Instructions to Govern Books Forms and Stationery and Office Requisites for Def Dept 1918

8/8/2019 Instructions to Govern Books Forms and Stationery and Office Requisites for Def Dept 1918

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1120001053

Issued with M.O. 580/1918.

Instructions to Govern-the Stocking, Supply,

Issue and Accounting of Books, Forms,

Stationery, and Office Requisites -for the

Defence Department.

DEFINITIONS.

111 these instructions, unless t h e , con trary intentionnpp i r s , A . M . Books mid Forms-means a l l books andfo rm s cnumeratorl i n Appendix I, A.M. l i e y l a t i o u s , oruuder 17. nud A. Hel;l'latioiis, or t he Rcg~i l a t ionsnudertlic Wnr Precau t ions Act , the usc of which h as not.beeii

c ou~~ t e nn ; i udc d ,mid m y fhrthcr books 01' f o r m s whichluny be added to such Appendix, rind any book or fo rm .unthorieed f o r u s e by the Secretary o r . the Board o fBitsii?ess i\din inis tr at 'i o i i .

Stationery-tncans all ,paper and other ar t icles re-quired fo r officinl purposes coming within the commer-cia1 definjtiou of stat ionery:

O f i c e Requisites, " E."-means cxpcnd able requisites,a n d includes ]mis (fonntxin peus exceptcd) , inks of allkinds, peticils, pius, pap er fasteners, typ ewri ter ribbons,crasers, &c., &e.

Ofjice .Kepuisites, " 1S.E."-means nou-expendableroquisites, ;iud includc s typemriters, in kstand s (glass or

metal), rulers, scissors, drawing pins, drawing i nS tN-nicnts, chiwing Boards, p ri u ti n g frum es, kc., &c. N ote -c;ird cabiiicts, mlietlier of mood o r metal, are.classifiedi i y Oflicc Requisites .S.E. Photographic suppl ies maybc classificd as " :E;." or "N.E.", us th e case may be.

Secretar:/-means Secretary fo r Defence.

Board-means the Board of Business Administrat iona t Head-Quarters.C.18106.







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m ay i!i;ike local p r o h a s & w itho ut refercnc e t,o the

COlnptrO~leK,of of ice requis i tcs or order pr in t ing ofnutho rized patt,crus o r f o w l s ,provided ( th at the umo untso expendd does not, exceed $50 io one m ou t h .in thecase of the 2nd Mili tary I ) is t r ic t , and e25 i n any onenio11 th i i i the ease of other *Distr ic ts . F u l l par t i'culnrsof all emergency ,purchases fo r #theprevious nionth shal lform the snbjcc t of a re turn to be addressed t o the, C o n r p t d l e r 011 the f i rs t of each month . I n spcc ia l

circnmstances, the ,Comptr,oller ,inny app~oveof pur-chases by E is tri ct s wh ere the 'cost of samc does notmcced E25 in a n y oue caw. Rm crgcncy purchnses orordcrs mnst , h o ~ e i ~ e r ,e avoided ns far as -possible.

1 2 . A11 nceounts f o r suppl ies to Centra l o r D.istr ictDep6ts will be checked n n d certified B S to receipt andcorrectness by Stationery Officcrs before^ being passedby thcm f o r paymenf All s~iolt accounta must bcaccompauied by t,he copy of the order 0 1 1 thc firm d u l yreceipted us to cor rec t supply, by the Stntionerg Officerconcermd. ,

REQUISITION AND ISSUES.

33. All iequisi t ions f o r A.M. Books, .Forms,S t n t i o n e q , and Ofice Requis i tes in vocabulary ordermill he prepared by one reqnisi t ioning otscer in eachBraitch, uud sybmitted on L\.M. Fo rm to th e S ta t ione ry

Officer after hnving bccii certified to b y t he Head ofthe Branch concerned, to thc effect that the suppliesdomanded are tieccssary a1111 arc reqnired fo r theefficient working of t,lie Brunch .14.Rcqiiisitions, as above, ceftified t o by thc hcad of

the Branch , will be lodged with or t ransmit ted to thcSta t ionery Officer, who will number a n d rcgister themio thc o rde r of their receipt by him, and he will folloiv

tha t order iii complying with demands . Should hiestock be insufficient to satisfy several s imul tnIieous d emauds i l l full , then such stock will be cqunlly appor-tioned by him nmongst the wliole of tho demands.

Bulk requisitions from Uni ts , or requisi t ions fo rnrticles not tnkc? dclivery of a t the S ta t ionery Dcp6t ,will be in duplicate, the original being retained in the



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:Depiit nnt, i l tho return of ihe doplicnbe capy dnly re-

ceipted, when they will be filed away together.C o n i m i ~ n d m ~ t s a y f i x a, scale of issues of office re-

qiiisitcs to persons o~ branches . in the ir own D istricts .

