(g) Form of transmitting letter on page 3 of Form 55, properly filled out, will be sufficient for sending ship's inventory of general property to the office, and form of transmitting letter on the front of Forms 14 and 18 likewise will be sufficient in sending such inventory as may be made out on those forms. (h) Any instrument or item of general property not accounted for to the satisfaction of the Director will have to be paid for by the responsible party by an amount not to exceed its cost. (See par. 512.) (i) Articles reported "Lost" or "Can not be found," without being accompanied by proper remarks to show that they were unavoidably lost while being used in official work, or that due and reasonable care was being taken, may have to be paid for in a sum not to exceed their cost values. (See par. 551.) (j) When the expenditure of an instrument or piece of general property has been approved by the Director by letter, reference to the letter should be made when the expenditure is shown on the inventory. (k) Whenever property outside of the office is no longer needed for use and is of a value less than the expense of selling, or of being shipped to the office, or of being stored, the person having charge of the property should report the facts to the office and request instructions for the disposition of the property. (1) All inventories of instruments and general property and surgical instruments will be checked at the office where the account is made up from the last previous inventory and from the monthly purchasing lists, together with such transfers or other disposal or receipt of property as may be shown by documents on file. (m) Letter announcing that the inventory has been approved will constitute a receipt for it. (n) Instruments and general property in use in a division or section of the office or by a chief of party will be carried on the account of the division, section, or party, and the chief of each shall be the custodian of the same. Persons using such property may be held accountable to their respective chiefs for it. Property will not be carried on personal accounts unless it is to be used distinctively and apart from division, section, or party work. (0) Copy of each inventory rendered should be kept by its author. The inventory should be made from an actual inspection of articles on hand. 565. Inventory account of "Director of Coast Surveys.”. All instruments and general property belonging to the United States Coast and Geodetic Survey in the Philippine Islands will be charged to the account of the "Director of Coast Surveys, Manila, P. I.” (a) Parties having property on their personal account when detailed to duty in the Philippines should have the same transferred to the account of the "Director of Coast Surveys" if said property is taken to Manila. If they retain any of the property on that account, they should report it to the "Director of Coast Surveys while under his direction. (b) Parties who have property on their personal account with the Director of Coast Surveys and bring it away from the Philippine Islands should have it transferred to their personal account with the Washington office. MISCELLANEOUS. 566. Certified copies of records. Whenever a transcript, photograph, tracing, or other copy from the original Survey records or sheets of the Survey, furnished for use outside of the office, requires a certificate as to its correctness, such certificate shall be signed by the Director, but for use in court the seal of the Department must be affixed, together with a certificate of authority signed by the Secretary. Such transcript, photograph, 'tracing, or other copy for other than official use shall be furnished at cost. 567. Authority to publish information.-The printing of Tide Tables, Coast Pilots, bulletins, and other special publications of the Coast and Geodetic Survey may be authorized by the Director in such editions as the interests of the Government and of the public require. 568. Inspectors at field stations to act as sales agents.-Each officer in charge of a field station shall act as a quarterly agent for the sale at published prices of Coast and Geodetic Survey publications. He shall keep a stock of such of the Bureau's charts and other publications as his judgment and experience indicate are likely to be needed to supply the demand. 141k.) (See par. (a) Inspectors in charge of field stations are authorized to issue publications free of charge for official busines only, or they may be issued free in exchange for valuable nautical information received, which information shall be immediately reported to the Director. (b) Inspectors in charge of field stations will, from time to time, be notified by the office that certain issues have become obsolete. They are hereby authorized to condemn and destroy obsolete or shelf-worn charts and other publications, taking credit for same in their quarterly sales agency reports. At the time such destruction is effected they will immediately certify such action to the Director. (c) Should inspectors desire to retain for record purposes any obsolete issues, they are authorized to do so, provided such issues are stamped "Obsolete" to prevent their sale through mistake. 33379°-21—11 161 They will, in such cases, certify that such issues have been stamped as directed, and thereafter drop them from their inventories. (d) Other sales agents will from time to time be directed to turn over to inspectors obsolete publications for destruction. Inspectors will receive and destroy such issues, receipting to sales agents therefor and forwarding duplicate to this office. (c) All officers in charge of field stations are required to make quarterly reports showing the total quantity and value (including file copies) of all charts and other publications on hand at the beginning of the quarter, the quantity and value received during the quarter, the quantity and value destroyed during the quarter, the quantity and value issued free during the quarter, the quantity and value sold during the quarter, and the quantity and value of all charts and other publications on hand at the end of the quarter. Such reports will be accompanied by remittances of all moneys received from the sale of charts and other publications during the quarter. No commission is allowed to employees of the Department of Commerce for the sale of charts or other publications. When such reports show the issue free a supplemental list must be attached thereto (with the exception of the report of the Director of Coast Surveys, Manila, P. I.), showing to whom free issues were made, what charts or other publications were so issued, the price of each, and whether on account of "official business or "in exchange for valuable information received." For purposes of accounting, all charts and other publications issued to inspectors in charge of field stations, whether for files or for sale, are charged at full prices, and must be accounted for as a whole in quarterly reports. |