final efficiency figure will be obtained by dividing by 10 the aggregate of the markings under the several heads, and will represent, as far as practicable, the record of each individual as made from day to day during the six months preceding the report.

The names in each class or grade will be entered in the order of merit, those with the same efficiency figure being arranged according to length of service in the department.

210. All promotions and other changes in status of employees in each office will be decided solely upon relative efficiency and, other conditions being equal, upon length of service within the department. In determining the relative efficiency and merit of the various employees, a competitive system will be adopted in each office, all employees in the respective grades being considered, the most efficient and meritorious being first recommended.

Whenever it is impossible, owing to the technical nature of the duties of an employee or the fact that there is but one in a grade, to apply a competitive system, he will be rated in accordance with his demonstrated ability.

211. Efficiency boards will be established at department quartermasters' offices and general depots for the purpose of-

(1) Convening as soon as practicable after June 30 and December 31 (in order to comply with par. 202) for the purpose of determining and fixing the relative efficiency of the classified employees in their offices, and retaining a copy of all sessions;

(2) Considering all complaints made by the employees rated, reconvening to consider the merits of each case, and informing the complainants of the findings of the board;

(3) Submitting to the Quartermaster General for consideration and action the proceedings of the board, if requested to do so by the complainants.

In the large offices the efficiency board will consist of the three senior officers on duty there and the chie clerk, and at the depots where but one or two officers are stationed the board will consist of those officers on duty and the chief clerk.

The personnel of efficiency boards should be changed so that one member should serve no longer than two years, but the changes shall be so arranged that the board shall always contain some member or members who have passed upon previous ratings.

Quarterly efficiency reports of the principal clerks on duty in the offices where efficiency boards are established will be prepared by the officers under whose direction they work, and these principal clerks will prepare similar reports of the clerks under their direction wholly upon a merit basis. These reports will be made on forms provided for the purpose, and will not be forwarded to the Quartermaster General, but will be considered by the efficiency board in arriving at the final efficiency ratings. They will seldom agree with the ratings fixed by the board, as the quality and quantity of work performed by clerks in other branches will have to be considered and compared.

When an employee becomes unable to perform the character of the work of the class to which his salary properly pertains he shall be given an efficiency rating admitting of his demotion, and informed in writing of the intention and reasons therefor, and allowed a reasonable time in which to submit his reasons as to why he should not be reduced or discharged, provided his incapacity is permanent. It is only just and proper that due consideration should be shown to employees who have rendered efficient and faithful service during a long period of years; but when their capacity is so diminished permanently that it has been necessary to assign them to less responsible duties, they must give way in the matter of salary to others who are actually rendering more efficient service. Employees of this class will therefore not be carried in grades the salaries of which clearly exceed the value of the services they are capable of rendering.

REINSTATEMENTS.

212. A person separated without delinquency or misconduct may be reinstated in the department or office in which he formerly served upon certificate of the Civil Service Commission, subject to the following limitations:

The separation must have occurred within one year next preceding the date of the requisition of the nominating or appointing officer, but this limitation shall not apply to a person who has served in the Civil War or the War with Spain and was honorably discharged, or his widow, or an Army nurse of either war. No person can be reinstated to a position requiring an examination different from that required for the position from which he was separated without passing an appropriate examination. Recommendation for reinstatement shall be submitted by letter to the Quartermaster General and will show whether or not any member of the applicant's family is in the classified service. If there is, he will be required to state the relationship and service in which employed. If two or more members of his family are in the classified service an affidavit on form provided for the purpose will be filed.

A person who received permanent (competitive) appointment in connection with construction and repair work at San Francisco or vicinity and who was discharged without delinquency or misconduct by reason of lack of work or funds may be reinstated for work of the same kind at any time within one year from the date of discharge without the prior authorization of the War Department or the certificate of the commission. Such reinstatement shall be promptly reported by letter to the Quartermaster General through the district secretary for inclusion in the monthly reports of changes to the commission, and in connection therewith the officer reinstating such person shall furnish the information regarding members of a family in the service required by this paragraph.

LEAVES OF ABSENCE.