1 5 , Tsmes . i l : ssues t,o R r an ch es a t C en t r al or Distr ic t:Head-Qunrlers \vi111 oiily be made on not more than twofixed day5 i n each week, such day o r days to be.fixed bythe Stat ionerj . Ofher , with t h e ;qpproval of ' th e Com-

m an d an t of a D is t r ic t, or of the Cornptrollcr in the caseof ,C en tra l Adruiiiistr;itioii, an d th en ,only to an antho-rized rcprcsentative of a Branch , a n d Sta t ioneryOAiccrs mill bc held responsible that all demiinds in hisposzession on that date, which uiay be applied for, arefulfillcd and signcd for 011 the requisi t ion by th e Receiv-ing Officer. Bu lk issnes 'to U n it s m ay be despatchedon auy day, and entrics mill be made 011 the issuc card sf roi l l the ieqiliaitiou hcforc dcspilteh, but a C o m m m -d a n t inay direct whether such supplies shal l be reqnisi-tioned f o r nioiithly, quartorly, o r half-yearly.

Tho fol lowing proce dure ' h l be followcd in tlie eventof n Stn tione ry D ep6 t h+ig una ble to complete an ap-.pro\wl rcqnisi t ion :T

. If thc whole of the i tems are no t available fqr . . ,

issue f r o m stock, such as a rc avai lable will be sup-

plied, an d the i tems not avai lable t ransferred to a11" Est rnc t l l equia i t ion " to bo 'fdfilled y h e n thes tores a re nvai ldde .

ORDERS.

1 6 . All official orders fo r A X . or otlicr Books, Forms,snd Sta t ioucry ob tained in M ek ou rn c will I1.e placed byth e Compt ro l l c r~who will w r t i f y t,o nll nooomita for

'sanie. Orders for L U L Rooks and Forms andSt atio ne ry, specitil ly auth orine d by the Board of Busi-ness Adniiliiutriition f o r l o c a l p u r e h e n n d c r para-graph 7, will bc .plaeec! by,^ a n d certified to, by theStati0uer.y Officer coneenled, and t l ic pnrt ici i lars andthe ;iccount deal t wi th as provided in pa rag m ph 11.



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17. On receipt of an au thor it y f rom the Cen t r a l Con-

t,rtict an d S up pl y Bo ard , t h e Com ptrol ler mil l place theord cr, usiiig tlic official ord er books, which will be ,boun da n d m a c h i n e - n u n i ~ r e d ,and using a separate book f o rcaoh Centra l and Dist r ic t Dcp6t. E a c h order fo r Cen-tr a l will be prep ared in t r i.pl icate, one copy fo r th e Con-tractov, the second for t he S to reman , and t l i e t h i rdcopy l e f t in the but t of t he Ord e r Book. E ac h o rde rf o r a Dist ,r ict will be prepiircd in t r i p k i t e , o n e c o p ybeing despatched to the Coli tmotor, one copy to theS t a t i one ry Oflicer concerned, and oi ie third copy willbe lef t i i i the bo@kfor checking purposcs . When t hestores arc received, if found to be correct, a s per order ,the Sta t ion ery Officer will a t once br in g then1 ou Dcp8t

charge.

S ta t ionery OAicers inll be supplied with a s imi la rt r ipl ica te book for the order ing of suppl ies obt i i ined

otherwise than through Head-Quar ters , as provided inparagra ,ph 11 ; hey wil l fol low the same procedure a8

th at followed by th e Com ptrol lcr , i .e. , forwarding onocopy to tlie firm eooeerricd, oue copy to the Comptrol ler ,and re ta ining the thi rd copy for checking purposes.

I t mill be . the du ty of Sta t ion ery Officers to see t h a tsu pp lier s send invoices w ith each dclivc ry of goods. Allclaims receired to be certified to promptly.

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1s. T o fac i l i tn te audi t , S ta t ionery Olficers mill filecopies of orders received f rom the Coulpt rol ler in thei rco rre ct sequence.

1.9. A11 expendable a n d non-expendable art icles ofstntio nery o r requisites reh:rned by U ni ts or Brancheswill he preceded or accompanied hy re tnrn requis i t ionsin t r ipl icate, and, i f correct , such art icles mil l 'be a t once

credi ted to the Branch or U u i t a n d b ro n g li t on to Dep6t 'charge b y re-entering them :IS st.ock received, one re-

.eeiptcd 'coyy o f the requis i t ion being forwarded by thcSta t ion ery Off icer to th e E om ptrol ler w i thin one weekof .vecei,pt, ;ind one ra c ip te d 'col),y r e tu rned t o the U ui to r Branch concerned.



