A-5133, DECEMBER 1, 1924, 4 COMP. GEN. 503

A-5133: Dec 1, 1924

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REIMBURSEMENT FOR THE AMOUNT PAID BY THE AGENT IS NOT AUTHORIZED IN THE ABSENCE OF AN AFFIRMATIVE ADMINISTRATIVE APPROVAL OF SUCH EXPENDITURE. THESE FORMS ARE NOT FURNISHED BY THE DEPARTMENT AND IT WAS FOUND THE QUANTITY NEEDED COULD BE OBTAINED CHEAPER FROM A TYPIST THAN FROM THE LOCAL PRINTER. THE SERVICE WAS NOT IN CONNECTION WITH THE REGULAR WORK OF THE OFFICE PERFORMED BY THE REGULAR EMPLOYEES. IN WHICH NO REQUEST IS MADE FOR ADMINISTRATIVE APPROVAL OF THE EXPENDITURE. WAS REFERRED TO THIS OFFICE BY THE INDIAN OFFICE WITHOUT ANY INDICATION OF APPROVAL OF THE EXPENDITURE. THE ITEM WAS THEREUPON DISALLOWED. THE SPECIAL AGENT STATES HE IS ADVISED BY THE INDIAN OFFICE THAT HE HAS AUTHORITY UNDER ORDER 32 TO EMPLOY AN ADDITIONAL CLERK TO ASSIST IN COMPILING VITAL STATISTICS FOR INDIANS.

A-5133, DECEMBER 1, 1924, 4 COMP. GEN. 503

PERSONAL SERVICES - HIRE OF, WITHOUT ADMINISTRATIVE APPROVAL AN EXPENDITURE INCURRED BY A SPECIAL AGENT OF THE INDIAN OFFICE FOR THE TYPING OF CERTAIN RECORDS OF THE OFFICE ON A CONTRACT BASIS, THE EXPENSE HAVING BEEN INCURRED WITHOUT PRIOR ADMINISTRATIVE AUTHORITY, REIMBURSEMENT FOR THE AMOUNT PAID BY THE AGENT IS NOT AUTHORIZED IN THE ABSENCE OF AN AFFIRMATIVE ADMINISTRATIVE APPROVAL OF SUCH EXPENDITURE.

DECISION BY COMPTROLLER GENERAL MCCARL, DECEMBER 1, 1924:

FRANK J. MCKINLEY, SPECIAL AGENT, CHOCTAW AGENCY, PHILADELPHIA, MISS., APPLIED JUNE 12, 1924, FOR A REVIEW OF DISALLOWANCE OF A CERTAIN ITEM IN SETTLEMENT NO. C-9437-IN., DATED APRIL 23, 1924, OF HIS ACCOUNTS COVERING PERIOD JULY 1 TO SEPTEMBER 30, 1923, TO WIT, VOUCHER NO. 16, OCTOBER, 1922, OF PAYMENT TO MRS. ADAM HARE OF $16.80 (SIC) FOR TYPING, AT 10 CENTS PER PAGE,"1,680 PAGES OF MATTER IN CONNECTION WITH LAND ABSTRACTS AND DEEDS COVERING PROPERTY TO BE PURCHASED BY THE GOVERNMENT FOR REIMBURSABLE SALE TO INDIANS.'

IN LETTER DATED MARCH 22, 1923, ADDRESSED TO THE SPECIAL AGENT, THE ADMINISTRATIVE OFFICE TOOK EXCEPTION TO THE ITEM, STATING:

* * * AS THE PAY ROLL SHOWS THE CONTINUOUS SERVICE OF TWO CLERKS DURING THE QUARTER THIS EXPENDITURE CAN NOT BE PASSED. ADMINISTRATIVE APPROVAL SHOULD BE REQUESTED OF THIS OFFICE, AT THE SAME TIME SUBMITTING AN EXPLANATION OF THE NECESSITY JUSTIFYING THE EXPENDITURE. ANSWER REQUIRED.

THE SPECIAL AGENT REPLIED UNDER DATE OF APRIL 27, 1923:

THIS SERVICE COVERS THE PRINTING OF CERTAIN FORMS NECESSARY IN THE PURCHASE AND RESELLING OF LAND UNDER THE REIMBURSABLE REGULATIONS. THESE FORMS ARE NOT FURNISHED BY THE DEPARTMENT AND IT WAS FOUND THE QUANTITY NEEDED COULD BE OBTAINED CHEAPER FROM A TYPIST THAN FROM THE LOCAL PRINTER. THE SERVICE WAS NOT IN CONNECTION WITH THE REGULAR WORK OF THE OFFICE PERFORMED BY THE REGULAR EMPLOYEES. ORDER 32 APPLIES.

THIS REPLY, IN WHICH NO REQUEST IS MADE FOR ADMINISTRATIVE APPROVAL OF THE EXPENDITURE, AS INDICATED IN INDIAN OFFICE LETTER OF MARCH 22, 1923, SHOULD BE MADE, WAS REFERRED TO THIS OFFICE BY THE INDIAN OFFICE WITHOUT ANY INDICATION OF APPROVAL OF THE EXPENDITURE, AND THE ITEM WAS THEREUPON DISALLOWED.

THE SPECIAL AGENT STATES HE IS ADVISED BY THE INDIAN OFFICE THAT HE HAS AUTHORITY UNDER ORDER 32 TO EMPLOY AN ADDITIONAL CLERK TO ASSIST IN COMPILING VITAL STATISTICS FOR INDIANS, INFORMATION REQUIRED FOR MONTHLY REPORTS, AND FROM THIS HE CONCLUDES THAT SAID ORDER APPLIES ALSO TO "THE PURCHASE OF MATERIAL, EVEN THOUGH THE MATERIAL COST IS COMPOSED TO A LARGE EXTENT OF LABOR.' HE CONTENDS ALSO THAT THERE WAS NO DISAPPROVAL OF THE ITEM BY THE INDIAN OFFICE.

AS PREVIOUSLY STATED, IT DOES NOT APPEAR THAT THE EXPENDITURE RECEIVED THE APPROVAL OF THE INDIAN OFFICE, AND FROM THE FACTS RECITED IT WOULD APPEAR THAT ADMINISTRATIVE APPROVAL WAS NOT INTENDED TO BE INFERRED. FROM THE FACTS PRESENTED THE ITEM IN QUESTION DOES NOT APPEAR TO HAVE BEEN A NECESSARY EXPENSE WHICH THE AGENT WAS AUTHORIZED TO INCUR, THEREFORE, IN THE ABSENCE OF AFFIRMATIVE ADMINISTRATIVE APPROVAL OF THE EXPENDITURE, THE DISALLOWANCE IS SUSTAINED.