UNIVERSITY
LIBRARY
/
HANDBOOK OF PROCEDURES
FOR
STATE AND DISTRICT
WORKS PROGRESS ADMINISTRATIONS
Revised April 15, 1937
W.S V'o A \v . " V * ■ i
WORKS PROGRESS ADMINISTRATION
HARRY l. HOPKINS, administrator
1734 New York Avenue, N. W.
Washington, D. G.
11468
WORKS PROC-RESS ADMINISTRATION
1734 New York" Avenue, N. W.
Washingt on, D. C.
FOREWORD
This loose leaf mimeographed handbook incorporates, in
a convenient reference form, procedures governing the or¬
ganization and operation of State and District Works Pro¬
gress Administrations.
State Administrators will he expected to see that the
administrative personnel in the state and district offices
become familiar with the procedures contemned in the hand¬
book*
For simplicity, some detailed instructions have been omit¬
ted from the handbook. These detailed procedures will be
issued in the form of Operating Procedures. The procedures
contained herein, as well as those issued as Operating Pro¬
cedures, will supersede similar instructions issued in Hand¬
book of Procedures Letters Nos. 1 through 39.
Harry L. Hopkins
Administrator
April 15, 1937
11468
HANDBOOK OF PROCEDURES
TABLE OF CONTENTS
(Revised April 15, 1937)
PART I - ORGANIZATION AND ADMINISTRATION
Chapter I The Works Progress Administration
Chapter II Organization of the Federal Works Progress Administration
Chapter III State and District Organizations
Chapter IV General Administrative Regulations
Chapter V The Investigation Service
PART II - PROJECT OPERATIONS
Chapter VI Project Planning and Promotion
Chapter VII Project Procedure and Approval
Chapter VIII Division of Operations
Chapter IX Non-Construction Operating Divisions - Special Procedures
for Non-Construction Projects
Chapter X Selection and Prosecution of Projects
PART III - EMPLOYMENT
Chapter XI Functions and Responsibilities of the Division of Employment
Chapter XII Intake, Certification and Registration
Chapter XIII Selection, Classification and Reclassification of Workers
Chapter XIV Assignment Procedure
Chapter XV Labor Relations
Chapter XVI Hours of Work
Chapter XVII Wages
Chapter .XVIII Training
11468
KANDEOOK OF PROCEDURES
TABLE OF CONTENTS
(Revised April 15, 1937)
PART IV - FINANCE AND STATISTICS
Chapter XIX Scope and Relationship of WPA Functions with the U. S.
Treasury Department
Chapter XX Procurement Procedure
Chapter XXI Timekeeping and Preparation of Pay Rolls and Related
Documents
Chapter XXII Accounting
Chapter XXIII The Statistical Reporting System
PART I
ORGANIZATION AND ADMINISTRATION
11468
Chap. I Sec. I
CHAPTER I
THE WORKS PROGRESS ADMINISTRATION
Section 1. Authority and Functions of the Works Progress Adminis¬
tration under the Works Program.-The Works Program was initiated by
the Emergency Relief Appropriation Act of 1935 which appropriated
funds to provide relief, work relief, and to increase employment by
providing for useful projects. Additional funds wore provided "by
the Emergency Relief Appropriation Act of 1936 and the First Defi¬
ciency Appropriation Act of 1937 (for provisions of the Acts of Con¬
gress, see Appendix A). Under authority granted by the Emergency Re¬
lief Appropriation Act of 1935, the President established the Works
Progress Administration by Executive Order No. 7034 dated May 6, 1935
which outlined the original powers of the Works Progress Administra¬
tion together with those granted to other Federal Agencies. In brief,
the Works Progress Administration was empowered to perform the follow¬
ing functions:
1. To operate useful work projects designed to provide
maximum employment in all localities and to schedule
such projects so as to provide a maximum of employ¬
ment on all work projects whether operated by the Works
Progress Administration or other Federal agencies.
2. To coordinate the entire program including: the selecting
of persons for employment; determining policies relating
to wages, hours of work, and conditions of employment;
reviewing and investigating progress; developing a sys¬
tem of progress reports; reviewing and evaluating all
proposed projects and the investigation of specified
irregularitie s.
3. To coordinate such data compiling projects or other re¬
search activities as may be necessary or useful in
carrying out the Works Program.
Other authorities and functions granted to the Works Progress Admin¬
istration are contained in subsequent Executive Orders (See Executive
Orders in Appendix A).
(Revised April 15, 1937)
11468
Chap. I Sec. 1 (Cont'd)
Other Federal Departments and Agencies have "been authorized to pro¬
secute particular types of activities under the Works Program. Within
the funds allotted, such agencies may sponsor work projects for activi¬
ties for which they are normally responsible and for which no provision
has been made in their regular budget. The administrative relationships
between the Works Progress Administration and other Federal Agencies are
essentially the concern of the Washington Office of the Works Progress
Administration. Where such relationships directly affect the state of¬
fices of the Works Progress Administration, the procedures to be follow¬
ed are explained in later sections of this Handbook.
The W'orks Progress Administration works directly with other govern¬
mental agencies to which the President has assigned particular operative
functions under the Works Program. The United States Employment Service
has authority and responsibility with respect to registration of workers?
the U. S. Treasury Department is responsible for procurement, accounting
and disbursement; and the U. S. Employees' Compensation Commission is re¬
sponsible for the administration of accident compensation. Relationships
between the functions of these agencies and those of the Works Progress
Administration are explained elsewhere in this Handbook.
(Revised April 15, 1937)
11468
Chap. I See. 2
Section 2. The National Youth Administration.-By Executive Order No.
7086, dated June 26, 1935, the President established the National Youth
Administration within the Works Progress Administration and under the
general supervision of the Federal Administrator (see Apnendix A). The
authorities and functions of the National Youth Administration include
the administration of the Student Aid Program and the operation of a pro¬
gram of work projects to provide employment for persons "between the ages
of 18 and 25 who are no longer in regular attendance in school.
State offices of the Works Progress Administration are required to
give assistance to the offices of the National Youth Administration
in the administration of the National Youth Administration Program.
Such assistance is largely confined to employment matters and finance
procedure. In other respects the National Youth Administration makes
provision for the oneration of its program independent of the state
organization of the Works Progress Administration.
(Revised April 15, 1937)
11468
Chan II Sec. 1
CHAPTER II
OPlGAUI ZATI ON OF THE FEDERAL WORKS PROGRESS ADMINISTRATION
Section. 1. The Washington Office of the Federal 7/orks Progress
Administration.—The Federal Works Progress Administrator was appointed
"by the President (see Executive Order No. 7034, Appendix A), and under
authority granted to him "bv Executive Orders, established the organiza¬
tion ne.c~ssa.ry to carry out the functions granted to the Works Progress
Administration.
The hea.cl'Juarters of the Federal Works Progress Administration was
established in Washington, L. C. Divisions were organized under the di¬
rect supervision of Assistant Administrators and Directors reporting to
the Federal Administrator or the Deputy Administrator.
Assistant Administrators and Directors are responsible to the Fed¬
eral Administrator, or to the Deputy Administrator, for the proper per¬
formance of such functions as may be assigned to their respective divi¬
sions.
(Revised April 15, 1937)
11468 Chap. II Sec. 2
Section 2. The Regional Offices of the Federal Works Progress Ad-
ministration The Federal Works Progress Administration is represent¬
ed in the- field "by Regional Field Rejiresentatives who act as authori¬
tative liaison agents "between the Federal Administrator and the State
Works Progress Administrations within the several regions. The Field
Representative is charged with responsibility for seeing that in¬
structions of the Federal Administrator are executed by state and dis¬
trict officers of the Works Progress Administration; he is required to
make reports and recommendations to the Federal Works Progress Admin¬
istrator; and he shall carry out such'other duties as may be assigned
from time to time by the Federal Administrator.
The lines of responsibility and functions of the personnel in the
regional staff have been established in accordance with the division¬
al organization of the Washington Office of the Federal Works Progress
Administration to assist the Regional Field Representative in the
supervision of the WPA program in the states included in the region¬
al territory. The Field Representative shall be responsible for the
activities, schedules, and functions of all members of the regional
staff. The field Representative may be assisted by one or more As¬
sistant Field Representatives. The chief functional staff members,
such as the Chief Engineer, the Chief Regional Examiner, the Director
of Employment and the Director of Women's and Professional Projects
are responsible to the Field Representative for supervision of the
phases of the program falling under their jurisdiction. Other members
of the regional staff may be under the direction of the functional staff
members or may report direct to the Field Representative, depending up¬
on the nature of their functional responsibilities.
(Revised April 15, 1937)
11468
Chap. II Sec. 3
Section 3. Arsa Statistical Offices of the Federal Works Pro¬
gress Administration -For the purpose of collecting and reporting sta¬
tistical data regarding the Works Program including projects of other
Federal Agencies, eleven area statistical offices have "been establish¬
ed under the supervision of Report Statisticians, each to serve a de¬
fined geographical area. These offices are located in cities at
strategic points to expedite the receipt of information from the
state? in their specific areas. Insofar as possible they have been
organized to relieve state administrations of direct reporting re¬
sponsibility. Statistical information, collected and assembled in
these offices, is used as the basis for reports, summaries, and
analyses which can be supplied to both state and Federal offices.
(Revised April 15, 1937)
11468
Chap. Ill Sec. 1
CHAPTER III
STATE A.NL> DISTRICT ORGANIZATION3
Section 1, Organization of the State Works Progress Adminis¬
tration—The state organization consists of the State Adminis¬
trator, a Deputy Administrator where one is required, and the
following divisions, each headed "by a Director:
1. Division of Operations
2. Division of Women's and Professional Projects
3. Division of Recreation Projects
4« Division of Education Projects
5. Division of Employment
6, Division of Finance and Statistics
Where appropriate, the first four divisions enumerated above are
referred to in the Handbook of Procedures as the operating divisions.
The State Administrator, within the limits of instructions pro¬
mulgated by the Federal Administrator, is responsible for deci¬
sions on all matters of policy and for the efficient and economi¬
cal operation of the entire State Administration, including
all divisions of the state and district organization. He is re¬
sponsible for all matters relating to administrative personnel
and for the general coordination of the Works Program in the
state, including the scheduling of the projects of all agencies
participating in the Works Program.
(Revised April 15, 1937)
11468
Chap. Ill Sec. 1 (Cont'.d)
The Deputy Administrator, where one has been appointed, is re¬
sponsible for the coordination of the various divisions of the state
office. He nay act for the State Administrator in all matters when
so authorized by the State Administrator.
An office manager, where designated, reports to the Administrator
or the Deputy Administrator, and may coordinate office routine and
provide office service and facilities for the various divisions.
The Division of Operations is responsible to the State Adminis¬
trator for the promotion and planning of construction projects, and
for supervising the execution of such projects to insure their ef¬
ficient operation. In matters relating to the scheduling of projects
reduction of hours of work, labor classification and assignments, re-
assignments and separations, it will cooperate with the Division of
Employment. It will maintain liaison with the State Procurement Of¬
ficer of the Treasury Department in all matters concerning specifica¬
tions, requisitions and other transactions having to do with the ob¬
taining of materials. It will supervise the execution of construc¬
tion projects by the districts by means of periodic inspections. It
is also charged with responsibility for formulation of policies pro¬
moting safety on all work projects. (See Operating Procedure No. 0-13.)
The DiVi sion of Women's and Professional Projects performs the
same functions with respect to women's and professional projects in¬
cluding the Federal Arts Frojects as does the Division of Operations
with respect to construction projects, except for the relationship
with the safety organization and liaison with the Treasury Procurement
Office. The director of this division shall be a woman.
(Revised April 15, 1937)
11468 Chap, III Sec. 1 (Cont'd.)
The Division of Recreation Projects is responsible to the State
Administrator for the promotion and planning of recreation projects
and for supervising the execution of such projects to insure their
efficient operation.
The Division of Education Projects is responsible to the State
Administrator for the promotion and planning of education projects
and. for supervising the execution of such projects to insure their
efficient operation.
When, in the judgment of the State Administrator, the best in¬
terests of the program will be served thereby, the administration of
education and recreation projects may be combined into a single Di¬
vision of Education and Recreation Projects provided such action is
approved by the Federal Director of Education Projects, by the Fed¬
eral Director of Recreation Projects and by the Regional Field Rep¬
resentative .
The Division of Employment is responsible to the State Adminis¬
trator for the duties in relation to intake and certification of
eligible workers. It is responsible for matters relating to hours
and wages, exemptions from the security wage, labor classifications,
assignment, reassignment and separations, complaints and adjustments
having to do with the welfare of workers, and labor relations. In
matters relating to labor it shall coordinate its work with the Di¬
visions concerned with the operation of work projects. The Divi¬
sion of Employment maintains liaison between the Works Progress
Administration and the following agencies:' (l) United States Employu
ment Service; (2) other Federal agencies participating in the Works
Program in matters pertaining to labor requirements, and (3) local
(Revised April 15, 1937)
11468
Chap. Ill Sec. 1 (Cont'd)
rcli -f ogcucios. The division is responsible, in cooperation with
the operating divisions for the scheduling of labor for projects as
outlined in chapters' VI to X of this handbook. The Director or As¬
sistant Director cf the Division of Employment shall be a social worker.
The Division of Einance and Statistics is charged with the con¬
trol of pay rolls, recording of Federal expenditures and sponsors'
contributions, the maintenance of records of materials and equipment,
control cf accident compensation, and general liaison with the state
offices cf all Federal financial agencies. It is responsible for
carrying out policies and instructions relative to timekeeping cn
projects, pay roll procedure, individual earnings records, and
project and administrative expense accounting. With respect to statis¬
tics, this division carries on the general statistical and research
work necessary for operating purposes, and prepares reports required
by the Federal Works Progress Administration,
(Revised April 15, 1937)
11463
Chap. Ill Sec. 2
Section 2. The W?A District Organ!zat ion, ---The district is the
ba.sic operating, unit of the Works Progress Administration, and is
charged with the direct execution and supervision of projects in the
field.
Changes in established W?A districts which include the elimi¬
nation of district headquarters, the transfer cf district head¬
quarters, from one city to another, the transfer of a county from
one district- to another, or a change in the official number of any
district shall be made only with the approval of the Federal Works
Progress Administration.
A request containing a complete description of the proposed
change, as well as a statement indicating the advisability of the
change, shall be addressed to the Federal Administrator, Washington,
D. C. A copy of the request shall be forwarded to the Regional
Field Representative who will forward his recommendation to the
Federal Works Progress Administrator.
The District Director is responsible for the administration
of all Works Progress Administration activities of whatever nature
in his district, except state-wide or Federal projects which may
properly be administered from the state- office.
The district organisation shall parallel that of the state
office, with a supervisor in charge of each division, except that
iccal divisional units of the Division of Recreation Projects and
the Division of Education Projects may be established when the size
of the program warrants such organization. The supervisor of the
Division of Women's and Professional Projects shall be a woman.
The District Supervisor of Employment or the Assistant Supervisor
shall be a social worker.
(Revised April 15, 1937)
11468
Chap, III Sees. 5-
Secticn 3. District Branch Off ices.--Wi th the prior approval
of the Regional Field Representative, "branch offices map he estab¬
lished >7ithin districts where necessary to meet special conditions.
When so established, they are to be organised with the maximum
economy of personnel that can be secured by combination of functions.
Secti on 4. Other Organizational Arrangements.—Arrangements
should be made wherever possible to utilize office facilities of the
municipal, town, or county governments within the district. Through
authorized officials, local government units sponsoring projects are
required to assume joint responsibility with the WPA for the super¬
vision of work projects.
(Revised April 15, 1927)
11468
Chapter IV. Sec. 1
CFAPTER IV
GENERAL APR'IIT13IKATIVE SECT ..TICPS
Section 1. Approval of Personnel Appointments.—Consistent with
general personnel policies, ana procedures determined by the Federal
Works Progress Administrator, the State Administrator has the primary
responsibility for all personnel matters relating to the state and
district staffs.
Appointments to positions in state and district offices such as
the following are subject to approval by the Federal Administrator
through the WFA Regional Field Representative and the Assistant Ad¬
ministrator or Federal Pirector in charge of the activity for the
Federal Works Progress Administration:
1. leputy State Works Progress Administrator, where one
is deemed necessary.
2. Pirector, Pivision of Operations.
3. Pirector, Pivision of Employment.
4. Assistant Pirector, Pivision of "kployment.
5. Pirector, Pivision of Women's and Professional Projects.
6. Piroctsr, Pivision of Finance and Statistics
7. Pirector, Pivision of Education Projects
8. Pirector, Pivision of Recreation Projects.
9. Pistrict Directors and restrict Pivisional Supervisors.
The Federal Works Progress A ..ainistrator reserves the right to
review and order necessary changes in the organization and personnel
of State and Pistrict Works Progress Administrations,
Appointments to administrative positions in state and district
organizations shall be made from among the bona-fide residents of the
(Revised April 15, 1937)
Chap. IV Sec. 1 (Cont'd)
state, so far gs not inconsistent with efficient administration.
Residents of other states shall he employed in administrative
capacities only if qualified persons are not available within
the state. Persons certified as eligible for relief shall be
employed wherever possible.
(Revised April 15, 1937)
11463
Chap. IV Sees. 2-4
Section 2. Personnel Applications.—The State Works Progress Ad¬
ministrator shall require each applicant and employee to fill out in
duplicate and sign a personnel application form stating his education,
experience, and other qualifications. A copy of the PERSONNEL APPLICATION,
WPA Form 251, shall he filed in the state office.
Section 3. Oath of Office.—'Each appointee to the administrative
staff in the state or district office vrill execute an oath of office
using U.S. GOVERNMENT STANDARD FORM NO. 8. This form need not he trans¬
mitted to Washington, hut shall he filed in the state office of the Works
Progress Administration. An oath of office shall he executed with each
reappointment, and change in salary.
Section 4. Sala.ries of Administrative and Supervisory Employees.—
The schedule of salaries for positions in state, district, and branch
offices shall he established by the State Administrator subject to re¬
view and approval by the Federal Administrator through the Regional
Field Representative. In general, local prevailing wages or salaries
should govern the State Administrator in establishing salary schedules
for similar cla.sses of occupations.
The basic salaries so established shall be independent of additional
allowances for travel within the official station of the employee as
provided in Onerating Procedure No. F-20.
11468
Chap. IV Sees. 5-7
Section 5, Hours of Work.—Administrative employees shall render
not less than 39 hours of service each week. Usually this will he
seven hours each day, Monday to Friday inclusive, and four hours on
Saturday. However, working hours may he prescribed at the discretion
of the State Administrator as long as the minimum requirement is met.
These regulations apply only to state and district administrative
and supervisory staffs, and not to persons employed on work projects.
Section 6, Leave Regulations.—-Administrative employees are en¬
titled to annual leave at the rate of two and one-sixth days per month
of service, sick leave at the rate of one and one-quarter days per month
of service, and military leave when duly required and authorized; provid¬
ed, that the granting of leave, in the judgment of the State Works
Progress Administrator, will not cause the public service to suffer
thereby, or is warranted for physical reasons. Project employees are not
entitled to sick leave or annual leave, but may be granted leave for
military training without pay and without the privilege of making up
time so lost. Per further information regarding leave regulations, see
Operating Procedure Ho. F-31.
Section 7. Compensation.—Administrative employees qualifying as
civil employees of the United States are eligible for the provisions of
the Federal Compensation Act of September 7, 1916. Injuries involving
such administrative employees shall be handled and reported in accord¬
ance with Regulations CA-22, issued by the United States Employee's
Compensation Commission.
(Revised April 15, 1937)
11468
Chap. IV Sec. 7 (Cont'd)
The Emergency Relief Appropriation Acts of 1935 and 1936 extend the
provisions of Public No. 93 (48 Stat. 351, 73rd Congress) to those per¬
sons receiving from the appropriations made "by those Acts, for services
rendered as employees of the United States, security or local prevailing
wage payments in accordance with schedules established by the President.
These provisions are administered by the United States Employees' Com¬
pensation Commission. The Commission's Rules and Regulations No. 1
details the procedure for handling accident claims.
The compensation section of the State "Works Progress Administration
shall be responsible for handling accident claims for all employees, other
than appointive, of the Works Progress Administration, the Resettlement
Administration and of the National Park Service Recreational Pemonstration
and Work Camp projects conducted by the Department of Interior.
Detailed instructions are set forth in Operating Procedure No. E—35.
Revision A.
(Revised April 15, 1937)
11468
Chap IV Sec. 8
Section 8. Travel Regulations*—All travel on official "business
whether "by common carrier or personally owned vehicle shall be proper¬
ly authorized; within a state or within the official station, the author¬
ization shall be made by the State Works Progress Administrator or his
designated assistants; outside the state the authorization shall be made
by the State Administrator and also in advance either by the Regional
Field Representative or by the Washington office. Official travel of
the State Administrator outside the state must likewise be authorized in
advance by the Regional Field Representative or by the Washington office.
Detailed procedures and instructions regarding travel regulations are
set forth in Operating Procedure No. F-20,
Persons who are required as part of their official duties to travel
frequently or extensively should familiarize themselves with such instruc¬
tions and also with the provisions contained in Standardized Government
Travel Regulations. When an employee may be required to make a single
trip or occasional trips on official business he should be carefully in¬
structed in the particular requirements of travel regulations which are
pertinent to the occasion.
(Revised, April 15, 1937)
11468 • chap. IV. Sees. 9-11
Section 9. Surety Bends.—All "bonds furnished "by WPA employees must
be deposited with the Treasury State Disbursing Officer for forwarding to
the section of Surety Bonds, Treasury Department, Washington, B.C. Do
bends shall be held or filed in the states.
Wherever a bonded employee is relieved of his duties in connection
with which the bond was required, the Works Progress Administration must
immediately furnish the Treasury State Disbursing Officer with written
notice of the date of termination of such duty. It will then be the re~-
sponsibility of the Treasury State Disbursing Officer to advise the
Treasury Department in Washington, which Department will in turn notify
the bonding company, thereby making it possibl ; for the employee to re¬
ceive such premium adjustment from the bonding company as may be in order.
Section 10. Office Space.—Federal statutes require that the hous¬
ing of Governmental activities be arranged without cost to the Govern¬
ment whenever this can be done. Where the rental of space is necessary,
the annual rental cost may not exceed fifteen per cent (15Jj) of the fair
market value of the premises leased and the lease shall contain a 30-day
cancellation clause. Repairs and alterations at Federal expense, during
the period of the lease, shall not be made at a cost in excess of twenty-
five per cent (25fc) of the monthly rental. However, no official of the
Works Progress Administration is empowered, nor shall the attempt to made,
to obligate the United States Government for spa.ee rentals. All space
requirements must be handled through established Procurement procedure.
Section 11. Insurance.—State Works Progress Administrations shall
not arrange for insurance against fire, theft, liability for damage, or
for any other purpose.
(Revised April 15, 1927)
I
11468 Chap. IV. Sec. 12
Section 12. Official Message Transmission.--All official communi¬
cations should be transmitted in the manner best suited to the interest
of the Government considering their nature, urgency for action, and
facilities available.
-k- Mail - Franking Privilege.—Official franked envelopes
or labels should be used in mailing matters of an of¬
ficial nature. Packages weighing four pounds or less
can be mailed under the franking privilege without
payment of postage. If the package weighs more than
four pounds full postage must be paid for the entire
weight. Special delivery or air mail should be used
when suitable for messages requiring speedy transmis¬
sion. For special delivery letters, the franking priv¬
ilege covers initial postage but a special delivery
stamp must be attached to each package or letter. Air
mail letters require full prepaid postage with no credit
allowed for the franking privilege. Important or valu¬
able items shall be sent by registered mail for which
the registry fee is paid in advance and the franking
privilege covers regular postage.
B. Telephone Service.—The Procurement Division shall contract
for. telephone services through the use of U. S, Govern¬
ment Standard Form No. 40. The Administrator will keep
long distance calls and charges to the absolute minimum
essential to proper conduct of government business. The
use of the telephone system by employees of the Works Pro¬
gress Administration in connection with their private af¬
fairs is prohibited.
Telegraph Service.—When the use of commercial telegraph
or radio facilities is deemed necessary in connection
with official government business, the most economical
form that will accomplish the desired purpose should be
utilized. The statement "Official Business - Government
Rate" shall appear on all commercial telegraph messages.
There exists in many states a decided difference in in¬
trastate telegraphic rates offered by the several com¬
mercial companies, and this difference shall be taken
into consideration in order to utilize the most econom¬
ical service.
(Revised April 15, 1937)
11468
Chap IV Sec. 12 (Cont'd)
Sec. 13
Uce of Radiotelepran. —The attention of officers and employees
of the Works Progress Administration is directed to the fact
that radiotelegrams may "be transmitted between many of the
large cities of the United States more cheaply than tele¬
grams. This service should be utilized where it represents
the most economical method of message transmission.
E. Use of U. S, Army Facilities.—Wherever practicable, the Works
Frogress Administration should use United States Army com¬
munication facilities instead of commercial telegraph lines
for the transmission of necessary, urgent, official messages.
Messages may be filed directly with any Army Communication
Station or may be telegraphed to the nearest station for
forwarding to desired destinations. Senders who, because of
their proximity to Army stations, telephone or deliver
messages to the communication stations should indicate the
classification to be applied to the messages. This classifi¬
cation may be "Priority," "Routine," or "Nite Message."
Messages telegraphed to Army stations for forwarding to their
ultimate destination will be classified according to their
commercial classifications, straight telegrams becoming
PRIORITY messages, day and night letters becoming ROUT DIE or
NITS messages.
P. Use of WPA Code Telegrams and Code Words.—Wherever possible
the code telegrams and words set forth in Operating Procedure
F-45 should be used for WPA teletype, telegram and radiogram
communications.
Section 13. Printing Regulations.-In accordance with a Federal statute
which requires that printing for all governmental agencies be done at the
Government Printing Office in Washington, except such classes of work as
shall be deemed to be "argent or necessary to have done elsewhere than in
the District of Columbia, for the exclusive use of any field service out¬
side of said District, State Works Progress Administrations shall order
necessary forms and other printed matter, not deemed emergency, from the
Chief of the Section of Printing and Processing. Works Frogress Adminis¬
tration, Washington, T. C.
(Revised April 15, 1937)
11468 Chap. IV Sec. 13 (Cont'd.)
"Printing", as applicable to this instruction, will he regarded as
covering not cr.ly all printing, binding, or Handbook work requiring
special operations after receipt of order, but all books which require
printing, binding, or ruling operations in their manufacture, includ¬
ing stenographic notebooks, memorandum bo^ks, press copy books, scrap
books, columnar pads, ruled scratch pads, tabulating machine cards, and
ruled cards.
No standardized forms which are stocked and furnished from Washington
are to be printed locally, unless instructions to the contrary are is¬
sued from the Washington Administration.
Material such as ruled tablets, columnar pads,•stenographic note-
bocks,and ruled cards, for use by State Administrative Offices will be fur¬
nished by the Chief, Section of Printing and Processing, Wcrks Progress ..
Administration, Washington, 1). C, Memorandum books, press cony booke, and
scrap books for use by State Administrative Offices should be purchased
locally, authority to do so to be obtained from the Chief, Section of
Printing and Processing. Reiuosts should contain the estimated cost of
such purchases. Tc conserve the allotment for Field Printing, tabulating
machine cards for State Administrative Offices should be ordered through
the Chief, Section of Printing and Processing.
All printing, including stenographic notebooks memorandum books,
press copy books, scrap books, columnar pads, ruled tablets, tabulating
machine cards, and ruled cards, the cost of which is chargeable to individual
projects, should be printed or purchased locally. The request to the Chief,
Section of Printing and Processing for authority to do so should contain
description, quantity, estimated cost, and project number.
All vouchers for local printing must be supported by FIELD PRINTING
CERTIFICATE, W?A Form 201, which is prepared by the State Procurement
Office, (Revised April 15, 1937
1146.6 Chap. IV Sees. 14-15
Section 14. Claims for Damages to Property.--Claims for damages to
property of the Works Progress Administration and to private property
shall be handled by the State Works Progress Administrator in accordance
with instructions contained in Operating Procedure No, F-39. The investi¬
gation of claims for damage bo priva,te property shall be the responsibility
of the State Compensation Officer. The Emergency Relief Appropriation Acts
of 1935 and 1936 make no provision for the oayment of claims; however,to
facilitate the presentation of certain claims to Congress, it is provided
that the Works Progress Administration may ascertain, adjust, and certify
to Congress curtain claims not in excess of the sum of $1,000.00,
Section 15. Claims for Amounts Due Deceased or Incompetent Employees
of Public Creditors of the United States.—The responsibility for the
preparation, and submission to Washington of claims covering amounts due
deceased or mentally incompetent employees of the Works Progress Adminis¬
tration or public creditors of the United States shall be that of the
State Director of Finance and Statistics. Standard Form Ho. 1055, to¬
gether with supporting papers, shall be forwarded to the Division of
Finance and Accounts, Works Progress Administration, Washington, D. C.
(see Operating Procedure Ho. F-24.)
(Revised April 15, 1937)
11468 Chap. V Sees. 1-2
CHAPTER V
THE IEVESTICATIOH SERVICE
Section 1. Organization. -The WPA Division of Investigation at
Washington investigates all charges and. information concerning ir¬
regularities of a fraudulent or criminal nature in connection with
State Works Progress Administrations and work projects of other
Federal agencies which do not themselves have regular investigative
units. No investigation will he done or investigators employed
directly "by the State or District Works Progress Administration.
This division is also responsible for coordinating the work of
the investigational units of other Federal agencies insofar as it
pertains to the Works Program as a whole.
Field offices of the Division of Investigation, a list of which
my be found in Appendix C. will be in charge of Field Agents appointed
by, responsible to, and under the direction of the Federal Works Progress
Admini s t rat io n.
Section 2. Procedure for Investigations.-WPA District Directors
shall forward the original copies of material dealing with charges of
a fraudulent or criminal nature directly to the proper field office of
the WPA Division of Investigation at the same tine that duplicate copies
are transmitted to the State Works Progress Administration. Information
originating in state offices shall also be forwarded directly to the
proper field office.
(Revised April 15, 1937)
11468 Chap. V Sec. 2 (Cont'd.)
If, as the result of an investigation", any administrative action
is called for, a letter indicating action takon is to "be sent to the
WPA Division of Investigation at Washington with a notation as to the
case number.
The general types of irregularities which may occur and which
should he referred for necessary action to the Division of Investi¬
gation are listed below. This outline is not all inclusive, and other
matters of a fraudulent or criminal nature may arise which should he
referred for investigation.
A. Forgery.
1. Work assignment slips.
2. lime sheets and pay rolls.
3. Relief certification slips.
4. Other official documents (except checks).
B. Padding Pay Rolls.
C. Project Irregularities.
1. Benefit to private property.
2. False statements in project application with intent to defraud.
D. Improper or Illegal Solicitations.
1. Kickback.
2. Extortion,
3. Solicitation for political purposes.
E. Theft and Embezzlement.
E. Bribery and Fees.
(Revised April 15, 193?)
11468 Chap. V Sec. ? (Cont'd)
G-. Collusion with vendors or others 'by V/PA employees in \:reparing
requisitions for materials or cauipmcnt, or in inspecting materials de¬
livered.
H. Intentional violation of labor provisions of contract "by con¬
tractors-Improper wage payments.
Any char res or information concerning irregularities on the part of
officials or employees of the Procurement Offices, or with reference
solely to the forging of any pay checks or other U. S. Treasury checks,
should "be referred to the "Operative in Charge" of the nearest local
office of the Secret Service Division cf the United States Treasury
Department, or may for convenience "be forwarded to the proper office
of the WPA Division of Investigation which will, in turn, send them
to the appropriate Secret Service office.
(Devised April 15, 1937)
PART II
PROJECT OPERATIONS
11468 Chap, VI Sec. 1
CHAPTER VI
PROJECT PLANNING- AND PROMOTION
Section 1. Functions of Operating Divisions.—Four operating divisions
are responsible for the operation of WPA projects. These divisions and
their functions are as follows:
A. The Division of Operations is concerned primarily with construct¬
ion type projects and engineering services; it includes the safety organi¬
zation,
3, The Division of Women's and Professional Projects is concerned
primarily with projects of non-construction type other than recrea.tion and
\
education projects.
C, The Division of Recreation Projects is concerned with the oper¬
ation of the recreational program.
D. The Division of Education Projects is concerned with the operation
of the educational program.
In their respective fields these operating divisions are responsible
(a) for the promotion, planning, and selection of projects with relation
to occupational classifications and numbers of certified workers to be
engaged; (b) in cooperation with the Division of Employmont, for the
coordination and scheduling of projects; and (c) in cooperation with
sponsors, for the promotion, selection and execution of projects, and for
the supervision and inspection necessary to insure their efficient opera¬
tion, The Division of Operations is responsible for maintaining liaison
with the State Procurement Officer in all matters pertaining to specifi¬
cations, securing of materials, and other transactions of an operating
(Revised April 15, 1937)
11.468
Chari. VI Sc.c. 1 (Cont'd)
nature.
Project planning is primarily a function of sponsors. It is trie
responsibility, however, of state end district offices of the Works
Progress Administration to cooperate with sponsors in the development
of projects suitable for the employment of the labor available and
certified-as in need.
(Revised April 15. 1937)
11463
Chap. VI Sec. 2
Section 2. Work Projects - General Requirements Projects shall
he genuinely useful and. of benefit to the public, either through im¬
provement of cultural opportunities or through the creation of permanent
public wealth. They should be suitable to the numbers and capabilities
of available certified workers, and located within distances readily
accessible to available transportation. Projects shall not be undertaken
for the benefit of private or quasi-public institutions or of individuals.
In addition to the general requirements of usefulness and public
benefit a number of factors shall be considered in determining project
eligibility. Among these factors arc:
(l) Sponsorship;
(p.) Ownership of property on which the project will be
conducted;
(3) Character of work; and
(4) Relation of project to normal functions of sponsor.
These fa.ctors will be discussed in sections immediately following.
