(d) They shall not call for proprietary articles in any case where it can possibly be avoided; and when calling for proprietary articles they must be accompanied by a statement from the head of the yard department preparing the requisition that the article and no other will answer the necessities of the service. (e) They shall state upon the second, third, and fourth, the estimated cost, giving unit price as well as total amounts. (f) They must express the object for which supplies are wanted.. (g) They must bear the certificate of the general storekeeper that the articles are not in store; that they are absolutely needed; and that they are required by a date stated. (h) When a proper comprehension of requisitions necessitates s'etches or tracings, they should be appended to the seconds. (i) The items on a requisition must be numbered in the left-hand margin, consecutively, without regard to classes. These item numbers shall be used on forms of proposal and orders issued by purchasing pay officers. Action of bu (3) The requisitions, in quadruplicate, shall be sent direct to the bureaus concerned for approval, modification, or disapproval, and reau concerned. then the first, second, and third shall be transmitted, on the same day as received if practicable, to the Paymaster General for fulfillment. (4) The first shall be returned by the Paymaster General to the general storekeeper who submitted it, with record on its face of the action taken in the matter. If approved, it shall be attached to the first of the triplicate vouchers for the disbursement involved. If all the articles bought under a requisition are not embraced in one bill, on those vouchers to which the requisition is not appended, a note should be made stating date and amount, with dealer's name, of the voucher to which it is attached. The second shall be sent (if approved) to the pay officer designated to fill the requisition, and will be his authority for the action ordered. The third shall be filed in the Bureau of Supplies and Accounts for reference. When requisitions are submitted that pertain only to the Bureau of Supplies and Accounts, they shall be made in triplicate only. (5) Upon the return of a requisition prepared by a yard department, showing definite action thereon, the general storekeeper shall notify, without delay, the head of the department concerned of the action taken; and upon the receipt of a notice from a purchasing pay officer or the Bureau of Supplies and Accounts that an order for the delivery of articles on such a requisition has been placed or a written contract entered into for furnishing them, the general storekeeper shall notify the head of department of the name of the contractor and the date that delivery is due. Action of Paymaster General. "Firsts" only (6) In the preparation of open-purchase requisitions, only the firsts of such requisitions will be required to be complete, as to to be complete. approval, purchase order, and signatures. The seconds, thirds, and fourths need only be filled out down to the signature of the general storekeeper, the information as to action taken appearing on the firsts, being stamped upon the seconds, thirds, and fourths in the bureau taking the action, and the commandant's office in the case of open-contract requisitions. 1323. (1) In order that general storekeepers may meet promptly Storekeepers' the constant demands for ordinary commercial supplies, they shall requisitions for ordinary prepare requisitions therefor, under the naval supply fund, based upon past issues and a careful consideration of probable demands, plies. sup without waiting for estimates from heads of departments. These Supplies per1324. For supplies pertaining to the Bureau of Medicine and taining to medi- Surgery, requisitions shall be made by medical officers and sent to cine and surgery. the Surgeon General. If approved for purchase, the first, second, and third of requisitions shall be transmitted to the Paymaster General for fulfillment. cure Action to se- 1325. To secure promptness in the delivery of supplies under prompt open-purchase requisitions, commandants of navy yards and stations delivery of open- shall cause a list of articles due and not delivered, as well as of purchase supplies. articles rejected, to be sent each day to the purchasing officer. Upon receipt of this list, the purchasing officer shall take steps to cause immediate and satisfactory deliveries to be made, canceling orders already given and placing them elsewhere, if by so doing the delivery of the articles can be expedited. He shall note his action on the report and return the same to the general storekeeper. 1326. Commandants of shore stations shall withhold approval to be made un- of requisitions to be filled by purchase, until they have assured themselves that none of the supplies in store at their respective commands will serve the ends in view, even though differing in unimportant respects from those called for. Purchases not less. Inspection of SECTION 9.-INSPECTIONS ON SHORE. 1327. When supplies are received general storekeepers shall supplies re- immediately call for an inspection of them, and it shall be the duty of commandants to see that boards of inspection pass upon them without delay. .ceived. Boards of in stations. 1328. (1) For the inspection of supplies submitted for delivery spection at shore there shall be at all navy yards and stations a board of three officers, to be appointed by the commandant-two as permanent members, and the other as the representative of the bureau to which the supplies to be inspected pertain. General store resented at inspections. (2) At inspections by this board a representative of the general keeper to be rep- storekeeper shall be detailed by him for the purpose, who shall give any information pertinent to the inspection in question that may be desired by the board, and shall bring to the attention of the board any facts that may bear upon the protection of the public interests. 