel order forms, to cover the travel of com- missioned and civilian personnel, should be used whenever practicable. Par- ticular care must be taken to assure that the orders are complete in every de- tail, giving the effective date, duration, itinerary, purpose, mode of trans- portation, per diem rate if authorized, designation of points between which shipments are allowable when a change of station is authorized, appropria- tions and allotments to which the expenses incurred are chargeable, and any special provisions or remarks that are pertinent to the execution of the orders. (a) Travel orders for commissioned officers should be prepared on Stan- dard Form 784, Travel Order. (b) Travel orders for all civilian personnel should be prepared on Stan- dard Stock Form 107, Department of Commerce Travel Order. 753 Expenses authorized. — Officers and employees, other than commissioned of- ficers, shall be allowed the actual necessary expenses of transportation while in an official travel status. A per diem allowance in lieu of subsistence expenses may be authorized by the Director in accordance with the Stan- dardized Government Travel Regulations. 754 Reimbursement of expenses. — Reimbursement of expenses incurred for travel can be obtained only when the travel is (1) performed in the interests 219 of the public service, (2) authorized by the Director, (3) performed within the requirements of statute. (a) When travel is authorized, it is necessary to state on the orders whether or not the travel is performed for the convenience of the traveler as expenses incurred under travel orders cannot be reimbursed when an of- ficer or employee is transferred from one duty station to another for his own convenience. (b) When actual expenses of travel are allowed, such allowances for trans- portation shall not exceed the lowest first-class rate by the transportation facility used in such travel. (5 U.S.C. 73b.) (c) Travel expenses incurred on a mileage basis by an employee, other than a commissioned officer, traveling by means of his own conveyance are reimbursable only if prior authority has been obtained from the Director and they are in accordance with the Standard Government Travel Regulations. Statement of Travel on back of Standard Form 1012-Revised must be filled out. (d) All details of civil employees from places outside the District of Co- lumbia, for duty within the District of Columbia, except for temporary de- tails for duty connected with their respective offices, are prohibited. (5 U.S.C. 39.) (e) As an officer is not entitled to compensation until he has qualified in the manner required by law, he cannot be allowed traveling expenses be- fore taking the oath of office. (4 Comp. Treas. 11.) 755 Transportation requests. — When practicable, transportation requests shall be used to obtain all official transportation except for Pullman accommoda- tions for commissioned officers on a mileage status, where the amount involved is $1 or more but should not be issued to companies other than transportation lines commonly recognized as such. Transportation requests should never be used for unofficial travel. (a) Blank books of transportation requests will be issued to any bonded officer or employee and to any other employees upon written request of the Chief of Division concerned. Requests may be issued to any person having orders entitling him to official travel. When requests cannot be furnished in the field, they will be forwarded from the Washington Office when the orders are issued. (b) No request shall be issued until the travel is properly authorized. The person issuing a request may be held responsible for the cost of any transportation obtained that is found to be in excess of that authorized by law or regulation. (c) Books of transportation request forms are charged against the per- son to whom issued and must be guarded as carefully as blank Treasury checks. When all requests in a book have been issued, the cover shall be forwarded to the Chief, Division of Personnel and Accounts, for credit. (d) Upon disbanding a party or at any other time that a person has no 220 immediate need for transportation requests on hand, they should be returned for credit and reissue. 756 Preparation and issue of requests. — A transportation request is an order by proper authority on the prescribed standard form for specified passenger, sleeping-car, parlor-car, stateroom, or other commonly recognized transporta- tion accommodations, including established autobus or airplane. They are to be presented by persons traveling on official business to transportation com- panies in the United States and steamship lines having ports within the United States for exchange for accommodations. (a) Toll charges over private bridges and ferries should be covered by transportation requests when the amount is in excess of $1 unless refusal of the request is made by the owner or his agent. When a party is sta- tioned in a locality for a long period it is permissible to have a running monthly account for ferry and toll charges. The use of transportation re- quests in such cases is not required. (b) A transportation request must be issued complete in all details (ex- cept for the signature of the person acknowledging receipt of the transpor- tation) and all information called for on the form must be furnished. Both copies shall be signed by the person issuing the request. (c) Transportation requests must not be altered except as provided for in paragraph 2 on the back of the request. Requests otherwise altered will not be accepted by the transportation company. (d) All copies of transportation requests spoiled or canceled, together with the memorandum copies, shall be marked "Canceled" and forwarded to the Washington Office when the book cover is returned. (e) A separate request shall be issued for parlor, chair, or sleeping car accommodations. (f) If no delay en route is authorized for the convenience of the traveler, the transportation request must be issued for one standard first class ticket over the shortest usually traveled route between the points of duty designated in the orders. When the fare is the same over different routes, the routing may be in accordance with the preference of the person traveling. The ur- gency indicated in the orders will govern the traveler in the selection of the route. (g) If delay en route is authorized to an employee for his own conven- ience, transportation requests may be issued for component parts of the journey, but the excess over what it would have cost over the most direct route must be paid by the traveler. (h) When round trip, party, or other special rates are applicable, the person or persons traveling will be allowed only the reduced rates, and such special tickets shall be specified in the transportation request. (i) When a request is issued for a party (more than one) it should be drawn in favor of the person in charge of the unit and the number of addi- tional persons traveling, as "John Doe and 12 others." If more than one person is named on the face of the request, all who are named are required 697587—47—15 no-| to sign the receipt. A list giving the names of all persons traveling on the request, if more than one, should be shown on or attached to the carbon copy of the request together with a statement of the ages of those traveling half fare or free. (j) When requests are issued for staterooms on river or coastwise steam- ships, where the staterooms are a separate charge, the specific value of the room authorized must be inserted on the request and shall not exceed the minimum first-class rate. If it is impracticable to determine what sleep- ing accommodations are available, the words "Not to exceed lowest rate first class" must be inserted on the request. Accommodations on steamers should be applied for at the earliest practicable moment after receipt of travel or- ders. Any additional cost resulting from unnecessary delay in securing ac- commodations shall be borne by the traveler. (k) If a traveler leaves a train or other conveyance short of the destina- tion of ticket after having surrendered the ticket, he must secure a signed statement of the facts from the conductor or person in charge of the con- veyance. A statement must also be furnished by the traveler for each interrupted air trip in the course of which the ship is grounded or any part of the air trip is canceled short of the destination, such statement shall in- clude a description of the accommodations furnished upon resumption of travel. These statements shall be forwarded immediately to the Chief, Divi- sion of Personnel and Accounts, through the person who furnished the re- quest, giving the serial number of the requests involved. (I) Unused tickets or portions thereof, when secured on transportation requests, must be forwarded immediately to the Washington Office, through the person issuing the request, with an explanatory statement as to why the tickets or portions were not used. Cancellations of Pullman reservations must be made prior to the departure of the train. When this is nec- essary the employee must obtain the name or identification symbol of the transportation employee making the cancellation and note this information on the reverse side of the ticket before forwarding it to the Washington Office, for credit. Under no circumstances shall an employee attempt to secure a refund from a transportation company for an unused ticket obtained on a Government transportation request. (m) No transportation request is necessary and none shall be issued for children (under 5 years) who are transported free of charge, and half -fare rates shall be specified for children 5 years and up to but not including 12 years of age. In issuing transportation requests to cover the transporta- tion of a wife and two children under 5 years of age, the transportation re- quest should specify a Pullman section, as an additional half -fare ticket is re- quired if a child or children traveling free occupy a berth in a section other than that occupied by a parent. (n) Each railroad transportation request furnished an outgoing or in- coming trans-Pacific traveler will specify "trans-Pacific." Each railroad ticket issued in compliance therewith will also be stamped trans -Pacific. (o) When a request is issued for transportation of a dependent child or children of a commissioned officer, the issuing officer shall obtain from the of- 222 ficer concerned the required certificate of dependency and forward it to the Chief, Division of Personnel and Accounts, (par. 777.) A similar certificate is required for travel of dependents of civilian personnel and copies of this form can be obtained from the Washington Office. (p) The number of each transportation request issued shall be endorsed on the orders authorizing the issue of the request. (q) Transportation requests shall not be issued for travel via Europe to an officer relieved from duty in the Philippine Islands and assigned to a station in the United States. (5 Comp. Gen. 358.) 757 Persons to whom transportation requests may be issued. — Transportation requests may be issued to the following personnel of the Bureau when such transportation is authorized in orders or allowed by regulation: (1) All civilian officers and employees including crew members and hands. (2) Commissioned officers when traveling under orders entitling them to mileage may use transportation requests for passenger fare only, as they are prohibited by law from using Government transportation requests for sleeping and parlor car accommodations under such orders. This shall not be construed to prohibit the use of transportation requests for passage on steamers, etc., when meals or staterooms are included in the cost of such passage. When orders specify actual expenses, transportation requests may be used by commissioned officers for all transportation costs. (3) Dependents of commissioned officers and civil service personnel, when a change of station is authorized in orders, are entitled to passenger and Pullman accommodations for the whole or any part of the journey over the shortest usually traveled route between the points specified in the orders. If travel by indirect route is authorized by the Director, the officer issuing the transportation request shall collect the excess cost from the person concerned when it exceeds that allowable by the most direct route. No transportation request shall be issued for travel of dependents outside the continental limits of the United States unless evidence of nonavailability of a Government trans- port shall be presented by the person concerned. 758 Instructions for traveler. — Upon receipt of a ticket, the traveler shall enter the value of the transportation furnished on the memorandum copy, sign the original and memorandum copies in acknowledgment of the ticket, with his title, and deliver the original to the ticket agent. He shall forward the memorandum copy to the Washington Office immediately upon completion of the travel, making a notation thereon in case he has not received the ac- commodations called for on the request. Before forwarding the request, the traveler should make a note for his use in preparing the travel voucher of the date of travel, number of the transportation request, points from and to which transportation was furnished, routing, and value. If the request is for more than one traveler the information required, as listed under paragraph 223 756 (i), shall be furnished with the memorandum copy. Where no expenses of travel are incurred other than those covered by the transportation re- quests, a statement to that effect will be made over the signature of the traveler and submitted with the memorandum copy of the transportation request. (a) When requests are used by dependents of an employee, the words, "wife of", or "dependent of", with the name of the employee shall be used in receipting for the transportation. A list of the names of the travelers, if more than one, together with a statement of relationship and the ages of dependent children shall be shown on the memorandum copy or on a sheet attached thereto. (b) If the passenger fare for the complete journey is covered by more than one request, the memorandum copy should bear suitable notation, such as "No. 1 of 3 requests Washington to San Francisco." (c) When tickets obtained on a transportation request are not used they should be forwarded to the Washington Office in accordance with the instruc- tions contained in paragraph 156(1). (d) If requested, the traveler will identify himself to the ticket agent by presenting an official card or other proper Government credentials. When a person presents a request signed by himself as issuing officer he should pre- sent it, still attached to the book, and show his identification card, to the ticket agent. (e) In order that travel vouchers may be promptly settled, it is imperative that the traveler comply with the required instructions and that the nec- essary details are shown on both copies of the transportation requests. 759 Lost or stolen transportation requests. — Particular care must be taken to safeguard Government transportation requests, as the value of the lost or stolen requests subsequently honored may be charged to the officer or em- ployee to whom they have been furnished. A report on lost or stolen re- quests should be immediately forwarded to the Washington Office and a copy of the report sent to the General Accounting Office. If the reported forms are subsequently recovered, they should be immediately canceled and for- warded to the Chief, Division of Personnel and Accounts. 760 Appropriation chargeable for travel expenses. — The cost of transportation furnished on transportation requests is chargeable to the appropriation cur- rent on the date the request is exchanged for a ticket and the contract thereby entered into with the common carrier, except in cases in which the traveler is entitled to reimbursement on a mileage basis with deduction for trans- portation procured on the request, in which event the appropriation charge- able with the mileage payment is chargeable also with the cost of transporta- tion. (9 Comp. Gen. 458.) (a) For transportation on steamships the appropriation to be charged is the appropriation current at the date the vessel is regularly scheduled to sail, 224 irrespective of when the ticket was actually purchased. (Comp. Gen. A-30477, April 16, 1937.) 761 Vouchers for reimbursement of travel expenses. — All claims for reimburse- ment of travel expenses, except mileage for commissioned officers, must be submitted on Standard Form No. 1012, shall be itemized, and stated in ac- cordance with the requirements as listed in the Standardized Government Travel Regulations. (a) Two copies of the orders authorizing the travel, showing all signatures and endorsements and duly certified as correct copies must be attached to each travel voucher. (b) The items in an account must appear in chronological order and all charges for the period covered must be included. The hour of boarding a train and arrival at a destination, both at intermediate points and at the final destination, must be stated. (c) All expense accounts must be supported by receipts as required by Section XI of the Standardized Government Travel Regulations. The receipts must be numbered consecutively, commencing with number one for each ac- count. Where claim is made for transportation obtained with cash, the ex- pense account must show the name or initial of the transportation company. Claim for first-class fare will not be allowed unless accompanied by Pullman receipt. (d) The traveler must sign the original travel voucher certifying that it is a true and just account of all expenses incurred in performing travel on official business. 762 Air travel. — In the absence of a clear showing as to the need therefor, a Federal employee or dependent is not entitled to reimbursement of the extra cost of performing travel by air. When official travel is directed by air, no discretion being given the officer or employee as to such travel, reim- bursement to the employee of the cost of such travel, or payment to the transportation company if the transportation is furnished on transportation requests, is authorized. If the need for such travel is not satisfactorily es- tablished the excess cost of such transportation shall be collected from the person directing the travel. (a) The lowest first-class transportation over the usually traveled route between the points involved has long been established as the basis for the reimbursement of Government officers and employees for the expenses in- curred on official travel. In order to authorize the use of a more expensive form of transportation, there must be shown some special emergency or ex- igency of the service. 763 Local field travel. — Local field travel shall be confined to the immediate locality of the field work. When the distance to be traveled is more than 50 miles from the locality of the field work, specific authority must be 225 obtained if practicable. When local field travel is authorized in orders and an amount approved in the estimates for such expenditures, a chief of party is authorized to travel or to authorize members of his party to travel within the limits specified for local field travel. Only in emergencies will travel in excess of 50 miles be approved by the Director and an explanation of the necessity must be submitted to warrant the expenditure and show that circumstances existed which made it impracticable to obtain prior authority. (a) Employees receiving commutation or a per diem in lieu of subsistence expenses are not entitled to actual expenses connected with local field travel, other than fare. (b) In general, local field travel will include transportation only, as em- ployees absent on short trips during working hours are not considered in a travel status. (c) When employees are sent on duty away from the main party, the chief of party should issue written orders (par. 752), specifying the travel to be performed and quoting from the Director's orders authorizing the travel. The extract from the Director's orders must be certified by the chief of party. (d) Expenditures for local field travel should preferably be accounted for on a personal voucher of the chief of party, using Standard Form 1012. The traveler should submit receipts for expenditures in the name of the chief of party, who will reimburse him for them. The chief of party will include these receipts with his personal voucher. In case tickets for trans- portation are purchased by the chief of party for members of his party, he should obtain receipts from those to whom, furnished. 764 Traveling to duty station. — An appointee is not entitled to expenses incurred in traveling to his first post of duty except when his appointment specifically provides for such expenses. (a) Transportation may be furnished a shipped member of a crew from the point of shipment to the location of the vessel. 765 Leave of absence en route. — When authorized in orders, officers and em- ployees will be allowed to stop en route or to travel by an indirect route between the points specified provided no additional expense to the Govern- ment is incurred. Reimbursement for travel will be based on the charges that would have been incurred by the most economical route of travel. When leave of absence of any kind is taken while in a travel status, the ex- act hour of beginning and terminating leave must be shown on the travel voucher. 766 Travel expenses and commutation when interwoven. — When charges for actual expenses while traveling become interwoven with charges for com- 228 mutation upon any particular day, an adjustment must be effected on the basis of four parts to a day, breakfast, luncheon, dinner and lodging, the day beginning with breakfast. There must be no overlapping of charges for actual expenses and for commutation. 767 Travel on American ships. — Any officer or employee of the United States traveling on official business overseas or to or from any of the possessions of the United States shall travel and transport his personal effects on ships registered under the laws of the United States where such ships are avail- able unless the necessity of his mission requires the use of a ship under a foreign flag. No allowance for travel or shipping expenses incurred on a for- eign ship will be credited in the absence of satisfactory proof of the necessity thereof. (46 U.S.C. 1241.) (a) In order to avoid a possible disallowance, it is advisable that, except in cass of an emergency, permission to travel on a foreign vessel should be obtained from the Washington Office. A detailed explanation for the neces- sity must be furnished. (b) Although the law specifies any officer or employee, it is construed to apply to all dependents when their transportation is paid by the Gov- ernment. 768 Army transport accommodations. — -Army Regulations 30-1195 provide that: (a) Berthing accommodations and mess privileges will be assigned officers and others traveling under orders in accordance with rank. Civilian em- ployees of all departments of the Government assigned to first-class ac- commodations will be considered to rank with warrant officers. (b) Commissioned personnel of the Coast and Geodetic Survey will in general be assigned the same accommodations as the corresponding grades of the Army. (c) Dependents (except servants) accompanying the head of the family will be assigned quarters in accordance with his relative rank. Those not accompanying an officer will receive accommodations in accordance with his relative rank, provided the dependents are a wife or mother, or those ac- companying a wife or mother. All other dependents traveling will take pri- ority among themselves in accordance with the relative rank of their respec- tive heads of families, but after persons traveling under orders and certain other Army personnel have been provided for. (d) Berthing accommodations assigned one family, except for personnel changing station under orders or serving at a foreign station, will not exceed those normally provided for three adults. 769 Dependents not entitled to subsistence. — Dependents are not entitled to subsistence at the expense of the Government while traveling. This shall not 227 cause a reduction to be applied when dependents are furnished staterooms and meals when same are included in the regular steamship fare. 770 Baggage allowance for trans-Pacific travel. — An arrangement has been made with carriers whereby the following baggage allowance is authorized en route to or from trans-Pacific destinations: Free allowance of 350 pounds of personal baggage on an adult ticket, and 175 pounds on a half-ticket, will apply for traffic en route to or from trans-Pacific destinations on permanent change of station only, where the passengers use Government transport or commercial steamer; * * * (a) for officers, (b) for wives, dependent children, and dependent fathers or mothers * * * *. (a) The above allowance is the weight allowed on overland commercial tickets in connection with trans-Pacific transportation. If the commercial baggage allowance is reduced, a corresponding reduction for overland Govern- ment traffic will be made. (b) Outbound passengers who are to travel on Government transports to a trans-Pacific port will present at the time baggage is offered for checking a through railroad ticket (stamped "Trans-Pacific") to point of embarka- tion, and a certificate from the officer issuing the transportation request cer- tifying that the holder is a trans-Pacific passenger via a United States transport, and stating the ultimate trans-Pacific destination point and the serial number of the transportation request covering rail transportation. (c) Inbound passengers will present at the time baggage is offered for checking a through railroad ticket (stamped "Trans-Pacific") to point of embarkation, and a certificate from the officer issuing the transportation re- quest certifying that the holder is a trans-Pacific passenger via a United States transport, and stating the ultimate trans-Pacific destination point and the serial number of the transportation request covering rail transportation. 771 Tax exemptions. — The Revenue Act of 1943 imposed a tax of 15 per cent on amounts paid within the United States for transportation of persons by common carrier within or without the United States when the amount paid is in excess of 35 cents. Only transportation facilities furnished to the United States on Government transportation requests (Standard Form 1030) are exempt from this tax. Transportation requests properly executed are suf- ficient evidence for exemption of travel thereunder. 228 CHAPTER 37 Travel, Commissioned Officers 776 Information to be furnished the Washington Office. — Upon receipt of orders designating a permanent change of station, a commissioned officer shall im- mediately furnish the following information either on the "Estimate of Travel Expenses" form or by separate letter: (a) Names and ages of dependents who are to be transported at Gov- ernment expense and the probable date and cost of such travel. If travel by dependents is to be other than by shortest route or between points other than those mentioned in orders, give details. If no dependents are to be transported, a statement to that effect shall be furnished. (b) A certificate shall be furnished on the prescribed form for the ac- counts of the Chief, Division of Personnel and Accounts establishing the de- pendency of any children to be furnished transportation or payment therefor, (par. 777.) (c) The number of shipments (not boxes) of household effects which will be made, the points from which to be shipped, and the destination. If no shipments are to be made, this fact shall be stated. (d) All transportation requests for the travel of dependents under one change of station and all the bills of lading used in transferring household effects must be received at the Washington Office before an account for such travel or transportation of household effects can be adjusted. When a bill of lading or transportation request is received at the Washington Office, it is impossible to determine whether the travel or transfer has been com- pleted or whether additional bills of lading or transportation requests have been used, unless the information specified has been furnished by the officer concerned. (e) The information specified is required for several purposes. First, to reserve an allotment balance to cover the expenditure; second, to protect the officer from incurring expenses which will not be allowed; third, for proper audit of travel vouchers; fourth, to handle bills of lading and trans- portation requests in accordance with the requirements of the General Ac- counting Office; and fifth, in certain cases, for the issue of the transportation requests. 777 Certificate of dependency of children. — An officer applying for a request for transportation for dependent children on a permanent change of station shall furnish the issuing officer with a certificate of dependency in the form shown below. A similar certificate shall also accompany or appear on each voucher submitted for reimbursement of commercial cost of transportation. "I . , certify that / 1S \ my (are) 229 child , will be years of age, re- ( Legitimate step - adopted) spectively, at next birthday, and ; ls a mei * 1 er > f my household; that said (are members) (child is) no j. p 0Ssesse( i f property or income adequate for y s / (children are) (their) support and education; that , } l ls ' not the beneficiary, or beneficiaries, (they are) either directly or through others, of any trust or estate entitling ■ J ' (them) to income adequate for/, 1 v support and education; that said, % \ -■■ 1S ' . (their) (children are) in fact now and at all times solely dependent on me; that in all respects I maintain the ' c 1 ' at my own expense and from my own resources and (children) am not reimbursed therefor directly or indirectly in any manner or form whatsoever; and that evidence of the , ; c * s f . dependency upon me and (children's) my maintenance of ; ' has been filed with my pay accounts and is (them) hereby made a part hereof." In the case of officers drawing rental and sub- sistence allowances with dependents, including a wife, the latter clause may be omitted. 778 Mileage. — Commissioned officers traveling from point to point within the United States under competent orders shall receive a mileage allowance at the rate of 8 cents per mile, the distance to be computed by the shortest usually traveled route. (37 U.S.C. 112.) (a) Authorized mileage will be computed over the shortest usually trav- eled route between the points designated in the orders. In making this com- putation the Official Mileage Tables of the War Department shall govern; supplemented when necessary by official railway or steamship tables of distances, or by computation made at the Washington Office based on official charts and maps. Mileage allowance is in lieu of traveling expenses, and therefore when traveling under a mileage status no traveling expenses can be allowed. For travel outside the limits of the United States in North America and in Alaska, actual expenses are prescribed by law, and mileage cannot be paid. For travel repeatedly between two points, actual expenses may be authorized. For short trips, an officer must actually be in a travel status to be entitled to mileage or actual expenses, but cost of transporta- tion is a proper charge on such trips. (I) Travel between the United States and Alaska is not considered travel outside the limits of the United States in North America, and mile- age for such travel performed by a commissioned officer under proper orders will be allowed. (6 Comp. Gen. 675.) (par. 183(c).) 230 779 Travel by Government or privately owned conveyance. — When travel is per- formed by Government or privately owned conveyance, distances will be computed on the basis of the shortest usually traveled highway distance be- tween the points of travel a^ shown by standard highway or mileage guides, provided that where such distances are in excess of those shown in the Official Mileage Tables of the War Department the latter distances will govern. In computing distances to remote places which are not shown on standard highway guides, speedometer readings will be the basis for such distances. (a) In connection with travel performed by privately owned conveyance, time consumed in excess of that by usual means of transportation must be covered by leave of absence. 780 Mileage on leave status. — When the station of an officer is changed while he is on leave of absence, he will on joining the new station be entitled to mileage for the distance to the new station from the place where he received the order directing the change, provided the distance be no greater than from the old to the new station; but if the distance be greater he will be entitled to mileage for a distance equal to that from the old to the new station only. (a) An officer under orders to change station who, before joining the new station, avails himself of a leave of absence and, during the continua- tion of the leave another station is designated, is, on joining the last-named station, entitled to mileage from the station he left to go on leave to the last-named station. (19 Comp. Dec. 418.) (8 Comp. Gen. 524.) 781 Deductions from mileage. — Existing laws providing for the issue of trans- portation requests to officers of the Army traveling under competent orders, and for deduction to be made from mileage when transportation is furnished by the United States, are made applicable to commissioned officers of the Coast and Geodetic Survey. (37 U.S.C. 112.) The law governing the issue of transportation requests to officers of the Army and deductions from mile- age states that: "Payment and settlement of mileage accounts of officers shall be made according to distances and deductions computed over routes established and by mileage tables prepared by **** the Army under the di- rection of the Secretary of War. *** Officers who so desire may be furn- ished under their orders transportation requests for the entire journey by land, exclusive of sleeping and parlor car accommodations, or by water; and the transportation so furnished shall, if travel was performed under a mileage status, be a charge against the officer's mileage account, to be de- ducted at the rate of 3 cents per mile by the officer paying the account. (10 U.S.C. 870.) (a) In accordance with the provisions of law, when a commissioned officer performs travel under orders which entitle him to mileage, he may use Gov- 231 ernment transportation requests for the procurement of passenger tickets, but not for sleeping or parlor car accommodations or for berths or state- rooms on board vessels for which a charge is made in addition to the author- ized tariff for passage only. The transportation so furnished shall be a charge against the officer's mileage account to be deducted at the rate of 3 cents per mile. (b) When transportation is furnished over a circuitous route for the of- ficer's convenience, a deduction of 3 cents a mile is required for the total distance for which transportation has been furnished. (c) When transportation is furnished over one of two or more competitive routes which equalize their charges to the Government with the official route, the deduction for transportation furnished will be the same as for travel over the established official route. (7 Comp. Gen. 802.) (d) If delay en route is authorized in an officer's orders and the journey is broken by stopover for the officer's convenience, there will be deducted not only 3 cents per mile for the total distance in accordance with paragraph (b) but also the excess over what it would have cost the Government by unbroken travel. (e) When a commissioned officer proceeds by Government conveyance un- der proper orders which entitle him to mileage, a deduction of 3 cents a mile shall be made. (f) If the transportation furnished by the Government is a private con- veyance under hire, the cost of such transportation shall be deducted from the mileage allowances. (g) Transportation requests may be used for obtaining passage by water, even if berth or meals are included in the cost of passage. 782 Voucher for mileage. — Accounts for mileage shall be submitted on Stan- dard Form 1071, accompanied by two certified copies of the orders under which the travel was performed. The orders must bear endorsements showing the date of detachment, the date of reporting at new duty station, and the number, value and routing of each transportation request used. (a) A voucher for mileage will not be settled until memorandum copies of all transportation requests, properly filled out, have been received at the Washington Office. The routing must be shown in detail. (b) When the voucher for mileage does not show that transportation re- quests were used for the entire journey, the officer must certify on copies of orders accompanying the voucher whether or not any portion of the travel for which mileage is claimed was performed in Government conveyance (Government-owned or hired), or transportation requests. (c) When a traveler is entitled to reimbursement on a mileage basis, with deduction for transportation procured on a request, the appropriation chargeable with the mileage payment is chargeable also with the cost of transportation. 232 783 Actual expenses and per diem allowance. — Payment for expenses of travel as distinguished from mileage shall be made in accordance with the following: (a) Actual expenses only shall be paid for travel under orders in Alaska and outside the limits of the United States in North America. (37 U.S.C. 112.) (b) Commissioned officers performing travel by Government-owned vessels for which no transportation fare is charged shall be entitled only to reim- bursement of actual and necessary expenses incurred. (37 U.S.C. 112.) (c) Actual and necessary expenses only shall be allowed when the travel is to be performed repeatedly between two or more places in the same vicinity. (37 U.S.C. 112.) To make it allowable to charge actual expenses for travel between points in the United States the points must be in the same vicinity as determined by the Director, the travel must be performed repeatedly and actual expenses must be authorized in the orders. In addi- tion, the officer must be in a travel status, (par. HS(a).) (d) Commissioned officers traveling under orders which entitle them to transportation, or transportation and subsistence as distinguished from mile- age, who are authorized by the Director to travel by privately-owned con- veyance, shall be entitled, in lieu of transportation by the shortest usually traveled route now authorized by law to be furnished in kind, to a money allowance at the rate of 3 cents per mile for the same distance. (37 U.S.C. 112.) (e) Except as specified in subparagraph (h), reimbursement of actual and necessary subsistence shall not exceed $7 per day. (37 U.S.C. 112.) (f) In lieu of subsistence to which an officer may be entitled for travel under an actual basis as noted in this paragraph, a per diem allowance may be authorized during the period he is away from his designated post of duty traveling on official business. The per diem allowance shall not be author- ized for travel in the United States except for travel to be performed repeat- edly as stated in subparagraph (c) above; and for duties under competent orders requiring travel by air as stated in subparagraph (h) below; but may be authorized for any travel, whether repeat or otherwise, in Alaska and abroad. The per diem allowance shall be paid only when specifically author- ized in the travel orders and shall be at the rate of $7 per day; except when the Director may decide that an amount less than $7 per day is sufficient under the circumstances or the duty. (g) When in the local field of work transportation only is allowed. (h) Commissioned officers engaged on duties under competent orders which require travel by air, shall in lieu of mileage or other travel allowances, be allowed and paid their actual and necessary travel expenses not to exceed $8 per day, or, in lieu thereof, per diem allowances at rates not to exceed $7 per day. (par. 789(a).) 784 Claims for actual expenses. — Unless otherwise provided in these Regula- tions the expenses prescribed in the Standardized Government Travel Reg- 233 ulations for civilian officials and employees are authorized for commissioned officers of the Coast and Geodetic Survey when traveling under the conditions stated in paragraph 783, when actual and necessary expenses are allowed. (a) Expenses for mess while traveling on an actual expense basis on a Government vessel are authorized, (par. 783(b).) (b) Claims for reimbursement of actual expenses for commissioned of- ficers shall be submitted on Standard Form 1012, properly itemized and supported by the receipts required in these Regulations. 785 Officers electing route of overseas travel. — Commissioned officers serving at remote stations outside the continental limits of the United States who may elect and be authorized to return to the United States by other than the short- est usually traveled route will be reimbursed the cost that would have been in- curred by the Government in furnishing direct transportation to the United States and mileage within the United States to the final destination to which ordered, provided that such cost does not exceed the traveling expenses and mileage via the shortest usually traveled route. (5 Comp. Gen. 358.) (a) If a Government transport is available the officer is entitled only to payment of what his expenses would have been on the Government trans- port, plus his mileage for ordered travel in the United States. (b) When a Government transport is not available, the officer is entitled to payment of what it would cost the Government to transport him by com- mercial vessel by the most direct route, the accommodations being limited to the lowest-priced first-class rate plus mileage for ordered travel in the United States. 786 Home port. — Each vessel of the Coast and Geodetic Survey shall have a home port, to be fixed by the Director. 787 Home station and change of station. — Commissioned officers not attached to a District Headquarters, or a vessel of the Bureau, shall be assigned by the Director to a home station, and a change in designation of his home station shall constitute a permanent change of station. (a) The term "permanent station" shall be construed to mean the place on shore where an officer is assigned to duty, or the home port of a vessel on board which an officer is required to perform duty, under orders in each case which do not in terms provide for the termination thereof. (37 U.S.C. 112.) (b) When an officer is ordered from the Washington Office, or from any shore assignment to a vessel, not* for temporary duty, such a change shall constitute a permanent change of station, unless the home port of the vessel to which the officer is ordered to duty is identical with the home station of the officer at the time of the transfer. 23# (c) When an officer is transferred from a vessel of one home port to a vessel of a different home port, not for temporary duty, such a change shall constitute a permanent change of station. (d) Assignment of an officer from one vessel to another of the same home port does not constitute a permanent change of station. (e) A change of home port of a vessel constitutes a permanent change in station for commissioned officers attached to that vessel. (37 U.S.C. 112.) (f) When a commissioned officer is transferred to a District Headquarters, not for temporary duty, other than at the officer's home station, such a change in assignment shall constitute a permanent change of station. (g) Unless otherwise designated by the Director, the home station of an officer receiving his first commission in the service shall be Washington, D. C. 788 Travel of retired officers. — An officer upon retirement from active duty may select his home and is entitled to payment for mileage for travel thereto, provided the orders are issued prior to the retirement and the travel is per- formed within a reasonable time. He is also entitled to mileage for travel performed in joining his station when recalled to active duty or upon relief therefrom if performed under orders. (a) Travel performed by an officer to his home within one year from the date of his retirement or relief from active duty is within a reasonable time. (8 Comp. Gen. 327.) 789 Travel by air. — The travel must be a continuous journey by air. A con- tinuous journey by air is defined as any journey made in an aircraft by orders of competent authority, from and return to the place of initial depar- ture or to other final destination specified in the orders, which requires one or more landings. Any stop, except necessary delays, in any one locality must not exceed 72 hours and where it has been determined in advance by the officer issuing the order and he has so stated in the order, that the duties as- signed en route are exceptional and will probably require more than 72 hours for their performance, a longer stop, not exceeding 10 days, in a con- tinuous journey by air may be authorized. (11 Comp. Gen. 437.) (a) Travel status ends upon arrival at a temporary duty station if the stop for the performance of duty exceeds 72 hours or exceeds a greater stop for the performance of duty when authorized in orders as provided above. A travel status so terminated does not again revive until the actual commence- ment of travel thereafter, (par. 183(h).) (b) Necessary delay during a continuous journey by air is defined as a delay incident to one or more of the following conditions: (1) unfavorable weather conditions, (2) necessary repairs to aerial equipment. 790 Aerial survey travel. — A per diem not to exceed $7 is allowed for the ac- tual time consumed while traveling by air in connection with aerial sur- 235 veys, photographic missions and flight checking of aeronautical maps and nautical charts, or on other Government projects. (a) The personnel must be specifically assigned to the performance of aerial survey duty and no per diem is payable when the permanent station is used as a base during the survey. Travel time begins with the day the permanent station is left, and ends with the day of return to the permanent station. (b) Unless otherwise specified, not less than one-fifth of the authorized per diem rate will be deducted for each meal and/or lodging furnished with- out charge by a Government agency. 