The compliance of the project with those requirements of eligibility
shall be clea,rly established in the information submitted with the PROJECT
PROPOSAL, WPA Form 301 Revised, (see charter VII, section l) and the PROJ¬
ECT APPLICATION, WPA Form 306 Revised, (see chapter VII, section 5). Other
conditions affecting eligibility and approval of projects are outlined in
chapter VII, section 6, end in the Guide to Project Eligibility, WPA Cir¬
cular No. 3.
(Revised April 15, 1937)
11468
Chap, VI Sec. 3
Section 3, Sponsorship of Project'; Frojects to he prosecuted by
the Works Progress Administration as Non-Federal Projects may he sponsor¬
ed hy and conducted for the direct benefit of states, territories, pos¬
sessions, the District of Columbia, their political subdivisions and
<
public bodies or agencies thereof. The sponsoring agencies must have
the legal authority to engage in the work embraced in the project in the
area covered by the application. Unofficial or non-public groups or
agencies, such as boards of trade, clubs, societies, churches, orphanages,
veterans' organizations, or other private, sectarian, civic or similar
organizations, may not act directly as sponsors. Such organizations, how¬
ever, may cooperate unofficially with sponsors and the Works Progress Ad¬
ministration in the promotion and development of suitable projects for the
benefit of the general public.
State or district offices of the Works Progress Administration may
not sponsor projects. The Federal Works Progress Administration may
sponsor projects of a nation-wide character. Other Federal agencies,
either regular departments or emergency agencies, may sponsor projects
to be prosecuted by the Works Progress Administration when:
1. Such projects are of nation-wide applicability and
under the supervision of the Federal agency, or
2. The work is on Federal property and the agency having
jurisdiction and control over the property give its
consent and approval to the operation of the project.
Projects which are proposed by and applications for which originate
within the state, the benefits of which accrue to a Federal agency, re¬
gardless of offici&l■sponsor, and which are-approved under appropriations
265021 through 265028 shall be referred to as Federal Projects in the
State Program. No Federal project, however, shall be approved and selected
(Revised April 15,. 193?)
11463
Char. VI Sec. 3 (Cont'd)
for operation unless all the funds necessary.for its completion are fully
and. irrevocably set aside for its completion. More detailed information
on Federal projects is contained in the Guide to Project Eligibility, WPA
Circular Ho. 8.
Project amplications covering types of work which are normally carried,
on by other Federal agencies should be reviewed by such e,gencies prior to
approval of such auulications by the Works Progress Administration to de¬
termine whether the projects in question should be prosecuted by the Fed¬
eral agencies or by the Works Progress Administration as Federal Projects
in the State Program.
(Revised April 15, 1937)
11468
Chap. VI Sec. 4.
Section 4. Ownership of Property on which Projects May he Conducted.
Projects, except as noted "below, shall "be conducted on public property-
only, the legal owner of which is the state, subdivision, or agency or
public body thereof. Projects may be conducted on Federal property,
owned or leased, with the consent and approval of the Federal agency
having jurisdiction over and controlling the use of the property.
As a rule, project applications will not be approved which involve
a uermanent improvement to private property, even though the property be
under a valid, long-term lease to a governmental agency, either Federal
or non-Federal. (See Guide to Project Eligibility, WPA Circular No. 8.)
Projects may be conducted on private property: (l) when such proper¬
ty is rented for the operation of the project, as in the case of sewing
rooms., gravel pits, or quarries; (2) when prosecuting public health, or
police measures, as in the case of draining swamp lands for mosquito con¬
trol, sealing abandoned mines to prevent stream pollution, and the con¬
struction of sanitary facilities; and (3) when easements are secured
which guarantee to the public access to or benefit from the improvements
affected by the project. In all cases of work on private property there
must be a large measure of public benefit. For example, timber may be
cut on private property if the timber is donated for use on various WPA
projects or for furnishing fuel to the needy.
(Revised April 15, 1937)
11468
Chap. VI Sees. 5-6
Section 5. Character of Work Permissible Projects which may he
included, in the programs of the State Works Progress Administration fall
into the following classifications:
1. All types of cons tractions, reconstruction, repair,
improvement, or development of public buildings,
public property, or other public facilities such
as parks, athletic fields, school buildings, water
and sewer systems, roads, streets, courthouses,
and airports.
2. All types of professional, clerical, educa.tiona.1,
service or goods projects, or those for the improv-
ment or development of public services such as pub¬
lic health, nursing, library, beautification,
school lunches, etc., provided such work is not cur¬
rently a normal function of the states, their polit¬
ical subdivisions, or public bodies or agencies there¬
of and would not otherwise be performed by the spon¬
soring agency.
Section 5. Relation of Projects to Normal Functions of Sponsors
Projects which would result in the transfer of the expense of normal
governmental operations from sponsors to the Works Progress Adminis¬
tration are not eligible. Projects shall not be conducted if their
execution would result in displacement of regalar employees of the
sponsor or prevent the eemployment of persons previously employed.
Applications may be submitted to the Works Frogress Administration,
however, for projects:
1. Providing for extra, work in addition to that
normally carried on by the governmental agency.
2. The addition Gf new activities.
3. The enlargement or development of physical plant
and facilities.
(Revised April 15, 1937)
11468
Chap. VI Sec. 7
Section 7. Contribution by Sponsors The cooperation of state
and local governmental agencies is essential to the success of the
Works Program, It is expected that Federal funds available for the
program will be supplemented by contributions from the sponsors of
the various projects. These contributions may take the form of cash,
labor, equipment, materials, rental of buildings and othor facilities,
transportation of materials and workers, and consulting engineering,
architectural or other services when essential cash expenditures are
made by the sponsor for such engineering and architectural services
in connection with the preparation of plans and designs for work proj¬
ects.
The cost or value of land shall not be listed on the PROJECT
PROPOSAL, WPA Form 3C1 Revised, or on the PROJECT APPLICATION, WPA
Form 306 Revised, as a contribution by the sponsor. Although land
purchased specifically for a project shall not be listed as a con¬
tribution, a statement showing the amount so expended may be in¬
cluded under "Justification" on the project proposal and under
"Remarks" on the project application.
Sponsors' contributions will depend upon the nature of the
project and upon the sponsor's financial ability. Contributions
pledged by the sponsor shall be furnished promptly as the progress
of the work requires.
(Revised April 15, 1937)
11468
Chap. VI Sec. 7
Section 7. Contribution by Sponsors The cooperation of state
and. local governmental agencies is essential to the success of the
Works Program, It is ejected that Federal funds available for the
program will be supplemented by contributions from the sponsors of
the various projects. These contributions may take the form of cash,
labor, equipment, materials, rental of buildings and other facilities,
transportation of materials and workers, and consulting engineering,
architectural or other services when essential cash expenditures are
made by the sponsor for such engineering and architectural services
in connection with the preparation of plans and designs for work proj¬
ects.
The cost or value of land shall not be listed on the PROJECT
PROPOSAL, WPA Form 301 Revised, or on the PROJECT APPLICATION, WPA
Form 306 Revised, as a contribution by the sponsor. Although land
purchased specifically for a project shall not be listed as a con¬
tribution, a statement showing the amount so expended may be in¬
cluded under "Justification" on the project proposal and under
"Remarks" on the project application.
Sponsors' contributions will depend upon the nature of the
project and upon the sponsor's financial ability. Contributions
pledged by the sponsor shall be furnished promptly as the progress
of the work requires.
(Revised April 15, 1937)
11468
Chap. VI Sees. 8-9
Section 8. Planning Projects with Relation to Workers and Skills
Available TO?A projects must be planned, so as to afford, as far as
possible, continuous employment for the workers to be engaged. The
changes in numbers of workers and classes of occupations required for
projects by other Federal agencies as well as those operated by the
Works Progress Administration will make it necessary in many localities
to conduct WPA projects on which the number of workers engaged can be
increased or decreased on short notice without serious handicap to the
work. Such types of work as park improvement, airports, farm-to-market
roads, street repairs and construction and sewer construction are well
adapted to changing labor requirements. A sufficient number of such
projects should be operated to absorb the fluctuations in labor re¬
quirements of other projects in each locality where transfer of
workers is practicable and desirable. The planning of operations
with regard to skills available should also provide for a sufficient
number of projects capable of satisfactory operation in winter for
the transfer of workers from other projects on which work must be
suspended for extended periods in very cold weather.
Section 9. Flexibility in Operations Required by Funds Budgeted ,
Projects of the "flexible" or "reservoir" type, as outlined in the prew
ceding section, also are required to deal effectively with variations
in funds budgeted and employment quotas assigned. Since these controls
are established monthly for state and district offices, and since
monthly sub-allotments of funds to projects by district offices must
be made for financial control, it is imperative that project opera¬
tions in all districts be planned so that changes in the numbers of
workers can be carried out on short notice.
(Revised April 15, 1937)
11468
Chap. VI Sec. 10
Section 10. Assistance to Sponsors in the Planning of Projects.'—
It is the obligation and responsibility of sponsors to prepare plans,
specifications and estimates for their projects. Where they do not
have sufficient personnel or means to do so, state or district offices
of the Works Progress Administration are permitted to give such assis¬
tance as may be necessary and feasible, but care should be taken that
this assistance does not result in displacing regular employees of the
sponsor or preventing the reemployment of persons previously employed.
In no case shall the Works Progress Administration assume responsibility
for the adequacy of design, specifications or plans, or the accuracy of
engineering calculations or estimates. In all cases such assistance as
is afforded sponsors is subject to their final approval and acceptance
before being applied in the development of projects for them.
(Revised April 15, 1957)
11468
Chap. VI Sec. 11
Section 11. Consulting Services of Other Federal Agencies in
Project Planning.—The research and technical consulting services of
other Federal agencies may "be required on certain types of projects,
such as airports, flood control, stream improvement and water conser¬
vation. When technical consulting or supervisory services are furnished
by other Federal agencies, it is not expected that tho sponsor will as¬
sume the cost of those services. In most cases they will bo furnished
without special charge as normal governmental functions. The costs
may be met by the agency furnishing the services through special allot¬
ment of funds for administrative expense.
When allotments for administrative expense have not been made
for consulting services on special types of work to be prosecuted as
WPA projects and where the projects are of such extensive nature as to
require detailed engineering check of plans and specifications, in¬
spection service, or design of structures involving substantial ex¬
penditures, an estimate of the cost of such services will be submitted
by the other Federal agency concerned to the State Works Progress Ad¬
ministration before the work is undertaken. If the estimate is ac¬
ceptable to the State Works Progress Administrator, the latter will
authorize the agency to proceed. Upon completion of the work the
agency furnishing the services will be reimbursed from project funds
on vouchers prepared therefor. (See chapter XXII, section 12.)
(Revised April 15, 1937)
11468
Chap. VII Sec. 1
CHAPTER VII
PROJECT PROCEDURE AND APPROVAL
Section L Preparation of Project Proposal, WPA Form 301 Revised.—
Formal consideration of a project is initiated "by means of the PROJECT
PROPOSAL, WPA Form 301 Revised. The FROJECT PROPOSAL is prepared by
the sponsor, with such assistance by the district or branch office of
the Works Progress Administration as may be necessary and practicable.
Instructions printed on the form should be carefully observed. The
sponsor shall be informed that all data required for the proposal
must be supplied and that all requirements for project eligibility
must be met satisfactorily. In addition to the information shown on
the PROJECT PROPOSAL, the sponsor may be required to furnish, depend¬
ing on the nature of the project, (l) plans and specifications, (2)
working procedure, and (3) other supplementing data, as covered in
sections immediately following.
(Revised April 15, 1937)
11468
Chap. VII Sec. 2
Section 2. Project Flans and Specifications.—When detailed plans
and specifications for construction projects are not available, and if
the project is only in the tentative stage, preliminary plans or
sketches shall be provided along with general specifications or des¬
criptions as to the character of the materials required and methods by
which the work will be carried on, in order that the WPA District
Director may have a fair understanding of the work proposed and a
means of checking the cost estimates in the proposal. Plans of ex¬
isting structures may be submitted when remodeling, repair, or re¬
construction work is proposed or when new construction of duplicate
character will be embraced in the project. The expense of preparing
plans and specifications should be kept to a minimum prior to the
approval of a project and its selection for operation. When a pro¬
posal is accepted for consideration, the sponsor should be informed
that, if the project is approved and selected for operation, the spon¬
sor will be required to furnish promptly any detailed plans and spe¬
cifications, working drawings, instructions, etc., which may be neces¬
sary for efficient prosecution of the work.
(Revised April 15, 19;57)
11468 Chap. VII Sees. 3-4
Section 3. Working Procedure.—Every PROJECT PROPOSAL, WPA Form
301, Revised, should he accompanied by whatever information is neces¬
sary for a clear understanding of the work to be performed; that is,
J
the working procedure of the project should be explained. Such infor¬
mation may be included on the proposal form in the case of simple types
of work or it may be embodied in other data furnished such as plans and
specifications. The working procedure may provide also a separate dis¬
cussion of the methods to be followed; equipment, material and personnel
required; a schedule of operations, including performance standards; the
results, objectives or merit of the proposed work; and a. statement of
any special difficulties anticipated.
A number of standard, working procedures have been issued by the
Works Progress Administration for information and application in state
programs. Such standard working procedures apply principally to non-
construction projects. If a project provides the type of work included
in such a standard working procedure, reference to the working procedure
by code number in the description of the project will be acceptable in
plaive of a more detailed discussion.
Section 4. Other Lata Supplementing the Project Proposal.—Under
certain conditions or for special types of projects other data of
supplementary nature will be required in support of project proposals.
Examples of types of such supplementary data, include: copies of agree¬
ments or leases with respect to use of private land;. written approval
of project plans and proposals when the work is subject to approval by
other agencies; information covering description, justification, laboi
analysis, material and equipment schedule, cost breakdown, etc.; and
special data required for statistical, survey and research projects
(.see chapter IX, section 2).
(Revised April 15, 193?)
11468 Chap- VII Sec. 5
Section 5. Preparation of Project Application, WPA Form 506
Revised.—The formal request for authorization to operate a work
project is made on the PROJECT APPLICATION, WPA Form 206 Revised.
Instructions appearing on the form and contained in Onerating Pro¬
cedure No. 0-8 should he followed carefully. The form is prepared
in the district office of the Works Progress Administration from
information obtained from the PROJECT PROPOSAL, WPA Form 201 Revised.
Upon approval by the State Works Progress Administrator the project
application, accompanied by such supplementary data as may be required,
is submitted to the Project Control Division, Works Progress Administra¬
tion, Washington, D. C. In submitting the project application to
Washington for approval, it is not necessary for it to be accompanied by
a copy of the PROJECT PROPOSAL, WPA Form 201 Revised, except as provided
in chanter VIII and chapter IX, or in the Guide to Project Eligibility,
WPA Circular No. 8.
(Revised April 15, 1927)
11463 Chap. VII Sec. 6
Section 6. Conditions Governing Approval of' Project Applications
As indicated in chapter VI. section 2, compliance with requirements for
project eligibility must he clearly shown in the information submitted
with the PROJECT APPLICATION, WPA Form 306 Revised. Such information is
furnished principally under the item "Description and Character of Work"
on the project application, but may include additional, data when requir¬
ed as specified in the Guide to Pro.iect Eligibility, WPA Circula.r No. 8,
and in special procedures. Besides the necessity of properly prepared
project applications, from which project eligibility may be readily de¬
termined, -the approval of project applications is also subject to the
following conditions:
1. The main purpose of the project must fall within a single
limitation of the Emergency Relief Appropriation Act of
1936.
2. The sponsor must have jurisdiction over the area covered
by the project and the right of entrance on or use of
the property on or in which the work will be conducted.
3. Special procedures are required for certain types of proj¬
ects as explained in chapters VIII and IX,
4. The project must be acceptable from the standpoint of cost
limitations prevailing in the state.
Conditions 1 and 2 above are explained in detail in the Guide to
Project Eligibility, WPA Circular No. 8.
(Revised April 15, 1937)
11468 Chapter VII. Sec. 7
Section 7. C-ost Limitations.—Ho fixed cost limitations have 'been
f
established p'Pveruing WPA projects. The average man-month cost of
projects selected for operation must not exceed the average established
by Federal policy. Some very worthwhile projects of somewhat higher
man-year cost may be acceptable provided that sufficient projects of
lower man-year cost are carried on to bring the average cost of all
projects down to the average cost limitation for each state. Projects
requiring large outlays for material and equipment or a large propor¬
tion of non-certified labor cannot ordinarily be undertaken unless
the sponsor agrees to assume the greater part of the cost of non-labor
items and the responsibility for furnishing the workers not available
among those certified as in need.
(Revised April 15, 1937)
11468
Chap. VII. Sec. 8
Section 8. Revisions and Extensions of Projects.—In actual
operation it-may be found advisable and necessary to carry out the work
in ways different from those contemplated at the time of preparation of
the PROJECT PROPOSAL and the PROJECT APPLICATION.
Revisions of extensions of work projects may be approved by the
State Works Progress Administrator when they do not (l) require additional
Federal funds, (?) increase materially the man-year cost of operation,
or (3) depart from the formal description and stated location of the
approved project. Increases in contributions made by the'sponsor over
the amounts pledged may be approved by the State Administrator without
referral to Washington.
Any changes in the kind, amount, or location of work to be done
that do not conform to the location and description of the approved
project must be considered as a new project or projects, and new
proposals and applications must be prepared accordingly.
When a new PROJECT PROPOSAL and a PROJECT APPLICATION are sub¬
mitted to supersede a project previously approved, the old project
must be rescinded on approval of the superseding project. The procedure
to be followed in such cases is explained in the Guide to Project Eligi¬
bility, WPA Circular No. 6.
(Revised April 15, 1937)
11468 ' Chat). VII Sec. 9
Section 9. Supplementary Applications . -When a project authorization,
as approved for the operation of a project under the Emergency Relief
Appropriation Act of 1935, is insufficient for its completion and the
sponsor is not liable for the balance, a supplementary application for
the additional authorisation desired should he submitted on a SUPPLEMENT¬
ARY PROJECT AFPLICATIOII, W?A Form 706A Revised, based on information con¬
tained in a supplementary PROJECT PROPOSAL. Instructions for the prepar¬
ation of the SUPPLFMENTARY PROJECT APPLICATION, CPA Form 30CA Revised, are
g-iven on the form and in Operating: Procedure fPv. 0-9. Jhe approval of a
SUPPLEMENTARY PROJECT APPLICATION does not increase the total fund authori¬
zations made to the state (Treasury Forms A-D and A-Pa) but permits the
allotment of additional funds to the project from th° total fund authoriza¬
tions to the state for- all projects of the same appropriation classification.
Vfhen a. project authorization, as approved for the operation of a proj¬
ect under the Emergency Relief Appropriation Act of 1935, is insufficient
for its comnletion and the sponsor is not liable for the balance, it will
be necessary to submit a PROJECT APPLICATION, V/PA Form 3C5 Revised, rather
than a SUPPLEMENTARY PROJECT APPLICATION, NPA Form 306A Revised, for the
portion of the project be completed. (See Operating- Procedure No. 0-8) .
(Revised April 15, 193?)
11468
Chap. VII Sec. 10
Section 10. Review of Project Propose! s and Preparation of Appli¬
cations by District Office? District offices have the responsibility of
checking project proposals to see tha.t they are properly prepared, that
descriptions and data are properly and completely given, and tint esti¬
mates are comprehensive, accurate, and founded upon correct application
of hours of work, wage rates, material costs, equipment rental costs,
etc. Project proposals must be judged on the basis of economic useful¬
ness and social desirability as well as on the soundness of the work
proposed. Careful scrutiny of cost estimates in project proposals shoo Id
aim to prevent the inflation of estimates of labor to be paid from Federal
funds and the amounts and values of all items to be furnished by the
sponsors, inasmuch as such faulty estimates would tend to make man-year
costs a.ppear low and to indicate greater amounts pledged by the sponsors
than actually would be realized. Advice and assistance shall be afford¬
ed sponsors to make such changes as may be necessary in their proposals
to render them acceptable under the regulations of the Works Progress Ad¬
ministration. For acceptable project proposals the district office pre¬
pares project applications on forms prescribed (chapter VII, section 5)
which are submitted with copies of the PROJECT PROPOSALS to the state
office for further reviey/, approval, end submission to the Federal Works
Progress Administration.
(Revised April 15, 1937)
11468
Chap). VII Sec. 11
Section 11. Review of Project Proposals and Applications "by State
Offices In addition to operating as a check against the WPA district
office for determining the completeness of the project proposal and the
supporting date for the project, the review in the state office should
consider the proposal and application from a state-wide standpoint with
respect to usefulness, desirability, availability of labor, and confor¬
mance with recommendations and suggestions of state and other planning
boards. The review in the state office also shall provide for the
examination and necessary correction of PROJECT APPLICATIONS. The
amount of Federal funds for the project, as approved by the State Works
Progress Administrator, is indicated on the PROJECT APPLICATION, and
signatures of approval are affixed to the three copies which are sub¬
mitted to the Project Control Division, Works Progress Administration,
Washington, D. C. When applications are submitted to the Project
Control Division to expedite handling they should be accompanied by
all supplementary data required for their proper review.
(Revised April 15, 193?)
11468
Chap. VII Sec.
Section 19. Review of Project Applications by -Federal Project
Cont r "'1 Divlsi on .--"Then project applications are received by the Project
Control Division, they are referred, depending on the nature of the work
contemplated, to the Engineering Division, the Division of Women's and
Professional Projects, the Division of Recreation Projects, the Division
of Education Projects, or the Coordinating Committer, for review and study
of their technical phases and general desirability (see Chapters VIII and
IX). If favorable action is recommended by the division responsible for
the review of technical features, the application is returned to the Proj¬
ect Control Division which determines its eligibility based upon (a)
general 'VPA regulations governing eligibility, (b) lera.l interpretations
of the Emergency Relief Appropriation Acts and pertinent Executive Orders,
and (c) rulings of the Bureau of the Budget and the General Accounting
Office.
Upon approval by the Federal Works Progress Administration, project
applications are submitted to the Bureau of the Budget for action of the
President. The Project Control Division deals with the Bureau of the
Budget a.nd the General Accounting Office in clearing up any questions
which those agencies may raise concerning any of the eroject appli¬
cations submitted for approval. The Project Control Division will
inform the State Administrator as currently as possible of the status of
applications until approved by the President.
(Revised April 15, 1957)
11468
Chap: VII Sec. 13
Section 13. App.rovgi of Projects Covered Under "F" end "1" Limita¬
tions of the Emergency Relief Anrropriation Act of 1936 All projects
under the "F" and "G" limitations of the Emergency Relief Appropriation
Act have "been consolidated into one State-wide Official Project for ITon-
Federal Projects for Assistance to Educational. Professional and Clerical
Persons (Limitation "F") and one State-wide Official Project for on-Fed¬
eral Women's Projects (Limitation Projects operating under these
State-wide Official Projects are known as Administration Projects. Por¬
tions of Administration Projects are designated as Work Projects. Appli¬
cations for new projects under the "F" and "G" limitations of the Act,
when approved "by the Federal Works Progress Administration, shall thereupon
be operated under the State-wide Official Projects and be identified by the
Administration Project number, assigned by the Project Control Division.
(Revised April 15, 1337)
11463
Chap. VIII Sees. 1-2
CHAPTER VIII
DIVISION OF OPERATIONS - SPECIAL PROCEDURES
FOR CONSTRUCTION PROJECTS
Section 1. Review of Construction Pro.iects Depending upon their
nature a.nd/or their estimated cost, construction projects may "be sub¬
jected to formal review, approval and technical supervision by other
Federal agencies, or to special review by the Engineering Division,
Works Progress Administration, Washington, D. C.
Section 2. Formal Review. Approval and Technical Supervision of
Other Federal Agencies Froject-s of the following types require special
review:
Type of Project Supervisory Agency
1. Airports ' Department of Commerce, Bureau
(See Operating Procedure of Air Commerce.
No. 0-10)
2. Community Sanitation, Malaria Treasury Department, Bureau of
Control and Sealing of Aban- Public Health Service,
cloned Mines. (See Operating
Procedure No. 0-14)
3. Flood Control and Stream Im- War Department, Corps of Engi-
provement. (See Operating Pro- neers.
cedure No. 0-3)
4. Restoration of Sites and St rue- Department of the Interior,
tures of Historical or Archeo- National Park Service,
logical Importance. (See Oper¬
ating Procedure No. 0-4)
-5. Work"on Federal Aid Highways Department of Agriculture, Bureau
(See Operating Procedure No. of Public Roads. (Also State
0-15) Highway Department.)
The PROJECT PROPOSAL, WPA Form 301 Revised therefor (and all perti¬
nent information, plans, specifications and supporting data) shall be re¬
viewed by consultants or field representatives of the Federal agencies
concerned and their approval shall be noted on the PROJECT APPLICATIONS,
(Revised April 15, 1937)
11468 Chap. VIII Sec. 2 (Cont'd)
WPA Form 306 Revised, "be lore the latter are transmitted to the Project
Control Division, Works Progress Administration, Washington, D. C.
A-ooroval of a project by the Federal agency concerned does not assure
or imply that the project will be approved by the Federal Works Frogress
Administration. Two extra copies of the PROJECT PROPOSAL and supporting-
data are prepared, one cony being forwarded to the Washington office of
the Federal agency, through the consultant or field representative of
such agency responsible for review and supervision, and the other to the
Project Control Division, Works Progress Administration, Washington, D. C.
In actual execution, such projects will be operated the sane as any
other WPA project, except that necessary technical advice and field
supervision will be furnished by the state representative of the Federal
agencies concerned. The extent of field supervision to be furnished by
the Federal agency will depend on the requirements of the project and
on the interests of the supervisory agency. Controversies in matters
relating to project operation which cannot be settled satisfactorily in
the field shall be referred to the Washington offices of the Federal
agency concerned and to the Works Progress Administration by their re¬
spective representatives. Detailed discussion of procedure relating to
projects defined in this section will be found in operating procedures
covering each of these types of projects.
In addition to the foregoing, all projects or programs involving
land drainage and water storage shall be subject to review by the Sub¬
committee on Land Drainage Policy and Projects of the Water Resources
(Revised April 15, 1937)
11463 Chap. VIII Sec. 2 (Cont'd)
Committee of the National Resources Committee in order to determine
whether any conflicts would result from the execution of such proj¬
ects or programs. Clearance for VfFA projects of this type will be
provided in Washington by the Federal Works Progress Administration.
The State Administrator shall furnish information concerning such
projects or proa-rams to representative of the other Federal agencies
that may be concerned with possible conflicts with their functions or
interests resulting from the proposed work. For more detailed infor¬
mation, see Operating Procedure No. 0-5.
(Revised April 15, 1937)
11468
Chap. VIII Sec. 3
Section 3. Special Review by the WTA Engineering; Division in Wash¬
ington All applications fo~ construction projects, whether new or
continuations of projects previously operated, regardless of the esti¬
mated project cost, may "be subjected to special engineering review in
Washington. Although this review is not ordinarily undertaken for
projects the estimated costs of which a,re less than the limiting costs
outlined "below, the State Administrator must be prepared to furnish in
support of any construction project application the additional detailed
information needed to permit the application to receive intelligent con¬
sideration.
The detailed information necessary for special review consists of
copies of the PROJECT PROPOSAL, WPA Form 301 Revised, general plans and
descriptions (detailed plans and specifications are preferred if avail¬
able), explanatory letters or memoranda regarding cost estimates, spe¬
cial local features affecting costs, and methods of operation proposed.
The supplementary data should justify the project from the engineering
standpoint as well as from the standpoint of public benefit and use¬
fulness.
The types of projects for which engineering review will be under¬
taken regularly and for which the supplementary date referred to in
the preceding paragraph shall be submitted with the PROJECT APPLICATION,
WPA Form 306 Revised, are listed below. Unless otherwise stated, the
cost limitations include sponsors' funds as well as Federal funds.
1. Any construction project, irrespective of type,
estimated to cost $100,000 or more.
2. All projects for airports, landing fields, or facil-
ilities to be used in connection therewith, re¬
gardless of estimated cost.
(Revised April 15, 1937)
11468
Chap. VIII Sec. 3 (Cont
3. All projects for building construction, repair, im¬
provement, or reconstruction involving a total Fed¬
eral cost of $50,000 or more.
4. All projects involving the construction of dams, any
unit of which is estimated to cost $50,000 or more.
5. Projects for road or high-.,'ay construction or for land¬
scaping, drainage, or other work along existing roads
or highways, when the total estimated cost is over
$50,000 or the cost per mile in case of construction
exceeds $20,000 or in case of landscaping and drain¬
age exceeds $10,000.
In cases where local conditions are considered to justify the sub¬
mission of jurisdiction-wide project applications totaling more than
$100,000 for such types of work as road construction of low per mile
cost, or street repairs, and it is impracticable to submit a complete
PROJECT PROPOSAL, WPA Form 301 Revised, with the PROJECT APPLICATION,
WPA Form 306 Revised, a separate letter of explanation which sets forth
these conditions should be forwarded to the Chief Engineer of the Fed¬
eral Works Progress Administration at the same time that the PROJECT
APPLICATION is forwarded to the Project Control Division. This letter
should be accompanied by such data in the forms of maps or sketches
explanatory of the work to be done as may be practicable to submit.
Full cons! dore.tion will be given to such explanations in the process
cf engineering review.
The State Administrator shall exercise necessary precaution, to
prevent sponsors from making attempts to evade these regulations through
such means or subterfuges as under-estimates of cost, followed by sup¬
plements, or breakdowns of integrated construction units or projects
into small, units to show smaller total costs.
(Revised April 15, 1937)
11468
Chap. IX Sec- 1
CHAPTER IX
NON-CONSTRUCTI ON OPERATING DIVISION'S - SPECIAL PROCEDURES FOR
NON-CONSTRUCTION PROJECTS
Section 1. Approval of Projects.-Non-construction projects, except
those covered under sections 2 end 6 of this chapter, are governed by the
same regulations concerning project approval as construction projects.
(See Chapters VI and VII). Detailed regulations concerning the require¬
ments for eligibility of non-construction projects will he found in the
Guide to Project Eligibility, WPA Circular Do. 8.
The Uorks Progress Administration has established special procedures
governing the approval of certain non-construction projects which are out¬
lined in the following sections pertaining thereto and are explained in
detail in pertinent operating procedures.
(Revised April 15, 1937)
11463
Chap. IX Sec. 2
Section 2. Statistical, Survey and Research Projects - Special
Procedures.-All project applications for non-construction projects,
except those covered under section 6 of this chapter, shall he examined
oy the State Statistical Coordinator for preliminary determination as to
whether the project falls within the classification "Statistical, Survey
and Research," When such project applications are received in Washington,
they shall "be examined "by the Coordinating Committee of the Central Sta¬
tistical Board and the Works Progress Administration. The State Coordi¬
nator shall recommend in writing to the State Administrator the approval,
disapproval, modification or revision of each PROJECT APPLICATION classi¬
fied as a statistical, survey or research project. The PROJECT APPLICA¬
TION, WPA Form 306 Revised, in quadruplicate, the PROJECT PROPOSAL, WFA
Form 301 Revised, and supplemental information and recommendations of
the State Statistical Coordinator in duplicate shall he forwarded
directly to the Coordinating Committee in Washington. The Coordinating
Committee is responsible for final determination of whether or not a
project should he classified as "Statistical, Survey and Research,"
Projects so classified are reviewed "by the Coordinating Committee;
projects not so classified are subject to review by the non-construction
operating divisions concerned.
(Revised April 15, 1937)
11468
Chap. IX Sec. 3
Section 3. Division of "Education Projects - Special Procedures. -
Application's for projects under the jurisdiction of the Division of Edu¬
cation Projects shall he submitted in quadruplicate together with a. copy
of the PROJECT PROPOSAL, WPA Porn 301 Revised, to the Project Control
Division in Washington. A copy of the PROJECT APPLICATION and the
PROJECT PROPOSAL will he transmitted hy the Project Control Division to
the Federal Director of Education Projects who shall review and recommend
approval or disapproval of all education project applications. Special
rules affecting the approval of Education Projects are contained in the
Guide to Fro.iect Eligibility, WPA Circular No. 8.
For information on the organization, administration, supervision
and activities eligible for inclusion under the Education Program see
Operating Procedure No. ¥-9.
(Revised April 15, 1937)
11468
Chap. IX Sees. 4-6
Section 4. Division of Recreation Projects - Special Procedures
The Federal Director of Recreation Projects shall review all PROJECT
APPLICATIONS submitted for approval which fall under the jurisdiction
of the Division of Recreation Projects. Special regulations will be
found in the Guide to Project Eligibility, WPA Circular No. 8.
Section 5. Division of Women's and Professional Pro.iects - Special
Procedures for Non-Federal Pro.iects All applications for non- const ruc¬
tion projects (non-Federal) submitted for approval, except those subject
to the jurisdiction of the Division of Education Projects, the Division
of Recreation Projects and the Coordinating Committee, will be reviewed
by the Federal Division of Women's and Professional Projects. Special
regulations governing the eligibility cf such projects will be found in
the C-uide to Project Eligibility, WFA Circular No. 8.
Section 6. Division of Women's and Professional Pro.iects - Nation¬
wide WPA Sponsored Federal Pro.iects Nos. 1 through 6 These projects ad¬
ministered by the Division of Women's and Professional Projects, are of
two types: (a) projects without a Federal Cooperating Sponsor - WPA
Sponsored Federal Project No. 1., and (b) projects with a Federal Coop¬
erating Sponsor - WPA Sponsored Federal Projects Nos. 2 through 6.
A. General Regulations The foil'wing general regulations
apply to both types of nation-wide projects as de¬
fined above. State employment limitations are estab¬
lished by the Federal Works Progress Administration
through the Division of Women's and Professional Proj¬
ects. Funds for the portion of the project to be con¬
ducted within the state are authorized on recommendations
(Revised April 15, 1937)
11468
Chap. IX Sec. 6 (Cont'd)
of the Assistant Administrator in charge of the Di¬
vision of Women's and Professional Frojeets. Proj¬
ect units may "be discontinued at any time for tech¬
nical inadequacy "by the Federal Director concerned,
and for administrative reasons oy the State Adminis¬
trator, with the approval cf the Assistant Adminis¬
trator in charge of the Division of Women's and Pro¬
fessional Projects. State Directors and supervisors
of these projects are responsible to the Federal Di¬
rector concerned, directly or through Regional Di¬
rectors, for the technical quality of the projects,
and responsible to the State Director of Women's and
Professional Projects for the observance of adminis¬
trative requirements.