1329. (1) The board of inspection shall carefully inspect as to how conducted. quality and quantity, and, when necessary, shall test all supplies submitted for delivery under contract or open purchase; and nothing shall be passed except by unanimous approval. Inspections, Rejected arti- (2) In case of rejection, notice thereof shall be sent by the gencles, how dis- eral storekeeper to dealers, informing them that the supplies are posed of. held subject to their order and at their risk. If not removed by them within ten days, the supplies so rejected may be returned at the dealer's expense, after due notification, in whatever way may be most convenient or efficacious. (3) Rejected stores shall in no case be delivered to a contractor's wagons, except upon receipt of a written order signed by the contractor, which order shall be indorsed with a statement signed by the general storekeeper, as to the date, number, and contents of the pass upon which the rejected articles were allowed to leave the yard. The order so indorsed shall be filed as a permanent record. The notice of the rejection sent to the contractor shall inform him that this order is required. 1330. (1) Calls for inspections shall be prepared in triplicate, in Calls for inaccordance with the prescribed form, by the general storekeeper. spection of supplies. They shall embrace only articles on one requisition. (2) After noting action on the call, the board of inspection shall return the original to the general storekeeper, forward the duplicate to the head of the department to which the supplies pertain, and retain the triplicate. 1331. The board of inspection shall each day, or weekly, as may be directed, forward a report, embracing the result of the inspections of the day, to the commandant, who shall transmit it to the Paymaster General. Report to be forwarded. ered directly on 1332. (1) Supplies for a ship obtained by requisition upon a Inspection of general storekeeper, if delivered alongside by terms of the purchase supplies delivbefore being inspected, shall be inspected as provided in article board ship. 1390; and a report, in duplicate, of such inspection shall immediately be forwarded by the inspecting officer of the ship to the general storekeeper upon whom requisition for the supplies was made; one copy to be attached by him to the voucher covering the supplies, in lieu of the certificate of the yard board of inspection, and one copy forwarded to said board, that the fact of such inspection may be noted upon inspection reports. (2) Commanding officers shall see that all such inspection reports have been forwarded before sailing. 1333. The general storekeeper is responsible for the correctness Errors discov of prices and of the computations in any vouchers for supplies ered in vouchers accepted; but if any member of the board of inspection or other to be reported. officer should be cognizant of an error, he shall at once draw the attention of the commandant to the matter. 1334. Articles manufactured in the various navy yards and Articles manuapproved by the heads of the departments to which they pertain factured in navy yards. shall not be inspected by the board of inspection, but shall be received into store by the general storekeepers after the invoices therefor have been verified. 1335. The board of inspection shall keep a record of its work, Record to be showing dates of inspection, articles inspected, and acceptance or kept by board of rejection, noting the cause. if the latter. The inspection must in inspection. all cases be thorough, and must be made personally by the board. 1336. The inspection of medicines and other supplies pertaining Inpection of to the Bureau of Medicine and Surgery shall be made by the med- medical supplies. ical officer in charge, or by a junior medical officer under his direction. SECTION 10.-PUBLIC BILLS ON SHORE. Public bills to 1337. Public bills for deliveries accepted shall be prepared and forwarded without delay, in order that dealers may have no occasion be prepared withto address letters of inquiry or complaint to the Department. out delay. 1338. The approval of an officer, whose approval, by the instruc- Approval of tions of the Treasury or Navy Department, will authorize the pay- public bills. ment of money, shall have the force of an order for such payment, and shall always be accompanied by the rank of the officer, the date of approval, and the sum for which the account is approved written in words at length. Preparation of vouchers. Facts to be shown on vouch 1339. (1) In preparing vouchers for supplies bought, the latest classified schedule shall always be adhered to in arranging the items, which should preserve the sequence given in the classification. No voucher shall embrace supplies pertaining to more than one bureau and one appropriation. The aggregate amount of each class shall be shown separately. (2) It must appear affirmatively on all vouchers: (a) That the property was purchased or the service employed ers for purchases. under a written contract duly made and filed, or in pursuance of an order issued by an officer having authority. Statement of (b) That the property purchased has been received by an officer whose duty it was to receive it, and who is lawfully chargeable with its custody or distribution. (3) In all cases where the legality of a purchase, without adverexigency on tisement and a public opening of bids, depends upon the existence open-purchase of a public exigency requiring immediate delivery, it is essential vouchers. that it appear on the voucher or accompanying papers that a decision was lawfully made on that point before the property was purchased. Other require ments. Certificate to prices. as Vouchers to be (4) In all accounts of articles purchased, the date of each