« PreviousContinue »
Marshal General a note will be made showing disposition of such property and authority therefor.
(1) Waste paper, including blank forms and other printed matter which may have become obsolete or useless in the transaction of public business, does not require the action of an inspector or special authority from the Provost Marshal General before it is disposal of, as provided in paragraph (j) supra, but may be disposed of upon authority of the draft executive of the State.
(m) Moneys received from the sale of any property, after.deducting the expenses of sale, such as auctioneer's fees, should be turned over to the State disbursing officer to be accounted for by him on his next account current and the money deposited by him to the credit of the Treasurer of the United States. The sale and deposits should be accounted for under the heading of “Miscellaneous receipts, proceeds of Government property.” Section 208. General expenses.
The Provost Marshal General may authorize such lawful expenditures as he may deem necessary in the execution of the Selective Service Law. Section 209. Purchase of supplies.
Disbursing officers and agents are not authorized to make purchases of supplies except as authorized by the Provost Marshal General, which authorization must be obtained in all cases before purchases are made, except that minor purchases of stationery, postage, etc., may be made without obtaining this authority.
No officer or agent disbursing Federal funds under these regulations or directing the disbursement thereof shall be concerned, directly or indirectly, in the purchase or sale of any articles intended for, used by, or pertaining to the Selective Service System. Section 210. Telegrams.
Telegrams shall be sent only in cases of urgent necessity, where the delay incident to delivery by mail would be prejudicial to the public interest. Except in cases of great urgency, night telegrams will be sent and plainly marked “Night telegram.”
Commercial telegraph forms may be used, in which case they shall be marked “Government paid,” and certified to as follows: "I certify that this telegram is on official business and necessary for the public service in the execution of the Selective Service Law,” and signed showing the official designation of the officer signing it. Section 211. Preparation of a claim.
A claim for payment from Federal funds must be a complete statement of the account and must show the following: The name and address of the person, firm, company, or corporation making the claim; the law or authority under which payment is claimed; the date or dates of the transaction; and an itemized statement and the total of the amount claimed.
A claim for services must show the period of services and the rate of pay for such services. A claim for supplies furnished must show
the name, quantity, and price of each article. The claim must on its face or by certificate attached thereto and noted on the face of the voucher as a part thereof show that the services were rendered or that the supplies furnished were for the execution of the Selective Service Law.
Each claim must be signed and certified by the person making the claim or by a person having authority to sign for the firm, company, or corporation making the claim. Each claim must be signed and certified by a person authorized to accept the services or to receive the supplies for which claim of payment is made. The title or authority of such person to make the certificate must be shown.
After a duly authorized claim has been paid it becomes a voucher by which the disbursing officer accounts for funds with which he is charged.
D. FORMS TO BE USED.
Important Note.-For forms generally see Part X, sections
266 et seq.
Section 212. Payment of United States Army officers on duty
in States. An officer of the United States Army will be paid on officers' pay voucher, War Department Form 336, and reimbursement for travel performed under orders of the Provost Marshal General will be made on mileage voucher, Form 337. These accounts will be submitted to the department quartermaster of the department in which the State is located.
Section 213. Vouchers for personal service.
War Department Form No. 335 is used for settling an account due by the United States for personal services rendered by a single individual. These vouchers will be executed in accordance with the following instructions:
After the words "The United States, To" should be entered the name and address of the person performing the personal service. If submitted by a member of a Local or District Board, or examining physician or employee of such board, the designation of the board will be entered in the space on the right of the printed heading. “ Object Symbol.” A description of the particular service performed should be entered in the blank spaces provided for that purpose. The authority cited should be “ The Act of Congress, ap.proved May 18, 1917," and this should be followed by the date that the service was performed. Where the employment has been authorized by the Governor the number of the authority should, in addition to any other data required, be entered in the space for remarks thus, “ Authority No.
When compensation for services rendered by members of Local or District Boards, or by other persons rendering services to such boards, is authorized at an hourly rate, an excerpt of minutes of the Local or District Board showing the dates of service and the number of hours of service each day must be entered on the back of the voucher, or by a certificate made on the back of voucher as a part
thereof. Such note or certificate shall be authenticated by the signature of the chief clerk of the board. (See Sections 17 and 195.)
The memorandum voucher attached to the original is filled out in exactly the same way, except that no signatures are placed on the memorandum copy. The use of a typewriter with carbon paper between the original and memorandum voucher is recommended, as this will insure the memorandum being an exact duplicate of the original. If typewriter is not used, the voucher, both original and memorandum, must be made out in ink. Section 214. Pay rolls.
When four or more employees at a Local or District Board or State headquarters are to be paid at the same time, much time will be saved by using War Department Form 334 (pay roll) in lieu of individual vouchers on Form 335.
Section 215. Traveling expenses.
Payment for traveling expenses will be made on War Department Form No. 350A, on which all blank spaces below the words The United States, To” will be filled in down to the check notation. Each voucher shall be accompanied by a copy of the order of the Provost Marshal General or Governor, or of the resolution of the District Board directing the travel, which resolution shall contain a statement that the travel directed is necessary in the public service and in the execution of the Selective Service Law; and a statement showing the following data:
Means of transportation.