236 CHAPTER 38 Transportation of Dependents, Commissioned Personnel 796 Transportation of dependents. — When any commissioned officer having de- pendents is ordered to make a permanent change of station the United States Government will furnish transportation in kind to his new station for such dependents. The term "permanent station" shall be interpreted to mean a shore station or the home port of the vessel to which the person concerned may be ordered. A duly authorized change in the home port of a vessel shall be deemed a change of station. The transportation supplied the depen- dents of commissioned officers to or from stations beyond the continental limits of the United States, shall not be other than by Government transport, if such transportation is available. In lieu of transportation in kind author- ized for dependents, the payment in money of amounts equal to such com- mercial trasportation costs will be allowed for the whole or such part of the travel for which transportation in kind is not furnished when such travel shall have been completed. (37 U.S.C. 112.) (a) The term "dependent" shall include at all times and in all places a lawful wife and unmarried children under twenty-one years of age. It shall also include the father and mother of an officer provided he or she is in fact dependent on him for his or her chief support. The term "children" shall ^include stepchildren and adopted children when they are in fact dependent up- on the officer claiming dependency allowance. (37 U.S.C. 104.) (b) Transportation of dependents of retired personnel ordered to active permanent duty is authorized from the official residence of record to the first duty station and from the last duty station to the same official residence when released from active duty. (c) Transportation for dependents of retired personnel on active duty, when making a permanent change of station, is authorized as provided for regular commissioned personnel. (d) Transportation may not be issued for a nurse to accompany an infant dependent on a change of station, even though the infant is of an age for which no fare is required. 797 Maximum allowance for transportation at Government expense. — Under each permanent change of station transportation for dependents of officers entitled thereto is authorized from the permanent duty station from which de- tached to the permanent duty station to which ordered via a direct, usually traveled route. When the authorized travel is by rail dependents are entitled to first-class transportation and the authorized Pullman accommodations. When the authorized transportation is by water they are entitled to min- 697587—47—16 9Q7 imum first-class accommodations including stateroom. The maximum al- lowance, therefore, is the commercial cost of transportation indicated herein between the old and new station. (a) When travel is between points involving a less cost than from the old to the new station the difference in cost cannot be applied to the furnishing of transportation via a circuitous route, stop-overs, or Pullman accommodation in excess of the authorized accommodation. When travel is by water, ac- commodation in excess of minimum first class will not be furnished at Gov- ernment expense even though the cost by the authorized route, including Pullman accommodation, may be greater than the minimum first class by water. 798 Places between which travel is authorized. — When dependents are located at the old station transportation is authorized to the new station by any direct usually traveled route, except that between Washington, D. C, and Nor- folk, Virginia, the cost to the Government is limited to the cost via the steamship line. (a) The law requires that, in all cases, the travel of dependents must be incident to the change of station. Transportation for dependents from one temporary station to another, or to or from temporary stations, is not authorized. (b) If dependents are located at a point other than the old station, trans- portation is authorized to the new station but the cost to the Government shall not exceed the maximum allowance from the old to the new station. (c) Transportation is authorized from the old station to a place other than the new station but the cost to the Government shall not exceed the max- imum allowance from the old to the new station. The necessity for the,, travel must be made clear and that it is actually incident to the change of station of the officer. When transportation is requested to a place other than the new station the applicant must waive additional transportation on that change of station for the dependents concerned. (d) Transportation from a place other than the old station to a place other than the new station is not ordinarily incident to the change of station. However, if adequate reasons can be shown why such travel should be per- formed and it has been authorized in advance or subsequently approved, it may be furnished. The cost to the Government shall not exceed the cost from the old station to the new station. (e) When an officer's dependents travel to a temporary duty station at his expense, and that station becomes his permanent duty station under subsequent orders, claim for cost of transportation may be submitted. Sim- ilarly when a new permanent station is at a point beyond the temporary duty station, claim may be submitted for cost of transportation performed at his expense from the old permanent station. Reimbursement will be on the basis of through transportation by the direct route from the old to the new permanent station. (7 Comp. Gen. 664.) (f) A stop en route may be authorized but shall not be of such duration as to warrant the assumption that the officer has elected that place as the 238 residence of his dependents. Under (b) and (c) of this parargaph he may elect a place other than his new post of duty for a temporary destination for his dependents, but if the Government has furnished transportation (as on a Government Transportation Request) to that place selected by the officer, no claim for additional transportation is allowable, on the assumption that the Government has discharged its obligation. 799 Effective date. — Dependents are not legally entitled to transportation until the effective date of a change of station. 800 Time when transportation will be furnished. — Transportation for depen- dents will be furnished at any time after receipt of orders but prior to re- ceipt of subsequent orders involving another permanent change of station, provided the expense to the Government will not be increased over what would have been the expense at the time of the change of station or within a reasonable relation thereto. (5 Comp. Gen. 171.) (a) Dependents are not required to travel at the same time that the officer makes the change of station. In case dependents do not leave within 60 days after the change of station has been made, or if the travel is not to be accomplished in the same fiscal year, the Washington Office should be in- formed of the approximate date of travel and authorization obtained to delay the travel of dependents. (b) When the time between the effective date of an order for permanent change of station and the issue of a subsequent order for another permanent change of station is 60 days or less and the dependents have not performed travel on the first order, transportation is authorized to the final new station. (c) When the time between the effective date of the first order and the issue of the second order is more than 60 days and the dependents have not traveled on the first order, transportation is authorized only on the basis of travel from the first new station to the final new station. (d) When an officer has been detached, granted leave, and ordered to report to another station at the expiration of his leave, and the orders are changed before he reports at the new station, transportation of dependents is authorized only from the old station to the final new station. (e) When an officer has been detached but is not on leave, and modified orders are received en route, transportation for dependents is authorized from the point where the modified orders were received to the final new station. (f) Dependents' rights to transportation in kind accrues on the effective date of the order to make a permanent change of station and the officer's right thereto does not apply to dependents acquired after the effective date of the orders. (2 Comp. Gen. 712.) (g) The law does not authorize transportation at increased cost by reason of dependent's delay to travel, and where a child would have been transported 239 free of charge when orders became effective or within a reasonable time there- after, and the travel is not performed until the child becomes 5 years old or 12 years old, the increased cost of the child's transportation must be borne by the officer concerned. 801 Travel by circuitous routes. — The issuance of transportation for dependents or routings carrying a higher cost than that authorized is prohibited. Such travel will be performed at personal expense subject to claim for reimburse- ment of the authorized amount. (a) Even though an officer is authorized to stop-over en route, no addi- tional expense as a result of such stop-over by his dependents is authorized. 802 Railroad fares for children. — The usual rules covering children are: Chil- dren under 5 years of age accompanied by parent or guardian are transported free of charge; for children 5 years of age and under 12 years of age, one- half fare is charged; and for children 12 years of age and over, the full fare is charged. 803 Pullman accommodations. — Standard sleeping car accommodations are authorized for dependents of an officer, computed as a group traveling togeth- er and regardless of the hour of departure, mode of travel, or the fact that members of the group may travel at different times. The officer con- cerned may personally arrange for drawing-rooms or other Pullman accommo- dations, but must pay any added cost direct to the carrier. Accommodations must be by direct or equalizing route only, and as authorized herein, may be provided on transportation requests. Dependents of the officer shall be classi- fied into the maximum number of "pairs" and the minimum number of "indi- viduals" as provided, and furnished standard sleeping car (Pullman) accom- modations as scheduled, at the lowest possible cost to the Government. (a) "Pairs" are (1) two dependents Under 5 years of age regardless of sex; (2) two dependents same sex under 12 years of age; (3) two depen- dents (wife and one child), if child, either sex, is less than 5 years of age. (b) "Individuals" are dependents who cannot be paired for the reasons (1) the individual is 12 years of age or over (except wife), as indicated under "Pairs" (3); (2) the individuals are of opposite sex, and one or both are 5 years of age or over. (c) Maximum authorized accommodations for dependents are as follows: Lower Upper berth berth 1 Individual (no other dependents) 1 2 Individuals not capable of being paired 1 1 3 Individuals not capable of being paired 2 1 4 Individuals not capable of being paired 2 2 1 Pair 1 240 Lower Upper berth berth 1 Pair and 1 other individual 1 1 1 Pair and 2 other individuals 2 1 1 Pair and 3 other individuals 2 2 1 Pair and 4 other individuals 3 2 2 Pairs 2 2 Pairs and 2 other individuals 2 2 2 Pairs and 3 other individuals 3 2 3 Pairs 1 3 Each additional individual not scheduled above 1 Each additional pair not scheduled above 1 (d) Transportation requests issued for rail tickets will call for a sufficient number of tickets (whole or half) to enable the dependents to obtain Pull- man accommodations on the basis authorized under (c), observing the rule that a half fare is required for all children 5 years of age and under 12 re- gardless of the accommodations occupied. (e) In order to provide accommodations as specified under (c), it may be necessary in some cases to place a child under 5 years of age in an upper berth. Under provisions of existing railroad tariffs at least one-half railroad fare is required, in addition to Pullman charges for occupancy of an upper berth. In such cases the transportation request issued for the rail tickets shall call for the additional half fare for the child under 5 years of age and a notation placed thereon "half fare required for child un- der 5, account of occupancy of upper berth." (f) A separate ticket (whole or half) is required for each parlor car space occupied and therefore, a child under 5 years of age, occupying a sep- arate seat, will require a half-fare ticket. The number of seats to be oc- cupied by any given family will be determined and the required number of railroad tickets (whole or half) furnished, observing the rule that a half- fare ticket is required for all children 5 years of age and under 12. (g) When the total allowance for a family equals or exceeds the cost of a stateroom or drawing-room, a stateroom or drawing-room may be furnished, if desired. In case the cost exceeds the allowance, a stateroom or drawing- room may be furnished upon prior deposit of such excess cost with the officer issuing the transportation request. 804 Transportation afloat. — Transportation of dependents to or from stations beyond the continental limits of the United States shall not be other than by Government transport, if such transportation is available. The nonavail- ability of Government transport must be substantiated by the officer concerned. A written statement from the War or Navy Department to the effect that transportation is not available or other sufficient reasons must be submitted. When commercial transportation is authorized by water, it shall be via a vessel under the United States flag unless it can be certified that no such vessel is available, (par. 767.) 241 (a) On vessels having only cabin-class accommodation, cabin class will be considered first class. On vessels having more than one class of accommoda- tion, the term "second class" includes "intermediate", "cabin" or "tourist", when these terms are used to designate the next class of accommodation below first class. Sailing lists, rate sheets, and shipping agent will be freely consulted to determine the class of accommodation authorized in any particular case, and when there is any doubt the matter will be referred to the Washington Office for instructions. (b) Officers, irrespective of rank, and dependents will be furnished only lowest first-class accommodations. (c) When staterooms are not included in the ticket, such as coastwise, bay, or river travel, the maximum allowance is the minimum rate for an outside stateroom. (d) When dependents accompany officers, they will, in so far as prac- ticable, occupy the same stateroom. (e) When dependents travel alone, a stateroom will be furnished: For wife alone. For wife and daughter. For wife and male child under 12 years. For wife and two children under 12 years. For wife, daughter over 12, and child under 6 years. For wife, daughter over 12, and female child under 12 years. For one or two male children over 12 years accompanying mother, a separate stateroom will be furnished. 805 Use of transportation requests. — Transportation of dependents may be effected by the use of transportation requests for the complete journey or any part thereof. (a) When transportation requests are used for a continuous through journey, no travel voucher need be submitted. 806 Payment in lieu of transportation in kind. — When actual transportation or transportation requests are not furnished for transportation of depen- dents, the officer is entitled to a payment in lieu of transportation in kind, of an amount equal to the commercial cost thereof when the travel shall have been performed. Claim for reimbursement for all or such portion of travel performed by dependents as is not covered by transportation requests shall be submitted on Standard Form 1012, in the name of the officer concerned. The claim must be accompanied by: (1) Certified copy (in duplicate) of orders with all endorsements thereon. (2) Certificate giving full name of wife and child or children, together with age and sex of each child. (3) The names of old and new permanent stations. (4) The location of the dependents on the date the orders designating a permanent change in station were received by the officer, and if the destina- 242 tion is other than the new station, the name of the destination. (5) The dates between which travel was performed, giving dates of ar- rival at and departure from intermediate points and routing. (6) A certificate that transportation in kind has not been received and will not be requested. (7) A certificate that claim is in full for the portion of travel of de- pendents not covered by transportation request, under the orders attached. (8) A certificate of dependency of children (par. 777). (9) Receipts for fare and accommodations or a statement showing the complete route and the actual accommodations furnished. (10) The information required on the last page of Standard Form 1012 as to transportation requests used must be furnished on all claims for re- imbursement for dependent travel when any part of the journey is covered by transportation requests. (11) If travel is by automobile or other than common carrier the claim shall be submitted on the above form, and must give the information specified herein. When travel of dependents is by automobile, the officer is entitled to a payment equal to the cost of commercial transportation and accommo- dations such as Pullman. 807 Dependents not entitled to subsistence. — Dependents are not entitled to sub- sistence at the expense of the Government while traveling. This shall not cause a reduction to be applied when dependents are furnished staterooms and meals when same are included in the regular steamship fare. 243 CHAPTER 39 Transportation of Dependents, Civilian Personnel 811 Transportation of dependents. — Payment of the expenses of transportation of the immediate family of any civilian officer or employee who is transferred from one official station to another for permanent duty is authorized, when such expenses are not for a transfer effected for the convenience of the officer or employee. (Independent Offices Appropriation Act.) (a) Orders covering the necessary transportation must be approved by the Secretary of Commerce. 812 Establishment of official station. — The official station of each officer or em- ployee shall be established in the place or city in which or about which the person performs the major portion of his work. 813 Dependents. — The term "immediate family" shall mean any of the fol- lowing members of the officer's or employee's household: Spouse, children (including step-children and adopted children) unmarried and under twenty- one years of age or physically or mentally incapable of self-support regard- less of age, and dependent parents. 814 Certificate of dependency. — Before transportation requests can be issued for the travel of dependents of the officer or employee concerned, he must sub- mit a certified statement listing the name, family relationship and date of birth of each dependent for whom transportation is claimed. Dependent claims for any unmarried children over twenty-one years of age must be fully explained. Facts of dependency must also be shown in case of claims for transportation of dependent parents. Copies of the certificate form may be obtained from the Washington Office. 815 Allowance for transportation at Government expense. — Travel of depen- dents may be authorized from the last official station, or from any other point to the new station only, provided the cost to the Government does not exceed the cost of transportation by the most economical route between the old and new stations. 245 (a) The allowable expenses include all necessary official travel on rail- roads, steamboats, street cars, taxicabs and other usual means of conveyance. (b) The transportation of the immediate family of an officer or employee shall be subject to the provisions of the Standardized Government Travel Regulations. (c) Payment in lieu of transportation in kind is not permissible for de- pendents of civilian personnel, except as provided in paragraph 818. 816 Effective date of transportation. — No transportation requests will be issued or payments made on transportation charges incurred prior to the effective date of the orders authorizing a change of the official station of an officer or employee. 817 Period when transportation will be furnished. — Transportation for depen- dents of any civilian officer or employee will be furnished at any date within six months after the effective date of the transfer of the employee. Unless an extension of time is specifically authorized, payment of charges will not be authorized after that date. (a) Transportation cannot be authorized at an increased cost by reason of delay in dependents' travel. When any additional dependents are acquired subsequent to the date of orders or increase in the cost of transporting minors occurs, such additional costs must be paid by the officer or employee, (par. 800(%>.) 818 Use of privately owned conveyance. — When dependents of an officer or em- ployee travel independently of him, by privately owned conveyance, they may be reimbursed on an actual-expense basis, as distinguished from mileage, pro- vided the aggregate of allowable expenses does not exceed the cost of trans- portation available by common carrier by the most direct route. (a) Allowable expenses includes cost of gasoline, oil, garage rent, bridge, ferry and other tolls. (b) Receipts should be obtained for all expenditures and submitted with the travel voucher (Standard Form 1012). Exemption from payment of tax on gasoline in States providing such exemption must invariably be claimed. U. S. Government Tax Exemption Certificate (Standard Form 1094) shall be used for that purpose. When exemption is refused the vendor will cer- tify to this fact on Standard Form 1094 and the traveler will submit it, together with the original copy of the delivery slip, with the travel voucher. 819 Accommodations on trains and steamers. — The accommodations allowed de- pendents of civilian personnel shall be in accordance with paragraph thirteen of the Standardized Government Travel Regulations. 246 820 Transportation beyond the continental limits of the United States. — The transportation of dependents of civilian personnel beyond the continental United States shall be in accordance with paragraphs 767, 768, and 804. (a) Baggage allowance for trans-Pacific travel shall be in accordance with paragraph 770. 247 CHAPTER 40 Transportation of Household Effects, Commissioned Personnel 826 Authority. — Commissioned officers of the Service have the benefit of all existing laws applying to the Army and Marine Corps for the transportation of household effects. (37 U.S.C. 112.) 827 Conditions under which shipment is authorized. — Orders authorizing a change of station, permanent or temporary, will contain authorization to ship household effects in the amount corresponding to his grade as listed under paragraph 829. 828 Household effects defined. — The term "household effects" is interpreted to mean personal property and household effects which are exclusively the property of the officer ordered to make a change of station, or his family, and which were required or commonly used by the officer or members of his family previous to the shipment thereof and which are subject to uniform freight ratings. 829 Allowance of household effects. — The household effects that may be trans- ported upon change of station will not exceed, when prepared for shipment in accordance with the commercial usage of the carrier selected as the trans- porting agent, the following gross weights: Rear Admiral (upper half). Rear Admiral (lower half). Captain Commander Lieutenant Commander Lieutenant Lieutenant (junior grade).. Ensign Temporary change Permanent change of station of station Pounds Pounds 1,000 14,500 1,000 12,000 800 11,000 800 10,000 800 9,000 600 8,500 600 7,500 600 6,000 (a) No household effects shall be packed, crated, or transported at public expense until proper authority has been received. The required authorization is included on Form 784, Travel Order for Commissioned Officers. 249 (b) Officers on temporary duty are entitled, at public expense, to an al- lowance for packing and crating their household effects on temporary change of station as stated in the above table, and to transportation thereof from their permanent duty station to the place of temporary duty, and from one temporary duty station to another, or back to place of permanent duty. (c) An officer whose household effects at the time of his permanent change of station were in storage at his new station is entitled to reimbursement of the expenses of their removal from storage to his place of residence at the new station, provided the cost thereof does not exceed the cost of packing, crating, and transportation from the old to the new station. (5 Comp. Gen. 229.) (d) Coastal and overseas shipments shall be sent by Government trans- port whenever available and when shipment is made in a Government vessel the authorized allowance may be increased provided other Government mater- ial is not displaced thereby and provided no objection is made by the depart- ment operating the transport. Costs due to excess weight or packing must be paid by the officer, (par. 836 (d).) (e) Automobiles cannot be shipped as household effects. 830 Information required to be furnished by officer. — The Comptroller General requires certain information for expenses incurred under the authorization for transportation of household effects. Therefore, promptly upon the receipt of such authorization, the officer shipping his effects shall advise the Wash- ington Office of the total number of shipments (not number of boxes) that will be made, listing the points of origin and destination and probable dates of shipment. In cases where more than one shipment is to be made and con- ditions are such that complete information cannot be furnished immediately, the officer should advise the Washington Office when the first shipment is to be made and state that further shipments will follow. (a) Payment for freight must be made by the Government promptly upon receipt of the carrier's bill and the necessary supporting certificate must be made by the Washington Office with each account forwarded to the General Accounting Office. (b) Immediately upon any shipment being made, the memorandum bill of lading shall be forwarded to the Washington Office with a letter indicating final shipment or how many shipments are to follow, as the case may be. Failure to comply with this procedure may result in a disallowance. (c) Although no definite time is specified within which shipments must be made (except for officers retiring), all shipments should be completed within a reasonable time. 831 Professional books and papers. — Professional books and papers owned by an officer and certified to as being necessary in the performance of official duties may be shipped in the same manner as household effects. They shall be packed separately and listed on the bill as a separate item. 250 (a) When a permanent change of station is authorized, the weight al- lowances are in addition to those prescribed in paragraph 829. (b) When a temporary change of station is authorized, the weight of household effects plus professional books and papers must not exceed the weight limitations shown in paragraph 829. 832 Baggage carried free of charge. — The weight allowances for transportation of household effects are exclusive of baggage that may be transported free of charge by the transportation company under the regular fare. Such bag- gage shall not be transported to and from depots at Government expense. 833 Points between which shipments may be made. — A commissioned officer or- dered to make a change of station shall be entitled to have his authorized allowance of household effects, or any part thereof, packed, crated, and transported, at public expense, between the following points : (1) From last permanent station to new permanent station. (2) From last permanent shore station, either within or without the United States, to his home or storage in the United States, when ordered to sea duty or duty overseas. (3) From his home in the United States to his new permanent shore duty station, either within or without the United States, when ordered from sea duty or from duty overseas. (4) From his last permanent station to any points in the United States which he may designate, (par. 835.) (5) From any points in the United States to his new permanent station. (par. 835.) (6) Between two points in the United States, neither of which is a per- manent duty station, (par. 835.) 834 Home defined. — The word "home", except in cases of officers who retire or die, will be construed to mean the "usual residence" as recorded in the personnel files of the Bureau. 835 Limitation on costs. — When other than duty station is involved, as in any case under (4), (5), and (6) of paragraph 833, the cost of transportation shall be limited to that which it would cost to transport the same weight, within entitled weight allowance, from the last permanent station to the new permanent station via ordinary freight, at the lowest rate or cost, and at the agreed or declared value at which such lowest rate or cost is applicable. (a) When household effects are packed and drayed to a place of storage at station at which detached, any further movements at Government expense 251 under the same orders are limited to those items of service which were not availed of at the time of placing the effects in storage. Effects placed in storage on arrival at destination cannot be drayed, unpacked or uncrated thereafter at Government expense under the same orders. (b) When an officer ships less than his weight allowance and the rate is greater than that to which he is entitled at public expense, or if he ships more than his allowance and the rate is less than from his old to his new station, there can be no equalizing of costs. 836 Preparation of household effects for shipment. — The term "transportation of household effects" includes packing, crating, hauling of an officer's effects at the point of shipment, hauling and unpacking at the destination, including the cost of transportation between the points of shipment and destination. (50 U.S.C. 765.) (a) The cost that may be incurred for packing and crating will be limited to the actual cost necessary to have the work done in conformity with usual commercial practice. Any excess cost incurred by reason of packing and crating in a manner not customarily employed in commercial practice will be at the expense of the owner of the effects. (b) Unless a Government contract is available, competition must be se- cured covering packing, crating, and hauling household effects in the same manner as is required for the purchase of supplies. The bid proposal shall specify that packing and crating shall be done in conformity with the usual commercial practice. The prices for packing, crating, and hauling shall be requested at a unit price per hundred pounds. (c) Contracts for packing and crating, draying, or use of lift vans should contain provisions that (1) an inventory be furnished and (2) that the con- tractor will reimburse the owner for any damage sustained to effects due to improper performance of packing, crating or draying. (d) If excess weight or cost of packing is involved, the officer must fur- nish all information to determine the excess cost chargeable to him. (e) Vouchers covering costs for packing, crating and hauling involving a change of station may be paid by an Assistant Disbursing Officer if the weight shipped is allowable and payable by the Government. Vouchers cov- ering excess weights or packing costs shall be forwarded to the Washington Office for payment and, if possible, a refund check covering the excess cost should be attached to each voucher. (f) The cost of packing, crating, and hauling of weight in excess of the authorized allowance will be that portion of the total cost that the excess weight bears to the total weight. 837 Shipment of household effects. — Household effects will be shipped by Gov- ernment carrier when practicable. This also applies to transshipments. When it appears reasonably certain that Government shipment will not be avail- 252 able within 15 days from the date the effects are ready for shipment, they may be shipped commercially unless a greater delay is mutually satisfactory to the owner and the officer in charge of the Government carrier. Shipment by Government carrier will be charged against the weight allowance. When Government carrier is not available household effects may be shipped by the following methods: Rail, including freight forwarders for packed and crated shipments; water; moving van; freight forwarders for effects unboxed and uncrated except for packing of dishes, fragile articles, etc.; and express as provided under section c of this paragraph. (a) Shipment of household effects will be by rail, water or van at the low- est cost to the Government within each means of transportation without the comparative cost as between these different methods, except that shipment by van may be made by any available carrier offering van services and hav- ing published rates therefor on file with appropriate regulatory bodies. Ship- ments via van will be limited not to exceed 1200 miles without regard to com- parative costs. The owner must supply a bona fide street address or resi- dence or place of storage at destination for van shipment. (b) Shipment of household effects, unboxed and uncrated, except for packing of dishes, fragile articles, etc., by freight forwarder, where such ser- vices are procurable, is authorized provided such services do not exceed the cost of shipment of the same weight by ordinary freight. Freight forwarders will perform all of the services involved, i.e., packing of dishes, fragile items, etc., and necessary wrapping of articles for protection, at the residence of owner or place of storage, hauling of the effects to the railroad cars, loading therein (unboxed and uncrated except as indicated above), transportation to destination, and delivery of the effects from the freight car to residence or com- mercial storage at destination. (c) When certain items of household effects are required for immediate use in carrying out permanent change of station orders and shipment by ordinary freight will not serve the purpose, rail express shipment within the continental United States of not in excess of 500 pounds is authorized. The weight shipped by express will be charged against the weight allowance. (d) When household effects are shipped uncrated, a 25 per cent increase shall be added to the uncrated weight to determine the gross weight. The excess cost, if any, will be determined by deducting from the gross weight so computed the weight authorized by paragraph 829, the resulting difference to be prorated to the total amount charged for shipment. (17 Comp. Gen. 116.) (e) Bids for moving van service will not be required if published tariff rates and certificates as to Motor Carrier's Authority are on file in the Inter- state Commerce Commission; otherwise bids will have to be obtained for van movement. Van concerns should be required to furnish evidence as to the equipment they control and their ability to perform the services desired. 838 Overseas shipments. — Shipments of household effects to or from points out- side the continental limits of the United States shall be by Government trans- 697587—47—17 9KQ port if available. If not available they may be shipped by commercial steam- er (under United States registry if possible) but the officer concerned must furnish a certificate with the memorandum copy of the bill of lading showing the nonavailability of Government transport. (a) Authority for shipment by Army or Navy transport from the United States shall be obtained through the Washington Office. (b) When shipping by water beyond the continental limits of the United States, a bill of lading shall be prepared for only that portion covering over- land shipment. (c) The Philippine customs require a certificate of valuation with each re- quest for entry of incoming shipment of household effects. The necessary statement should be furnished the Manila Office if the officer will not be present when the effects arrive. (d) When shipments are made by transport from outside the United States to points within the country, other than the port of unloading, the owner of the effects shall make arrangements for transshipment to the final destination. (e) When customs examination at a port in the United States is to be made in the absence of the traveler, he must furnish the customs declaration in advance of the arrival of his goods. 839 Bills of lading. — All shipments of household effects will be made on Gov- erment bills of lading and the officer shall make sure that the forms are properly filled out. (a) The packages should be enumerated as boxes, crates, barrels, etc., and the contents should be described as household effects unless the commodity rate is lower. (b) The Consolidated Freight Classification requires that the following notation concerning valuation appear on the bill of lading: The agreed or declared value of the property is hereby specifically stated by the shipper to be not exceeding per pound for each article. The above notation must show a valuation at which the lowest freight rate is applicable unless the owner, in writing, requests a higher valuation, in which cases the higher valuation will be indicated on the bill of lading and the excess cost involved will be payable by the owner. On a bill of lading covering a shipment by moving van, under tariff rates on file in the Inter- state Commerce Commission, the agreed or declared value at the lowest rate applicable will be noted. (c) The weight of professional books and papers will be shown separately on the bill of lading. (d) When shipment is by Government transport the department operating the transport will prepare the bill of lading for the shipment in accordance with its regulations. 840 Shipment on measurement basis. — When household effects are shipped by commercial water carrier and transportation charges are assessed in whole 254 or in part on a measurement basis, the actual shipment within the authorized allowance of weight of household effects will be shipped regardless of cubic measurement of the shipment. 841 Damage to or loss of shipment. — Damage to or loss of household effects in transit is a matter for adjustment by the owner of the effects with the carrier, as household effects are not Government property. (15 Comp. Treas. 38.) Loss or damage for which a packing or dray age contractor may be responsible will be adjusted in the same manner. (a) Household effects are shipped at public expense at release valuation thus restricting the liability of the carrier for loss or damage. Officers will have to insure their household effects, at their expense, for such insurance coverage as they may desire. 842 Shipment of effects of retired officers. — Retired personnel when ordered to active duty or temporary active duty are entitled to shipment of their household effects, for a permanent or temporary change of station, from their homes of record to places of duty. If shipment is from a point other than home of record, the cost of shipment allowed will be from home of record to place of duty. Upon termination of active duty or temporary active duty, the permanent or temporary change of station allowances, as the case may be, are authorized between any points but limited in cost to shipment of the same weight within allowance from place of duty to home of record at time ordered to active duty. If no shipments have been made under previous change of station orders, such orders may be used in conjunc- tion with orders terminating permanent active duty but limited in cost to shipment from such previous duty station to home of record at time ordered to active duty. Shipment must be made within one year from termination of duty. 843 Effects of deceased officers. — Shipment of household effects of officers who die while on active duty is authorized from the last duty station or place of storage to such place as is designated as the home of the family or heirs of the deceased. Shipment will be restricted to a single destination. 255 CHAPTER 41 Transportation of Household Effects, Civilian Personnel 851 Authority. — The expenses incurred in the transfer of household goods and effects of civilian officers and employees are authorized when they are trans- ferred from one official station to another for permanent duty. (Independent Offices Appropriation Act.) Conditions governing shipments are prescribed by Executive Order. 852 Maximum weight allowances. — The actual costs of transportation of the household effects and other personal property of an employee with dependents, not in excess of 5,000 pounds gross, and of the packing crates, boxes, lift van or other temporary containers required for the shipment, shall be allowed. Employees who have no dependents living with them shall be entitled to the transportation of household effects and other personal property not in ex- cess of 2,500 pounds gross. Gross weight shall include the net weight of the property and the weight of the usual containers of the property, but shall not include the weight of packing crates, boxes, or lift vans which have no connection with the property except for the purposes of the immediate shipment and which do not constitute a continuing part of the property of the employee. (a) The gross weight of the property shall be computed as being 80 per cent of the combined weight of the property and the packing and crating used for shipment. In case of shipments involving transportation by vessel over all or part of the distance the gross weight of the property shall be computed as being 50 per cent of the combined weight of the property and the packing, crating, boxing, and lift van used for shipment. When ship- ment is by motor freight the gross weight of the property shall be the actual weight of the goods transported. (b) The following table of shipping allowances includes the maximum weight allowances under different methods of shipment: Method of shipment Shipment by vessel over all or part of route Shipment by rail only Shipment by motor freight only 257 Employees having dependents living with them Pounds 10,000 6,250 5,000 Employees having no dependents living with them Pounds 5,000 3,125 2,500 853 Volume allowances. — Where transportation charges are computed on a basis of measurement rather than weight, charges will be allowed regardless of the weight for not to exceed 29 measurement tons of 40 cubic feet each, inclusive of packing, crating and lift vans for employees having dependents living with them. Employees having no dependents living with them will be allowed charges for not to exceed 22 measurement tons. (a) When shipment must be made over such a route that the transpor- tation necessarily involves charges based upon weight over part of the dis- tance and upon measurement over another part of the distance the following conditions shall apply: (1) if the weight does not exceed the limitations pre- scribed in paragraph 852 payment shall be allowed for actual charges over the entire distance regardless of whether the measurement is in excess of the limitations imposed as listed for volume allowances; (2) if both weight and measurement are in excess of the prescribed limitations payment shall not be allowed for the excess by weight over that part of the distance where charges are based on weight, or for the excess by measurement over that part of the distance where charges are based on measurement. 854 Allowances for packing, crating, unpacking and uncrating. — The actual costs of packing, crating, unpacking, and uncrating shall be allowed provided that no charges shall be allowed on any of these items for effects in excess of the prescribed weight or measurement allowances. 855 Drayage allowances. — The actual costs of drayage to and from the com- mon carrier shall be allowed provided that in no case shall drayage costs be allowed where door-to-door common carrier rates are applicable. 856 Shipment of household effects. — Shipment of effects shall be by the most economical means, taking into consideration the costs of packing, crating, drayage, unpacking and uncrating. In computing comparative costs, the al- lowance which may be made for the saving of charges for packing, crating, drayage, unpacking, and uncrating resulting from the use of motor freight shall in no case exceed $2.50 per hundred pounds. The employee may, how- ever, have his effects moved by some means other than that determined to be most economical by paying the difference between the lowest available charges and the charges by the preferred means. (a) When the Director determines it to be in the interest of the Govern- ment he may authorize the shipment by express of articles required for im- mediate use at the new official station (excluding furniture or jewelry). The effects thus shipped shall not exceed 500 pounds for employees having de- 258 pendents living with them or 250 pounds for employees having no dependents living with them. 857 Bills of lading. — Shipments shall be made on Government bills of lading whenever possible. If a commercial bill of lading is used the employee will be reimbursed for transportation expenses (less taxes) actually and nec- essarily incurred within the prescribed limitations. 858 Excess costs. — If household effects or personal property in excess of the allowable amount is shipped with the authorized allowance the employee shall immediately upon completion of the shipment forward to the Chief, Division of Personnel and Accounts, an amount equal to the charge for the transportation of such excess. (a) Excess costs payable shall be computed from the total charges ac- cording to the ratio of excess weight to the total weight of the shipment. 859 Lift vans. — Charges for packing and crating and for transportation shall include expenses incurred in hiring, transporting, and packing lift vans when shipments are made in whole or in part by water, but shall not include charges in connection with any shipment of empty lift vans or for payment of storage charges or import duties on lift vans. 860 Items not included as household effects. — Household goods and other per- sonal effects shall not include groceries, provisions, wines, liquors, animals not necessary in the performance of official duties, birds, or automobiles. 861 Valuation on shipment. — The valuation of the property as declared for shipping purposes shall not exceed that at which the lowest rate for the method of shipment is applicable. If a higher valuation is desired, the em- ployee must assume all costs of transportation in excess of the charges at release valuation, (par. 841.) 862 Shipment from point other than last official station. — The expenses cov- ering transportation of household effects is allowable whether the shipment is from the last official station to the new one, or from a previous place of residence to the new official station, or partially from both. The expenses, however, shall in no case exceed the cost of shipment by the most economical route from the last official station to the new one. No expenses are al- lowable for the transportation of effects or property acquired en route from the last official station to the new one. 259 863 Time limitation on shipments. — Shipments of household effects authorized under a change of an official station must begin within one year of the effec- tive date of the transfer of the employee unless an extension is specifically granted by the Director. Under no conditions, however, shall payment be allowed for shipments made after two years from the effective date of the transfer of the employee. 864 Shipment on American vessels. — All shipments of household effects or property of an employee by water shall be made on ships registered under the laws of the United States where such ships are available. 