the field by established RAO's and RASO's within their geographical area of responsibility and delegated authority subject to the functional direction and control of Office of Administrative Services and Office of Organization and Management.

(b) Administrations, bureaus and offices.-The following responsibilities will be carried out by administrations, bureaus and offices both in Washington, D.C. and the field. Where regional administrative offices or regional administrative services offices have been established, required reports shall be submitted to such offices.

(1) Report to the Branch of Property Management, OAS, all furniture and equipment not required for their immediate needs (i.e., requirements computed according to current budget authorizations) on a monthly basis. Where RAO/RASO offices are established local offices should report excess to RAO/RASO for local redistribution or for consolidated reporting to the Branch of Property Management. (Reports control symbol 1-5.)

(2) Reviewing utilization of filing cabinets and effecting an accelerated program for the disposal of records, either by destruction of noncurrent records or by transfer to Federal Records Center, in accordance with the standards and procedures contained in chapter 4-700 of the Manual of Administration.

6. Action Required—(a) Procurement of office furniture, equipment and typewriters.-All executive agencies have been ordered to halt acquisition of new office furniture, equipment and manual and electric typewriters for other than absolutely essential purposes. Upgrading for the purposes of improvement in appearance, office decor, status elevation or desire for the latest design or more expensive lines will not be construed as essential purposes. Acquisitions will be limited to the least expensive lines for essential requirements. All procurement requests involving additional office furniture, typewriters or other office equipment will be forwarded initially to the Branch of Property Management, OAS, in Washington, D.C., or the appropriate RASO in the field, with such specific certifications as may be required to demonstrate compliance with the policies and utilization standards of the following specified sections of subchapter E of the FPMR:

Section 101-25.104. Acquisition of office furniture and typewriters.
Section 101-25.302.3. Use Standards for Electric Typewriters.
Section 101-25.302.4. Use Standards for Computing Machines.

Section 101-25.403. Replacement Standards.

Section 101-26.409.3. Justification for procurement of other than the lowest delivered price (multiple award contracts).

(b) Procurement of filing cabinets.-The Department will meet its needs for filing cabinets through the accelerated disposal of records, either by destruction of noncurrent records or by transfer to Federal records centers. Where essential records maintenance requirements cannot be met through the above measures, administrations, bureaus and offices shall use the following procedures:

(1) All procurement requests involving additional filing cabinets in Washington, D.C., will be forwarded initially to the Department records officer, Office of Organization and Management, OASA.

(2) Procurement requests for additional filing cabinets in the field will be forwarded initially to RAO's and RASO's wherever established, or to the Office of Organization and Management, OASA, from areas where RAO's and RASO's have not been established.

(3) All procurement requests must be accompanied by the certification statement required by the Manual of Administration, part 4, chapter 4-700, paragraph 4–708.

(4) The Office of Organization and Management will forward approved certification statement and requisitions to the Office of Administrative Services, Branch of Property Management, OASA, for further processing.

(5) If unable to fill from departmental or regional excess, the Office of Administrative Services, OASA, the RAO's and RASO's will submit requests for filing cabinets to the appropriate GSA regional office in letter form specifying stock numbers and quantities required by consignee point(s) and stating that the prescribed prerequisite actions have been taken but have not produced the needed filing cabinets.

If the need is approved by GSA, excess items of the type requested will be furnished if available. Approved requests which cannot be filled from excess will be returned to the originator with the GSA form 2084, “Clearance to Acquire Correspondence Filing Cabinets," reflecting an FC (file cabinet) clearance number authorizing submission of a requisition to the GSA regional office. When the

clearance document is received from GSA, the document number shall be incorporated in the remarks field of the FEDSTRIP requisition and the designator E entered in the third position of the document identified. A copy of the clearance document shall be mailed with the requisition.

If monetary expenditures for GSA rehabilitated or warehouse stocks of cabinets are involved, purchasing authority must be authorized by the national office of the administration, bureau or office.

7. Effective date.-This order is effective immediately.

LEO R. WERTS,

Assistant Secretary for Administration.

