a^jfSS^^ LIBRfS DOCUMENTS ( SUPERSEDING ALL PREVIOUS REGULATIONS AND INSTRUCTIONS CONCERNING THE DUTIES OF CUSTODIANS.) L'BRARY INSTRUCTIONS TO CUSTODIANS OF PUBLIC BUILDINGS UNDER THE CONTROL OF THE TREASURY DEPAETMENT. 19O5. WASHINGTON: GOVERNMENT PRINTING OFFICE. 1905. 1165 OOCUMEN1S DEPT. .. I - Please acknowledge receipt of this book in an official communica- tion addressed to the Chief Clerk of the Treasury Department. CONTENTS. Section. Page. I. Government buildings in charge of custodians 7 II. Custodians How appointed No official to act as such until so authorized No salary or emoluments attached to position. _ - 7 III. Acting custodians How appointed 7 IV. Correspondence by custodians with United States Civil Service Commission prohibited 7 V. Signature of custodian required, when he is on duty, to official matter Must not be affixed by stamp 7 VI. Qualifications, manner of appointment, and payment of all employees in the custodian service Pay rolls Death of an employee VII. Custodians prohibited from giving letters of recommendation as to articles or persons 15 VIII. Engineers, firemen, janitors, and other employees Their duties 15 IX. Leaves of absence 16 X. Heating and ventilating apparatus, engines, pumps, and ele- vatorsStatements regarding, to be made by engineers 17 XI. Repairs to buildings and their appurtenances 17 XII. Only custodians to incur indebtedness 18 XIII. Authority must be obtained before incurring indebtedness 18 XIV. Estimates . 19 XV. Specifications 20 XVI. Competitive bids should be obtained 20 XVII. Proposals 20 XVIII. Advertisements and circular letters 21 XIX. Bonds for contract No official or employee to be interested directly or indirectly in any contract for Government work or supplies XX. Leases . ... XXI. Sale of old furniture or material 23 XXII. Fuel 23 XXIII. Furniture, specifications for, and for repairs thereto. . XXIV. Carpets .. . 26 XXV. Safes and locks.. - 26 M201505 4 CONTENTS. Section. Page. XXVI. Vouchers 26 XXVII. Repairs and preservation of public buildings . . 29 XXVIII. Heating apparatus for public buildings. - 29 XXIX. Vaults, safes, and locks for public buildings 29 XXX. Items chargeable to the appropriation "Furniture, and repairs of same, for public buildings " 80 XXXI. Items chargeable to the appropriation "Fuel, lights, and water for public buildings " . 31 XXXII. Items chargeable to the appropriation "Pay of assistant cus- todians and janitors " 31 XXXIII. Items chargeable to the appropriation "Expenses of collecting the revenue from customs " 32 XXXIV. 'Official letters to be properly addressed 32 XXXV. Stationery, blank forms, and blank books, how obtained- 33 XXXVI. Separate communications required . . 33 XXXVII. Letters to be answered without delay 33 XXXVIII. Official letters to be briefed 33 XXXIX. Posting advertisements prohibited _ 34 XL. Booms must be used for official purposes only 34 XLI. Rooms must not be used for unofficial purposes 34 XLII. Articles for experimental purposes must not be introduced into the buildings 35 XLIII. Assignment of rooms _ 35 XLIV. Assignment plans -. 35 XLV. Post-office lock boxes, duplicate keys, repairs, etc 35 XL VI. Record and return of public property 36 XLVII. Flags to be hoisted How supplied 37 XLVIII. Decorating and draping public buildings 38 XLIX. Letters and records the property of the United States 38 L. Post-office canceling machines _ 38 LI. Changes in electric wiring or gas piping 38 APPENDIX. Instructions to engineers and firemen of public buildings _ 41 Information in regard to safes and locks 44 Sample form of semiannual return of furniture and fixtures 47 Sample form of requests to transfer, sell, and drop furniture 48 Sample form of pay roll of employees 49 Sample voucher of the several appropriations 50-64 List of civil-service districts 64 Sample form of account of sale _ _ _ 65 Law relating to sale _ 65 Statutory provisions 66 CONTROL OF PUBLIC BUILDINGS AND SITES. It is provided by law "that all court-houses, custom-houses, post-offices, appraiser's stores, barge offices, subtreasuries, and other public buildings outside of the District of Columbia and outside of military reservations which have been heretofore purchased or erected, or are at present in course of construction or which may hereafter be erected or purchased out of any appropriation under the control of the Treasury Department, together with the site or sites thereof, are hereby expressly declared to be under the exclusive jurisdiction and control and in the custody of the Secretary of the Treasury, who shall have full power to take possession of and assign and reassign rooms therein to such Federal officials, clerks, and employees as in his judgment and discretion should be furnished with offices or rooms therein." (U. S. Stat. L., vol. 30, p. 614.) INSTRUCTIONS TO CUSTODIANS OF PUBLIC BUILDINGS. SECTION I. Buildings and employees in charge of custodians. United States Government buildings, their fixtures and furniture, all appurtenances pertaining thereto, and all employees in the assist- ant custodian and janitor service, are under the charge and control of custodians and subject to their supervision as agents of the Treas- ury Department. SEC. II. Appointment of custodians. Custodians are appointed by the Secretary of the Treasury, and officials must not certify pay rolls or vouchers or in any manner act as custodians until they shall have been authorized so to do. There is no salary or emolument attached to the position. SEC. III. Appointment of acting custodians. Custodians may, when necessary, submit to the Department for approval the nomina- tion of a suitable official for appointment as acting custodian, to serve only during the absence of the custodian by reason of sickness or any other cause; but such person shall not act until his nomination is approved by the Secretary of the Treasury. SEC. IV. Correspondence with Civil Service Commission. Cor- respondence by custodians with the United States Civil Service Com- mission or the district secretaries of the several civil-service districts is prohibited, except in so far as provided by the rules for making requisition for eligibles. All other correspondence relative to the per- sonnel of the assistant custodian and janitor service must be addressed to the Secretary of the Treasury. SEC. V. (1) Signature of custodians. The signature of the cus- todian is required, when he is on duty, to all official matter forwarded to the Department relative to the assistant custodian and janitor service. (2) Signature of acting custodians. The acting custodian's sig- nature will be accepted only in the absence from duty of the custodian. (3) Signatures affixed by stamp. The signatures of custodians, or acting custodians, affixed by stamp, or of other employees in the service signing for the custodian or the acting custodian, will not be recognized. 