865 Transfer for the convenience of employee. — If a transfer is made at the request and primarily for the convenience or benefit of an employee, no pay- ment shall be allowed from Government funds for the packing, crating, dray- age, transportation, unpacking, or uncrating of the household effects or other personal property of the employee. 866 Preparation of vouchers. — Vouchers covering costs incidental to any charges involving the movement of household effects shall be carefully examined by the person submitting them to see that they are complete in every re- spect. Where all the services rendered in connection with moving the house- hold effects of an employee are not covered by a single voucher, vouchers covering payment for subsequent charges shall bear a reference to prior vouchers. (a) When charges for transportation are based upon weight, the actual (not estimated) weights shall be shown. (b) Where services rendered cover, in addition to transportation, such other services as packing, crating, drayage, unpacking, and uncrating, the total charge for the services shall be itemized so as to show the charge for each service. (c) Where any part of the services was awarded as the result of compet- itive bidding, all original bids must be forwarded with the voucher, together with duplicate copies of the Abstract of Bids (Form 578) and Abstract of Agreement (Standard Form 1036). 260 CHAPTER 42 Procurement of Supplies 871 Purchases in general. — Supplies should be purchased from the Navy or other Government departments whenever practicable. Contracts which have been made by other Government departments and which permit delivery of services for this Bureau must be used if practicable. Certain articles of sup- plies must be purchased under contracts made by the Procurement Division, Treasury Department, or the Federal Prison Industries, Inc. When none of these methods is available it is necessary to advertise, except as provided in paragraph 872. 872 Circumstances under which advertising may be dispensed with. — Competi- tion through some form of advertising should always be obtained when prac- ticable, even if its omission is permissible unless contrary to the best interest of the Government. Advertising may be dispensed with only under the fol- lowing circumstances: ( 1 ) Under an exigency of the service which existed prior to the order and would not admit of the delay incident to advertising (No. 3 under Method of or Absence of Advertising on reverse side of Standard Form 1034). (a) In order that this provision may be used, the exigency must be real in fact and one which could not have been anticipated. Delay or oversight in placing an order is not considered as creating a public emergency. (2) Advertising may be dispensed with in accordance with paragraph 892a. The legislation quoted was enacted to save time for field operations and must not be used merely to avoid the inconvenience of obtaining proposals. (a) Advantage should be taken of this legislation when it is true econ- omy to do so, but when articles are purchased whose value totals a con- siderable fraction of the limit specified, precautions should be taken to se- cure fair prices, and if verbal or telephone bids are secured, this fact should be stated on the voucher. If such precaution was not practicable to controlling circumstance, this should be briefly stated. (No. 4 under Method of Advertising on reverse side of Standard Form 1034.) (b) Oral advertising for bids should not be resorted to unless "other means of advertising were not practicable", and in those instances where oral advertising is necessary and proper the offer of the most satisfactory bidder should be confirmed in writing by the bidder. (4 Comp. Gen. 568.) The names of dealers and bid prices should be listed when oral or tele- phone bids are obtained. (c) Articles or services regularly or frequently used should not be purchased in small quantities without advertising, except in emergencies, 261 if it is practicable to foresee the need and contract for them prior to the actual need. (3) Advertising may be dispensed with if impracticable to secure competi- tion. The reason why it is impracticable must be stated on the voucher. (No. 5 under Method of or Absence of Advertising on reverse side of Standard Form 1034.) Some of the reasons considered applicable are as follows: (a) The articles desired are patented or copyrighted and not for sale by dealers, but only by the owners, or their agents, at a fixed and uniform price. The mere desire to obtain a certain make of machine or other article is not authority to dispense with competition under this section. It must be conclusively shown that no other but the patented article will answer the purpose, and that it is not for sale by dealers. If replacement parts are required, they may be certified under this section, but only if they are not for sale by dealers. (b) There is only one dealer within a practicable distance from whom the articles can be obtained. As this condition will seldom occur except in isolated places, it is advisable to include a statement on the voucher ex- plaining conditions. (c) Prices or rates are fixed by legislation, either Federal, State, or municipal, or by competent legislation. If this reason is specified, it may be necessary to furnish the legislation or regulation fixing the rates. (d) Previous advertising for the identical purchase has been followed by the receipt of no proposals or only of such as were unreasonable, and un- der circumstances indicating that further advertising would not alter re- sults. In order to certify a voucher under this section, details of the pre- vious advertising must be cited. (4) Articles or services obtained from the Navy, the Federal Prison Industries, Inc., or other Government departments, although paid for as for purchases, are in the nature of transfers and competition therefor is not required. 873 Purchase of supplies from navy yards. — Supplies, equipment, and other ar- ticles which are carried in stock at a navy yard or naval station shall be obtained therefrom whenever it is advantageous to do so. Articles not in stock at a navy yard or naval station shall not be ordered constructed there unless an agreement as to the cost is made previously and it is clearly shown that this is an economical procedure. (a) When supplies are to be purchased from the Navy, the requisitions should be made out on Navy forms in accordance with the requirements of the Navy Department. (b) The appropriation to be charged must always be stated in the requisition. 874 Navy invoices. — Each invoice must be receipted by the chief of party and should show the appropriation and allotment to be charged. One copy of 262 each invoice shall be forwarded to the Washington Office as soon as practic- able. A record shall be kept of all invoices received and forwarded. (a) A copy of all invoices for supplies received must be forwarded to the Washington Office, whether or not all of the supplies are retained. If any of the supplies have been returned, this fact should be noted in red on the face of the invoice and a copy of credit invoices forwarded when received. (b) A Purchase List (Form 43) shall be prepared and forwarded to the Washington Office with all Navy invoices. Only inventoriable articles shall be included in the purchase list. 875 Supply catalog. — The Catalog of Navy Material, General Stores Section, shall be used when making requisitions for supplies from a navy yard or naval station. The class and stock number of all items procurable are listed in this publication together with information as to the various yards or bases where the items of equipment are stocked. 876 Contracts for fuel oil, lubricating and other oils and greases. — 'Purchases shall be made under contracts made by the Navy Department and the Pro- curement Division, Treasury Department, covering the necessary purchases of fuel oil, lubricating and other oils and greases. It is mandatory that all supplies of this nature be obtained under these contracts. In the event that a special oil or grease not included in these contracts is required, a request to purchase, stating in detail the necessity therefor, must be forwarded for the approval of the Washington Office. (a) The Procurement Division, Treasury Department, also provides con- tracts for service-station deliveries of these supplies that are particularly adaptable to the use of itinerant field parties. (b) Copies of these contracts will be supplied by the Washington Office. 877 Gasoline contracts. — The Procurement Division, Treasury Department, en- ters into contracts covering the requirements of all Federal activities for tank wagon, drum and service station deliveries of gasoline. Purchases must be made under these contracts whenever possible. Chiefs of parties will be furnished copies of these contracts by the Washington Office covering de- liveries in the areas in which they are operating. 878 Drayage contracts.- — Contracts for drayage in certain cities, available for use by all Government activities, are provided by the Procurement Division, Treasury Department. When such services are required the chief of party should contact the Regional Office of the Treasury Department for the area 263 in which they are operating to ascertain if such contracts exist and these contracts should be used whenever possible. 879 Contracts for electric service. — The Procurement Division, Treasury De- partment, has entered into contracts for electric service to all Federal ac- tivities in some of the large cities in the country. It is probable that similar contracts in additional areas will be executed from time to time and the ap- propriate regional office should be contacted when such services are desired to ascertain if a contract is effective in the area of activity. 880 Telephone service. — When telephone service is required and is not available over a Government controlled switchboard, an individual contract (Standard Form 40) must be executed by the chief of party and the company furnishing the service. This form provides for service on a continuative basis. 881 General Schedule of Supplies. — Purchases of supplies in the field of ar- ticles for which the Procurement Division, Treasury Department, has made contracts for field services, must be made from the contractors listed in the General Schedule of Supplies, except in emergencies, or when purchased from the Navy Department. Should such articles be purchased from other contractors, the cost in excess of the contract price listed in the schedule will be disallowed unless an acceptable explanation of the reason for making such purchase is submitted with the voucher. (a) It is the duty of the chief of party to keep informed concerning the articles which it is required to purchase under the General Schedule of Sup- plies. (6 Comp. Gen. 824.) (b) If an item is listed in a schedule in which participation of the pur- chasing officer is required, the fact that such article may be obtained at a lower price or of a superior quality from some other private firm or individ- ual does not authorize the purchase from other than the Procurement Div- ision contractor. (2 Comp. Gen. 441.) (e) Under the heading of each class of the schedule will be found a list of field services which are required to make purchases of the items listed from the specified dealers at prices not to exceed those stated. These prices are quoted f.o.b. shipping point and whenever an order is placed, a Gov- ernment bill of lading should be furnished. (d) When the time of delivery is such that an item cannot be supplied by the contractor to meet the requirements of an emergency, purchases may be made in the open market. In such cases the purchasing officer must sub- mit a statement certifying that the exigency was real. (e) Items listed in a schedule in which the field service is not required to participate may be purchased by field parties if the contractor chooses to ac- cept the order. 264 882 Federal Prison Industries, Inc. — It is required by law that certain materials either be procured from the Federal Prison Industries, Inc., or a clearance obtained before it can be purchased elsewhere. (18 U.S.C. 744 g.) The De- partment of Justice publishes a Schedule of Products Made in Federal Penal and Correctional Institutions. It is the duty of the chief of party to familiarize himself with this publication and to comply with the detailed instructions contained therein. (a) Purchases of any materials may be made from the Navy Department without reference to the above requirements. (b) Should a chief of party find it impracticable to comply with the re- quirements of the Federal Prison Industries, Inc., or be in doubt as to the material required to be purchased under their regulations, he should request instructions from the Washington Office. The General Accounting Office will disallow the purchase from outside sources of any item on the Schedule, unless a waiver or clearance has been obtained in advance of the purchase. (c) A permanent waiver has been granted permitting the purchase of muslin (signal cloth) in any quantity elsewhere than from the Federal Prison Industries, Inc. (d) Under date of June 16, 1944, the Federal Prison Industries, Inc., is- sued a waiver or clearance on all articles manufactured or services rendered by that Bureau required in small quantities by survey parties of the Coast and Geodetic Survey operating in the United States and Alaska. This waiver is effective for an indefinite period and field parties will be notified if and when any change is made in this clearance. 883 Federal specifications. — Federal Specifications, covering material used by the various Government departments, are formulated under the direction of the Director of Procurement, Treasury Department, and are issued as part of the Federal Standard Stock Catalog. Their use by Government departments is mandatory as far as practicable. (a) The requirements of the Federal Specifications may be waived when the procurement of material in accordance therewith is not practically pos- sible in an economical and businesslike manner. The test requirements may also be waived when the quantity purchased is so small that it would be uneconomical to make the tests. (b) If any executive department finds that for administrative reasons a Federal Specification cannot be used to meet its particular or essential needs, it is authorized to use its own purchase specifications, but such spec- ification shall include all applicable provisions of the Federal Specifications, and in those cases where the purchase exceeds one thousand dollars a re- port shall be made to the Procurement Division, Branch of Supply, showing the necessity for deviation from the Federal Specifications. (Procurement Regulations.) 265 884 Federal Standard Stock Catalog. — A Federal Standard Stock Catalog has been prepared which lists articles and supplies commonly used by Government activities. Bureau of the Budget Circular 260 of March 29, 1939, states that: "the sections of the Federal Standard Stock Catalog, as far as applicable, shall be binding upon and govern all departments, bureaus, agencies, and offices of the Government in accordance with the following regulations: The nomen- clature, description, classification and stock number assigned to each stock item appearing in the Federal Standard Stock Catalog shall be used in all official papers pertaining to items of supply, and all official correspondence relative thereto, which enter into interdepartmental communications." 885 Contracts for coal. — Irrespective of the quantity, locality, or the limited number of dealers from which purchases of coal are possible, it is necessary to enter into a written contract in the form of a bid and acceptance. In such contracts a definite or approximate aggregate quantity shall be stated, or approximate quantities for recurring periods of time, and the unit price definitely stated in terms of a long or short ton. All specifications must be fully covered in the invitation for bids. Acceptance of other than the lowest bid price must be supported by a satisfactory explanation and be sub- ject to the approval of the Director. 886 Procurement of arms and ammunition. — The arms and ammunition needed by an executive department for the protection of public property should be obtained by the head of such department through the Secretary of War, pursuant to the act of March 3, 1879, and not by purchase from private dealers. (23 Comp. Treas. 503.) In accordance with this decision, chiefs of parties shall requisition from the Washington Office all necessary supplies of arms and ammunition. 887 Reports to Procurement Division. — At the close of each month chiefs of party will forward to the Procurement Division, Treasury Department, a re- port on every purchase consummated. The term "purchase" includes articles or services obtained from other Government activities (except only the Pro- curement Division) by exchange of funds. This information will be for- warded through the Washington Office with the monthly accounts and marked, "Monthly Report to Procurement Division." (a) Inasmuch as the Procurement Division requires detailed information such as name and address of ordering officer, name and address of vendor and consignee, and all details of the purchase, such as unit and unit price, dis- count terms, etc., it is believed that this information can be most easily sup- plied by furnishing a duplicate copy of the voucher together with a copy of the itemized bill, when one is submitted. (b) When supplies are obtained from other Government activities by ex- change of funds, a copy of the invoice will be forwarded. o 66 CHAPTER 43 Proposals for Procurement of Supplies 891 Authorization for contracts or purchases. — No contracts or purchases on behalf of the United States shall be made, unless the same is authorized by- law, or is under an appropriation adequate to its fulfillment. (41 U.S.C. 11.) (a) In order to comply with the law requiring that an appropriation be available before making a contract or a purchase, the chief of party should make sure that his allotment from the appropriation is sufficient to cover the proposed expenditure, and that the item is included in his approved estimates. 892 Advertising for supplies or services. — All purchases and contracts for sup- plies or services in any department of the Government, except for personal services, shall be made by advertising a sufficient time previously for pro- posals respecting the same, when the public exigencies do not require the immediate delivery of the articles, or performance of the service. When im- mediate delivery or performance is required by the public exigency, the articles or service required may be procured by open purchase or contract, at the places and in the manner in which such articles are usually bought and sold, or such services engaged, between individuals. (41 U.S.C. 5.) (a) The provision of this law shall not apply to any purchase by or ser- vice rendered to any executive department or independent establishment when the aggregate amount involved does not exceed $100. (Independent Offices Appropriation Act.) 893 Advertising for bids. — Advertising to comply with paragraph 892 consists in invitation for bids being issued either through the medium of newspaper announcements or by circular letters (Stand. Forms 20, 30, or 33) sent to dealers and by notices posted in public places. 894 Advertising in newspapers. — Whenever purchases or contracts are to be made that will necessitate an expenditure amounting to $5000 or more, proposals for furnishing the materials, service, or supplies desired or for the construction work involved shall be advertised for in one or more news- papers in the locality where said purchase is to be made or contract is to be performed, except in the case of purchases of patented articles or devices. (a) Fuel for a vessel in an amount not in excess of the tank or bunker 267 capacity of the vessel may be purchased without advertising in newspapers, as required above. (b) No advertisement, notice, or proposal for any executive department of the Government, or for any bureau thereof, or for any office therewith con- nected, shall be published in any newspaper whatever, except in pursuance of a written authority for such publication from the head of such department; and no bill for any such advertisement, or publication, shall be paid unless there be presented, with such bill, a copy of such written authority. (44 U.S.C. 324.) (c) The sworn statement of advertising rates required by law to be fur- nished by proprietors or publishers of newspapers in which advertising for the Department of Commerce is placed are on file in the office of the Division of Publications of the Department. When advertising is desired, a copy of the proposed advertisement shall be forwarded, through the Washington Office, to the Secretary of Commerce (Division of Publications) together with a statement of the number and places of publication of newspapers in which it is believed the advertisement should be placed. The selection of news- papers will be made by the Division of Publications but a recommendation may be forwarded giving a list of the names of papers to be used. (d) A copy of the advertisement, together with the list of the papers in which insertion is recommended, shall be forwarded in sufficient time to al- low for the transmission of the advertisement by mail, and in order that it may reach the newspapers concerned at least five days in advance of the date upon which it is desired to open bids. If approved, the order will be placed by the Department of Commerce. Payment for charges incurred will be made by the Washington Office and charged to the allotment of the chief of party. (e) Advertising in newspapers is not required for contracts and pur- chases in the Philippine Islands. 895 Forms to be used. — Standard Government forms shall be used for the pro- curement of supplies and services within territory under the jurisdiction of the United States. (a) There shall be no deviation from the standard Government forms, ex- cept as provided for in the directions printed thereon, or in accordance with such additional instructions as may be issued. Additional stipulations or in- structions deemed necessary but not inconsistent with the provisions of these forms and not involving questions of policy may be incorporated in the spec- ifications, schedules, or accompanying papers. (b) The following standard Government forms are prescribed for use in the procurement of supplies or services: Standard Form of Government Lease (real estate) 2 Standard Government Form of Invitation for Bids (construction contract) 20 Standard Government Form of Bid (construction contract) 21 Standard Government Instructions to Bidders (construction and supplies) 22 268 Standard Government Form of Contract (construction) 23 Standard Government Form of Bid Bond (construction or supply) 24 Standard Government Form of Performance Bond (construction or supply) 25 Standard Government Form of Payment Bond (construction) 25A Standard Government Form of Invitation for Bids (Supply Contract) 30 Standard Government Form of Bid (supply contract) 31 Standard Government Form of Contract (supplies) 32 Standard Government Form of Invitation, Bid, and Acceptance (short-form contract) 33 Standard Government Form of Annual Bid Bond (supplies) 34 Standard Government Form of Annual Performance Bond (supplies) 35 Standard Government Form of Continuation Schedule for Standard Form 31 or 33 36 Standard Government Form of Contract - Coal 41 Standard Government Instruction to Bidders - Coal 42 Standard Government Purchase Conditions - Coal 43 Statement and Certificate of Award 1036 896 Soliciting bids. — In order to secure competition, invitations for bids should be sent to at least three dealers and a notice should be posted in a public place. An effort should be made to obtain at least three bids, but if less than three are received in response to invitations, either because there are only a few dealers in the locality or because some of those invited have failed to submit bids, the bid may be awarded in accordance with paragraphs 901 to 903. (a) Only a reasonable time need be allowed bidders in submitting their bids after the proposals have been furnished them, and generally a date for completion of the bid should be named. (b) When three or more bids are not received because bidders have failed to return proposals, the chief of party should ascertain the reason and note same on the abstract of bids. (c) Where a formal contract for supplies or equipment is contemplated, the invitation for bids, in addition to the contract, shall include a statement that the contract will not be binding until approved by the Director or Sec- retary of Commerce, as the case may require, (par. 429.) 897 Preparation of bids for supplies. — Except where a more formal contract is required, bids for supplies should be prepared on the Standard Short Form Contract (Stand. Form 33.) This form includes the invitation, the bid, and the acceptance. 697587—47—18 9fiQ (a) Separate bids should be prepared for each class of articles, and invi- tations sent to responsible dealers who make a specialty of these items. Patented articles handled by only one dealer should not be included on a bid for other articles. (b) The Procurement Division, Treasury Department, has granted author- ity to advertise for bids on an "all or none" basis where, for economy, ad- vertisement on such basis will be in the best interest of the Government. (c) The point where delivery is desired must always be specified in the invitation for bids. It is often possible to purchase articles directly from the manufacturer, f.o.b. factory. In such cases, the cost of the freight shall be considered in making the award. When award is made to the manufac- turer on this basis a Government bill of lading should be furnished with the order. The time for delivery should be specified, if applicable. (d) It is essential that sufficient detail be given to cover the grade, qual- ity, or performance required in order that there shall be no question re- garding the rejection of a bid, because it does not conform to the specifica- tions. Failure to specify properly may compel acceptance of the low bid or the rejection of all bids if the low bid is not acceptable. (e) Particular care must be given to the description of the articles called for. The specifications set forth in the invitations to bid should be so clear that prospective bidders will understand exactly what is required. Incom- plete, erroneous, or carelessly drawn specifications cause misunderstanding and confusion on the part of the bidders, difficulty in making awards, neces- sity for readvertising, probability of bidders filing complaints and protests, and attendant delay in obtaining the required items. (f) For convenience in preparing specifications, the description may be supplemented by reference to a catalog and item number, but such references shall be followed by the words "or equal" unless only a specific article will meet the requirements. Units of weight, measure, etc., should be those in common use. Consideration should be given to the usual stock sizes carried by the particular trade, such as pipe lengths, lumber sizes, etc. If the article is to be supplied to meet specified dimensions, but the price is per pound and the exact amount to be delivered cannot be accurately determined prior to delivery, the bidder must show the price per pound and the approx- imate weight. The bid will be accepted in the unit price only or "in the ap- proximate amount of." (g) When preparing bids for continuing services, such as laundry, the period covered shall be clearly stated. For the information of the bidder, the approximate quantities of each item required during the period covered should be indicated. (h) In specifying machines for various purposes, requirements as to performance and service conditions rather than details of mechanical con- struction should be specified unless such details can be shown to be essential. (i) The bidders attention should be called to No. 1 of the conditions printed on the bid, by which he agrees to furnish any or all of the items. If he desires to restrict his bid so that all or none of the items may be ac- cepted, the words "any or" should be deleted by the bidder. 270 (j) Standard Form 33 cannot be altered or changed in any manner what- soever by a Government procurement officer except on prior approval from the Washington Office. (k) Requests by the Federal Government for bids and the purchase orders issued subsequent thereto should specify the applicable laws with which the prospective successful bidders will be required to comply. However, care must be exercised not to include citations to any law which is not applicable as such citations may tend to result in higher bids. (I) Prospective bidders shall not be furnished with Government franked envelopes for use in submitting bids. 898 Bids for supplies requiring formal contract. — When a formal contract is required in connection with the purchase of supplies, Standard Government Form for Invitation for Bids (Standard Form 30) shall be used. The in- vitation for bids shall specify whether the Standard Government Form of Contract (Standard Form 32) and bond will be required and whether liq- uidated damages for delay will be provided in the contract. If the latter is to be included, the amount per day must be specified, (par, 433.) When the time of delivery is to be considered in making the award, a statement to that effect must appear on the invitation for bids. (a) Standard Government Form of Bid (Standard Form 31) shall be used by the bidders for submitting the prices proposed. Time of delivery should be specified in the schedule for each item. 899 Specifications for the purchase of motor vehicles. — No motor-propelled ve- hicles shall be purchased without prior authority from the Washington Office. When advertising for bids, the specifications should not be such as to preclude competition between various makes of approximately the same grade and classes. The specifications should be drawn with respect to service require- ments and the conditions of intended use rather than mechanical construction, unless it can be shown that the details of mechanical construction are essen- tial to its use. It cannot be said, except in rare instances, that only a certain type of equipment will answer Government needs. (a) The acceptance of other than the lowest bid will not be objected to where the administrative officer certifies that the truck offered by the lowest bidder has been previously used and had been found unsuitable for the work for which purchased. (5 Comp. Gen. 776.) 900 Exchange allowances on motor vehicles. — Exchange allowances for, and pro- ceeds of sales of, motor propelled vehicles may be applied to the purchase of new equipment. When such equipment is exchanged, the appropriation shall be charged only with the excess of the price of the new equipment purchased 271 over the trade-in allowance for that exchanged. If the equipment is sold in purchasing similar equipment, the proceeds of the sale shall be deposited in the Treasury to the credit of the appropriation chargeable with the price of the equipment purchased. 901 Acceptance of bids. — Unless a bidder specified otherwise in his bid, or the bid has been advertised on an "all or none basis" (par. 891(b) ), awards may be made only to the lowest responsible bidder on each item, provided his bid is reasonable, unless the chief of party furnishes a satisfactory explan- ation for accepting other than the lowest bid. (a) When the bid involves an expenditure of $5000 or more, all bids shall be forwarded to the Washington Office accompanied by an abstract of bids and a recommendation as to award, (par. 909.) (b) In the comparison of bids, the total of the indefinite quantity items based on estimated quantities should be added to the total of the definite quantity items. (c) Acceptance of the bid may not be later than 60 days after date of opening. (d) The acceptance of each bid must be signed by the chief of party, spec- ifying by number the items accepted. A copy of the bid, with the acceptance signed by the chief of party, shall be delivered to the bidder. 902 Acceptance of other than lowest bid. — When other than the lowest bid is accepted or recommended for award by the chief of party, he shall furnish a detailed explanation for such acceptance or recommendation. If the bidder is responsible, the prices reasonable, and all essential conditions of the invi- tation complied with, there is practically no acceptable reason for selecting other than the lowest bid. (a) If the above conditions are complied with, acceptance of other than the lowest bid will probably result in a disallowance. (b) The opinion that an article which has not been tried will not meet the requirements is not a valid reason for rejecting the lowest bid. The fact that an article has been tried and found unsatisfactory is a valid reason for rejection of the lowest bid, providing pertinent evidence can be submitted to substantiate it. (c) The time of completion of a contract cannot be considered in making an award unless the invitation specifically includes a statement to that effect. (d) In cases where recommendation is made to the Washington Office for acceptance of other than the lowest proposal, complete information shall be furnished to assist in approving the recommendation or selecting the most acceptable bid. Any unusual feature in a proposal, or local information of conditions which would operate against the best interests of the Gov- ernment should be noted. 272 903 Equal bids. — Where two or more bids are equal in all respects, i.e., as to price, cost of transportation, cash discount, etc., and it is in the interest of the Government, award will be made by lot. (a) When liquidated damages are provided, award will be made to the bidder offering the earliest performance. (b) When the bidders have been requested to state the time within which performance will be completed but no liquidated damages are provided, award may be made to the bidder offering the earliest performance or by lot as the interest of the Government may dictate. 904 Waivers of irregularities in bids. — Minor irregularities in bids should be waived when it is in the interest of the United States to do so. Failure to furnish a bid bond may be waived under certain conditions. (7 Comp. Gen. 568.) 905 Definition of responsible bidder. — A responsible bidder is one who (1) qual- ifies as such under the laws and lawful regulations governing the purchase of the articles in question, (2) has complied with all the requirements of the advertisement for bids, (3) is a manufacturer of or a regular dealer in the articles which he offers to supply, (4) is in position to perform the contract, and (5) has not previously failed to perform properly or complete on time contracts of a similar nature. 906 Telegraphic bids. — Unless specifically authorized in the invitation for bids, telegraphic bids will not be considered, but modifications by telegraph of bids already submitted will be considered if received prior to the hour of opening. 907 Bids received after opening. — A bid received in the mail after the time fixed for opening but before award is made will be considered only when it is shown to the satisfaction of the person authorized to make the award that the non-arrival on time was due solely to delay in the mails for which the bidder was not responsible. (a) A record will be made of the exact hour of mailing as shown by the cancellation stamp on all bids received after the time set for opening. 908 When time is a material factor. — Where the need for the supplies or the service is urgent it is proper to provide for the evaluation of bids on the basis of the time required for delivery in excess of a reasonable period spec- 273 itied in the requests for bids, with a comparable provision for liquidated dam- ages for delay in effecting delivery as agreed, but in no case should the in- vitation for bids provide for rejection of bids specifying a period of delivery longer than that stated in the request for bids unless it can be clearly es- tablished that the need is such that the Government's interests would not be protected by an evaluation of the bids. (15 Comp. Gen. 626.) (a) In accordance with the above decision, when the evaluation of bids on a time basis is necessary, the following paragraph will be stated in the specifications: The completion of this contract will not be of material value to the Government earlier than calendar days after receipt of notice of award by the contractor. The time in excess of calendar days after receipt of award by the contractor, will be an essential feature of the con- tract and, therefore, the bids specifying more than calendar days, will be evaluated. The amount specified in the liquidated damage clause will be used in evaluating bids received in response to this invitation. (b) The number of days allowed for completion before evaluation is to be considered should be inserted in the above paragraph and the liquidated dam- ages (par. 433), which should always be included where time for delivery is a factor, should be used as a basis for determining the lowest bid. In com- paring bids no credit will be given for shortening the time of completion to less than the time specified in the bid. 909 Award of contracts for amounts over $5000. — iWhen the lowest acceptable proposal is in excess of $5000, all bids received shall be forwarded to the Washington Office with recommendation for award. An abstract shall be made, giving the names and addresses of those invited to bid, listing the bids received. If other than the lowest bid is recommended for award, a full statement of the reasons for the recommendation shall also be forwarded. 910 Completed contracts cannot be revived. — Old or completed contracts whose terms have expired either by reason of their fulfillment in quantities furnished or time limitation cannot be revived for purposes of further orders. Bids or proposals accepted on unit prices alone, without limitation of quantities or time, cannot be used for more than one order. 911 Purchase of domestic articles, materials or supplies. — Notwithstanding any other provision of law, and unless the head of the department or independent establishment concerned shall determine it to be inconsistent with public in- terest, or the cost to be unreasonable, only such unmanufactured articles, materials, and supplies as have been mined or produced in the United States, and only such manufactured articles, materials, and supplies as have been 274 manufactured in the United States substantially all from articles, materials, or supplies mined, produced, or manufactured, as the case may be, in the United States, shall be acquired for public use. This section shall not apply with respect to articles, materials, or supplies for use outside the United States, or if articles, materials, or supplies of the class or kind to be used or the articles, materials, or supplies from which they are manufactured are not mined, produced, or manufactured, as the case may be, in the United States in sufficient and reasonably available commercial quantities and of a satisfactory quality. (41 U.S.C. 10a.) The term "United States" when used in a geographical sense, includes the United States and any place sub- ject to the jurisdiction thereof. (41 U.S.C. 10c.) (a) In deciding the reasonableness of cost of domestic products, the fol- lowing differential scale shall be applied in favor of domestic articles, mater- ials, or supplies, (1) on purchases where the foreign bid is $100 or less, a differential of 100% will apply, (2) on purchases where the foreign bid ex- ceeds $100, a differential of 25% will apply. (b) The above differentials are to be applied to purchases within the con- tinental limits of the United States, exclusive of Alaska. The determination of reasonableness of cost of all domestic products in Alaska and outside the continental limits of the United States will be left to the discretion of the Secretary of Commerce. (c) In all matters concerning the public interest in relation to the pur- chase of domestic articles, materials, or supplies, the decision will be made by the Secretary of Commerce. 912 Certification on vouchers. — Each vendor furnishing supplies or materials, whether on open market purchases or on competitive bids, must submit on his invoice or voucher the following certification: "I certify that the above bill is correct and just; that payment therefor has not been received; that all statutory requirements as to American production and labor standards, and all conditions of purchase applicable to the transactions have been complied with; and that State or local sales taxes are not included in the amounts billed." (a) The prescribed certificate may be printed, stamped, typed, or written on the vendor's bill of sale or invoice and must be signed (in original copy) by the vendor or its duly authorized representative. (b) Under no conditions should the certificate on Government vouchers or on invoice forms to be attached to such vouchers be signed in blank or at any time prior to the submission of the voucher or invoice but only after de- livery or performance by the claimant. To do so may result in the sub- mission of a false claim against the Government for which the person sign- ing the certificate may be held liable under the law. 913 Federal taxes. — The Revenue Act of 1943 provides that the United States shall pay the Federal excise taxes as specified in the Act, except with respect 275 to those articles or services which have been or may be specifically exempted by order of the Secretary of the Treasury. Bids, contracts and vouchers for any item on which a Federal tax is imposed shall contain a statement as to whether the prices do or do not include such tax. In the absence of such a statement on a bid, it is to be presumed that the taxes are included therein. The bid is to be evaluated on that basis and, if accepted, there is no legal authority for thereafter furnishing the contractor with tax exemption cer- tificates. (16 Comp. Gen. 1095.) (a) The Comptroller General has recommended that, in the interest of simplicity and uniformity, all formal and informal invitations to bid on con- tracts to be entered into for furnishing any articles on which exemption from the tax is terminated, by reason of the Revenue Act of 1943, should specify that the bid price shall include the applicable tax. (b) A list of items on which Federal tax is imposed will be furnished chiefs of parties when they are issued by the Treasury Department. 914 State and local taxes. — All bids, contracts, vouchers and receipts relative thereto must contain a statement whether the prices do or do not include State or local taxes, either directly or indirectly. Although the office of the Comptroller General has previously ruled that the use of public funds is not authorized in payment of any State or local taxes and that a State or munic- ipality has no authority to tax the instrumentalities of the Federal Govern- ment, certain States have protested against this ruling regarding the reim- bursement of the United States on taxes collected in these States. This is particularly true on taxes collected in connection with retail purchases of gasoline. The procedure heretofore followed of seeking reimbursement from these States has been discontinued. A list of the names of the States is fur- nished chiefs of parties from time to time. (a) With reference to sales tax imposed by certain States, the decision of the Comptroller General (No. B-2929) states, "in the event necessity requires purchases regardless of tax exemption and payment including the tax is required to be made therefor, receipts in duplicate should be obtained from the retailer by the officer or employee making the purchase, showing the purchase made and the payment therefor, with a separate itemization of the amount of the tax, with a view to the presentation to the proper State authorities of a claim for refund of the tax in accordance with the established procedure in such matters." 915 Tax exemption certificates. — The following standard forms have been ap- proved for the general use of all departments, establishments, and agencies of the United States Government in the purchase of commodities and mer- chandise for official use: No. 1094 - Revised — U. S. Government Tax Exemption Certificate. 276 No. 1094a - Revised — Cover of U. S. Government Tax Exemption Certificate Book. No. 1094b — Tabulation sheet (insert). No. 1094c — U. S. Government Tax Exemption Identification Card. 916 Use of exemption certificates. — Standard Form 1094 - Revised will be used when a State or local tax attaches at the time of sale to the consumer and (1) the vendor sells at price exclusive of such tax, in which case the form will be for use by the vendor in claiming exemption from the payment of the tax to the taxing authority or (2) the vendor refuses to sell at a price exclusive of such tax, in which case the form will be used by the Government as a basis for billing the tax authority for a refund of the taxes paid. In the latter case the certificate shall be attached to the voucher when forwarded to the Washington Office. The serial number of all Tax Exemption Certificates issued shall be shown on the face of the voucher or certified invoices, to- gether with a description as to the kind of tax, name of State or city imposing the tax and the amount of the tax. (a) The form may be used when (1) it has been definitely established at the time of purchase that the price is exclusive of the Federal tax imposed by the Revenue Act of 1943, in which case it will be for use of the seller as evidencing the sale to the Government of the commodity and the quantity stated or (2) where purchases are made under contract providing for de- liveries extending over a period of time, in which case a certificate may be issued by the officer purchasing, and given to the contractor to support in- voices covering actual deliveries to the Government of the commodity and in the quantity stated. (b) If the merchandise purchased is subject only to Federal tax and such tax is included in the price paid, the form shall not be used. (c) The form shall not be used by Federal officials or employees (1) for items of subsistence expenses when a per diem in lieu of subsistence is granted, (2) when using their personally-owned motor vehicles for which a mileage allowance is authorized, nor (3) by individuals in official travel status as amounts paid for travel, seating or sleeping accommodations are exempt from tax only when a Government Transportation Request is used. (d) A separate certificate for each kind of tax (Federal, State, local, etc.) involved must be prepared when required. In the issuance of these certificates particular care must be exercised by the purchaser to fill in the block provided for showing on each certificate the separate amounts of the taxes involved so that the certificates may be used only for the purpose intended. The purchaser will, in addition to his signature and title, insert on the line provided therefor his identification number and vehicle license number where applicable. (e) In order to secure exemption from a tax in the purchase of merchan- dise for the exclusive use of the Government, the purchaser should be prop- 277 erly identified by means of Standard Form 1094c, U. S. Government Tax Exemption Identification Card. (f) Where the tax exemption form is used in connection with the purchase of fuel for motor vehicles, the executing officer will include the following cer- tificate over his signature: "Owned and operated wholly in the service of the U. S. Government." (g) The tax exemption certificate form does not constitute a receipt for the purchase price of the article. The usual receipts are necessary in addition to the certificate. 