Special Procedures Special procedures for WPA Sponsored
Federal Project No. 1 will be found in Operating- Pro¬
cedures Nos. W-l and W-7. These regulations cover the
following: definition and use of coordinating project
units; project unit approval procedure; selection,
authorization, function and payment of audition and
classification boards; nation-wide project organisation
and appointments; and operating instructions.
Special procedures for WPA Sponsored Federal Projects
Nos. 2 through 6 will be found m Operating Procedures
Nos. W-2 to W-7 inclusive. These regulations cover the
following: nation-wide project organization and super¬
vision; appointments; project unit approval procedure;
and operating instructions.
C. Special Features of Employment Procedure Employment regu¬
lations for Nation-Wide WPA Sponsored Federal Projects
Nos. 1 through 6 are in accordance with established em¬
ployment procedure as set forth in Part III of this
Handbook. The employment requirements set forth in chan¬
ter XIV shall be applied to the total number of persons
employed on ea.ch of these projects in the state, not to
individual project units. The non-certified personnel
of coordinating project units may exceed the limitation
provided the total personnel employed on all the various
project units including the coordinating project unit
does not exceed the prescribed limitation upon the em¬
ployment of non-certified personnel. For further infor¬
mation see Operating Procedure No. W-l.
D. Special Features of 'Finance Procedures Finance regulations
for WPA Sponsored Federal Projects Nos. 1 through 6 a.re
in accordance with established finance procedures as set
forth in Part IV of this Handbook and in related operating
procedures. Regulations governing timekeeping procedure
(Revised April 15, 1937)
11468
Chap. IX Sec. 6 (Cont'd)
are set forth in Operating Procedure No. F-3. Regula¬
tions governing Business Manager - Ag^nt Cashiers em¬
ployed on WPA Sponsored Federal Project No. 1 are set
forth in Operating Procedure No. F-45.
(Re/ised April 15, 1937)
11468 Chap. X. Sea. 1-8
CHAPTER X
SELECTION AND PROSECUTION OF PROJECTS
Section 1. Priority of Projects of Federal Agencies In the as¬
signment of certified labor to projects, priority shall be given to
projects administered by Federal agencies other than the Works Pro¬
gress Administration. Highest priority shall be accorded Non-Federal
projects administered by the Federal Emergency Administration of Pub¬
lic Works.
Section 2. Selecting Projects in Cooperation with Sponsors The
selection of projects for prosecution should be made in cooperation
with sponsors, taking into consideration the availability of qualified
workers, the Federal man-month cost, the desires of the public, and
the social benefit and economic usefulness of the projects available.
WPA district offices, should have available a sufficient number of ap¬
proved projects at all times from which there can be selected for
operation those projects which will provide the prouer tyoe of employ¬
ment for workers who cannot be assigned to projects already in oper¬
ation.
(Revised April 15, 1957)
11468
Ch;.p. X. Sec. 3
Section 3. Programming Operations in Localities Projects should
not he started unless there is reasonable assurance of their eomple+ion,
taking into consideration the funds and labor available and the time
allotted for operation. This requirement is not intended to prevent
the starting of useful economic units or portions of projects, provided
such units can be completed without loss of value when the entire proj¬
ect might not be completed under the Works Program. Material purchases
and equipment rentals must be planned so that projects will not be
delayed for lack of materials or eouipment, but surpluses of materials
and unneeded rental contracts must not accumulate. As projects a.re com¬
pleted or as their labor requirements diminish, additional projects should
be started or others in operation should be expanded to absorb any surplus
labor. Within the employment quotas that ma.y be allotted, to the states
from time to time, careful scheduling or programming is essential to the
employment of eligible workers at suitable occupations. As indicated in
chanter VI, section 9. monthly budgeting of funds with subsequent allot¬
ments to districts and sub-allotments to projects necessitates control
over operations to bring them in line with financial arrangements. In
this connection, the operating divisions shall assist the Division of
Finance and Statistics in the preparation of monthly reports and estimates
pertaining to projects and their requirements.
(Revised April 15, 1937)
11463
Chap. X. Sec. 4
Section 4. Cons :ligation of Pr ojects.—Project proposals and. project
applications should he prepared in a manner to avoid requests for consoli¬
dation of approved official projects. Sponsors sho^Hd he instructed to
prepa.re oroject proposals accordingly. However, where it can "be clearly
denonstrated that operating economy and increased efficiency would result
from the consolidation of projects, requests for such consolidation may
he submitted to the V7PA Project Control Division. In such instances, a
comprehensive statement outlining the operating difficulties and the
extra expense attending operation as separate projects together with a.
superseding project application through which the consolidation would
be effected shall accompany the request for consolidation.
The approval of a superseding project application to effect the consol¬
idation will be governed by the following requirements:
1. The projects to be included in a consolidation must
involve a common type of work.
2. The Projects must have a common sponsor.
3. The projects must be closely ulliel as to location, or
contemplate operation of all projects of the type
within a given locality.
4. A saving in operating expense and increased operating
efficiency should be clearly demonstrable.
The arrangements of details with the sponsors in connection with
superseding projects to effect consolidations is left to the discretion
and judgment of District Directors. The willingness and cooperation of
sr-onsors in such arrangements are prerequisites to their execution.
(Revised April 15, 1937)
11468 Chap. X. Sees. 5-7
Section 5. Allotment of Funds for Project Operations.—More detailed
information regarding the procedure in connection with fund allotments
will be found in chanter XXII. In brief, the procedure is as fellows:
By means of the ADVICE IN CEAHGS IN ALLOTMENT, Treasury Form A-3a, monthly
allotments of funds classified by appropriation limitation are made to each
district by the State Administrator. . When an approved project, (either Of¬
ficial or Administration) which has received Presidential approval, or an
integral part thereof, is selected for operation, authority for its prose¬
cution is requested by the District Director on the STATEMENT OF PROJECT
ESTIMATE DETAIL, WPA Form 701 Revised. The project shall not be started
until the approved copy of WPA Form 701 Revised has been received from
the State Administrator.
Section 6. Numbering of Projects.—-Numbers identifying projects are
required, on financial documents affecting the projects such as the docu¬
ments described in section 5 above, as well as on purchase requisitions,
pay rolls and vouchers. These numbers are (a) Official Project Number,
or Administration Project Number, (b) Work Project Number, and (c) Type
of Work Symbol.
Section 7. Eligibility of Projbct Site Before actual operations
on projects are undertaken, the district office of the Works Progress
Administration shall determine that necessary negotiations have been
completed regarding the site of the project. Agreements shall have
been secured for any necessary right-of-way and easements; options
shall have been taken up by sponsors; and necessary legal documents
shall have been filed.
(Revised April 15, 1957)
11468
C hap.X Sec. 8
Section 8. Compliance with Local Orlinances end Regulations Be¬
fore starting a project the district office of the Works Progress Adminis¬
tration shall determine that all local regulations concerning licenses,
permits, inspection fees, etc., have "been compiled with the sponsor.
Project supervisors shall determine that the sponsor has complied with
the provision of state and local regulations and ordinances applying to
the project, such as use of Barricades, sidewalk protection, storing of
materials on streets, placing of warning signals or lanterns, etc.
Foremen shall he instructed hy supervisors in regard to these matters.
(Revised April 15, 1937)
11468
Chap, X Sec. 9
Section 9. Responsibility and Authority of Sponsors As indicated
in chapter VI, section 10. the sponsor is responsible for the adequacy
of plans, designs, and specifications and for the accuracy of engineer¬
ing calculations in connection with the construction work described in.
the Project Applications which are submitted for approval. The respon¬
sibility of sponsors for the completed structure requires that they have
a corresponding measure of authority in the execution of the work.
However,, the authority of sponsors should not be exorcised in such
a manner as to cause conflicts with the regulations of the Works Pro¬
gress Administration, as for example, in the determination of schedule
of working hours, procurements methods, and reporting procedure* Al¬
though sponsors are not directly in control of the labor finished by
the Works Progress Administration, consideration shall be given to their
recommendations in the assigning, of supervisors, foremen and labor*
Complaints by sponsors relating to personnel, project operations or
materials shall be carefully considered by the Works Progress Adminis¬
tration, The desires of the sponsor should be given due weight in
matters pertaining to planning of work, sequence of operations, methods
to be employed, and the interpretation of plans and specifications.
Every effort shall be made to conduct the. work in an efficient manner
and under cordial relations.
Sponsors shall furnish labor, materials, equipment, and other facil¬
ities and services necessary for project operation to the maximum extent
A" compatible with their financial abilities ana the project requirements.
Sponsors are responsible for the furnishing of such items as are pledged
in the PROJECT PROPOSAL at the rate which is necessary to permit the work
to progress satisfactorily.
(Revised April 15, 1937)
11468
Chap. X. Sec. 10
Section 10. Supervision The Works Progress Administration is
responsible for the efficient and economical conduct of WPA projects.
Efficient operation ana 50od results depend in large measure upon
efficient management and supervision. Th<5 assignment of sufficient
numbers of competent supervisory personnel is essential to efficient
project operation. Project operations should be managed by supervisors
and foremen "-'ho have had ample training and experience in the kind of
\vork to be undertaken.
When sponsors can furnish the detailed supervision required in uroj-
ec-t operations, full advantage should be taken of their willingness to
do so. In such event, sponsors' ropr sentativos shall be required to
furnish reports and comply with other procedures of the Works Progress
Administration in the same manner as would bo required of WPA supervisory
personnel. When adequate supervision is furnished by the sponsor, there
shall be no duplication in supervision furnished by the Works Progress
Administration. When only advisory service is furnished by the sponsor
in the supervision of a project, contacts of the sponsor's representatives
should be made with the WPA supervisory personnel and not with the workers.
When paid from federal funds, supervisory personnel shall be obtained
a.s far as practicable from persons certified as eligible for relief. Non-
certified persons may be assigned as sup-rvisory personnel only when qual¬
ified persons certified as in need are not available for such assignment.
(Revised April 1.5, 1937)
11468
Chap. X Sacs. 11-13
Section 11. Securing Workers All WPA workers shall to requested
through the use of REQUISITION FOR WORKERS, W?A Form 401 Revised. The
requisition is prepared by the foreman or supervisor of a project and
forwarded to the District Division of Employment sufficiently in ad«
vance of the time when the workers are needed to permit the requisition
to be filled without delaying work on the project. (See chapter .XXV for
details of assignment procedure.)
Section 13. Work Schedule and Analysis of Labor, TO? A Form 303 When
an approved project is being considered for operation, the District Office
may request the sponsor to prepare and submit the WORK SCHEDULE AMD
ANALYSIS OF LABOR, WPA Form 003# The District Division of Employment
should cooperate with the sponsor in its preparation. The data supplied
on WPA Form 303 arc necessary in scheduling operations, in the assignment
of labor, and in coordinating all labor requirements of projects in a
given locality. The preparation of this form is left to the discretion of
the District Director.
(Revised April 15, 193?)
11468
Chap. X Cec. 13
Section 13. Safety Procedure 3af* working conditions shell he main¬
tained on all work rroj^cds and ^vpry effort shall bn mac.e to prevent
accidents. The responsibility for the execution of safety measures and
the prevention of accidents on projects is in each case that of the oper¬
ating division having jurisdiction ever the project. The Safety Section
of the Division of Operations shall be responsible for inspecting all
projects in operation at such intervals as may be necessary to insure
safe working conditions, and for reporting conditions which might result
in accidents or injuries to workers.
The State Safety Consultant shall be notified in advance cf all build¬
ings to be occupied- by the Works Progress Administration and of all projects
to be placed in operation. All such buildings shall be inspected at least
monthly by the State Safety Consultant, or his representative, for fire,
accident and health hazards.
Courses in first add sha.ll be arranged, and the services of persons
certified as competent to administer first aid shall be available to fill
workers. Standard first-add kits shall be maintained on all projects, and
approved safety appliances and equipment shall be provided and used when¬
ever necessary to protect workers.
The functions of the members of the safety organization shall be
purely advisory except in ca.se of an emergency (construed to be a con¬
dition which, if allowed to continue, would be dangerous to life or limb,
either of the public or of project employees), when in the absence of the
project supervisor or upon the letter's refusal to follow recommenda.tions
they are required to stop the project until it is made safe.
Information pertaining to state safety organizations is contained in
Operating Procedure No. 0-12
(Revised April 15, 1037)
11463 Chap. X Sees. 14-15
Section 14. Provision of Supplies, Materials. Equipment, etc., for
Safe Operation.—Provision shall he made in every PROJECT PROPOSAL, WPA
Form 301 Revised, for necessary funds to cover the costs of first aid,
sanitation and safety supplies, materials, appliances, equipment and trans¬
portation required for safe operation. Project proposals should he review¬
ed "by the State Safety Consultant, or his authorized representative, to de¬
termine whether satisfactory provision has been made for these items.
Section 15. Safety Bulletins and Instructions.—Safety Bulletins
covering safety procedure cn work projects are issued by the Safety Sec¬
tion of the Engineering Division, Works Progress Administration, Washing¬
ton, D. C. Safety provisions of these bulletins shall be followed, where
applicable, in the operation of all projects.
There shall be constantly available on every project in operation (a)
a suitable supply of FOREMAN'S ACCIDENT REPORTS, WPA Form 351; (b) instruc¬
tions relating to the preparation and disposition of reports; (c) copies of
safety bulletins applicable to the type of work embraced, in the project;
and (d) any instructions issued by the District Director pertaining to
safety procedure.
(Revised April 15, 1937)
11463 Chap. X Sees. 16-17
Section 16. Accident Reports and Records Every fatality or serious
accident on any if3A project shall "be reported immediately to the State
Safety Consultant who shall forward without delay a, detailed report "by
air-nail to the Director of Safety at Washington.
Every accident occurring on a WPA project, or involving WPA workers
during working hours, shall he reported on the FOREMAN'S ACCIDENT REPORT,
WPA Form 351, whether or not anyone was injured and regardless of the
nature or severity of the injuries sustained. Such reports are furnished
"by Project Supervisors to the District Safety Inspector who prepares there¬
from the SEMIMONTHLY INJURY SUMMARY, WPA Form 350 Revised, which is for¬
warded by him with two transcribed copies of WPA Form 351 to the State
Safety Consultant. The State Safety Consultant shall submit to the Di¬
rector of Safety at Washington, within ten days after the expiration of
the period reported, a report on SEMIMONTHLY INJURY SUMMARY, WPA Form
350 Revised, for the state, and copies of WPA Form 351 covering all lost-
time injuries. For further details of procedure in reporting accidents
see Operating Procedure No. 0-13.
Section 17. Cooperation vrith State and District Compensation Offices
Close cooperation shall be maintained between the Safety Sections of the
State and District Divisions of Operation and the State and District WPA
Compensation Officers. Arrangements should be made for the safety staff
to review periodically each individual injury report on file in the compen¬
sation office. If the injury summaries from the field differ from the
compensation record the discrepancy should be checked on the project im¬
mediately, and accounted for or corrected.
(Revised April 15, 1937)
11468 Chap. X Sac. 18
Section 18. Errno 1 oyallTJ,ty o* Workers Supervisory and safety
personnel must erercise every precaution to see that only employ¬
able persons are put to work. In the event physical or mental im¬
pairment exists that viould not permit an assigned worker to continue
without endangering himself or his fellow workers, the worker should
te referred "back to the Division of Employment.
(Revised April 15, 1937)
11468
Chap. X Sec. 19
Section 19. Securing Tools, Materials, Equipment, etc.—The need
for tools, materials, equipment, etc., shnll ho anticipated in order to
eliminate delays in project o.'orations. Sponsors shall "be notified and
requisitions prepared and forwarded in ample time to permit deliveries
when required.
These items are secured as follows:
1. Furnished by sponsors.
2. By requisitions on Tu?A inventory.
3. Through rental.
4. By purchase.
Those items which are not furnished by sponsors will be secured on
requisitions originated by project foremen or supervisors, as follows:
1. Tools ar.d minor equipment—items available from WPA
stock should be requisitioned on REQUISITION ON
TOOL AND EQUIPMENT INVENTORY, WPA Form 713. Bal¬
ances needed will be requisitioned on REQUISITIONS
FOR PURCHASE, Treasury Form A-6,
2. Materials, equipment, supplies, etc., will be secured
either through transfer of surpluses from other proj¬
ects or by requisition for purchase or rental, using
Treasury Form A-6. Transfer of surpluses from other
projects shall be effected in accordance with pro¬
cedure explained in chanter XX, sections 14 and 15.
(Revised April 15, 1937)
11468
Chap. X Sec. 19 (Cont'd)
In preparing requisitions care must be exercised to give complete,
clear, and accurate specifications and furnish additional information
where neressarv, as for example, place and date for delivery, submis¬
sion of samples, and necessity for special tests or inspection. Com¬
petitive materials of American manufacture are in all cases preferable.
Sponsors should be informed that proprietary or non-competitive mater¬
ials, to be purchased with Federal funds, may tie obtained only when
ample .justification for their use has been proved by the sponsor. Re¬
quisitions should be prepared and forwarded in time to permit delivery
as required. Special operating procedures will be issued from time to
time with instructions governing the orocurement of certain types of
materials and equipment or detailed specifica.tions applying to them.
(Revised April 15, 1937)
11468
Chap. X Sec. 20
Section 2J. Inspection of Materials. Equipment, etc.. Secured Through
Procurement Division The inspection and testing of commodities purchased
for 7/PA projects is a function of the operating divisions. When the Mis¬
chance of tnis function justifies, an inspection unit may be set up,
manned with qualified personnel, for checking the conformance with specifi¬
cations of all materials,■equipment, etc., rented or purchased for projects.
The inspection unit may make any tests that can be carried out conveniently
at the site of the project or employees thereof may be detailed to super¬
vise or perform tests at laboratories made available by sponsors. The
establishment of extensive laboratory facilities from WPA funds will not
be permitted. When physical or chemical tests are required that cannot be
carried out by the inspection unit, they may be performed by other Federal
agencies or by commercial testing laboratories as explained in Operating
Procedure Ho. 0-7. All material inspections by commercial agencies shall
be accompanied by certificates of inspection indicating the conformance of
materials with specification requirements. In addition to such certifi¬
cates of inspection, where required, and not in lieu thereof, result of
all inspections shall be reported on the RECEIVING AND INSPECTION REPORT,
Treasury Form A-S. The executing of Treasury Form A-8 and its forwarding
to the Procurement. Office are immediate responsibilities of the operating
division. For instructions relative to preparation of Treasury Form A-8,
see chapter XX, section 10.
(Revised April 15, 195?)
11468
Chan. X Sees. 21-22
Section 21. Insnection of Materials Contributed by Sponsors. The
Works Progress Administration is net obligated to furnish inspection
service for materials contributed by the sponsor, except to determine
their fitness for the work and conformance with statements in the PROJECT
PROPOSAL, WPA Form 301 Revised. Should the quality of contributed mater¬
ials be questioned, the project superintendent may request, through the
District Director, that the sponsor furnish a certificate of inspection
or other suitable evidence of satisfactory quality before accepting the
materials in question.
Section 22. Reports on Materials and Sponsor's Pledges. Certain
other reports originating or approved in the operating divisions and
required by other divisions or agencies are as follows:
1. WEEKLY REPORT OF MATERIALS RECEIVED, USED, AND ON
HAND, WPA Form 720--Approved by project super¬
intendent .
2. CERTIFICATION OF SPONSOR'S CONTRIBUTIONS (Other
Than Pay Roll), WPA Form 710—Certified by proj¬
ect superintendent and aprroved by project super¬
visor.
3. CERTIFICATION OF SPONSOR'S CONTRIBUTION (Pay Roll
Only), WPA Form 710a—Certified by sponsor, ap¬
proved by project superintendent and supervisor.
4. REPORT ON LIQUIDATION OF SPONSOR'S PLEDGES, WPA
Form 71Cb--Prepared by Finance Division, chocked
signed by project supervisor and sent with forms
710 and 710a to sponsor for verification.
(Revised April 15, 1937)
11468
Chap, X Sec. 23
Section 23. Use of Equipment Belonging to State or Local Govern¬
mental Agencies.—When equipment is loaned, for use on a project as an
item furnished, "by the sponsor, rental cannot "be paid for it "by the
Works Progress Administration. However, it is permissible for the
Works Progress Administration to furnish fuels, lubricants, and sup¬
plies required in the use of such equipment. The Works Progress Ad¬
ministration may make repairs necessary for its continued use, or have
such repairs made through procurement procedure. The cost of any mater¬
ials, repairs, etc. so required, shall be charged to the project. The
equipment should be returned to the sponsor at the termination of its
use in approximately the same condition as received, ordinary wear and
tear excepted.
Rental of equipment from state or local governmental agencies is
permissible only if procured through the Procurement Division and if
the equipment so rented will not be used on projects sponsored by the
renting agency.
(Revised April 15, 1937)
11468
Chop. X Sees. X1-26
Section P.4. Use, Ore, end Disposition of WPA Materials. Tools, end
Ivtinor Equipment Tools and minor equipment owned "by the Works Progress Ad¬
ministration end no longer needed on a project will "be returned to designat¬
ed central varohox-ses or transferred to other projects. REPORT 0? TOOLS
AIID EQUIPMENT RETURNED TO INVENTORY, WPA Form 714, will accompany such re¬
turns or transfers. A report on REPORT OF MISSING TOOLS AND EQUIPMENT, WPA
Form 715, will be made covering all canes of the loss of such items.
Materials, equipment, and tools delivered to projects shall be oro-
tected from the weather, and safeguarded against loss.
Section, 25. Official Insignia on Work Projects Standard WPA signs
have been designed for use on WPA projects. They shall be erected or
placed in proper places on all projects. Permanent project marking de¬
vices should be placed in accordance with instructions in Operating Pro¬
cedure No. 0-6.
Section 26. Work Gamps When transportation difficulties or other
special conditions justify them, work camps may be established for hous¬
ing and boarding workers engaged on WPA projects. In such cases the
earnings of project workers and the charges for lodgings, food and other
expenses shall be established as set forth in Administrative Order No. 55.
The supervision of work camps is a function of the Division of Operations
unless special conditions make it advisable in certain cases for other di¬
visions to supervise such camps.
(Revised April 15, 1937)
11468
Chap. X Sees. 27-29
Section 27. Inspection and Reporting, Project Operation.—Upon the
commencement of operations on a project, NOTICE OE WPA PROJECT OPERATION,
WPA Form 310, is prepared by the Division of Finance and Statistics, but
information for the date "work began on" is supplied by the operating
division.
Projects require continual supervision and periodic inspection. Re¬
ports of inspection and of the progress of projects are of great impor¬
tance to district and state offices. No particular forms for these re¬
ports are prescribed, but uniformity within a state is desirable.
Section 28. Suspension of Work on Projects.— The planning and
scheduling of project operations should be carried out so that temporary
suspension of work is kept at a minimum. Weather conditions or the lack of
suitable plans, labor, materials, or equipment may justify such suspension.
Section 29. Not ice_ of Temporary Suspension of Work. —Pro ject workers
shall be notified as promptly as possible when operations on a project are
to be suspended temporarily in order that they need not make unnecessary
trips between their homes and their work.
(Revised April 15, 1937)
11468 Chap. X Sees. 30-31
Section 30, Abandonment cr Discontinuance cf Projects. The complete
abandonment of a r-roject may he justified under circumstances, such as (a)
the desire of the sponsor; (h) lack of sponsor's cooperation; (c) the sub¬
stitution cf other projects of greater social and economic value; (d) 'un¬
satisfactory urogress on the project; (e) permanent loss of labor due to
transfer to private industry; (f) impracticability of the work undertaken;
and (g) lack of sufficient labor of necessary skills and occupations, etc.
When projects are permanently discontinued, every precaution should be
taken to prevent financial loss to the sponsors or detriment to the com¬
pleted work and to protect the public from insanitary or unsafe conditions.
The transfer of labor, surplus materials, and equipment to other projects
may be necessary. A REPORT OF COMPLETED OR DISCONTINUED PROJECTS, WPA
Form 708, is required of the Division of Finance and Statistics for each-
discontinued project and the district operating division should furnish
promptly the data for the physical completion statement on that report.
Section 31. Completed Projects. Upon completion of a project the
district operating division should supply promptly to the Division of
Finance and Statistics the information on physical completion required
on UFA Form 708. Arrangement will be made for the transfer of labor to
ether projects, if it is so desired, and for the clearance cf tools and
surplus materials. Sponsors shall be entitled to recover all contributed
materials, supplies, equipment, etc. which are left over on completion of
projects. Surplus WPA materials, tools, and equipment shall be transfer¬
red, disposed of, or otherwise cleared in accordance with procedures
shown in chanter XX, sections 13 and 14.
(Revised April 15, 1937)
11468
Chap. X Sees. 32-14
Section 32. Cooperation with Division of Employment.—Specifically,
the operating divisions will cooperate with the Division of Employment
in the scheduling of projects and in matters relating to hours of work,
exemptions, labor classification, reclassification, assignments, re-
assignments, and separations.
Section 33. Cooperation with Division of Finance and Statistics.'—
The operating divisions will cooperate with the Division of Finance
and Statistics in:
1. Maintaining inventories of tools, materials, and equipment.
2. Reporting accidents resulting in the payment of compensation
injured workers.
3. Reporting details regarding claims for damages to private
property.
4. Reporting details regarding sponsor's pledges.
Section 34. Cooperation with Other Operating Divisions.—The Division
of Operations will cooperate with the Division of Women's and Professional
Projects, Division of Education Projects, and Division of Recreation Proj¬
ects in:
1. Matters pertaining to safety.
2. Technical services as required.
(Revised April 15, 1937)
11468 Chap. X Sec. 35
Section 35. Liaiscr. with Cther Federal Departments and Agencies.
In matters pertaining to specifications, deliveries, and communications
relating to materials, equipment, etc., and other transactions of an
operating nature, responsibility for maintaining liaison with Treasury
Procurement Offices rests with the Division of Operations. The Division
of Operations should see that project supervisors receive promptly from
Procurement Officers conies of invitations to bidders and purchase orders
for materials, equipment, etc., which they have requisitioned.
In the prosecution of projects, liaison is maintained with other Fed¬
eral agencies wherever technical consulting services and supervision have
been prescribed for special types of construction projects. Such services
and supervision are available from the TJ'ar Department, Corps of Engineers,
Department of Commerce, Pureau of Air Commerce; and Treasury Department,
Bureau of Public Health Service. Additional liaison will be maintained
by the Division of Ooerations fcr securing technical services of an ad¬
visory nature, even where such services concern projects which will not
be supervised by the Federal agency furnishing the technical services.
Examples are; Corps cf Engineers, the War Department, in furnishing
advice and service relating to design of projects on rivers and streams,
and also in connection with furnishing inspection service for material
and equipment purchased for W?A projects; 5avy Department, material in¬
spection; the Bureau cf Public Roads, Department of Agriculture, with
respect to the design and construction of streets, roads and highways;
and the Bureau of Standards, Department of Commerce, in the testing of
material purchased for WPA projects.
(Revised April 15, 1937)
11468
PaF.T III
EMPL0Y13NT
11468 Ghap. XI, Sec. 1
CHAPTER XI
FUNCTIONS AND RESPONSIBILITIES OF THE DIVISION OF EMPLOYMENT
Section 1. Specific Responsibilities.--The Division of Employment
is responsible for supplying eligible persons for employment on Works
Program projects, insofar as possible at occupations for which they
arc fitted by previous training or experience. Specifically, this di¬
vision is responsible for the following:
A. Intake ana certification of eligible workers
P. Selection, assignment, reassignment, classification, re¬
classification and termination of employment of certi¬
fied persons.
C. The completion of assignment and reassignment and termin¬
ation of employment of all non-certified persons re¬
ferred by the employment offices designated by the United
States Employment Service to projects which are financed
in whole or in part from funds appropriated by the Emer¬
gency Relief Appropriation Act of 1936.
D. Liaison insofar as employment problems are concerned be¬
tween the Works Progress Administration and the follow¬
ing agencies: (l) employment offices designated by the
United States Employment Service; (2) public relief a-
gencies; and (3) other Federal agencies.
E. Complaints and adustments concerning the welfare of
workers.
F. Labor relations.
G. Participation in job and foremanship training.
H. Information regarding relief needs of a state, insofar as
they relate to Works Program employment.
I. Maintaining records adequate to assure the -proper execution
of the specific functions of the Division.
(Revised April 15, 1937)
11468 Chap. XI Sec. 1'
Section 2. Cooperating' Relations.--In matters relating to hours
work, exemptions, labor classification, assignment and reassignment,
separations, safety, planning of small projects adjusted to special
needs and groups, and scheduling project initiation for available
labor supply, this division shall cooperate with the operating divi¬
sions. In matters pertaining to payment of wages and injury compensa¬
tion to workers, this division shall cooperate with the Divsision of
Finance and Statistics.
(Revised April 15, 1937)
11468
Chap. Xll Sec. 1
CHAPTER XII
INTAKE, CERTIFICATION ANT) REGISTRATION
Section 1. Definition cf Eligibility for Employment.--To "be
eligible for assignment to work projects which are financed in whole
or in part from funds allocated "by the Emergency Relief Appropriation
Acts of 1935 and 1936, persons, except as qualified "below, must have
beon certified as in need of relief by a public relief agency aporoved
by the Works Progress Administration. The Regional Field Representative,
through the Regional Social Workers, must approve the intake policy and
procedure for each State Works Progress Administration,
Eligibility requirements are qualified by the following conditions:
A. No person under the age of 18 years, and no one whose age or
physical condition is such as to make his employment danger¬
ous to his health or safety, or to the health cr safety of
others, may be employed on a work project. This paragraph
shall not be construed to operate against the employment of
physically handicapped persons otherwise employable, where
such persons may be safely assigned to work which they can
ably perform. The National Youth Administration is excepted
from the ago provisions of this paragraph with respect to
the student aid program.
B. No person currently serving sentence to a penal or correctional
institution shall be employed on any work project. This shall
not be interpreted to include persons on probation or parole.
C. Only one member of a family group may be employed on work proj¬
ects as defined in Administrative Order No. 54, except as pro¬
vided in Administrative Order No. 46 applicable to the Nation¬
al Youth Administration and as may be provided by subsequent
Administrative Orders. This provision shall net be construed
to interfere with the enrollment of a member of the family!in
the Civilian Conservation Corps.
D. The State Works Progress Administrators shall not knowingly per¬
mit the employment on work projects cf aliens illegally with¬
in the limits of the continental United States and shall make
every reasonable effort consistent with prompt employment cf
the destitute unemployed to see that such aliens are not em¬
ployed, and that if employed and their status as such aliens
is disclosed they shall thereupon be discharged.
(Revised April 15, 1937)
11463
Chap. XII. Sec. 1 (Cont'd)
The fact that a person is entitled to or has received either
adjusted-service bonds or a Treasury check in payment of an
adjusted-compensation certificate shall not be consider¬
ed in determining actual need of such employment, Public
relief agencies approved by the Works Progress Administra¬
tion to certify as to need shall be informed of this pro¬
vision by the State Works Progress Administrator.
(Revised April 15, 1937)
11468
Chap. XII Seas. 2-3
Section 2. CERTIFICATION CF ELIGIBILITY, WPA Form 600.--By the use
of this form, or a si.nilar form approved by the Regional Field Representa¬
tive for certifying need, the public relief agency supplies to the District
Division of Employment the required information on persons certified as in
need of relief and considered eligible for employment. In making the
certification, the public relief agency shall indicate the usual wage
earner of the case.
Social workers in the District Division of Employment shall determine
the person having priority for work and any subsequent changes in priority
ranking. In case the first priority, for one reason or another, is not
found adaptable to works program employment, due consideration should be
given other priorities in the family before the eligibility of the entire
case is cancelled. WPA Form 600 should contain, wherever possible, names
of second and subsequent priorities in each. case.
A copy of WPA Form 60B for each case accepted as eligible for employ¬
ment shall be forwarded by the District Division of Employment to the
employment office designated by the United States Employment Service.
Section 3. NOTICE CF CASE CHANGE, WPA Form 501.—By the use of this
form the public relief agency shall supply the District Division of Em¬
ployment with subsequent information concerning the status of persons
within the case. Such information will have been acquired by the public
relief agency subsequent to the issuance of WPA Form 600.
(Revised April 13, 1°37)
11468
Chap. XII. Sec. 4
Section 4. CANCELLATION 0? CERTIFICATION, WPA Form 6C2.—By the use
of this form the certification of eligibility of a case may be cancelled.
Cancellations of certification may be made by either the WPA Division
of Employment or the public relief agency. If the WPA Division of Employ¬
ment cancels the certification of eligibility of a case, the public relief
agency shall be notified immediately of the cancellation, and vice versa.
The cancelling agency shall also issue a notice of the cancellation to
the employment office designated by the United States Employment Service.
It is the responsibility of the Division of Employment to work out
informal arrangements with public relief agencies whereby the Division
of Employment may be able to secure all available information which will
help them in determining the size of the employable load, which will
probably be eligible for employment on the Works Program in each district
and in the state.
In states and districts where the Division of Employment asks the
public relief agency to certify only those oersons who can be currently
assigned to the Works Program, it is particularly important that WPA of¬
fices know at all times the approximate size of the potential eligible
1 oad.
(Revised April 15, 1337)
11.469
Chap. XII. Sees. 5-6
Section 5. S-ecial Provisions
A. The t'jrm "wortasr" as used in this section ffca.ll mean 'the
entire relief case including other employable members
of the family .roup, exeunt as provided for enrollment
in thi Civilian Conscr*ration Corps. If a worker has
not "bean assigned or has not reported for initial assign¬
ment 30 lays after certification, the District Division
of Employment may notify the public relief agency and the
employment office designated "by the United States Employ¬
ment Service that the worker is no longer eligible for
employment.