If transportation other than common carrier is used, a certificate should be attached showing the fact that common carrier was not available or was more expensive, the distance traveled, and the fact that the amount claimed is that usually charged for similar services in the same locality.
Note 1.-The usual Pullman berth check or seat check will be sufficient receipt for sleeping car or parlor car accommodations.
Section 216. Instructions for preparing voucher for services
and purchases other than personal. Form 330, War Department, shall be used for expenses other than personal service, such as rental of buildings, necessary drayage, etc. It must be filled out by the person performing the service. The name and address of the individual, company, or corporation shall be entered on the lines following the words “The United States, To.” In the column headed “Article or service” shall be entered a statement of the work done, as follows: For hauling (name articles) from
(points between which hauling was done) for the job, $----
The cost shall be entered in the column headed "Amount.” The date of the performance of the work shall be entered in the column
provided for that purpose. For the performance of other work, the wording shall be changed to suit the particular work done. The voucher shall be signed on the line following the certificate
I certify that the above account is correct, and that payment therefor has not been received.
This signature must be exactly the same name that appears at the head of the voucher. If the work was done by a company or corporation, the voucher must be signed with the company or corporation name, followed by the signature of an individual having authority to sign for said company or corporation, thus: “ Riggs Transfer Co.. per John Jones, member of firm (president, secretary, treasurer)," etc. The voucher then must be certified by a member of the board beneath the certificate which begins as follows:
I certify that the above articles have been received by me in good condition, etc.
In the blank space “No. ---- ," in this certificate, fill in the figure“ 4.” After the word "lettered" fill in the capital letter “C." The voucher shall then be certified by a member of the board as above stated. On the back of this voucher, under that part called
Form of Agreement," the word “oral" should be written opposite “C” and over the words “(state character)." The voucher thus completed shall be forwarded to the disbursing officer of the State for payment.
The memorandum voucher is filled out in exactly the same manner as the original, except that it requires no signatures. The use of a typewriter with carbon paper between the original and memorandum voucher is recommended, as this will insure the memorandum being an exact duplicate of the original. If a typewriter is not used, the voucher, both original and memorandum, must be made out in ink. Section 217. Bill to accompany voucher for supplies.
Vouchers for supplies, or for services other than by the day or month, submitted in support of payments for all work authorized. may, if desired, be accompanied by the original bills submitted by the creditor and dated and signed by him or by his authorized representative, and vouchers with such bills attached will be made out in favor of the creditor, giving his address, and stating the account in general terms, with the aggregate amount only extended, and the words “as per bill hereto attached," or words of like import, added.
When desirable, the creditor may place the certificate of the creditor, which is printed on the voucher, upon the original bill, and when so placed the certificate upon the voucher need not be signed. provided that the bill be attached to and made a part of the voucher.
E. INSTRUCTIONS TO DISBURSING OFFICERS.
Section 218. Appropriations.
Appropriations made by Congress for carrying on the work of the Selective Service System must be kept separate by title and fiscal year and carried in separate columns on the account current. The appropriation from which a voucher is paid must be shown thereon in the space provided, both on the face and in the brief.
Section 219. Requests for funds.
Necessary funds to cover disbursements shall be placed to the credit of a disbursing officer with the Treasurer of the United States upon application therefor to the Provost Marshal General.
A request for funds shall be made in the form of a letter which must be accompanied by an estimate showing the purpose for which the funds are required, such as “Pay of officials, Pay of employees,” “Per diem allowances,
S," “ Rental,” “Drayage," etc. Only one request for funds should be submitted each month except to cover unforeseen and urgent claims, in which case a full explanation of the reason for the special request should accompany the same.
Request for funds shall be made sufficiently in advance of the time they will be needed for disbursement to permit timely action by officials of the Treasury Department. The average time required for the Treasury Department to act on a request for funds and place the same to the credit of a disbursing officer is 10 days. Estimates for funds necessary to meet the disbursements of any particular month should be forwarded before the 10th of the preceding month except from disbursing, officers in Pacific Coast States and the Territories, whose requisitions should be forwarded on the 1st of the preceding month.
Section 220. Obtaining check books.
As soon as each disbursing officer and agent has qualified, i. e., as soon as his bond has been approved, the Provost Marshal General will make request on the Treasury of the United States to furnish him with a symbol number and a supply of official checks, and upon receipt of same the disbursing officer shall receipt for them to the issuing office. Section 221. Only official checks to be used.
All blank checks for use by disbursing officers are issued by the Division of Printing and Stationery, Treasury Department, to which all correspondence relating thereto should be addressed; and only blank checks thus issued will be used in drawing checks on the Treasury of the United States.
Section 222. Care of checks.
The greatest care must be exercised in safeguarding blank checks. Check books should be kept under lock and key when not in use. Section 223. No checks to be drawn until funds are deposited
and numerical symbol ascertained. The disbursing officer and agent will not draw an official check until after he has received official notification by the Treasury or Provost Marshal General that funds are deposited with the Treasurer of the United States to his credit.