7 S INSTRUCTIONS TO CUSTODIANS OF PUBLIC BUILDINGS. QUALIFICATIONS, MANNER OF APPOINTMENT AND REMOVAL, AND PAY- MENT OF ALL EMPLOYEES IN THE ASSISTANT CUSTODIAN AND JANITOR SERVICE. SEC. VI. (1) Appointments, changes, removals, etc. All appoint- ments, removals, and changes of persons whose compensation is paid from the appropriation for " Pay of assistant custodians and jan- itors " will be made by the Secretary of the Treasury at Washington and transmitted to the custodian. (2) Classified appointments. Appointments to classified places in the assistant custodian and janitor service will be made by the Secre- tary of the Treasury, upon the recommendation of the custodian, as provided in paragraphs 3, 4, 5, and 6. (3) Probational appointments. Whenever a new place is created by the Department or a vacancy occurs in the classified force under the supervision of the custodian, that official shall make requisition upon the secretary for the civil-service district" in which the vacancy exists for a certification of eligibles, and the district secretary will forward to the custodian the papers of those eligible for appoint- ment to such vacancy. The custodian shall make selection of one of the eligibles, and immediately thereafter notify the person selected, and after his acceptance shall nominate him for appoint- ment to the Department on the prescribed form of nomination, which is to show also the names of the two other persons submitted for the vacancy. (4) Temporary appointment from rcgistc-r. In case the custodian declines to nominate for probational appointment from a register containing at least one and less than three names, temporary appoint- ment must be made from the register, unless reasons satisfactory to the United States Civil Service Commission are given why it should not be so made. Such appointments may continue until the position is filled probationary from a register containing at least three names. (5) Temporary appointment not from register. When there is no name upon the register, or when the register contains at least one and less than three names, but no eligible is willing to accept tem- porary appointment, or is not available on account of absence from the city, or other cause, the custodian may nominate any person for temporary appointment. The custodian must show on his nom- ination the fact that no eligible would accept or was available, and the reason therefor. Such temporary appointments may continue until the position is filled by either probational or temporary appoint- ment from the register. See appendix for list of civil-service districts. INSTRUCTIONS TO CUSTODIANS OF PUBLIC BUILDINGS. 9 (6) Temporary job employment. When a temporary appoint- ment is necessary for job employment, additional work, or on account of the absence of an employee, selection must be made from a list of eligibles if there is at least one eligible willing to accept, unless reasons satisfactory to the United States Civil Service Commission are given why such selection should not be made. The appoint- ment must be tendered to those on the register in accordance with the rules governing certification, and if all of them decline, or no one is available on account of absence from the city or other cause, any person may be nominated, and the facts relative thereto shall be noted by the custodian upon the form of nomination. (7) Declination of appointment. \f probational, temporary, or a job appointment is declined by a person on the register, a written declination shall be required by the custodian and shall be forwarded to the district secretary. (8) Report on probationer. Custodians shall report to the De- partment, in writing, at least five days before the end of the proba- tionary term, viz, six months from date of oath, of each probational employee under their control, whether his conduct and capacity have been satisfactory during said term, and whether his retention in the service is recommended. UNCLASSIFIED APPOINTMENTS. (9) Unclassified appointments. Appointments to unclassified places in the assistant custodian and janitor service will be made by the Secretary of the Treasury, upon the recommendation of custo- dians, as provided in paragraphs 10, 11, and 12. (10) Unclassified appointments from registers of eligibles. At all places where regulations have been or. may hereafter be promul- gated by the United States Civil Service Commission for filling un- classified positions from registers of eligibles, unless filled by rein- statement, transfer, promotion, or reduction, custodians shall, when- ever a new place is created by the Department, or a vacancy occurs in the unclassified force under their control, or when temporary ap- pointment is necessary for job employment, additional work, or by reason of the absence of an employee, make requisition upon the local secretary of the civil-service board or upon the secretary for the civil- service district in which the vacancy exists, if the vacancy is at dis- trict headquarters, for a certification of eligibles, specifying sex and principal duties of the position ; and the secretary will certify to the custodian the names of the three eligibles at the head of the register remaining eligible for appointment to such vacancy. The custodian shall make selection of one of the eligibles from the list certified, with sole reference to fitness, unless he shall offer written objection which 10 INSTRUCTIONS TO CUSTODIANS OF PUBLIC BUILDINGS. the United States Civil Service Commission may deem sufficient, and, after acceptance, shall nominate the person for appointment to the Department upon the prescribed form of nomination. (11) Unclassified appointments not from register at places where regulations have been established. When a demand for appointment arises which can not be met in the manner described in paragraph 10, the custodian may nominate for temporary appointment a person whose name is either not on the register or not in turn for certifica- tion. Such appointments may continue until the position is filled from a register of eligibles. (12) Nominations to be forwarded through civil-service secre- taries, etc. All nominations^ for transfer, promotion, or appoint- ment to classified positions, and to unclassified positions where regu- lations have been or may hereafter be promulgated by the United States Civil Service Commission for filling such positions from reg- isters of eligibles, shall be submitted upon the proper form of nomi- nation furnished custodians by the Department and be delivered to the local civil-service secretary, who will forward the form to the dis- trict secretary for approval and transmittal to the Department. \o action will be taken on nominations unless submitted upon the proper form and approved by the district secretary. Each