B. If, after a worker has once been assigned, he leaves a job
or fails to report for any reason and is absent 30 days,
or at any time is considered ineligible for continued em¬
ployment on the Works Program, the District Division of
Employment may notify the public relief agency and the
employment office designated by the United States Employ¬
ment Service that the worker is no longer eligible for
employment,
C. The provisions of paragraphs A and B above shall not be con¬
strued as prohibiting the public relief agency from again
referring such cases for employment in accordance with
section 2 of this chapter.
Section 6, Liaison with Public Relief Agencies.—Liaison maintained
by the Works Progress Administration with public relief agencies in all
matters pertaining to eligibility and certification shall be the re¬
sponsibility of social workers in the Division of Employment.
(iuvisei April 15, 1937)
11468 Chap. XII. Sec. 7
Section 7. Registration.—All workers are required to maintain active
registration with employment offices designated h.y the United States Em¬
ployment Service. Where a worker has registered with the U.S.3.S., the
U.S.U.S. identification number must be placed on the CERTIFICATION OF
ELIGIBILITY, WPA Form 600, or a similar approved from, by the public re¬
lief agency.
When an identification number has been assigned to a worker, that
number is retained by the worker regardless of occupational reclassifica¬
tions or transfers between proj°cts or between Federal agencies. An ex¬
ception is made to this ruling only when the worker changes his county or
state residence, or has been assigned duplicate identification numbers
in error.
(Revised April 15, 1937)
11468 Chat). XIII Sec. 1
CHAPTER XIII
SELECTION, CLASSIFICATION AND RECLASSIFICATION
OF WORKERS
Section 1. Selection end. Occupational Classification of Workers.—
Selection of certified workers for assignment to all projects which are
financed in whole or in part from funds appropriated "by the Emergency
Relief Appropriation Act of 1936 shall he the duty of the Division of
Employment and insofar as possible workers shall he assigned to jobs
for which they ere best fitted because of their previous training and
experience. The regulations as prescribed in section 1 of chapter XII
shall be followed in determining those persons to be selected.
The District Division of Employment shall determine the proper occu¬
pational classification of all certified workers and shall keep a. current
occupational classification file of all certified workers for inventory
and assignment purposes. INDIVIDUAL OCCUPATIONAL CLASSIFICATION RECORD,
WPA Form 144-A, may be used for this purpose. (F.E.R.A. Form 144A may be
used until replaced.) Operating Procedure E-l entitled Allocation of
Occupations, is to be used as a. guide for determining the proper occupa¬
tional classification for all certified persons. This operating procedure
is also to be used as a guide to determine according to occupational
classifications the scheduled monthly earnings of certified and non-cer¬
tified workers on all projects.
(Revised April 15, 1-937)
Chap. XIII Sec. 2
S»ct i on 2. RECLASSIFICATION OF WORKERS, W?A Form 4Q4 Revised. —
This form shall be *ised in all cases where the type of work performed
warrants a change in the original assigned occupational title, whether
the change is made for work on WPA projects or projects of another
Federal agency. Five copies of the form are prepared and submitted to
the District Division of Employee it for approval. The action may origi¬
nate with a foreman or supervisor of a WPA project or another Federal
agency, but the change shall not be made effective until approved by
the WPA District Division of Employment. The Division of Employment
shall have the right to interview a worker before approving the re¬
classification on YiPA Form 404 Revised.
As reclassifications shall be made effective only with the prior
approval of the Division of Employment, they must be requested suf¬
ficiently in advance of the effective date thereof to allow time for
proper action by the District Division of Employment and the making
of any necessary adjustments by the District Division of Finance and
Statistics.
Declassifications within the pay -period are permissible only when
necessary for thr efficient operation of the project. Otherwise they
shall be made at the beginning of a pay roll period.
When WPA Form 404 Revised is used by the Works Progress Administra¬
tion to reclassify a non-certified person, a copy shall be forwarded to the
proper employment office designated by the United States Employment Service
After the reclassification has been approved, copy 1 of WPA Form 404
Revised is forwarded to the Pay Roll Unit, copy 2 retained in the files
of the Division of Employment, copy 3 forwarded to the project, copy 4
forwarded to the Area Statistical Office and copy 5 forwarded to the wcrke:
(Revised April 15, 193?)
11463
Chap. XIV Sec. 1—2
CHAPTER XIV
ASSIGNMENT IROCEDITlE
Section 1. Assignment Responsibility?s — E.R.A. Act of 1936. —
Persons certifier! as in need of relief Try the public relief agency shall
be employed upon projects to the fullest extent possible. Effective at
the beginning of pay roll periods on and after April 15, 1937, assign¬
ment of persons to projects operated on a force account basis shall be
made in accordance with the provisions of Administrative Order No. 54,
Except with the specific authorisation of the Federal Works Progress Ad¬
ministrator, it shall be the responsibility of the State Administrator
through the Division of Employment to control assignments to projects in
accordance with the following regulations:
A, At least ninety-five per cent (95fo) of the persons as¬
signed to a project at any time, and paid frcm proj¬
ect funds, shall be persons certified by the public
relief agency as in need of relief, and
B. At least ninety-five per cent (95'p) of the persons as¬
signed to a project at any time, and paid from proj¬
ect funds, shall be paid a monthly wage in accordance
with the established schedule of monthly earnings and
shall be paid an hourly rate of pay which shall be
not less than the occupational rate of pay prevailing
in the locality in which the work is performed.
Section 2. Application to Projects.—The control of assignments under
the provisions of section 1, items A and B above, shall normally bo ap¬
plicable to an official project. Ecr projects under the (f) and (g) clas¬
sifications of the Emergency Relief Appropriation Act of 1936, the control'
shall be applicable to each administration project under the official proj¬
ect, For official projects operating on a nation-wide basis the control
shall be applicable to that portion of the official project operating with¬
in the state.
(Revised April 15, 1937)
i 14 •'
"har . XIV. Sec. 3
Sccti ;n 2. Sgocig.it i ci. f ,r Workers ■ --RXQUISITIOIT VCR 7TCREERS , V/?A
Rrn ill E.evis_i. shall he submitted b y the designated re qui sitioning
officer cf the operating agency or department having supervision of the
project tc the appropriate WFA District Eivision of Employment. Copies
1 ar. 1 2 shall he for-'arl^d to the Eistrict Division cf Employment and
cony f -hall he retained in the files of the requisitioning officer.
When it is found necessary to assign non-certified persons to HSPA proj¬
ects or projects of other Federal agencies in accordance with the pro¬
cedure cu+lined in section 4 of this chanter, the District Division cf
Employment si-all note the number of such persons to he referred on copies
1 ar.d P of T7PA Form 411 Revised and forward copy 1 to the proper office of
the U.S.E.S., regaining copy 2 in the files cf the District Division of
Err.r 1 c yr e nt..
Ehe 7/PA District Division cf Employment shall assign persons by use
cf Y7PA Form 4r2 Revised, in accordan.ee with the provisions of section 1,
iters A and 3 of this charter.
(Revised Arril If, 1237)
)
11468
Chap. XIV Sec. 4
Section. 4. Referral of lion-Certified Persons« — In cases where REQUI¬
SITION FOR WORKERS, WPA form 401 Revised, cannot he completely filled with
persons assigned at the established schedule of monthly earnings and who
have been certified by the public relief agency as in need of relief, the
WPA District Division of Employment, before assigning or authorizing the
referral of other persons, shall first determine that the additional as¬
signments or authorization of referrals are within the limitations of sec-
tion 1, items A and B of this__chapter.
In no case shall non-certified, persons be referred to a project
until the WPA District Division of Employment has authorized a des¬
ignated office of the United States Employment Service to make such
referral. The authorization should be made on the REQUISITION EOR
WORKERS, WPA Eorm 401 Revised, and shall state the number of persons
that may be referred.
When the referral of non-certified persons has been properly author¬
ized. as set forth in this secti'on,REQUISITION FOR WORKERS, WPA Form
401 Revised, shall be forwarded to the designated office of the United
States Employment Service for execution. Referral of non-certified per¬
sons by the United States Employment Service shall be made by use of
USES Form 320. Persons so referred shall be accepted or rejected by the
agency or department having supervision of the project solely on the
basis of the person's fitness to perform the duties required.
(Revised April 15, 1937)
11463
Chap. XIV Safe. 4 (Cont'd)
A. If the person is accepted, the agency or department having
supervision of the project shall indicate the acceptance
on USES Form .5?Q, return it to the designated office of
the United States Employment Service, and notify the WPA
District Division of Employment of such action, giving
name, identification number, and date of acceptance.
3. On receipt of notification of acceptance from the agency or
department having supervision of the project, the WFA Dis¬
trict Division of Employment shall immediately complete
the assignment by preparing WPA Form 4?3 Revised for each
worker accepted.
(Revised April 15, 193?')
11463
Chap. XIV Sec. 5
Section 5. Assignments ana Reassignments to Projects.—Upon receipt
of the REQUISITION FOIi WORKERS, WpA Form 401 Revised, from 'the VfDA oper¬
ating divisions or from other Federal agencies, the District Division of
Employment shall make initial assignment or reassignment of certified
workers hy the use of NOTICE TO REPORT FOR WORK ON PROJECT, WPA Form 402
Revised. This form shall also he used "by the District Division of Employ¬
ment to complete the assignment of non-certified persons who have
been referred to the UFA projects or projects of other Federal agencies
by the employment offices designated by the United States Employment
Service as set forth in the preceding section of this chapter. It shall
also bo used to reassign non-certified workers from one WFA project to
another WPA project.
lion-certified persons may not be reassigned from a WDA project to a
project of another Federal agency by the Division of Employment as all
such persons needed by the other Federal agency must be referred by the
employment office designated by the United States Employment Service.
WPA Form 402 Revised is prepared in 5 copies. Copy 5 is sent to the
worker, copy 2 is retained in the files of the Division of Employment and
copies 1, 3 and 4 are sent to the project supervisor or foreman whose
name appears on the REQUISITION FOR WORKERS, WDA Form 401 Revised, The
public relief agency shall be notified on all initial assignments of
workers.
(Revised April 15, 1937)
11463
Chap. XIV Sec. 5 (Cont'd)
When a worker reports for work on the project, he will he required to
present copy 5 and to sign copies 1, 3, 4 and 5. The foreman will also he
required to sign these four copies, return copy 5 to the worker, retain
copy 3 for the project file and return copies 1 and 4 to the District
Division of Employment. The District Division of Employment shall forward
copy 1 to the Pay Roll Unit and copy 4 to the Area Statistical Office.
If the worker-fails to report or refuses the assignment, the project
supervisor or foreman shall clip together copies 1, 3 and. 4, write "Failed
to Report", or "Refused Assignment" across the face of copy 1, sign it and.
return all of the copies to the District Division of Employment where the
information is transcribed to copies 2, 3 and 4 and the four..copies
routed as indicated above for final distribution.
(Revised April 15, 1937)
11468 Chat). XIV. Sac. 6
Section 6. Mass Reassianments.—When it is found necessary to make
mass reaseignments from one WPa project to another WPa project, the
supervisor of the project from which the workers are to be reassigned
shall prepare lists in triplicate containing the date, names of workers,
addresses, identification numbers, occupational titles and any other
identifying information including the names of the supervisor of the proj¬
ect from which assigned and the loroject to which assigned. One copy of
this list shall be retained by the project supervisor releasing workers
for reassignment, one copy forwarded to the supervisor of the project
to which the workers are being reassigned and the other copy forwarded
to the District Division of Employment. The District Division of Employ¬
ment shall immediately prepare NOTICE TO REPORT FOR WORK ON PROJECT, WPA
Form 400 Revised, for each worker whose name appears on the list, retain
copy 2 for the files of the District Division of Employment and forward
to the supervisor of the project to which the workers are reassigned copies
1, 3, 4 and fE where they are signed and distributed in accordance with
instructions in section Jg of tlii s chap tor.
This proceeuro may also be followed in making mass r©assignments from
a WPA project to a project of another Federal agency except that in such
instances the District Division of Employment is required to prepare NO¬
TICE OF TERMINATION OF EMPLOYMENT, HJPA Form 403 Revised, in addition to
NOTICE TO REPORT FOR WORK ON PROJECT, W?a Form 402 Revised.
(Revised April 15, 1937)
11463
Chap. XIV Sec. 7
Section 7. Assignment or Reassignment Between Districts.—When
workers are to "be assigned or reassigned to a project outside the dis¬
trict in which they reside, the District Directors concerned shall make
arrangements in advance as to the number of persons desired, the occu¬
pational class from which they are to be drawn, method of transportation,
and the time and place they will begin work. These arrangements shall
be subject to the approval of the State Administrator. Using the REQUI¬
SITION DOR WORKERS, WPA Dorm 401 Revised, the Division of Employment in
the district in which the work is to be done shall requisition the workers
from the Division of Employment in the district in which the workers re-
'side.
The Division of Employment of the district upon which the requisition
is being issued shall send the Division of Employment of the district
making the requisition a list containing the names, addresses, identifica¬
tion numbers and occupational titles of the certified workers available
to apply on the requisition. Such list of names shall be adequate to
provide a sufficient number of workers but need not be a complete listing
of all certified workers. The Division of Employment making the requi¬
sition shall prepare V?A Form 402 Revised for each person desired and
forward copy 5 to the Division of Employment of the district in which the
workers reside for delivery to the worker. As each worker reports to the
project to which he is assigned the procedure as outlined in section 5 of
this chapter shall be followed in the same manner as if the assignment or
reassignment bad been made by that district. In such cases it will be
necessary for the Division of Employment of the district in which the work¬
ers reside to issue UPA Form 403 Revised to cover all workers being releas¬
ed from projects for assignment to a project located in another district.
(Revised April 15, 1937)
11468 Chap. XIV. Sec. 8
Section 8. TTorkers Quartered in Camps.—The assignment and reas¬
signment of workers quartered in camps shall he handled in the same
manner as for other project workers.
(Revised April 15, 1937)
11468
Shap. XIV. Sec. 9
Section 9. Assignment arid Re assignment of Owner-Operators of Equip¬
ment . — "Owner-operators of teams, trucks, and equipment", as the term
is used in Administrative Order No. 54, shall mean "bona fide owners of
not more than one piece of the same type of equipment who have offered
to rent such equipment for use on a project at a rate of pay established
"by the State Works Progress Administrator in accordance with the pro¬
visions of section 3, item (c) of Administrative Order No. 54.
Effective at the "beginning of pay roll periods on and after April 15,
1937, the assignment of owner-operators of teams, trucks and equipment
shall "be made according to the provisions of A, B, and C of this section.
This procedure, however, shall not "be interpreted to preclude obtaining
owner-operators through standard Treasury Procurement procedure.
A. Requisition for owner-operators (WPA Form 401 Revised) shall
be submitted by the designated requisitioning officer of
the agency or department having supervision of the project
to the appropriate WPA District Division of Employment.
B. The WPA District Division of Employment shall assign certified
owner-operators by use of WPA Form 402 Revised at rates of
pay established in accordance with the provisions of section
3, item (c) of Administrative Order No. 54.
C. In cases where requisition for owner-operators of equipment
(WPA Form 401 Revised) cannot be completely filled with
certified owner-operators, notification of this fact shall
be given the District Division of Operations. This division
will requisition non-certified owner-operators on REQUISITION
FOR PURCHASE, Treasury Form A-6, prepared in accordance with
the instructions contained in chapter XX, section 6. The
Procurement Division will make all assignments of non-certified
owner-operators to projects by means of ASSIGNMENT ORDER,
(Revised April 15, 1937)
11458
Chapter XIV. Sec. 9 (Cont'd.)
Treasury Form A-7a, however, the rates must be in conformance
with those established by the State Administrator as provided
in section 3, item (c) of Administrative Order No. 54. Ihen
a copy of Treasury Form A-7a is received in the district
office notifications of assignment to non-certified owner-
operators of equipment will "be made by the District Division
of Employment.
Owner-operators, including both certified and non-certified, are net
considered as persons engaged upon projects for the purpose of applica¬
tion of the requirements of section 2 and section 6, item (c), of
Administrative Order No. 54. However, certified owner-one raters paid
by means of pay roll, IPA Form 506, shall be included in the employment
count and shall be considered as a rart of the employment quota.
Non-certified owner-operators of equipment shall not be included in
the employment count nor considered as part of the employment quota.
(Revised April 15, 1937)
11463
Chap. XIV Sec. 10
Section 10. Notice of Termination of Employment, WPA iorm 403
Revised.—The termination notice shall he approved "by an authorized, rep¬
resentative of the Division of Employment prior to the termination of
employment of a worker. An explanation, as complete as possible, of the
reason for termination shall "be shown on WPA Form 403 Revised. The form
shall "be used for all workers whether certified or non-certified. Copy 1
is delivered to the timekeeper for the pay roll unit, copy 3 is retained
at the project, copy 5 is delivered to the worker and copies 2 and 4 are
forwarded to the District Division of Employment, where copy 4 is sent
to the Area Statistical Office.
WPA Form 403 Revised shall not "be used when reassigning workers from
one WPA project to another WPA project unless the reassignment is from one
district to another district. Neither shall it "be used to separate a work¬
er from a project due to temporary interruptions in project work. It must
"be used before reassignments are made between a WPA project and a project
being operated by another Federal agency.
(Revised April 15, 1937)
11468
Char. XIV. Sec. 11
Section 11. General Requirement 1 Renting; to Exemptions.— The pur-'
pose of regulations established in Administrative Crder No. 54 dated
March 4, 1937, governing employment cf persons certified as in need of
relief and'the application of the schedule of monthly earnings, is to con¬
serve funds and to restrict employment insofar as possible.to those persons
certified by the public relief agency as in need of relief. Every effort
should be made to carry out the purpose- of this order, and requests for
exemptions should be United to those projects of greatest public benefit
where it has been determined that efficient operation would.be impaired
materially by the limitations •• stablished in Administrative Order IV. u4.
A large number of certified persons now working on projects are qual¬
ified by training and experience to perform efficiently the duties required
of foremen, timekeepers, and other persons in technical and supervisory po¬
sitions. These positions at present are, in many cases, being filled with
non-certified persons who sre'usually paid a wage in excess of the estab¬
lished schedule of monthly earnings.
The Division of Employment is charged with the responsibility of know¬
ing the type of work the individual worker is qualified to perform, and
where adjustments in employment on projects are necessary in order to com¬
ply with the provisions of Administrative Order No. 54, the Division of
Employment will be expected to exhaust every possible resource to place
certified persons working at the established schedule of monthly earnings
j'.
before recommending that an exemption be authorized.
(Revised April 15, 1937)
11468
Chap. XIV Sec. 12
Section 12. Justification for Exemption Requests.—Requests for
Exemption Authorization shall "be submitted to the Assistant Administrator
in charge of the Division of Employment, Works Progress Administration,
Washington, D. C.
Exemption authorizations shall normally be requested on an official
project basis. For projects under the (f) and (g) classifications of the
Emergency Relief Appropriation Act of 1936 the request for exemption shall
be ba.sed on an administration project under the official project. For of¬
ficial projects operating on a nation-wide basis the exemption request
shall be based on that portion of the official project operating within
the state. The following conditions may warrant requests for exemptions:
A. Sufficient skilled persons who are certified as in need of relief
are no longer available for employment at the schedule of
monthly earnings to insure completion of a project.
B. A small number of skilled persons essential to the operation of
the project must be employed and paid in excess of the schedule
of monthly earnings in order to provide suitable, worthwhile
projects upon which a large number of certified persons may be
employed.
C. In rare cases to facilitate the operation of work camps at a
distance from the residence of certified persons.
\
D. Qualified supervision cannot be provided from persons certi¬
fied as in need of relief and paid in accordance with the
schedule of monthly earnings.
(Revised April 15, 1937)
11468 Chap. XIV Sec. 13
Section 13. Request for Exemption Authorization.—REQUEST FOR EX¬
EMPTION AUTHORIZATION, WPA Form 406, shall he prepared in quadruplicate
ty the State Division of Employment and signed "by the State Administrator.
The original and duplicate copy shall he submitted to the Assistant Admin¬
istrator in charge of the Division of Employment at Washington, D. C., and
the triplicate copy forwarded to the Field Representative at the Regional
Field Office. If the Request for Exemption is disapproved by the Assistant
Administrator, a copy of the request will be returned to the State Admin¬
istrator, notifying him of such disapproval.
If the Request for Exemption is approved by the Assistant Administra¬
tor, in whole or in part, an EXEMPTION AUTHORIZATION FROM CERTIFIED STATUS,
WPA Form 407, and/or an EXEMPTION AUTHORIZATION FROM SCHEDULE OF MONTHLY
EARNINGS, WPA Form 408, will be issued, depending upon the type of exemp¬
tion requested and, authorized. The original of the Exemption Authoriza¬
tion^), together with a copy of the Request for Exemption, will be for¬
warded to the State Administrator and will constitute his authority to
operate the project in accordance with the exemption(s) authorized. Ad¬
ditional photostatic copies of the Exemption Authorization(s) will be
provided by the Washington office to meet the requirements of the General
Accounting Office, Treasury Department, and Division of Finance and Sta¬
tistics of the State Works Progress Administration, for use in the prepar¬
ation and examination of time reports and pay rolls.
Detailed instructions for the preparation and routing of WPA Form
406 are contained in Prorating Procedure No. E-2.
(Revised April 15, 1937)
11468 Chap. XIV Sec. 14
Section 14. Assignment to Other Federal Agencies for Projects Prose¬
cuted Under Contract - Funds From E.R.A. Act of 1935.—The contractor pre¬
pares three copies of the REQUISITION FOP. WCRKEF.S, WPA Form 401 Revised,
retains copy 3 and forwards copies 1 and 2 to the U.S.E.S.
Immediately upon receipt of the requisition, the U.S.E.S. transmits
copy 2 to the WPA District Director. The District Director, in cooperation
with the U.S.E.S., shall ascertain the available workers certified by the
public relief agency as in need of relief.
The District Division of Employment shall cooperate with the U.S.E.S.
in preparing a list, in duplicate, of persons available for assignment as
set forth in the preceding paragraph. Such list shall be adequate to pro¬
vide a sufficient number of certified persons but need not be a complete
listing of all certified persons available for assignment. One copy of the
list shall be retained by the District Division of Employment, the other by
the U.S.E.S.
For each worker selected from certified persons working on WPA proj¬
ects, the District Division of Employment prepares a NOTICE OF TERMINATION
OF EMPLOYMENT, WPA Form 403 Revised, and the U.S.E.S. prepares an ASSIGN¬
MENT SLIP, U.S.E.S. Form 325. The U.S.E.S. forwards copies 1 through 5 of
U.S.E.S. Form 325 to the contractor.
Copy 6 of U.S.E.S. Form 325 shall be transmitted to the District Divi¬
sion of Employment for delivery to the worker simultaneously with copy 5 of
WPA Form 403 Revised and a mimeographed letter explaining the transfer. The
worker uses copy 6 of U.S.E.S. Form 325 as an identification document. He
must sign copy 2 of WPA Form 403 Revised which is retained by the District
Division of Employment as acknowledgement from the worker that he has re¬
ceived an assignment to a contract job. To prevent unnecessary loss of
(Revised April 15, 1937)
11463
Chap. XIV. Sec. 14 (Cont'd)
wages should the worker he rejected by the contractor, copy 1 of UFA
Form 403 Revised shall he held for two days (not including Sundays and
holidays) by the District Division of Employment before transmittal to
the pay roll unit, except when the withholding of UFA Form 403 will inter¬
fere with pay roll preparation.
If the worker is accepted, the contractor and the worker shall sign
copy 1 of USES Form 325. The contractor returns copy 6 to the worker, re¬
tains copy 1 for his files, writes on copy 4 the date the worker will re¬
ceive his first pay check, and forwards copies 2 through 5 to the U.S.E.S.
for distribution.
If the worker fails to report or refuses assignment, the contractor
signs all copies of U.S.E.S. Form 325 in his possession, writes or stamps
"Failed to Report" or "Refused Assignment" across the face of each copy,
retains copy 1 and returns all other copies to the U.S.E.S. for distri¬
bution.
In case of rejection,'. the contractor states the reason over his sig¬
nature on the back of copies 2, 5 and 6 of UiS.E.S. Form 325 and sends all
copies except copy 6 to the U.S.E.S. Copy 6 shall be given to the rejected
worker to return to the foreman of the WpA project from whicn referral was
effected. The UFA foreman may accept the person for temporary reassign¬
ment, but shall immediately notify the District Division of Employment of
such action, UFA Form 402 Revised shall be used for all reassignrnents to
UFA projects where definite separation from the project has been
previously completed.
When the UFA District Division of Employment certifies that sufficient
workers to fill the requisition are not available from those certified by
the public relief agency as in need of relief, the U.S.E.S, shall im¬
mediately fill the unfilled portion of the requisitition with non-
revised April 15, 1937)
11468 Chap. XIV Sec. 14 (Cont'd
certified persons, using NOTIFICATION OF REFERRAL OF NON-CERTIFIED WORKERS,
USES Form 371.
When a. wcrker is separated from a contract project, a NOTICE OF TERMI¬
NATION OF EMPLOYMENT, WPA Form 403 Revised, shall he prepared by the con¬
tractor, who retains copy 3, gives copy 5 to the worker and sends the re¬
maining copies to the U.S.E.S. The U.S.E.S. shall make proper notation on
their records and forward copies 1, 2 and 4 to the District Division of
Employment for distribution. Where practical, the contractor shall noti¬
fy the U.S.E.S. approximately ten days in advance of the date on which it
is expected labor will he separated from the project due to completing worl
The U.S.E.S. shall forward this information to the District Division of
Employment.
(Revised April 15, 1937)
11463
Chan, XIV Sec. 15
Section 15. As: ipoment of Organised Labor to P.W.A. Contract Projects-
Funds From E.R.A. kr_t of 1035.-.-Vtheia organized labor is requested by any
P.W.A. contractor whose contract contains the provisions of Administrative
Or lex IIo. 50, procedure is as follows:
The contractor prepares three copies of the REQUISITION FOR 7/05.KERS,
W?A Form 401 Revised, forwards copy 1 to the representative of the recog¬
nised union concerned, sends copy 2 to the District Division of Employment,
and retains copy 3. The res resentative of the union forwards copy 1 to the
District Division of Employment, indicating thereon the names and addresses
of the union members selected for work on the project. The Division of Em¬
ployment shall assign the designated members by issuance of the NOTICE TO
REPORT FOR FORK ON PROJECT, Wk Form, 402 Revised. Copy 5 of WPA Form 402 Re¬
vised is forwarded to the representative of the union for delivery to the
person assigned; all other conies are forwarded to the contractor. Identi¬
fication numbers shall be assigned as provided in section 7 of chapter XII.
If the worker is accented, the contractor or his designated agent, and
the worker sign copies 1 and 5. Copy 5 is returned to the worker and copy 1
is forwarded to the project pay roll unit. All other copies are sent to
the District Division of Employment for distribution.
(Revised April 15, 1937)
11468 Chap. XIV Sec. 15, (Cont'd)
If the worker is rejected, falls to report, or refuses the assign¬
ment, the contractor will clip together all copies in his cosscssicn,
write "Rejected", "Railed to Report", or "Refused Assignment", across the
face of copy 2, sign it and forward all copies to the District Division
of Employment. In case of rejection the reason must "be clearly indicated.
The District Division of Employment shall inform the union representative,
who supplies the name and address of a substitute union worker, assign¬
ment procedure being the same as outlined above.
When a contract does not contain the provision of Administrative
Order No. 39, assignment procedure for union labor shall be that provided
in Administrative Order No. 26.
(Revised April 15, 1937)
11468 Chap. XIV Sec. 16
Section 16. Occupational Schedule of Hourly 7/age Rates, Assigned
Hours of Work Per Month and Monthly Earnings, WPA Form 405 Revised.—This
form must "be prepared by the District Division of Employment and approved
by the. State Administrator to show the hourly wage rate, the maximum as¬
signed hours of work per month and the schedule of monthly earnings for
each occupational title represented on the project. When the schedules
are identical for several projects within a district, the information
may be mimeographed on the WRn F'orm 405 Revised. As the NOTICE TO REPORT
FOR WORK ON PROJECT, WPa Form 402 Revised, does not carry this information,
the WPa Form 405 Revised shall be used by the project supervisor or fore¬
man, the timekeeper and the pay roll unit as authority for the hourly
wage rate, the assigned hours to be worked and the schedule of monthly
earnings for the occupational title shown on the WPA Form 402 Revised
which assigned the worker to the project. For this reason, the District
Division of Employment must ascertain that Y/PA Form 405 Revised is kept
current at all times to denote any change such as an exemption from the
monthly earnings schedule for any occupational title or group of titles
on individual projects.
Copies of WPa Form 405 Revised shall be nrepard for the pay roll unit,
the project timekeeper, the project supervisor, the Area Statistical Office,
the files of the District Division of Employment, for display at the site
of the project, and for other who need the information covered by this
form.
(Revised April 15, 1337)
11468
Chap. XV Sees. 1-2
CHAPTER XV
LABOR RELATIONS
Section 1. Functions.-The Division of Employment with.the aid and ad¬
vice of the Labor Policies Board at Washington has general responsibility
for the formulation of labor policies and the maintenance of satisfactory
labor relations on the Works Program.
It is the direct responsibility of the State and District Works Prog¬
ress Administrations, through their Divisions of Employment and operating
divisions, to see that satisfactory labor relations are maintained. It
shall also be the responsibility of these divisions to see that workers and
administrative staffs are fully informed of all changes in policy which may
affect them. All general regulations, orders, and letters published by the
Works Progress Administration are regarded as public information and copies
shall be furnished the workers on their request.
Section 2. Right to Organize.-Workers have the right to organize and
select representatives of their own choice for the purpose of adjusting
grievances with the Works Progress Administration, and shall not be re¬
quired to limit their choice of representatives to persons engaged on the
Works Program. The use of espionage, "blacklists" or any cuier lists which
may serve to discriminate against individual workers or groups is orohibit-
ed. Nc or.try such as "agitator" or any other expression which may be
construed as referring to organizational activity may bo made on any work¬
er's record or discharge slip.
(Revised April 15, 1937)
11468 Chap. XV Sees, 3-6
Section 3. Discrinination.-Workers who are qualified ty training and
experience to he assigned to work projects shell not he discriminated
against for organization-11 activity, political belief, race, or for any
other reason. IIo pR~s°n employed fcy or p* "'king employment with the WBA.
shall he denied the benefit of tne Work"- Program because he is a member
or officer of any labor union, league, council or an association of the
unemployed, or because of any petition or complaint he has filed.
Section 4. Private Employment.-Persons who have been assigned to or
who are av/aiting assignment for work on the Works Program shall accept
private employment, when work suitable to their training and experience is
offered, whether of a. permanent, or temporary nature, if the work provides a
full-time job at a standard prevailing rate of wage and is not in conflict
with established union relationships. Workers who refuse private employ¬
ment under the above conditions may be denied employment under this program
if the situation warrants. So far as is possible immediate reemployment on
WPA projects should bo assured workers accepting such private employment.
Section 5. Disputes in Private Industry.-A neutral policy shall be
maintained by the Works Progress Administration in all disputes between
workers and employers in private industry. Workers may not be discharged
from projects for refusal to accept jobs where employees are locked cut or
on strike.
Section 6. Shirking.-Project workers must discharge their duties to
the fullest extent of their ability. Habitual and intentional shirking on
projects will not be tolerated. In case of demonstrated shirking or mis¬
conduct, employees may be either suspended without nay for periods not ex¬
ceeding one month or be discharged. Por each case of suspension or dis¬
charge of a WPA worker , a complete statement of reasons must be given on
NOTICE OF TERMINATION OF EMPLOYMENT, WPA Form 403 Revised,, by the foreman
or WPA official initiating the action. (Revised April 15, 1037)
11468 Chap. Soc. 7
Section 7. Procedure For Adjusting Complaints.-Complaints arising in
the operation of any j.rojoct shall first "bo. submitted to the District Di¬
rector or to the official designated "by bin to handle labor relations. In
adjusting such complaints the District Director nay name advisory committee
or call to his aid representatives of labor or business. If a complaint.
cannot bo satisfactorily adjusted in the district, the worker may appeal,
either individually or through his organization, to the State Works Prog- •
administration for adjustment by its Labor Relations Section. In the event
that the decision of the State Administration is not acceptable to the com¬
plainant, the matter may be appealed to the Works Progress Administration
at Washington for review. On notice by the worker that the decision of the
State Administration is net acceptable to him, the entire matter together
with all documents and information shall bo forwarded by the State Works
Progress Administrator to the Labor Policies Board at Washington for re¬
view. It shall be the duty of the State Administrator to inform workers or
others presenting grievances, as follows:
Workers at all times have the right of appeal from the decision of
District WPa officials to State WPA officials, and from State WPa officials
to the Works Progress Administration at Washington and the Labor Policies
Board* and it is not necessary to engage counsel for such appeals nor to
incur any errpenso for their presentation. In presenting all casos, names
and locations of all WPa officials concerned are to be stated. The Labor
Policies Board nay, upon study of the file of any case submitted to it for
review, decline to grant ft hearing in the case and shall accordingly
notify ail parties concerned.
(Revised .april 15, 1937)
11468
Chap. XVI Sees. 1-2
CHAPTER XVI
HOURS OF WORK
Section 1. general Regulations .-The maximum hours of work for project
workers (except supervisory and administrative employees) shall "be 8 hours
per day, 40 hours per week, and 140 hours per month. These hours do not
apply in case of an emergency involving public welfare or the protection
of work already done on a project, or in exceptional or unusual circum¬
stances, including the exceeding of monthly hour limitations for the
purpose of making up time lost, (see section 3 of this chapter) when, in
the judgment of the State Administrator or his authorized representative,
the above limitations are not practicable. In such cases the State Ad¬
ministrator or his authorized representative shall determine the number of
hours and working days for each class of project, each project, and class
of work on a project. When hourly limitations are exceeded for the
purpose of making up lost time, the maximum hours of work shall be 8
hours per day and 48 hours per week. The normal hours to be worked at the
determined hourly rate by any worker shall be determined based on the
monthly earnings as hereinafter prescribed but such hours to be worked
shall not exceed 140 hours per month.
