GENERAL ADMINISTRATION AND PROTECTION. 83 



quarterly requisitions immediately upon their receipt. All other requisitions, 

 however, will be filled promptly, and any delay should be reported to the prop- 

 erty clerk by letter and a copy sent to the District Forester. Quarterly requi- 

 sitions should be made as complete as possible, and special requisitions should 

 be avoided, since this will facilitate the economical and efficient handling of the 

 work at the supply depot. 



Shortage or Error in Shipment. 



Shipments will be carefully checked and responsibility for error fixed before 

 leaving the supply depot. Upon receipt of a shipment the consignee must at 

 once unpack it and check the articles against the retained copy of the requisi- 

 tion and the invoice Form 939. If any discrepancy is discovered, the property 

 clerk or other consignor must be immediately informed. 



Methods of Shipment. 



Supplies will be sent by mail under frank when practicable, and all ship- 

 ments so made must comply strictly with the regulations of the Post Office 

 Department. Copies of these regulations are* obtainable from the supply 

 depot. 



Large shipments will be made on departmental bills of lading, by freight, but 

 may be made by express when necessary. Shipments should not be prepaid 

 except when the transportation company is engaged in local business only and 

 refuses to accept the shipment on department bill of lading. 



The headquarters of some supervisors are located in towns remote from the 

 railroad, but reached by stage lines with which express companies have no con- 

 nection. Shipments on bill of lading to these points will be made to the 

 nearest or most covenient station from which, by previous arrangement, the 

 shipment will be forwarded to destination. When this is done notation of the 

 fact will be made on Form 939 and on the package. In such cases the for- 

 warding charges only should be paid by the consignee, for which a receipt 

 showing rate and weight must be taken and submitted with the monthly 

 reimbursement account or with a Form A voucher. When the payment of 

 (barges is demanded on shipments which are marked " Prepaid in full to desti- 

 nation," the consignee should secure definite information from the consignor 

 before making payment. 



Property Procured by Purchase. 



Forest officers (except a purchasing agent) making a purchase under a letter 

 of authorization of expendable or nonexpendable articles will prepare three 

 copies of Form 939. One copy will be retained as an invoice. A second copy 

 will be signed as a receipt and sent with the voucher covering the purchase to 

 the district fiscal agent. The third copy will be sent to the property auditor. 

 This is required whether the settlement is on Form 4 or on Form A voucher. 

 The property auditor, upon receiving the copy from the district fiscal agent, with 

 his indorsement of payment thereon, will indorse upon the copy received from 

 the member making the purchase a certificate that the nonexpendable articles 

 have been charged, and return it to the member. Reimbursement vouchers 

 (Form 4) containing property will not be paid unless accompanied by Form 939. 



A purchasing agent making a purchase of property under a letter of authoriza- 

 tion will prepare, by carbon duplication, two copies of purchase order, Form 

 942, and two copies of Form 939. He will keep one copy of the Form 942, and 

 sign and send the other copy to the dealer, with a properly prepared Form A 

 voucher, to be signed by the dealer and returned to the purchasing agent. 

 When necessary he will send the dealer a department bill of lading with the 

 order and voucher. He will initial the Form A voucher returned by the dealer 

 and send it to the member to whom the property is to be charged. At the same 

 time the order is sent to the dealer the purchasing agent will send one copy of 

 the Form 939 to the member and the other copy to the property auditor. 



The member, upon receipt of the property, will enter in the spaces provided 

 on the copy of the Form 939 received from the purchasing agent the condition 

 of the property and the date of its receipt. He will sign the Form 939 as a 

 receipt, and the Form A voucher, and send them to the district fiscal agent. 



When the voucher is paid the district fiscal agent w r ill enter the number of 

 the paid voucher on the Form 939 and send it to the property auditor. 



The property auditor will charge the nonexpendable property to the member 

 and send him the copy of the Form 939 received from the purchasing agent, 

 with a certificate indorsed thereon that the nonexpendable property has been 

 charged. 