nomination must be on a separate form. (13) Unclassified appointments at places where regulations h not been promulgated for filing such positions from registers. At places where regulations have not been promulgated by the United States Civil Service Commission for filling vacancies from registers of eligibles, any suitable person may be selected by the custodian for permanent appointment. (14) Form 221 to accompany nominations. All nominations for- warded to the Department for appointment to any position must, in each case, be accompanied by Form 221 Information as to the personnel properly filled out in the handwriting of the nominee. (15) Two or more members of family in service. Whenever there are two or more members of a family in the public service, no other member of such family shall be eligible to appointment. (16) Intoxicating liquors. Persons habitually using narcotics, or intoxicating liquors to excess, shall not be appointed to nor retained in any office under the custodian. (17) Age limit of candidates. Candidates for selection and ap- pointment to unclassified and temporary classified places not selected from register of eligibles must not be under 21 nor over 50 years of age, and must be of suitable physical condition and mentally quali- fied, the same as required by the rules and regulations of the civil service of the United States: Provided, That if otherwise duly quuli- INSTRUCTIONS TO CUSTODIANS OF PUBLIC BUILDINGS. 11 fied, the limitation as to age shall not apply to persons who may have been honorably discharged from the military or naval service of the United States by reason of disability resulting from wounds or sick- ness incurred in the line of duty : Provided also, That the limitation as to age shall not apply to persons possessing qualifications of special value to the service, if their physical condition is satisfactory. (18) Assignment of persons to duty. Custodians are especially Avarned against assigning persons to duty who have not been regu- larly appointed by the Department, except in cases where immediate service is necessary in connection with the heating and hoisting apparatus or electric-light plants, and in such cases immediate nom- ination shall be made to the Department in the same manner as for any appointment. (19) Division of salary. A division of salary by employees with persons whose services are unauthorized by the Department is strictly forbidden, and will subject the offending employee to dis- missal from the service. Voluntary service of all kind is prohibited and will not be allowed under any circumstances. (20) Incompetency. Any incompetency or inefficiency on the part of employees must be reported at once to the Department for its con- sideration and action, with proper recommendation in the premises. (21) Resignations. Resignations of employees must be in writ- ing, and submitted by the custodian to the Department, together with a statement giving the cause of such resignation. (22) Removals from classified positions. No removal shall be made from the competitive classified positions except for just cause and for reasons given in writing; and the person sought to be removed must be given notice and be furnished a copy of such reasons, and be allowed three days in which to make answer thereto in writing. The charges and the answer shall be forwarded to the Secretary of the Treasury, with such recommendation for action as the custodian may desire to make. When necessary, for the good of the service, the accused may be suspended from duty pending action on the charges, such suspension from duty to be immediately reported to the Secretary of the Treasury for his approval. (23) Removals from unclassified positions. No removal shall be made from the unclassified positions except for such cause as, in the judgment of the head of the Department, will promote the efficiency of the service. The reasons for any removal shall be made of record in the office of the custodian under which the person is serving. A list of civil-service districts will be found in the Appendix. 12 INSTRUCTIONS TO CUSTODIANS OF PUBLIC BUILDINGS. I'AY ROLLS. (24) Mouthy pay rolls and vouchers not to be made out until services have been rendered. Custodians and acting custodians must not certify to monthly pay rolls or vouchers until the services for which payment is to be made have been actually and fully rendered, except that in cases where the last day covered by such pay rolls or vouchers is Sunday or is a legal holiday they may be certified on the day preceding and forwarded for approval and payment. Pay rolls must be certified only on the last day of the month, and forwarded only at the end of each month, except in cases of separation from the service. (25) Payment less than provided by latr. The payment to an employee of a sum less than is provided by law, or requiring him to receipt or give a voucher for an amount greater than actually paid to or received by him, is prohibited by law. (26) Pay rolls in duplicate. Pay rolls in duplicate should be made out on the form prescribed by the Department, Catalogue No. 114JA or No. 114JB. All rolls should be footed up and the total placed at the bottom of the roll, ruling out all blank lines between the names and the total. (For sample roll see Appendix, p. 49.) (27) Custodian* to rcrtifi/ to pay roll*. Custodians must certify that the employment of the persons entered on the pay roll at the rate of compensation stated lias been duly authorized by the Secre- tary of the Treasury, and that the services charged have been per- formed and were necessary to the proper transaction of the public business pertaining to the assistant custodian and janitor service in the buildings in their custody. (28) Only regular employees to he borne on pay rolls. Only the names of employees who are regularly appointed must be borne on the pay roll. (29) Oath of office. The oath of office must be administered on Form 2(>c, division of appointments, and must be taken before a jus- tice of the peace, notary public, or a clerk of a court of record author- ized to administer oaths generally. (30) Name* xtr'idscn from roll. The names of persons whose oaths of office have not been forwarded to the Department, and the names of those employed without authority and not regularly appointed, will be stricken from the pay roll. (31) Names and xi Proposal accepted by custodian ; copy attached. Building, United States custom-house and post-office ; location, Cincinnati, Ohio. I certify that the foregoing expenditure, embracing articles received or services performed, or both, covering prices and amounts deemed just and rea- sonable, was necessarily incurred for the building named above, under the appro- priation quoted, and that the public exigency, where the articles and services were not supplied under formal contract or accepted proposal, required imme- diate delivery or performance, without advertisement. WM. H. HOOD, Custodian. Approved : , 190-, from dollars, in full payment of FRANCIS G. BLISS, JR., infant Secretary. tlii^ rlisjhnrsjMio 1 flip ui-mi of tliivtv-spvpii find 96 ( the above account. $37.96. Paid by check No. -, dated -, 190-, drawn, on -, payable to the order of payee as per caption. INSTRUCTIONS TO CUSTODIANS OF PUBLIC BUILDINGS. 