Project employees shall not be required to work on legal holidays,
'but such time lost shall be regarded as a temporary interruption in proj¬
ect work to be made up in accordance with the provisions of section .0 of
this chapter.
Section 2. Snecial Regulations.-Special regulations applicable to
specific classes of workers are as follows!
Hours of work for youths employed on projects of the National Youth
Administration are prescribed in Administrative Order No. 46.
(Revised April 15, 1937)
11468 Chap. XVI Sec. 3
Section 3. Lost Tine.--P- ymont shall "be male only for time actually
worked, out workers shall he allowed every reasonable opportunity to
make up time lost due to weather conditions, temporary interruptions
in the operation of projects beyond the control of the worker or injury
as provided in Administrative Order No. 47 in order to earn scheduled
monthly earnings at the determined hourly wage rate. Time lost due to
weather conditions or temporary interruptions in the operation of proj¬
ects may be made up in the current and succeeding pay roll months. Proj¬
ects should be so scheduled for operation that accumulation of lost time
will be held at a minimum.
Since workers may have to travel a considerable distance to reach a
project, every effort should be made in advance to notify workers as
soon as it is determined the job cannot operate.
(Revised April 15, 1937)
11458
Chap. XVII Sec. 1
CHATTER XVII
WAGES
Section 1. General Wage Authority.—Workers cn WPA projects and proj¬
ects of other Federal agencies, whether certified or non-certified, shall
he paid in accordance with the schedule of monthly earnings prescribed by
Executive Order No. 7046, as amended, unless specifically exempted under
authority indicated in section 3 of this chanter. Monthly wage differ¬
entials a^e provided by four classes - namely, unskilled work, interme¬
diate work, skilled work, and professional and technical work. Suggest¬
ed occupations to be included in each class are given in Operating Fro-
£§dure No.' E-l.
(Revised April 15, 1907)
11463
Chap. XVII Sec. 2
Section 2. Exemptions .-Item A "below does not pertain to wages, "but
is cited herein to clarify the authority of State Administrators in the
granting of exemptions and making adjustments.
A. Non-certified Project Workers In cases where the labor require¬
ments cannot be filled with certified persons, the State Works Progress
Administration has the authority to authorize the assignment of non-certi¬
fied persons within the limits of the requirement that at least ninety-five
per cent (35fo) of the persons employed on the project shall be persons cer¬
tified by the public relief agency as in need of relief. Non-certified
persons in excess of the foregoing requirements cannot be authorized except
by specific exemption from the Federal Works Progress Administration. This
five per cent (5"o) exemption of non-certified workers should not be confus¬
ed with the exemption set forth in item B. (item A above is not applicable
to contract projects »• Funds from ERA Act of 1935 - see section 14- of
Chanter XIV)
Schedule of Monthly Earnings State Administrators are authorized
to exempt from the schedule of monthly earnings not more than five per cent
(o°,o) of the total number of workers employed on a project. Both certified
and non-certified workers may be included in this exemption. However, it
should be reserved primarily for filling suj-iervisory and other key position;
with workers not otherwise obtainable. This exemption does not alter the
regulation that at least ninety-five per cent (95^) of the workers on each
project must be certified, workers, unless specific exemption is obtained
from the Federal Works Progress Administration.
5. Supervisory and Administrative Employees. Under the provision ■
of Section 2 and Section 6, item (c) of Administrative Order i'b. 54 dated
March 4, 1937, supervisory and administrative employees paid from project
funds are included in the computation of the percentages provided in item
A and item B above.
All supervisory and administrative employees engaged upon a project
whose rates of pay have been established on a monthly basis and. whose
minimum monthly hours of work required have been established in accord¬
ance with the provisions of Section 3, item (b) of Administrative Order
No, 54, shall be included in the five per cent (5%) exemption referred
to in item B.
This provision shall not be interpreted to include foremen, timekeep¬
ers and persons in other supervisory positions who are paid in accordance
with the established schedule of monthly earnings applicable to the appro¬
priate wage classification (unskilled, intermediate, skilled, or profes¬
sional ana technical) and who are paid an hourly rate of pay established by
the State Works Progress Administrator in accordance with Section 3, item
(a) of Administrative Order No. 54.
D. Owner-Operators of Equipment Under the provisions of Admin¬
istrative Order No. 54, the schedule of monthly earnings set forth in
Executive Order No. 7046 and amendments thereto is not applicable to
owner-operators of equipment. These employees are not to be counted in
establishing the percentages provided in item A and item B above.
(Revised April 15, 1937)
11466 Chap. XVII Sec. 3
Section 3. Rates cf Pay and Method of Determining Hourly wage Rates.
It is the responsibility of the several State Works Progress Administrators
to establish according to occupational titles hourly wage rates (which shall
be not less than the preva.ili.ng hourly wage rates) for persons employed on
projects, and to make such rates effective for all pay roll periods begin¬
ning on or after July 1, 1936. Wage rates so established shall bo appli¬
cable to persons employed in supervisory positions and paid in accordance
with the schedule of monthly earnings. Wage rates so established are not
applicable to persons employed on a monthly basis in supervisory positions
and owner-operators of teams, trucks and equipment.
The several State Works Progress Administrators should secure data, as
complete as possible, pertaining to hourly wage rates prevailing in the
various localities within their states. Data on hourly wage rates may be
secured from Pederal agencies, state agencies, county agencies, labor
groups, trade unions, employers and their organizations, municipal au¬
thorities, information published by official and unofficial agencies, re¬
cords of the Works Progress Administration, and other available sources.
Hourly wage rates established for work relief projects of the Pederal Emer¬
gency Relief Administration conformed in many instances to prevailing wage
rates.
The State Administrators shall permit interested parties to present in
written form statistical evidence pertaining to prevailing wage rates, and,
if feasible, may hold hearings for the purpose of considering such evidence.
If hearings are held, a complete stenographic record must be made.
(Revised April 15, 1937)
11468 Chap. XVII Sees. 4-5
Section 4. Monthly Earnings.-The schedule of monthly earnings
established in Executive Order No. 7046 dated May 20, 1935, shall continue
in effect and shall be applicable to corkers on projects: except (l) as
exempted in Executive Order No. 7046, (2) as heretofore and hereafter
exempted by the Eederal Works Progress Administration pursuant to authority
vested in it, and (3) as exempted by State Works Progress Administrators by
authority of Administrative Orders and section 2. item E of this chapter.
Section 5. Application of the Schedule of Monthly Earnings to Areas.-
Executive Order No. 7046, as amended, provides that the schedule of month¬
ly earnings applicable to any county or township shall be based upon the
population of the largest municipality within such county or township, as
determined by the 1930 census.
Monthly earnings applicable to an urban area within a county may be ap¬
plied to contiguous urban areas in adjacent counties in the seme region
with the specific approval of the Federal Administrator or his authorized
representative as provided in Administrative Order No. 53.
Where the physical continuity of an individual project covers more
than one county and where the operation of the individual project re¬
quires that the sane group of workers perform work in more than one
county, the schedule of monthly earnings for any class of work on the
project shall be that of the highest schedule applicable.
With regard to this provision, workers are paid rates applicable to
the area in which the project is located, irrespective of their places
of residence. Persons on state-wide and nation-wide projects shall be
paid in accordance with the monthly earnings schedule applicable to the
places in which the workers perform their work and net that applicable
to the State headquarters.
(Revised April 15, 1937)
11463
Chap. XVII. Sec. 6
Section 6. Specie! Wax° Provision'-. -Wage rates for certain classes
of 'vorkers are governed "by special provisions, as follows:
A. Certified Qvner-Qperators of Equipment Rates cf payment for cer¬
tified owner-operated equipment (truck rental and operator combined) shall
be determined by the State Administrator-in accordance with local prevail¬
ing- rates. The certified owner-operator of equipment shall be given an al¬
ternate occupation a+ the time of his assignment to the project. When his
equipment is idle because of inclement weather or other conditions make it
impossible for him to use the equipment on the project for a, period in ex¬
cess of one week, he may be allowed to work at the alternate occupation a
sufficient number cm" hours at the determined rate of pay for that occupa¬
tion to permit him to earn s. total for personal services during the pay
roll month of not more than the scheduled monthly earnings for the alter-
no to occupation.
E. Workers Quartered in Camus State Administrators shall fix a
reasonable charge for lodgings, food,- pr oner sanitation, water end bathing
facilities, and medical and dental care furnished to 'workers who are quar¬
tered in camps or lodging houses operated under the supervision cf the
Works Progress Administration or other Federal agencies at pr near the
site of the project. State Administrators shall determine t..e hours of
work and hourly -'age rater, for workers quartered in such camps or lodging
houses in accordance with the provisions of section 3 of this chapter.
Deductions for subsistence determined for the above shall be uniform for
all workers quartered in each camp and shall be made semimonthly from the
earnings of each worker. Each State Administrator shall promptly transmit
to the Federal Works, Progress Administrator a schedule of the charges
for subsistence established by him for the workers in each such camp or
lodging house.
C. Youths Employed pji Piojocts Special wage provisions for youths
employed, on projects of the Rational Youth Adn.inistraticn are sot forth
in Administrative Order ITo. 46.
(Revised April 15, 19.17)
11468
Chap. XVII Sees. 7-8
Section 7. Assignment of Wages.-Wages of project workers shall he paid
to them in full, except where employees a,re indebted to the Federal Govern¬
ment as a. result of overpayments, subsistence in work camps, etc. No re¬
cognition shall be given assignments of wages or judgments rendered against
workers because of private debts.
Section 8. Transuortation Costs Due to Job Location.-In traveling to
and from projects workers should not be required to nay transportation costs
in excess of the fa.res customarily paid on local carriers. Transportation
costs in excess of tnese amounts should be assumed by the sponsor or charg¬
ed to the cost of the project. In those cases where remote projects enjoy
priority in assignment over local WPA projects, such priority need not be
recognized by the State Administrator if the sponsor fails to provide ade¬
quate and safe transportation or to make proper provision for the costs of
transportation in excess of usual local charges.
(Revised Auril 15. 1957)
11468
Chap. XVIII Sees. 1-2
CHAPTER XVIII
TRAINING
Section. 1. Foremanship Training.-The responsibility of keeping
those once assigned to work projects continuously employed may involve
the assignment of certified persons to types of work in which they have
had little or no experience. This situation requires special considera¬
tion "by the foremen, the District Division of Employment, and the oper¬
ating divisions. The Division of Employment shall cooperate with the
operating divisions in the training of supervisors, foremen, timekeepers,
etc., in the essentials of employee management. Such training may "be
undertaken to enable foremen to operate work projects more efficiently
through the use of practical knowledge in supervising workers and through
reduction in the number and extent of grievances and complaints.
Section 2. Job Trainings-Concurrent training and retraining of
workers on the project may be undertaken to enable such workers' to re¬
gain lost skills, and, when necessary to project prosecution, to acquire
new skills.
(Revised April 15, 1937)
11468
PART IY
FINAilCE AND STATISTICS
iu-ia
Char. XIX. s°c. 1
CHAPTER XIX
SCOPE Affl REV.TI01TSKIP OE WPA FOITCTIONS WITH
THE TJ. S. TREASURY EEPARTMEHT
Section I. General.-The U. S. Treasury Department Ha? been cnarged
by Execa'itive Order Ho. 7034 with the general supervision of procurement,
•il'ci uhting, and disbursing functions carried on in connection with the
expT-d .ture of fund? authorized by the Emergency Relief Appropriation
Act of 1935. This, supervision Is continued under th° Emergency Relief
Appropriation Act of 1936.
The relationships letr eeii. the Works Progress Administration and
Treasury rcprr sentatives necessarily are very close. The details rf
these relationships are outlined herein.
(Revised April 15, 1937)
11468
Chop. XIX. Sec. 2
Section 2. Procnrenent Fnnctiens.-The Procurement Division of fhe
U. S. Depa.rtment of the Treasury has the responsibility to purchase, or to
provide a system for the purchase of all materi Is, supplies, equipment,
and iinperson-l services required hv the Wcrks Progress Administration.
The Procurement Division functions through the Washington office and
through a Procurement Officer in each state who in turn may be assisted
by Deputy Procurement Officers. The latter are appointed by the Director
of Procurement on the recommendation of the State Procurement Officer and
assigned to locations within the state whenever the State Works Progress
Administrator and State Procurement Officer jointly determine such assign¬
ment to be necessary in order to meet the needs of the program.
The VfPA Division of Operations is responsible for maintaining liaison
with the Procurement Division of the Treasury Department in the various
states in all matters pertaining to specifications, securing of material,
securing and forwarding of RECEIVING AND INSPECTION REPORT'S, Treasury Form
A-8, and other transactions of an operating nature. Any general communica¬
tions relative to this type of procurement question should be sent to the
Chief Engineer, Works Progress Administration, Washington, P. .
(Revised A'oril 15, 1037)
11488
Ch"p. XIX. Sec. 2 (Cont'd)
The WA Division of Finance p.nd Stt-tis-i c3 is responsible for main¬
taining liaison with the Procurement T'ivisi. -u '.n "ratters pertaining to
other than operations procedure and for the handling of fiscal documents,
such as requisitions, purchase, orders, and vouchers. Communications hear¬
ing upon this t.ype cf orocurement question, tfi.ll he sent to the DPA Division
of Finance and Accounts, Rashiryten, P. C.
The Emergency Relief Appropriation Acts of 1385 -?ncl 193G require that
the "Buy American" provisions of the Treasury and Post Office Appropria¬
tion Act of 1934 he observed in the purchase of articles, materials, and
supplies for use on all nro.jects. This requirement applies to all pur-
phases made by Federal Agencies whether from Federal funds or from funds
contributed, by sponsors. (5ee Operating Procedure Ho. F-38).
(Revised April 15, 1937)
Ii4b«
Chap. XIX. Sec. 3
Section 3. Authority for Procurement.--The State Procurement Of¬
ficer makes purchases on the "basis of properly executed requisitions,
Treasury Form A-6, issued "by persons in the operating divisions who are
duly authorized a.s certifying officers of the "Porks Progress Administra¬
tion. Authenticated specimen signatures of such officers must "be on file
in the Treasury State Accounts Office and with the State Procurement
Officer. The determination of the Works Progress Administration as to
the need for any items of purchase is "binding upon the Procurement Div¬
ision which must then proceed to make 'the necessary purche.ses, provided
that such purchases are legally within the Emergency Relief Appropriation
Act s.
If the saterials or supplies are proprietary, excessive in cost, or
clearly questionable as to requirement for a particular purpose, the
State Procurement Officer has the prerogative of requesting authority
for purchase from the Director of Procurement, who will, in turn clear
tne matter with the proper liaison division of the Federal V 'rks Progress
Administration.
(Revised April 15, 1937)
11468
Chap. XIX. Sec. 3 (Cont'd)
State Procurement Officers are authorised to make purchases without
competitive bidding whenever the aggregate amount involved is less than
$300.00, "but this authority will only "be used when there is insufficient
time to obtain competition in the usual manner.
If more than one purchase for the same class of material contemplated
for any project during a limited period of time would result in exceeding
the $300.00 limitation, competitive bidding would be required. No subter¬
fuge shall be used to violate the intent of this regulation.
Limitations as to the amounts of local purchases to be ma.de by Pro¬
curement Officers, without reference to higher authority, have been pre¬
scribed for the respective states by the Procurement Division of the
Treasury Department.
(Revised. April 15, 1937)
11468 Chap. XIX. S~c. 4
9-ction 4. Ar..r,-]v.t,i by D,• u-r t,-n»;nt eg the Treaa-j.ry.-3y Executive
Order Ho. 70-34, dated May 6, 1985, the Commissioner of Accounts and Deposits
of the U. S. Department of the Treasury has "been designated as the official
accounting officer for expenditures under the Emergency Relief Appropria¬
tion Act of 1955 and is continued in such capacity under the Emergency Re¬
lief Aonropriation Act of 1936, The Commissioner thus has the responsibi¬
lity for maintaining effective fiscal control over allocations, authori¬
zations, allotments, commitments, and expenditures, and his records are the
only source o^ official financial information. Supplementary accounting
records, as described in Chapter XXII. are to be maintained by the Works
Progress Administration. These do not duplicate the records of the Com¬
missioner of Accounts and Deposits but furnish the more detailed infor¬
mation that is reauired for operating and administrative control purposes.
The Commissioner of Accounts and Deposits functions through a Central
Treasury Accounts Office at Washington and Treasury State Accounts Of¬
fices and Treasury State Disbursing Offices in each of the states.
The Treasury State Accounts Office maintains control of allotment ac¬
counts and approves, as to availability of funds, all commitments before
they are incurred. All pay rolls and other obligation documents must
clear through the Treasury State Accounts Office where they are checked
against prior encumbrance, availability of funds, proper authorization
and certification, and accuracy of mathematical computations.
(Revised April 15, 1937)
11468
Choc. XIX. Sec. 4 (Cor.t 'd)
Based on the examination by the Treasury State Accounts Office, the
Treasury State Disbursing Office is responsible for the issuance of
checks in peyv.ent of all items.
The Treasury State Acccur.ts Office prepares and transmits periodic
financial reports to the Dorks Progress Administration. The represen¬
tatives of the Oommis si oner of Accounts and Deposits -^nd of the Dorks
Progress Administration should "cork closely together to secure the most
effective financial control.
(Devised April 15, 1°57)
11 41 i
Chga. XIX Sec. 5
See Ilea 5. Accounting by the 7orl:s Progress Aciir.ini 3 tre t'ion.-The ac¬
counting activities of the Works Progress Administration in each state
.are un&'-T the general supervision of the State Director of Finance and
Statistics. In general the record keeping should he done in the dis¬
trict offices, hut may he done in the state office when agreed upon hg the
State Administrator and the Regional Field Representative, and when duplica¬
tion of records is not involved. This also applies 'where branch offi¬
ces are contemplated within.a district and certain a ceo anting activities
are to be delegated thereto.
The accounting functions of the district offices of the Works Frogress
Administration consist primarily of the maintenance of project registers
(in which are recorded encumbrances against individual work projects)t the
administrative expense register and summary fund control accounts. The
registers -provide information in greater detail than the corresponding ac¬
counts '"opt by the Treasury State Accounts Offices. Project registers in¬
clude a record cf the contributions made by sponsors of projects.
Rer orts are are-cared periodically on the basis of the information con¬
tained in these registers. These reports are intended for operating pur¬
poses and do not supersede the official reports furnished by the Commission¬
er of Accounts and Deposits.
(Revised April 15, 1037)
11463 Chap. XIX Soc. 6
Section 6. Appointment of Certifying Officers.—The State Administrator
must designate in writing certain employ.us as certifying officers to sign
or certify (l) purchase requisitions, (2) travel orders, (3) pay rolls, and
(4) other alligation documents.
Regulation No. 1, United States Treasury Department, paragraph 13-c,
approved "by the President, provides:
Vouchors and pay rolls shall "be certified only "by authorized Project
Managers or other "certifying officers" who either have personal knowledge
or documentary evidence of the facts upon which the vouchers or pay rolls
are "based, or who have immediate charge of the persons who have such know¬
ledge .
Pursuant to the above quoted regulation and to give effect to the fun¬
damental principles of pry roll and voucher certification, the following
*
requirements are established for observance by all state, district, and
local offices of the ¥orks Progress Administration:
1, Certifying officers must be carefully selected as to position
and responsibility in the office organization, and must in every
instance be employees who, by the nature of their regular duties
and official titles, either have personal knowledge or documentary
evidence of the facts upon which the vouchers or pay rolls are
based, or have immediate charge of the persons having such know¬
ledge .
2. Persons designated as certifying officers must personally sign
the certifications, and must not delegate this function to any
other person in any way whatsoever.
(Revised April 15, 1937)
11461 Chap. XIX Sec. 6 (Cont'd.)
3. In no case shall a person receive an appointment solely as cer¬
tifying officer; certifying officers must be chosen from respon¬
sible employees bearing regular organization titles.
Generally, and with the foregoing requirements in mind, State Adminis¬
trators shall select as certifying officers a sufficient number of indi¬
viduals holding the following or similar positions in the state and dis¬
trict organizations:
STATS OSSICES
State Administrator
Deputy State Administrator
Assistant State Administrator
Director of Operations
Assistant Director of Operations
Director of Finance and Statistics
Assistant Director of Finance and
Statistics
Chief Clerk or Office Manager
Director of Women's and Professional
Projects
Assistant Director of Women's and
Professional Projects
State Gormensat ion Officer
DISTRICT OFPICES
District Director
Deputy District Director
Supervisor of Operations
Assistant Supervisor of Operations
Supervisor of Finance and Statistics
Assistant Supervisor of Finance and
Statistics
Chief Clerk or Office Manager
Supervisor of Women's and Pro¬
fessional Projects
Assistant Supervisor of Women's and
Professional Projects
District Compensation Officer
In offices with exceptionally large enroloyment quotas, the chief of the
pay roll section, assistant chief of the pay roll section, or other em¬
ployees holding positions of a similar nature may be designated as cer¬
tifying officers, provided such persons hold positions meeting the re¬
quirements of Treasury Department Regulation No. 1, quoted herein.
(Revised April 15, 1937)
11468
Chap. XIX Sec. 6 (Cont'd.)
Designations are accomplished, "by means of a formal letter from the
Sta^e Administrator to each appointee, signed copies of which shall he
furnished the Treasury State Accounts Office and Treasury State Disburs¬
ing Office.
All employees so designated shall submit specimen signatures in
triplicate to the Treasury State Accounts Office on Treasury Form A-ll.
Care must "be exercised in preparing specimen signature ca.rds, in
order that the signing or certifying authority shown thereon is limited
to that actually intended. This can "be accomplished "by "blocking out the
items which the officer is not authorized to sign.
If it becomes necessary to revoke the authority of any certifying
officer, a formal letter from the State Administrator shall be issued
to said officer, signed copies of which shall be furnished to the Treasury
State Accounts Office a.nd Treasury State Disbursing Office.
(Revised April 15, 1937)
11408
Chap. XX Sec. 1
CHAPTER XX
PROCUREMENT PROCEDURE
Section 1. Requisition for Purchase, Treasury Form A-6.- The REQUI¬
SITION POR PURCHASE, Treasury Form A-6, is prepared in quadruplicate "by
the project superintendent and is forwarded, in triplicate, to the dis¬
trict operating division. The project superintendent retains the fourth
copy, filing it chronologically. Requisitions should "be numbered con¬
secutively. In the preparation of requisitions, it is essential that the
instructions set forth in Operating Procedure No. P-l, Revision A "be fol¬
lowed closely. The operating division enters an estimated price and ex¬
amines and approves the requisition "before transmitting it. to the District
Division of Finance and Statistics.
The Division of Finance and Statistics must record the estimated cost
of the materials or services to he purchased on the expense register as
an encumbrance in order to insure that a balance is available in the re¬
spective accounts of the work project sufficient to provide for the es¬
timated amount of the requisition. The requisition must show complete
reference numbers, etc., for identification and encumbrance by the Treasurj-
State. Accounts Office.
After approval, the triplicate copy is filed numerically by work proj¬
ects in the "unfilled" requisition file. The original and duplicate copies-
are forwarded (through the state UFA office, if directed by the State Ad¬
ministrator) to the Treasury State Accounts Office. There the requisition
is approved after it has been recorded as an encumbrance against the avail¬
able balance of funds previously allotted. The Treasury State Accounts Of¬
fice then retains the duplicate copy and forwards the original to the State
Procurement Officer.
(Revised April 15, 1337)
11468 Chan, XX Roc. 1 (Cont'd)
Procurement Officers should not return requisitions to the Treasury
State Accounts Office for correction except (l) where the bids re¬
ceived exceed either (a) by more than ten per cent (10£) the estima¬
ted amount of the requisition, or (b) the estimated amount cf the re¬
quisition where the unencumbered balance of the allotment is small and
the Treasury State Accounts Office at the time of original encumbrance
has superimposed on the requisitions the stamp described in section 3,
paragraph (c), Treasury Accounts Field Office Memorandum 79; (f) where
the specifications are so incomplete or ambiguous as to make intelligent
purchase impossible; or (5) where the time and place of delivery required
are not specifically stated.
(Puvised April 1.5, 1937)
11468
Chap. XX Sec. P.
Section P. Emergency Pur chase s .~I terns may be -our chased without prior
issuance of the requisition, "where the articles or services are required
for the purpose of preventing less of, or material damage to public
property, or to prevent loss of life, or human suffering, and the matter
is so urgent that there is net time available in which to obtain any form
cf competition. 11 Such purchases should be arranged with the State or Pe-
puty Procurement Officer, who will issue an emergency purchase order,
noting thereon the nature of the emergency which justifies the deviation
from the prescribed purchasing procedure. A requisition shall be issue!
as soon as possible after the occurence of the emergency with a sufficient
description thereon to promptly identify the purchase.
(Revised April 15, 1937)
11468 Chap. XX Sec. 3
Section 3. Blanket Requisitions - Small Purchases of Supplies, etc.'—
In order to expedite smaller purchases, a blanket requisition may be is¬
sued by an authorized official of the Works Progress Administration. It
must specify adequately the type of commodities required, the project to
which delivery is to be made, and the aggregate amount of expenditures
authorized, which sum normally should not exceed two months' require¬
ments for miscellaneous small purchases to keep a project in operation.
The blanket requisition is routed through normal channels to the Treas¬
ury State Accounts Office, where an encumbrance is set up. The requi¬
sition is then transmitted to the State Procurement Officer, who ad¬
vises the Deputy Procurement Officer by letter or a copy of the approved
requisition of his authority to make purchases within the scope of the
requisition. No purchase order is issued /or the blanket requisition.
As subsidiary requisitions are received which apply against a blanket
requisition, purchase orders will be issued either by the State Pro¬
curement Officer or one of his deputies.
Supplies are requisitioned as needed. These requisitions are sent
direct to the Deputy Procurement Officer by the operating divisions,
as the encumbrance has already been set up. Such subsidiary requisi¬
tions will bear the same number as the blanket requisition, and each
must specify the value of the individual purchase, which amount shall
not exceed the sum of $099.99. When the principal amount has been ex¬
hausted, a new blanket requisition may be issued under like conditions.
Under blanket requisitions, vendors' invoices in duplicate, with the
original certified, will be secured by the Deputy Procurement Officer,
and forwarded with the RECEIVING AND INSPECTION REPORT, Treasury Form
A-8, to the State Procurement Officer, who will attend to the subsequent
details of preparing and submitting vouchers.
(Revised April 15, 193?)
11468 Chap. XX Sec. 4
Section 4. Blanket Requlsi^inns-Contracting for Large Quantities,
Deliveries to "b e Mad e When Ne e d e cl. -1 n some instances it may he determined,
that contracting in quantities through a blanket requisition will effect
economics in the purchase of materials. Requests for procurement of mate¬
rials on this basis must be specifically approved by the Washington office
of the Procurement Division. Where there is definite evidence that the
interests of the Government require a purchase to be made in accordance
with this procedure, the Division of Operations of the State Works Progress
Administration may prepare a blanket requisition which will serve as the
basis for a request by the State Procurement Officer for approval of the
Washington Office of the Procurement Division. Such blanket requisitions
need not be submitted through the Treasury State Accounts Office, but will
be forwarded direct to the State Procurement Officer.
The blanket requisition will be drawn for the total requirements of
a specific commodity for one project. It should be limited to deliveries
not to exceed 90 to 120 days. Under the delivery date on the blanket
requisition, the words, "When, and if required" shall be inserted. The
blanket requisition will be received by the Procurement Office without
being encumbered, although the estimated total cost must be given in the
proper place. Blanket requisitions shall be numbered in an alphabetical
sequence to distinguish them from the regular requisition sequence. Blank¬
et requisitions of this type shall not be encumbered on the project expense
register since such requisitions do not constitute an order creating liabi¬
lity on the part of the Federal Government.
(Revised April 15, 1937)
11458
Chap. XX Sec. 4 (Cont'd)
The Division of Operations shall prepare and send along with the
blanket requisition, a regular requisition setting forth the definite
q^ntity, delivery date, and amount which shall be encumbered for the
portion of the blanket requisition needed at once. The regular requisi¬
tion shall be numbered in the established numerical sequence and must
contain references to the blanket requisition to which it applies. The
regular requisition shall be encumbered on the project expense register
in the usual manner..
The State Procurement Office will take bids on the blanket requisi¬
tion when it receives the first regular encumbered requisition for a
portion of the materials.
A PURCHASE ORDER, Treasury Form A-7, will be issued only for that
portion of the total quantity to be delivered on the regular encumbered
requisition. A stipulation shall be made in the request for bids and
in the contract that deliveries shall be effected only upon receipt by
the contractor of a duly signed PURCHASE ORDER, Treasury Form A-7. When
a second shipment is required, another requisition covering the quantity
desired shall be prepared and encumbered through the regular channels.
When it reaches the State Procurement Office, a purchase order will be
written without the necessity of further bids.
This procedure should not be instituted unless there is reasonable
certainty that the full quantity stipulated in the blanket requisition
will be purchased. These requisitions must be complete in every detail
as to specifications and must be prepared with the same accuracy as
other requisitions.
(Revised April 15, 1937)
11468
Chap. XX Sec. 5
Section 5. Equipment Rental - Voucher Payment Basis.-Requisitions
are issued when it becomes necessary to rent equipment which is owned by
individuals who are not certified as in need and who are not employees of
the Federal Government. Requisitions normally should be issued for month¬
ly periods but may be issued for longer periods of time where necessary.
The same procedure is followed as prescribed for other requisitions. Pay¬
ment must be by voucher when equipment is not operated by owner. For in¬
structions and general conditions for renting construction equipment see
Operating Procedure Ho. 0-1. (See Chapter XXI, section 15 for RECORD OF
EQUIPMENT RENTAL SERVICES, WA Form 719.)
(Revised April 15, 1937)
11468
Chap. XX Sec. 6
Section 6. Equipment Rental - Pay Roll Basis.-Whenever FAY ROLL FOR
PERSONAL SERVICES AND OWNER-OPERATED EQUIPMENT - WORK PROJECTS, WPA Form
506, is used fcr the payment of rentals of equipment operated hy owners
who are not certified as in need, the rental rates shall he established
in accordance with paragraph 42 (.?) (b), Chapter X, section III, of the
Revised Manual of Instructions, Procurement Division, U. S. Treasury. A
schedule, in triplicate, of such rates shall he filed with the Treasury
State Accounts Office, which office "ill forward two copies of same,
through the Commissioner of Accounts and Deposits, to the Auditing Division
of the General Accounting Office.
The Procurement Division will make all assignments of non-certified
owner-operated equipment to projects. REQUISITION FuR PURCHASE, Treasury
Form A-6, shall he issued at least fifteen days in advance of the beginning
of the period for which the equipment is needed. A separate requisition
will he issued for the equipment needs of each work project. The amount of
the requisition should not exceed the estimated rental to he charged to
the end of the pay roll month in which the requisition is issued. The
Treasury State Accounts Office will encumber accounts in the usual manner
on the basis of the initial requisition. For encumbrances other than on
initial assignments of equipment to the project, the procedure outlined
in Chapter XXI, section 19, will he followed.
(Revised April 15, 10.T7)
11468
Chap. XX Sec. 6 (Cont'd)
The Procurement Officer will notify the District Director,
or his duly designated assistant, relative to the names and addresses
of owners and description of equipment which may he hired, together
with the schedule of rental rates to he paid for such equipment. For
this purpose, ASSIGNMENT ORDER, Treasury Porm A-7a, will he used.
This form will serve a purpose similar to the purchase order. Copies
of Treasury Porm A~7a shall he routed in the manner prescribed for
Treasury Form A-7, except that no copy will he sent to the vendor.
Notifications to non-certified owners of equipment of assignments will
he made hy the District Division of Employment.
(Revised April 15, 1937)
11458
Chap. XX Sec. 7
Section 7, Purchase Orders, Treasury Form A-7.-The Procurement Divi¬
sion, Treasury Department, prepares seven copies of the PURCHASE ORDER,
Treasury Perm A-7, for distribution in accordance with instructions con¬
tained in Appendix D of the Handbook of Procedures,
Upon receipt of a copy of the purchase order by the WPA District Divi¬
sion of Finance, the corresponding requisition is pulled from the "un¬
filled" requisition file and the purchase order number is inserted. The
requisition is then filed numerically by work projects in the "filled"
requisition file. Where a purchase order covers only a portion of the
items called for by the requisition, the items are checked off and the
requisition is returned to the "unfilled" requisition file until all the
items are covered by purchase orders. The purchase order is then filed
numerically in the pending purchase order file. An adjustment shall be
made on the project expense register between the amount of the encumbered
requisition, or portion thereof, and the amount of the corresponding pur¬
chase order.
(Revised April 15, 1937)
11463
Chap. XX Sees. 8-9
Section 8. Cancellation of Purchase Orders.-If and when it "becomes
necessary to cancel a PURCHASE ORDER, Treasury Form A—7, or any part
thereof, notice will "be given to all parties concerned "by the State Pro¬
curement Officer on NOTICE OF CANCELLATION, Treasury Form S.P.O. $6, made
in seven copies and distributed the same as the purchase order. Final de¬
termination as to whether a purchase order may be cancelled is the respon¬
sibility of the Works Progress Administration except in cases where the
State Procurement Officer may show that there are existing claims against
the government. Obviously it is not desirable to cancel purchase orders
or contracts when such procedure will result in claims against the govern¬
ment, When cancellation is required, District Directors will request the
State Procurement Officer to issue a NOTICE OF CANCELLATION, Treasury Form
S.P.O, #6. The request is made on CHANGE IN ENCUMBRANCE, Treasury Form
A-5a Revised, as outlined in Treasury Field Office Memorandum No. 254 and
Treasury Accounting Procedure Memorandum No. 63.
Section 9. Purchases Through Division of Procurement, Washington,
D. C.-The treatment of purchases made through the Washington office of the
Division of Procurement varies from the normal procedure outlined herein.
The deviation from the normal procedure is set forth in Operating
Procedure No. F-2, Revision A.