917 Procurement of and accountability for forms. — Form 1094 Revised, U. S. Government Tax Exemption Certificate, is issued in bound books of 25 cer- tificates each, numbered serially, the number preceded by a letter identifying the Department using the form. The forms shall be requisitioned from the Washington Office only in conformity with actual needs. (a) When a book of certificates has been exhausted, the cover bearing the serial number should be returned to the Washington Office. Unused books, or portions thereof, should also be returned if the person to whom they are charged has no further use for them. (b) Identification cards (Standard Form 1094c) and unused certificates must be returned to the issuing officer by discharged employees before the final settlement of their pay account. 278 CHAPTER 44 Property Leases 921 Authority. — Upon approval of estimates or upon receipt of other authority to rent property, the chief of party assumes full responsibility for selecting and leasing, in accordance with law, the space most advantageous to the in- terests of the Government. 922 General requirements. — The Public Building Administration, Federal Works Agency, has jurisdiction over all real estate transactions to which this Bu- reau is a party. In acquiring real estate by rental or lease for the use of the Government, chiefs of parties shall be governed by such instructions as have been or may be issued by the Washington Office. (a) Rental transactions not requiring formal leases (par. 930) may be entered into by the chief of party in the manner usual in securing supplies or services in which a formal contract is not required. (b) Garage or storage space not involving the exclusive use of any par- ticular stall or area may be procured in the same manner used in procuring supplies or services. When the use of an entire building, or any prescribed portion thereof is required a lease must be executed, except as provided in paragraph 926. (c) The prompt submission of leases or renewals thereof for clearance is of two-fold importance: (1) that it may be determined whether Federal owned space is available in lieu of the proposed leased premises, (2) the in- formation assembled relative to leased space is used as a basis for determin- ing the justification for future Federal buildings. 923 Rent limited by fair market value of property. — No appropriation shall be obligated or expended for the rent of any building or part of a building to be occupied for Government purposes at a rental in excess of the per annum rate of 15 per centum of the fair market value of the rented premises at the date of the lease under which the premises are to be occupied by the Government nor for alterations, improvements, and repairs of the rented premises in excess of 25 per centum of the amount of the rent for the first year of the rental term, or for the rental term if less than one year. The provisions of this section shall not apply to leases made prior to June 30, 1932, except when renewals thereof are made after such date, nor to leases of premises in foreign countries for the foreign services of the United States. The provisions of this section as applicable to rentals, shall apply only where the rental to be paid shall exceed $2000 per annum. (40 U.S.C. 278a.) 279 (a) When evidence of fair market value is required, it should consist of a statement of facts showing how the value was ascertained. There should be obtained a statement from the city or county assessor's office showing the assessed valuation of the premises at the time the lease was executed and the percentage of the assessment valuation to the fair market value, together with an itemized statement showing the reasonable value of special services furnished. (b) The Comptroller General has ruled that the Act does not contemplate that such evidence of the fair market value shall be obtained at any expense to the Government. 924 Reports required. — The Federal Works Agency maintains a record of all leases in effect. The data for lease in cases in which the rental is $500 or more per annum are obtained from clearance reports submitted in accordance with paragraph 926. Leases exempt from clearance are also to be reported promptly, preferably using R.E.M. Form 6 for this purpose. The title of the form should be changed to read, Report of Lease. Spaces occupied rent free should be reported at intervals of six months. 925 Advertising. — Competition will be obtained by advertising with three or more dealers and by notices posted in public places, (par. 896.) Rentals in estimated amounts of $5,000.00 or more per annum require advertising in newspapers, (par. 894.) 926 Clearances. — Leases or renewal of leases for property within the continen- tal limits of the United States may not be executed until clearance has been obtained except those leases falling within the following classes: (1) Office space involving annual rent rates of less than $500 for tem- porary occupancy of less than six months. If the period is for six months or more, clearance is required regardless of the amount. (2) When the lease is for other than office space and the annual rental is less than $500, clearance is not required regardless of the lease period. 927 Procedure in obtaining clearance. — To obtain clearance R.E.M. Form 6, pro- curable from the Washington Office on requisition, must be forwarded to the Director in quintuplicate. As the necessary information cannot be sup- plied until the bids are opened, the bids should be advertised sufficiently in advance of the proposed need for occupancy to allow for obtaining the required clearance. This may require as much as three weeks. (a) An application for clearance must be accompanied by statements, in triplicate, from custodians of the Federal buildings and the local Federal 280 Business Association, to the effect that there is no space available in a Fed- eral building in that particular area. (b) Upon receipt of the clearance from the Washington Office, the chief of party is then authorized to execute the lease. The original copy of the clearance form will be retained at the Washington Office and attached to the lease when the latter is forwarded to the General Accounting Office with the voucher covering the first payment. 928 Duration of lease. — Except where authorization to the contrary is specif- ically given, leases shall not be executed to cover portions of two fiscal years. If continued occupancy extending beyond the end of the current fiscal year is contemplated, the lease should contain a renewal clause and the lease re- newed beginning with the next fiscal year. (par. 931.) (a) Any lease entered into for a term extending beyond the end of the fiscal year is binding on the United States only to the end of the fiscal year with an option of the Government of renewal until the end of the term if appropriations are provided. (5 Comp. Gen. 355.) (b) Original leases must take effect on the date the premises are first occupied. 929 Termination of lease. — A provision that the lease may be canceled by the Government upon 30 days' notice in writing to the lessor should be inserted in the lease (Standard Form 2) whenever there is a possibility that space will be available in a Federal building in the vicinity during the fiscal year, or where there is a reasonable probability that the activity involved will be discontinued in that particular locality during the current year. (a) If it is impracticable to present the notice of cancellation to the lessor in person and obtain his written and dated acknowledgment, notice should be sent to him by registered mail "return receipt required." Copies of the notice of cancellation and the lessor's acknowledgment should be forwarded to the Washington Office with the voucher covering the last rent payment. The original acknowledgment shall be retained for the files of the chief of party. 930 Preparation of leases. — Standard Form of Government Lease (Standard Form 2) shall be executed in all cases in which a formal lease is required. The contracting officer will be careful to inform the lessor as to the terms of the lease and when leases are drawn with agents of the lessors, they must be supported by papers establishing the authority of such individuals to ex- ecute the lease. (a) Leases must be prepared and executed in accordance with the regula- tions and statutes which govern Government contracts in general. They must be prepared in compliance with the instructions contained in Standard Form 2. 281 (b) Leases shall be prepared in quintuplicate and two copies signed by the contracting parties. The original and two typed copies shall be forwarded to the Washington Office, a signed copy should be delivered to the lessor and the fifth copy retained by the contracting officer. The original copy will be attached at the Washington Office to the first rental voucher when submitted to the General Accounting Office. (c) Under paragraph 6 of Standard Form 2 a full statement should be entered as to the services and equipment to be furnished by the lessor as a part of the rental consideration. The following facilities are listed as a guide of items that may be desired by the contracting officer: Electric cur- rent, together with the necessary light fixtures, sockets, wall plugs, bulbs, etc.; hot and cold running water, water fountains or water coolers; heat; elevator service; window shades or blinds for all windows and awnings for windows where considered necessary; janitor service for daily cleaning of office rooms, corridors, and toilets; and use of corridors and toilet facilities. (d) When personnel services are to be furnished by the lessor, the Fair Employment Practice clause shall be included. 931 Renewals. — A lease may be renewed only if provision is made in the lease granting the Government the privilege of renewal, and then only to the date specified. (a) The limit of option of renewal should be the longest time, compatible with the interest of the Government, to which the lessor will agree. (b) A renewal lease requires the same clearance as an original lease. 932 Procedure in renewing lease. — Clearance of a renewal of a lease must be obtained by the submission of R.E.M. Form 6 as prescribed for the clearance of an original lease. (a) If the original lease contains a renewal clause, it is not necessary that a new contract be executed. Renewal will be accomplished by the ser- vice upon the lessor of a renewal notice, in letter form, within the time re- quired by the lease for exercising the privilege of renewal. This notice should be forwarded by registered mail "return receipt required," or handed to the lessor and a dated acknowledgment secured. (b) Three copies of the notice of renewal, the original and two copies of the lessor's receipt of the renewal notice, or the mail receipt for the registered mail, and evidence in triplicate that there was no Federal space available for the purpose for which the renewal was made, must be forwarded promptly to the Washington Office. (c) If the space is required beyond the expiration date of a lease, or the termination date of its renewal provision, it is then necessary to advertise and to execute a new lease. The result of the advertising will determine whether the space then leased can be retained under a new lease. 282 933 Modification of a lease. — When the interests of the Government require a modification of an existing lease, the modification must be in the form of a supplemental agreement prepared and executed in the manner prescribed for an original lease, (par. 930.) The modification of a lease requires prior authority from the Washington Office. (a) The date beyond which a supplemental lease executed without adver- tising may not be renewed is limited by the terms of the original lease. If the original lease is drawn to expire on a certain date with the privilege of renewal, its supplement in force to that date, if executed without adver- tising, will automatically expire with the original lease, regardless of the termination date of the renewal terms provided in the supplemental lease. 934 Change in lessor. — When a transfer of ownership of property occurs under an existing lease, letters addressed to this Bureau containing the following information are required: (a) A letter in duplicate must be obtained from the original lessor stat- ing that the property has been sold; to whom it has been sold; that the new owner understands that he is obligated to fulfill the terms of the lease; and the effective date that payments under the lease should be made to the new owner. (b) A letter or notice in duplicate must be obtained from the new owner wherein he agrees to continue the lease on the same basis as it now exists. (c) Upon receipt of these two letters they will be filed with the present lease and act as a supplement thereto. 283 CHAPTER 45 Hire of Boats and Launches 941 Authority. — Except in cases requiring immediate action for the protection of life or property, or to meet a temporary urgent need of the Government, boats or launches may not be hired or leased until estimates have been ap- proved or authority in some other form has been obtained from the Director. 942 Advertising. — The requirements of paragraphs 892 and 893 relative to ad- vertising for bids are applicable to the hire of boats and launches. (a) When the estimated cost for the hire of a launch for the time con- templated by the specifications, or for the hire of more than one launch, amounts to $5,000 or more, proposals shall be advertised in newspapers in accordance with paragraph 894. (b) When a boat or launch is required for a period of less than a month and the cost of hire is less than $500, bids may be obtained on Standard Form 33. However, there is no objection to advertising on Form 508, Pro- posal for Hire of Launches and requiring a formal lease. This procedure should be followed when the interests of the Government require the protec- tion that is afforded by a formal lease. (c) When a boat or launch is required for a month or more, or when the cost of hire amounts to $500 or more, proposals for hire must be obtained on Form 508 and a formal lease executed, except in special cases when author- ity to waive a formal lease has been obtained from the Director. (d) An advance copy of the invitation and specifications should be for- warded to the Washington Office for review in time to allow any changes found necessary by the Washington Office to be incorporated before mailing to prospective bidders. 943 Specifications. — The specifications for the lease of boats or launches shall be as broad as possible in order to obtain sufficient competition while fur- nishing a basis for the rejection of bids on unsatisfactory equipment. The requirements should be clearly and definitely stated and the bidder required to furnish sufficient information with his bid to indicate clearly whether his equipment meets the stipulated requirements. The items which should be specified are type, length and beam limits, speed requirements, draft, type of engine and control, accommodations and equipment. The bidder should also be requested to state the fuel consumption. The specifications should also include a statement as to the locality and character of the work to be performed, the probable period for which the boat or launch will be used, 697587—47—19 9CT and points of delivery and release. A statement shall also be included to the effect that fuel and supplies will be furnished by the Government. Any tests or trial necessary to determine compliance with the specifications shall be made before recommending acceptance. (a) The lowest bid complying with the specifications must be accepted. In case the lowest bid is not recommended for acceptance, the recommenda- tions should set forth the items of the specifications with which such low bid does not comply. (b) The number of boats or launches required must be stated in the invi- tation, otherwise only one can be leased. 944 Launch engineer. — The specifications for the hire of a launch shall con- tain the following statement regarding the employment of an engineer: "The owner shall designate and employ an engineer who will furnish his own subsistence. The engineer's salary will be paid by the owner and therefore must be included in the bid price for hire of the launch. The engineer will have full responsibility for the operation and care of the engine and will be the owner's representative." 945 Acceptance of bids. — Bids advertised for hire of boats or launches for a period of less than a month, the total cost of which is less than $500, may be accepted by the contracting officer in the usual manner, (par. 942(b).) The Director's approval must be obtained before accepting bids for the hire of boats or launches when formal leases are required, (par. 942(c).) (a) When a formal lease is specified, all bids shall be forwarded to the Washington Office, together with an abstract containing the recommendation by the chief of party. If acceptance of other than the lowest bid is recom- mended by the chief of party, a detailed explanation of the reasons for the recommendation must be forwarded with the bids. Upon receipt of approval from the Director, the bid shall be accepted and the chief of party shall execute the lease. 946 Formal lease. — A formal lease shall be executed for the hire of any boat or launch for a period of a month or more, or when the total cost of hire amounts to $500 or more. (a) The provisions of paragraphs 928 and 929, relative to the duration of real estate leases, shall apply to the leases for the hire of boats and launches. (b) The provisions of paragraphs 931, 932 and 933, relative to the renewal of real estate leases, shall apply to renewals of leases for the hire of boats and launches. (c) Upon receipt from the Director of authority to accept a bid for the hire of boats or launches for a period of one month or longer, the chief of party will enter into a formal lease with the successful bidder using Form 509, Lease of Launch. The lease shall be prepared in quintuplicate, the original and two copies, together with accompanying bids and papers, 286 shall be forwarded to the Washington Office promptly after the contract has been signed. One signed copy shall be furnished the lessor and one copy re- tained by the chief of party. Duplicate copies of the lease, if not signed by the contracting parties and witnesses, must have all signatures typed or written in, in their appropriate places and prefixed by "Signed." 947 Changes in form of lease. — A chief of party is not authorized to modify the form of lease in any respect without permission from the Washington Office. If, for any reason, he finds it impracticable to hire boats or launches under the provisions of Form 509, he must first submit a copy of this form, amended as he considers necessary, and obtain authority to hire under the conditions recommended by him. In case of necessity, permission may be requested by dispatch, including a brief statement of the desired changes. 948 Inspection of leased launches. — A detailed survey shall be made by a board of three officers, if available, including an engineering officer when practic- able, of the hull, machinery and equipment of each launch or vessel under charter (lease) both at the time of delivery and at the termination of the lease. If three officers are not available to make the survey, the services of petty officers or other competent members of the party may be utilized to assist the senior member and they shall act as members of the board. A de- tailed report, duly dated and signed, shall be forwarded promptly to the Washington Office in every case of the lease of a vessel or launch and again when the lease is terminated. Duplicate copies of the reports shall be re- tained for the party files. (a) Due to the fact that the lease conditions usually provide for the re- delivery of the rented vessel or launch in like good order and condition as when received, ordinary wear and tear excepted, it is important that an authenticated record be on file of all watercraft leased by the Bureau. It has been found necessary to certify claims for substantial amounts by lessors because of the failure of contracting officers to submit the necessary in- spection reports. 949 Repairs to leased or hired property not authorized. — Article 6 of the lease of Launch, Form 509, which refers to the condition in which the launch shall be returned, does not render the United States an insurer of the prop- erty or in any way enlarge its common-law liability as a bailee (custodian) to exercise ordinary diligence in the care of property, and where it appears from the evidence submitted that the injury did not result from the failure of the United States or its employees to exercise that degree of care re- quired of a bailee, there is no authority for payment of a claim for damages. (5 Comp. Gen. 558.) (par. 1002.) The lessor is expected to know the char- acter of the work on which the property is to be used and therefore damage due to the character of the work is not a legitimate claim for damages. 287 CHAPTER 46 Accounts 956 Administrative examination of accounts. — An administrative examination of all accounts shall be made by the division against whose allotment the expenditures are chargeable. 957 Examination by the Division of Personnel and Accounts. — A detailed exam- ination of all accounts shall be made by the Division of Personnel and Ac- counts. All items of expenditure that appear irregular in form or in contra- vention of law or regulations shall be suspended by the Chief, Division of Per- sonnel and Accounts, and returned for explanation or amendment, or be disal- lowed, as the case may require, in order that no improper account shall be passed and transmitted by the Bureau to the General Accounting Office. (a) The Chief, Division of Personnel and Accounts shall call to the at- tention of the Director any unusual item or any apparently excessive or un- necessary charge for any item of expense, however small. (b) The Chief, Division of Personnel and Accounts will furnish such in- formation to Assistant Disbursing Officers as shall insure regularity and uni- formity in the rendition of accounts and promote responsibility and economy. 958 Suspended accounts. — An account is suspended when the expenditure is ap- parently contrary to law or regulation or when the voucher is in a form which would not meet with the approval of the General Accounting Office. The person submitting the account is thus given an opportunity to correct it or furnish additional information required in order to avoid a disallowance in the final audit. Any explanation or information furnished to justify the ex- penditure should be followed by the signature or initials of the person incur- ring the expenditure. (a) Explanatory notes on the face of a voucher opposite items requiring explanation or written below and referred to the items by appropriate ref- erence marks will often save a suspension. All unusual items of expenditure, or charges which appear to be excessive or unnecessary, should be fully ex- plained. Local conditions that may seemingly cause an excessive price or necessitate exceptional or unusual charges should be explained on the voucher. (b) Correctness of entries, extensions, and additions is essential to avoid a suspension or disallowance. 959 Expenditures must conform to estimates. — In order to avoid a suspension or disallowance, all items in the accounts must be covered by approved es- 289 timates. Expenditures must conform closely to the estimates both in form and amount. When it is found necessary to depart materially from the es- timates, authority should be obtained from the Washington Office. 960 Expenditures in excess of appropriations. — No department of the Govern- ment shall expend, in any one fiscal year, any sum in excess of appropria- tions made by Congress for that fiscal year, or involve the Government in any contract or other obligation for the future payment of money in excess of such apropriations unless such contract or obligation is authorized by law. Nor shall any department or any officer accept voluntary service for the Government or employ personal service in excess of that authorized by law, except in cases of sudden emergency involving the loss of human life or the destruction of property. All appropriations made for contingent expenses or other general purposes, except appropriations made in fulfillment of contract obligations expressly authorized by law, or for objects required or authorized by law, without reference to the amounts annually appropriated therefore, shall, on or before the beginning of each fiscal year, be so apportioned by monthly or other allotments as to prevent expenditures in one portion of the year which may necessitate deficiency or additional appropriations to complete the service of the fiscal year for which said appropriations are made; and all such apportionments shall be adhered to and shall not be waived or modified except upon the happening of some extraordinary emergency or unusual circumstance which could not be anticipated at the time of making such ap- portionment, but this provision shall not apply to contingent appropriations of the Senate or House of Representatives; and in case said apportionments are waived or modified as herein provided the same shall be waived or modified in writing by the head of such executive department or other Government establishment having control of the expenditure, and the reasons therefore shall be fully set forth in each particular case and communicated to Congress in connection with estimates for any additional appropriations required on account thereof. Any person violating any provision of this sec- tion shall be summarily removed from office and may also be be punished by a fine of not less than $100 or by imprisonment for not less than one month. (31 U.S.C. 665.) 961 Payments in advance. — Payment shall not be made in advance of services rendered, or delivery and acceptance of articles. Rent cannot be paid in ad- vance. In the case of rent for post office boxes, arrangements shall be made with the postmaster for payment after the service has been rendered, (par. 39.) (a) When a contract specifies that certain payments are to be made be- fore completion of the entire contract, each part or percentage agreed upon in the contract must be completed before payment for that part or per- centage is made and the inspection officer shall so certify in writing. 290 962 Classification of expenditures. — It is required by law that sums appropriated for the various branches of expenditure in the public service shall be applied solely to the objects for which they are respectively made, and for no other purpose. (31 U.S.C. 628.) The official designations of the appropriations for the Coast and Geodetic Survey (and the classes of expenditure covered by each appropriation) are as follows: (1) Salaries and expenses, departmental: For all expenses necessary for the work of the Survey in the District of Columbia, including the com- pilation of field surveys and other data; the production, purchase, or printing of maps and nautical and aeronautical charts; maintenance of and equipment for an instrument shop and procurement or exchange of wood working sup- plies and equipment; motion picture equipment; chart paper, drafting, photo- graphic, photolithographic, and printing supplies and equipment; newspapers; instruments (except surveying instruments); stationery for field stations and parties; travel; purchase of lawbooks, books of reference and periodicals, and for personal services. (a) Field parties are not authorized to make expenditures from this appropriation as practically none of the expenses of field parties are prop- erly chargeable to it. (2) Salaries and expenses, field: For all expenses necessary to man, equip, repair and supply vessels and other field units of the Survey engaged in surveys and other operations required for the production of maps, nautical charts, Coast Pilots, tide and current tables, and related publications of all coasts and islands under the jurisdiction of the United States; research in physical hydrography; geodetic surveying operations to provide control for national mapping and for other purposes, magnetic and seismological obser- vations, and the establishment of meridian lines, in the United States and in other regions under the jurisdiction of the United States; gravity surveys in United States territory and adjacent areas; operation of two latitude observatories; field surveys required for the production of aeronautical charts; purchase of plans and specifications of vessels; lease of sites where necessary and the erection of temporary magnetic and seismological build- ings; purchase and hire, maintenance, operation, and repair of motor vehicles; operation, maintenance, and repair of an airplane for photographic surveys; special aviation clothing; packing, crating, uncrating and transportation of personal household effects of commissioned officers and civilian personnel when transferred from one official station to another, and of commissioned officers who die on active duty, and funeral expenses of commissioned officers, as authorized by law; extra compensation at not to exceed $15 per month to each member of the crew of a vessel when assigned duties as bomber or fathometer reader, and at not to exceed $1 per day for each station to em- ployees of other Federal agencies while observing tides or currents or tend- ing seismographs; and reimbursement, under rules prescribed by the Secre- tary of Commerce of officers of the Bureau for food, clothing, medicines, and other supplies furnished for the temporary relief of distressed persons in 291 remote localities and to shipwrecked persons temporarily provided for by them (not to exceed a total of $500.) (a) All expenses for the operation of vessels and field parties (except pay of commissioned officers) will be paid from this item. (3) Pay of commissioned officers: For pay and allowances prescribed by law of the commissioned officers on the active list and of officers retired in ac- cordance with existing law. (4) These appropriations shall be available for the payment of the six month's death gratuity; the purchase of special clothing for protection of employees while engaged in their official duties; part-time or intermittent employment of architects, scientists, etc., in the District of Columbia, or elsewhere; and for special geodetic surveys in regions subject to earthquakes. 963 Vouchering expenditures. — When expenditures are made from more than one appropriation, i.e., Salaries and Expenses, Field, and Working Funds, the expenditures from each appropriation should usually be shown on separate vouchers. In special instances however one voucher may be sufficient to cover more than one appropriation provided the title of each is shown in the space provided therefor, followed by the amounts chargeable to each appropriation. 964 Designation of allotments on duplicate vouchers. — The abbreviation for the allotment involved shall be shown below the appropriation name on duplicate vouchers. Coastal Surveys allotments shall contain in addition to the des- ignation (CS), the name of the ship or district, Repairs of Vessels (RV), and Pay, etc., Officers and Men (POM), shall contain the name of the ship. Airport parties, Division of Photogrammetry, shall be designated Photo, AP, followed by party number. Allotments on vouchers charged to chiefs of divisions shall be so designated. 965 Transmission of accounts and vouchers monthly. — Accounts shall be ren- dered for each calendar month. Original accounts, with necessary vouchers, shall be forwarded to the Chief, Division of Personnel and Accounts, within 10 days after the expiration of each month, and the duplicate accounts within 24 hours thereafter, or by the next mail. When the foregoing returns cannot be mailed within the time specified without extraordinary expense or delay of field work, an explanation shall accompany the accounts. (31 U.S.C. 496.) (a) Should it be impracticable to obtain vouchers during the month or in time to include them in the month's accounts, they shall be forwarded with a subsequent month's accounts. 966 Date of voucher. — All vouchers prepared on Standard Form 1034, Pur- chases and Services other than Personal, must show the date of preparation, 292 and the dates of deliveries or services, in the spaces provided for that pur- pose. The space opposite the subcaption "Voucher prepared at" shall show the dealer's place of business (city and State) and the latest billing date as shown on the invoice or invoices, regardless of where or by whom the voucher may have been prepared. The date of delivery or service shall be the last date when supplies are delivered by the vendor to the purchaser or to a transportation company for shipment, the last date of services rendered in the month for personal services, or the date of completion of a contract. The date of the invoice attached to the voucher is not material, but when the certificate of the payee appears on the invoice and not on the voucher, the date of the invoice must be prior to the date of the check in payment of the voucher. 967 Numbering of vouchers. — Vouchers shall be numbered consecutively as paid by each Assistant Disbursing Officer, irrespective of the project or appropria- tion, beginning the first of each fiscal year with No. 1. An Assistant Dis- bursing Officer who ceases disbursing for a period during the year will, upon, resumption, continue numbering his vouchers from the last one used by him The number of each voucher shall appear on each voucher form and on the check in payment of the voucher. 968 Prefix number. — Upon being designated as an Assistant Disbursing Officer, a prefix number is assigned to each person by the Treasury Department. This number, in parenthesis, is to be shown on the voucher form after "D. O. Vou. No.", preceding the voucher number. 969 Statement and certificate of award. — Every contract or other written agreement, including bid and acceptance on Standard Form 33, whether ac- cepted in whole or in part, must be accompanied by Standard Form 1036, Statement and Certificate of Award. A duplicate statement must be attached to the duplicate contract. (a) In cases where the bid is split between two or more bidders, a state- ment and certificate of award, in duplicate, must accompany each portion of the accepted bid. 970 Abstract of bids. — A list of all firms to whom invitations for bids were sent and details of all bids submitted shall be made on Form 578, Abstract of Bids, and attached to the original voucher, and a copy attached to the memorandum voucher. (a) If the award was made to other than the lowest bidder, a full state- ment of the reasons for rejecting the lowest bid should be made on the ab- stract or, if made on the accompanying papers, a reference should be made on the abstract. 293 (b) When a bid is split and awarded to more than one bidder, duplicate copies of the abstract form must accompany each portion of the accepted bid. 971 Schedule of disbursements. — The Schedule of Disbursements (Standard Form 1064) shall be prepared in quintuplicate, the original and three copies to be forwarded to the Chief, Division of Personnel and Accounts with the monthly accounts, and the fifth copy to be retained in the files of the Assis- tant Disbursing Officer. When more than one sheet is required to list the vouchers for the month, all copies of each page shall be kept together. The sheets should not be folded. (a) At the top of the form, above the title, the words "FIELD PARTY" shall be typed, and on the first line in the heading of the form, "Commerce" will be indicated as the department or establishment, "Coast and Geodetic Survey" as the bureau or establishment, and the date paid left blank. On the second line the name of the Chief Disbursing Officer shall be shown, the name and title or rank of the Assistant Disbursing Officer, and Wash- ington, D. C. indicated as the station. The period, as indicated on the third line, shall be the inclusive dates of the month during which the various vouchers listed were paid, usually the inclusive days of the month. The sym- bol numbers shall be that of the Chief Disbursing Officer, which are furnished by the Washington Office. On the fourth line, the Bureau schedule number shall be the Assistant Disbursing Officer's consecutive number of schedules submitted, beginning with No. 1 for the first schedule submitted during each fiscal year. The date in the heading shall be that on which the schedule is submitted, usually the final date of the month. (b) Schedule No. 1 of each fiscal year shall be the first schedule submitted by an Assistant Disbursing Officer during that fiscal year. It will include all vouchers actually paid during July, irrespective of appropriations or fiscal year, and its total must equal the total disbursements made during the month, including any payments made for which claim for credit is deferred. An Assistant Disbursing Officer starting to disburse funds at any time during the fiscal year shall assign No. 1 to the first schedule he submits during that year. Subsequent schedules for that fiscal year shall be consecutively numbered, whether regular monthly or resubmitted accounts. (c) When suspended or deferred claim accounts are paid in one month and submitted in another, a separate schedule shall be submitted for the month during which payment was made and this schedule shall be given a separate number in the consecutive series but numbered in advance of the regular schedule for a current month. In such cases, the period shall be indicated as the month during which payment was made, and the date shown as the last day of the month in which it is submitted or resubmitted, as the case may be. If, during a fiscal year, an Assistant Disbursing Officer ceases disbursing funds for several months, the first schedule submitted after such lapse shall be the next consecutive number after that of the last schedule which he submitted before the lapsed period. 294 (d) All vouchers paid during the monthly period shall be listed on the schedule in consecutive order of the voucher numbers, irrespective of appro- priations, and the amount shown for each voucher will be the total amount actually paid by the Assistant Disbursing Officer. All numbers in the con- secutive series of voucher numbers must be listed in the first column, whether or not there is a voucher for that number or the voucher is listed with that particular schedule. A suitable explanation regarding an omitted voucher must be given opposite the number and in a separate memorandum submitted with the vouchers. (e) Preceding the first voucher number on each sheet shall be shown the Assistant Disbursing Officer's prefix number. The third column (Bureau or office voucher no.) shall be left blank. The column for symbol of appro- priation or fund shall be filled in with the appropriation symbol number (not the Treasury symbol number) for each voucher. These appropria- tion numbers are furnished Assistant Disbursing Officers each fiscal year. Voucher deductions shall be shown under the column for the symbol of apropriation or funds, either on a second line below the appropria- tion symbol, or, if sufficient room exists, on the same line and to the right of the symbol. They shall be designated as follows: "Bond ded." and "Tax ded". (f) When expenditures on a voucher include more than one appropriation or project, a sub-total indicating the amount charged to each shall be shown at the extreme right in the space headed symbol of appropriation or fund, with the appropriation or project shown for each sub-total, and the total of the voucher shown in the amount column. At the right of the amount in this column the allotment abbreviation shall be shown, such as Geod., CS, RV, etc. The total expended on each appropriation shall be shown, with symbol number at the lower left hand side of the sheet opposite the total. (g) When more than one sheet is required to list the vouchers to be submitted for a month, the total for the amount of the vouchers shall be shown on the last sheet. Sub-totals shall not be carried forward from one sheet to the next. Th% schedule shall not be signed by the Assistant Dis- bursing Officer. The space for the signature of certifying officer will be left blank and in the space for title will be typed "Chief, Division of Personnel and Accounts." When more than one sheet is required, the title will be typed on the last sheet only. 972 Statement of account. — Three copies of the Statement of Assistant Disburs- ing Officer's Account, Form 417, shall be submitted with each set of monthly accounts and one retained for his files. All schedules of disbursements, in- cluding those covering resubmitted accounts, shall be summarized under the caption "List of accounts herewith submitted for credit," showing the symbol number, appropriation, title, fiscal year, allotment abbreviation (such as Geod., CS, RV, T&C, Ch. Div. Geod., etc.), month of payment and amount submitted. The appropriation titles not indicated in the form, shall be typed thereon in abbreviated form. The total amount submitted for credit should 295 agree with that shown on the schedules of disbursements. The totals of re- ceipts and payments on the form must also be in agreement. (a) The cash reported on hand shall be counted by two disinterested persons and payments for which claim for credit is deferred (if any) should be verified. They shall then sign the certificate on the statement. If prac- ticable, senior officers of the vessel or party should sign the certificate, otherwise the certification of employees, postmasters or their assistants, or other disinterested persons, should be obtained. (b) A monthly statement of account is required whenever an Assistant Disbursing Officer has a balance of funds on hand, even though there may have been no transaction changing that balance during the month. 973 Voucher forms to be used. — All vouchers shall be submitted in duplicate on the forms approved for the particular purpose for which the expenditure is made. The following voucher forms are approved for use of this Bureau and shall be used for the purposes specified. (1) Purchases and Services, other than Personnel, Standard Form 1034 (original), 1034a (memorandum), 1035 (continuation sheet), and 1035a (mem- orandum continuation sheet). (2) Reimbursement of Travel and other Expenses, Standard Form 1012 (original) and 1012a (memorandum). This form shall be used for local trav- eling expenses and when a per diem in lieu of subsistence expenses while traveling is authorized. (3) Mileage for Commissioned Officers, Standard Form 1071 (original) and 1071a (memorandum), (par. 782.) (4) Pay and Allowances, Commissioned Officers, Form 7 (original) and 7a (memorandum), (par. 719.) (5) Pay Roll for Personal Services, Standard Form 1128 (original), 1128a (memorandum), 1013a (continuation sheet) and 1013c (memorandum continuation sheet.) These forms shall be used for pay of all office and field employees, including permanent and temporary employees. (6) Ship's Pay Roll, Form 231 (original) and 231a (memorandum) for ship's officers, other than commissioned officers, and all members of the crew. The pay roll of ship's officers shall be separate from that of the crew. (7) Petty Purchases and Services other than Personal, Standard Form 1129 (original), 1129a (memorandum), 1129b (continuation sheet) and 1129c (memorandum continuation sheet). (8) Receipt for Cash sub-voucher shall be obtained on Standard Form 1012d. 974 Preparation of vouchers. — Particular care must be exercised that all vou- chers are prepared in accordance with the Regulations and with directions issued by the General Accounting Office. (a) Each voucher shall be approved by the chief of party over his title as an Authorized Certifying Officer before payment is made. When the 296 voucher has been prepared, the amounts for which it is submitted and ap- proved shall be filled in and the date of certification shown after the ap- proved amount. 975 Vouchers to be accomplished before payment. — Disbursements may be made only upon vouchers or sub-vouchers which are fully accomplished prior to or at the time payment is to be made. Pay rolls of ship's crew are excepted. (a) For payments made for a bi-weekly or mid-month period, complete vouchers must be prepared 1 which will include all earnings, allowances and deductions to date. These vouchers will be assigned numbers and taken up in the accounts of the Assistant Disbursing Officer at the time of payment. (b) In making payment to short-time employees or to individual laborers upon completion of a job, or where payments are made at times other than the regular pay periods, the individual's time, earnings, deductions, and net balance should be shown on Standard Form 1076, and this data transcribed on a regular payroll form for inclusion in the monthly accounts of the As- sistant Disbursing Officer. When payments are made on Standard Form 1076 the forms must be attached to the original and duplicate payrolls to which they pertain. If there are several of these employees to be paid at the same time, a regular payroll form should be used, in which event Standard Form 1076 will not be required. 976 Vouchers for travel expenses. — Vouchers for the reimbursement of travel and other expenses must be submitted on Standard Form 1012 (original) and 1012a (memorandum) and must be itemized and prepared to conform to the requirements of the Standardized Government Travel Regulations. A copy of the orders, in duplicate, authorizing the travel, showing all signatures and endorsements and certified by the payee to be a true copy must accompany the voucher, or if the travel authorization has been attached to a previous voucher, the appropriate reference thereto must be made, giving the date and number of the voucher. It is essential that the date, hour, and place of detachment and reporting be shown on the copies of the orders. It is the duty of the traveler to obtain the required endorsements, (par. 761.) (a) A full statement of all travel performed by use of transportation requests must appear on the voucher, including the serial numbers of all transportation requests used. (b) The dates of travel, giving the hours of departure and arrival of trains or other conveyances used, both at points of departure and destination and at intermediate points where transfers or delays occur, must be stated. (c) If travel is by an indirect route, the details of all expenses actually in- curred shall be shown. When leave of absence is taken en route while on a travel status, the exact hour of beginning and termination of leave must be shown. (d) Detailed explanation of unusual items such as special conveyances, accommodations in excess of that ordinarily allowed, extra-fare trains, excess baggage, and unavoidable delays, must accompany the voucher. 