EQUIPMENT ANALYSIS, BUREAU OF LABOR STATISTICS, FISCAL YEAR 1967

OFFICE OF THE ADMINISTRATIVE ASSISTANT SECRETARY,
Washington, September 27, 1965.

Secretary's notice No. 92-65.
Subject: Amendment No. 79 to Manual of Administration.

1. Purpose. This notice transmits amendment No. 79, revised chapter 2-300 on "Budget Execution and Control" for inclusion in the Manual of Administration. 2. Background.--Chapter 2-300 has been revised to allow for editorial changes and extension of subject matter relating to administrative control of funds. 3. Authority and directives affected. The attachment supplements instructions and policies contained in Bureau of the Budget Circular A-34, Secretary's notice No. 28-64 and OASA Order No. 4-65.

4. Actions.

(a) Remove chapter 2-300, amendment No. 42, dated September 1964. (b) Insert the attached chapter 2-300, amendment No. 79, dated September 1965.

5. Effective date and cancellation.-This notice is effective immediately. After the action required by paragraph 4 has been completed, the notice itself is canceled.

LEO R. WERTS, Assistant Secretary for Administration.

SECTION 1. APPORTIONMENT

ADMINISTRATIVE CONTROL OF FUNDS

2-300. General.—The policies and procedures in this section of chapter 2-300 are supplementary to and implement Bureau of the Budget Circular No. A-34, Secretary's Order No. 28-64, and OASA Order No. 4-65 and constitute the Department of Labor's "system" for the administrative control of funds. This

chapter is to be interpreted and applied within the context and objectives of the Department's program budget management system.

2-301. Scope.-These procedures encompass all funds from all sources available for the Department. Agreements negotiated with other agencies for funds must be approved by the Assistant Secretary for Administration regardless of whether such funds are to be transfer of appropriation accounts, other nonexpenditure transfers, advances, reimbursements, etc.

2-302. Background.—(a) The Secretary, as the head of the Department of Labor and its programs, is the recipient of all funds coming into the Department and bears primary responsibility under the law for the proper and effective use of such funds. The Secretary is also primarily responsible for the control of these funds. Since it is not possible for the Secretary to exercise this control personally, funds are allocated to the individuals serving as heads of administrations, bureaus, or offices. Further, since the proper handling of all funds is the responsibility of the Secretary, it also follows that all funds should be channeled through him, regardless of the source from which they are derived. Only in this manner can total, comprehensive program objectives be achieved. It is within this concept that these instructions are promulgated and that the system of allocations and allotments established in Secretary's Order No. 28-64, is framed.

(b) Procedures outlined under the Department of Labor program budget management system will be used in the preparation of budget execution schedules. 2-303. Policy—(a) Reprograming.—Resources applied by activity and object normally will not change between the "effect of final action" document and the subsequent requests, allocations, etc. In no event are they to exceed the original budget estimate for each activity. In the event that deviations from this policy are necessitated by circumstances not foreseen at the time of submission of the "effect of final action" document, such deviations require congressional approval following a written request to the Office of the Assistant Secretary for Administration for permission to make such changes. (Par. 2–307.)

(b) Data included in presentation documents.-Data included in apportionment, allocation, and allotment documents must convey the relationship between the operating pattern proposed in the budget and any alterations by the Congress. Under normal circumstances, final amounts apportioned, allocated, and allotted, must be, in total, the same as outlined to the Congress in the effect of final action documents. In the event that there is any proposed reprograming of positons or dollars between different activities both Department and congressional approval are required for permission to make such changes.

(c) Apportionments.-Apportionment requests must be based on program budget execution schedules (operating fiancial plans). (See par. 2-306.)

2-304. Responsibilities—(a) The Assistant Secretary for Administration has been delegated overall responsibility for the administrative control of funds. In carrying out this delegation, the Assistant Secretary is responsible for—

(1) Coordinating, developing, formulating and approving the Department's program budget execution schedules.

(2) Taking necessary action to maintain the operating financial plans in a current status, including the approval of modifications necessary to accommodate acceptable reprograming changes in the program budget.

(3) Evaluating the effectiveness of operating financial plans and taking such action as may be warranted to correct any deficiencies.