59 No. 5. Emergency expenditure Unauthorized To be submitted to Department for approval of action Must be itemized. APPROPRIATION : " Heating apparatus for public buildings, 1903." The United States to A. M. Bond Heating Co., Dr. Date. Authority. Articles, services, or work. Amount. 1903. June 2 150 fire brick, at 5 cts 1 barrel fire clay 1 barrel mortar 2 dead plates, 720 pounds, at 4 1/2 cts 3 days, bricklayer, at $3.50 3 days, pipe fitter, at $3.50 $7.50 3.50 1.25 32.40 10.50 JO. 50 Amount due ( Repairs to furnace. Emergency requiring immediate attention.) 65.65 (Exigency.) Building, United States custom-house and post-office ; location, Bath, Me. I certify that the foregoing expenditure, embracing articles received or serv- ices performed, or both, covering prices and amounts deemed just and reasonable, was necessarily incurred for the building named above, under the appropriation quoted, and that the public exigency, where the articles and services were not supplied under formal contract or accepted proposal, required immediate delivery or performance, without advertisement. JOHN L. ROSSER, Custodian. Approved : Assistant Secretary. Received at - , this day of - , 190 , from , disbursing , the sum of sixty-five and ^ dollars, in full payment of the above account. A. M. BOND HEATING Co., By E. C. SMITH, Treasurer. $65.65. Paid by check No. , dated -, 190 , drawn on -, payable to the order of payee as per caption. Xo. 6. Account for services, contingent force // paid per annum or per month, modify accordingly Shows mode of accounting for extra per diem service. APPROPRIATION : " Repairs and preservation of public buildings, 1903." The United States to Arthur C. Ferguson, Dr. Date. Authority. Articles, services, or work. Amount. 1903. Apr. 30 Department letter dated June 10,1902. Oath June 16, 1902. Services as carpenter, engaged in repairing the court-house, post-office, etc., building $81.00 at Detroit, Mich., from Apr. 1 to Apr. 30, 1903, 27 days, at $3 per day. (Worked 1 day extra, Sunday, Apr. 19, re- . pairing roof.) Building, United States court-house, post-office, etc. ; location, Detroit, Mich. 60 INSTRUCTIONS TO CUSTODIANS OF PUBLIC BUILDINGS. I certify that the foregoing expenditure, embracing articles received or serv- ices performed, or both, covering prices and amounts deemed just and reason- able, was necessarily incurred for the building named above, under the appro- priation quoted, and that the public exigency, where the articles and services were not supplied under formal contract or accepted proposal, required imme- diate delivery or performance, without advertisement. EDWARD F. MCCAULEY, Custodian. A i (proved : .Ix.v/x taut Received at disbursing account. $81.00. this day of -, 190 , from the sum of eighty-one dollars, in full payment of the above ARTHUR C. FERGUSON, Paid by check No. dated 190 , drawn on -, payable to the order of payee as per caption. Occasionally custodians are anthori/ed to certify to vouchers for work in con- nection with the enlargement or extension of buildings under their custody, and the following form shows the method of preparing the voucher: No. 7. Contract Payment on account Involves additions, deduc- tions, and- a revocation Shows form of certification ~by architects. Completed form Payable hij dtxlmrxiny agent. APPROPRIATION : "Court-house, post-office, and custom-house, Sioux City, Iowa." The r nltcd tftutrx, to The \Vrntcrn ('instruction < 1 oinpan)/. Dr. Date. May 7 Authority. Contract dated Nov. 10, 1902. Articles, service, or work. Construction (except heating apparatus, electric wiring, and conduits). Proposal accepted Nov. 24,1903.. $140.09 Proposal accepted Dec. 7, 1902 2e similarly treated. APPROPRIATION : " Heating apparatus for public buildings, 1903." The United States to The Smith Manufacturing Co., Dr. Date. Authority. Articles, services, or work. Amount. 1903. June 8 Contract dated April 2, 1903 .. New force-draught heating apparatus and miscellaneous repairs. Proposal accepted May 9, 1903 $100. 00 Proposal accepted May 14, 1903 76. 00 Chargeable to appropriation "Repairs and preservation of public buildings, 1903." Deduction May 11, 1903 . . $40. 00 Revocation May 20, 1903 76.00 ),000.00 176.00 9,176.00 1,200.00 7,976.00 116.00 Less value of work not completed 7,860.00 4,735.00 Less 20 per cent retained $625.00 Less payment on account 500. 00 Amount due 3,125.00 1,125.00 2,000.00 Building, United States custom-house, court-house, and post-office ; location, Memphis, Tenn. I certify that the foregoing expenditure, embracing articles received or serv- ices performed, or both, covering prices and amounts deemed just and reason- able, was necessarily incurred for the building named above, under the appro- priation quoted, and that the public exigency, where the articles and services were not supplied under formal contract or accepted proposal, required immedi- ate delivery or performance without advertisement. EDWARD N. GRAY, Custodian. Approved. Assistant Secretary. Received at disbursing above account. $2,000.00. -, this day of -, 190-, from -, the sum of two thousand dollars, in full payment of the THE SMITH MANUFACTURING Co., By THOS. SMITH, President. Paid by check No. -, dated -, 190-, drawn on -, payable to the order of payee as per caption. 1117706 M 5 64 INSTRUCTIONS TO CUSTODIANS OF PUBLIC BUILDINGS. Sample voucher No. 11. APPROPRIATION : " Repairs and preservation of public buildings, 1903." The United States, to The Smith Manufacturing Company, Dr. Date. 1903. June Authority. Contract dated Apr. 2, 1903. . . . Articles, services, or work. New force-draft heating apparatus and mis- cellaneous repairs. Proposal accepted May 9, 1903 $100.00 Proposal accepted May 14, 1903 .... 76. 00 Chargealjle to appropriation " Heating appa- ratus for public buildings, 1903." Less value of work not completed Less 10 per cent retained Amount due . . . Amount. $9,000.00 176.00 9, 176. 00 7,976.00 1,200.00 977. 78 222. 22 Building, United States custom-house, court-house, and post-office ; location, Memphis, Tenn. I certify that the foregoing expenditure, embracing articles received or serv- ices performed, or both, covering prices and amounts deemed just and reason- able, was necessarily incurred for the building named above, under the appro- priation quoted, and that the public exigency, where the articles and services were not supplied under formal contract or accepted proposal, required immedi- ate delivery or performance, without advertisement. EDWARD N. GRAY, Custodian. Approved : Received at disbursing account. $200.00. Assistant Secretary. , this dav of -, 190, from -, the sum of two hundred dollars, in full payment of the above THE SMITH MANUFACTURING Co., By THOS. SMITH, President. Paid by check No. , dated to the order of payee as per caption. 