297 977 Vouchers for local field travel. — Expenditures for local field travel shall be submitted on Standard Form 1012 (original) and 1012a (memorandum) in the name of the traveler or of the Assistant Disbursing Officer. The voucher must be accompanied by certified copies of the orders, in duplicate, authoriz- ing the travel. When car or bus fares are advanced to members of the party, these expenditures shall be supported by the traveler's receipt showing that transportation was received as listed on the voucher, (par. 763.) 978 Vouchers for personal services. — Vouchers covering compensation for per- sonal services, which may include commutation or subsistence, shall be covered by one voucher even though more than one appropriation may be involved. Unless bi-weekly payments are made, not more than two payments a month (one each at middle and end) shall be made, except in cases of emergency. (a) Vouchers for personal services must show the capacity in which em- ployed, including the grade, designation and total salary rate, with the dates of beginning and ending of service. All payments for commutation or sub- sistence must show date of beginning and ending of such allowance and rate per day, which must be in accordance with the Director's authorization. (b) Compensation for ship's officers will be shown on the Payroll of Of- ficers and Crew, Form 231, and separate from the payroll of members of the crew. On the ship's officers payroll the annual rate of salary shall be shown. (c) On the ship's payroll, Form 231, the crew's names should be entered in two groups under civil service and non-civil service positions. Under each group the names should be listed in the order of rating, and alphabetically under each rating. The rating, number of previous shipments, last date of shipment for shipped members, number of days present for pay and rations or subsistence, rate of pay per month, and items in the credit columns should follow in order on the same line. The number of dependents of each person as listed on the Withholding Exemption Certificate (Form W-4) (par. 982) furnished by the employee shall be shown in parenthesis over the person's name. The monthly rate of continuous service pay shall be shown separately, above the base pay, in the rate of pay per month column, but shall be com- bined with the base pay in the pay earned column. On the debit side, the amounts should be listed as follows: Line 1, retirement deduction and allot- ment; line 2, bonds and Federal tax; line 3, clothing and small stores and cash amounts acknowledged by signatures or memorandum subreceipts; line 4, rations, checks and balance due and unpaid, if any. (d) When rations are paid by checks drawn to the order of the command- ing officer and endorsed to commercial firms, the number, date, amount, name of payee, and name of firm to whom endorsed shall be entered for each check as a footnote on the ship's payroll, and properly referenced to the amounts in the debit column or to the rations covered by the checks. In cases where the month's rations are paid partly by check and partly by cash to 298 the mess caterer, or treasurer, or in kind from provisions purchased by Gov- ernment funds, they may be receipted for in the total value of rations so paid in cash, kind or check. Notes in the remarks column of the pay roll must agree with the report of changes, (par. 624.) (e) When a shipped member of the crew is appointed to a civil service position during the month, his earnings from both ratings shall be inserted under the group of civil service positions. Similarly, if an appointed employee resigns during the month and is then shipped under Schedule A-XI-5, his earnings from both ratings shall be entered under the group for non-civil service positions. (f) On all pay rolls the Christian name of the payee must be shown in full, and at least one initial, if any. Signatures must agree with the names as listed. 979 Retirement deductions. — Vouchers for payment of employees of the Bureau subject to the provisions of the Civil Service Retirement Act as listed in par- agraph 699 should show 95 per cent of the pay and 95 per cent of commutation or subsistence allowance, 5 per cent of pay and 5 per cent of commutation or subsistence allowance, total of pay, and total of commutation or subsistence allowance, when retirement deductions are applicable. When such vouchers are included in the accounts of an Assistant Disbursing Officer, they shall be paid by him for the amount of 95 per cent only; the 5 per cent deduction will be paid by the Chief Disbursing Officer of the Treasury Department into the retirement and disability fund. The voucher must be made out, and en- tered in the Schedule of Disbursements, for the amount paid by the Assistant Disbursing Officer. The amount of retirement deductions covering all vou- chers included in the Assistant Disbursing Officer's monthly accounts shall be entered on the face of his statement of account both under receipts and payments. (a) No retirement deductions shall be made from subsistence earned by members of the crew while detailed to shore duty. Subsistence of ship's officers is subject to retirement deduction. 980 Collection of Income Tax by salary deductions. — The current Revenue Act requires all disbursing officers to deduct and withhold a tax from each salary payment, over the allowable withholding exemption, that is to be applied against each individual's annual income tax. Assistant Disbursing Officers shall obtain a Withholding Exemption Certificate (Form W-4) from each new employee or a new copy from each employee reporting a change in marital or dependency status. Copies of these certificates shall be obtained in dup- licate, the originals transmitted to the Washington Office at the end of each month (with the monthly accounts) and the duplicate retained for the officers files. The number of exemptions claimed by each employee shall be shown on the pay roll. Certificates are not required of commissioned officers on 299 active duty. The home address to be shown should, as far as possible, be the permanent mailing address rather than an address of a temporary nature. (a) The Assistant Disbursing Officer should make sure that the forms submitted by his employees are completely filled out. Accuracy of the infor- mation given on the form is the responsibility of the employee, subject to the penalties referred to on the reverse side of the form. (b) A new certificate must be filed within ten days whenever the number of exemptions decreases. (c) A definition of dependents will be found on the reverse side of Form W-4. 981 Computation of Withholding Tax. — The Wage-Bracket Method of Withhold- ing is to be used for computing withholding deductions. The payroll period of vessel employees and those not subject to the Federal Employees' Pay Act will be semi-monthly but for all other employees covered by the Act the pay period shall be bi-weekly. The amount of tax to be withheld can be obtained from tables furnished by the Bureau of Internal Revenue, Treasury Department and the General Accounting Office Salary Tables. (a) Commuted subsistence earned by ship's officers and members of the crew is not subject to the withholding tax. 982 Withholding receipts.— A Withholding Receipt (Form W-2) is required to be furnished each employee on or before the end of January of the suc- ceeding calendar year, or, if the employment terminates during the year, on the day for which the last payment of wages is made. These forms will be furnished all employees by the Washington Office either in the following January or at the time the lump sum payment is made to employees whose services terminate during the year. Assistant Disbursing Officers shall sub- mit their December accounts as early as possible in January in order to facilitate the preparation of Form W-2. 983 Exempt wage payments. — Wage and salary payments for the following services are exempt from withholding: (1) Services performed by a com- missioned officer on active duty; (2) Services performed by an employee of this Bureau while outside the United States, if a major part of his services during the calendar year is to be performed outside the United States. The term "United States" includes the forty-eight states, the Territories of Alaska and Hawaii, and the District of Columbia. 984 Schedules of voucher deductions. — Whenever tax or bond deductions are made in a monthly account the Assistant Disbursing Officer shall prepare a 300 Schedule of Voucher Deduction (Standard Form 1096) for each type of de- duction. Separate series shall be maintained for schedules for bonds, and for tax schedules. Schedules in each series shall be numbered consecutively, number one being- the first prepared each fiscal year. The D.O. Symbol No. to be entered on each form will be furnished by the Washington Office, to- gether with the applicable deposit designation. 985 Payment for taxes and bonds. — The Assistant Disbursing Officer shall sub- mit a check drawn to the Treasurer of the United States to accompany the schedules of voucher deductions, covering the total amount of the deductions for bonds and Federal taxes. Reference to this check shall be made on each voucher or pay roll on which voucher deductions are made, and on ap- plicable schedules of voucher deductions. (a) No entry regarding deductions for bond or Federal taxes should ap- pear on the Summary of Allotment Deductions (Form 776) (par. 986) or on the Statement of Account (Form 417). 986 Allotments of pay. — Allotments of pay of commissioned officers and all employees of the Bureau, while employed outside of the District of Columbia, will be paid by the Chief Disbursing Officer and charged to the account of the Assistant Disbursing Officer, (pars. 102, 703, and 729.) When a com- missioned officer or employee is transferred, his pay account shall be trans- ferred to the Assistant Disbursing Officer to whom he is assigned, (par. 987.) (a) The Assistant Disbursing Officer shall notify the Chief, Division of Personnel and Accounts, by dispatch if necessary, of the stoppage of an allotment on account of separation from the service of an employee or for any other reason. He will be held responsible in such cases if he fails to do so. (par. 703(c).) (b) The allotments paid shall be scheduled each month on the Summary of Allotment Deduction (Form 776) and forwarded with the monthly accounts. The total amount of the allotment of the personnel employed under an As- sistant Disbursing Officer will be indicated under both receipts and payments on the Statement of Account (Form 417). Schedules need not be submitted when there are no allotments to be shown on it or the Statement of Account. (o) Application for Allotment of Pay, Form 575, shall be used for making an allotment of pay, and Form 575a, Stoppage of Allotment of Pay, when- ever an allotment is to be canceled. These forms should be submitted in time to reach the Washington Office by the middle of the month in which effective. 987 Transfer of accounts. — When an officer or employee is transferred from one office or party to another, his pay account shall be transferred to the As- 697587—47—20 OAI sistant Disbursing Officer to whom he is ordered to report for duty. The Transfer of Account (Form 327) shall be completed in triplicate, the original forwarded to the person to whom he is being transferred and the duplicate delivered to the officer or employee being transferred. The triplicate copy shall be retained by the person making the transfer. (a) The transferring officer must be sure that the information contained in the form is complete so that the accounts of the person transferred can be taken up at once by the receiving officer. Particular care should be taken to see that the amount of gross pay, tax, number of dependents claimed, and tax deductions for the last period paid are indicated. (b) In case of separation from the Bureau by resignation, death or other cause, the account shall be transferred to the Washington Office for settle- ment, (par. 988.) 988 Lump-sum payment for terminal leave. — Terminal leave must be paid for in a lump-sum at the time an employee is separated for any cause other than transfer to another government activity. The last day of active duty is considered as the date of separation. No annual leave can be granted immediately prior to separation when it is officially known in advance that the employee is leaving the service. Sick leave may be allowed immediately prior to the separation. (a) The lump-sum payment will be made by the Washington Office. Com- manding officers and chiefs of party will make final salary payment to an employee through the last day of active duty and forward at once to the Washington Office a Transfer of Accounts, Form 327, showing the following information on the reverse side of the form: (1) Address to which lump-sum check is to be mailed. (2) The number of tax exemptions claimed. (3) The number of the officer's voucher on which employee's final sal- ary payment was made. (4) The amounts withheld from the final salary for taxes. (5) The gross amount earned from which final salary payment was computed. (6) The dates and hours on which annual and sick leave was taken after the date of the last Report of Changes (Form 365). (b) No application for leave remaining to the credit of the employee is necessary as he will be advised by the Washington Office of the amount of accrued leave for which a lump-sum is being paid. He will also be furnished with a receipt (Form W-2) covering taxes withheld from his salary during the current calendar year, including the lump-sum payment. (c) When the separation date occurs prior to the preparation of the reg- ular pay rolls (except ship pay rolls), Standard Form 1076 will be prepared and the separating employee paid at once. The payee's name must appear on the regular pay roll as usual with a copy of Form 1076 attached. Copies of the form are to be attached to the original and duplicate vouchers and the triplicate forwarded with the transfer of accounts. 302 (d) When a former Government employee is to be reemployed before the expiration of the period for which he received a lump-sum payment, he must refund an amount equal to that part of the lump-sum payment covering the period between the effective date of employment and the expiration of the terminal leave period. This refund must be made to the employing officer in one payment prior to entrance on duty. The sick leave to credit on last date of active duty and the amount of annual leave covered by the re- fund will then be credited to the employee's leave account in the employing agency provided that not more than 30 days have elapsed since the em- ployee's last day of duty in the former employing agency. 989 Partial payment to crew. — If a member of the crew of a vessel does not de- sire to draw the full amount of pay due him at the end of the month, he shall be required to sign for only such amount as has been paid him in cash or as clothing and small stores. The balance due and unpaid will be entered in the proper column on the pay roll. (a) In the event that no payments have been made to the crew during a month, the pay roll should be prepared and forwarded with the regular monthly accounts, showing the balance due and unpaid. 990 Crew ration or subsistence. — When a member of the crew receiving a ra- tion is detached from his ship for more than one day, only one payment shall be made, either his commuted ration or a subsistence in lieu thereof, (pars. 105, 107.) 991 Hospital expenses other than marine. — The regulations of the U. S. Public Health Service provide for expenses of members of the crew in private hos- pitals where the facilities of their hospitals and relief stations are not available and the case is of a nature that will not warrant travel of the patient to obtain the required treatment. Vouchers covering expenses in- curred (prepared on Public Health Service forms) properly certified and accompanied by a statement of the circumstances, shall be forwarded to the Washington Office. 992 Invoices to accompany vouchers. — Vouchers shall be accompanied by orig- inal and duplicate copies of invoices whenever it is practicable to obtain them. The invoices should be completely itemized, and, if certified in accordance with the certificate appearing on the standard voucher form, it will not be necessary to have the voucher signed by the payee. There should be a reference to the certification on the bill or invoice in the appropriate space on the voucher. If certified bills or invoices cannot be obtained, the voucher must be itemized and the signature of the payee obtained on the voucher. 303 (a) More than one bill or invoice may be paid on a single voucher, pro- vided the transactions are under the same agreement and under the same conditions as to methods of or absence of advertising. (b) The total amount of each bill or invoice shall be entered on the vou- cher. All corrections in extensions shall be made on the bill or invoice. The necessary corrections should be made by the dealer, if practicable. As- sistant Disbursing Officers may reduce amounts where there are apparent overcharges but they are not authorized to increase them. Discounts and other deductions, such as credit for items returned, should be shown in de- tail on the voucher. 393 Itemization of vouchers. — It is essential that vouchers be completely and chronologically itemized as to date of order and delivery, commodity, quan- tity, unit prices, and total cost of each item, or referenced by date and amount to an attached bill or invoice on which this information is shown. (a) The unit price must agree with the unit of measure quoted. Charges in lump-sum will not be allowed where a unit has been specified or quoted. ( b) Vouchers for hauling and moving equipment and material should give the number of loads, the distance from place to place, and the price per load or some other unit to be used in obtaining the total cost of the service 994 Certificates and signatures on vouchers. — The following certificate, signed by the payee or his representative, must appear on each bill, invoice, or voucher covering the purchase of supplies or material: I certify that the above bill is correct and just; that payment there- for has not been received; that all statutory requirements as to Amer- ican production and labor standards, and all conditions of purchase ap- plicable to the transactions have been complied with; and that State or local taxes are not included in the amounts billed. Rubber stamps bearing this certification may be obtained from the Wash- ington Office. (a) When payment is made in cash the receipt at the bottom of Stan- dard Form No. 1034 shall be signed by the payee, or his representative, in addition to the certificate. A cash payment should be made only to and receipted only by the payee. When the payee is a company or corporation, cash payment shall be made only to and receipted by some officer who has been duly authorized to receive and receipt for money due the company. (b) The Assistant Disbursing Officer shall certify and approve each voucher before payment over his title as an Authorized Certifying Officer, filling in the amount for which approved and the date. (c) The check in payment of a voucher shall be made to the order of the payee appearing on the voucher. On each voucher paid by check the code number of the Assistant Disbursing Officer shall be placed in parenthesis after the check number, unless a special place is provided for it on the voucher. 304 995 Bid to accompany vouchers. — When a bid is accepted as a whole, covering all items in the specifications, the original accepted bid and all rejected bids, together with the Abstract of Bids (Form 578) and the Statement and Cer- tificate of Award (Standard Form 1036), shall accompany the voucher, (pars. 969 and 970.) A copy of the accepted bid with all signatures indicated, and copies of the abstract of bids and statement and certificate of award shall accompany the memorandum copy of the voucher. When the purchase or service is in accordance with a more formal contract than required by use of Form 33, all papers, except rejected bids, connected with the transaction shall be in duplicate, the original to be submitted with the original voucher and correct copies with the memorandum voucher. (a) When the award is split between two or more bidders, the original copies of the abstract of bids, statement and certificate of award, and the original copies of all bids, shall accompany the original voucher of the bidder whose account is first paid and submitted. Duplicate copies of the accepted bids together with copies of the other forms shall accompany the memorandum voucher. Duplicates shall be exact copies of the original except that the necessary signatures may be indicated. Original copies of the abstract of bids and the statement and certificate of award shall accompany vouchers of the other bidder, or bidders, among whom the award was split. The mem- orandum vouchers in such cases shall have endorsed thereon a reference to the number of the voucher which was first paid. (b) When two or more vouchers are submitted under any one bid con- stituting a continuing contract, or when a subsequent voucher is made for payment covering a later delivery of part of an accepted bid, no further copies of the proposal or contract papers need be submitted with the second or subsequent vouchers if reference is made to the first voucher with which such papers were submitted. (c) Contracts, bids and other documents which have been forwarded to the Washington Office in advance of the voucher will be held and attached to the voucher upon its receipt. Vouchers paid under the provisions of a contract or accepted proposal shall contain a reference to the same, giving the date, and if the contract or proposal has been previously forwarded, a statement to that effect shall be made. (d) When vouchers with which bids are submitted do not cover all of the items enumerated in the acceptance, there should be an accompanying statement indicating whether or not further orders are to be placed against such bids within the period of the contract. 996 Cash book and allotment record. — Assistant Disbursing Officers shall use the Cash Book and Allotment Record, Standard Form 710, for recording all cash and allotment transactions. Instructions for its use are contained in the form. o 05 of tie date 7*2 f ::;-:: ::r i i - rdvier:.. — : f .' ■ - : " -;-f : - '* f 57- ? - ". : s ~ r :~ : I. ~ f~ : ~ :: :- -i-i r-r payment therefor from their official petty cash and obtain a receipt on a sub- voucher. Reimbursement for these expenditures shall be included in the petty cash voucher, (par. 998.) If the cost of postage exceeds $5.00, Stan- dard Form 1034 should be used and payment made by check or cash. (a) A sub-voucher supporting such an expenditure should bear the stamp of the post office and initials of the person making the sale. 1000 Expenditure for repairs of instruments. — Where it is not expedient, on ac- count of loss of time, nor practicable on account of the expense of trans- portation involved, to send instruments to the Washington Office for the necessary repairs, charges for such items may be included in the monthly accounts. A letter, in duplicate, addressed to the Director explaining the urgency that required this expenditure, must be attached to the voucher covering the charges for repairs, unless the item has been approved in the estimates. Instruments must be returned to the Washington Office for re- pairs unless the case is one of an urgent nature. 1001 Expenditures for requisitionable articles. — The expenditure of official funds for items such as instruments, books, stationery, rubber stamps, etc., that are obtainable on requisition from the Washington Office, will be disallowed except in an emergency, in which case the necessary articles may be pur- chased provided a satisfactory explanation of the urgency (or emergency) accompanies the voucher supporting the expenditure, (par. 28.) 1002 Repairs to private property. — Repairs or alterations to private property of any kind must not be made at Government expense, unless a written con- tract made at a prior date for the hire or lease of such property specifically mentions the repairs or alterations to be made at the expense of the Gov- ernment. No expenditures for such repairs shall be made by an Assistant Disbursing Officer even when specifically mentioned in the contract without specific authority from the Director, (par. 949.) (a) In case damage has been done to hired property due to negligence of an employee of the Government, the lessor's claim shall not be paid by the Assistant Disbursing Officer but will be submitted to the Washington Office for appropriate action. 1003 Bills for damages. — Settlement may be made by an Assistant Disbursing Officer for damages for cutting trees, damage to crops, etc., occasioned in the execution of field work providing a prior written agreement was made as to the amount to be paid. When such payment is made, the voucher must be supported by a signed statement of the agreement and by the claimant's o 07 acceptance of the stated sum as a full relief (to the Government.) A state- ment must also be furnished with the voucher giving all particulars re- garding the nature of the work that necessitated the expenditure. The ex- penditure must be reasonable for the damages incurred and, in case of doubt, it is advisable that the voucher and all necessary papers be forwarded to the Washington Office for settlement. (a) Claims for unliquidated damages cannot be paid in the field. Such claims shall be forwarded to the Washington Office accompanied by a state- ment giving all the pertinent facts relating to the claim, names and addresses of witnesses, if any, an estimate of the amount of the damage, and stating whether it was caused by negligence of an officer or employee of the Government. (b) Subject to the approval of the Secretary of Commerce, the Director is authorized to consider, ascertain, adjust and determine all claims for dam- ages where the amount of the claim does not exceed $500, occasioned by acts for which the Coast and Geodetic Survey shall be found to be re- sponsible. (33 U.S.C. 853.) (par. 1088 (c).) (c) The Secretary of Commerce is authorized to consider, ascertain, ad- just, and determine any claim on accout of damage to or loss of private prop- erty where the amount of the claim does not exceed $1,000 caused by the negligence of any officer or employee of the Department of Commerce acting within the scope of his employment. (31 U.S.C. 215.) (d) Where the claim for damages is covered by the conditions mentioned under (b) or (c) of this paragraph, it should be supported by vouchers, bills and statements and shall be forwarded to the Director for consideration and action. (e) Claims for damages as referred to in this paragraph pertain only to damage to or loss of private property. Claims made for personal in- jury shall be referred to the Director. 1004 Payment of accounts through the Washington Office. — Vouchers for gen- eral outfit, supplies, repairs to vessels, etc., involving large sums or payments for which an Assistant Disbursing Officer does not have sufficient funds, may be forwarded to the Washington Office for settlement. The vouchers shall be duly signed by the person (or firm) entitled to receive payment and certified as to their correctness by the Assistant Disbursing Officer as Author- ized Certifying Officer. Directions for mailing the check to the creditor shall accompany each voucher, (par. 437.) 1005 Calculations for fractions of month. — All calculations for parts of a month must be made according to the number of days of which the month actually consists, except for salaries paid on an annual or monthly basis which must be in accordance with the General Accounting Office Salary Tables, (par. 698.) 308 1006 Cash payments to crew. — Any cash payments to members of the crew shall be receipted for at the time payment is made. Signatures shall be obtained on the payroll if practicable, otherwise they shall be obtained on the Mem- orandum Pay Roll Receipt (Form 225) and attached to the pay roll. A mem- ber of the crew shall never be allowed to sign a blank receipt. (a) Payment of commuted rations to the mess treasurer shall be receipted for on the pay roll whenever such payments are made in cash. (par. 624.) (b) Commanding officers in their official capacities are prohibited from receiving or caring for cash belonging to members of the crew. (par. 297.) 1007 Accounts for supplies purchased from Federal Agencies. — When articles of supplies and equipment are obtained from the Navy or other Federal Agen- cies, the chief of party shall forward to the Washington Office a signed copy of the invoice covering the cost and quantity of the articles received. A copy of the Purchase List (Form 43), covering all inventoriable items on the invoice, shall be prepared and forwarded with the invoice, (par. 1022.) (a) Navy Department forms should be obtained and used when making requisitions for supplies from that Department. The chief of party shall indicate thereon the Coast and Geodetic Survey appropriation against which the items will be charged. Payment will be made by the Washington Office by a transfer of funds and charged to the allotment of the chief of party, (par. 874.) (b) Invoices covering items of clothing and small stores obtained from the Navy are settled in accordance with the instructions contained in para- graph 638 of the Regulations. (c) When articles (such as mess jackets) which are listed as clothing and small stores by the Navy Department are purchased for use on board a vessel, they shall be considered as ship supplies. The invoices shall be com- pleted and forwarded to the Washington Office in the same manner as in- dicated for those covering all ship supply invoices. (d) Payment for mess supplies received from the Navy shall be in ac- cordance with paragraphs 628 and 629 of the Regulations. 1008 Proceeds from sales. — The gross amount of all moneys received from what- ever source for the use of the United States, except as provided under (a) shall be paid into the Treasury by the officer or agent receiving the same at as early a date as practicable, without any abatement or deduction on ac- count of salary, fees, costs, charges, expenses, or claims of any description whatever. (31 U.S.C. 484.) (a) The expenses of the sales conducted for the disposal of old material, condemned stores, supplies, or other public property of any kind, may be 309 deducted from the proceeds of such sales under the provisions of law. (31 U.S.C. 489.) (b) All moneys received by the Chief Clerk for copies of records or sheets or from the sale of charts, publications, public property or old material which are required to be deposited in the Treasury shall be forwarded to the Chief Disbursing Officer, Treasury Department, together with a Schedule of Collections, Standard Form 1044. (c) Funds received by District Supervisors for the sale of charts and publications shall be deposited in the Treasury in accordance with paragraph 1111 of the Regulations. 1009 Moneys due deceased or incompetent officers and employees. — An Assistant Disbursing Officer shall transmit to the Washington Office immediately after death or incompetency of an officer or employee a Transfer of Accounts, Form 327, (par. 987) together with a statement showing the full name of the de- ceased or incompetent; date of death or of incompetency; name and address of next of kin, and any information at hand regarding testacy or intestacy of the deceased, or guardianship of incompetency. (a) No payments of any kind shall be made by an Assistant Disbursing Officer of moneys due such parties and all claims shall be forwarded to the Washington Office as soon as received. Any uncashed Government checks or warrants shall be treated likewise. 1010 Closing accounts. — When an Assistant Disbursing Officer ceases disbursing funds, due to the party being disbanded or for any other reaon, the final months accounts should be forwarded to the Washington Office as soon as circumstances permit. An official check covering the amount on hand in the U. S. Treasury shall be drawn to the order of the Treasurer of the United States and forwarded with the final accounts. A personal check or money order in the amount of official cash on hand, also drawn to the Treasurer of the United States, shall be forwarded at the same time. (a) Bills or invoices received after the Assistant Disbursing Officer's ac- count is closed will be properly vouchered and certified and forwarded to the Washington Office for payment. 310 CHAPTER 47 Property 1016 Responsibility for Government property. — All persons having charge of Government property are responsible for its preservation and safe-keeping and are required to take all proper and necessary measures to protect it from loss or damage. When property is not satisfactorily accounted for, the per- son to whom it was entrusted will be charged with its value, (par. 110(6).) (a) When Government property is stolen, the person responsible for its safe-keeping shall take immediate steps to recover it, including, when prac- ticable, a notification to the local police of its loss, and insertion of a notice in local newspapers. A chief of party cannot expend public funds in recovering stolen property. (b) If the stolen property is of considerable value, the Washington Of- fice shall be notified by dispatch in order that the assistance of the Depart- ment of Justice may be requested. (c) In the event the stolen articles cannot be recovered, the person to whom they are charged shall report the fact to the Washington Office, giving details as to the precautions taken to prevent the theft and the steps taken to recover the property, and request relief from accountability for the missing articles. If the request is approved, the items when listed on the inventory shall be marked "expended" and reference made to the correspondence by which the person was relieved from responsibility. 1017 Preservation of property. — Proper care shall be taken at all times of gen- eral property, instruments, boats, trucks and vessels of the Bureau. Par- ticular attention must be given to the care of instruments. These should not be handled by subordinate members of a party except when carried in their boxes or when being moved on the working grounds under immediate supervision of an observer. Instruments should be wiped dry before being placed in their boxes and should be stored carefully at the end of a day's work. Instruments not in daily use shall be inspected at frequent intervals. 1018 Return of excess instrumental equipment. — Instruments no longer required for the current project or for work upon which the party will ordinarily be engaged should be returned to the Washington Office or transferred to the nearest District Headquarters where they can be better protected against deterioration than is possible on a shore party or small vessel. They must be thoroughly cleaned and properly packed before shipping and 311 a detailed statement of their condition forwarded with the transmitting letter. (a) Instruments not in serviceable condition shall be forwarded to the Washington Office with a statement as to the repairs required, (par. 1028 (a).) 1019 Issue and care of instruments. — Instruments will be issued by the Wash- ington Office only to chiefs of parties and they will be held accountable for them. They may be issued for official use to subordinate officers and employees by the chief of party on personal receipts. All persons supplied with this equipment should be instructed as to the necessary care and pre- cautions to be taken in order to keep the instruments in good working condition. (a) Watches will be issued only for recording purposes on shore parties or as hack watches on board ship. With each watch a leather wrist strap and case will be furnished, upon request. When not being used in connection with observations, watches should be stored in a clean, dry place, free from dust. (b) All tapes used shall be thoroughly cleaned at the close of each day's work. When survey work is prevented in the field, advantage should be taken of such conditions, if practicable, to inspect and clean tapes which have been stored. While in use, tapes should always be wiped free of dirt, dust, or moisture before reeling. No abrasive mixture should be used in cleaning that is liable to scratch or remove tape markings. 1020 Preparation of chronometers for shipment. — Special precautions must be observed in the preparation of a chronometer for shipment if it is to reach its destination without damage. The balance wheel should first be stopped by allowing it to strike against a small piece of writing paper until motion ceases. The fingers or any rigid body should never be used for this purpose. As the balance wheel is comparatively heavy, it is necessary to lock it care- fully to prevent damage to the delicate pivots during shipment. This is ac- complished by inserting two soft cork wedges, placed as nearly opposite the spokes of the wheel as possible. Both wedges should be pressed in at the same time to avoid a sideways thrust on the pivots. They should never come in contact with any of the adjusting screws in the balance wheel. The wedges should be pressed in with only sufficient firmness to insure their re- maining in place and should never be forced. Cork wedges are usually is- sued with chronometers, but should none be available care should be taken in the selection of material for this purpose to insure that it is soft and resil- ient. After the wedges are inserted, the chronometer should be replaced in its case and the cover screwed tightly in place. If a gimbal case is used, the in- strument should be removed from the gimbal rings and packed in the case with paper, securely wedged with this material so that it cannot move 312 In packing in an outer shipping case, the chronometer case should be wrapped with paper to prevent the infiltration of dust or dirt. Paper should also be used to cushion the case in the packing box. Excelsior should never be used as it is dusty and the fine powder will sift through very small openings. 1021 Accounting for property. — Articles ordinarily purchased shall be classed either as equipment or as consumable supplies. (a) All items of equipment except those expended in place or used in repairing an article of equipment shall be entered on the monthly purchase list and inventory. (b) Consumable items of supply shall be expended on the duplicate copy of the invoice or voucher and need not be entered on the purchase list or inventory. (c) If doubt exists as to the proper classification of an item it should be considered as equipment and entered on the purchase list and inventory. 1022 Purchase list. — A Purchase List (Form 43) shall be prepared and for- warded to the Washington Office with each months accounts, and with all invoices from other departments. Only one copy of the purchase list is required. (a) Only inventoriable items of equipment shall be entered on the pur- chase list and all items entered thereon shall be entered in the inventory. (b) The page and line number of the inventory in which the item is entered shall be shown on the purchase list, together with the page, line number and reference number of the estimate covering the purchase. 1023 Accounting for oil drums. — When oil or gasoline containers are loaned to a party by a dealer, a strict account shall be kept of the date received, con- tainer numbers, etc. The maximum loan period is usually 90 days, except when special arrangements are made by the chief of party to retain them for a longer period. (a) Containers should be returned as promptly as practicable and within the loan period if possible. (b) The officer ordering the containers will be held responsible for their custody and return. Relieving officers should require a statement from the officer relieved showing the status of the account of contractor-owned con- tainers. (c) When checks are received from a contractor as refunds on contain- ers that the chief of party was required to pay for when supplies were re- ceived, the following information should be forwarded to the Washington Office with the letter transmitting the check: Numbers of vouchers to which refund check should apply, container numbers, and kind of drums returned, 313 dates of purchases, dates of invoices, and purchase order numbers. This information is necessary so that no difficulty will be experienced in the proper identification on the vouchers involved. (d) To insure proper credit from the contractor or agent, the containers when returned shall be identified by the container number, date and place of loan or purchase. 1024 Transfer of property. — The Letter of Transmittal and Receipt for Transfer of Instruments or General Property (Form 573), shall be used whenever equipment is transferred between field parties, returned to the Washington Office by field parties, or returned to storage. Instructions for the prepara- tion and disposition of the required copies are contained on the form. (a) Property may be transferred from one party to another by mutual agreement or upon orders from the Director. (b) Requisitions for items of general property and instruments on the Washington Office should be made, in duplicate, on Form 12, Requisition For Instruments and General Property. Shipments from the Washington Office will be on a Property Invoice, Form S-6, furnished in duplicate. On receipt of the shipment, one copy should be signed and returned promptly, with any errors or omissions noted thereon. All articles received will be listed immediately on the proper inventory. (c) Property in custody of the Washington Office removed from storage by a field party or individual under proper authorization shall be supported by an itemized receipt using Form 763, Report of Withdrawal from Storage. (d) When a commanding officer, district supervisor or chief of a field par- ty is to be relieved, the inventories should be brought up to date in all partic- ulars. Copies of the inventories need not be forwarded to the Washington Of- fice at the time of such transfers but a receipt by the relieving officer should be furnished after he has satisfied himself as to the completeness of the in- ventories. Any property retained by the officer being relieved should be ac- counted for on Form 573. (e) Property accounts of vessels and permanent offices will be carried in the name of the unit rather than the person in charge. The accounts of mo- bile units will be charged to the chief of party. 1025 Transfers and requisitions at the Washington Office. — Chiefs of party as- signed to the Washington Office for short periods should submit requisitions for instruments and general property on Form 12. This equipment will be charged to the account of the chief of party in the same manner as when issued to field parties. (a) Other officers and employees must obtain equipment through their chief of division on Form 12. (b) When transfers of property are made in the Washington Office Form 573 shall be used as a receipt. 314 1026 Return of property to storage at Washington. — General property should not be forwarded to the Washington Office for storage unless authority, or instructions have been received from the Director. Care should be exer- cised to see that unserviceable property is not returned. Form 573, in dup- licate, shall be prepared and forwarded at the time the shipment is made. The duplicate copy will be receipted and returned to the sender when the shipment is received. 1027 Inventories. — Any officer or employee receiving Government property, in- struments or books, either from the Washington Office, by transfer from another Government agency or person, or by purchase with Government funds shall be held accountable for such property until relieved of such ac- countability by one of the methods prescribed in these Regulations, (par. 1033.) (a) The inventory forms are designed to be used as stock ledgers, and all transactions such as transfers, purchases, etc., should be shown with suitable notes and references. Credit cannot be given for a transfer of any article unless the proper receipts have been received at the Washington Of- fice. An actual physical inventory shall be made at the end of each calendar year. (b) All inventories will be checked at the Washington Office. The ac- count will be made up from the last previous inventory, from receipts for transfer and other disposal, from receipts of property, and from the monthly purchase lists. (c) Persons having general property, instruments or books in their pos- session, will, when assigned to a party, transfer such equipment to the chief of party or return them to the Washington Office. Subordinates in a party shall not cany property on personal accounts. (d) Each person submitting an inventory should keep a copy for use in making up his next inventory. (e) Equipment received from the Washington Office by a party having no property on inventory at the beginning of the year need not be inven- toried if all such property is returned to Washington during the same cal- endar year. If part of the property is returned to Washington and the re- mainder transferred to another party, a complete inventory shall be pre- pared and forwarded as usual. 1028 Instrument inventory. — Instrument inventories shall be prepared and sub- mitted on Forms 14 and 14a. The designation of the instruments listed shall conform to the official list adopted by the Bureau and shall be listed in alphabetical order. Each numbered instrument shall be reported on a separate line, giving the Bureau number of the instrument. The total of unnumbered instruments of the same class may be shown on one line. 315 When several instruments of the same kind are listed, they shall be ar- ranged in numerical order. A note regarding the condition of each instru- ment should be entered in the appropriate column. (a) Unserviceable instruments requiring repairs should be returned to the Washington Office, but if the value is such that the expense incurred would not warrant making the shipment, this fact should be reported and in- structions for the disposition of the property obtained from the Washington Office. Instruments bearing a Bureau number cannot be expended without specific authority from the Director. When authority to expend an instru- ment has been received, a reference to the letter giving such authority shall be made in the inventory. 1029 General property inventory. — The Ship's General Property Inventory, Form 55, shall be used in accounting for general property on all vessels of the Bureau. The form shall be completed in accordance with the instructions printed on the form and all entries of purchases, receipts, and transfers should be made at the time of the transaction. The inventory as submitted shall be based on an actual inspection of all property shown therein. (a) General property inventories of all other field activities should be sub- mitted on Forms 14 and 14a. All items should be entered in alphabetical order. 1030 Book inventory. — All books bearing an accession number must be accounted for in the Book Inventory, Form 18. Publications and pamphlets issued by the Washington Office but not bearing an accession number should not be included in the inventory. (a) The commanding officer of each vessel will be held accountable for all accessioned books issued to the vessel. Books will not be issued to in- dividual officers attached to a vessel. When assigned to duty on board a ves- sel, officers should either return books charged to them individually or trans- fer them to the ship's inventory. 