3-56. Basis of apportionment of funds. Local budgets and other information received from yards and stations are considered in making decision as to apportionments of funds. Tabulated statements are maintained showing the apportionment of general appropriations to navy yards and stations and expenditures by months.

3-57. Responsibility and procedure as to allotments. This section, upon request of the project manager having cognizance, prepares allotment cards (Y & D form 88), authorizing expenditures for particular projects. The financial section is responsible for keeping the sum total of allotments within the appropriation. After approval by the chief of bureau these cards constitute authority to expend the funds mentioned thereon for the purpose stated. The signed card is mailed to the yard or station concerned and copies furnished to the Assistant Secretary's office (navy yard division), the Bureau of Supplies and Accounts, and the project manager and any others concerned, to the end that everyone interested may be fully informed of the bureau's action. Funds shall not be allotted by letter or telegram or in any other manner than by the transmittal of allotment cards; except that in case of extreme emergency at a far-distant station a telegram or cable dispatch having the visé of the financial section may be used, to be immediately confirmed by allotment card.

3-58. Audit of vouchers. The section receives and audits vouchers paid locally on account of public works contracts, or submitted to the bureau for approval.

REQUISITIONS AND PUBLIC BILLS.

3-59. Requisition section. The section thus designated keeps a record of all purchase requisitions received by the bureau, showing date of receipt and date or dates of action taken. Each requisition is examined as to necessity for the materials or articles, the legal availability of the appropriation proposed to be used, and the reasonableness of the estimated costs and required time of delivery, and further as to full compliance with provisions of the Navy Regulations governing the preparation of requisitions (N. R. 1607). Each requisition is referred to the project manager or head of division concerned, for examination as to technical features involved, and as to the propriety of the proposed purchase. The head of the maintenance and operating division is authorized to indicate the bureau's approval

of requisitions, but shall bring to the attention of the chief of bureau, prior to final action, any requisition of an unusual character or concerning which there is any difference of opinion between interested parties, and all requisitions which it is proposed to disapprove. Requisitions drawn under the naval supply account fund covering materials under the cognizance of the bureau are approved only when it is clear that funds are available to cover the issue of the materials immediately upon their receipt in store.

3-60. Files of requisitions and public bills. This section maintains a file of requisitions, and of all copies of contracts received based on requisitions. Copies of all public bills received in the bureau are examined and filed with the requisition or contract to which it pertains.

3–61. Recommendations as to award under requisition. Such proposals pertaining to requisitions as are referred to the bureau for recommendation as to award are submitted to the project manager or head of division concerned, by this section, for the preparation of a reply or for information necessary to prepare such recommendation; and a record of the action taken is kept in this

section.

3-62. Bureau requisitions. Requisitions originating in the bureau, except printing requisitions, are prepared in this section.

3-63. Report of requisitions. A monthly report of requisitions received and the action taken thereon is made to the chief of bureau.

FURNITURE FOR QUARTERS.

3–64. Furniture section. The section thus designated maintains a file of copies of inventories, of receipts for and surveys of furniture, as received from the navy yards and naval stations. It is the duty of this section to examine all inventories, requisitions, and requests for furniture as to compliance with the furniture allowance list, and to take the necessary action in case of failure to comply therewith.

3-65. Orders for furniture. Requisitions or requests for purchase of furniture, if complying with all requirements, are acted on by this section, which prepares bureau orders on contractors when articles may be obtained on an open contract. Requisitions forming the basis of contracts for furniture are prepared in this section, and

samples of carpets and rugs and pictures of furniture obtainable under such contracts are procured and distributed by it.

3-66. Data for furniture allowance list. This section prepares data for the furniture allowance and any changes therein, for action by the chief of the bureau. The selection of types, patterns, and colors in connection with furniture is the duty of this section, which shall secure the advice of the project manager concerned.

3-67. Costs to be within allowance. Every request or requisition involving an expenditure of funds for furniture for quarters shall show an estimated cost, and state affirmatively that the funds are available within the allowance fixed for the quarters concerned.

QUARTERS.

3-68. Quarters section. All surveys, requests for alterations, improvements and repairs of quarters, and requests for exceeding the annual allowance are under the cognizance of the section thus designated, which prepares bureau action thereon after reference, where necessary, to the project manager or other bureau officer concerned. Any unusual matters will be brought to the attention of the chief of the bureau. Establishment of and adherence to bureau standard practice as to quarters, including the fixing of the annual allowance for repairs, is the duty of this section, after reference to the project manager concerned.