190 , drawn on -, payable LIST OF CIVIL-SERVICE DISTRICTS. First district. Headquarter?, Boston. Mass. : Maine, New Hampshire, Ver- mont, Massachusetts, Rhode Island, and Connecticut except Fairfield and New Haven counties. Second district. Headquarters, New York, N. Y. : New York, Fairfield and New Haven counties in Connecticut, and the counties of Bergen, Essex, Hud- son, Morris, Passaic, Sussex, and Union, in the State of New Jersey. Third district. Headquarters. Philadelphia, Pa. : Pennsylvania, Delaware, and the counties of Atlantic, Burlington, Camden, Cape May, Cumberland, Gloucester, Hunterdon, Mercer, Middlesex, Monmouth, Ocean, Salem, Somer- set, and Warren, in the State of New Jersey. Fourth district. Headquarters. Washington, D. C. : Maryland, West Virginia, Virginia, North Carolina, and the District of Columbia. INSTRUCTIONS TO CUSTODIANS OF PUBLIC BUILDINGS. 65 Fifth district: Headquarters, Atlanta, Ga. : South Carolina, Georgia, Ala- bama, Florida, Mississippi, and Tennessee. Sixth district. Headquarters, Cincinnati, Ohio: Ohio, Indiana, and Hen- tucky. Seventh district. Headquarters, Chicago, 111. : Wisconsin, Michigan, and the counties of Boone, Bureau, Carroll, Cook, Dekalb, Dupage, Ford, Grundy, Hen- derson, Henry, Iroquois, Jo Daviess, Kane, Kankakee, Kendall, Knox, Lake, Lasalle, Lee, Livingston, McHenry, Marshall, Mercer, Ogle, Peoria, Putnam, Rock Island, Stark, Stephenson, Warren, Whiteside, Will, Winnebago, and Woodford, in the State of Illinois. Eighth district. Headquarters, St. Paul, Minn. : Minnesota, North Dakota, South Dakota, Nebraska, and Iowa. Xinth district. Headquarters, St. Louis, Mo. : Kansas, Missouri, Arkansas, the counties of Adams, Alexander, Bond, Brown, Calhoun, Cass, Champaign, Christian, Clark, Clay, Clinton, Coles, Crawford, Cumberland, Dewitt, Douglas, Edgar, Edwards, Effingham, Fayette, Franklin, Fulton, Gallatin, Greene, Ham- ilton, Hancock, Hardin, Jackson, Jasper, Jefferson, Jersey, Johnson, Lawrence. Logan, McDonough, McLean, Macon, Macoupin, Madison, Marion, Mason, Mas- sac, Menard, Monroe, Montgomery. Morgan, Moultrie, Perry, Piatt, Pike, Pope, Pulaski, Randolph, Richland, St. Clair, Saline, Sangamon, Schuyler, Scott, Shelby, Tazewell, Union, Vermilion, Wabash, Washington, Wayne, White, and Williamson, in the State of Illinois, Oklahoma, and Indian Territory. Tenth district. Headquarters, New Orleans, La. : Louisiana and Texas. Eleventh district. Headquarters, Denver, Colo. : Wyoming, Utah, Colorado, Arizona, and New Mexico. Twelfth district. Headquarters, San Francisco, Cal. : Washington, Oregon, Idaho, Montana, California, and Nevada. Form of account of sale. The United States in account with , on account of sale of condemned Government property authorized by , dated , 19- 19-. By amount of gross proceeds of sale 000 00 To disbursements: Auctioneer's fees 00.00 Advertising 00 00 Inspection 00.00 Drayage 00 00 To amount to be carried into the Treasury to the credit of 00.00 000.00 000.00 NOTE. This statement must be accompanied by a complete inventory of the property sold, the amount received for each article or lot, and also with the subvouchers, properly receipted, covering the expenses of sale. I hereby certify that the above statement is true and correct and represents the actual amount received and expended. LAW. " That from the proceeds of sales of old materials, condemned stores, supplies, or other public property of any kind, before being deposited into the Treasury, either as miscellaneous receipts on account of ' proceeds of Government prop- erty,' or to the credit of the appropriations to which such proceeds are by law 66 INSTRUCTIONS TO CUSTODIANS OF PUBLIC BUILDINGS. authorized to be made, there may be paid the expenses of such sales, as ap- proved by the accounting officers of the Treasury, so as to require only the net proceeds of such sales to be deposited into the Treasury, either as miscellaneous receipts or to the credit of such appropriations, as the case may be." (Act of June 8, 1896.) All proceeds of sales of old material, condemned stores, supplies, or other public property of any kind, except the proceeds of the sale or leasing of marine hospitals, or of the sales of revenue cutters, or of the sales of commissary stores to the officers and enlisted men of the Army (or of materials, stores, or supplies sold to officers and soldiers of the Army), or of the sale of condemned Navy clothing, or of sales of materials, stores, or supplies to any exploring or sur- veying expedition authorized by law, shall be deposited and covered into the Treasury as miscellaneous receipts, on account of " proceeds of Government property," and shall not be withdrawn or applied, except in consequence of a subsequent appropriation made by law. (Sec. 3G18, Rev. Stat.) " SEC. 3021. Every person who shall have moneys of the United States in his hands or possession, and disbursing officers having moneys in their possession not required for current expenditure, shall pay the same to the Treasurer, an Assistant Treasurer, or some public depositary of the United States, without delay, and in all cases within thirty days of their receipt. And the Treasurer, the Assistant Treasurer, or the public depositary shall issue duplicate receipts for the moneys so paid, transmitting forthwith the original to the Secretary of the Treasury, and delivering the duplicate to the depositor: Provided, That postal revenues and debts due to the Post-Office Department shall be paid into the Treasury in the manner now required by law." (Act May 28, 1890, section 5.) See sections 1144, 1145, 3072, 5491. 5492. Rev. Stat; Acts July 5, 1884 (23 Stat, 184), June 30, 1890 (26 Stat, 194). INSTRUCTIONS. The expenses of sale payable from the gross proceeds are such as pertain directly to the sale in question, such as auctioneer's fees, cartage to place of sale, cost of inspection if an inspector be hired for that purpose, etc. In making a deposit of the net proceeds required by law, an explanation should be put on the certificate of deposit, or sent with it, so that it may be determined to what appropriation the money should be covered in. See sta- tions 3018, 3092, Rev, Stats. ; acts of June 22, 1874 (18 Stat., 200), June 23, 1874 (18 Stat, 217), March 3, 1875 (18 Stat, 388), March 3, 1875 (18 Stat, 410), June 18, 1878 (20 Stat, 103), February 14. 