1031 Medical inventory. — The inventory of surgical instruments and inventor- iable medical equipment on board vessels of the Bureau should be reported on Forms 14 and 14a. 1032 Equipment in the Philippine Islands. — All instruments, general property, books, surgical instruments and supplies belonging to the Bureau in the Phil- ippine Islands will be charged to the account of the Director of Coast Sur- veys, Manila. (a) Persons having property on their personal inventory when detailed to duty in the Philippine Islands shall have this property transferred to -the Director of Coast Surveys if it is to be taken to Manila. 316 (b) Persons bringing property from the Philippine Islands that is on their personal account with the Director of Coast Surveys should have it trans- ferred to their personal account with the Washington Office. 1033 Relief from accountability for property. — Consumable supplies used in the prosecution of official work shall be expended at the time they are received. Articles which are classed as repairs to equipment may be expended in place. Relief from accountability for articles not of an expendable nature follows when they are transferred either to another party or to the Washington Office. (a) In the case of surplus property, relief may be obtained by survey and sale or by transfer to another Government agency when approved by the Director, (par. 1037.) (b) The expenditure of articles unavoidably lost on official work may be approved by the Director, provided resonable care had been taken of the property. (c) Any discrepancy in an inventory between the account as determined by the Washington Office and the actual inventory must be satisfactorily ex- plained. The expenditure of an article not of an expendable nature must be satisfactorily explained either on the inventory or in a special letter. It is not sufficient to merely state that an item is lost or cannot be found. (d) The Director may order that the cost of an item not satisfactorily accounted for be withheld from the pay of the person held accountable or reimbursement made for its loss. (e) A letter from the Director stating that the inventory has been ap- proved is an acceptance of the account as submitted. When inventories are approved with corrections, adjustment of them must be made to con- form with these corrections or a letter submitted stating the reasons for any exceptions taken. 1034 Storage of property. — Property of the Bureau may be stored at Govern- ment expense only when authority has been obtained from the Director in the form of approved estimates or otherwise. When orders specify that equipment is to be stored at the end of a season or upon completion of a project, no additional authority is required. (a) Whenever possible arrangements should be made for storage on Gov- ernment property and custodians of Federal buildings in the locality should be contacted to ascertain if proper and sufficient space is available. (b) The leasing of private storage space is a transaction subject to all laws concerning advertising, and unless a condition exists which authorizes the dispensing of advertising, bids must be obtained before the space can be leased, (par. 925.) (c) The bids should stipulate that storage charges will be paid on a quarterly basis unless the period will be of short duration when the chief 697587—47—21 017 of party may arrange to settle the account either on a monthly basis or at the time of removal. The method or period of payment shall be shown on all forms and papers having to do with the storage account. (d) The equipment placed in storage will be transferred to the account of the Washington Office and storage charges paid by that office except when it appears more feasible for the chief of party to retain custody of the property. The person storing the equipment will be relieved of responsibil- ity for the property when arrangements for storage have been completed and all necessary papers have been forwarded to the Washington Office. When payment for storage is to be made by the Washington Office, voucher forms will be prepared and forwarded to the person with whom the property is stored by that office. (e) Each package, box or bundle stored must be numbered and tagged with Form 54 on which the contents will be listed. The packages will be listed in numerical order on the storage report, the contents of each package listed thereon, and a duplicate copy furnished the party with whom the property is stored. In storing property, all articles or containers shall be marked and packed in such a manner that they may be withdrawn from storage and shipped by sending the necessary directions and package num- bers to the custodian of the property. (f) Whenever property is withdrawn from storage, receipts as prescribed under transfer of property (par. 1024) shall be forwarded to the accountable officer and proper notation made on the storage report. In case partial with- drawal is made from a package in storage, the items removed should be can- celed from the attached tag. 1035 Storage receipt. — At the time equipment is placed in storage, a Storage Receipt (Form 15) shall be filled out, in triplicate, signed by the custodian of the property and the chief of party and forwarded to the Washington Office. An additional copy should be retained by the chief of party. (a) Storage receipts will not be required when property is placed in store- rooms of the Bureau or other Government agencies. 1036 Storage report. — A Storage Report (Forms 46 and 46a) shall be forwarded to the Washington Office at the end of each month by the chief of party. This report shall also be prepared and forwarded when any property is placed in storage, when articles are withdrawn from storage, or when the place of storage is changed. When no storage or change of storage oc- curs during any month, a storage report must be submitted at the close of each month stating that no property is in storage or that property previously reported (give date) remains in storage unchanged. (a) At the time of placing equipment in storage, a storage report must be submitted supplying the necessary information as listed in paragraph 1034. 318 (b) When a partial withdrawal is made, the storage report should give an itemized list of the articles removed, and if any change in the rate of storage is made, full details must be reported. If the property removed rep- resents a considerable part of the property stored, an additional storage report should be submitted listing the articles remaining in storage. With- drawal from storage or, additions to property already stored, shall be re- ported on Form 763, in triplicate. (c) Storage reports are not required from permanent field offices, mag- netic observatories, etc., unless specifically ordered by the Director. (d) Temporary storage of property being used from time to time during the course of field work need not be reported. 1037 Survey of public property. — When general property, in a serviceable con- dition, becomes surplus to the needs of the Bureau, or when so ordered by the Director, the chief of party shall prepare an inventory and appraisement in quintuplicate on Department Form S-3, Survey of Public Property. (a) When the chief of party considers it desirable to dispose of useless, salvage, or scrap material, or other property no longer required, he shall submit an Inspection, Inventory and Appraisement of Public Property, Form 571, in quintuplicate, recommending disposition of the property. (b) In the preparation of the required inventories and appraisements, the chief of party shall appoint a board of three persons, when practicable, to inspect and appraise the property. If necessary he may serve as a member of the board. (c) When sale of the property is indicated by the chief of party, recom- mendation should be made as to the method of advertisement and disposal of the property, whether by means of written bids, at public auction, or by private sale, an if by the latter the reason therefor. Four copies of the form will be returned to the chief of party after approval for disposal has been made by the Washington Office. The disposal of the property may then be made in accordance with the method approved and the back of Form 571 com- pleted. One copy will be retained by the chief of party and three forwarded to the Washington Office, the original and duplicate copy with the accounts and the triplicate copy marked for attention of the Instrument Division. (d) No surplus property shall be disposed of until authorization has been received from the Director. This provision does not apply to emergency sales of scrap material, (par. 1039(a,h) (e) In reporting surplus motor vehicles, the description should include information as to the make, type, year, serial number, total mileage, condi- tion and mileage of tires, itemized list of repairs and estimated cost thereof, place of storage, and appraised value. 1038 Advertising of sale of property. — When the sale of public property is to be accomplished by written bids, Notice of Sale of Public Property, Form 604, should be sent to at least three persons or firms interested in the 319 particular material to be sold, and a copy of the form posted in a post office or other public place. (a) When property of considerable value is to be sold, the sale may be advertised in newspapers. Authority for this advertising shall be obtained in accordance with parargaph 894 of the Regulations. 1039 Sale of public property. — When the sale of public property is authorized, it may be accomplished by public auction, by use of written bids on Form 604, or, when approved by the Director for special reasons, by private sale. (a) Emergency sales of scrap material may be conducted when delay would occasion unwarranted expense, in which case the property may be disposed of on the judgment of the person charged with it and the approval of the Director obtained afterwards. 1040 Proceeds of property sales. — The net proceeds of each sale shall be for- warded to the Washington Office with checks, drafts or money orders made payable to the Treasurer of the United States. A cashier's check is prefer- able to one of the purchaser's. (a) The expenses of each sale, including advertising, selling costs, and drayage or transportation charges, shall be paid from the gross proceeds of the sale. If the chief of party is unable to make this deduction, due to the fact that payment is made by check, a statement supported by receipts should be included in the necessary papers forwarded so that he may be reimbursed. (b) The accounts of each sale shall be stated and certified by the chief of party on the reverse side of Form 571 (par. 1037 (a).), whether the sale has been approved on Form 571 or on Form S-3, and shall be forwarded in triplicate to the Washington Office. When the account has been audited and approved, the duplicate copy will be returned to the chief of party. (c) In addition to the required copies of Form 571, the following papers shall be forwarded, in duplicate, to the Washington Office for each sale made. (1) All original bids. (2) Duplicate of accepted bid. (3) Abstract of bids (Form 578). (A) Statement of certificate of award (Standard Form 1036). (5) Receipts covering expenditures and statement of expenditures for reimbursement. 1041 Exchange allowance. — In purchasing motor propelled or animal drawn ve- hicles or tractors, or laboratory equipment, or boats, or parts, accessories, tires, or equipment thereof, the Secretary of Commerce or his duly author- ized representative may exchange or sell similar items and apply the ex- change allowances or proceeds of sales in such cases in whole or part pay- ment therefor. Any transaction carried out under this authority shall be evidenced in writing. (Independent Offices Appropriation Act.) (a) No transactions of this nature will be made without prior permission or instructions from the Director. 320 CHAPTER 48 Shipments 1046 Methods of shipment. — Shipment of Government property shall be made under penalty envelope or label when such transmission is authorized by law or post office regulations. (a) When postage-free transmission is not authorized, mailable matter should be sent postage paid when this method is more economical than ship- ment by express or freight, or when the needs justify the greater cost by mail. (b) Shipments not forwarded by mail must be made by the cheapest meth- od which furnishes the service required. 1047 Shipments under penalty envelopes and labels. — No article or package of official matter, or number of articles or packages of official matter constitut- ing in fact an official shipment, exceeding four pounds in weight shall be ad- mitted to the mails under penalty privilege, except books and documents published or circulated by order of Congress when mailed by the Superin- tendent of Public Documents * * * (39 U.S.C. 321e.) 1048 Shipments by parcel post. — Official matter exceeding four pounds, regard- less of its character or kind, including written official matter, whether sealed or unsealed, may be mailed for delivery when the proper amount of postage is paid on the whole weight. The total weight of the package must not ex- ceed 70 pounds nor be greater in size than 100 inches in length and girth combined. This method of shipment should be used whenever practicable for the shipment of Government packages or parcels. (a) Official matter sent by parcel post may be insured. (3 Comp. Gen. 391.) (b) Upon request, the postmaster at the mailing office will, on the pay- ment of one cent, furnish the sender with a receipt for any piece of mail de- livered to him for mailing. (Postal L. and Regs. 1940, sec. 1384.) 1049 Shipments by express. — Shipments shall be made by express only when ordinary freight service will not answer the official needs, due consideration being given to care and safety in transit, the probable cost of collection and delivery, and the time required for transmission. 321 (a) Delicate instruments such as chronometers, fathometers, levels, seis- mographs, theodolites, etc., shall be shipped by express. (b) Whenever a shipment is made by express, the need for which is not apparent, a statement explaining why this method was employed in pref- erence to freight shall be forwarded to the Washington Office with the mem- orandum copy of the bill of lading. (c) A release valuation of not exceeding fifty dollars for any express shipment must be indicated on the bill of lading and should be marked on the package or packages by the representative of the Bureau who makes the shipment. When the shipment consists of two or more packages the released value must be marked on each package as follows: "Value $50 on 2" or "Value $50 on 3" as the case may be. 1050 Shipments by freight. — The most recent issue of the Consolidated Freight Classification should be consulted in order that a shipment may be so describ- ed and packed as to secure the lowest possible rate. Items of the same classification should, whenever feasible, be included in the same box or boxes, as the charges on a piece of freight will be vouchered at the highest rate allowable for any item contained therein. Water shipments are usually cheaper than those by rail and the former method should be employed when- ever it is expedient to do so. (a) Routing orders shall be secured from the Washington Office prior to the shipments of carload lots and for all large shipments, (par. 1061.) 1051 Shipments by truck or bus. — Advantage should be taken of the fact that in certain sections of the country shipments may be made by truck or bus line at a cost less than by freight or express, when consideration is given to pick- up and delivery service. 1052 Drayage. — Drayage of Government property shall be by one of the fol- lowing methods, use being made of the first available one listed: (1) By Government truck. (2) On contracts of the Procurement Division, Treasury Department for all Government departments. (3) On contracts of other Government agencies if the contractor and the agencies agree, or if the contract specifies services to the Coast and Geodetic Survey. (4) On contracts made by the chief of party when the volume or fre- quency of drayage is considerable. (5) By open market purchase methods when the charges are small or when the exigency will not permit delay. 322 1053 Drayage vouchers. — Vouchers for drayage under contract must contain all data necessary for the justification and audit of the charges, including a ref- erence to the number of the contract and name of the contracting agency, in addition to the information required in paragraph 992(b). 1054 Government bills of lading. — Government property will be transported on the prescribed form of Government bill of lading, which will be identified by serial numbers following letter symbols approved in advance by the Gen- eral Accounting Office. (a) Through bills of lading will be issued in all instances between initial and ultimate points, except when rates more advantageous to the Government may be secured by other procedure. 1055 Forms to be used for shipments. — The following standard forms covering the shipment, transportation, and delivery of Government property by trans- portation companies are prescribed for general use: Standard Form No. U. S. Government Bill of Lading - Original 1103 U. S. Government Bill of Lading - Memorandum 1103a U. S. Government Bill of Lading - Shipping Order 1104 U. S. Government Freight Waybill - Original 1105 U. S. Government Freight Waybill - Carrier's Copy 1106 Temporary Receipt in Lieu of U. S. Government Bill of Lading 1107 Certificate in Lieu of Lost U. S. Government Bill of Lading - Original 1108 Certificate in Lieu of Lost U. S. Government Bill of Lading - Memorandum 1108a U. S. Government Bill of Lading - Original, Continuation Sheet 1109 U. S. Government Bill of Lading - Memorandum Continuation Sheet 1109a U. S. Government Bill of Lading - Shipping Order, Continuation Sheet 1110 U. S. Government Freight Waybill - Original, Continuation Sheet 1111 U. S. Government Freight Waybill - Carrier's Copy, Continuation Sheet 1112 (a) The set of bill of lading forms will consist, in the exact order named, of the original bill of lading (Standard Form 1103) for the consignee, con- taining the description of the articles shipped, evidence of delivery, and the terms and conditions of the contract of transportation; the shipping order (Standard Form 1104) for the initial carrier; the freight waybill - carrier's 323 copy (Standard Form 1106) for the initial carrier; and the memorandum copy (Standard Form 1103a) to be forwarded to the Washington Office. A record should also be kept by the shipper. (b) Careful attention shall be given to all instructions and details in ar- rangement, especially to the boxed section headed "For use of Destination Carrier Only", which must not be covered by writing or marks since it is, for the sole use of the accounting officer of the destination carrier to insert therein the proper class, rates and charges. (c) When the bill of lading forms have been prepared, the issuing officer must, in every case, sign the "Certification of Issuing Officer" even though the bill of lading is to be used by a contractor as shipper. Carbon impression signatures on the shipping order and the other forms are acceptable. When the bill of lading is to be used by a contractor as shipper, it is particularly important that the issuing officer fill in above his signature the contract or purchase order number, the date thereof, and the f.o.b. point named in such contract or purchase order. Unless such data appear on bills of lad- ing, the carriers may refuse to accept the shipment from a contractor or shipper. Explicit instructions must also be furnished the shipper as to the disposition of the various copies of the bill of lading. 1056 Preparation of a bill of lading. — Only one bill of lading shall be used for a shipment. Continuation sheets as listed in paragraph 1055 shall be used when there is not sufficient space on the original bill of lading. The number of the original bill of lading shall be inserted in the appropriate place on the continuation sheets. (a) The following information must appear on each bill of lading: (1) Place and date of shipment. (2) Names of consignor and consignee. (3) Name of transportation company receiving shipment. (4) Points between which shipment is to be made. (5) Marks, number and kind of packages (box, barrel, bale, etc.), description of articles (using nomenclature of Consolidated Freight Classi- fication, (par. 1050) ), number of packages, weight, and the dimensions of each item when the rate is based on dimensions. (6) Authority for shipment, appropriation chargeable, and total charges for shipment, estimated if the actual charges cannot be obtained, (par. 1059.) (b) For freight shipments the routing on the line beginning "via . . ", shall be omitted, unless it is certain a saving to the Government can be effected thereby or a routing order has been issued by reason of the quantity involved, (par. 1061.) (c) Proper notation must be made in the spaces provided as to whether or not pick-up service at the point of origin and delivery at destination was by the Government. 324 (d) When shipment is by water freight, either whole or in part, the dimen- sions (cubical measurement) of each package must be shown, as well as the weights. (e) Erasures and alterations must be authenticated. 1057 Transportation by air and railway express. — In those instances in which it is apparent to the shipper that the mailing of the original bill of lading to the consignee will result in arrival of the shipment prior to the arrival of the original bill of lading (as, for example, in cases of single-line rail hauls, when shipping by air or by railway express, and in many cases of shipment by highway, etc.), and in the case of all shipments of Government property, if it is administratively determined that some substantial interest of the Government will be sub-served thereby, the original bill of lading may, by agreement with the carrier receiving such shipments, be surrendered to said carrier, or its agent, to accompany the shipment or, at the discretion of the carrier, to be transmitted to destination by such other means as the carrier may elect. Whenever the original bill of lading is surrendered to a carrier with the shipment, the certificate — INITIAL CARRIER'S AGENT, BY SIGNATURE BELOW, CERTIFIES HE RECEIVED THE ORIGINAL bZl must be placed on the original and all copies in the set of bill of lading, and the autographic signature of the initial carrier's agent thereon will constitute a proper execution of the prescribed certificate. (a) One memorandum copy of the bill of lading will be retained by the shipper (issuing officer) as an office record, and one memorandum copy, so certified, must be immediately forwarded by him to the consignee. When- ever the bill of lading is used by a contractor as shipper, one memorandum copy thereof, so certified will be retained by the contractor, and memorandum copies, each so certified, must be promtply forwarded by him to the issuing officer and to the consignee. 1058 Conversion of Commercial Bill of Lading to Government Bill of Lading. — Every precaution should be taken to guard against the shipment of Govern- ment property on a commercial bill of lading or commercial express receipt, since payment to the carrier of the transportation charges will not be made by the Government on such commercial document alone. If, however, Gov- ernment property unavoidably moves on a commercial bill of lading or com- mercial express receipt, the words — TO BE CONVERTED TO A GOVERNMENT BILL OF LADING must be placed on the original commercial document and on all copies there- of in a conspicuous manner, and the original commercial document must be immediately forwarded by the shipper to the Government official who author- ized the shipment or may, by agreement with the carrier receiving such ship- ments, be surrendered to the carrier, or its agent, to accompany the shipment or, at the discretion of the carrier, to be transmitted to destination by such 325 other means as the carrier may elect. The procedure to be followed by the shipper, by the Government official who authorized the shipment, and by the consignee in connection with the shipment of Government property which un- avoidably moves on a commercial bill of lading or commercial express re- ceipt is as follows: (a) Whenever the original commercial bill of lading or commercial ex- press receipt is surrendered to a carrier, a certificate must be placed on the original commercial document and on all copies thereof as follows — INITIAL CARRIER'S AGENT, BY SIGNATURE BELOW, CERTIFIES THAT HE RECEIVED THE ORIGINAL OF THIS DOCUMENT and a memorandum copy of the original commercial document must be im- mediately forwarded by the shipper to the Government official who author- ized the shipment. Upon receipt of the memorandum copy of the commer- cial document said official should promptly prepare, or cause to be prepared, a Government bill of lading covering the property involved, sign same as issuing officer, and forward it to the consignee without delay, retaining the memorandum copy of the commercial document for his files. When the shipment and the original commercial document are delivered to the con- signee by the carrier, the consignee should cross-reference the Government bill of lading received from the Government official who authorized the ship- ment, and the original commercial document, securely attach the commercial document to the Government bill of lading, execute consignee's certificate of delivery on the Government bill of lading and promptly surrender same to the destination carrier for billing. ( b) Whenever the original commercial bill of lading or commercial express receipt is forwarded by the shipper to the Government official who authorized the shipment, said official should immediately prepare, or cause to be pre- pared, a Government bill of lading, covering the shipment involved, which should be signed by him as the issuing officer. The commercial document on which the property was shipped should be securely attached to the Gov- ernment bill of lading and both the Government bill of lading and the com- mercial document should be cross-referenced and then forwared to the con- signee without delay for execution of consignee's certificate of delivery on the Government bill of lading and surrender thereof to the destination car- rier upon delivery of the shipment. (c) In either of the above cases the signature of the agent of the initial carrier will not be required on the Government bill of lading as it will ap- pear on the commercial document. 1059 Charges on Government bills of lading. — When a shipment is made on a Government bill of lading, the transportation charges and the appropriation and allotment to be charged shall be noted on the original and memorandum copy of the bill of lading. When the actual amount of the charges cannot be obtained, an estimated amount should be inserted and so indicated. (a) No payments for transportation charges shall be made when a Gov- ernment bill of lading is used. The accomplished original copy of the bill of 326 lading is authority for the transportation company to collect the proper charges through the Washington Office. 1060 Memorandum copy of bill of lading. — The memorandum copy of each bill of lading issued, Standard Form 1103a, must be forwarded promptly to the Washington Office. 1061 Routing orders. — When the quantity of property to be shipped amounts to two carloads or over, or when it amounts to 10,000 pounds or over but less than two carloads, the route of shipment affording the most favorable rates shall be determined. A routing order will be obtained for a field party upon a request to the Washington Office. (a) The following information should be furnished with the routing or- der request: Name and address of shipper and consignee, points of origin and destination and, if either or both are not served by a common carrier, data as to the nearest rail or water delivery or shipping point, commodity, quantity, number of cars required (if this cannot be estimated show number of pieces or weight), and approximate date of shipment. If water shipment will be involved the cubic measurements must be furnished. (b) The most favorable rate of shipment of a launch from one port to another can usually be obtained by application direct to the steamship lines operating between those ports and by contracting for a lump sum for the shipment, irrespective of weight or measurement. 1062 Receipt of shipment. — After checking the shipment the original copy of the Government bill of lading, Standard Form 1103, shall be endorsed by the con- signee and delivered to the agent of the transportation company from whom the shipment was received, noting losses or damages on the back thereof. (a) If storage charges have been incurred, a letter of explanation must be forwarded to the Washington Office, giving the number of the bill of lading, together with a statement as to why the shipment could not be accepted prior to the date storage charges accumulated. (b) Upon receipt of a shipment from the Washington Office, after check- ing the contents of the shipment, a copy of the invoice or transmitting letter must be signed and returned as a receipt. (c) When shipments are received from the Navy or other Government departments on a Government bill of lading, the memorandum copy of the bill of lading, showing the transportation charges, appropriation and allot- ment to be charged, must be forwarded to the Washington Office. 1063 Use of temporary receipt. — The use by the consignee of the Temporary Receipt in Lieu of U. S. Government Bill of Lading, Standard Form 1107, 327 should be restricted to instances where the receipt of the original bill of lading is delayed and where immediate delivery of the shipment is impera- tive. Under no circumstances will transportation charges be paid on a tem- porary receipt. In order that prompt payment may be made to the carrier the temporary receipt should be promptly replaced with the original bill of lading or the certificate in lieu of lost bill of lading, (par. 1064.) 1064 Lost bill of lading. — In the event that the original bill of lading has been lost or destroyed, the Certificate in Lieu of Lost U. S. Government Bill of Lading, Standard Form 1108, will be issued for settlement of the charges for transportation of the property shipped on the original lost bill of lading. Upon receipt of information by the officer who issued the original bill of lading that same has been lost, he will promptly issue the certificate and forward it to the consignee. In accomplishing the certificate, if the issuing officer of the lost bill of lading and the consignor are the same, the issuing officer need sign the certificate only once, as consignor. If, however, the lost bill of lading has been issued for the use of a contractor or any other per- son, the issuing officer shall sign the Certificate of Issuing Officer and for- ward the form to the contractor or other person for accomplishment of the Certificate of Consignor with instructions that it be sent to the consignee without delay. The consignee will endorse thereon a statement as to the receipt of the property and its condition. If a temporary receipt was issued by the consignee, he should endorse such fact on the certificate, and when the certificate is received by the carrier for accomplishment of its certificate and waiver, reference to such certificate in lieu of lost bill of lading should be made on the temporary receipt and the certificate and receipt securely at- tached together for billing. (a) If the original bill of lading is located before settlement is made on the certificate, the original bill of lading will be substituted for the certificate and the certificate marked with the notation "Canceled - original bill of lading located and delivered to the destination carrier." The certificate will then be returned to the officer who originally issued it. (b) If the original bill of lading is located after settlement is made, it will be forwarded, with appropriate information, to the Washington Office for transmission to the General Accounting Office. 1065 Loss or damage to shipment. — When there is a shortage or the shipment is received in a damaged condition, the amount of the shortage or a descrip- tion of the damage shall be noted in the space provided on the back of the bill of lading and signed by the consignee or his represntative. This fact shall be called to the attention of carrier's agent and is equivalent to notify- ing the carrier that a claim for loss or damage will be made by the Govern- ment. (a) A report shall be made immediately to the Washington Office, giving the exact information as noted on the bill of lading, and such other facts as will facilitate the adjustment of the claim. 328 (b) In case of shortage, the weight of the goods actually received shall be inserted on the receipt. (c) Repairs which are necessary on account of damage in transit and which require the expenditure of Government funds shall not be made without prior authority, unless arrangements can be made with the transportation company to pay for the repairs. (d) When, in the case of an express or freight shipment made in several lots, a shortage has been noted on the bill of lading and the remainder of the shipment is later delivered, proper notation, duly certified, should be made on the bill of lading. If this is impracticable, full information should be forwarded to the Washington Office and a proper certificate given the car- rier's agent. (e) Loss or damage to shipments of provisions or household effects are matter for adjustment by the owner of the goods with the carrier. Evidence of such adjustment must accompany the transportation billing when for- warded to the Washington Office for payment. 1066 Valuation of shipments. — A valuation in excess of that indicated in para- graph 1049 (c) shall not be placed on property, bills of lading or receipts for shipment by express, freight or steamship movement unless it is deemed essential for its protection and specific intructions are issued to do so. A restricted or limited valuation may be employed for the purpose of securing the lowest rate available under the tariff or classification. 1067 Packages addressed to the Washington Office. — All packages, except those pertaining to accounts, shall be plainly addressed to the Director but may be marked for the attention of a chief of division or a particular officer in the Bureau if the contents are furnished at his request. Forms 53, 53b or 107 should be used for this purpose and the name and address of the shipper should be included in the spaces provided on these forms. 1068 Letter of transfer of property. — When instruments or general property are transferred to the Washington Office or between field parties, Form 573, Letter of Transmittal and Receipt for Transfer of Instruments or General Property, shall be used. (a) When instruments or general property are transferred from a field party to the Washington Office, Form 573 shall be made in quadruplicate. The quadruplicate shall be retained by the sender, the triplicate placed in the shipment being returned, and the original and duplicate mailed to the Director. The duplicate will be receipted and returned to the sender. An additional copy of the form will also be included in each box. (b) In the transfer of instruments or general property between field par- ties, the chief of party against whom the articles are charged shall prepare 329 a list of the articles, in quintuplicate, on Form 573. The quintuplicate shall be retained by the sender as a temporary record and the other four copies shall be signed and forwarded to the chief of party to whom the equipment is being transferred. The latter, upon receiving the property, shall receipt all copies, promptly forward the original and duplicate to the Washington Office and the triplicate to the chief of party from whom the transfer is being made, and retain the quadruplicate for his files. (c) Since the letter transmitting shipments is used for checking the ship- ment, as a receipt for property, and for making transfers on the inventories, it is essential that it contain all of the required information. Particular care should be taken to insure that the letter contains an itemized list of the contents of each package, giving the Bureau number of all instruments and other numbered articles. 1069 Forwarding records. — All record books, cahiers of computations, log books, etc., shall be forwarded to the Washington Office by registered mail. They should be securely tied and wrapped in heavy paper so as to prevent crushing or damage in transit. The packages should be numbered consecutively and an itemized list (Form 413) enclosed in each package, (par. 1070.) When field sheets are given a number (either a field or register number) the same number shall be placed on each record connected with the sheet, such as sounding vol- ume, tidal data, descriptive report, title sheet, etc. In addition to the number, the sheet and records should be described by the locality. (a) Topographic and hydrographic sheets should preferably be forwarded to the Washington Office by express when several of these are being trans- mitted. Boxes for shipping aluminum mounted sheets and metal mailing tubes can be obtained from the Washington Office. 1070 Letter transmitting field records. — When records and other data relating to field work are forwarded to the Washington Office, Form 413, Letter Transmitting Field Records, shall be forwarded in duplicate under separate cover and a copy enclosed in each package of the shipment. The original shall be retained in the Washington Office and the duplicate signed and returned to the shipper as a receipt after the contents have been checked. (a) The transmitting letter shall list the number, description and itemiza- tion of the contents of each package. As the form serves as a receipt and index of the records received, it should be prepared with particular care. (b) As a further aid in identifying the records the project number should be typed on the form after the words "Subject: Records." (c) A separate copy of the form must be prepared for each of the dif- ferent kinds of records, such as triangulation records, tidal data, hydro- graphic records, geomagnetism, etc. 330 1071 Care in preparation of shipments. — When making shipments in boxes, crates, cartons, etc., that have been used previously, particular care must be taken to remove old addresses and old Government bill of lading numbers. Considerable delay has been occasioned and additional expense incurred when a transportation company received shipment not clearly marked and shipped the equipment to one of the old addresses found on the shipping box. 331 CHAPTER 49 Motor Vehicles and Launches 1076 Use of motor-propelled vehicles. — The use of Government owned or leased motor-propelled vehicles for other than official use is prohibited. Federal Officers and employees are not permitted to use these vehicles for transporting themselves between their domiciles and places of employment unless specif- ically authorized by the Secretary of Commerce. Any person who uses or authorizes the use of such vehicles in violation of these provisions will be summarily removed from office. (Independent Offices Appropriation Act 1945.) 1077 License plates for motor vehicles. — Special plates bearing a serial number assigned to the Bureau by the Department of Commerce will be supplied for use on Government owned vehicles. (a) The use of public funds for the procurement of any license for a motor vehicle or for fees to notaries in making an affidavit as to the official use of a Government owned vehicle is not authorized. A State has no author- ity to tax the instrumentalities of the Federal Government, even though the tax takes the form of a regulation. ( b) When a motor vehicle operated by the Bureau is sold, transferred to another Government agency, or otherwise placed beyond the control of the Bureau, the license plates shall be returned to the Washington Office. (c) Only one plate will be supplied with each vehicle. Duplicate plates are not available. (d) When a license plate is lost or destroyed the fact should be reported immediately to the Washington Office, in which case a different numbered plate will be issued. (e) In official correspondence concerning a vehicle, the current license plate number shall be referred to. 1078 Drivers' license. — The Chief of party shall require that each person em- ployed as a truck driver or permitted to drive a truck shall be competent to operate a vehicle, and shall have a driver's license from some State or from the District of Columbia. (a) It is not necessary that the driver's license be from the State in which the vehicle is operated. Reciprocity in this respect is general between States and a license from any State will be honored throughout the country. 697587—47—22 oqo 1079 Compliance with State regulations. — It is the intent of the Bureau to com- ply with all rules and regulations for operation of motor vehicles in all sec- tions of the country. (a) Upon entering a State for the purpose of field operations, the chief of party should familiarize himself with the regulations governing the opera- tion of motor vehicles in the State. Copies of the State regulations should be secured and distributed among the employees operating vehicles and any laws peculiar to that State should be called to their attention. Particular attention shall be paid to the regulations regarding the requirements for in- spection of lights, brakes, etc., and any special equipment required on trucks and trailers. 1080 Traffic regulations. — The chief of party shall require operators of Bureau vehicles to conform strictly to local traffic regulations and operate the trucks in a safe and courteous manner. The operator of a Government vehicle is personally liable for infractions of local traffic regulations and any person convicted of a flagrant violation of a traffic regulation should not be per- mitted to operate a vehicle thereafter. (a) A copy of Form 656, Laws Applying to Government Trucks, should be carried at all times in each Government vehicle in order to assist the op- erator in case of interference by State or local authorities. (b) The chief of party is authorized to require all employees operating trucks of the Bureau to obtain, at the operator's expense, a limited form of liability insurance as protection from personal liability for damage incurred while driving Government vehicles. Additional information regarding this matter may be obtained from the Washington Office. 1081 Truck maintenance and operation. — Responsibility for the efficient mainten- ance and operation of each motor vehicle rests with the chief of party to whom it is assigned. He should make frequent inspections of the equipment charged to him to see that it is being properly cared for. Detailed instruc- tions to truck drivers regarding their responsibility in the care and main- tenance of the equipment will be found in the Motor Truck Record, Form 625. (a) The responsibility of the chief of party is primarily one of preventing improper use of the vehicle and assuring that it is not subject to abuse or misuse, (par. 1076.) It is desirable, when practicable, that a driver be des- ignated for each vehicle and held responsible for its care, cleanliness, and appearance. He shall keep the vehicle properly lubricated in accordance with the instructions of the manufacturer, make the required inspections (Form 625), and report any items that may need repair or other attention. 1082 Painting of trucks. — All motor equipment shall be kept in neat condition and should be repainted whenever in the opinion of the chief of party it is deemed necessary in order to prevent deterioration. 334 (a) Any suitable color will be accepted when vehicles are first purchased but when painted by the Bureau they should conform to the color scheme as indicated in the truck record book. 1083 Lettering on vehicles. — The official shield and legend "U. S. Government - For Official Use Only," reproduced from decalcomania transfers, shall be vertically centered on each front door panel of a vehicle. On trailers the shield and legend shall be centered on each side. Directly below the shield shall be placed the Department and Bureau designations, on decalcomania transfers. The decalcomania transfers are to be requisitioned from the Wash- ington Office. Directions for applying are given on the transfer covers. (a) The license number shall not be painted on the vehicle. 1084 Motor truck records. — A careful record of the performance, cost of opera- tion, and upkeep of each vehicle shall be kept on Form 625, Motor Truck Record. The chief of party should periodically examine the record books of all vehicles operated by his party in order to assure himself that they are being properly kept. (a) At the end of each month each truck driver will fill out Form 697, Monthly Motor Truck Report and forward it to the chief of party. The chief of party shall prepare the Summary of Monthly Truck Reports, Form 702, and forward it to the Washington Office. (b) On 30 June and 31 December of each year, or whenever a truck is placed in storage, the Summary of Motor Truck Record, Form 625a, will be prepared and forwarded to the Washington Office. The information required thereon shall be compiled from the motor truck record. (c) At the end of each calendar year a new motor truck record book will be started for each truck and the record for the previous year for- warded to the Washington Office. Particular care should be taken to see that the record is complete, including the information required on pages 31 to 43 inclusive. 1085 Tools and accessories. — Each tool, except very small ones, and each acces- sory article of equipment belonging to a truck shall be stamped with the truck license number, listed in the truck inventory in the truck record book, stored in the truck and transferred with it. If a vehicle is sold and any tools or accessories removed, they should be renumbered to accord with the truck to which they are transferred. Steel stamping dies will be furnished by the Washington Office on requisition. 1086 Storage of trucks. — Before being placed in storage all vehicles shall be over- hauled and repaired in accordance with the detailed instructions listed in the 335 motor truck record, Form 625. A Storage Report, Form 46, in duplicate, shall be submitted to the Washington Office for all motor vehicles placed in storage. 1087 Data on purchase of motor vehicle. — Whenever permission is granted to a chief of party to purchase a motor vehicle in the field, he shall forward promptly to the Washington Office a bill of sale or title, together with a letter furnishing the following data: Seller's name and address, place and date of purchase, price, make, model, type and body capacity, number of cylinders, horsepower, motor serial number, and car serial number. This in- formation will be furnished the chief of party when equipment is purchased through the Washington Office. 