purchase, the name, number, price, etc., of each article must be distinctly specified in the account. All receipts for payments of money must express the amount paid in words legibly written at full length. (5) Vouchers for purchase shall also show: (a) For open-purchase the bureau to which they pertain, the appropriation (in accordance with the title as given in the Treasury Digests), the number of the requisition and date of order by the Paymaster General authorizing the purchase, and the certificate of the senior member of the board of inspection. (b) For open-contract--the bureau to which they pertain, the appropriation, the number of the requisition and date of its approval, and the certificate of the general storekeeper that the service was rendered. The general storekeeper's certificate will be based upon a certificate on the contractor's bill by the head of the depart ment concerned that the services have been satisfactorily rendered according to the specifications of the requisition. (c) For written-contract-the bureau to which they pertain, the appropriation, the number and date of contract, and the certificate of the senior member of the board of inspection. (d) For reservation--the bureau to which they pertain, the appropriation, the number and date of contract, and the certificate of the general storekeeper that the contract has in all respects been complied with and fulfilled. (6) The purchasing pay officer shall certify on all bills for purchases made by him that the prices are the lowest market rates. (7) Signatures shall be affixed to certificates, approvals, and acknowledgments of delivery, upon the firsts of public bills. The seconds shall be true copies thereof, except that the places for signature shall be left blank. The thirds shall be true copies in all respects, and shall be completed in the several offices through which vouchers are required to pass by stamping or writing thereon the names appearing on the firsts. The money receipts, however, shall be duly signed by the payees upon both the firsts and seconds. 1340. (1) Public bills, except those pertaining to supplies for the made in tripli- Bureau of Medicine and Surgery and for the Marine Corps, shall be made in triplicate by the general storekeeper. after the required inspection and report by the board of inspection. cate. Course of (2) All three copies shall be sent by the general storekeeper, first to the board of inspection and then to the purchasing pay officer, vouchers before for their certificates, and then returned to the general storekeeper for payment. completion and for entry in full in his billbook. The commandant, after approval, shall forward them to the Paymaster General, who, after required action, shall send the first and second to the purchasing pay officer, accompanied by a notification that a requisition has been drawn for the funds needed for their payment. The third shall be retained in the Bureau of Supplies and Accounts. (3) Written-contract and reservation vouchers, not requiring the certificate of the purchasing pay officers, shall be forwarded direct to the Paymaster General through the usual official channels. After action on his part they shall follow the routine prescribed for other public bills. (4) Public bills for supplies pertaining to the Bureau of Medicine and Surgery shall be prepared by the officer receiving the supplies and sent to the purchasing pay officer for certificate. They shall then be sent to the Bureau of Medicine and Surgery for transmission to the Paymaster General, for action prescribed for other public bills. Material man vate establish 1341. For material and supplies purchased from manufacturing establishments at which Government officers are stationed for the ufactured at pritesting and inspection of such material and supplies, open-purchase ments. or contract vouchers shall be prepared by these officers, by general storekeepers, or by the Bureau of Supplies and Accounts, in accordance with the requisites prescribed for other open-purchase or contract vouchers, as follows: (a) For supplies which, by the terms of contract or purchase, are deliverable at a navy yard or station, the inspection officer at the works shall obtain from the manufacturers bills, in duplicate, to cover only articles embraced in each shipment, and shall certify thereon to the inspection. These bills shall have noted upon them the date of contract or order, and shall be forwarded at once to the general storekeeper concerned, who shall, upon the delivery of the articles, prepare the public bills, which shall then take the usual course. Supplies deliverable at a yard or station. works. (b) For material deliverable f. o. b. at the works, inspectors shall Supplies delivmake all shipments and transmit, for each shipment, to the Bureau erable f. o. b. at of Supplies and Accounts an invoice of the articles shipped, which invoice shall show the destination, date of contract or order, the appropration when known, prices in detail, etc. A copy of this invoice shall be forwarded direct to the consignee at the time a shipment is made. A general storekeeper receiving an abstract from the Bureau of Supplies and Accounts of a public bill for any such material, shall take the material up in his books from such abstract and expend it by invoice as may be proper. No f. o. b. material shall be taken up in the books of a general storekeeper except by abstract furnished by the Bureau of Supplies and Accounts. (c) The manufacturers' bills shall be certified by inspectors and forwarded to the Bureau of Supplies and Accounts, where the public bill wills be prepared, unless special instructions are given to the inspectors to prepare them. These public bills shall not be forwarded to the navy yards, as under the terms of purchase the supplies are to be inspected, received, and receipted for by the inspectors at the works. |