(Revised April 15, 1937)
11463
Chap, XX Sec. 10
Section 10, Receipt and Inspection of Material, Supplies, and
Equipment—Responsibility for the receipt and. inspection of material and
supplies delivered to a project is placed upon the Works Progress Admini¬
stration, All material purchased from project funds must, upon delivery,
be accurately checked and subjected to necessary tests and inspection in
accordance with procedures set forth in Chapter X, section 20. The result
of the check or inspection of each delivery will be reported on the RE¬
CEIVING- AND INSPECTION REPORT, Treasury Form A-8, which is prepared in
duplicate, and signed by an individual properly authorized to do so. The
receiving clerk notes the fact of receipt on his copy of the purchase order
and forwards both copies of Treasury Form A-8 within twenty-four hours to
the operating division concerned. After verification, the operating divi¬
sion will forward the original copy to the State Procurement Officer and
the duplicate to the District Division of Finance and Statistics for
attachment to the corresponding purchase order.
It is extremely important that transmission of the original copy of
the RECEIVING AND INSPECTION REPORT, Treasury Form A-8 be made immediately
to the State Procurement Officer to facilitate the taking of available dis¬
counts for making prompt payment for merchandise.
Where the RECEIVING AND INSPECTION REPORT, Treasury Form A-8 for any
reason is not issued promptly after the receipt of requisitioned articles,
a complete statement of the facts in each case shall be placed in a con¬
spicuous place on the RECEIVING AND INSPECTION REPORT, Treasury Form A—8.
Where additional information is necessary to enable the State Procurement
Officer to fix the responsibility as to the cause for loss of discount in
making payment to any creditor, the State Administrator or District Di¬
rector shall promptly supply this information to him upon request. Loss
(Revised April 15, 1937)
1J468 Chap. XX Sec. 10 (Cont'd)
of die count which is determined to have teen caused by negligence or avoid¬
able delay on the part of- the I/PA employee will be charged to such employee
if the item is disallowed in the accounts of the Treasury State Disbursing
Officer by the General Accounting Office.
The RECEIVING AND INSPECTION REPORT, Treasury Form A-8 must be pre¬
pared regardless of whether the delivery includes all or only a portion of
material called for by the purchase order. It must show the date of de¬
livery and the quantity of material actually received. In each case the
maferial must be listed item by item under the proper item number as set
forth on the purchase order, and the quantity actually received must be
stated in the units of measurement indicated on the purchase order. There
must be a description of the material actually received which may or may
not be identical with the description on the purchase order, depending
upon whether or not the r.ia.terial is in accordance with the order in every
respect. In cases where the purchase order definitely specifies trade
name or branc1 of material which the vendor has agreed, to furnish, the trade
name or brand of material actually received should be stated on the
RECEIVING AND INSPECTION REPORT, Treasury Form A-8.
The fact that the material s covered by purchase order are of such a.
nature that the quantity delivered is not readily ascertainable by count¬
ing, scaling, or other ordinary means does not relieve the person respon¬
sible for the receipt from the obligation to determine this quantity.
Practical procedure shall be established which will enable accurate 'reports
to be submitted for the actual quantity delivered of all material purchas¬
ed from Federal funds. (For detailed instructions as to preparation see
Operating Procedure No. F-22)
(Revised April 15, 1937)
11468 Chap. XX Sec. 11
Section 11. Rejection, of Material. Supplies, end. Equipment. -Unl e s s
approved "by the District Division of Operations, material which does not
meet specifications should not "be accepted. Whenever authority is given
to accept such material, the Division of Operations will state fully its
reasons therefor on the RECEIVING AND INSPECTION REPORT, Treasury Form
A-8 prior to forwarding same to the Procurement Officer.
In case of rejection, the RECEIVING AND INSPECTION REPORT, Treasury
Form A-8, on the reverse side of which is stated clearly the reason for
such rejection, shall be forwarded through the District Division of
Operations, to the State Procurement Officer who placed the order.
Rejected material should not be delivered to a contractor's represent¬
ative except upon surrender of the State Procurement Officer's rejection
notice or upon the presentation of an itemized receipt from the contractor
or his representative.
(Revised April 15, 1937)
114GB
Chap. XX Sees. 12-13
Section 12. Voucher?ng.—Vendors1 invoices when received by any office
of the Works Progress Adminisiretion should be forwarded immediately to
the State Procurement Officer who is responsible for the preparation of
vouchers covering payment for all materials, supplies, and equipment, arid
impersonal services ordered by him or his deputies. The State Procurement
Officer prepares.the PUBLIC VOUCHER FOR PURCHASES OTHER THAN PERSONAL,
Standard Form No. 1024, in quadruplicate. It is distributed as set forth
in Appendix D of the Handbook of Procedures.
When the District Division of Finance and Statistics receives a copy
of the voucher, it pulls the corresponding purchase order from the "un-
veuchered" purchase order file, enters the voucher number on the purchase
order, and files the purchase order in the "vouchered" purchase order file.
If the voucher covers only a portion of the items ordered, this fact is
noted on the purchase order and it is returned to the "unvcuchered"
purchase order file*
The expense record affected shall be adjusted for any difference_
between the amount of the purchase order and the amount of the voucher.
Section 13. Vouchers Transferring Tools. Equipment, Materials and
Supplies Between Projects.—All transfers cf these items between official
or work projects will be accomplished by the use of VOUCHER FOR ADJUSTMENTS
BETWEEN APPROPRIATIONS AND/OR FUNDS, Standard Form No. 1030, and SCHEDULE OF
ADJUSTMENTS, Sta.nda.rd Form No. 1081 Revised. (See Operating Procedure
No. F-1S).
(Revised April 15, 1937)
11468
Chap. XX Sec. 14
Section 14. Surplus Property - Disposition "by Works Progress Adminis¬
tration.—Tools, equipment, materials and other Government property in the
custody of the State Works Progress Administration, when definitely de¬
termined to "be of no further use within the stake, should "be accurately
inventoried and reported to the Chief Engineer in Washington as siirplus
property. The report submitted should consist of a list of the property
in quadruplicate, prepared or. Procurement Division Form ESP-1, ana a let¬
ter in quadruplicate transmitting the list and declaring the property
surplus to the needs of the State Administration. The transmittal letter
should not cover more than one report. Articles assembled at one loca¬
tion should not be listed with articles at any other location. A separate
list of series of lists should be made for each location.
In each instance the property list should show the location of the
property and should carry notations describing as accurately as possible
the physical condition of each of the articles reported. The description
should be such as to indicate whether the property is worth transferring
to some other Federal Agency, whether it possesses resale value, or whether
it is useless and should be cleared for destruction. Worthless and
serviceable articles should not ordinarily be included, in a single list,
but should be reported separately. Where the property list consists of
more than one sheet, each sheet should be numbered and should show the
number of sheets composing the entire list. The last sheet must be signed
cr countersigned by the official of the State Administration who is
designated to perform this function.
(Revised April 15, 1937)
11468
Ch-ip. XX Sec. 14. (Cont'd)
Property may "be transferred from one Works Progress Administration
project, office, or district to another, or from one State Administration
to another without teing reported to. the Chief Engineer in Washington as
surplus. This procedure requires merely that the terms of the transfer he
agreed upon hy the two agencies concerned and that the transfer he effect¬
ed in accordance with the procedure outlined in section 15. Chapter XX,
Handbook of Procedures.
Three copies of lists of property reported as surplus and of the cover¬
ing letters will he forwarded for disposition to the Procurement Division
Treasury Department, Washington, D. C., unless it is determined hy the
Chief Engineer that some other disposition is desirable.
(Revised April 15, 1937)
114-68
Chap. XX Sec. 15
Section 15. Surplus Property - Disposition by Procurement Division.-
Disposition of all property reported to the Procurement Division will he
in accordance with instructions set forth in Treasury Department, Procure¬
ment Division Bulletin S.P.O. Ho. 85 and supplements thereto.
(Revised Aoril 15, 1337)
1146ft
Chap • XXI Sees. 1-2
CHAPTER XXI
TIMEKEEFING AND PREPARATION OP PAY ROLLS
AND RELATED DOCUMENTS
Section 1. Responsibility.-The Division of Finance and Statistics
is responsible for the preparation of time reports ana the preparation
and certification of pay roll^- in the respective state, district, or
branch offices of the Works Progress Administration.
All persons charged with timekeeping duties on work projects within
a state under the jurisdiction of the Works Progress Administration in¬
cluding WPA Sponsored Federal Projects Ncs. 1 through 6 and HYA Proj¬
ects shall be responsible to the Division of Finance and Statistics
while performing <nich duties.
Section 2. Timekeepers.-The field personnel in charge of the time¬
keeping on all WPA projects shall be composed of supervising anl proj¬
ect timekeepers. The employment of all timekeepers shall be subject to
the approval of the District Supervisor of Finance and Statistics and
they are not to be transferred or discharged, without his approval.
Timekeepers shall be able to read and write and be capable of under-
standing the following instructions. The District Supervisor of Fi¬
nance o.nd Statistics shall not retain any person on the timekeeping
staff who is incapable of performing the duties assigned to him.
When a small project does not warrant a regular timekeeper, those
duties may be delegated to the project foreman. In such cases, the
project foreman sha.ll be responsible to the Supervisor of Finance and
Statistics for properly fulfilling his timekeeping duties.
(Revised April lb, 1937)
11468 Chop. XXI Sec. 3
Section 3. General Provisions Governing the Preparation of Time
RenortB and Pay Rolls for Personal Services and Delivery of Fay Checks.-
In order to permit the classification of project employees in accordance
with the provisions of Administrative Order No. 54 regarding certification
and earnings status, workers names shall be grouped by sections on time
reports and pay rolls (WPA Forms 503 Revised, 504 Revised, and 509) in
accordance with the following classificationJ
1. Workers paid in accordance with the established schedule of
monthly earnings (except on WPA Form 509).
a. Those certified as eligible.
b. Those not certified as eligible.
2. Workers not paid in accordance with the established schedule
of monthly earnings (including WPA Form 509).
a. Those certified as eligible.
b. Those not certified as eligible.
To provide for the delivery of pay checks by the Treasury State Dis¬
bursing Office it will be necessary, where direct ma.il is used, to use
two lines of the time report and pay roll for each worker - one for the
name and the other for mailing address of the payee. Constant attention
must be given to obtaining any changes in payees' addresses to avoid the
misdirecting of pay checks. In certain large metropolitan area.s or work
camps, determined by the State Works Progress Administration and the
Treasury State Disbursing Office, checks will be delivered to workers
on the projects by paymasters.
(Revised April 15, 193?)
11468 Chop. XXI Sec. 4
Section 4. line Report for Personal Services-Work Projects (Hourly
Basis) UPA Porn 502 F.evisect .-The hours worked "by hourly oasis workers are
recorded on TIME REPORT FOR PERSONAL SERVICES-WORK PROJECTS (HOURLY BASIS),
WPA Form 502 Revised. This forn shall "be used tc record the time of the
following groups of employees.
'1 * Frcject Workers Subject to the Schedule of Monthly Earnings The
schedule of monthly earnings established in Executive Order No.
7046, with adjustments heretofore effected by the State Adminis¬
trator or by the Federal Works Progress Administrator, as pro¬
vided in Administrative Order No. 54, shall b? applicable to at
least ninety five per cent (95$) of the persons engaged upon a
project and paid from project funds, except:
(a) Owner-operators of teams, trucks and equipment.
<
(b) Persons employed on such projects, portions of projects,
or activities as the Federal Works Progress Administra¬
tor or his authorized representative shall here,after
exempt.
All persons engaged upon projects and paid from project funds shall
be paid only for time actually worked. However, workers whose schedule
of monthly earnings has been established in accordance with the schedule
set forth in Executive Order No. 7046 with amendments and. adjustments
thereto, shall he allowed every reasonable opportunity to make up time
lost due to weather conditions, temporary interruptions of the project
beyond the control of the workers, or injury as provided in Adminis¬
trative Order No. 47. Hours lost due to the above causes will here¬
inafter be referred to as "allowable hours." Allowable hours accumula¬
ted by each worker may be made up in subsequent pay periods. Payments
in excess of the schedule of monthly earnings are permitted for this
puruose. In general allowable hours should be scheduled on a project-
wide basis and insofar a.s possible should he scheduled in the current
or succeeding month.
The average monthly hours assigned at the established hourly rate
shall provide for the payment of wages in conformity with the schedule
of monthly earnings.
Project 'Yorkers Exempted from Schedule of Monthly Earnings The
State Administrator is authorized by Administrative Order No.
54 to exempt from the schedule of monthly earrings rot to ex¬
ceed five ucr cent (5fo) of the total number of employees, paid
from project funds, employed on a projpet. This includes super¬
visory and administrative employees as well as project workers.
(Revised April 15, 1937)
11468 Char;. XXI Sec. 4 (Cont'd)
Project employees exempted from the schedule of monthly earnings
are not entitled to the privilege of carrying over allowable hours.
However, they m^y be allowed to work the hours necessary for the
efficient oreration of the project, including those hours when others
may be making up allowable hours.
Instructions regarding assignment, hours of work, and wages are given
in Chapters XIV. XVI. and XVII. The worker's pay roll month shall coin¬
cide with that of the project. Where a project employee bpgins work dur¬
ing a project pay roll month, his first complete pay roll month will coin¬
cide with the next succeeding project pay roll month. The first pay roll
month of the ?/ork project shall consist of the first two complete semi¬
monthly pay roll periods.
The exact method of keeping time in the field and the forms to be used
for this purpose are not prescribed by the Federal Works Progress Adminis¬
tration but are left to the discretion of the district and branch offices
subject to approval by the State Director of Finance and Statistics. How¬
ever, if subsidiary time records are used, such time, in full detail, shall
be transferred to TIME REPORT EOR PERSONAL SERVICES - WORK PROJECTS (HOURLY
BASIS), T/PA Form 508 Revised. All such records shall be the property of
the Works Progress Administration and shall be returned to and permanently
filed by the Division of Finance and Statistics.
For instructions regarding the preparation of TIME REPORT FOR. PERSONAL
SERVICES - WORK PROJECTS (HOURLY BASIS), WFA Fo: ,n 502 Revised, see Opera¬
ting Procedure No. F-5.
(Revised April 15, 1957)
11468
Chap. XXI Sec. 5
Section 5. Pgy Roll for Personal Services - Work Projects (Hourly
E as i s), WPA To ria 503 Revis e d.- Th i s pay roll is prepared for all hourly-
hasis employees, excepting those employees in work camps who are paid on
PAY ROLL POR PERSONAL SERVICES - WORX PROJECTS (HOURLY BASIS FOR WORK
CAMPS), WPA Form 504 Revised, and covers each pay period of the project.
Persons who are paid in accordance.with the -schedule of monthly earnings
and persons exempted from the schedule of monthly earnings shall he
listed on the pay roll in two distinct groups headed by the words
"Security Wage Workers," and "Non-Security Wage Workers." Each of these
groups shall be further classified between those who are "Certified
Workers" and those who are "Non-Certified Workers." The pay roll consists
of the original (white), WPA Form 503 Revised with certificate on the
reverse side; memorandum copy (yellow), WPA Form 503a Revised, original
continuation sheet copy (whits), WPA Form 503b Revised, and memorandum
continuation sheet (yellow), WPA Form 503c Revised. WPA Form 503 Revised
and 503a Revised are used for the original and copies of the final page.
If the pay roll comprises more than one page, WFA Form 503b Revised is
used for the original and WPA Form 503c Revised for additional copies of
all except the final page. For other details,of preparation and routing
of pay rolls, see Operating Procedure No. F-5.
(Revised April 15, 1937)
11468 Chap. XXX Sees. 6-7
Section 6. TiroeLpepiu-:; for Hourly Rate Workers Employed in Work
Camps. -Persons employed in work oar.ps shall "be paid in accordance with
the schedule of monthly earnings and at prevailing rates as determined
"by the State Administrator. Deductions for' their subsistence shall he
made from the amount earned. Excess of subsistence charges over current
earnings shall be charged against subsequent earnings so long as the
worker is employed by the Works Progress Administration.
The time record for these employees shall be kept on TIME REPORT PGR
PERSONAL SERVICES - WORK PROJECTS (HOURLY BASIS), WPA Eorm 502 Revised,
adapted for this purpose. (See Operating Procedure No. F-7).
Section 7. Pay Roll for Personal Services - Work Projects (Hourly
Basis for Work Camps, WPA Form 501- Revised .-The pay roll for employees
in work camps on an hourly basis shall Tp prepared on WPA Form 504 Revised.
This fnrm is prepared in the same manner as WPA Form 503 Revised except
that additional columns have been provided for deducting the charge for
subsistence from the gross amount earned to secure the net amount to be
pa.id. (Bafi__Qr>erating Procedure No. F-7).
(Revised April 15, 103?)
1146? Chap. XXI Sec3. 3-9
Section 3. Timeheepir p ^or £u| nrviscry Em-'loyees on Work Projects.—1
Employees of this gruup are exempt"a from the schedule cf monthly earnings
in accordance with section 3, item (b) of Administrative Order No. 34.
The State Administrator is authorized "by Administrative Order No. 54 tc
exempt from the schedule of monthly earnings not to exceed five per cent
(5/ft) of the total number of workers employed on a. project and paid from
project funds, including supervisory and administrative employees. Rates
of pay for such employees shall "be established, on a monthly basis, and,
regardless of the rates established, shall be considered as a part of the
five per cent (5fo) exemption from the schedule of monthly earnings. They
are not required to execute an oa.th of office nor entitled to annual or
sick leave. The State Administrator is autnorized to establish minimum
monthly hours of -oo.rii for such employees. Deduction for non-pay status
due to unauthorized absence shall be made, at an hourly rate based on the
workers' assigned hours and monthly wage. Deductions will not normally
be made for temporary project suspend on, nor will overtime be paid for
excess hours.
For instructions for preparation of the time report fcr supervisory
employee s see Opera ting Procedure No. F-G Pevision A.
Section 9. Pay Rolls for Supervisory Employees on Work Projects■
These employees are paid "o-r jiwano PAY ROLL FOR PERSONAL SERVICES -
WORK PROJECTS (SEPT. MONTHLY BASIS), DP A Form 5^9. (See Operating Pro¬
cedure No. F-3 _Royisi on A).
(Revised April 15, 1937)
11468 Chap. XXI Sees. 10-11
Section 10. Timekeeping for Administrative Employees Hot Identified
With Work Pro.j acta.-Persons in this group are exempted from the schedule
of monthly ermines under authority of Executive Order No. 7046, d.atod
May 20, 1935, and are paid semimonthly on the oasis of annual salary rates,
pursuant to the provisions of Executive Order Ho. 7092, dated July 3, 1935.
No time report is provided tut attendance records must be kept.
Chanter IV, section 5 for hours of work) .
Section 11. Pay Roll for Administrative Employees Not Identified
With Work Prefects.-Employees of this class are paid semimonthly on the
basis of annual salary rates using PAY ROLL EOR PERSONAL SERVICES,
Standard Form Ho. 1013 Revised, the amounts being charged to general ad¬
ministrative expenses. The time is taken from attendance records. De¬
ductions shell be made for time lost because of leaves of absence without
pay. The pay roll is prepared in accordance with Operating Procedure No.
E-6, Revision A. The salaries of administrative employees shall be de¬
termined in accordance with Operating Procedure Ho. E-40.
(Revised April 15, 1937)
11463 Crsr.p. XXI Sec. 1,?
Section 12. Timekeeping for Certified Owner-Onewiore of Equipment•-
Priority is granted to the rso of eqrft- merit owne4 and operated by persons
certified as in need. Such persons shall be assigned by the Division of
Employment in the usual manner. They are paid hourly or per diem rates
established in accordance with loca.l conditions which include both compen¬
sation for the personal services of the owner-operator and for rental of
the equipment. TIME REPORT FOR- OWNER-OPERATED EQUIPMENT, Y7PA F0rm 508 is
used in recording time worked.
Certified owner-operators of equipment shall not be entitled to allow¬
able hours for time lost due to inclement weather or temporary inter¬
ruptions of the project. However, the certified owner-operator, when it
is estimated his equipment mil be idle for a period of not less than one
week, may be transferred to his alternate occupation, which shall be shown
on his assignment slip, and may be allowed to earn a total for personal
services during the pay roll month of not more than the amount provided
for the alternate occupation in the schedule of monthly earrings. "While
working at his alternate occupation the certified owner-operator shall be
entitled to allowable hours during the 'period of such status. (See
Operating Procedure Ho. F-8).
(Revised April 15, 1037)
11463
Chap, XaI Sec. 13
Section 13. Pay Roll for Certified Owner-Operators of Equipment.—
PAY ROLL FOR EERSOFAL SERVICES MI> 0M2P.--GF£iATiD EQUIP!,OT - WORK
PROJECTS, UPA Porn 5C6, is prepared from TPFA Perm 508 and transmitted in
accordance with instructions set forth in section 5 of this chanter and
Operating: Procedure No. F-5, the distribution between personal services
and equipment rentals being shewn in the space provided on the reverse
side of the first sheet of the pay roll. Each sheet of the pay roll
shall be marked "Certified as Eligible."
The amount of the pay roll shall be posted to the PRC-JECT REGISTER,
TlPA Form 704 Revised, distribution being made between personal services
and equipment rentals.
(Revised April 15, 1937)
Chap. XXI See. 14
Section 14. Time hat, ping for Nar.-Ccptlf iod Owner-Operators of
Eqv.icnent - Pay Ecll Basis.—When necessary for the prosecution of
work projects, equipment may be secured from non-certified owner-
operators by requisition through the Procurement Division, payment
of rental to bo effected by pay roll, WDA Form 506. This equipment
which must always be operated by the owners thereof shall te assigned
at predetermined rental rates. The time worked by this equipment will
be kept on RECORD OF EQUIPMENT RENTAL SERVICES, WFA Form 719, on the
first line of which is inserted the words, "Not Certified as in lined"
and in the upper right hand corner, "Assigned, by Requisition."
This procedure may net be used for corporations or individuals
owning more than one piece of equipment.
See Operating Procedures lies. F-g and 0-1 for employingnt of trucks by
contract.
(Revised April 15, 1937)
11468
Chap. XXI Spc. 15
Section 15. Fay Roll for Non-Certified Owner-Operators of Ennir>mert.-
The PAY ROLL FOR PERSONAL SERVICES ML OWNER-OPERATED EQUIPMENT - WC'RX
PROJECTS, WPA Form 506, shall be used in the eayment of all owner-operated
equipment rentals when assigned in accordance wi'h Chapter XX, -action 6.
Tne following procedures shall be observed:
Following the assignment of equipment to a project by the Procurement
Livision and the establishment, of an i-nitial encumbrance from the requi¬
sition, encumbrances are maintained by a NOTICE OE MISCELLANEOUS
ENCUMBRANCE, Treasury Form A-5 Revised, which is issued, monthly and denotes
the total rental charges for the month of all equipment which has been as¬
signed to the project at the time of issuance. It accompanies the final
pay roll issued for the month. As each new NOTICE OF "MISCELLANEOUS EN¬
CUMBRANCE is received, the Treasury State Accounts Office liquidates the
unused portion of the previous, encumbrance. As an alternate encumbrance
method, Treasury Form D-53 Revised may be used. Then this method is used,
the encumbrance document shall accompany the semimonthly pay roll and the
encumbrance shall cover the succeeding semimonthly period,
RECORD OF EQUIPMENT HIATAL SERVICES, WPA Form 719, is used as the '
basis of preparation of the pay roll. The prepara.tion of the MCElVINCr AND
INSPECTION REPORT, Treasury Form A-8, under this procedure is not required.
The PAY ROLL FOR PERSONAL SERVICES AITD 07NER-OPERATED EQUIPMENT, ?/PA
Form 506, when used in the payment of non-certified owner-operated equip¬
ment is prepared semimonthly and must have marked plainly on the face there¬
of, "Not Certified as in Need." There must also appear in the upper right
corner, immediately beneath the numbering section, the phrase "Assigned by
Requisition,"
(Revised April 15, 1S37)
Ii463
Chap, XXI Sec. 15 (Cont'd)
The full amount of the pay roll shall he charged against equipment
rental on the PROJECT REGISTER, $PA Form 704 Revised with no distribution
between personal services and equipment. The preparation and distribution
of these pay rolls are similar to that provided in section 5 of this
chapter and Operating Frocedure Ho. F~5.
The Comptroller General has ruled that "tTPA Form 506 may not be used
in the payment of employees who use their personally owned automobiles as
a means of transportation during the course of their work.
(Revised April 15, 1937)
11468
Chap. XXI Sec. 16
Section 16. Timekeeping for Equipment Rentals on Voucher Pavment
Basis..'—Project superintendents receive, through the district office of
the Works Progress Administration, copies of purchase orders covering
rentals of equipment to he furnished their projects when such equipment
rentals are paid hy voucher.
The timekeeper on the project is responsible for maintaining the
RECORD OP EQUIPMENT RENTAL SERVICES, WPA Form 719. Daily posting of
the time worked by each piece of equipment shall be entered on this form,
which is prepared in duplicate. Where the same vendor furnishes several
pieces of equipment on the same project, they should be listed together
in order to facilitate the preparation of the RECEIVING AND INSPECTION
REPORT, Treasury Form A-8.
At the end of the period, the total time for which the vendor is en¬
titled to payment shall be taken for each line, and multiplied by the rate
to get the total amount due for the item shewn on the line. WPA Form 719
must be properly certified by the timekeeper and project superintendent.
The original is then forwarded to the District Division of Operations
where it is approved and used as the basis for the preparation of the
RECEIVING AND INSPECTION REPORT, Treasury Form A-&. WPA Form 719 is then
filed in the district office by projects, while Treasury Form A-3 is
forwarded to the State Procurement Officer.
(Revised April 15, 1937)
11468
Chap. XXI Sec. 17
Section 17. Pay Roll for Accident Compensation, WPA Form Ell.—All
approved accident compensation cases of the following nature are paid on
this pay roll form.
Whenever it has "been established that a worker receiving Security
wages was injured in the performance of duty and that the accident-caused
a traumatic injury, the compensation officer may approve the payment of
local compensation for not more than the first thirty days of disability.
In performing this function, the Works Progress Administration acts as
an agent for the United States Employees' Compensation Commission. This
pay roll Is certified by the proper compensation officer who shall be
designated a certifying officer for compensation pay rolls and who should
make certain that the payments do not:
1. Include the wanting period of three days.
2. Exceed two-thirds of the employee's regular monthly payments
and. in no case more than $25 per month.
3. Exceed in any case the first thirty days of compensation.
4. Exceed the period of compensation the employee has claimed
on Compensation Form CA-4 and Form CA-8.
5. Include payment for the 31st day of a month.
The compensation pay roll shall be prepared in sextuple and all copies
forwarded to the State Director (or District Supervisor) of Finance and
Statistics. The SCHEDULE OF DISBURSEMENTS, Standard Form No. 1064 Revised,
and PAY ROLL ROUTING SLIP, Treasury Form D-53 Revised shall be prepared by
the Division of Finance and Statistics and shall be atta.ched to the origi¬
nal, duplicate, quintuple, and sextuple copies of the pay roll which are
forwarded to the State Compensation Officer for certification. The State
(Revised April 15, 1937)
11468
Chap. XXI Sec. 17
Section 17. Pay Roll for Accident Compensation, WPA Form 511. —All
approved accident compensation cases of the following notice are paid on
this pay roll form.
Whenever it has been established that a worker receiving security
wages was injured in the performance of duty and that the accident -caused
a traumatic injury, the compensation officer may approve the payment of
local compensation for not more than the first thirty days of disability.
In performing this function, the Works Progress Administration acts as
an agent for the United States Employees' Compensation Commission. This
pay roll is certified by the proper compensation officer who shall be
designated a certifying officer for compensation pay rolls and who shooId
make certain that the payments do not:
1. Include the wanting period of three days.
2. Exceed two-thirds of the employee's regular monthly payments
and. in no case more than $25 per month.
3. Exceed in any case the first thirty days of compensation.
*
4. Exceed the period of compensation the employee lias claimed
on Compensation Form CA-4 and Form CA-8.
5. Include payment for the 31st day of a month.
The compensation pay roll shall be prepared in sextuple a.nd all copies
forwarded to the State Director (or District Supervisor) of Finance and
Statistics. The SCHEDULE OF DISBURSEMENTS, Standard Form No. 1064 Revised,
and PAY ROLL ROUTING SLIP, Treasury Form D-53 Revised shall be prepared by
the Division of Finance and Statistics and shall be attached to the origi¬
nal, duplicate, quintuple, and sextuple copies of the pay roll which are
forwarded to the State Compensation Officer for certification. The State
(Revised April 15, 1937)
11463
Chap. XXI Sec. 17 (Cont'd)
Compensation Officer shall retain the quintuple of the pay roll and forward
the remaining copies, together with the supporting documents, to the
Treasury State Accounts Office.
Postings to the INDIVIDUAL EARNINGS RECORD, WRA Form 507 Revised
shall be made by the Division of Finance ana Statistics from the quadrupli¬
cate copy of the my roll which is retained in that office. The triplicate
copy of the pay roll is forwarded to the WPA Area Statistical Office by the
Division of Finance and Statistics. For information regarding the prepar¬
ation of VPA Form 511, see Operating Procedure No, F-50.
In the event an overpayment results from failure to remove a WPA em¬
ployee from a project pay roll after he has contracted injury for which
compensation in cash is due, reimbursement of the appropriation from which
such overpayment was made shall be effected in the following manner:
1. When the amount pf overpayment is $25.00 or_less, the total
amount of overpayment must be deducted from the first compensa¬
tion pay roll (or pay rolls) issued for the injured employee. A
check in this amount shall be drawn to the 'Treasurer of the United
States and deposited by the Treasury State Disbursing Officer to
the credit of the appropriation from which overpayment was made.
If any balance remains due the employee after this deduction has
been accomplished, a check in the amount of such balance should
be drawn in his favor. A satisfactory explanation showing the
amount of overpayment and the days and hours represented thereby
must be included on the compensation pay roll. A complete ac¬
count of the facts requiring ? ich an adjustment, together with
a statement that an adjustment has been made in the case shall
be sent to the U. 5. Employees' Compensation Commission, Wash¬
ington, D. C.
2» When the amount of overpayment exceeds $35.00, an accurate state¬
ment of all relevant circumstances must be sent immediately to
the U. S. Employees' Compensation Commission, Washington, D. C»,
with the request that a check in the amount of the overpayment
be drawn in favor of the Treasurer of the United States and sent
to the Treasury State Disbursing Office for deposit to the credit
of the appropriation debited in error,
(Revised April 15, 1937)
11468
Chap. XXI Sec. 18
Section 18. Voucher Distribution-Treasury Forfj A-4 Revised. —This
form shall accompany all vouchers except pay roll vouchers submitted to
the Treasury State Accounts Office, The State Procurement Office, will
prepare Treasury Form A-4 Revised to cover Standard Form No. 1034 vouchers
prepared "by that office. Sufficient copies shall be prepared to enable The
Treasury State Accounts Office to attach a completed Treasury Form A-4
Revised to the copy of the paid voucher which is returned to the WPA Dis¬
trict Division of Finance and Statistics. The v7°A District Office will
use this form to make the proper adjustment of the original encumbrance to
the project register.
Treasury Perm A-4 Revised shall be prepared by the Works Progress Ad¬
ministration and accompany travel and adjustment vouchers, Standard Forms
Nos. 1012 and 1080.
Treasury Form A-4 Revised provides for identification of the document
which it covers, reference to the encumbrance to be liquidated, a dis¬
tribution of the amount of the vouchor by object of expenditure, and space
to indicate the adjustment of the encumbrance. An extra copy of this form
shall be submitted to the Treasury State Accounts Office, to be returned
by that office to the Works Progress Administration after the Treasury has
entered the voucher. The Treasury State Accounts Office shall indicate
any changes it makes on the copy of Treasury Form A-4 Revised returned to
the Works Progress Administration. (For instructions as to preparation
3ee Operating Procedure No. F-21.).
(Revised April 15, 1937)
11468
Chap. XXI Sec. 19
Section 19. Hot ice of Miscellane ous Encumbrance-Treasury Form A-5
Revised.—This form is used to encumber funds on the Works Progress Ad¬
ministration and Treasury State Accounts Office records for items not
covered by a requisition or other type of encumbering documents, and for
indefinite contracts and advance encumbrances when subsequent encumbrances
on Treasury Form E-53 Revised are made. The form shall be prepared in
triplicate with one copy being retained by the Works Progress Administra¬
tion. The duplicate copy shall be returned to the initiating office indi¬
cating the action taken by the Treasury State Accounts Office.
Encumbrances for recurring charges, such as rental of equipment and
services, shall be made at the beginning of each period following the
original period covered by the requisition for the equipment or services.
An extra copy of Treasury Form A-5 Revised covering recurring service
charges to be paid on Standard Form No. 1034 must be submitted to the
Treasury State Accounts Office, to be transmitted by that office to the
State Procurement Office. Reference must be made to the original reqixisi-
tion by number on Treasury Form A-5 Revised to enable the State Procurement
Office to charge the voucher to the proper encumbrance. The State Procure¬
ment Office docs not receive a copy of Treasury Form A-5 Revised on which
encumbrances for travel or pay rolls are made.
Space is provided on Treasury Form A-5 Revised to record liquidations
and adjustments of the encumbrances. Documents submitted to the Treasury
State Accounts Office must indicate whether or not the encumbrance is to
be fully cr partially liquidated. For instructions as to preparation see
Operating Procedure No. F-30.
(Revised April 15, 1937)
11468
Chap* XXI Sees. 20-21
Section 20. Change in Enc.umbranee, Treasury Form A-5a Revised*-—
This form is used to provide for increases in encumbrances a.nd in effecting
the reduction or cancellation of existing encumbrances on the records of
the Works Progress Administration and Treasury State Accounts Office*
When the form is issued for the purpose of effecting cancellation or
reduction of existing encumbrances for the purchase of materials, supplies,
or equipment the State Procurement Officer shall determine whether or not
an obligation has been incurred against the requisition involved. If no
obligation has been incurred, the issuing organization shall receive an
approved copy of the form submitted for cancellation, at which time- the
entry on the proper records shall be made. In the event that an obligation
exists which cannot be cancelled, all copies as prepared by the issuing
organization shall be returned, indicating thereon the reason for dis¬
approval.