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DO. Articles or storcs legi t imately expended in a

Dep6t mil l be entered on a requis i tiou form and signedfor by the S ta t ionery Officer, and d l be posted to anissu e card nccordingly.

TEXT BOOKS AND OTHER PUBLICATIONS.

21. T e x t <hooks, ra in ing man uals , ;hiid ot he r publica-.tioris reccivcd by the Chief of the Gcneral Sta f f , fromthe .High Comniissioncr’s Office, o r other soiirces, willbo issued by FI:cad-&nnrters direct to Distr ict Libraries.for d i s t r ibut iou under the control of the Chief of theGcncral Staff, h u t the p r int i ng of bulk supplies of samew i l l bc arranged tliroiigh the Comptrol ler .

PRINTING.

22. The Coiiiytro lle r :it H’ead’esd-Qiiarters, and th eStn tione r; Oflieer in D istri cts , will be responsible for

a l l flead-&u;ir6ers a n d .Distr ict print ing respect ively.

Such .pr in tin g m a y be ci+ed ou t locally by a mili-t a ry p lant , i f one is nv:iilable, and, i f r o t , by the localS t a t e Govert inicnt :Printor nrhcnerer rpossible. :If thelocal Sta t e Gorc r inuen t l ? r i n t e r canno t undertake thework, o r if l ie quotes a , \ )rice above on tside firms, the:I)istrict Contract Board may be cnipowered to p lncotbe o rde r wit,h i i i i ont,sidc firm, and take delivery gf thejob f rom snc l i f i rm on i ts conipletion, certifyii ig 011 thoorder as to correctness of .pice and p e r f o m a n w ofthc wo rk. &lultiplicit .y of proofs mns t be aroided. .

INSPECTION.

25. T h e : I )epar tment of the I.C. o f A. o r t h e Comp-t rol ler m a y , a t a n y t im e , wit.h or without not ice, inspect:illy

St.ationcrg DcpBt, :~ n d m ay check the stocks onIinnd and nny books or cnr& kept by the Sta t ioneryOfficer, an d sucli S ta tio n cr y O fficer will be reqiiired, t orcndcr any :mistance dcsi red by the Comptrol ler tofaci l i ta te such inspect ion. T h is inspection will in n o~ n yupersede or take th e plnce of an aud i t by an officero f thc Audi tor-Gencral ’s Depar tment .



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TYPEWRITERS, DUPLICATINQ MACHINES,

ADDINQ UCHINES, ETC.24. A typewri tcr res is ter mil l b c kept by each

Sta t ion ery Officer. T hi s regis ter mil l show the make,number, size, datc received, name of firm sl ipplyingsame, whct.her on hire or piirchased, rate of !e cost( i f purchased) , and the branch to which i t 1s issued.Stntionery Officcrs will certify as t o the corrcctness of-the c la ims f o r hire of machines.

T h e same procedltre will be followed in regard too t h r m :ichiues. Heads of Branches and Units wi l lforward to the Stat ionery Officer , on th e f i r s t . d a y ofJu ly i n each yea r , a s ta tement showing par t iculars ofthe ~uaclliincson issuc to them. Th ese state m cut s millbe checked by tbe Sta t ionery Off icer wi t h his register,und any d i s c r q a u c y a t oucc adjus ted .

DAMAGED ARTICLES RETURNED TO DEPOTS.

25. A11 damaged nrticles rcturnctl to n DepBt will boi tccoinpa~iiedby a statenicnt from the head of theB r a n c h or Unit concerned, showing. how t h e d a m G ew a s caused, and wbethcr, in his oplnion, the cost ofr epa i r ( i f r e p i r i ~ b l e ) ,or total cost ( i f not repai rable) ,

should be borne by the individual responsible for th edamage , or in whose charge the a r t i c le mas, o r by both,o r whet,her it sltoitld he borne by t he Depa r tment .Stati0ncr.y Officers will bc held rcsponsiblc thatdamaged a r t i c l es are not accepted from Brunches orUnits unaccompanied by sllch a statement and reconi-meudn tion.

26 . In the even t of an y person or persons be& re-

quired to make good any dam age, such person or personsmay, in the case of Central Administrat ion, al ipeal tot h e E h r e t a r y , th ro u gh the head of his or her branch, or ,if - in a Dist r i c t , to the Commandant , .who may or m a ynot recommend such ap peal , fo rw ard in g Lis recommen-dat ion to the Comptrol ler for a decision by the Board.



