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(3) Officers' monthly personal reports will be forwarded direct.
(4) Requisitions for blank forms will be forwarded direct as follows: Quarterly requisitions for blank forms for the North Pacific, South Pacific, Missouri River, and Southwestern Divisions between the 1st and 15th days of January, April, July, and October; for the Upper Mississippi, Lower Mississippi, Gulf of Mexico, and Ohio River Divisions, between the 1st and 15th days of February, May, August, and November; for the North Atlantic, South Atlantic, and Great Lakes Divisions, between the 1st and 15th days of March, June, September, and December. Requisitions for forms required in an emergency may be submitted at any time.
(5) Annual, monthly, and all other routine reports, except monthly reports of operations on river and harbor and flood control works, will be forwarded through the Division Engineer unless otherwise specifically directed, the original copies being sent simultaneously direct to the Chief of Engineers. Two copies of the monthly report of operations on river and harbor and flood control works shall be submitted to the Chief of Engineers and a copy thereof shall be furnished the Division Engineer. The Division Engineer will retain his copy and submit any comments deemed necessary to the Chief of Engineers by separate paper.
(b) All correspondence relating to financial transactions between districts except the transmission of vouchers and checks in settlement of approved accounts will be sent through the Division Engineer.
(c) Correspondence from the Chief of Engineers to District Engineers will normally pass through the Division Engineer. Carbon copies will be supplied for retention in district and division offices. In special cases it may be sent direct and a copy of the communication furnished the Division Engineer. Papers received direct from the Chief of Engineers will unless otherwise directed be returned through the Division Engineer.
(d) Important papers marked "Urgent" by the District Engineer and those of a routine character which reach the office of the Division Engineer during his absence shall be promptly forwarded. Reports of preliminary examinations and surveys will not be forwarded unless accompanied by the individual recommendation of the Division Engineer or the Acting Division Engineer.
(e) Engineer Department form No. 41b, shall be used in submitting specifications for approval. The recommendations of a Division Engineer for changes in specifications forwarded to the Chief of Engineers for approval will be submitted as an indorsement in duplicate containing the changes or corrections recommended.
(f) Reports of boards appointed by the Chief of Engineers to report on matters pertaining exclusively to a single engineer division shall be forwarded through the Division Engineer.
(g) Each District Engineer who is also a Division Engineer shall furnish the division office with copies of all such papers pertaining to his district work as would be forwarded through or made of record in the division office if the two offices were under different officers.
211. With other departments.-(a) Where requests from other branches of the War Department or other departments of the Government for general information concerning matters affecting the work of the Engineer Department are received by officers of the Corps of Engineers, the data desired if available should be carefully collected by the officers addressed and sent promptly in duplicate accompanied by the original request, to the Chief of Engineers. If the request involves more than a nominal outlay of time and expense prior authority of the Chief of Engineers shall be secured before undertaking the
work. The transmission of such information through the proper channels to the branch or department concerned will be by the Chief of Engineers, who will add such additional data and information available in his office as may be necessary to a clear presentation of the whole subject under consideration. (b) With the Navy Department.-(1) Requests for materials, publications, and information desired from the Navy Department shall be forwarded to the Chief of Engineers.
(2) Inquiries pertaining to the availability of Navy facilities for the supply of materials and the repair of Engineer Department plant may be conducted direct with local Navy Yard officials.
(3) When it is desired that work be performed by the Navy Department at a Navy Yard the name of the appropriation to which the work is to be charged and a statement as to whether the Navy requires an advance of funds before performance of the work or will submit reimbursement bill after the work is done, should be included in the letter of request.
(c) With the Geological Survey.-Requests for survey maps, data, and publications desired from the United States Geological Survey shall be addressed to, and will be forwarded by, the Chief of Engineers.
(d) With the Department of Justice.-It is not necessary to prepare a duplicate copy of reports and papers for the Department of Justice in cases pending before any courts with which the War Department is concerned, except upon a special request made for the same in some particular case.
(e) Direct correspondence by Division and District Engineers authorized.— (1) With field agencies of other Government Departments and bureaus on matters pertaining to:
a. Current data on discharge records, rating curves, descriptions of stations, river stages, snow surveys and similar subjects.
b. Current data on weather conditions and miscellaneous information on temperature, precipitation, evaporation, river stages and similar subjects.
c. Examinations and surveys in watersheds in which flood control studies are in progress by the Soil Conservation Service and the Forest Service.
d. Information relative to existing irrigation projects.
e. Miscellaneous detailed data related to works of the Engineer Department, (2) With the Coast and Geodetic Survey in matters relating to the correction of its charts. (Chap. V).