Section 21. Pay Roll Pouting Slip, Treasury Form P-53 Revised.—
When the PAY ROLL ROUTING SLIP, Treasury Form P-53 Revised is used, VOUCHER
DISTRIBUTION, Treasury Form A-4 Revised and NOTICE OF MISCELLANEOUS EN¬
CUMBRANCE, Treasury Form A-5 Revised are eliminated. For all new projects
the original of NOTICE OF WORKS PROGRESS ADMINISTRATION PROJECT OPERATION,
WPA Form 310, accompanied by Treasury Form D-53 Revised establishing the
initial pay roll encumbrance, shall be forwarded immediately to the
Treasury State Accounts Office. Treasury Form D-53 Revised provides for
the liquidation and adjustment of the current encumbrance and the seating
up of the succeeding encumbrance on the same document. For instructions
as to preparation see Operating Procedure No. F-14.
(Revised April 15, 1937)
11463
Chap. XXI Sees. 22-33
Section 2?. Schedule of Disbursements, Standard Form No. 1064 Re—
vised,—This schedule may be prepared covering a number of vouchers or pay
rolls. Only one class of document may be included on a single schedule.
Four copies of this schedule are sent to the Treasury State Accounts
Office, and one is retained by the District Division of Finance and
Statistics. Where the Treasury Department has established branch offices
in the state for accounting and disbursing purposes, seven copies of this
form must be prepared; the first six, attached to the nay roll, being sent
to the Treasury branch office, the last copy being retained in the district
office. For preparation, see Operating Procedure No. F-9,
Section 23. Responsibility of Certifying Officer.—In making its
pro-audit, the Treasury State Accounts Office accepts the WFA certifying
officer's signature as indicating that the persons listed cn the pay rolls
are entitled to the amounts shown thereon. It is imperative, therefore,
that the certifying officer be certain that the persons shown on the pay
roll were duly appointed and employed- and that they have complied with the
conditions entitling them to payment. tThere circumstances warrant, certi¬
fying officers may be hold financially responsible for overpayments. See
Chapter XIX, section 6 for information on requirements governing the
appointment of certifying officers.
(Revised April 15, 1937)
11468 Chap. XXI. Sec. PA
Section 24. Delivery of Pay Checks.—The Treasury State Disbursing
Officer is responsible for the preparation of all pay checks and for the
delivery into the hands of the payees. Deliveries will usually be ac¬
complished by the use of direct mail using "window" envelopes. The paye.
name, address and identification number shall be written on the check in
such a position as to be visible through the envelope. In certain large
metropolitan areas or work camps, determined by the State Works Progress
Administration and Treasury State Disbursing Office, checks will be de¬
livered to workers on the projects by paymasters.
Workers 1 addresses shall be submitted to the Disbursing Officer on
the pay rolls. Constant attention must be given to obtaining proper not3
fication of changes of addresses 5n order that the addresses submitted
shall be correct.
(Revised April 15, 1937)
11458 Chap. XXI. Sees. 25-27
Section 25. Staggering of Pa" Rolls.--It is necessary to constantly
review the schedule of pay roll period ending dates in order to eliminate
peak loads and expedite the payment of wages. The pay periods may be re¬
arranged tc end on any day in the month provided not more t" an two pay
rolls will be issued during a month for the payment of any group of workers
on a semimonthly basis. For further information see Operating Procedure Ho.
F-10.
If the pay roll periods are staggered, for accounting and reporting
purposes, all encumbrances initiated within any calendar month are con¬
sidered as pertaining to that particular month. Encumbrances for pay rolls
must be initiated on the first day of each pay roll period. Any stagger¬
ing plan should be developed in cooperation with Treasury State Disburs¬
ing Office in order to insure an even flow of work through that office.
The District Supervisor of Finance and Statistics shall designate the pay
roll period for a project before operations are started. Changes in pay
periods shall be made only at the conclusion cf each unit of two consecu¬
tive semimonthly nay periods, as calculated from the commencement of the
project.
Section 26. Supplemental Pay Hells.—Pay rolls which a.re issued to
supplement original pay rolls are prepared in accordance with instructions
given in Operating Procedure No. F-ll.
*
Section 27. Fay Roll Trouble Unit and Suspension Reply Unit.—Pay
roll trouble and suspension reply units shall be established by the State
Director cf Finance and Statistics in conformity with the provisions of
Operating Procedure No. F-12.
(Revised April 15, 1937)
11468 Chap. XXI Sec. .28
Section 28. Individual Earnings Record. WPA Fern 507 Revise!.—'To
prevent duplicate oayments, or payments to an individual in excess of
his monthly rate, some current record must he kept of individual earnings
and hours of work. This is accomplished by the use of the INDIVIDUAL
EARNINGS RECORD, WPA Form 507 Revised, in each district office, cr branch
office where the time reports are prepared covering supervisory, adminis¬
trative, and project employees, including those engaged as certified owner-
operators of equipment. Before preparing the pay roll, each worker's
earnings, as shown on the time reports, shall be posted to the earnings
record. Local payments for compensation due to injury (net to exceed 30
days' compensation) shall be posted to the INDIVIDUAL EARNINGS RECORD,
WPA Form 507 Revised.
Data from the employment documents for each worker shall be posted to
the INDIVIDUAL EARNINGS RECORD at the time such documents are received in
the district office. The record prepared for each worker shall be headed
with the individual's surname, christian name, and initial If any. When
the time report is received in the district office the INDIVIDUAL EARNINGS
RECORD, WPA Form 507 Revised, shall indicate the changes in the worker's
assignment status and the record shall be compared to ascertain that the
time report is in accordance with the approved assignment records. The
columns of the earnings record are so arranged that a continuous record
of earnings may be kept and reconciled with the record shown on the time
report at the end of each pay roll period.
(Revised April 15, 1937)
11468
Chap. XXI Sec. 28 (Cont'd)
The Division of Finance and Statistics is charged with the responsi¬
bility for keeping an accurate record of the employment and earnings of
workers. Errors must be discovered and corrected promptly. 'When a worker
is transferred to a project, the records of which are kept in a different
district office than the records of the project on which he has been working,
copies of INDIVIDUAL EARNINGS RECORD, WPA Form 507 Revised, and assignment
records are to be transferred to the new district office. The records are
to be carefully preserved for future reference. Further detailed instruc¬
tions are given in Operating; Procedure No. F-15.
(Revised April 15, 1937)
11468 Chap. XXI Sees. 29-30
Section 29. Transfer of Workers.—Then a worker is transferred from
one project to another, the pay roll dates of which do not coincide, the
assigned hours for the intervening period shall he a. proportionate part
of the normal assigned monthly hours cased on the ratio the number of days
in the intervening period hears to a 30 day month. Allowable hours shall
he carried, forward without adjustment except in cases of reclassification.
See Operating Procedure No. F-10.
Section 30. Recla.ssifics.tion cf Workers.—The normal assigned hours
for a worker who is reclassified during the pay period must he adjusted
to enable the worker to earn for the entire pay month an amount equal to
a proportionate part of his allowable earnings for the period at his old
rate plus a proportionate part cf his allowable earnings for the period
at the new rate. Should the worker he entitled to allowable hours at the
old rate, those hours shall be adjusted so that the worker may earn the
same amount at his new rate.
Reclassifications within the pay period are permissible only when
necessary for the efficient operation of the project. Otherwise they
shall be made at the beginning of a pay roll period. See Operating Fro-
cedure_ Ho. 3T-10.
(Revised April 15, 1937)
11468 Chap. XXI Sec. 31
Section 31. Transfer of Record of Employees Time Upon Reassignment.—
A record of an employee's allowable time must be forwarded to the time¬
keeper of the project- to which the employee is transferred.
When the worker is transferred without loss of time, the time record
may be transferred directly to the new project without clearing through
the district office. When the worker will lose time, due to an interval
between termination and reassignment, the time record shall be sent to
the District Employment Office to be forwarded to the project when the
worker is reassigned. Allowable time does not accrue when the worker is
not working between assignments to project. However, allowable time, ac¬
crued oricr tc the date the worker was laid off, shall be carried, forward
at the time he is reassigned.
The State Administrator should mimeograph a form to be known as a
Transfer Time Record, which will be addressed, "To Timekeeper, Project
Ho. and will contain a certificate signed by the timekeeper and
project foreman or supervisor stating that the employee or employees have
worked during the current pay month the hours shown and are entitled to
work the number c-f hours shown during the balance cf the month to earn
their allowable earnings. The body of the record shall provide spa.ce for
recording the time of several workers. The name, identification number,
occupation and hourly rate, and a summary record of the time shown on the
tine report for the current period shall be shown for each worker trans¬
ferred on the Transfer Time Record. The summary time record should indi¬
cate the worker's allowable hours at the beginning of the month, the
normal hours assigned for the month, the hours consumed during the current
month (worked and voluntary absence), and the balance of hours which the
worker may work during the balance of the pay month o* his allowable time.
A column may be provided to record the amount cf earnings to which the
worker is entitled. See Operating Procedure Ho. F-10,
(Revised April 15, 1937)
11468 Chap. XXI Sec. 32
Section 32. Schedule of Collections. Standard Form Mo. 1044 Revised.-
Checks for cancellation as well as collections shall he scheduled on
Standard Form No. 1044 Revised for remittance to the Treasury State Dis¬
bursing Officer. The SCHEDULE OF COLLECTIONS, Standard Form No. 1044 Re¬
vised, will be prepared in an original and six copies and numbered, con¬
secutively for the fiscal year. The schedules will, in all cases, show
department or establishment, bureau, and location. Standard Form No. 1044
Revised must be completely executed and provide information in sufficient
detail to permit prompt determination of the appropriation account to
which each remittance may lawfully be credited. Collections which at
the time received cannot be definitely identified as to the appropriation
or fund account to which they pertain, will be scheduled as special de¬
posits pending final disposition. Special deposits will be segregated
from the regular collections and listed by administrative offices on
spearate schedules.
The original and five copies of SCHEDULE OF COLLECTIONS, Standard
Form No. 1044 Revised, (check cancellations) will be sent to the Disburs¬
ing Clerk. The Disbursing Clerk will receipt and return one copy of the
schedule to the administrative office.
The sixth copy will be retained by the administrative office pending
return of receipted copy from the Disbursing Officer.
(Revised April 15, 1937)
11468 Chap. XXI Sec. 33
Section 33. Schedule of Retirement and Disability Fund Credits,
Standard Form No, 1070 Revised.--This form will net he in general use
by the state and district offices of the Works Progress Administration.
However, there may he persons employed hy the Works Progress Administra¬
tion who retain their Civil Service status and it will therefore he neces¬
sary in such cases to make certain deductions from their salary checks for
the Retirement and Disability Fund.
Items on this form are to he listed according to the bureau voucher
number, which will he placed in the column headed "bureau or voucher
number." SCHEDULE CP ESTIREMBNT AND DISABILITY FUND CREDITS, Standard
Form Ho. 1070 Revised shall he prepared in eight copies. The office
originating the form shall retain one copy for their file and forward,
with the pay roll or voucher from which deduction is to he made, the
original and six copies of Standard Form No. 1070 Revised to Treasury
State Accounts Office.
(Revised April 15, 1337)
114*8 Chap. XXI Sec. 34
Section 34. Schedule of Voucher Deductions, Standard Form Ho.
1096.-Pay rolls must "be aprrcved for and show the gross amount to he
charged to the appropriations or funds. The gross amount of the pay roll
voucher will he the net amount to he paid to the rayees, plus the amount
of the deduction. Deductions for amounts representing the value of sub¬
sistence allowances furnished in kind pursuant to law must not he included
in the gross amo^unt chargeable to the appropriation.
The district or state office preparing and approving the pay rolls
and vouchers involved, will furnish complete information as to the purposes
for which the voucher deductions are made and the appropriations or funds
to he credited, with the amount of such deductions. When a voucher de¬
duction is made to cover an overpayment or adjustments of uaymcnts
previously made, complete reference must he made tr the name and symbol
number of the disbursing officer effecting the payment, and the D. 0.
Voucher number to which the adjustment anplies. A complete ununary bv
appropriations or funds of all voucher deductions must be made on the pay
roll or voucher, showing the symbol number, and title of each appropri¬
ation or fund to be credited, The serial number of the schedule should
be noted on the pay roll or voucher to which the schedule pertains.
SCHEDULE OE VOUCHER DEDUCTIONS, Standard Eorm Ho. 1096 shall be pre¬
pared in seven copies and shall be numbered, in numerical sequence.
(Revised April 15, 1937)
11468 Chap. XXI Sec. 34 (Cont'd)
The office preparing SCHEDULE OE VOUCHER DEDUCTIONS, Standard Form
No. 1096 will retain rno copy and forward the original and five copies
to the Treasury State Accounts Office,
When the WFA Division of Finance and Statistics makes collection of
overpayment of compensation or collection of items that have no relation
to Works Progress Administration accounts, the Dishursing Officer will
advise the WPA Division of Finance and Statistics of the proper reference
numbers to be placed on the pay roll. Collections of this type are not
to be credited to the Works Progress Administration appropriations.
Standard Form No. 1096 shall be prepared on the basis of information
supplied by the Disbursing Officer.
(Revised April 15, 1937)
11468
Char. XXII Sec. 1
CHAPTER XXII
ACCOURTING
Section 1. Procedure "by Which Funds Appropriated Under the Emergency
Relief Appropriation_-pct s_ ®£. 1935 and 1936 Are Made Available. —Under the
terms of the acts the President approves the allocation of funds to the
Federal Works Progress Administration and the projects to he operated
therefrom. Projects apr-rcved hp the President are known as official
projects. Projects under the (f) and (g) clas' ifications of the Emergency
Relief Appropriation Act of 1936 approved "by the Federal Administrator are
known as administration projects. The letters from the President to the
Secretary of the Treasury approving official projects and allocating funds,
when approved ty the Comptroller General, form the "basis for the issuance
"by the Treasury Department of an ADVICE OF ALLOCATION to the Federal Works
Progress Administration.
(Revised April 15, 1937)
11468 Chap. XXII Sec. 2
Section 2. Advice of Allocation, Treasury Form A-l.—This form is
prepared "by the Treasury Department in Washington for the first allocation
under each limitation of the Emergency Relief Appropriation Acts of 1935
and 1936. Subsequent allocations or rescissions are effected through the
use of ADVICE OF CHANGE IN ALLOCATION, Treasury Form A-la. Roth forms
show the amount, the symbol, and title of the appropriation, including
the limitation of the act to which it relates. Attached tc the form is
a Presidential Letter describing one or more official projects listed by
number with the maximum amount approved for each. Copies of signed Presi¬
dential Letters, or WPA Administrative Letters which affect projects un¬
der the (f) and (g) classifications of the Emergency Relief Appropriation
Act of 1936, are sent as soon as possible to each State Administrator by
the Federal Works Progress Administration and to the Treasury State Ac¬
counts Office by the Treasury Department.
ADVICES OF ALLOCATION and ADVICES OF CHANGE IN ALLOCATION are prepared
in duplicate. The original is forwarded to the Federal Works Progress Ad¬
ministration, while the duplicate is retained by the Treasury Department,
(Revised April 15, 1937)
11468 Chan. XXII Sec. 3.
Section 2, Advice of Project Authorization, Treasury Form A-2.—
Allocations for many states may to included in one ADVICE OF ALLOCATION.
For each state included, the Works Progr -ss Administration in Washington
issues an ADVICE OF PROJECT AUTHORIZATION, Treasury Form A-2, or an
aDVICE OF CHANGE IN PROJECT AUTHORIZATION, Treasury Form A-2a. Treasury
Form A-2 is used for the initial authorisation of funds to each state
under the various limitations of the acts. Tr .usury Form a-2a is used for
subsequent authorizations of funds. Attached to each ADVICE OF PROJECT
AUTHORIZATION is a list of official projects indicating the maximum amount
that may ha expended on each. Doth Treasury Forms a-2 and A-2a are pro-
pared in quintuple and all copies are sent to-the Commissioner of Ac¬
counts and Deposits of the Treasury Department who, after opening appropri¬
ate accounts, sends the original and duplicate to the Treasury State Ac¬
counts Office, the triplicate to the Comptroller General, retains the
quadruplicate, and returns the quintuple to the issuing office. The
Treasury State Accounts Office opens appropriate accounts and forwards the
original to the State Works Progress Administrator,
The Treasury Forms A-2 or A-2a covering nation-wide projects, WPA
Sponsored Federal Projects Nos. 1 through 6 and NYA projects, set the
project limitations and the fund authorizations for those projects, The
Treasury Forms A-2 or A-2u covering WPA projects, either Federal or Ncn-
Federal, other than those enumerated above, which are direct",- under the
supervision of the State Works Progress Administrator (hereinafter re¬
ferred to as State Program projects) do not permit immediate use of the
funds by the State Administrator, The amount of funds to be used on
State Program projects shall be governed by a monthly budget authorization
issued by the Federal Works Progress Administration at Washington. The
monthly budget will be released to the State Works Progress Administration
on ADVICE OF STATE MONTHLY BUDGET, Treasury Form A-2d Revised,
(Revised Anril 35. 1937)
11463 Chop, nil Sec. 4
Section 4. Advice cf Stole Monthly Budget, Treasury Form A-2d
Revised.—-A monthly "budget of funds to he allotted for the State Program
will he made to State Works Progress Adninistr-tors on ADVICE OF STATE
MONTHLY BUDGET, Treasury Form A-Od Revised.
i
Treasury Form A~2d Revised establishes the State Monthly Budget in
total. The State Administrator will receive telegraphic notification of
the distribution of the budget between State Program Federal and Non-
Federal appropriations. The ADVICE OF STATE MONTHLY BUDGET, Treasury Form
A~2d Revised sots forth the limitation placed upon funds which may be
allotted and which may be encumbered on both Federal and Non-Federal proj¬
ects in the State Program. The cumulative total of allotments or in¬
cumbrances shall not exceed the 'cumulative total of Treasury Forms A-2d
Revised, A State Adrlnistra* ,r who allots more then one month's require¬
ments in advance on Federal projects in, the State Program will penalize his
Non-Federal projects in the State Program. States will receive funds
during the month equal to the State Program Non-Federal portion of the
budget. States shall distribute the monthly budget among districts through
the use of ADVICE CF DISTRICT MONTHLY BUDGET, WPA Form 730.
Budget authorization on Treasu'ry Form A-2d Revised are cumulative from
January 1937'. Allotments issued (Treasury Forms A-3 and A~3a) may not
exceed the cumulative total of the monthly budgets (Treasury Forms A~2d
Revised) nor the current unallotud balance of authorizations (Treasury
Forms A-2 or A-2a). The State Administrator may make allotment adjustments
between districts at any time.
Transfers between State Program Non-Federal appropriations may be re¬
quested of the Division of Finance at Washington at any time.
(Revised April 15, 1937)
11469
Chap. XXII Sec. 4 (Cont'd)
lie transfers cf funds "between Federal projects or Federal
appropriations may he made "by either the State Administrator or
the F-eiera.l Works Progress Administration, since such funds are
irrevocably earmarked upon allocation for specific projects.
(See One rating Procedure No. F-15~),
(Revised April 15, 1937)
11468
Chap. XXII Sec. 5
Section. 5. Advice of District Monthly Budget, NPA Form 730.—The
State Administrator shall plan, with the District Directors, the amounts
to he released each month to each district for encumbrances under each
appropriation symbol. Upon receipt of the ADVICE OE STATE MONTHLY BUDGET,
Treasury Form A-2d Revised, the State Administrator shall advise the UFA
District Office by means of ADVICE OF DISTRICT MONTHLY BUDGET, UFA Form '
730, of the amount of operating funds to be -supplied for the succeeding
month. Allotments of funds shall be made through the month on ADVICE OF
ALLOTMENT, Treasury Form A-3 or ADVICE OF CHANGE OF ALLOTMENT, Treasury
Form A-3a. Treasury Forms A-3 and A-3a shall be prepared in triplicate.
One copy of the form is to be transmitted to the Treasury State Accounts
Office, one copy to the district office and one copy is to be retained in
the state office. Adjustments of allotments between district0 shall, be
accomplished by the use of Treasury Form A-3a. Records shall be kept in
the district office to regulate encumbrances to the amount authorized by
WPA Form 730.
The amount allotted to the districts under each appropriation shall
be reoorded in a District Monthly Budget Account maintained by the Treasury
State Accounts Office and by the Works Progress Administration for con¬
trol of encumbrances by appropriations by districts. Full distribution of
the state monthly budget is not mandatory. The State Administrator may
make adjustments between districts when operating conditions so require.
Apportionment of the state monthly budget to districts shall he re¬
corded in the space provided on the ADVICE OF STATE MONTHLY BUDGET,
Treasury Form A-2d Revised.
(Revised April 15, 1937)
11458
Chap. XXII Sec. 6
Section 6, Distribution of District Monthly Budget Among Projects.'—•
The function of making and controlling "budgets to work projects is the re¬
sponsibility of the WPA District Office. This control will be effected
without clearance through the state offices of either the Works Progress
Administration or Treasury State Accounts Office.
Distribution of the district monthly budget (established by WPA Dorm
730) among work projects may be made on a schedule of project budgets
listing the individual work projects and setting forth the increase or de¬
crease in the project budget for the subsequent month. The schedule, if
used, shall be prepared by the operating divisions, approved by the Dis¬
trict Director or his authorized representative, and transmitted to the
District Division of Finance and Statistics, where the amounts shall be
posted to a control account regulating the district budget and to the in¬
dividual project registers. The schedule shall indicate, for each indivi¬
dual project, the distribution of budget between objective classifications.
District offices may adjust project budgets as operations require.
Caution shall be exercised to insure that project budgets do not exceed
the work project limitation authorized on the STATEMENT OF PROJECT
ESTIMATE DETAIL, WPA Form 701 Revised.
(Revised April 15, 1937)
11463
Chap. XXII Sec. 7
Section 7. Schedule of Projects Commenced, Treasury Form A-24
P.evisel,—Within the Presidential limitations of official projects, work
projects may "he initiated and estimated costs adjusted. Treasury Form A-24
Revised provides a notice to the Treasury State Accounts Office of projects
commenced and adjustments of the estimated costs thereof. Official projects
may he subdivided into work units and such units approved separately for
prosecution as work projects. In this manner state-wide or district-wide
official projects may he prosecuted as work projects comprising district-
wide, county-wide or smaller units. Under state-wide blanket, official
projects for classifications (f) and (g) under the Emergency Relief Ap¬
propriation Act of 1936, project proposals must he submitted to the Fed¬
eral Works Progress Administration at Washington for approval as Adminis¬
tration Projects before work can he initiated.
Generally the Treasury State Accounts Office will control project ex¬
penditures on the basis of official projects. However, projects under the
(f) and (g) classifications will he controlled on the basis of administra¬
tion. projects. The amounts of WpA funds authorized on STATEMENT OF PROJECT
ESTIMATE RETAIL, WPA Form 701 Revised, for all projects coming under the
official project shall be totaled and entered on Treasury Form A-24 Revised
as one amount. The Works Progress Administrator shall keep a control by
work projects or units of work projects. Should the State- Administrator
wish the Treasury State Accounts Office to control the expenditures on a
work project which is a unit of an official p-cject or an administration
project, the amount of WPA funds shown on WPA Form 7C1 Revised shall be
shown separately on the Form A-24 Revised for each project unit. Upon
(Revised April 15, 1937)
11468
Slap. XXII Sec. 7 (CortH)
the completion of a project a WPA For;:. 701 Revised shall "be prepared re¬
vising the estimate of cost to the amount of encumbrances actually made.
This should ho done after all project activities have ceased an! all en¬
cumbrances have "been liquidated. Such final -project estimates shall "be
grouped separately on Treasury Form A-24 Revised under a caption "Proj¬
ects C omplo te d. "
Treasury Form A-24 Revised shall he prepared hy the State Division of
Finance and Statistics. The original shall he forwarded to the Treasury
State Accounts Office. One copy accompanied hy copies of the supporting
VirA Form 701 Revised, shall te sent to the Area Statistical Office,
(Revised April 15, 1937)
11468 Chap. XXII Sec. 8
Section 8. Method of Placing; Approved Projects in Operation. — State¬
ment of Pro.iect Estimate Detail. OTPA Form 701 Revised .--Be fore initiating
any work project, the district office shall prepare STATEMENT 0E PROJECT
ESTIMATE DETAIL, WA Form 701 Revised setting forth the estimated cost of
that part of the official project scheduled for operation at the time the
statement is issued. The statement will "be forwarded to the State Adminis¬
trator sufficiently in advance of the expected starting date to permit the
preparation of SCHEDULE OF PROJECTS COMMENCED, Treasury Form A-24 Revised.
The Treasury State Accounts Office must have a copy of Treasury Form A-24
Revised and the district office must have an approved copy of WPA Form 701
'Revised. Work project numbers will be inserted on WPA Form 701 Revised by
the State Works Progress Administration. The type of work symbol, which
shall be placed on all documents pertaining to the project, will be assigned
to each project at the time WPA Form 701 Revised is approved. Type of work
symbols will be assigned in accordance with Operating Procedure No. F-37.
Location symbols will be assigned in accordance with Treasury Coding Chart
No. 3 Revised. WPA Form 701 Revised also will be assigned a sequence number
by the State Works Progress Administration. Immediately following the ini¬
tiation of work on any project NOTICE OF WORKS PRCCRESS ADMINISTRATION PROJ¬
ECT OPERATION, WPA Form 310, shall be prepared by the Division cf Finance
■and Statistics, the first copy together with Trea.sury Form D-53 Revised es¬
tablishing the initial pay roll encumbrance to be routed to the Treasury
State Accounts Office, the second copy to the Area Statistical Office, the
third copy to the state office, and the fourth copy retained in the district
office.
Revisions of project estimate costs may be effected by preparing a new
WPA Form 701 Revised and submitting the revised estimated cost to the Trea¬
sury State Accounts Office on Treasury Form A-24 Revised.
(Revised April 15, 1937)
11466 Chap. XXII. Sec. 9
Section 9. Record of Project IT imbors.-A record of al] work project
numbers assigned should te maintained in the office cf the State Works
Progress Administration. The record may he prepared on columnar paper,
with columns for recording cress references. The columns should pro¬
vide for the entry of the vrcrk project number, official project number,
state or district serial number, state application number (assigned when
the project is submitted to Washington for approval), WPA Porm 701 Re¬
vised sequence number, the Treasury Porm A-£4 Revised sequence number,
and the appropriation symbol. Columnar space should be provided in which
to record the sequence numbers of subsequent authorizations on WPA Porm 701
Revised which adjust the original amount of the rroject,
This record is necessary tc prevent duplication or omission of project
sequence numbers and to provide a ready cross reference.
(Revised April 15, 1937)
11458 Chap. XXII. Sec. 10
Section 10. Posting Media for Project Register and Administrative Ex¬
pense Register-General Statement..—The PROJECT REG-ISTER, WPA Form 704 Re¬
vised normally is maintained by the District Division of Finance and Sta¬
tistics and provides a record of the project limitation and of the encum¬
brances established against that limitation. For state-wide and nation-wide
projects, PROJECT REGISTERS, WPA Forms 704 Revised are normally maintained
in the state office.
A project register shall be prepared, for each project. WPA Form 704
Revised provides space for posting the approved project limitations,
(established by the Presidential Letter and WPA Form 701 Revised) encum¬
brances and adjustments thereof in chronological order. All financial docu¬
ments shall be posted currently to the respective project registers so that
the register will reflect the current financial status of the project at
all times.
District offices shall maintain summary project accounts by official
projects and by appropriations.
District offices shall report the totals of appropriation summary ac¬
counts to the State Works Progress Administration where summary accounts
by appropriations shall be maintained (see Operating Procedure No. F-27).
The ADMINISTRATIVE EXPENSE REGISTER, WPA Form 705 Revised is a record
of administrative fund allotments and of the encumbrances established
against these funds. Such encumbrances include all salaries and expenses
of state, district, and branch offices of the Works Progress Administration.
(Revised April 15, 1937)
11468 Chap. XXII. Sec. 10 (Cont'd)
The possibility of over-expenditure cf project limitations will exist
if encumbrances are not recorded on these registers until after the payments
are made. Encumbrances are therefore posted in estimated amounts as soon
as they are initiated. Adjustments between these estimated amounts end
the actual amounts of the related purchase orders are posted to the proj¬
ect register from copies of purchase orders as soon as they are received
from the State Procurement Office. Adjustments between the amounts of the
purchase orders and the amounts actually paid a.re posted fre the copies
cf paid vouchers or distribution documents, Treasury Forms A-4 Revised
and D-53 Revised, as soon as they are received from the Treasury State Ac¬
counts Office.
The most common posting documents are statements of project estimate
detail, pay roll routing slips, requisitions, purchase orders, transfer
vouched s, schedules of items paid in Washington, notices of miscellaneous
encumbrances, cancellation notices, vouchers of various types and reports
of sponsors' pledges and expenditures.
(Revised April 15, 1937)
11468 Chap. XXII. Sec.11
Section 11. Posting Media-Pay Roll Routine: Slips and Requisitions.—
The most common sources of encumbrance entries are the PAY ROLL ROUTING
SLIPS, Treasury Form D-53 Revised, and REQUISITION FOR PURCHASE, Treasury
Form A-6. The procedure for timekeeping and preparation of pay rolls is de¬
scribed in Chanter XXI. Encumbrances for pay rolls are posted to the
/
work project and administrative expense registers from the PAY ROLL
ROUTING SLIP as soon as it is prepared.. (See Operating- Procedure No.
E-I4)• The adjustment of the preceding encumbrance is made from the
current PAY ROLL ROUTING SLIP, Treasury Form D-53 Revised. The Adjust¬
ment of the amount of the pay roll to the actual amoiuit paid, if changes
are made by the Treasury State Accounts Office is made from the fifth
copy of the pay roll, or copy of the Treasury Form D-53 Revised, when they
are returned from the Treasury Office.
The procedure for requisitioning of items to be purchased by the Pro¬
curement Division is set forth in Chapter XX. All requisitions are en¬
tered in the appropriate work project or administrative expense registers
before they are approved and forwarded to the Treasury State Accounts Of¬
fice .
After the entries have been made on the PROJECT REGISTER, WPA Form 7C
Revised, the copies of REQUISITION FOR PURCHASE, Treasury Form A-6, are
filed by projects in an unfilled requisition file. When the FURCHASE ORDER
Treasury Form A-7 is received, the copy of Treasury Form A-6 shall be trans
ferred to a filled requisition file. When the copy of PUBLIC VOUCHER FOR •
(Revised April 15, 1037)
11463
Chap. XXII Sec. 11 (Cont'd)
PURCHASES AUL SERVICES OTHER THAN PERSONAL, standard Perm No. 1034, or
CHANGE II ENCUI/EBRANGE, Treasury Form A-5a Revised is received, the amount
of the encumbranee in the PROJECT REGISTER, UPA Eorm 704 Revised, shall he
adjusted if necessary. The copy of Treasury Eorm A-6 should not he trans¬
ferred to the filled requisition file until all items are covered by copies
of Treasury Perm A-7. PURCHASE ORDERS, Treasury Fgrm A-7, and PUELIC VOUCH¬
ER PGR PURCHASES AND SERVICES OTHER THAN PERSONAL, Standard Porin No. 1054,
covering portions of REQUISITION FOR PURCHASE, Treasury Form A-6 shall
he recorded on the reverse side of Treasury Form A-6.
(Revised April 15, 1937)
1"' 438
Chap. XXII. Sec. 1?
Section 12. Footing; Media-Transfers of Mate rials, jurmlies. Tcolg and
Sn-qipiaent.-Certain charges against project and administrative accounts are
the resv,.li of transfers of the cost of materials and services originally
charge! to other WPA prcjects or administrative allotments, or tc the "Work
Relief Supply Fund" (see Operating Procedure Ho. F-P, Revision A), or to
other Federal agencies. In the sa.np manner credits to WPA accounts may he
necessary. VOUCHER FOR ADJUSTMENTS BETWEEN AFFF.OPRIATIOilS AUD/OR FUI'IDS,
Standard Fern. No. 1080, is the medium by which sucii transfers are effect'd.
Detailed instructions for the preparation and routing of these forms will
be found in Operating Procedure Ifo. F-18.
When charges for the use c? such facilities as office rental, telephone
service, light and power, etc., are payable jointly by the Works Progress
Administration and the Treasury Office, the distribution shonll be made on
PUBLIC VOUCHER FOR PURCHASES AED SERVICES OTHER THAN PERSONAL, Standard Porn
Ho. 1034, as described in Operating Frocekr'' U:. P-19. If such charges
hove been paid from onP fund, Standard ?0"" 3d. 103° may be used, for making
the necessary transfer distribution.
(Revised April 15, 1337)
11466 Chap. XXII. Sec. 13
Section 13. Posting Media-Charges for Transportation of Material,
Supplies, and Equipment. -Purchases are usually made f.o.b. project, so
that transportation charges are included in the purchase price. However,
in some cases purchases are made f.o.b. factory or shipping point, the
transportation charges not being included in the purchase price. Under
such c-nditions government bills' of lading are required. On re risitions
for materials, etc. to be purchased f.o.b. shipping point, transportation
should be shov n as a. separate item, the cost to bo estimated and entered
thereon, in the district office. Likewise, when the materials, etc. are
to Le transferred by common carriers, requisitions should be issued for
th^ cost of such services.
A"1 bills for transportation are rendered to and paid in Washington,
after which they err charged back to the respective states, the charge,
being supported by a detailed schedule on INTETt-OFFICE TRANSFER VOUCHER,
Treasury Fori A-20 Revised, showing a breakdovm between individual proj¬
ects which is mailed to the State Director of Finance end Statistics.
In the office of the State Director of Fin-nce ark Statistics this
schedule is analyzed to determine charges to the projects in each dis¬
trict. Separate statements are then prepared and sent to each district,
where they are used as vouchers to adjust -oncumhi once" that werr pre¬
viously entered on PROJECT'REGISTER, UFA Form 704 Revised, or ADMINISTRA¬
TIVE EXPENSE REGISTER, EPA Form 705 Revised.