187!) (20 Stat, 288), August 5, 1882 (22 Stat, 296), March 3, 1883 (22 Stat, 590), July 13, 1892 (27 Stat, 145, section 7), August 15, 1894 (28 Stat, 313), March 2, 1895 (28 Stat, 908). . REFERENCES TO REVISED STATUTES, STATUTES AT LARGE, ETC. * * * That after the expiration of six months from the passage of this art no officer or clerk shall be appointed, and no person shall be employed to enter or be promoted in either of the said classes now existing, or that may be arranged hereunder pursuant to said rules, until he has passed an examination, or is shown to be specially exempted from such examination in conformity herewith. But nothing herein contained shall be construed to take from those honorably discharged from the military or naval service any preference con- ferred by the seventeen hundred and fifty-fourth section of the Revised Stat- utes, nor to take from the President any authority not inconsistent with this act conferred by the seventeen hundred and fifty-third section of said statutes; nor shall any officer not in the Executive branch of the Government, or any INSTRUCTIONS TO CUSTODIANS OF PUBLIC BUILDINGS. 67 person merely employed as a laborer or workman, be required to be classified hereunder ; nor, unless by direction of tbe Senate, sball any person who has been nominated for confirmation by the Senate be required to be classified or to pass an examination. (22 Stat, p. 406, sec. 7.) 1. Persons who have a prima facie claim of preference for appointments to civil offices under section 1754, Revised Statutes, shall be preferred in certifica- tions made under the authority of the Commission to any appointing or nomi- nating officer. 2. In making any reduction of force in any branch of the classified civil service, those persons shall be retained who, being equally qualified, have been honorably discharged from the military or naval service of the United States: and also the widows and orphans of deceased soldiers and sailors. (Rule VII, C. S. C.) SEC. 3679. No Department of the Government shall expend, in any one fiscal year, any sum in excess of appropriations made by Congress for that fiscal year, or involve the Government in any contract or obligation for the future payment of money in excess of such appropriations unless such contract or obligation is authorized by law. Nor shall any Department or officer of the Government accept voluntary service for the Government or employ personal service in excess of that authorized by law, except in cases of sudden emergency involving the loss of human life or the destruction of property. All appropriations made for contingent expenses or other general purposes, except appropriations made for the fulfillment of contract obligations expressly authorized by law, or for objects required or authorized by law without reference to the amounts annually appropriated therefor, shall, on or before the beginning of each fiscal year, be so apportioned by monthly or other allotments as to prevent undue expenditures in one portion of the year that may require deficiency or addi- tional appropriations to complete the service of the fiscal year; and all such apportionments shall be adhered to except when waived or modified in specific cases by the written order of the head of the Executive Department or other Government establishment having control of the expenditure, but this provision shall not apply to the contingent appropriations of the Senate or House of Representatives ; and all such waivers or modifications, together with the rea- sons therefor, shall be communicated to Congress in connection with estimates for any additional appropriations required on account thereof. Any person violating any provision of this section shall be summarily removed from office and may also be punished by a fine of not less than one hundred dollars or by imprisonment for not less than one month. No advertisement, notice, or proposal for any Executive Department of the Government, or for any Bureau thereof, or any office therewith connected, shall be published in any newspaper whatever, except in pursuance of a written authority for such publication from the head of such Department, and no bill for any such advertising or publication shall be paid unless there be presented with such bill a copy of such written authority. ( Sec. 3828, Rev. Stat. ) Every member of Congress or any officer or agent of the Government who, directly or indirectly, takes, receives, or agrees to receive any money, property, or other valuable consideration whatever from any person for procuring, or aiding to procure, any contract, office, or place from the Government or any Department thereof, or from any officer of the United States for any person whatever, or for giving any such contract, office, or place to any person whom- soever, and every person who, directly or indirectly, offers or agrees to give, or gives, or bestows any money, property, or other valuable consideration whatever for the procuring or aiding to procure any such contract, office, or place, and every member of Congress who, directly or indirectly, takes, receives, or agrees 68 INSTRUCTIONS TO CUSTODIANS OF PUBLIC BUILDINGS. to receive any money, property, or other valuable consideration whatever after his election as such member for his attention to, services, action, vote, or decision on any question, matter, cause, or proceeding which may then be pending, or may by law or under the Constitution be brought before him in his official capacity, or in his place as such member of Congress, shall be deemed guilty of a misdemeanor, and shall be imprisoned not more than two years and fined not more than $10,000. And any such contract or agreement may, at the option of the President, be declared absolutely null and void; and any member of Congress or officer convicted of a violation of this section shall, moreover, be disqualified from holding any office of honor, profit, or trust under the Government of the United States. (Sec. 1781, Rev. Stat.) The Secretary of State, the Secretary of the Treasury, the Secretary of the Interior, the Secretary of War, the Secretary of the Navy, the Postmaster- General, the Attorney-General, and Commissioner [Secretary] of Agriculture shall keep, in proper books, a complete inventory of all the property belonging to the United States in the buildings, rooms, offices, and grounds occupied by them, respectively, and under their charge, adding thereto, from time to lime. ;ui account of such property as may be procured subsequently to the taking of such inventory, as well as an account of the sale or other disposition of any such property. (Sec. 197, Rev. Stat.) Every person who makes or causes to lc made, or presents or causes t;> be presented, for payment or approval, to or by any person or officer in the civil, military, or naval service of the United States, any claim upon or against the Government of the United States, or