(3) With the Bureau of Foreign and Domestic Commerce in matters relating to commercial statistics.
(4) With the Coast Guard Service in matters relating to aids to navigation and marking wrecks. District Engineers should confer direct with the district commander of the Coast Guard concerned regarding the location of channels and other navigation improvements. (See Par. 282.10 and Chap. V.)
(5) With local officers of the Bureau of Marine Inspection and Navigation in matters relating to inspection of vessels and boilers. (Chap. I).
(6) With the Bureau of Standards or any local office thereof in matters relating to tests of structural materials. (Chap. VII).
(7) With the Coast Guard Service in matters relating to the existence and removal of wrecks, violation of anchorage, fishing, dumping of refuse, discharge of oil, clearing of ice, and similar regulations, and enforcement of laws relating thereto. (Chap. V).
(8) With the Bureau of Mines in connection with the purchase of steam coal. (Chap. VII).
(9) With the Experimental Station, Navy Department, Annapolis, Md.; Bureau of Standards; or U. S. Engineer Laboratory, West Memphis, Ark., in
the matter of testing lubricating oils, gasolines, fuel oils, or other petroleum products. (Chap. VII).
(10) With the Public Printer through the Printing and Advertising Division, War Department, in reference to printing and binding that may be done at the Government Printing Office. (Chap. VII).
(11) With the Forest Service relating to lumber used in construction. (Chap. VII).
(12) With the local United States District Attorney regarding infraction of laws relating to navigable waters. (Chap. V).
(13) Disbursing officers may correspond with the General Accounting Office in regard to regular General Accounting Office suspensions and disallowances, copy of correspondence to be furnished the Chief of Engineers. Replies to other letters received by disbursing officers from the General Accounting Office shall be made through the Chief of Engineers. (Chap. VIII).
SECRET, CONFIDENTIAL, AND RESTRICTED CORRESPONDENCE
212. Regulations.-For regulations to be observed in transmitting secret, confidential and restricted communications by mail, telegraph, or messenger, see A. R. 380-5. See also Chap. IV.
213. Mailing printed matter.—(a) All printed matter which does not require to be treated with the same care and forwarded with as much celerity as letter mail should be distinctly marked "Printed matter."
(b) Mail for officers visiting Washington.-Mail intended for officers while visiting Washington, D. C., should be marked "To be held until called for."
(c) Deficient postage.—Any part-paid letter or package addressed to either the executive departments or bureaus thereof and to the Public Printer may be delivered free, but where there is good reason to believe the omission to prepay the full postage thereon was intentional such letter or package will be returned to the sender. This exemption from the payment of deficient postage on matter addressed to the executive departments or bureaus thereof before delivery applies only at the Washington, D. C., post office.
(d) Registration.-For information regarding the registration of official mail and cases in which such matter mailed elsewhere than at Washington is entitled to free registration, see A. R. 340-10.
(e) Air mail.-The dispatch of communications by air mail is authorized when use of this service can be justified. The prescribed air mail postage must be paid on all official mail intended for dispatch by airplane service. When ordinary postage is used and the letter is intended for air mail dispatch, the words "Via Air Mail" will be shown conspicuously just below the stamps.
(f) Parcel post.—(1) Packages of public property partaking of the characteristics of fourth-class mail matter weighing not more than 4 pounds each and not greater in size than 100 inches in length and girth combined may be sent by field offices through the mails under cover of the penalty envelope.
(2) Packages of printed official matter when mailed at Washington, D. C., which are not in excess of 70 pounds and not greater in size than 100 inches in length and girth, nor in form or kind likely to injure the person of any postal employee or damage the mail equipment or other mail matter, and not of a
character perishable within a period reasonably required for transportation and delivery, may be sent through the mails under the penalty envelope.
(3) Packages of public property consisting of stationery including printed forms mainly blank are considered as fourth-class mail matter and may be sent under penalty envelope or wrapper only to a weight of 4 pounds.
(4) The use of appropriations of the War Department for the purpose of insuring packages containing Government property sent through the Parcel Post System is not authorized.