3-69. Records of occupancy of quarters. The section maintains a record of quarters for officers and civilian personnel which are under bureau cognizance, showing in each case identifying designation, the name, rank, rating and duty of occupants, and the date of occupancy and of vacating.

3-70. Expenditures for quarters must be within allowance. Every request or requisition involving an expenditure of funds for quarters shall show an estimated cost and state affirmatively that the funds are available within the allowance fixed for the quarters concerned.

MAINTENANCE OF PUBLIC WORKS.

3-71. Maintenance of public works supervised. The maintenance and operating division is charged with all matters pertaining to the maintenance, upkeep, care, and preservation of public works, not otherwise provided for herein, and also with maintaining a record of information as to the general condition of public

works, and with bringing to the attention of the chief of bureau and the project manager concerned any unusual condition which arises involving danger to a structure. It maintains a record of the annual inspections of public works required by Navy Regulations (N. R. 493), supervises the form in which they are made, and takes the necessary action in cases of overdue reports. All requests for special allotments for repairs or alterations to public works structures are acted on by this division after receiving advice and recommendation of the project manager concerned.

MAINTENANCE AND OPERATION OF PUBLIC UTILITIES.

3-72. Cognizance of maintenance and operating division as to public utilities. Under this heading the division is charged with all matters pertaining to the purchase, maintenance, operation, upkeep, repair, and disposition of public utilities, including floating equipment, motor vehicles, locomotive cranes, railroad rolling stock, live stock, or other means of transportation. A record is maintained in the bureau of the principal items of equipment, showing dates of purchase, present assignment, characteristics, cost, condition, and similar pertinent data. Transfers of equipment are arranged between yards and stations, and sales of equipment no longer required for naval purposes or by other Government departments are approved.

3-73. Automobiles. Under instructions from the office of the Assistant Secretary of the Navy there are established the amounts available for the maintenance, operation, and repair of motor-propelled passenger-carrying vehicles, and a record of quarterly expenditures is kept. The amounts available are communicated to the yards and stations as "allowances," as a limit beyond which the expenditure for the purpose named must not go, but not as an allotment of funds. The amounts must be charged to allotments otherwise made.

3–74. Yard transportation facilities in general. Under navy yard transportation facilities are included determination of the necessity for equipment and the type, capacity, and number of various facilities or articles, such as locomotives, cars, locomotive cranes, motor trucks, passenger-carrying vehicles, railroad and crane tracks, horses and mules, garages, stables, roundhouses, etc.; keeping a record of equipment on hand; consideration of surveys covering repairs and replacements.

ANNUAL REPORT, PUBLIC WORKS DATA BOOK, AND BOOK OF YARD

MAPS.

3–75. Bureau annual report, data book, and yard maps. Under this heading the division is charged with the collection and arrangement of data for the bureau's annual report to the Secretary of the Navy, the data book "Public Works of the Navy," and the book entitled "Maps, Navy Yards and Naval Stations, Bureau of Yards and Docks." These publications, excepting the annual report, are for official use only, and the information therein contained should be divulged only to the service. No secret or confidential data are to be included in these publications. The division issues these documents to all whose official duties make it necessary or advisable to have them, and maintains a record of the officers, employees, and others to whom copies are furnished.

ANNUAL REPORTS FROM YARDS AND STATIONS.

3-76. Examination of and action on yard and station annual reports. Under this heading the division is charged with the duty of examining annual reports from yards and stations for compliance with instructions as to their preparation, for securing corrections where necessary, for circulating them among project managers and others interested, and for maintaining a file of them for convenient reference.

INSPECTION SECTION.

3-77. Supervises inspection of materials and manufactured articles. This section is charged with supervision of the inspection, under all public works contracts and all requisitions under the bureau's cognizance, of materials and manufactured articles before their shipment to the navy yard or naval station, including all factory and mill inspection.

3-78. Photographic records. The section is charged with the maintenance of the photographic records of the public works and public utilities of the Navy, including photographs showing progress of work or special features of which a photographic record may be made, as well as photographs of completed structures. It is the duty of the section to require submission of photographs by yards and stations where the bureau's records are incomplete.