any Department or officer thereof, know- ing such claim to be false, fictitious, or fraudulent, or who, for the purpose of obtaining or aiding to obtain the payment or approval of such claim, makes, uses, or causes to be made or used, any false bill, receipt, voucher, roll, account, claim, certificate, affidavit, or deposition, knowing the same to contain any fraudulent or fictitious statement or entry, or who enters into any agreement, combination, or conspiracy to defraud the Government of the United States, or any Department or officer thereof, by obtaining or aiding to obtain the pay- ment or allowance of any false or fraudulent claim, or who, having charge, pos- session, custody, or control of any money or other public property used or to be used in the military or naval service, who. with intent to defraud the United States or willfully to conceal such money or other property, delivers or causes to he delivered, to any other person having authority to receive the same, any amount of such money or other property less than that for which he received a certificate or took a receipt, and every person authorized to make or deliver any certificate, voucher, receipt, or other paper certifying the receipt of arms, ammunition, provisions, clothing, or other propertv so used or to be used, who makes or delivers the same to any other person without a full knowledge of the truth of the facts stated therein, and with intent to defraud the United States. and every person who knowingly purchase's or receives in pledge for any obli- gation or indebtedness from any soldier, officer, sailor, or other person called into or employed in the military or naval service any arms, equipments, ammu- nition, clothes, military stores, or other public property, such soldier, sailor, officer, or other person not having the lawful right to pledge or sell the same. every person so offending in any of the matters set forth in this section shall be imprisoned at hard labor for not less than one nor more than five years, or fined not less than one thousand nor more than five thousand dollars. (See sees. 8-1 9<. 3491.) (Sec. 5438, Rev. Stat.) Every officer charged with the payment of any of the appropriations made by any act of Congress who pays to any clerk, or other employee of the United States, a sum less than that provided by law, and requires such employee to INSTBUCTIONS TO CUSTODIANS OF PUBLIC BUILDINGS. 69 receipt or give a voucher for an amount greater than that actually paid to and received by him, is guilty of embezzlement, and shall be fined in double the amount so withheld from any employee of the Government, and shall be impris- oned at hard labor for the term of two years. ( Sec. 5483, Rev. Stat. ) Every person who, having moneys of the United States in his hands or pos- session, fails to make deposit of the same with the Treasurer, or some assistant treasurer, or some public depositary of the United States, when required so to do by the Secretary of the Treasury, or the head of any other proper Depart- ment, or by the accounting officers of the Treasury, shall be deemed guilty of embezzlement thereof, and shall be imprisoned not less than six months nor more than ten years, and fined in a sum equal to the amount of money em- bezzled. ( Sec. 5492, Rev. Stat. ) That all court-houses, custom-houses, post-offices, appraisers' stores, barge offices, subtreasuries, and other public buildings outside of the District of Columbia and outside of military reservations which have been heretofore pur- chased or erected, or are at present in course of construction, or which may hereafter be erected or purchased out of any appropriation under the control of the Treasury Department, together with the site or sites thereof, are hereby expressly declared to be under the exclusive jurisdiction and control and in the custody of the Secretary of the Treasury, who shall have full power to take possession of and assign and reassign rooms therein to such Federal officials, clerks, and employees as in his judgment and discretion should be furnished with offices or rooms therein. (30 U. S. Stat., 614.) SEC. 3739. No Member of or Delegate to Congress shall directly or indirectly, himself, or by any other person in trust for him, or for his use or benefit, or on his account, undertake, execute, hold, or enjoy, in whole or in part, any con- tract or agreement made, or entered into' in behalf of the United States, by any officer or person authorized to make contracts on behalf of the United States. Every person who violates this section shall be deemed guilty of a misdemeanor and shall be fined three thousand dollars. All contracts or agreements made in violation of this section shall be void; and whenever any sum of money is advanced on the part of the United States, in consideration of any such con- tract or agreement, it shall be forthwith repaid ; and in case of refusal or delay to repay the same, when demanded, by the proper officer of the Department under whose authority such contract or agreement shall have been made or entered into, every person so refusing or delaying, together with his surety or sureties, shall be forthwith prosecuted at law for the recovery of any such sum of money so advanced. X. Page, Absence from duty of custodians 17 in excess of fifteen days 1 16 leaves of, custodians authorized to grant 16 not granted with pay to per diem employees 17 on account of sickness 16 Acting custodians, appointment of 7 signature of ' 7 Administrators of estates, requirements 13 Advertisements and circular letters 21 posting about buildings, prohibited 34 Age limit of candidates for appointment 10 Appointment, declination of !> of acting custodians 7 custodians 7 temporary, from register 8 not from register 8 Appointments, changes, removals, etc 8 classified 8 probational L 8 unclassified 9 from registers of eligibles 9 not from registers at places where regulations have been established 10 Articles for experimental purposes, introduction into building prohibited- 35 Assignment of persons to duty 11 rooms 35 plans _., 35 Authority to be obtained from Department before incurring indebtedness. 