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D is t r ic t P ay m as ter s will a t once be advised by the’

Co m ptroller of such decision, i n order tha t, if necessary,deductions m ay be m ad e f rom the. salar of the personsconc erned . . Pe rso ns refu s ing to compyy w ith the de-cisioii of the B o ar d of B usine ss A dm inis tra tion to bear

the cost of such da m ag e m ay be discharged.

27. Damaged ar t ic les , the ful l cost of which has beenborne by an y person, m a y be handed over to th e personconcerned, and m ay be entered on th e issue card, an

issue Tequisition being prepared and s igncd fo r by theSt , n t io ne v Officer, a reference being given on the r e

qii is i t ion to the correspoudence fi le and date and num-ber of tbc receiver's rece ip t. I r re pa rab ly damagedart icles, reported as such b y th e St at io ne ry Officer, mithexplanat ion as to d,nmnge and how caused, the cost ofwI>ich is to .be borne by tbe Department , .wi ll be for-warded to t l ie Senior Ordnance Officer, bogether with a

‘ I Reti in i t o Store Requis i t ion ” approved by the Com-i nandan t i n t he case of 11 Distr ic t , or the Comptrol ler inthe ciise of Ce ii t ral Ad m inistrat io n, fo r disposal bypublic auction, nnd, o n receip.t f ro m the !Se nior Ord -,naiice Officer of the requis i t ion duly completed, theStntionery Officer wil l euter such art icles on the issuecard, a reference being given to tho number and da t e ofrequ isition, whic h will be filed by the Sta t ione ry Officerfo r refereiiec nnd #auditpurposes. ~

28. Notwi ths t aud ing that a r c c o i n m e ~ ~ d a t i o nas beenreceived by the Stat ionery Officer that the cost of dam-age should be bornc by t l ie Department , a St a t i o n e r yOfficermay refer such rccomm eodat ion to the Secretary ,or a Commandant , iis tbc case m a y be, f o r his decision.

PRINTING PLANT 29. Wlierc a m il i ta ry pr int in g ,p lant i s in opeTation

in a District , tho officer in charg e of such pr in t ing p lan t,will be iinder the di rect ion of t he S t a t ionery Oficer,and the cost of all work done wi l l be ascer tained, andtl ie amount of same charged to each job.C.18106.-2



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STOCKTAKING. '

30. E x c e p t as to A.M. Books, Forms, and O 5 e i n lText Books , thcrc shal l he a eomplcte s tockt&ing byac tua l t a l ly and ledger compar ison in a l l Dis t r ic ts on -th e 30th J u n e i n e ach year.

D u p l ic a te s tock-sheets, s b o ~ u g h e q u a nt it y andv a lu e of every item i n stock, except as aforesaid , an d al ldiserepaneics , i f any, shal l be forw arded to reach th eC o mp t r o ll er n o t l a t e r t h a n 1 5 th J u ly i n each y ea r.

S t o r e t,ally cards of A.M. Books, Forms, and OfficialT e s t Rooks shall be checked with actu al s tocks whenev erdirected by the Board, but a t le ast once c very half-yenr.' The Comptro l le r may ; i t any t imc d i rec t a check test

of all or any s tock i n hand t o be ,made by any DepBt.

DATINQ. STAMP.

31. Euch Sta t ione ry D ep8t will da te s tamp allrequis i t ions aud other documents received hy i t imme-dia teIy u p o n siieh receipt, a n d will provide itself with .the nccessnry da te s h m p f o r the purpose.

BOOKS AND CARDS.

32 . T h e f d l o w i n g books mid cards will be kep t byi Stationery Officers:-

1. Requisition. Regist&.-In wh ich w ill be ke ptf o r ready reference the rotat ion in which requis i-tious are received from Branches o r Un i t s , the i rnumbers, da te of receipt, and execution.

2. Ezecded Requis i t ion. Pi le . -Showing signa-t u r e of recipicnt to issue. E a c h day's requisit ionswill he, stap led together, cre dite d on the ledger

stock-sheets, debited to t h c B r an ch es or 'Units eon-cerned, a i d filed f o r reference.

3. Or d e r 13ooks.

4. P d e of Orders.-Advised a s in course ofsupply t.o Dep6t h y Comptrol lcr .



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5 . M a c hi ne R e g k t e r Cards.

6 . Pr in t ing Cost Cards.7. De$, Branch, and U n i t Supp ly C a d s .

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8. Ledger Stock-sheets.

9.. I h t r a c t .Requisition Books.

10. Stocktak iny Book.-Showing stock on hniidnt end of each h n n c i a l year.

11. Monlhly Redurn of Issues.. \

For m d on bohalf of the Board of Business

Administration,

GEORGE S\VIN13URNE,

Chairman.

27 November, 191s.

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Documents

Instructions to Govern Books Forms and Stationery and Office Requisites for Def Dept 1918