(g) Postage stamps.-The appropriations of the Engineer Department are not available for the purchase of postage stamps for use on envelopes containing vouchers returned by merchants or dealers.
(h) Transmission of publications and quarterly report of mail transmitted.— (1) Information pamphlets, bulletins and any other publications not necessary in the administration of Division and District Offices will not be sent through the mail free of postage unless a request therefor has been received.
(2) Each Division and District Engineer will forward to the Chief of Engineers a quarterly report of all mail transmitted free of postage from his office. The District Engineer's report will cover mail transmitted from all subordinate offices in his District. The report will be submitted so as to reach the Chief of Engineers by the 15th of the month following the close of the quarter and shall bear a certificate by a responsible official that nothing was transmitted in violation of Section 6 of the Treasury and Post Office Department Appropriation Act approved May 6, 1939, as amended in Section 2 of the Urgent Deficiency and Supplementary Appropriation Act approved June 30, 1939.
(3) The report will be itemized as follows:
Number of pieces included above registered free.
(See Circular Letters R. & H. Nos. 35, 35 Amendment, and 47, 1939.)
214. Franking.—(a) For regulations regarding penalty envelopes and their use, see A. R. 340-10.
(b) The "indorsement" and "statement" required by law to be placed on penalty envelopes may be in writing if printed envelopes are not available.
(c) The use of freight or express lines for transmitting letters or packages that can be sent under penalty privilege is forbidden; packages that cannot be so sent may be shipped by freight or express when that method is more economical than shipment by mail.
(d) Persons, not officers, writing to the executive departments or to officers of the United States concerning the personal business of the writers with the Government may not use the penalty envelope to transmit their correspondence. (e) The sending under frank of a report, document, or publication of any kind distributed by or from an executive department or bureau of the Government with the "compliments" of an officer of the Government or with any special notice that it is so sent, is prohibited.
(f) Penalty envelopes with return address may be furnished to any person from whom official information is desired, but shall not be furnished to merchants or other dealers to cover the transmission of public property or the return of official vouchers.
USE OF TELEGRAPH AND RADIO
215. (a) For regulations governing the use of telegraph and radio and the payment of telegraph tolls, see A. R. 105-25 and 30.
(b) As to measures of economy to be observed in the preparation of official telegrams and in sending them at the lowest available rates, see A. R. 105–25. (c) Telegrams sent in violation of the regulations will be disapproved by the War Department and charged to the persons sending them.
(d) Dispatches by telegraph, radio or cable will be sent only when the delay consequent upon communication by other means would be prejudicial to the public interest.
(e) Words instead of figures shall be used in expressing numbers.
(f) Where practicable full use in the dispatch of messages will be made of Government-owned radio facilities. A map of Army Communications Systems as maintained by the Signal Corps will be furnished Division and District Engineers from time to time upon request addressed to the Chief of Engineers. (g) All official telegrams from the Office of the Chief of Engineers to offices of the Engineer Department relating to civil work will be sent "collect, Government rates"; official telegrams to the Chief of Engineers shall be sent "prepaid"; official telegrams payable at any originating office will be marked as follows: "Official business. Charge Engineer Office at Those on which the charges are to be collected at destination will be marked "Official business. Collect."
(h) Confirmation of telegrams.-All officers and agents of the Corps of Engineers serving under the immediate control of the Chief of Engineers are required to follow all official telegrams sent by them by a confirmation copy sent by first mail. Telegrams and radiograms from the Office of the Chief of Engineers containing instructions and important information shall be acknowledged by the receiving office.
(i) Telegrams regarding leaves of absence shall not be sent or paid for as public business. (A. R. 105–25).
(j) As to accounts payable by finance officers for military business, see A. R. 35-6100.
216. Telegraph code. For regulations governing the use, care, and custody of the War Department telegraph code, see A. R. 380.5.
217. Use of telephone.-For instructions regarding telephone service, see Chap. I and VIII.
MAPS AND DRAWINGS
218. Size. (a) Unless otherwise authorized by the Chief of Engineers in special cases, maps and drawings shall conform to one of the following sizes, measured over all:
8 inches by 101⁄2 inches
8 inches by 21 inches 101⁄2 inches by 16 inches 131⁄2 inches by 20 inches 16 inches by 21 inches 21 inches by 32 inches 27 inches by 40 inches