(4) Overseeing the preparation of apportionment requests and subsequent operating financial plans with a view toward possible violation of the Department's policies such as that regarding the inflexibility of the estimates.

(5) Making primary allocations of resources to the heads of administrations, bureaus, and offices (and in some cases, allotments to individuals) covering all the Department's funds.

(6) Approving the delegation of authority to receive allocations and make allotments of funds.

(7) The Deputy Assistant Secretary for Administration and the Director of the Office of Budget Administration are designated to act for the Assistant Secretary for Administration in all capacities set forth in the preceding six items. Also see OASA Order No. 4-65.)

(b) Administration, bureau or office heads or their designees are responsible for the following:

(1) Preparing, in a timely manner, budget execution schedules (operating financial plans) for their respective organizations giving full consideration

to the provisions and procedures of the Department of Labor program budget management system (see par. 2–315).

(2) Assuring that allotment of all funds is limited to individuals at the highest practicable level for the control of obligations and that target allowances are set below that level for activities and/or subactivities. (c) Allottee is responsible for designating in writing those persons authorized to approve obligations outside of the regular flow of administrative documents. The allottee will bear personal legal responsibility for incurrence of obligations or making of expenditures within the terms of his allotment. He will be subject to the penalties and other provisions of the "Antideficiency Act" in the event of overobligation, overexpenditure, or the taking of any action inconsistent with the provisions of the Antideficiency Act or those of Secretary's Order No. 28–64, "Administrative Control of Funds."

(d) Individuals/organizations receiving target allowances are administratively responsible for the proper and efficient fiscal conduct of their program(s) and will be subject to proper disciplinary action when warranted.

2-305. Definitions—(a) Program budget execution schedules (operating financial plan).-Detailed scheduling of costs, personnel utilization, and workload which form the basis for apportionments, allocations, allotments and, when approved, establish the targets allowances of operations during the fiscal year. (b) Apportionment.-A distribution made by the Bureau of the Budget of amounts available for obligation or expenditure in an appropriation or fund amount into amounts available for specified time periods, activities, functions, projects, objects, or combinations thereof. The amounts so apportioned limit the obligations to be incurred or, when so specified, expenditures to be accrued. (c) Reserves.-Portions of appropriations, funds, allocations or allotments set aside by the Bureau of the Budget, the Assistant Secretary for Administration or allocatees for savings that are made possible by or through changes in requirements, greater efficiency of operations, or other developments subsequent to the date on which the authorization was made available, and/or contingencies. (d) Allocation.-A distribution of an appropriation or fund (within a prescribed amount) to the head of a primary organizational component of the Department of Labor for the purpose of making allotments.

(e) Allotment.—An authorization by the head of the administration, bureau, or office (or a designee) or by the Assistant Secretary for Administration to incur obligations within a specified allocation pursuant to an appropriation or other statutory provision. Such authorization will be made in writing to specified individuals.

(f) Target allowance.-An amount set up by the allocatee or allottee within amounts included in approved budget execution schedules that specifies the limits within which a program (activity or subactivity) will be executed.

2-306. Components of the system.-Within the context of the program budget management system, and compatible therewith, there are two basic components of this system of administrative control of funds:

(a) The program budget execution schedules.-These are the financial plans that are made up of several parts and have the following objectives:

(1) Function as a vehicle to be used to assist the Secretary and the operating program managers in carrying out their responsibilities in an efficient and effective manner.

(2) Set forth the objectives, planned costs, personnel utilization and workload of programs, activities and further subdivisions for each level of authority and assigned responsibility and become the basis for apportionments, allocations, allotments, and target allowances.

(3) Fix responsibility for the accomplishment of approved plans and objectives and effective utilization of resources.

(4) Provide for funding responsibility at the highest practicable organizational level consistent with assignments of responsibility for the legal obligations of funds; i.e., employment of personnel and procurement of equipment, supplies, and services.

(5) Provide the basis for timely and formal reporting to each level of assigned responsibility the information necessary to the accomplishment of stated objectives.

(b) Control of funds under the approved program budget execution schedules. The control referred to here will be exercised on both a cost and obligation basis:

(1) Cost controls should be identified with the operating financial plan, with details by time period and by program, activity, and subactivity.