1088 Motor vehicle accidents. — In every case of a motor transportation accident in which a Government vehicle is involved, the operator shall immediately fill out the Driver's Report, Accident, Motor Transportation, Standard Form 26, and deliver or forward it to the chief of party. Copies of these forms should be kept in each vehicle operated by the party. (a) As soon as practicable after an accident, the chief of party or his representative shall make a thorough investigation of all circumstances re- lating to the accident and shall fill out Standard Form 27, Investigating Of- ficer's Report, Accident, Motor Transportation. This form, together with the driver's report, shall be forwarded to the Washington Office in the case of each accident, regardless of whether or not a claim for damages is brought against the Government. (b) In the event there is a claim for damages as the result of an accident, the chief of party shall have prepared and transmit to the Washington Office Standard Form 28, Claim for Damages, Accident, Motor Transportation. The chief of party is never authorized to pay for damages or repairs to private property damaged as the result of a motor vehicle accident. (c) When the claim for damages is covered by either of the conditions specified in paragraph 1003 (b) and (c), the chief of party shall forward, in addition to forms specified under (a) and (b) of this paragraph, a voucher and bills properly certified. (d) When damage is caused to a motor vehicle belonging to the Govern- ment, for which another party is responsible, the chief of party shall take such steps as may be found necessary to protect the interest of the Govern- ment, reporting immediately the details of the accident and the action taken to the Washington Office. The expenditure of funds in the prosecution of any claim for damages is not authorized as such action must be handled by the Department of Justice. (e) If damage is caused to a vehicle hired by the Government and an- other party is responsible, the matter is for settlement by the owner of the vehicle. 336 1089 Maintenance and operation of launches. — A commanding officer or chief of party shall have full responsibility for the efficient maintenance and opera- tion of each launch serving with his party and to which another chief of party has not been assigned. (a) Launches shall be stored only upon authority from the Director. (b) The painting scheme of large launches shall conform as nearly as practicable to that prescribed in paragraph 351 for vessels. 1090 Report of laying up launches. — Immediately after a launch has been laid up there shall be forwarded to the Washington Office, in duplicate, reports on Form 46, Storage Report, and Form 668, Report of Laying Up and Re- commissioning. A copy of each report should be retained by the chief of party. When launches are stored in the vicinity of a District Headquarters a copy of each report shall be forwaded to the Supervisor. In the prepara- tion of Form 668 particular attention should be paid to the information re- quired under Item 2, Repairs. (a) The storage report should completely itemize all property belonging to the launch, describing the condition of each article, and indicating how packed and in which box or compartment it is stored. 1091 Instructions for laying up launches. — When launches are stored particular care must be taken to see that they are adequately protected and all instru- ments, property, and equipment properly disposed of. The following in- structions should be complied with as far as practicable: (a) All surveying and navigating instruments are to be removed. If the launch has been attached to a vessel, they will be returned to the ship. When a launch has been operating independently, the instruments will either be returned to the Washington Office, transferred to a District Headquarters, or stored, as instructed by the Director. If stored they should be properly marked with the name of the launch and are to be returned to the launch when it is again placed in use. All instruments in need of repairs shall be returned to the Washington Office unless the necessary repairs can be ac- complished in the field and permission has been received from the Director. (b) Stationery supplies shall be removed from the launch and returned to the ship if it has been operating with a larger vessel, shipped to a District Supervisor, or stored, as the chief of party may be directed. (c) In general, all stores, supplies, tools, etc., shall be removed and the holds and lockers left empty and clear. Galley utensils, mess gear, bedding, tools, etc., that are in serviceable condition, and other items of a similar na- ture that can be readily stored, should be crated, boxed, or baled and care- fully marked for identification purposes, but all articles that may have been furnished from the ship's outfit should be returned to the ship. A record 337 shall be kept of the contents of each box and a copy attached to the box. Arrangements should be made for dry storage unless special instructions are issued for storage elsewhere. The ordinary consumable supplies that cannot be stored should be taken on board ship for use, or in case of a launch operating independently, should be expended, sold in accordance with the Reg- ulations, or transferred to some other party if so ordered. (d) Bilges, holds, lockers, etc., should be thoroughly cleaned and no loose material of any kind left in them. When launches are hauled out in an area where freezing weather may be experienced, drainage holes should be pro- vided from the bilges to prevent freezing of water that may get into the launch. A notice regarding the location of drainage holes shall be posted in a conspicuous place to assure their being plugged before launching. Limber holes in launch bulkheads shall be free. Portable floor boards shall be taken up and secured at some convenient place so that the bilges will be open for airing. (e) Any parts that are removed for storage or for repairs shall be care- fully and securely tagged for identification purposes. Before electrical parts are removed all leads should be tagged. The following precautions should be taken at the time of storage: (1) Completely drain fuel tanks and lines, and ventilate them. (2) Remove carburetor, and clean and prepare for storage. (5) Remove magneto and generator. Clean and prepare for storage. (4) Remove batteries, and clean and prepare for storage or shipment. If practicable, the batteries should be placed in wet storage under contract to keep them continually fully charged. When this cannot be done and the batteries must be shipped elsewhere, they should be fully charged and packed in a box having beveled ends and gable top with overlapping sides. This is the standard battery shipping crate and prevents placing the battery in other than the right side up position. (5) Shut valve at sea connection, drain all water from circulating sys- tem, flush with fresh water, and redrain. (6) Drain off oil, fill with flushing oil (do not use kerosene), run the engine a few seconds, and redrain and clean crank case. Never wipe out the base with waste as it is liable to leave small particles of lint which will work their way into the lubricating system. Always use a cloth that is free from lint. Leave crank case as tight as possible. (7) Pour about one-half pint of heavy lubricating oil in each cylinder and turn the engine over by hand three or four revolutions to lubricate the cylinders, valves and pistons. (8) Remove valve springs, clean and prepare for storage. (9) Coat the outside of the engine thoroughly with rust preventive compound. (10) Take down reverse gear, thoroughly clean, and reassemble. (11) Gently drive a canvas-covered wooden plug into the exhaust pipe outlet. (12) Remove any parts requiring repairs and prepare for shipment if the necessary work cannot be done in the immediate locality. 338 (13) Parts and equipment should be cleaned before placing in storage Unless storage can be obtained in a warehouse or other safe storage space in the vicinity, or the equipment taken on board a Bureau vessel or stored at a District Headquarters, arrangements should be made for shipping to safe storage. (14) If possible, arrangement should be made with the custodian of a launch to jack-over the engine once a week. In order to prevent pistons stopping at the same place, they should not be jacked whole revolutions, about W2. revolutions each time being sufficient. This item should be made part of the storage contract where a custodian is available. (15) Record all repairs or new parts necessary to place the engine in good condition on the Report of Laying Up (Form 668). (f) Immediately after a launch is hauled out, the entire outside of the hull shall be washed off and painted with one coat of a good brand of lead paint. (g) Suitable protection against weather shall be provided for launches hauled out and stored in the open. Where snow or heavy storms are to be expected a complete housing should be built for the launch. If this is not feasible, a partial housing or canvas covering may be used. In preparing shelter from the weather, the main precaution is to prevent water from get- ting inside the launch and to provide adequate protection from the sun for the deck. Where canvas is used care must be taken that water pockets will not be formed. Cabin-type launches shall have the windows and doors se- cured and covered with canvas. (h) A contract covering the storage of a launch should, if possible, stip- ulate that the interior of house should be aired at least once a month. (i) When launches are stored at a boathouse having a Bureau custodian he may be delegated such of these duties as can be performed by him. (j) When a launch which has been laid up is assigned to a party, the commanding officer or chief of party will be furnished with a copy of the re- port of laying up, unless he had charge of storing it the previous season, in which case it will be assumed that his file copy will be sufficient. The report will furnish the necessary information as to the condition of the launch and engine, location of instruments and equipment, and the repairs required to place the launch in good condition. He will outfit the launch and have the necessary repairs made. A report will also be forwarded to the Washington Office giving the condition of the launch and engine at the time of removing it from storage. 339 CHAPTER 50 Sale and Distribution of Charts 1096 Distribution of charts and publications. — New and current issues of nautical and aeronautical charts, maps, tide tables and related publications of the Coast and Geodetic Survey, shall be sold by the Division of Charts to the public at published prices, except as otherwise provided in the Regulations. Sales may be made either direct from the Washington Office, through one of the District Headquarters, or through regularly appointed contractual agents. (a) Agents are appointed by the Director for the sale of nautical charts and related publications, for aeronautical charts, or for both. 1097 Agents discounts authorized. — No employee of the Federal Government is allowed a discount or commission for the sale of charts, maps, or any Government ^publications. (a) The following discounts from published prices are allowed to agents: (1) Nautical charts, planimetric and other maps, including Philippine Island maps, and tidal current charts — 1 33% percent. (2) Aeronautical charts and auxiliary maps — 50 percent. (3) Nautical books (except tidal current charts) — 25 percent. 1098 Sale to the public. — Except as noted in this paragraph, all sales to the pub- lic will be at the published price appearing on the chart, map or publication. (a) Quantity discounts from published prices on single orders for ship- ment to one address may be allowed as follows. Such material is not return- able for credit or exchange. (1) Aeronautical charts and auxiliary maps when the gross amount (without discount) is $10 or more — 33 % percent. (2) Tide and Current Tables and Distance Tables in quantities of 10 or more — 25 percent. 1099 Discount to libraries and scientific associations. — New editions and cur- rent issues of Coast and Geodetic Survey nautical and aeronautical charts and maps may be supplied at a discount of 50 per cent from published prices to public libraries, scientific associations, and libraries of institutions of learn- ing for reference or scientific use. 341 1100 Free issues. — Charts, maps and publications issued by the Coast and Geo- detic Survey may be issued free to officers and departments of the United States Government requiring them for official use. (a) Within the limits of the number prescribed by law, new nautical and aeronautical charts and maps of the Bureau, as well as the first edition of charts and maps having a new number, may be issued free by the Washing- ton Office to foreign governments, public libraries, scientific associations, and institutions of learning. (b) For purposes of exchange, new editions and current issues of Coast and Geodetic Survey nautical charts and publications, aeronautical charts, and maps may be issued free to foreign governments, and to collaborators and cooperators having due regard for the value of the information or service rendered the Bureau. (c) Obsolete charts may be distributed free to educational institutions provided they are marked "Obsolete, for school use only." (d) There is no provision of law whereby free issue of charts, maps, or publications can be made to State or city governments. 1101 Inspection of agencies. — Sales agencies shall be carefully supervised and inspected to insure faithful performance of the contract. 1102 Condemnation of obsolete charts and publications. — The Division of Charts and Supervisors in charge of District Headquarters are authorized to con- demn and withdraw from sale obsolete nautical charts, maps, and publica- tions. When necessary, other officers and employees of the Bureau will be authorized and instructed by the Director to perform these duties. (a) When condemnation by a representative of the Bureau is impractic- able, agents may be instructed to have obsolete nautical charts and publica- tions destroyed by any Federal official and to obtain from that person a Receipt for Charts and Publications, usually on Form 580, certifying that he has received and destroyed the stock as listed. This receipt is to be forwarded to the Washington Office for crediting the agent's account. (b) Officers and employees assigned to such duties will be furnished de- tailed instructions indicating the procedure to be followed in the preparation of inventories and reports. (c) Credit will be allowed on obsolete nautical charts and publications de- stroyed in accordance with this paragraph. No credit can be allowed on ob- solete aeronautical charts and auxiliary maps. 1103 Credit transactions. — Credit may be extended to agents and to the public but due care must be exercised to avoid losses. 342 1104 Duties of Supervisors. — A Supervisor in charge of a District Headquarters, unless otherwise directed, shall act as an agent for the sale, at published price, of Coast and Geodetic Survey charts, maps and publications. He shall, unless instructed to the contrary, keep a complete stock of at least one copy of each nautical and aeronautical chart and related publications, and any ad- ditional copies of these charts and publications, as well as any planimetric and miscellaneous maps, which his judgment and the records of his office may indicate are desirable. (a) Charts, maps and publications may be issued free by Supervisors as authorized in paragraph 1100 of the Regulations. 1105 Issue to nautical chart agents. — Agents should not stock charts and publi- cations for which there is infrequent demand. A Supervisor is authorized to supply agents in his area with charts, maps and publications, obtaining a receipt on Form 669, Charts and Books Issued to Sales Agents. He should discourage these agents from stocking items for which there is only an oc- casional request and encourage them to obtain such charts from the District Headquarters as needed. (a) Nautical chart agents shall order from the Washington Office charts and publications for which there is a large demand, and which they should stock. A Supervisor should be expected to supply such items only in case of an unforeseen demand or when there is a delay in the receipt by agents of their stock ordered from the Washington Office. 1106 Monthly reports from District Headquarters. — Supervisors shall forward to the Washington Office, on Form 125b, a monthly report of the receipt and issue, sales and stock of charts, maps, and publications on hand at the close of the month. Additional material necessary to substantiate entries on this form shall also be forwarded with Form 125b. (a) Issues to nautical chart agents shall be receipted on Form 669 and these reports, in duplicate, shall be mailed to the Washington Office near the end of the month in sufficient time, if possible, to insure their becoming a charge against the agent's account for the month in which issued. In addi- tion, one copy of Form 669, Charts and Books Issued to Sales Agents, shall be furnished the agent and another retained by the Supervisor. (b) An itemized abstract of free issues, on Form M-300, accompanying the signed receipts for these issues, shall be submitted monthly to support the entries listed on the monthly report, Form 125b. (c) New and old maps, such as outline and planimetric maps, current dia- grams, and obsolete charts stocked for issue as maps, except Philippine Island Maps, shall be included in the monthly reports and semi-annual inventories as 343 "Other Maps, etc." Tide and current tables for former years will be listed separately from the current editions of these publications. (d) Publications issued on credit, personal checks, or State or municipal warrants, shall not be reported as sales until collection is accomplished. When payment is by check or warrant, sales shall not be reported until the check or warrant has been cleared and a certificate of deposit covering- its value has been received from the Federal Depository. Such sales shall be reported as of the month in which the certificate of deposit is received. (e) Uncollectible checks shall be returned at once to the purchaser with request for immediate remittance. After all reasonable efforts for collection have failed, the papers relating to the transaction shall be forwarded to the Washington Office for further action. 1107 Inventory reports from District Headquarters. — Supervisors shall submit semi-annually, on dates specified by the Washington Office, complete inven- tories of all charts, maps and publications on hand at the close of the period. This inventory shall be prepared on Form 512, Inventory of U. S. Coast and Geodetic Survey Charts and Publications, and forwarded to the Washington Office with the current monthly report. (a) When a Supervisor is relieved from duty, unless the relieving officer elects to accept responsibility for the stock and accounts without inventory, which fact shall be called to the attention of the Washington Office by letter, a special inventory shall be prepared and submitted with a report (Form 125b) covering the period intervening between the date of the last monthly report submitted and the date of the special report and inventory. Upon re- ceipt of this information the report of the Supervisor relieved will be audited and settled by the Washington Office. (b) The semi-annual inventories are intended to check the report for the corresponding month, to insure a fresh stock and to eliminate any obsolete issues. Back ordered items should be listed on the inventory and added in as stock. (c) Stock sold on credit, and stock for which payment is by check or warrant not yet cleared and deposited to the credit of the Chief Disbursing Officer, shall also be added to the inventory as "credit sales". (d) If there have been no losses or errors during the period covered, the inventory should correspond exactly with column 8 of the report (Form 125b). If there are differences after a reasonable effort has been made to reconcile them, both the report and inventory, together with such comments and rec- ommendations as the Supervisor may deem desirable, shall be forwarded to the Washington Office for audit and adjustment. 1108 Statement of stock accounts. — On the first of each month a statement is mailed to each District Headquarters by the Washington Office, showing the transactions affecting that office during the preceding month. These monthly 344 statements shall be compared with the records on file and any discrepancy reported promptly to the Washington Office. 1109 Irregularities in shipments.— uA.ll irregular items of whatever nature shall be considered as to their effect on the accounting and inventory, and a proper record made at the time of their occurrence. In cases of incorrectly filled orders, when delivery is short and there is no back order indicated on the invoice, the Washington Office shall be notified immediately and a notice will be filed with "Unfilled Orders." If delivery is in excess of the amount in- voiced the Supervisor shall inform the Washington Office of the quantities, charts numbers and correction dates (if nautical charts) and state whether or not he will include them in his stock. When an unordered shipment is received he should also inform the Washington Office, stating whether the consignment will be returned or retained for stock. If the unordered ship- ment includes nautical charts, the quantity and chart numbers must be re- ported, together with the stamped correction date shown on each chart. 1110 Collections at District Headquarters. — Supervisors shall report all moneys collected for the sale of charts and publications in accordance with the pro- cedure and on forms prescribed by the Comptroller General. (a) All proceeds of the sales of Coast and Geodetic Survey Charts and publications will be scheduled in sextuplicate on Standard Form No. 1044, Schedule of Collections. The original and two copies of the schedule will be forwarded with the final Certificate of Deposit, Treasury Form 6599, to the Chief Disbursing Officer, Treasury Department, and marked for the atten- tion of the Collection Sub-Division. Two copies will be forwarded to the Chief, Division of Personnel and Accounts, Coast and Geodetic Survey, and one copy retained by the Supervisor. (b) Each schedule will have noted thereon the number and date of cer- tificates of deposits covering it, together with the Special Deposit number. (c) Schedules of collections covering the sale of publications furnished by the Superintendent of Documents will be prepared in accordance with instructions issued by the Office of Superintendent of Documents, Govern- ment Printing Office. 1111 Deposit of funds at District Headquarters. — Money received from the sale of U. S. Coast and Geodetic Survey charts and publications shall be deposited at least once each week in the nearest Federal Depository, using Treasury Form 6599 (Revised), Certificate of Deposit for Checking Account. On this form the depositor will be shown as (by John Doe), Chief Dis- bursing Officer, Treasury Department. The deposit will be credited in the REGULAR disbursing account of , Chief Disbursing Officer, Washing- ton, D. C, and his symbol number inserted in the space provided. The name 345 and address of the office to be credited will be inserted in the appropriate space. (a) Copies of the certificate of deposit should be obtained from the de- pository and mailed to the appropriate office, as indicated on these forms. (b) Deposits on account of sales of Government Printing Office Publica- tions must be deposited on the Certificate of Deposit, Treasury Form No. 1 (Revised). (c) The certificates will be numbered consecutively beginning each fiscal yeai* with number 1, and a separate series of numbers shall be used for each series of deposits as indicated under (a) and (b) of this paragraph. A sep- arate certificate of deposit must be prepared for the deposit of checks, money orders, drafts, etc., and another to cover cash. (d) All funds received, disbursed and deposited from sales of Coast and Geodetic Survey charts and publications must be reflected in the Statement of Account, Form 417. It is desirable that all amounts collected during a month should be deposited in the same period. However, in rare cases when there may be collections remaining undeposited at the close of the month, the amount of such undeposited collections, as well as amounts deposited for which final collections of deposit have not been executed by the depository within the period covered by the statement of account, must be shown as a separate item "Undeposited Collections" on the statement of account. (e) Funds received from the sale of Government Printing Office publica- tions shall not be reported on the Statement of Account, Form 417. 1112 Coupons in lieu of cash. — Coupons issued by the Superintendent of Doc- uments will be accepted only in settlement for consignment accounts with that office. They are not legal tender and will not be accepted in settle- ment of amounts due the Coast and Geodetic Survey. 1113 Uncollectible checks. — In the event any check is not paid for any reason by the bank on which drawn, the Federal Reserve Bank or Branch or Depos- itory will execute a Debit Voucher, Form 5504 (Revised) and deliver or for- ward to the Depositor (Assistant Disbursing Officer) the triplicate and quad- ruplicate copies of the form together with each unpaid check. Supervisors receiving these vouchers will institute the procedure as required by Treasury Department Instruction Circular (dated July 23, 1945). A copy of this cir- cular, together with a sample copy of the form, Schedule of Uncollectible Checks, may be obtained from the Washington Office. 346 CHAPTER 51 Miscellaneous 1126 Section 10 of Act Approved, January 19, 1942 (Public Law 402-77th Con- gress) provides the following: "Commissioned officers, ships' officers, and members of the crews of vessels of the Coast and Geodetic Survey shall be permitted to purchase commissary and quartermaster supplies as far as available from the Army, Navy, or Marine Corps at the prices charged officers and enlisted men of those services." 347 Index Number in parentheses following any item in this Index is the number of the paragraph to which the item refers. A Page Absence, see also Leave of absence chief of party (276) 91 due to illness, or injury, commissioned officers (185) 65 due to own. misconduct, commissioned officers (729) . . 214 Absence, temporary commanding officer, orders not changed because of (448) 143 Absence without authority crews of vessels (108) 41 Absence without leave, commissioned officers (184) 64 Acceptance of bids for repairs (427) 135 Accessories, truck (1085) 335 Accidents marine inspection of (474) 148 report of (474) 148 motor vehicles (1088) 336 procedure in cases of (279) 92 Accrued leave civil service employees (194) 68 Accommodations on trains and steamers dependents of civilian personnel (819) 246 Accommodations, pullman (803) 240 Accountability for property, relief from (1033) £17 Accounting for oil drums (1023) 313 property (1021) 313 Accounting officer (531-534) 157 duties, accounting (532) 157 rank (531) 157 station (534) 157 Account depository (682) 195 Accounts (956-1010) 289-310 allotment record (996) 305 allotments designation on duplicate vouchers (964) 292 pay (986) 301 award statement and certificate (969) 293 bids, abstract of (970) 293 calculations, month, fractions of (1005) 308 cash, book (996) 305 official (997) 306 Chief of the Division of Personnel and (10) 4 closing (1010) 310 697587—47—23 OJQ Page commanding officer (458) 145 crews of vessels men in hospital (118) 44 men on leave ( 118) 44 damages, bills for (1003) 307 deductions exempt wage payments (983) 300 income tax collections (980) 299 income tax computations (981) 300 retirement (979) 299 schedule of vouchers (984) 300 withholding receipts (982) 300 disbursements schedule of (971) 294 examination of administrative (956) 289 Division of Personnel and Accounts (957) 289 expenditures classification of (962) 291 in excess of appropriations (960) 290 instruments, repairs of (1000) 307 must conform to estimates (959) 289 requisitionable articles (1001) 307 vouchering (963) 292 extra pay, bombers and fathometer readers (122) 46 forward mess (627) 177 health expenses other than marine (991) 303 leave lump-sum payment for terminal (988) 302 moneys due deceased or incompetent officers or employees (1009) . 310 payments advance, in (961) 290 bonds (985) . 301 crew, partial, to (989) 303 taxes (985) 301 Washington Office, through (1004) . . 308 postage (999) 306 property, repairs to private (1002) 307 purchase list (1022) . 313 rations or subsistence (990) 303 sales, proceeds from (1008) .'. 309 settlements of repairs, list of papers for (438) 140 statement of (972) .... 295 supplies, Federal agencies, purchased from (1007) 309 suspended (958) 289 taxes, income, see deductions transfer of (987) 301 transmission of and vouchers monthly (965) 292 vouchers accomplished before payment (975) 297 bid to accompany (995) 305 cash payments, for (998) 306 certificates on (994) 304 date of (966) 292 forms to be used (973) 296 invoices to accompany (992) 303 350 Page itemization of (993) 304 local field travel (977) 298 numbering of (967) 293 personal services (978) 298 prefix number (968) 293 preparation of (974) 296 signatures on (994) 304 travel expenses (976) 297 Acknowledgements of orders (243) 83 Admission to lighthouses (238) 82 Additional work under a contract (435) 138 Advances, accumulated (643) 182 Advance of funds (680) 194 adjustment between apropriations (683) 196 Advertising bids, for (893) 267 newspaper (419) 132 newspapers, in (894) 267 property leases (925) 280 property, sale of (1038) 319 services for (892) 267 supplies, for (892) 267 Address, change of (33) 16 when on leave ( 160) 60 Aerial survey, travel (790) 235 Afloat, transportation (804) 241 Age, retirement, officers (737) 215 Agents, chart, see Charts and publications discounts authorized ( 1097) 341 Aid to vessels in distress (475) 149 Air ports of vessels, closing of (309) 97 Air travel (762) 225 commissioned officers, by (789) 235 Allotment civilian employees (703) 204 commissioned officers (730) 214 Allotments (666-671) * 189-191 balances, statement of (669) 190 chief of party, to (666) 189 exceeded, not to be (667) 189 fiscal year, restricted to (668) 189 ledger sheets (670) . . 190 of pay (986) 301 record (996) 305 Allowance exchange on property (1041) 320 Allowance for transportation of dependents, civilian personnel (815) 245 Allowances in kind, civilian employees deduction for (705) 205 value of (704) 205 Alterations, vessels (355) 113 American ships, travel on (767) 227 Anchorage regulations, navigating officer (523) 156 Appointment classified service (76) 29 commissioned service (56) 23 351 Page crews of vessels (81) 31 emergency field (79) . . 30 non-citizens (84) 32 non-civil service (80) 31 veterans preference (83) 32 Appropriations adjustment of advances between (683) 196 expenditures in excess of (960) 290 estimates for different (659) 186 travel, chargeable for (760) 224 Approval of bonds (434) 138 contracts (434) 138 surveys, original (233) 80 Annual leave, civil service employees (191) 67 physical examination (240) 82 service record (241) 82 Arms and ammunition, procurement of (886) 266 Army quartermaster supplies (1126) 347 transport accommodations (768) 227 Arrivals, officer of the deck (547) 160 Assignment of quarters (288) 93 Assistant Disbursing officer, see Disbursing officer Assistant Director (2) 1 Assistants to engineer (586-594) 167-168 bridge signals, complying with (589) 167 bunker, temperatures (591) 167 day's duty (586) 167 liberty (594) 168 log, engineer's (592) 167 machinery, supervision of (593) 168 supervision of subordinates (588) . . 167 station on watch (587) 167 unusual occurrences (590) 167 Attention to duty (218) 77 Audit board, mess (626) 177 Authority for property leases (921) 279 transportation of household effects, civilian personnel (851) 257 commissioned personnel (826) 249 Authority commanding officer (446) 143 executive officer (487) 151 furnishing survey data (230) 79 hire of boats and launches (941) 285 information, to publish (234) 80 officer of the deck (541) 159 respect for (221) 78 travel, for (751) 219 Authorization for contracts (891) 267 purchases (891) 267 Aviation pay for flight officers (720) 211 352 Page Aviation pay for nonflight officers (721) 212 B Balances, monthly statement of (669) 190 Baggage allowance' for trans-Pacific travel (770) 228 Batteries (396) 123 Betterment of the service (223) 73 Betting (227) 78 Bidders, responsible, definition of (905) 273 Bids abstract of (970) 293 acceptance of (901) 272 boat and launch hire (945) 286 other than lowest (902) 272 advertising, newspaper (419) 132 equal (903) 273 invitation for (418) 131 irregularities in, waivers of (904) 273 late (received after opening) (907) 273 preparation of for supplies (897) 269 repairs, acceptance of (427) 135 requiring formal contract (898) 271 soliciting (896) 269 telegraphic (906) 273 time is a material factor, when (908) 273 vouchers, to accompany (995) 305 Bilge pumps (572) 164 Bill of health (601) 170 Bills settlement of, commanding officer (459) 145 station, chief engineer (567) 164 Bills of lading household effects, civilian personnel (857) 259 commissioned personnel (839) 254 Bills of lading, commercial conversion to Government bills of lading (1058) 325 Bills of lading, Government (1054) 323 charges on (1059) 326 lost (1064) 328 memorandum copy (1060) 327 preparation of (1056) 324 Blocks (354) 113 Boards (201-211) 71-75 efficiency rating committee (202) 71 hull (209) 74 report (340) 108 investigation (203) 72 commissioned officers (208) 74 damage, of (205) 73 findings regarding negligence (207) 74 function of (204) 72 injury, of (206) 73 loss of life, of (206) 73 mess audit (626) 177 personnel board (201) 71 353 Page survey (211) 75 uniform regulations (210) 75 Boat service, not detached duty (303) 96 Boats gasoline, precautions for (404) 127 hire of (941-949) 285-287 advertising (942) 285 authority (941) 285 bids, acceptance of (945) 286 engineer, launch (944) 286 inspection of leased launch (948) 287 lease, changes in form of (947) 287 lease, formal (946) 286 repairs to leased or hired property not authorized (949) 287 shore (321) 99 specification (943) 285 Boiler, cleaning of (344) 109 Bonds approval of (434) 133 repairs, guaranty or bid (426) 135 surety for (431) 136 Book, liberty, executive officer (508) 154 Books inventories (1030) 316 log (322) 99 commanding officer, to examine (469) 147 executive officer (510) 154 maintenance (341) 108 chief engineer (564) 163 executive officer (496) 153 morning order (312) 97 executive officer (497) 153 navigation (519) 155 night order (470) 147 shore liberty (320) 99 Borrowing money (227) 78 Bridge signals, complying with, assistants to engineer (589) 167 Bulkhead, watertight maintenance (339) 108 Bunker temperatures (570) 164 assistants to engineer (591) 167 Bus, shipments by (1051) 322 c Capstans, see Winches Care in preparation of shipments (1071) 331 Care of decks (350) Ill engineer's department (562) 163 hull (349) Ill Cash book (996) 305 Cash official (997) 306 vouchers for cash payments (998) 306 Catalog supply (875) 263 354 Page Certifications required on contract papers (440) 141 Certifying officer, responsibility of authorized (678) 194 Chain, marking (348) 110 Change of station (787) 234 Changes in contracts (435) 138 Changes, report of (275) 90 Charges against an officer (298) 95 Charts Chief of the Division of (4) 2 navigating officer (519) 155 objects for use of U. S. Coast Guard (266) 89 Charts and publications accounts, statement of stock (1108) 344 agents, inspection of (1101) 342 agents, issue to nautical chart (1105) 343 checks, uncollectible (1113) 346 collections at District Headquarters (1110) 345 coupons in lieu of cash (1112) 346 credit transactions ( 1103) 342 deposit of funds at District Headquarters (1111) 345 discounts agents authorized (1097) 341 libraries and scientific associations (1099) 341 distribution and sale of (1096-1113) , . . . 341-346 distribution of (1096) 341 free issue (1100) 342 inventory reports from Districts (1107) 344 obsolete, condemnation of (1102) 342 sale and distribution of (1096-1113) 341-346 sale to the public (1098) 341 shipments, irregularities in (1109) 345 supervisors, duties of (1104) 343 supervisors, monthly reports (1106) 343 Check list (691) 199 Checks care of (687) 197 issue of (687) 197 loss or theft (689) 198 lost (688) 198 official (685) 197 requisition for (686) 197 spoiled (690) 198 uncollectible (1113) 346 Chief Clerk (3) 1 Chief Engineer (561-582) 163-166 assuming charge, inspection and report (577) 165 bunker temperatures (570) 164 care of engineer's department (562) 163 daily fuel report (575) 165 daily inspection (563) 163 data, machinery (576) 165 duties general (561) 163 surveying (582) 166 estimates for repairs (579) 166 355 Page stores (580) 166 supplies (580) 166 examination in dock (581) 166 fires permission to start (573) 164 precautions against (569) 164 fuel, inspection of (574) 165 inspection on assuming charge (577) 165 log, engineer's (568) 164 maintenance book (341) , (564) 108, 163 pumps bilge (572) 164 fire (571) 164 repairs by engineer force (578) 165 station bills (567) 164 supervision of operation of engines (565) 163 subordinates, duties and conduct (566) 163 Chief of the Division of All (12) 5 Charts (4) 2 Coastal Surveys (5) 2 Geodesy (6) 3 Geomagnetism and Seismology (7) 3 Instruments (9) 4 Personnel and Accounts (10) . 4 Photogrammetry (8) 4 Tides and Currents (11) 5 Chief of Party (16) , (251-279) . . .9, 85-92 absence of (276) 91 allotments to (666) . 189 assumption of charge of party (252) 85 chart of objects for use of U. S. Coast Guard (266) 89 Coast Pilot notes (264) , 88 descriptive reports (263) 88 field work, supervision of (254) 85 gratuitous services (89) 33 instructions for field work (251) 85 landmarks for charts (265) 88 leave (182) 64 monthly progress sketch (261) 88 monthly report of progress (260) 87 preparation for field work (251) 85 records (255) 86 reports (256) 86 annual report of statistics (257) 86 Procurement Division, to (887) 266 progress on field sheets and records (262) 88 Children certificate of dependency of, travel (777) 229 railroad fares for (802) 240 Chronometers (319) 99 navigating officer (521) 156 shipment, preparation of, for (1020) 312 Claims, expenses, actual travel (784) 233 Classification of expenditures (962) 291 356 Page Classified service appointment of (76) 29 disciplinary action (111) 42 emergency field appointments (79) 30 procedure for actions in the field (77) 29 procedure for actions in Washington Office (78) 29 promotions (85) 33 resignations (88) 33 separations and reductions for cause (87) 33 suspension from duty (86) 33 Cleaning of boilers (344) . 109 Cleanliness of ship (308) 97 Clocks, navigating officer (521) 156 Clothing, see also Small Stores Clothing and Small Stores (636-652) . .181-184 Clothing, purchases, authorization (636) 181 Coal, contracts for (885) , . . 266 Coastal Surveys, Chief of the Division (5) 2 Coast Guard, see also Inspection, marine chart of objects for use of (266) ' . . 89 Coast Pilot notes (264) 88 photographs (269) 89 Colors (326) 101 Collision commanding officer (473) 147 procedure in case of (473) 147 precautions to prevent (472) 147 drill (388) 121 Cost, small stores advance over price (642) 182 total (641) 182 Compartments, entering, precautions when (399) 125 Combat duty, officers commended for performance of (747) , 217 Command, visiting, when (304) 96 Comanding officer (446-477) , 143-149 absence, temporary, orders not changed because of (448) 143 accidents, marine inspection of (474) 148 report of (474) 148 , accounts (458) 145 aid to vessels in distress (475) 149 authority of (446) 143 comfort of complement (476) 149 communications, official, delivery of (457) 145 co-operation with Government agencies (466) 146 Supervisor (465) 146 correspondence, official (455) 144 disciplinary treatment of officer (451) , 144 economy in expenditures (454) 144 executive officer, informed, to be kept (452) 144 handling ship, executive officer to have opportunities (449) 143 health of complement (476) 149 leave (182) 64 leaving ship, inform executive officer (453) 144 697587—47—24 OK 7 Pas* log books, examination by (4(59) 147 mail, notification in regard to (467) 146 meal hours (623) 170 night order book (470) 147 officer of the deck to keep informed (543) 159 outfit and supplies (460) 145 papers, official, to be accessible (450) 144 passengers (468) 146 quarantine precautions (477) 149 report of inspection (461) 145 responsibility of (447) 143 sett lenient of bills (469) 145 ship data sheets (462) 145 supplies and outfit (460) 145 training of officers (460) 143 vessel, handle when necessary (471) 147 Commissary supplies from Army, Navy, Marine Corps (1126) 347 Commissioned officers, see aUo Officers absence due to illness or injury (185) 65 acceptance of commission (62) 26 affidavit on appointment (63) 26 allowances and pay (711-730) 207-214 annual physical examination (240) 82 annual service record (241) 82 appointment of (56) 23 boards of investigation for (20S) 74 Commissions in military and naval organizations (65) 27 deceased (146) 55 household goods, shipment of (843) 255 moneys due ( 1009) 310 dependent members of families, medical treatment (137) 53 distribution in rank of (58) 25 household effects, see transportation of incompetent, moneys due (1009) 310 medical treatment, Army and Navy General Hospitals (138) 53 oath of office (61) 26 pay and allowances (711-730) 207-214 promotion of (59) 25 qualifications for (60) 25 reduction (67) 27 relative rank (64) 26 reports, fitness (271) 90 resignation of (68) 27 retired, see Retired Commissioned Officers separation (67) 27 sick status (186) 65 suspension from duty (06) 27 Communications (46-53) 19-21 cable messages (50) 20 official, delivery of, commanding officer (457) 145 pass through executive officer (500) 153 rad io, Government (49) 19 radio messages from vessels (51) 20 telegrams (Av>, 47. 4S) 19 telephone, long distance (00) 20 twenty-four hour day (52) 20 338 Page Commutation and travel expenses when interwoven (766) 226 Comfort complement of vessels (476) 149 Compartment, ventilation of gasoline (402) 126 Compass, Gyro, comparisons while underway (317) 98 Compass, magnetic, deviations (317) 98 Compensation for personal injury (131) 49 records not made public (133) 50 Compensation Act, Employees' (132) 49 Complaints executive officer to investigate (509) 154 pass through executive officer (500) 153 Compliance with orders for travel (245) 83 Conditions under which shipment of household effects is authorized (827) 249 Conduct, disorderly (300) 95 Congress, dealings with (222) 78 Conspiring by officers (299) 95 Continental limits of the United States transportation beyond, dependents, civilian personnel (820) 247 Contracts additional work under (435) 138 approval of (434) IB8 authorization for (891) 267 awards of amounts over $5000 (909) 274 bids, invitation for (418) 131 bonds, surety for (431) 136 certifications required on papers (440) 141 changes in (435) 138 completed cannot be revived (910) 274 damages liquidated (432) 137 liquidated, scale of (433) 138 delays, papers pertaining to (439) 140 directions in preparing (430) 136 estimates for repairs (417) 131 forms, Standard Government (416) 131 preparing, directions in (430) 136 repairs bond, guaranty or bid (426) 135 data to be forwarded to the Director (425) 134 formal (429) 135 fuel, cost of to go to distant shipyard (423) 134 general provisions included in specifications (424) 134 informal (428) 135 items, list of (422) 133 specifications for (421) 132 reports, request for monthly from contractor (420) 132 ship repair (416-441) 131-141 Contracts, formal, bids for supplies requiring (898) 271 Contributions (228) 79 Conveyance Government owned, travel in (779) 231 privately owned, travel in (779) 231 Conveyance, privately owned, see use of Co-operation, commanding officer with Government agencies (466) 146 359 Page Supervisor (465) 146 Correspondence (21-41) 11-18 adress, change of (33) ^ 16 general, in (21 ) 11 letters military style (24) 12 non-military style (25) 13 mail air (37) 17 penalty (34) 16 penalty transmissible to (35) 17 registered (38) 17 reports required on (36) 17 official addressed to Washington Office (22) 11 Commanding Officer (455) 144 through proper channels (23) 11 printed forms to be used (27) 14 stationery to be obtained from Washington Office (28) 14 stationery, requisition for (29) 14 titles (26) 13 transmitting letters (32) 15 Court, leave of absence (165) 61 Credit, part services (700) 204 Crews of vessels (91-124) 35-47 absence without authority (108) 41 accounts men in hospital (118) 44 men on leave ( 118) 44 partial payment to (989) 303 ration or subsistence (990) 303 comfort of (476) 149 complement (98) 37 dependent members of families, medical treatment (137) 53 debts, incurring (301) 96 desertion (109) 41 discharges (112) 42 discharge for administrative purposes (113) 43 discharge for cause (116) 44 discharges outside of the United States (115) 43 discharge upon expiration of term of shipment (114) 43 disrating (100) 38 expenses, deprived of quarters and/or mess privileges (105) 40 extra pay for bombers and fathometer readers (122) 46 funds of deceased seamen (151) 56 health expenses other than marine accounts (991) 303 health of (476) 149 liberty parties (546) 160 shore (320) 99 maximum complement (81) 31 meal hours (623) 176 members of (91) 35 offenses and punishments (110) 41 pay (101) 38 360 Page allotment (102) 38 allotment, discontinuance of (103) 39 continuous service (104) 39 in hospital (119) 45 payments, cash (1006) 309 personal effects of deceased seamen (151) 56 petty officers (123) 46 punishments and offenses (110) 41 ratings (99) 37 rations (107) . 40 rations in hospital (119) 45 shipment executive officer (507) 154 medical examination (605) 170 minors (96) 36 notice of (97) 36 persons disqualified (95) 36 physical examination (94) . 36 Shipping Articles (92) 35 term of (93) 35 shore liberty (120) 45 deprivation of (121) 45 Supervisors of districts may ship (81) 32 supervision by officer of the deck (545) 160 transfers (117) 44 travel expenses (106) 40 uniforms (124) 47 unruly men, subduing (296) 95 vaccination (606) 170 Criticism by officers (299) 95 Currents, Chief of the Division of Tides and (11) 5 Custodian of keys (495) . . 153 D Daily inspection, chief engineer (563) 163 Damage (s) bills for (1003) 307 investigation of (205) 73 liquidated (432) . 137 scale of (433) 138 procedure in case of (279) 92 shipment, to (1065) 328 small stores, of (651) 184 Dangerous material (395) 123 Data contract data to be forwarded to the Director (425) 134 machinery (576) 165 purchase of motor vehicle (1087) 336 ship's (342) '..'..' 109 surveying authority for furnishing (230) 79 Date of transportation effective, dependents of (799) 239 civilian personnel (816) 246 commissioned personnel (799) 239 697587—47—25 oci Page Davits (354) ,, t .............. . 113 Day's duty assistant to engineer (586) 167 Dealings with Congress (222) 78 Debts, incurring (301) 96 Deceased personnel (146-151) 55-57 benefits of Employees Compensation Act (148) . . 