(Revisrd April 15, 1937)
11468
Chap. XXII. Sec. 14
Section 14. Posting Media-Travel end Subsistence.-At the beginning
ox each month, NOTICES OF MISCELLANEOUS ENCUICRANCE, Treasury Form A-5 Re¬
vised, sha.ll be issued and entered in the ADMINISTRATIVE EXPENSE REGISTER
to encumber the allotment of the state and each district office with the
estimated amount of travel expense for the month. Similar forms should be
presented and posted covering travel expense chargeatle to each project.
The encumbrances for each ensuing month snail reflect the unused.portion
of the previous month's encumbrances ar any excess of actual expenditures
over such encumbrances. Separate encumbrances should he made for trans¬
portation to be furnished by common carrier and other travel expenses.
Travel expense vouchers, Standard Form No. 101 O ^ cix 0 prepared in ac¬
cordance with Operating Procedure No. F-20, and submitted by the travelers
monthly, semimonthly, or weekly, at the option of the State Administrator.
However, when vouchers are prepared i'o- loss than monthly periods, each
succeeding voucher must refer to the previous vouchers issued during the
month, giving the Disbursing Officer's name, symbol number, voucher num¬
ber, the period of time covered by each voucher, the date paid., and the
amount of each. These vouchers are listed on. SCHEDULE OF DISBURSEMENTS,
Standard Form No. 1064 Revised, as described in Operating Procedure No.
F-_9 and transmitted to the Treasury State Accounts Office for payment.
Eech voucher must be accompanied by a VOUCHER DISTRIBUTION, Treasury Form
A-4 Revised, as described in Operating Procedure No. F-21. The amount
of reimbursable expense should be entered on the reverse side of the copy
of Treasury Form A-5 Revised that is retained in the office. These totals
will serve as a grid-"* in arriving at, the travel encumbrance for the ensuing
(Revised April 15, 1037)
11468
Chap. XXII. 5-c. 14 (C: +l4)
month, and at the completion of the project will indicate the total unused
♦
encumbrances to "be liquidated.
Carriers' "bills for transportation furnished on GOVERNMENT TRANSPORTATION
REQUESTS will be submitted to the Division of Finance and Accounts at Wash¬
ington. After approval .and comparison with the duplicate TRANSPORTATION
REQUEST and cop-/ of the TRAVEL AUTHORIZATION, furnished by the states in
accordance with Operating Procedure Ho, F-20, the carriers' invoices, to¬
gether with the original copies of the TRANSPORTATION REQUESTS, are for¬
warded to the General Accounting Office for pre-audit. After this pre-
audit the carrier bills will be returned to the respective Treasury State
Accounts Offices for payment if practicable. However, where the bills carry
charges against a larae number of states, they will be paid in Washington
and charged, to the respective states.
Schedules of paid transportation charges will be furnished the State
Directors of Finance and Statistics by the Treasury State Accounts Office
through INTER-OFFICE TRANSFER VOUCHER, Treasury Form A-20 Revised. Where
the schedules cover charges against accounts maintained in a number of
districts, the State Director of Finance md Statistics will prepare a
detailed statement which may be posted to the project or administrative
expense register and to the encumbrance document in the same manner as
described for expense vouchers.
(Revised April 15, 1937)
11468
Chap. XXII, Sec. 15
Section 15. Posting; Media-Other Miscellaneous Encumbrances.-For items
not covered by the Issuance of requisitions or other encumbrance forms, a
HOTlC-ii OF MISCELLANEOUS ENCUMBRANCE, Treasury Form A-5 Revised, must be
prepared, in triplicate by the state or district office. This form serves
as a media for posting the encumbrance to the project or administrative
expense register. The original and duplicate copies are forwarded to the
Treasury State -Accounts Office, the duplicate being returned indicating
the action taken thereon. The triplicate copy is retained in the district
office.
In all cases where contracts are entered into covering services for
a period longer than a month, a NOTICE OF MISCELLANEOUS ENCUMBRANCE must
be issued at the beginning of each month for the estimated amount of the
expenditure for that month. These items include rental of office space
and office equipment; services, such as light, power, heat, etc.; commu¬
nication services; and all other items of a. similar nature.
NOTICAS OE MISCELLANEOUS ENCUMBRANCE may be issued monthly to encumber
the total rental changes for all non-certified owner-operated equipment
working on a project at the date the encumbrance is issued, as set forth
in Chapter XXI. section 15. This procedure applies only where such rental
are paid by pay roll instead of voucher.
Tbe NOTICE OF MISCELLANEOUS ENCUMBRANCE is entered in the project or
administrative expense register as soon as it is issued and is adjusted
at the time the purchase orders and paid vouchers for the services are
received, in the same manner as a requisition, by means of an entry in
the registers, WPA Forms 704 Revised and 705 Revised.
(Revised April 15, 1937)
11468 Chap. XXII. Sec. 15 (Cont'd)
The Treasury Department will not pay any voucher unless' there has "been
a prior encumbrance for the item covered thereby. Therefore, the state
and district offices must make sure that NOTICES OF MISCELLANEOUS ENCUM¬
BRANCE are issued for all items nrt covered by nther encumbering documents.
In those cases where NOTICES OF MISCELLANEOUS ENCUMBRANCE must be orepared
periodically to cover recurring items such as rent, light, ar.d telephone
service, it is suggested that a schedule or tickler file cf such items be
prepared and referred to monthly in the -oreparation of encumbrances,
(Revised April 15, 1937)
11468
Ch?1". XXII, Sec.
Section. 15. Posting Media-Sponsors' Expenditures.-The PROJECT I1ZGTSTX.-,
WPA Form 704 Revised, provides columns for recording expenditures (see
Chapt°r VIt section 7/ by tile sponsor for comparison with the amounts
pledged in the PROJECT PROPOSAL, WPA Form 301 Revised, and STATEMENT OF
PROJECT ESTIMATE DETAIL, WPA Form 701 Revised, WPA Forms 710 and 710a
are used for reporting expenditures, and serve as the media for posting
such amounts to the PROJECT REGISTER. WPA Form 710 covers expenditures
for all items other than labor, WPA Form 710a is used for reporting pay
roll charges. At the end of each calendar month the District Division of
Finance and Statistics shall assemble copies of WPA Forms 710 and 710a for
each project and transmit them to the sponsor with REPORT OF LIQUIDATION OF
SPONSOR PLEDGES, WPA Form 71Tb. This report advises the sponsor of the items
taken into the Works Progress Administration records as expenditures during
the month and permits the sponsor to melee adjustments when necessary. The
report also serves as a notice of the extent to which the sponsor has li¬
quidated his pledge. It is the responsibility of the District Director
to provide for such proper I iquidations, and, in the case of delinquencies,
it is his duty to t<ake appropriate administrative action. For instructions
relating to disposition of sponsors' cash advances, see Operating Procedure
No. F-Z6.
District Directors may require sponsors to submit reasonable proof of
the accuracy of the information reported. Instructions for the prepara¬
tion of the reports are contained in Operating Procedure No, F-23.
(Revised April 15, 1937)
114C3
Chap. XXII. Sec. 17
Section 17. Pro.ieet Register, YflPA Forn 7C4 Revised.-A sejjarate sheet,
or group of sheets, of the PROJECT REGISTER is used to record in detail
the estimated cost of each project, the encumbrances initiated, a.nd the
obligations incurred a.gainst the project. Encumbrances established arc
subsequently adjusted to the amount actually paid. Also recorded are
amounts pledged by the sponsor and the amounts of such pledges liquidated.
Data as to the estimated number of man-hours required and the man-hours
actually worked arc recorded on the form.
Normally, project registers are kept in the district offices, but in
accordance with local conditions may bo maintained in the state or branch
offices. However, only one account shall be maintained for each project.
Project accounts are opened upon receipt of approved copies of STATEMENT
OF PROJECT ESTIMATE DETAIL, WPA Form 701 Revised, as described in Chanter
XXII, section 8, and Operating Procedure No. E-17. Encumbrances and obli¬
gations against WPA funds are obtained from the pay rolls, requisitions,
transfer vouchers, notices of miscellaneous encumbrance, etc., described
in Chanter XXII, sections 11-15. Expenditures by sponsors are posted from
WPA Forms 710 and 710a, described in Chanter XXII, section IS. The man-hour
data posted on the form are obtained from WPA pay rolls. Detailed in¬
structions for posting to the project register will be found in Onerating
P r c c e du r e No. E-27.
(Revised April 15, 1937)
11468 Chap, XXII, Sec. 18
Section 18. Administrative Expense Register, UPA Perm 705 Revised.-
7/PA Form 705 Revised which is kept hp state and district offices, fur¬
nishes a classified record in detail of all encumbrances for administra¬
tive purposes. Each state receives a monthly authorization for adminis¬
trative expenses, and may maintain a central control over such expenses,
or authorize separate allotments for each district. Definitions of object
classifications are quoted in Operating Procedure No, F-25. Revision A.
The State Administrator is advised as to the amount of the first author¬
ization by means of an ADVICE OF PROJECT AUTHORIZATION, Treasury Form A-2.
For each month thereafter, an ADVICE OF "CHANGE IN PROJECT AUTHORIZATION,
Treasury Form A-2a is used. The State Administrator then issues an ADVICE
OF ALLOTMENT, Treasury Form A-3, or ADVICE OF CHANGE IN ALLOTMENT, Treasury
Form A_3a, for the administrative expenses of the entire state, or separate
advices for the state and each district office. If the latter course is
followed, separate sheets of the ADMINISTRATIVE EXPENSE REGISTER must be
maintained for each office for which a separate allotment is made.
No space is provided on UFA Form 705 Revised for the entry of sponsors 1
pledges or man-hour data. Otherwise, the same documents serve as posting
media for the ADMINISTRATIVE EXPENSE REGISTER.
As outlined in Operating Procedure No, F-33, the ADMINISTRATIVE EXPENSE
REGISTER furnishes data for the preparation of MONTHLY REPORT OF ADMINIS¬
TRATIVE EXPENSES, "WPA Form 717 Revised. Detailed instructions relative
to the posting of UFA Form 705 Revised-are set forth in Operating Procedure
No. F-26. Revision A.
(Revised April 15, 1937)
11468 Chap. XXII. Sees. 19-20
Section 19. Material Control.-The Works Progress Administration must
account for the disposition of all materials, whether purchased from WPA
funds "by the Procurement division ^r from sponsors' funds. The method
which is outlined "briefly "below and given in detail in Operating Procedure
No. P-2G involves the keeping of a perpetual inventory card in the district
office, and the reporting cf materials used "by the project. It should "be
noted that any materials remaining at the completion or discontinuance of
a project which have net "been provided "by sponsors are the property of the
Works Progress Administration. The records enumerated "below should be so
kept that the ownership of left-over materials will be clearly indicated.
Section 20. Materials Inventory Reccrd-WPA Form 721.-This form is kept
in the district office. One card is kept for each class of materials on
each project. One section of the form provides for the posting of requi¬
sitions. Receipts are posted from RECEIVING- AND INSPECTION REPORTS, Treasury
Eorm A-8, while materials used are posted from WPA Form 720. The card shows
at all times unfilled requisitions and unused materials on hand.
(Revised April 15, 1937)
11468 chew. XXII. Sees. PI-2"
Section 21. Report of Materials Received, Used and on Hand-WPA Form 72C.-
This form is submitted by the project superintendent to the district office
twice each menth. All classes of materials are reported cn one form. The
report indicates quantities on hand as of the previous report, quantities
received during the period, quantities used, and the balance cn hand as of
the date of the report. In the district office the quantity used is posted
to the inventory card, WPA Form 721, and the quantity received and the balance
on hand are checked. Discrepancies must be explained by the project super¬
intendent.
Details of procedure in connection with the use of these forms will be
found in Operating Procedure Mo. F-28. Instructions for transferring un¬
used materials for use on other projects or by other Federal agencies will
be found in Operating Procedure No. F-16.
Section 22. Tool and Equipment Control.-Since the Works Progress Ad¬
ministration is accountable for tools and equipment as well as for mate¬
rials, it is essential that a constant control be maintained over tools
and equipment whether they have been assigned to a work project or re¬
present a supply available for use on work projects, but not yet assign¬
ed. The person authorized to maintain control over tools and equipment
should be known as the Tool and Equipment Supervisor and shall be direct¬
ly responsible to the District Supervisor of Finance and Statistics. This
control, which does net alter the responsibility of the project superin¬
tendent as to tools and equipment at the project site, is eatablished
through the procedures in the following sections and Onerating Procedure
No. F-23.
(Revised April 15, 1937)
11468 chap. XXII. Sec. 23
Section 23. Tool and Equipment Inventory Record, WPA Form 712.-WPA Form
712 is a card, record maintained in the office of the District Tool and
Equipment Supervisor. The card is maintained for each article "by type
and size. On the face of the card are shown the number of articles re¬
ceived, the unit price, and the total cost, or when the tools are trans¬
ferred from the Emergency Relief Administration, the estimated value at the
time of transfer. When tools are lost or finally disposed of, the number
of articles and the cost or original value are deducted from the balance on
hand. On the reverse side of the form are shown the number of articles is¬
sued to and returned from projects in the district, together with the in¬
ventory on hand. An analysis of the reverse of the card should show the lo¬
cation of all the tools for which the district is accountable as shown on the
face of the card.
Once each month the project superintendent must prepare a tool and equip¬
ment inventory from a physical count of the articles on the project. This
form is reconciled with outstanding tool and equipment requisitions, ViPA
Form 713. In the ca.se of missing articles WPA Form 715 must be submitted
by the project superintendent as outlined in Section 25 of this chapter.
(Revised April 15, 1937)
11458 Chap. XXII. Sees. 24-27
Section 24. Requisition on Tool and Equipment Inventory, WPA Form 713.-
This form is prepared by the project superintendent for procuring tools and
equipment from the inventory on hand in the district and is signed by him
upon receipt of the tools. It is used for posting issues to projects on the
reverse side of WPA Form 712 and is not to be confused with the REQUISITION
FOR PURCHASE, Treasury Form A-6.
Section 25. Report of Tools and Equipment Returned to Inventory. WPA
Form 714.-This form is used as a receipt to the project superintendent for
tools returned by him. It also serves as the basis for entries on the re¬
verse side of WPA Form 712, crediting the project and increasing the inven¬
tory on hand.
Section 26. Report of Missing Tools and Equipment. WPA Form 715.-This
form is prepared at the project and is signed jointly by the project super¬
intendent and the project supervisor. The form serves as a basis for entry
on the face of WPA Form 712 decreasing the balance on hand, and also for an
entry on the reverse of WPA Form 712 crediting the project but not affecting
the inventory on hand. It also serves as a notice on which to base any in¬
vestigative action.
Section 27. Recommendation for Disposal of Tools and Equipment. WPA
Form 716.-This form is prepared"by the Tool and Equipment Supervisor and
approved by the District Director. It serves as a basis for entry on the
face of WPA Form 712 decreasing the balance on hand, and also for entry on
the reverse of WPA Form 712 decreasing the inventory on hand. Instructions
for the disposal of useless tools and equipment will be found in Chapter XX,
section 14 and 15.
(Revised April 15, 1937)
11468 Chap. XXIII. Sec. 1
CHAPTER XXIII
THE STATISTICAL REPORTING SYSTEM
Section 1. C-eneral.—Supervision of the statistical reporting system
of the Works Progress Administration is the responsibility of the Division
of Research, Statistics and Records. The Assistant Administrator in
charge of this division is responsible for the compilation, analysis and
publication of all statistical reports covering activities of the Works
Program.
The division plans and initiates the reports issued by the Area
Statistical Offices and supervises the operations of these offices. It
also supervises the planning and preparation of additional reports which
present data not available through the facilities of the area offices.
Operating reports necessary for immediate purposes of administration may
be prepared by the State Works Progress Administration in the respective
states, subject to approval by the Regional Statisticians, who represent
the division on the Regional Staffs.
All recurring statistical reports submitted to Washington must be
approved by the Division of Research, Statistics and Records in Washington,
D. C. Reports which have been approved to date for use on a n.tional
scale are specified in sections 3 and 4 of this chapter.
(Revised April 15, 1937)
11468 Chap. XXIII. Soc. 2
Section 2. Organization and Responsibility.—The Division of Research,
Statistics and Records is represented in Washington "by a central office
unit which plans and initiates reports and prepares national sunnaries
from the data obtained fron the area offices or from other sources. This
unit also prepares analyses of statistical data for administrative use
and for general informational purposes.
The division is represented in the field by Regional Statisticians
who rare responsible for reporting activities in the state organizations and
exercise a general coordinating function over the several Area Statistical
Offices in their regions. All requests for information involving the pre-*
paration of statistical datf in state or district T/PA offices and all re¬
current statistical reports must be cleared with the Regional Statisticians.
The recommendations of the Regional Statisticians are carried out adminis¬
tratively through the Regional Examiners when they involve the Division of
Finance and Statistics, or through some other member of the regional staff
when another division is involved. The Regional Statisticians are further
charged with the responsibility for organizing the statistical information
pertaining to their regions in such form as will be most useful to the mem¬
bers of the Regional Staffs.
The Area Statistical Offices arc supervised by Report Statisticians who
are administratively responsible to the Division of Research, Statistics
and Records in Washington, The Area Statistical Offices prepare a series
of basic interrelated reports which, in general, summarize the activities
of the program as a whole rather than individual accounts of projects. In
addition those offices make many special tabulations which provide data not
(Revised April 15, 1937)
11458
Chap. XXIII. Sec. 2'(Cont'd)
ordinarily included in regular reports but which are essential for an ade¬
quate understanding of certain aspects of the Works Progran. The regular
reports of the area offices provide data on the volume of employment, hours
and earnings by state and county and by tr^pe of project, as well as on the
estimated value of orojects selected for operation, purchases of material
and rental of equipment, and sponsors' contributions.
Reports prepared by the area offices are based primarily on copies of
documents used in transacting the regular business of the Works Program.
Copies of the following documents are required by the area offices:
Form llumber
Treasury Form A-7
Treasury Form a~7a
Treasury Form SPO-6
Treasury Form A-24
USES Form 525
WPA Form 310
WP.ri Form 402 Revised
WPA Form 403 Revised
WPa Form 404
WPA Form 503 Revised
WPa Form 504 Revised
WPa Form 506
WPA Form 509
WPa Form 511
WPa Form 701 Revised
WPA Form 707, or
WPA Form 707a,or
WPA Form 707b, or
local variants
WPa Form 70S
WPA Form 710
WPa Form 710a
WPA Form 710b
Title
Purchase Order
Assignment Order
Notice of Cancellation
Schedule of Proj.cts Commenced
Assignment Slip, Works Program
Notice of Works Progress Administration Project
Operation
Notice to Report for Work on Project
Notice of Termination of Employment
Reclassification Slip
Pay Roll for Personal Services - Work Projects
Hourly Basis
Pay Roll for Personal Services - Work Projects
Hourly Basis for Work Camps
Pay Roll for Personal Services and Owner-Operated
Equipment - Work Projects
Pay Roll for Personal Services - Work Projects
(Supervisory or Administrative) Employees on
Semimonthly Basis Chargeable to Work Projects
Pay Roll for Accident Compensation
Statement of Project Estimate Deto.il
Semimonthly Report on Work Projects
Monthly Reoort on Work Projects
Monthly Report on Work Projects
Report of Completed or Discontinued Projects
Certification of Sponsors' Contributions (Other
than pay roll)
Certification of Sponsors ' Contributions (Pay Roll
Only)
Report on Liquidation of Sponsors' Fledges
(Revised April 15, 1937)
11468 Chap. XXIII Sec. 2 (Cont'd)
The operations of the area offices depend largely upon the prompt and
current receipt in those offices of copirs of the above documents, Con¬
sequently State Administrators and District Directors and especially State
Directors and District Supervisors of Finance and Statistics are directly
charged with responsibility for insuring the steady and prompt flow of
these documents to the area offices.
Regular operating documents do not in all instances provide infor¬
mation desired or are not prepared quickly enough to make tabulation in
the area offices feasible. Examples of this type of information are data
on physical accomplishment such as miles of roads surfaced or attendance
at education classes, Where necessary, reports to provide such data have
been developed and are prepared in the state or district T7PA offices by
the appropriate division under the genera] supervision of the Regional
Statistician, For the most part such reports are based on statements
for individual projects prepared by project supervisors which .• re sum¬
marized Into state totals either in the state office or in the Area
Statistic' 1 0-1 flees. These reports are described in section 4.
Euc i Statistical Office has a staff of statisticians whose servi¬
ces may te made available upon request of the Regional Statistician, The
facilities of the area offices are also made available to State Adminis¬
trators, who may request such special tabulations as they feel would be
useful in operating their programs.
(Revised April 15, 103?)
11468
Chap. XXIII. Sac. 3
Section 3. Reports Regularly Prepared by-the Area Statistical Offices.-
The following recurrent and special reports containing information as de¬
scribed below arc prepared by the Area Statistical Offices;
A. Report on Number of Persons Employed, Hours and Earnings on
Projects under the k'orks Program, WPA Porn 635. This report
is based on pay rolls and shows by county the number of per¬
sons employed, hours worked and earnings on projects operated
by the Tforks Progress Adnini strati on and by each of the other
Federal operating .agencies spearateiy. This report includes
all pay rolls having ending dates in the calendar month re¬
ported, The report shows the number of different persons who
worked on projects operated by each agency, counting each
person as working for each agency where actually employed
regardless of whether or not he worked for more than one
agency during the month. If the person worked in more than
one county or on more than one project operated by the same
agency, he is reported for the county or project ir. which
first employed during the month. Hours Worked and earnings
are reported according to the county in which the work was
actually undertaken. In addition to the totals, complete
data are shown spearateiy for all persons and. for females,
classified according to the certification status of each
group.
Report of Employment, by Type of Project, WPA Form 838. This
report is prepared only for T.TA projects and provides the
same data as U?a Form 835 except that a breakdown by detailed
types of projects is provided rather than a classification
by counties. Data on persons employed represent an undupli-
catcd count of the number of different persons omnloyod
during the period covered by the report, Each person is
counted on the first project on which he was employed during
the period,
C. Monthly Report on Total Number of Persons Employed on Projects
under the Works Program by County of Residence, 1TPA Form 8 37
This report is in the nature of an historical record which
shows by work district and county the number of different
persons who were employed on the Works Program at any time
during the calendar month. These are reported by county of
residence rather than by county of project operation. Per¬
sons who are employed by more than one agency are counted
only once.
(Revised April 15, 1937)
11468
Chap. XXIII. Sec. 3 (Cont'd)
3. Rerjorts of Employment on Special Programs A number of reports
are prepared each month covering special activities of the
"Porks Progress Administration. Among these are the follow¬
ing reports:
(1) A report of employment on recreation projects "by county.
(2) A report of employment, hours and earnings on NYa proj¬
ects excluding Student Aid, "by county. Separate data
are shown for youths and for adults.
(3) A report of employment, hours and earnings on NYA edu¬
cational camp projects, "by camp.
(4) Reports on particular Federally sponsored pirojects show¬
ing state totals only. Information is also occasion¬
ally shown "by type of project for certain special pro-
grans.
(5) Monthly report on airport and airway projects, TPPA Form
806. This shows, for each official project devoted to
airports or airways, estimated costs, obligations and
expenditures.
3. Report on Student Aid Employment and Earnings, ITPx Form 831
This report, which is "based on pay rolls, shows the number
of students employed, hours worked and amounts paid to stu¬
dents under the NYa Student Aid Program. This report clas¬
sifies the data according to the type of Student Aid Program
for which the funds were made available.
• Import of Employment on Professional and Service Projects,
TRhi Form 834. This report shows by detailed types of pro¬
fessional and service projects, the employment, hours and
earnings data summarized on one line of TPA Form 838.
Memorandum items show details of employment on certain
Federally sponsored projects.
k* Monthly Report on the Education Program, trA Form 839. This
report shows the total number of persons employed under the
Emergency Education Program by type of education work con¬
ducted as reported by the State Directors of Education, a
further statement prepared by the Area Statistical Offices
shows total employment, hours and earnings for all educa¬
tion projects in the state with additional data, concerning
purchases of materials and sponsors' funds received.
(Revised April 15, 1937)
^68 Chan. XXIII. Sec. 3 (Cont'd)
Weekly Report of Employmont under the Works Program, NFC Jcrm
.309.-This report is a "preliminary summary for current informa¬
tional purposes and shows only the numbe- of Persons employed
by each Federal agency operating under the Works Program, by
states. Data for Federal agencies are supplied directly by
those agencies and generally represent the number of different
persons who actually worked on projects during the week.
Cumulative Report of Sponsors 1 Funds by Tyre of Projects. 'WPA
Form 811.-This report, issued monthly for each state, shews
by detailed types of projects the cumulative man-hours worked
on WPA projects by persons paid by sponsors, and also shows
the cumulative expenditures of the sponsors cn WPA projects
separately for (] ) wages and. salaries, (?.) materials, and (3)
rentals and other costs. All data are cumulated from the be¬
ginning of the program. The report is supplemented occasion¬
ally by a similar one on WPA Form 810, on which the same in¬
formation for each state is arranged by work district and.
county of project operation, instead of by type of project.
Both reports are based on the certifications of sponsors'
funds, WPA Forms 710 and 710®, on -*rhich current sponsors'
expenditures for each project are reported.
Analysis of Materials, Supplies and Equipment, by Tyro of Hate-
rial and Type of Rye j_c t,.^. ^nrms 84-0 , 841 arrl 8.00. -WPA
Form 840, prepared monthly for each state, shows the value
of all materials, purchased since the beginning of the pro¬
gram, classified by type of material. Separate columns are
provided for expenditures from Federal funds and from spon¬
sors 1 funds. W3A Form 841, also prepared monthly, arranges
the same materials by major type of project. TWA Form 850,
prepared occasionally on request, classifies the same mate¬
rials by type of purchase anf1 major project type. The above
reports are prepared sorarat.iy for WPA and for NYA projects.
Data for Federal expenditures are provided from PURCHASE OR¬
DERS, Treasury Form A-7; for sponsors' expenditures from the
certifications of sponsors' contributions, WPA Forms 710 and
710a.
Analysis of Rentals and. Services by Tyoo of Project, W?A Form
858.-This report, prepared monthly, for TWA projects in each
state, shows the expenditures for rentals and services and
other non-labor items not included in the materials reports,
(WPA Forms 840, 841 and 850) classified- by major project
type and detailed project typo, respectively. Rentals and
services are classified by the principal typos for which
expenditures are made. Expenditures from sponsors' and from
Federal funds are shown on separate reports. Data are pro¬
vided from the same sources as for the materials reports,
but with the addition of WPA Form 506 pay rolls for rental
expenditures for owner-operated equipment.
(Revised April 15, 1937)
C-hap. XXIII. Sec. 3 (Cont'd)
Keports of Completed and Discontinued Projects, "/PA Forms 304
and PQ5 These reports, prepared quarterly for each stale,
cover actual expenditures data on WPA project,? reports! as
completed or 11 scontinued. They show, by detailed types
of projects and by county of project operation, respectively,
the record of total project costs paid from federal funds
and those mid from sponsors' funds - labor expenditures di¬
vided batmen certified labor and labor not certified ar.d
non-labor expenditures are shown separately. Total hours
for which payment has been made are also shown. In_ separate
columns the number of projects completed and the number dis¬
continued .are shown. The reports are based on data shown on
REPORT Of COMPUTED CP DISCONTINUED PROJECTS, WPA Form 708.
prepared by the district WPA offices.
Projech P] acod in OperaticnWPA form P45 This report, pro-
pared occasionally, shows the tumber and estimated conple •
tion costs by detailed type of projects for ail WPA projects
placed in operafior. Estimated total, labor, and. non-labor
costs are shown separately for expenditnres to be made from
federal funds and from sponsors' funds. Man-hours of labor
to be provided by sponsors1 and Federal funds are also shown,
with the latter divined into hours to be worked by certified
labor and .labor not certified. D«ta for this remrt are
obtained from STATEMENT OF PROJECT ESTIMATE DETAIL, WPA Form
701 Revised, and. when, availabl' from REPORT OF COMPLETED ADD
DIS C OAT IITLTTO PROJECTS, WPA Forms 708.
(Revised April 15, 1937)
11463
Chap. XXIII. Sec. 4
Section 4. Statistical Rrrort,Prepare 1 "by tne District and State
Offices.--In addition fca the reports d<E edited in section 3 of this chap¬
ter , certain recurrent reports are prepared by the operating divisions of
the state and district offices. These reports supplement the basic mater¬
ial provided by the Area Statistical Offices.
A. Monthly Peuort of Adrainistrelive Expenses, _WPA Form 717 Revised.-
This report, prepared for each state and district office of
WPA and HYA shows cumulative and current encumbrances and al¬
lotments. Encumbrances are further classified by tape of ex¬
penditure. For further details see Operating Procedure >To. F-33,
B. Administrative ?.--rror.nol Analysis, WPA Form 718.-Tain semimonthly
report shows administrative personnel and saleri-'e classified
by the major administrative divisions. Base period figures are
given together with the forecast of employment and salaries for
the succeeding calendar month. For further details see Operating
Frocedure No. F-48.
C. Status of Funds and. Estimated Requirements, WPA Form 734.-This
monthly report shows for the state ss a. whole the status of
funds and estimated future requirements, showing encumbrances
■for pay roll and other items for each appropriation symbol.
Administrative expenses are not included in this report but
are reported separately on WPA Form 717 ?<svised. For further
details see Operating Procedure ho. F-34.
F. Report o,' Completed or discontinued Fro.ject, WPA Form 70S .-This
report is prepared after the final posting of encumbrances to
the PROJECT REGISTER, WPA Form 704 Reviser]. The report shows
for the Works Progress Administration and for the sponsor the
distribution of estimated and actual costs by type of expendi¬
ture and is the basis for reports on WPA Forms 804 and 305,
which ore described under section 3 above.
E. Report of Physical Accomplishment, WPA Form 709.-This reoort pro¬
vides an anulyrl a of physical accor.plishment on each WPA work
project. It sumum. isee work onplctad ~n.i in progress, class¬
ified by the c.-v ranter of thr work which has b^en nerformed on
the individual rr Ejects. TV reports for individual projects
are edited and tabulated in the Area Statistical Offices. For
further details, see Operating Procedure No. F-42.
(Revised April 15, 1937)
11468
Chap. XXIII. Sec. 4 (Cont'd)
F• Works Progress Administration Semimonthly Injury Summary, WPa
Form 3c0.-This reoort summarizes the number of persons in¬
jured and killed on WPA nrojccts, by type of injury. Per de¬
tails see Operating; Procedure No, G-l5.
C-, Monthly Report on Administrative Costs Incurred iy the Works
progress Admlnistration Compensation Section and Number of
Compensation Cases Handled by the Works Progress end Resottle-
mont Administration, WPa Porn 955.-This report, prepared by
the State WPA offices, summarises by type of expense and du¬
ration of compensation, the adninis tractive costs incur roc , nd
the number of injured nersons receiving compensation during tho
preceding calendar month. Por additional details see Operating
Procedure llo, F-35, Revision A.
H. Monthly Report on tho Educ at ion Program, WPA Porn 829 .-'This re¬
port, prepared by the State Director of Education Projects on
the basis of information received from project supervisors,
summarizes by type of education the employment, classes and
cnrollees on projects under the supervision of tho Division
of 'Education. Employment is further classified by tyoo of
employee and sex. This report forms the basis, in part, of
reports on WPA Perm 839 discussed in section 3 above. Por
addi tie nal info mat ion, sag# Qpo rating ?r ocedure H ft. " -9 ,_Ap-
pendix P.
I. Monthly Report on Podor.nl Music Project—FMP Form 10.-This report,
submitted by the State Directors of the Federal Music Project for
each project unit, shares the typo of unit, the number of paid
and free performances, the attendrn.e totals, and the functions
of non-musicians on the project, unit. For futhor details see
Operating Procedure Ifo. TJ-13.
J. Businesss Manager - Agent Cashier|_s Consolidated Report, WPa
Porn 728 This report summarizes by states the daily box
office statements of the Agent Cashiers, reporting cash ad¬
vances, receipts, disbursements, end commitments. The re¬
port is prepared semimonthly by tho State Directors of Fi¬
nance and Statistics. Per further details, see Operating
Procedure Ho. F-43.
K. Weekly Employment Summary. WPA Porn 734.-District summaries of
tho number of persons working on WPA projects classified .ac¬
cording to certification status, and sex, with separate tabu¬
lations for NYa and WIA. Sponsored Federal Projects Hps. 1
through 6 are prepared from weekly reports of employment on
(Revised April 15, 1937)
11468 Chap. XXIII. Sec. 4 (Cont'd)
WPA and NYA projects, YI?A Forms 732 and 733 respectively.
A telegraphic report, confirmed "by h*PA Form 734, will "be
transmitted to the Area Statistical Office. This report
is prepared to provide quick employment figures for imme¬
diate administrative use. Preliminary state summaries
are furnished "by the Area Statistical Offices to the
Division of Research, Statistics and Records in Washington,
the Regional Field Representative and to the State Admin¬
istrator, which are confirmed ty a. tabulation showing the
detail for each State" "by district and county. For further
details see Operating Procedure Do. F-32.
(Revised April 15, 1937)
11468
Chap. XXXII. Sec. 5
Section 5. Reports from Other Sources.—The following reports are pre¬
pared un%r tho direction of supervisors of operating units in th? field
for direct transmission to the Washington directors of these activities.
A, Staffing of S.tate Planning Boards, Monthly Progress Report,
UPC Porn 51 Revised This renort shows the status of plan¬
ning activities in each state "by type of v.o rk in progress,
and contributions and expenditures of funds from state and
Federal agencies.
B. Coordinating Committee of the Works Progress Administration
and the Central Statistical Board, Physical Progress Report
for Statistical. Survey and Research Projects, CC 101 This
monthly report i.: prepared for each operating project show¬
ing stage of work in progress and degree of completion. Pro-
visim is made for a short narrative report on project oper¬
ations.
(Revised April 15, 1957)
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