18 Blank forms and books, and stationery 33 Building, cleaning 15 Buildings and appurtenances, repairs to 17 employees in charge of custodians 7 Canceling machines, p^st-office 38 Candidates, age limit of 10 Carpet cleaning 15 Carpets, requisitions for 26 Changes, removals, appointments, etc 8 Circular letters and advertisements 21 Civil-service secretaries, nominations to be forwarded through 10 Civil Service Commission, correspondence with 7 Civil-service districts, list of 64 Classified appointments 8 positions, removals from ,J_ 11 71 72 . INDEX. Page. Cleaning building 15 carpet 15 Clerical or messenger work, janitors not to perform 15 Communications, separate, required 33 Competitive proposals, to be obtained 20 Compliance with provisions of Section VI 15 Compensation for extra service not allowed 14 Contracts or agreements with Government officials, employees, or mem- bers of Congress prohibited 22 Correspondence with Civil Service Commission 7 Custodians, absence from duty of 17 appointment of 7 acting, appointment of 7 signatures of 1 7 authorized to grant leaves of absence 16 buildings and employees in charge of 7 employees under control of , 15 only to incur indebtedness 18 signatures of 7 to certify pay rolls 12 Death of employee leaving estate requiring administrator 13 not leaving estate requiring administrator 13 Declination of appointment '. Decorating and draping public buildings 38 Division of salary 11 Duty, assignment of persons to _. 11 Economy in use of light, water, etc 15 Electric wiring or gas piping, changes in 38 Elevators 44 Employees absent on account of sickness, payment of 17 and buildings in charge of custodians 7 Government officials or. members of Congress, contracts or agreements with, prohibited 22 leaving estate requiring administrator, death of 13 not leaving estate requiring administrator, death of 13 per diem, not granted leaves of absence with pay 17 regular only, to be borne on pay roll 12 under control of custodians 15 . Employment, temporary job Engineers, instructions to 41 and firemen, instructions to 10 Engines, pumps, and elevators, heating and ventilating apparatus, informa- tion required by Department 17 Estimates for repairs and miscellaneous items of expense 10 Expenses of collecting the revenue from customs, items chargeable to ap- propriation for 32 incidental 14 Experimental purposes, introduction of articles for, prohibited 35 Extra expense for labor service, compensation for, not allowed- _ Family, two or more members of, in service Firemen and engineers, instructions to. Fiscal year to be stated on pay rolls INDEX. 73 Page Flags, instructions relating to 37 Form No. 221 to accompany nominations 10 Fuel 23 Fuel, lights, and water for public buildings, items chargeable to appropria- tion for 30 Furniture and fixtures, record and return of 36 sample form of return of 47 material, old, sale of 23 repairs of same for public buildings, items chargeable to appropriation for 30 requisitions for - 24 selling and dropping, form of request for 48 specifications for construction of 24 repairs to 25 transfer of. form of request for ^48 Gas piping or electric wiring, changes in 38 Government officials, employees or members of Congress, contracts or agreements with, prohibited Heating apparatus, inspection of 16 for public buildings, items chargeable to appropria- tion for 29 and ventilating apparatus, engines, pumps, and elevators, infor- mation required by Department 17 Hot-water heating and ventilating apparatus 43 Incidental expenses 14 Incompeteucy 11 Indebtedness, authority to be obtained from Department before incurring 18 custodians only to incur 18 Inspection of heating apparatus 16 Instructions to engineers and firemen 16 Intoxicating liquors or narcotics, persons habitually using, not to be appointed 10 Janitors not to do clerical or messenger work 15 Labor, extra expense for 15 Leases for buildings, grounds, or rooms for Government purposes 22 Leaves of absence, custodians authorized to grant 16 Letters and records the property of the United States 38 official, to be briefed 33 to be properly addressed 32 of recommendation prohibited 1.5 to be answered without delay 33 Light, water, etc., economy in use of 15 Lock boxes, post-office, duplicate keys, repairs, etc 35 Locks and safes, requisitions for 26 Members of Congress, Government officials or employees, contracts or agreements with, prohibited 22 Messenger or clerical work, janitors not to perform 15 Names and signatures on pay rolls 12 stricken from pay rolls 12 Narcotics or intoxicating liquors, persons habitually using, not to be em- ployed 10 Nominations, Form 221 to accompany 10 to be forwarded through civil-service secretaries 10 74 INDEX. Page. Oath of office 12 Official letters to be briefed 33 properly addressed 32 Pay of assistant custodians and janitors, items chargeable to appropria- tion for k , 31 Pay rolls, fiscal year to be stated on 14 names to be stricken from , i 12 custodians to certify 12 in duplicate 12 names and signatures on 12 regular employees only to be borne on 12 and vouchers, when to be certified 12 sample forms 49-64 Payment of employees absent on account of sickness IT . less than provided by law 12 Per diem employees not granted leaves of absence with pay 17 Plans, assignment 35 Plumbing __ 42 Post-office canceling machines 38 lock boxes, duplicate keys, repairs, etc 35 Probational appointments 8 Probationer, report on 9 Proposals, competitive, to be obtained 20 instructions relating to 20 Public buildings, decorating and draping Recommendation, letters of, prohibited 15 Records and letters the property of the United States 38 return of furniture and fixtures 36 Regular employees only to be borne on pay rolls 12 Requisitions for carpets 26 furniture 24 safes and locks 26 Removals, appointments, changes, etc 8 from classified positions 11 unclassified positions 11 Repairs to buildings and appurtenances 17 and preservation of public buildings, items chargeable to appropri- ation for 29 Report on probationer 9 Resignations 11 Return of furniture and fixtures, sample form__ 47 Rooms, assignment of 35 Safes and locks, requisitions for __ 26 information in regard to 44 Salary, division of 11 Sale of old furniture and material 23 Sales, form of account, and law relating to 65 Separate communications required 33 Sickness, absence on account of 16 payment of employees absent on account of 17 Signatures of acting custodians 7 custodians _ 7 INDEX. 75 Page. Signatures affixed by stamp 7 and names on pay rolls 12 Sleeping apartments, use of rooms for, prohibited 34 Specifications for construction of furniture 24 repairs to building, heating and ventilating apparatus, and grounds, directions for preparing 20 furniture 25 Stamp, signatures affixed by ' 7 Stationery, blank forms and books 33 Steam heating and ventilating apparatus 42 Temporary appointment from register 8 not from register : 8 job employment 9 Unclassified appointments 9 from registers of eligibles 9 not from register at places where regulations have been established 10 positions, removals from 11 Unofficial purposes, rooms not to be used for 34 Vaults, safes, and locks for public buildings, items chargeable to appropri- ation for 29 Ventilating and steam heating apparatus 42 hot water heating apparatus 43 heating apparatus, engines, pumps, and elevators, infor- mation required by Department 17 Vouchers and pay rolls, when to be certified 12 sample forms 49-64 preparation of r 26 Water, light, etc., economy in use of 15 o I oo ) H * o O