56 notification of next of kin (150) 56 Deck, care of (350) Ill Deck officers, appointments of (57) 23 Deductions income tax collection (980) 299 retirement (979) 299 Delays, papers pertaining to (439) 140 Departures, officer of the deck (547) 160 Dependency, certificate of, civilian personnel (814) 245 Dependents, civilian personnel (813) 245 Dependents, see transportation of Dependent members of families medical treatment (137) 53 Descriptive reports (263) 88 Desertion, crews of vessels (109) 41 Designation of ship's officers (287) 93 Designation of vessels (333) 105 Detachment, report of (246) 84 Detonators (393) 122 Deviations, compass (317) 98 Direction of ship work by executive officer (490) 152 Director (1) 1 Director, Assistant (2) 1 Director of Coast Surveys in the Philippines (14) 8 Disability, retirement for (740) 215 Disbursement of funds (676-691) 193-199 account, depository (682) 195 advances, adjustment between appropriations (683) 196 advance of funds (680) 194 bonds (676) 193 checks blank, loss or theft of (689) 198 canceled, voided, spoiled (690) 198 care of (687) 197 issue of (687) 197 list (691) 199 lost (688) 198 official (685) 197 requisition for (686) 197 money, public, laws governing custody of (684) 196 requisition of funds (681) 194 titles, use of (677) 193 Disbursing officer, assistant, responsibility of (679) 194 Discharge, crews of vessels (112) 42 for administrative purposes (113) 43 for cause (116) 44 outside of the United States (115) 43 upon expiration of term (114) 43 Disciplinary action civil service crew members (111) 42 362 Page crews of vessels ( 109) 41 Disciplinary treatment of officer (451) 144 Discipline charges against an officer (298) 95 shipboard, on (286-334) 93-105 unruly men, subduing (296) 95 Disorderly conduct (300) 95 language (300) 95 Distinctions, see Honors Distress, aid to vessels in (475) 149 District, see also Supervisor District Headquarters (278) 91 see also Chief of Party chart collections (1110) 345 chart inventories (1107) 344 deposit of funds (1111) , 345 relations between field parties (277) 91 statement of stock accounts (1108) 344 travel (278) 91 District Supervisors (13) 6 Docking of vessels (361-377) 115-118 frequency (361) 115 list (365) 115 plan (363) 115 responsibility in (362) 115 trim (365) 115 underwater fittings (364) 115 weights not to be shifted (366) 115 Donations (228) 79 Doors, water-tight, closing of (309) 97 Drayage contracts for (878) 263 vouchers (1053) 323 Dressing ship (331) 104 Drills boat (387) 120 collision (388) 121 fire (386) 120 Drills and musters (384) 120 Drinking water (612) 171 Driver's license (1078) 333 Duties executive officer (486) 151 general chief engineer (561) 163 medical officer (596) 169 manner of performing (293) 95 officers on vessels (292) 94 petty officers' (311) 97 surveying chief engineer (582) 166 medical officer (603) 170 Duty, see also Temporary Duty absence from (302) 96 attention to (218) 77 363 Page detached boat service not (303) 96 exchange of (302) 96 recall to active (741) 216 reporting for (246) 84 survey (291) 94 Washington Office, in (220) 77 E Earthquakes, reports (268) 89 Economy in expenditures, commanding officer (454) 144 Efficiency ratings, civil service personnel (272) 90 Efficiency rating committee (202) 71 Electric service, contracts for (879) 264 Employees' Compensation Act (132) 49 benefits of for deceased employees (148) 56 Employment, notice of (274) 90 Engineer force, repairs by (578) 165 Engineers, junior, appointment of (57) 23 Engineer, launch (944) 286 Engineer's department, care of (562) 163 Engines operation of, supervision by chief engineer (565) 163 turning over when not underway, officer of the deck (551) 161 working, officer to be on bridge (316) 98 Entry on military reservations (239) , 82 naval reservations (239) 82 private property (237) 81 Envelopes, penalty, shipments under (1047) 321 Equipment estimates (657) 185 protection, personal (411) 129 Establishment of official station, civilian personnel (812) 245 Estimates (656-662) 185-187 expenditures must conform to (959) 289 expenses within (661) 187 items not requiring (662) 187 required by (656) 185 separate for appropriations, different (659) 186 year, each fiscal (659) 186 supplemental (660) 186 travel (658) 186 Estimates for equipment, preparation of (657) 185 extra labor (658) 186 pay (658) 186 repairs chief engineer (579) 166 to vessels (417) 131 stores, chief engineer (580) 166 subsistence (658) 186 supplies chief engineer (580) ' 166 preparation of (657) 185 364 Page Examination physical, annual (240) 82 private instructions for (229) 79 ship in dock, chief engineer (581) 166 of applicants for shipment (605) 170 plating near oscillators (374) 117 rudder (370) 116 sonic sounding installations (373) 117 stern bearing (368) 116 tail shaft (367) . . 116 Exchange allowance on property (1041) 320 Executive officer (486-510) 151-154 appearance of ship (494) 152 authority (487) 151 cleanliness of ship (494) 152 commanding officer, inform when leaving ship (453) 144 communications to pass through (500) 153 complaints (509) 154 complaints to pass through (500) 153 crew, shipment of (507) 154 custodian of keys (495) 153 direction of the ship work (490) 152 duties (486) 151 enforce, short allowance (502) 153 fire, in charge of (492) 152 handling the ship (491) 152 opportunities for, to have (449) ... 143 . informed, to be kept (452) 144 inspection in dry dock (506) < 154 inspection of ship (493) 152 liberty book (508) 154 log books (510) , 154 maintenance book (341) , (496) 108, 153 morning order book (497) 153 offenses (509) 154 officer of the deck, to direct (488) ,-.._.. 151 order, maintenance of (499) 153 repairs (505) ....... 154 reports (501) 153 rules, enforcement of (498) 153 small arms (305) 96 station bills (489) . 152 stores, expenditure of (504) . . 154 stores, purchase of (504) , 154 stores, stowage of (503) 154 Expenditures appropriations, in excess of (960) 290 classification of (962) 291 economy in, commanding officer (454) . . ,. • 144 estimates, must conform to (959) 289 instruments, repairs of (1000) 307 report on May 1 and June 1 (671) * • 191 requisitionable articles (1001) • • 307 vouchering (963) 292 Expenses estimates, within (661) • 187 365 Page travel actual, commissioned officers (783) 233 actual, commissioned officers, claims for (784) 233 authorized (753) 219 reimbursement of (754) 219 vouchers for reimbursement of travel (761) 225 Explosives (391) 122 Express shipments by (1049) 321 air, bills of lading (1057) 325 railway, bills of lading (1057) 325 F Falls (354) 113 Federal Agencies, supplies purchased from, accounts (1007) 309 Federal Employees Pay Act of 1945 (696) 201 Field parties, relations between district headquarters (277) 91 Field sheets, report of progress on (262) 88 Field work instructions for (251) 85 manuals for (217) 77 preparation for (251) 85 supervision by chief of party (254) 85 Fire executive officer in charge (492) 152 extinguishing apparatus (390) 121 precautions against, chief engineer (569) 164 pumps (571) 164 permission to start (573) 164 First aid instruction (611) 171 Fiscal year allotment restricted to (668) 189 estimates for each (659) 186 Fittings hull, miscellaneous (352) 112 Fitness reports commissioned officers (271) 90 non-civil service employees (273) 90 Flags authorized display (330) 104 design of (329) 103 display of (328) 102 dressing ship (331) 104 mourning (332) 104 requisition of (330) 104 Flight officers, aviation pay for (720) 211 Foreign duty pay (715) 208 Forms exemption certificates, procurement of and accountability for (917) 278 Standard Government (416) 131 shipments (1055) 323 supplies and services (895) 268 Forward mess (620) 175 accounts (627) 177 caterer (621) 175 deficit (625) 176 366 ■ Page surplus (625) 176 Forward and wardroom mess (616-631) 173-179 Freight provisions, on (630) 179 shipments by (1050) 322 Fuels daily report (575) , 165 inspection of (574) 165 Fuel oil contracts for (876) 263 loading, officer of the deck (549) 160 safety (397) 124 Funds advance of (680) 194 deceased seamen (151) 56 requisition of (681) 194 G Gambling (227) 78 Gasoline compartment, ventilation of (402) 126 containers, portable (401) . 126 contracts for (877) 263 loading, officer of the deck (549) 160 safety (397) 124 screens (403) 126 vapors (400) 125 vents (403) 126 General duties (216-247) 77-84 General schedule of supplies (881) 264 Geodesy, Chief of the Division of (6) 3 Geomagnetism and Seismology, Chief of the Division of (7) 3 Getting underway (552) 161 Government bills of lading, see Accounts Greases, contracts for (876) 263 Ground tackle (347) 110 H Handling the ship, executive officer (491) 152 Harbor regulations, navigating officer (523) 156 Health complement of vessels (476) 149 Holidays, legal (167) 61 Holding other office (746) 217 Home port (786) 234 Home station (247), (787) 84, 234 Honors and distinctions (327) 101 Honors general muster (324) 100 salutes, personal (325) 101 Household effects denned (828) 249 Hospital accounts of men in (118) • 44 army general (138) 53 navy general (138) 53 367 - Page pay of crew member in (119) 45 rations of crew member in (119) . . » 45 Hours of work (219) 77 Hull board (209) 74 care of (349) Ill fittings, miscellaneous (352) 112 painting, general (375) 117 painting instructions (377) 118 I Identification cards (40) 18 Increase for length of service (712) 207 Inflammable material (394) 123 Influence, political, use of (226) 78 Information, authority to publish (234) 80 Injury (131-139) 49-54 compensation for personal (131) 49 investigation of (206) 73 report of personal (134) 51 Inspection daily, chief engineer (563) 163 fuel (574) 165 leased launches (948) 287 marine (381) 119 laws governing (383) 119 requesting, procedure for (382) 119 report of (461) 145 report, quarterly (338) 107 ship (337) 107 executive officer, by (493) 152 Instructions first aid (611) 171 examination, private, for (229) 79 field work, confined to (253) 85 painting ship (351) 112 Instruments care of (1019) 312 Chief of the Division (9) 4 issue of (1019) 312 navigation ( 519) 155 repairs, expenditure for (1000) 307 requisition for (30) 15 return of excess ( 1018) 311 surgical, inventory (610) 171 surveying, navigating officer (520) 155 to be obtained from the Washington Office (28) 14 Insurance on mess supplies (631) 179 Intoxicating liquors, medical officer (608) 171 Inventories book (1030) 316 charts, district headquarters (1107) 344 general (1027) 315 general property (1029) 316 instruments (1028) 315 368 Page medical (1031) 316 Philippine Islands, in (1032) 316 Inventory small stores (649) 183 surgical instruments (610) 171 Investigation, Boards of (203) 72 Invoices navy (874) 262 vouchers to acompany (992) 303 Issue of clothing (647) 183 small stores (647) 183 Items not requiring estimates (662) 187 j Journal, medical (599) 169 Journal of field party, chief of party (259) 87 K Keys, custodian of (495) 153 Kin, notification of next of (150) 56 L Labels, shipments under (1047) 321 Labor, extra, estimates (658) 186 Landmarks for charts (265) 88 Language, disorderly (300) 95 Launches, see also boats laying up, instructions for (1091) 337 laying up, report of (1090) 337 maintenance of (1089) 337 motor (1076-1091) , 333-337 operation of (1089) 337 Laws Federal Employees Pay Act of 1945 (696) 201 marine inspection (383) 119 Laws governing money, custody of public (684) 196 Leases boat, changes in form of (947) 287 formal boat and launch hire (946) 286 property (921-934) 279-283 authority (921) 279 advertising (925) 280 clearances (926) 280 clearances, procedure in obtaining (927) 280 duration of (928) 281 lessor, change in (934) 283 modification of a (933) 283 renewals (931) 281 renewals, procedure in (932) 282 requirements, general (922) _. . . . 279 rent limited (923) 279 reports required (924) 270 369 Page preparation of (930) 281 termination of (929) 281 Leave of absence accounts of men on (118) 44 adjustment of leave (163) 60 application for (157) 59 cancellation of leave applied for (162) 60 general (156-168) 59-62 address when on (160) 60 civil service employees (191-198) 67-70 annual leave (191) 67 accrued leave ( 194) 68 accrued leave, Philippine Islands (195) 68 leave without pay ( 196) 69 military leave (197) 69 new employees ( 198) 70 Philippine Islands (193) 68 sick leave (192) 67 transferred employees (198) 70 commissioned officers (176-186) 63-65 absence due to illness or injury (185) 65 absence without leave ( 184) 64 annual leave allowed (176) 63 leave during first year of service (177) 63 length of leave, manner of counting (178) 63 less than twenty-four hours (181) 64 outside the United States (180) 64 separation, leave up (183) 64 sick status (186) 65 temporary duty while on (179) 63 court leave (165) 61 en route while traveling (765) 226 from party (161) 60 from vessel (161) 60 grant, who may ( 158) 59 holidays, legal (167) 61 leave unit ( 164) 61 non-civil service employees (166) 61 officers in charge (182) 64 separation of civilian employees (168) 62 telegraphic request for (159) 60 work, not to hinder (156) 59 Leave without pay (196) 69 Lectures (235) 80 photographs (269) 89 Lending money (227) 78 Ledger sheets, allotments (670) 190 Liberty, see shore liberty assistants to engineer (594) 168 Liberty parties (546) 160 Libraries, discounts on charts, etc. (1099) 341 Library, ship (524) 156 License drivers (1078) 333 plates for motor vehicles (1077) 333 Lifeboats (408) 128 370 Page capacity, carrying (409) 128 label plates (410) 129 Life buoys (407) 128 Life preservers (406) 127 Life rafts (408) 128 Lighthouses, admission to (238) 82 Lights, water (407) 128 Line carrying gun (389) 121 List of ship when docking (365) 115 Liquors, intoxicating (306) , . . . 96 Local field travel (763) 225 vouchers for (977) 298 Log books (322) 99 examination by commanding officer (469) 147 Log deck (555) r 161 engineers assistants to engineer (592) 167 chief engineer (568) 164 Longevity purposes, service for (713) 207 Loss of life, investigation of (206) 73 shipment (1065) 328 small stores (651) 184 Lost checks (688) 197 Lubricating and other oils, contracts for (876) 263 M Machinery data (576) 165 supervision of assistants to engineer (593) 168 Magazine (392) 122 Mail, see Correspondence notification in regard to (467) 146 Maintenance book (564) 163 Maintenance launches, of (1089) 337 truck (1081) 334 Manuals for field work (217) 77 Marine accidents, see Accidents Marine Corps commissary supplies (1126) 347 Marine inspection (381) 119 Marking, chain (348) 110 Matches (307) 96 Material dangerous (395) 123 inflammable (394) 123 Meal hours (623) 176 Medical attendance (131-139) 49-54 Medical journal (599) 169 Medical officer (596-612) 169-171 bill of health (601) 170 charge of medical outfit (607) 171 drinking water (612) 171 duties, general (596) 169 duties, surveying (603) 170 371 Page examination of applicants for shipment (605) 170 first aid instruction (611) . 171 intoxicating liquors (608) 171 inventory of surgical instruments (610) 171 medical journal (599) 169 medical supplies (609) 171 morning report of sick (598) 169 narcotics (608) 171 sanitary condition of port (600) 169 sanitary condition of ship (604) 170 sick call (597) 169 special reports (602) 170 vaccination (606) 170 Medical supplies (139), (609) 54, 171 inventories (1031) 316 Medicine, requisition for (31) 15 Mess audit board (626) 177 crew deprived of (105) 40 rations, crews of vessels (107) 40 Mess Bill deductions on (619) 174 payment of in advance (618) 174 Mess, see Wardroom and Forward Mess supplies freight on provisions (630) 179 insurance on (631) 179 purchase with public funds (628) 177 reimbursement of public funds (629) 178 Methods of shipment (1046) 321 Miscellaneous (1126) 347 Mileage commissioned officers travel (778) 230 deductions from (781) 231 leave status on (780) 231 voucher for (782) 232 Military leave (197) 69 Military reservations, entry on (239) 82 Money borrowing (227) 78 lending (227) 78 public, laws governing custoy of (684) 196 transactions with crew forbidden (297) 95 Monthly balances, statement of (669) 190 Months, fractions of, calculations (1005) 308 Mooring, see ground tackle Morning order book (312) 97 Morning report of sick (598) 169 Mourning (332) 104 Motor vehicles exchange allowances on (900) 271 maintenance, truck (1081) 334 operation, truck (1081) 334 regulations, State, compliance with (1079) 334 regulations, traffic (1080) 334 specifications for purchase (899) 271 Motor vehicles and launches (1076-1091) 333-337 372 Page Muster, general (324) 100 Musters and drills (384) 120 n\ Narcotics (608) 171 Naval reservations, entry on (239) 82 Navigating officer (516-525) . . . . 155-156 acting as executive officer (517) 155 anchorage regulations (523) > 156 books, navigation (519) 155 charts (519) 155 chronometers (521) 156 clocks (521) 156 duties, general (518) 155 duties, navigating (522) 156 harbor regulations (523) 156 instruction for quartermasters (525) . . . 156 instruments, navigation (519) 155 instruments, surveying (520) 155 quartermasters, instruction of (525) 156 rank (516) 155 ship library (524) 156 Navy, commissary supplies ( 1126) 347 Navy yards repairs at (441) 141 supplies from, purchase of (873) 262 invoices (874) ,, 262 Neatness of ship (308) . * . . 97 Negligence, findings regarding (207) 74 Newspaper advertising (419) > . . . 132 Night order book (470) 147 Non-civil service employees leave for (166) . . 61 report, fitness (273) 90 Notice of employment (274) 90 o Obedience, orders, reporting in, with (244) 83 Obedience to orders (224) 78 Obligations, report on May 1 and June 1 (671) 191 Observatories, magnetic, reports, special (267) 89 Observatories, officers or observers in charge (17) 9 Observers or officers in charge of observatories (17) 9 Offenses, executive officer to investigate (509) 154 Offenses and punishments, crews of vessels (110) 41 Officer (s) charges against an (298) 95 conduct disorderly (300) 95 conspiracy by (299) 95 criticism by (299) 95 debts, incurring (301) 96 disciplinary treatment of (451) 144 duties manner of performing (293) 95 on vessels (292) 94 373 Pag* duty absence from (302) 96 boat service not detached (303) 96 exchange of (302) 96 engines working, bridge to be on (316) 98 know the ship (336) 107 language, disorderly (300) 95 money transactions with crew forbidden (297) 95 order of precedence on vessels (286) 93 quarters, assignment of (288) 93 ships', designation of (287) 93 training of (450) 143 visiting a command, when (304) 96 Officer of the deck (541-556) 159-161 arrivals (547) 160 authority (541) 159 commanding officer to be kept informed (543) 159 crew, supervision of (545) 160 danger of dragging, when in (548) 160 definition (541) 159 departures (547) 160 duties, at sea (542) 1 59 duties, in port (544) 160 engines, turning over when not underway (551) 161 engines, working bridge, to be on (316) 98 executive officer to direct (488) 151 getting under way (552) 161 liberty parties (546) 160 loading of fuel oil and gasoline (549) : . . . . 160 orders, manner of giving (553) 161 stores, receipt of (550) 161 watch, change of (554) 161 Officers or observers in charge of observatories (17) 9 Official papers not to be made public (231) 79 Oil drums, accounting for (1023) 313 Oil pollution (405) 127 Operation launches, of (1089) 337 truck (1081) 334 Oppression of subordinates (225) 78 Order, executive officer, maintenance of good (499) 153 Order book, morning (312) 97 Orders, see also Travel acknowledgement of (243) 83 manner of giving (553) 161 obedience to (224) 78 reporting in obedience with (244) 83 travel, form of (752) 219 Organization of vessels (289) 94 Outfit and supplies (460) 145 Overseas travel, officers electing route of (785) 234 p Packages addressed to Washington Office (1067) 329 Painting ship, instructions for (351) 112 374 Page trucks (1082) 334 Papers, official, to be accessible (456) 144 Parcel post, shipments by (1048) 321 Passengers (468) 146 Pay absence due to own misconduct (729) 214 absent without leave, when (727) 218 allotments of (986) 301 bombers, extra for (122) 46 commissioned officers allotment of (730) 214 retired (743) 216 retired when on active duty (744) 216 vouchers of retired (745) 217 crews of vessels (101) 38 allotment (102) 33 allotment, discontinuance of (103) . . 39 continuous service (104) 39 estimates (658) 186 fathometer readers, extra for (122) 46 furlough (725) % 213 leave (724) 213 sick leave, while on (728) 214 while traveling (726) 213 Pay and allowances civilian personnel (696-706) 201-205 allotment of pay (703) 204 allowances in kind, deduction for (705) 205 allowances in kind, value of (704) 205 credit for part services (700) 204 Federal Employees Pay Act of 1945 (696) 201 other salaries and allowances, payment of (698) 202 per diem allowance (706) 205 per diem employees (702) 204 retirement deductions (699) 203 salarv advancements, within-grade (697) 2D1 tax, withholding (701) 204 commissioned officers (711-730) 207-214 absence due to own misconduct (729) 214 absent without leave, pay when (727) 213 allotment of pay (730) 214 aviation pay for flight officers (720) 211 aviation pay for non-flight officers (721) 212 foreign duty pay (715) 208 furlough pay (725) 213 leave pay (724) 213 pay of (711) 207 pay vouchers (719) 210 quarters, assignment of (723) 213 rental allowance (718) 209 rental allowances, regulations governing payment of (717) 208 sea duty pay (715) 208 service, increase for length of (712) 207 service for longevity purposes (713) 207 service for pay period purposes (714) 208 sick leave, pay while on (728) 214 375 Pag* status, change of (722) 212 subsistence allowance (716) 208 traveling, pay while (726) 213 Pay period purposes, service for (714) 208 Payment (s) advance (961) 290 bonds (985) 301 damages, bills for (1003) 307 leave, lump-sum payment for terminal (988) 302 rations, account of, on (624) 176 taxes (985) 301 transportation, in kind, in lieu of (806) 242 vouhcer to be accomplished before (975) 297 Washington Office, through (1004) 308 Pennants, see Flags Per diem allowance civilian employees (706) 205 commissioned officers (783) 233 Per diem employees pay (702) 204 Period when transportation will be furnished dependents of civilian personnel (817) 246 Permission to leave ship (294) 95 Personal cards and stationery (41) 18 Personal effects, deceased seamen (151) 56 Personal services, vouchers for (978) 298 Personnel, civilian officers and employees (76-89) 29-33 Personnel, commissioned officers (56-68) 23-27 Personnel, deceased (146-151) 55-57 Personnel, oath of office (61) 26 Personnel and Accounts, Chief of the Division (10) 4 Personnel Board (201) 71 Personnel field appointment or employment of non-citizens (84) 32 non-civil-service positions (80) 31 non-civil-service temporary employees (82) 32 procedure for actions affecting civil service employees (77) 29 veterans preference (83) 32 Petty officers (123) 46 duties of (311) 97 Philippine Islands inventories (1032) 316 leave, accrued (195) 68 leave in, civil service employees (193) 68 Philippines, Director of Coast Surveys in the (14) 8 Photogrammetry, Chief of the Division of (8) 4 Photographs (269) 89 Physical examination, annual (240) 82 Pilotage (464) 146 Politics, use of political influence (226) 78 Pollution, oil (405) 127 Port, sanitary condition of (600) 169 Postage (999) 306 Post Office box rents (39) 18 Precautions entering compartments (399) 125 376 Page fire, chief engineer (569) 164 fueling (398) 124 gasoline driven power boats (404) 127 prevent collisions (472) 147 Precedence, order of, on shipboard (286) 93 Preparation of bills of lading (1056) 324 leases, property (930) 281 shipments, care in (1071) 331 vouchers (974) 296 household effects, transportation of (866) 260 Presents (228) 79 Preservation of property (1017) 311 Price adjustment, small stores (645) 183 issue, small stores (644) 182 Prison Industries, Inc., Federal (882) 265 Private property, entry on (237) 81 Procedure accident, in cases of (279) 92 collision, in case of (473) 147 damage, in case of (279) 92 inspection, for requesting (382) 119 shipwreck, in case of (473) 147 Processing offices (15) 8 officer in charge, leave (182) 64 Procurement of supplies (871-887) 261-266 Progress report, monthly (260) 87 Propellers (369) 116 Property (1016-1041) 311-320 accounting for (1021) 313 chronometers, preparation for (1020) 312 damages, bills for (1003) 307 exchange allowance (1041) 320 general inventories (1029) 316 requisition for (30) 15 instrumental equipment, return of excess (1018) 311 instruments, issue and care of (1019) 312 inventories book (1030) 316 instruments (1028) 315 general (1029) 316 general, in (1027) 315 medical (1031) 316 Philippine Islands (1032) 316 preservation of (1017) 311 relief from accountability for (1033) 317 repairs to private (1002) 307 requisition at Washington Office (1025) 314 responsibility for Government (1016) 311 return to storage at Washington (1026) 315 sale of public (1039) 320 advertising (1038) 319 proceeds (1040) 320 storage (1034) 317 receipt (1035) 318 697587—47—26 377 Page report (1036) 318 survey of public (1037) 319 transfer at Washington Office (1025) 314 transfer of (1024) 314 letter of (1068) 329 Property leases (921-934) 279-283 See also Leases Protection, personal equipment (411) 129 Provisions, see also Small Stores freight on (630) 179 purchases, authorization (636) 181 Public, relations with the (236) 81 Public funds purchase of mess supplies with (628) 177 reimbursement of mess supplies (629) 178 Public Health Service benefits of (135) 51 death in a hospital (149) 56 station is available, procedure when (136) 52 Publications (235) 80 photographs (269) 89 see also charts Pullman accommodations (803) 240 Pumps bilge (572) 164 fire (571) 164 Punishments, civil service crew members (111) 42 Punishments and offenses, crews of vessels (110) 41 Purchase list (1022) 313 Purchase (s) authorization for (891) 267 commercial firms, from small stores (639) 181 domestic articles, materials, supplies (911) 274 in general (871) 261 limitation of small stores (637) 181 mess supplies, public funds, with (628) 177 motor vehicles, data on (1087) 336 Navy, from, small stores (638) 181 report of small stores (646) 183 Q Quartermaster supplies from Army, Navy, Marine Corps (1126) 347 Quartermasters, instruction of (525) 156 Quarantine precautions (477) 149 Quarters assignment of (723) 213 on vessels (288) 93 crew deprived of ( 105) 40 R Radio direction finders (318) 98 government service (49) 19 messages from vessels (51) 20 378 Page .Ratings, members of the crew (123) 46 Rations, payments on account of (624) 176 Recall to active duty (741) 216 Recalled officers returned to inactive status (742) 216 Receipt shipments, of (1062) 327 storage (1035) 318 Record, annual service (241) 82 Records certified copies of (232) 80 chief of party (255) 86 compensation, not made public (133) 50 forwarding (1069) 330 letter transmitting (1070) £30 motor truck (1084) 335 report of progress on (262) 88 Regulations officers and employees to know (216) 77 State, motor vehicles, compliance with (1079) 334 traffic (1080) 334 Reimbursement of public funds, mess supplies (629) 178 Relations with the public (236) 81 Rental allowances (718) 209 regulations governing payment of (717) 208 Rentals, post office box (39) 18 Repairs engineer force, by (578) 165 estimates for, chief engineer (579) 166 leased or hired property not authorized (949) 287 Report (s) annual, statistics by chief of party (257) 86 assumption of charge of party (252) 85 changes, of (275) 90 chief of party (256) 86 chief of party, season's (258) 87 Coast Pilot's Notes (264) 88 commanding officer, accidents, marine (474) 148 daily fuel (575) 165 data, ship's (342) 109 descriptive (263) 88 detachment, of (246) 84 docking (340) 108 duty, for (246) 84 earthquakes (268) 89 efficiency ratings (272) 90 evening, of ship's condition (310) 97 executive officer (501) 153 expenditures on May 1 and June 1 (671) 191 fitness, commissioned officers (271) 90 fitness, non-civil-service employees (273) 90 hull (340) 108 inspection, commanding officer (461) 145 landmarks for charts (265) 88 launches, laying up (1090) 337 monthly, request for on contracts (420) 132 monthly, supervisors, chart issue (1106) 343 monthly and journal of field party, chief of party (259) 87 379 Page morning report of sick (598) 169 obligations on May 1 and June 1 (671) 191 official mail (36) 17 orders, in obedience with (244) 83 personal injury (134) 51 Procurement Division (887) 266 progress, monthly, chief of party (260) 87 property leases (924) 280 purchase list (1022) 313 purchases of small stores (646) 183 quarterly, inspection of vessels (338) 107 small stores (649) . . . . ... 183 special medical officer (602) 170 observatories, magnetic (267) 89 storage (1036) 318 tidal waves (268) 89 truck (270) 89 Requisition ( s ) for checks (686) 197 funds (680) 194 instruments and general property (30) 15 medicine (31) 15 property at Washington Office (1025) 314 stationery (29) 14 Respect for authority (221) 78 Responsibility for, of, certifying officer, authorized (678) 194 commanding officer (447) 143 disbursing officer, assistant (679) 194 property, government, for (1016) 311 small stores, for (650) 184 Retired commissioned officers (736-747) 215-217 age, retirement (737) 215 combat duty, officers commended for performance of (747) 217 disability, retirement for (740) 215 general (736) 215 holding other office (746) , 217 household goods, shipment of (842) 255 pay active duty, when on (744) 216 retired (743) 216 vouchers of (745) 217 personnel board, retirement on recommendation of (739) 215 recall to active duty (741) 216 return to inactive status, recalled officers (742) 216 service, retirement after thirty years (738) 215 travel by (788) 235 Retirement deductions (699, 979) 203, 299 officers age (737) 215 disability, for (740) 215 general (736) 2115 personnel board, recommendation of (739) 215 service, after thirty years (738) 215 Return of property to storage at Washington (1026) 315 380 Page Rigging, standing (353) 113 Routes, dependents travel by circuitous (801) 240 Routine, on shipboard (286-334) 91-105 Routing orders, shipments (1061) 327 Rudder, examination of (370) 116 Rules, enforcement of, executive officer (498) 153 s Safety precautions, ship (381-411) 119-129 Sale of charts (1098) 341 property (1037) 319 advertising (1038) 3i9 proceeds (1040) 320 Sales, proceeds from (1008) 309 Salutes, personal (325) , 101 Sanitary condition of port (600) 169 Sanitary condition of ship (604) 170 Schedule of disbursements (971) 294 Schedule of voucher deductions (984) 300 Screens, gasoline (403) 126 Sea duty pay (715) 208 Seamen, see crews of vessels Season report of chief of party (258) 87 Sea valves, see valves Seismology, Chief of the Division of Geomagnetism and (7) 3 Service betterment of the (223) . 78 for longevity purposes (713) 207 for pay period purposes (714) , . 208 retirement after thirty years (738) 215 Services, see supplies Settlement of bills, commanding officer (459) 145 Ship data sheets (462) 145 Ship maintenance (336-355) 107-113 Shipment, discharge upon expiration of term (114) 43 Shipments (1046-1071) 321-331 bills of lading, commercial, conversion to Government bills of lading (1058) 325 bills of lading, Government (1054) 323 charges on (1059) 326 lost (1064) 328 memorandum copy (1060) 327 preparation of (1056) 324 bus, by (1051) 322 damage to (1065) 328 drayage (1052) 322 vouchers (1053) 323 express (1049) 321 air, bills of lading (1057) 325 railway, bills of lading (1057) 325 forms to be used (1055) 323 freight (1050) 322 irregularities in chart (1109) 345 labels, under (1047) 321 letter of transfer of property (1068) 329 381 Page letter transmitting field records (1070) 330 loss of (1065) 328 methods of (1046) 321 packages addressed to Washington Office (1067) 329 parcel post (1048) 321 penalty envelopes (1047) 321 preparation of, care in (1071) 331 receipt of (1062) 327 receipt, temporary, use of (1063) 327 records, forwarding (1069) 330 routing orders (1061) 327 transmitting letter (32) 15 truck, by (1051) 322 valuation of (1066) 329 Washington Office, packages to (1067) 329 Ship's data (342) 109 Shipwreck, procedure in case of (473) 147 Shore boats (321) 99 liberty (320) 99 crews of vessels ( 120) 45 deprivation of ( 121) 45 Shortage of small stores (651) 184 Short allowance, executive officer to enforce (502) 153 Sick call, medical officer (597) 169 morning report of (598) 169 leave civil service employees (192) 67 pay while on, commissioned officers (728) 214 Signals special for vessels employed in hydrographic surveying (334) . 105 Sketch monthly, by chief of party (261) 88 Small arms (305) 96 Small stores and clothing (636-652) 181-184 advances, accumulated (643) 182 charges on Government bill of lading (640) 182 cost advance over price (642) 182 total (641) 182 damage of (651) 184 inventory (649) 183 issue of (647) 183 issuing days ( 647) 183 loss of (651) 184 price, adjustment (645) 183 price, issue (644) 182 purchases, authorization (636) 181 commercial firms, from (639) 181 limitation of (637) 181 Navy, from (638) 181 report, quarterly (649) 183 responsibility for (650) 184 shortage of (651) 184 transfer of (652) 184 Sounding, sonic installations, examination of (373) 117 Specifications Federal (883) 265 382 Page hire of boats and launches (943) 285 repairs (421) 132 repairs, general provisions to be included in (424) 134 Speed trials (343) 109 Standard Stock Catalog, Federal (884) 266 Statement of account (972) 295 Statement, balances, monthly statement of (669) 190 Station bills chief engineer (567) 164 executive officer (489) 152 Station, home (247) 84 Station on watch, assistants to engineer (587) 167 Station, traveling to duty (764) 226 Status, change of, commissioned officers (722) 212 Stationery, personal cards and (41) 18 Stationery to be obtained from Washington Office (28) 14 Statistics annual report, chief of party (257) 86 Steering gear (345) 109 Stern bearing, examination of (368) 116 Storage of property (1034) 317 receipt (1035) 318 report (1036) 318 trucks (1086) 335 Stores estimates, chief engineer (580) 166 expenditure by executive officer (504) 154 purchase by executive officer (504) 154 receipt of by officer of the deck (550) 161 stowage by executive officer (503) 154 mess, adequate to be carried (622) 176 Strainers (371) 117 Subduing unruly men (296) 95 Subordinates, oppression of (225) 78 Subsistence allowance (716) 208 dependents not entitled to (807) 243 dependents not entitled to when traveling (769) 227 estimates (658) 186 Sunday, observed on ships (315) 98 Supervision of subordinates, assistants to engineer (588) 167 Supervisor (s) of Districts (13) 6 cooperation with commanding officer (465) 146 duties as chart agent (1104) 343 leave (182) 64 reports, monthly chart (1106) 343 Supplemental estimates (660) 186 Supplies estimates (657) 185 estimates, chief engineer (580) 166 logged when received (323) 100 medical (139, 609) 54, 171 procurement of (871-887) 261-266 advertising dispensed with, when (872) 261 arms and ammunition (886) 266 Catalog, standard stock, Federal (884) 266 383 Page contracts for coal (885) 266 drayage (878) . 263 electric service (879) 264 fuel oil (876) 263 gasoline (877) 263 general schedule of (881) 264 greases (876) 263 invoices. Navy (874) 262 lubricating oil (876) 263 oils (876) 263 Prison Industries, Inc., Federal (882) 265 purchases in general (871) 261 purchase from Navy Yards (873) 262 reports to Procurement Division (887) 266 specifications, Federal (883) 265 supply catalog (875) 263 telephone service (880) 264 Supplies, proposals for procurement of (891-917) 267-278 advertising for bids (893) 267 advertising for supplies (892) 267 advertising in newspapers (894) 267 authorization for (891) 267 bidders, responsible, definition of (905) 273 bids acceptance of (901) 272 acceptance of equal (903) 273 acceptance of other than lowest (902) 272 contracts, requiring formal (898) 271 irregularities in, waivers of (904) 273 late (received after opening) (907) 273 preparation of (897) 269 soliciting (896) 269 telegraphic (906) 273 time is a material factor, when (908) 273 contracts awards of for amounts over $5,000 (909) 274 completed cannot be revived (910) 274 forms to be used (895) 268 motor vehicles exchange allowances on (900) 271 specifications for (899) 271 purchase of domestic articles, materials, supplies (911) 274 taxes exemption certificates (915) 276 accountability for (917) 278 procurement of (917) 278 use of (916) 277 federal (913) 275 state and local (914) 276 vouchers, certification on (912) 275 Survey, board of (211) 75 Survey duty (291) 94 Surveying duties chief engineer (582) 166 medical officer (603) 170 384 Page routine subordinate to (313) 98 special signals when employed in (334) 105 Survey of public property (1037) 319 Surveys, original approval of (233) 80 T Tail shaft, examination of (367) 116 Tax(es) exemption certificates (915) 276 accountability for (917) 278 procurement of (917) 278 use of (916) 277 travel (771) 228 federal (913) 275 income, exempt wage payments (983) 300 collection of (980) 299 withholding (701) 204 withholding, computation of (981) 300 withholding receipts (982) 300 state and local (914) 276 Telegrams (46) 19 charges for (48) 19 official endorsement (47) 19 request for leave (159) 60 Telephone, long distance (53) 20 Telephone service, contracts for (880) 264 Temperatures Bunker (570) 164 assistants to engineer (591) 167 Temporary duty, while on leave, commissioned officers (179) 63 Tidal waves, reports (268) 89 Tides and Currents, Chief of the Division (11) 5 Time dependents transportation, furnished (800) 239 use of twenty-four hour day (52) 20 Titles, use of (677) 193 Tools, truck (1085) 335 Transfer of crews of vessels (117) 44 property (1024) 314 property at Washington Office (1025) 314 small stores (652) 184 Transportation of dependents civilian personnel (811-820) 245-247 accommodations on trains and steamers (819) 246 allowance for at Government expense (815) 245 certificate of dependency (814) 245 continental limits of the United States, beyond (820) 247 date of, effective (816) 246 dependents (813) 245 general (811) 245 official station, establishment of (812) 245 period when will be furnished (817) 246 privately owned conveyance, use of (818) 246 385 Page commissioned personnel (796-807) 237-243 accommodations, pullman (803) 240 afloat, transportation (804) 241 allowance, maximum at Government expense (797) 237 children, railroad fares for (802) 240 date, effective (799) 239 general (796) 237 payment in lieu of transportation in kind (806) 242 places between which authorized (798) 238 pullman accommodations (803) 240 routes, by circuitous (801) , 240 subsistence, dependents not entitled to (807) 243 time when, will be furnished (800) 239 transportation requests, use of (805) 242 Transportation of household effects civilian personnel (851-866) 257-260 allowances, drayage (855) 258 allowances, maximum weight (852) 257 allowances, packing, crating, unpacking and uncrating (854) .... 258 allowances, volume (853) 258 authority (851) 257 bill of lading (857) 259 costs, excess (858) 259 items not included as (860) 259 lift vans (859) 259 shipment of (856) 258 shipment on American vessels (864) 260 shipment from point other than last official station (862) 259 time limitation on (863) 260 transfer for convenience of employee (865) 260 valuation on (861) 259 vouchers, preparation of (866) 260 commissioned personnel (826-843) 249-255 allowance of (829) 249 authority (826) 249 baggage carried free of charge (832) 251 bills of lading (839) 254 conditions under which authorized (827) 249 costs, limitation on (835) 251 damage to shipment (841) 2£>5 home defined (834) 251 household effects defined (828) 249 information to be furnished (830) 250 loss of shipment (841) 255 overseas shipment (838) 253 points between which shipments may be made (833) 251 preparation of for shipment (836) 252 professional books and papers (831) 250 retired officers (842) 255 shipment of (837) 252 shipment of effects of deceased offiecrs (843) 255 shipment of effects of retired officers (842) 255 shipment on measurement basis (840) 254 Transportation requests general (755) 220 instructions for traveler (758) 223 issue of (756) 221 386 Page lost (759) 224 person to whom may be issued (757) 223 preparation of (756) 221 stolen (759) 224 use of for dependents (805) 242 Travel estimates (658) 186 expenses members of crew (106) 40 vouchers for (976) 297 orders, compliance with (245) 83 Travel, commissioned officers (776-790) 229-235 aerial survey travel (790) 235 air, travel by (789) 235 certificate of children, dependency of (777) 229 change of station (787) 234 conveyance, government owned (779) 231 conveyance, privately owned (779) 231 expenses, actual (783) 233 expenses, actual, claims for (784) 233 home port (786) 234 home station (787) 234 information to be furnished Washington Office (776) 229 mileage (778) 230 deductions from (781) 231 leave status, on (780) 231 voucher (782) 232 overseas travel route, officers electing (785) 234 per diem allowance (783) 233 retired officers, travel of (788) 235 Travel, general requirements (751-771) 219-228 air travel (762) 225 American ships, travel on (767) 227 Army transport accommodations (768) 227 authority for travel (751) 219 baggage allowance for trans- Pacific travel (770) 228 commutation and travel expenses when interwoven (766) 226 dependents, subsistence, not entitled to (769) 227 expenses authorized (753) 219 expenses, appropriation chargeable (760) 224 reimbursement of (754) 219 vouchers for reimbursement of (761) 225 leave of absence en route (765) 226 local field travel (763) 225 orders, form of (752) 219 station, traveling to duty (764) 226 tax exemptions (771) 228 transportation requests general (755) 220 instructions for traveler (758) 223 issue of (756) 221 lost (759) 224 person to whom may be issued (757) 223 preparation of (756) 221 stolen (759) 224 387 Page Trials, speed (343) 109 Trim, when docking (365) 115 Trucks, see Vehicles, motor reports (270) 89 shipment by (1051) 322 u Uniforms (242) 82 members of crew ( 124) 47 mourning (332) 104 regulation board (210) . . 75 Units, leave (164) 61 Use of vehicles, motor propelled (1076) 333 Use of privately owned conveyance, transportation of dependents of civilian personnel (818) 246 V Vaccination (606) 170 Valuation of shipments (1066) 329 Valves, sea (371) 117 Vapors, gasoline (400) 125 Vehicles, motor (1076-1091) 333-337 accessories (1085) 335 accidents (1088) 336 data on purchase of (1087) 336 lettering on (1083) 335 license, drivers (1078) 333 license plates for (1077) 333 painting of trucks (1082) 334 records, motor truck (1084) 335 storage of (1086) 335 tools (1085) 335 use of (1076) 333 Ventilation, gasoline compartment (402) . ."• 126 Vents, gasoline (403) 126 Vessels airports, closing of (309) 97 alterations (355) 113 amiss, immediate report of things (295) 95 appearance of, executive officer (494) 152 batteries (396) 123 blocks (354) 113 boilers, cleaning (344) 109 bulkhead, watertight (339) . 108 capstans, see also winches (346) 109 care of deck (350) Ill care of hull (349) Ill chain marking (348) 110 cleanliness of (308) 97 executive officer (494) . . . . 1 52 condition, evening report (310) 97 dangerous materials (395) 123 data, ship's (342) 109 davits (354) 113 388 Pag« designation of (333) 105 detonators (393) 122 discipline on shipboard (286-334) , 93-105 dock, in, examination by chief engineer (581) 166 docking of (361-377) 115-118 frequency (361) , 115 plan (363) 115 report (340) 108 responsibility in (362) 115 underwater fittings (364) . . . . 115 doors, watertight, closing of (309) 97 dressing ship (331) 104 drills (384) 120 boat (387) 120 collision (388) 121 fire (386) 120 duties, manner of performing (293) 95 equipment, personal protection (411) 129 explosives (391) 122 falls (354) 113 fire extinguishing apparatus (390) . . 121 flags, display of (328) 102 fueling, precautions when (398) 124 fuel oil (397) .".' 124 gasoline (397) 124 boats, precautions for (404) 127 containers, portable (401) 126 vapors (400) 125 ground tackle (347) 110 hull, painting (375) 117 hull, report (340) 108 inflammable material (394) 123 inspection (337) 107 inspection in dry dock executive officer (506) 154 marine (381) 119 leave, permission to (294) 95 lifeboats (408) 128 capacity, carrying (409) 128 label plates (410) 129 life buoys (407) 128 life preservers (406) 127 life rafts (408) . 128 lights, water (407) 128 line carrying gun (389) . 121 liquors, intoxicating (306) 96 lists, muster (385) 120 list when docking (365) 115 magazine (392) 122 matches (307) 96 mourning (332) 104 movement of (463) 145 muster lists (385) 120 musters (384) 120 neatness of (308) 97 officers to know the (336) 107 operation, work which interferes with (314) 98 389 Page order book, morning (312) 97 organization (289) 94 painting, hull (375) 117 instructions for (351) 112 passengers (468) 146 pilotage (464) 146 plating near oscillators (374) 117 pollution, oil (405) 127 precautions when entering compartments (399) 125 precautions when fueling (398) 124 propellers (369) 116 quarantine precautions (477) 149 repairs bids (418-419) 131-132 contracts (416-441) 131-141 data to be forwarded to the Director (425) 134 estimates for (417) 131 executive officer (505) 154 fuel, cost of to go to distant shipyard (423) 134 items, list of (422) 133 Navy yards (441) 141 settlement of vouchers for (437) 139 specifications for (421) 132 statement of, detailed (436) 139 rigging, standing (353) 113 routine on shipboard (286-334) 93-105 routine subordinate to surveying (313) 98 rudder (370) 116 safety precautions (381-411) 119-129 scaling of waterline area (376) 118 screens, gasoline (403) 126 ship data sheets (462) 145 signals, special when employed in hydrographic surveying (334) . . . 105 small arms (305) 96 sounding sonic installations, examination of (374) 117 station bills (385) 120 steering gear (345) 109 stern bearing (368) 116 strainers (371) 117 Sunday to be observed (315) 98 tail shaft (367) 116 trials, speed (343) 109 trim when docking (365) 115 valves, sea (371) 117 vents, gasoline (403) 126 watches on (290) 94 winches and capstans (346) 109 zinc protecting strips (372) 117 Visiting command, when (304) 96 Vouchers accomplished before payment (975) 297 bid to accompany (995) 305 cash payments, for (998) 306 certificates on (994) 304 certification on (912) 275 date of (966) 292 drayage (1053) 323 390 Page expenditures (963) 292 forms to be used (973) 298 invoices to accompany (992) 303 itemization of (993) 304 local field travel (977) 298 mileage (782) 232 numbering of (967) 293 pay commissioned officers (719) 210 retired officers (745) 217 personal services (978) 298 prefix number (968) 293 preparation of (974) 2915 household effects, transportation of (866) 260 reimbursement of travel expenses (761) 225 repairs, statement, detailed (436) 139 settlement of repairs (437) 139 signatures on (994) 304 travel expenses (976) 297 transmission monthly (965) 292 w Wardroom and forward mess (616-631) 173-179 Wardroom mess (616) 173 treasurer (617) 174 Washington Office duty in (220) 77 packages addressed to (1067) 329 Watch, change of (554) 161 Watches, vessels on (290) 94 Water, drinking (612) 171 Weights, when docking (366) 115 Winches and capstans (346) 109 Within-grade salary advancements (697) 201 Work additional under a contract (435) 138 hours of (219) 77 interferes with operation of ship (314) 98 Year, see also Fiscal year z Zinc protecting strips (372) 117 ft U. S. GOVERNMENT PRINTING OFFICE: 1947-697587 391 PENN STATE UNIVERSITY LIBRARIES ADDDOTD^DIST? /