213. Clerks and other employees of the Quartermaster Corps, except those on duty in Alaska and the P. 1; ine I lands (see par 214: or outside the limits of the United States, who are regularly and continuously employed, may be granted by the officer under whom employed 30 days' annual leave with pay in any calendar year, when to grant such leave will not cause embarrassment nor delay in the public service, nor involve additional expense to the United States by the hire of substitutes,

Pay may be allowed in case an employee is absent because his presence would jeopardize the health of fellow employees, or when an employee is unavoidably al sent from duty by reason of personal illness, provided that the period of such absence added to all other previous periods of absence with pay during the calendar year shall not exceed 60 days in that year, and provided that the al sence is accounted for to the satisfaction of the proper officer by the personal certificate of the employee and the certi'cate of the atten fing physician

rundays and days declared public holidays by law or Executive order will be charged in all cases of absence, except when included in a period of annual leave.

In all cases of transfer of employees the total leave with pay, annual and sick, each separately, had by the em; lovee during the calendar year must be stated.

The granting of leave to emplo: ees on probation is not authorized, nor will leave that has not actually accrued be granted within the first year's employment.

The Serretary of War has decided, in view of the difficulties the department has experienced in the past in several cases in determining the status and the rights of furloughed employees under civil-service rules, that the abolition of the practice of making furloughs without pay would be necessary to a compli more with the spirit and letter of the civil-service rules regarding eligibility for reinstatement, and has or jered that hereafter no furlough without pay be granted employees in the Quartermaster Corps, except for urgent and adequate reasons, and then only upon his authority in each case previously obtained. Civilan employees un ier the War Department in Porto Rico who have served there two years or more with a stat as of civilian employees, and who desire to continue in the service there, may be granted leave of absence for the purpose of visiting the United States. Such leave may be granted in accordance with the above instructions, and the duration of the leave will be calculated from the date of arrival within the continental limits of the United States to the date of departure therefrom. Leave will not be granted urder this authority oftener than once in two years. (Cir. E, W. D., July 7, 1915 )

214. Un'a ed annual leave of ab en e provided for in paragraph 211 shall accrue, not to exceed 120 days, exxanting sundays and holidays, for eminder een who are citizens of the United States and who are on duty in Alaska the Philly pines, or outside the limits of the United States, provided that in calculating accrued leave there shall be det ted from the unused annual leave of each of the calendar years in the cumulative per at all so à leave with pas taken in ex ect of 15 days in each year of the cumulative perf »d.

Where wyrund leave with pay for not less than 60 days is granted an employee for the purpose of coming to the United states, the running of such leave shall be between the dates of reaching and jeaving the United statær via the u ually traveled routes, but this provision shall not apply oftener than once in three years and persten to res in 1 the department frcular (H) of July 7, 1904, on this subject

Were leave of absence is granted an employee in the Philippines to be absent therefrom other than to viut the I ruted states, the running of such leave shall be between the date of reaching Manila from his place of employment and the date of leaving Manila in returning to his place of employment

Where ar ́emplos ee who is granted leave of absence fails to return to duty at the place at which leave was granted the ruta g of sy h leave it all be from the date he left his station and not from the date of arrival În 1e fini ed states or at Matula, as the case may be To insure the enforcement of this provision, payment of a ta”, tent portion of the employee v salary will be suspended un'il › is ret irr

Hermaller ornelos e coming to the † nited States on a leave of abviene from out)-ing stations will not

wei si k leave with pay wì de in the United States, in other words, all sbsence of such employees wise it, the for, feed states away from their stations of all be charged against annual leave which has murumi, wai after that leave is exhausted shall be charged as al sence without pay. Applications of #uch employees for any leave without pay while in the United states shall be made direct to the of vers 12. fer wi en "'e are em; lo ed and not to the War Department at Washington. (Cir. A, W. D, 1912 )

TRANSFERS.

215. The se retaes of War onsilers !!,at *) e interests of the service require that employees at large ** fe,wart mert mi „at he * 1 rs in regard to transfer of station and a ref: vai to obey sych

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fer (an ellir le em; live from onestati e to another or from at qe te m, b transfers could be made )y letter direct to

ven 1:1'in emplotees for their own convenience may be fer whose Srecting the emplotees traå in g recitest for exchange are ed! 1x eg "off) pongo tier flyter sen tal to thæis,ferents ན་རོམལ་བྲལ་ཏེ་སདྡྷགསཛྫཱནྟིཏི མར་བ་སྤརདུ་ཚུལ་ *ba! !n %*7983 wil be drawn for the time last w.jie en route from his

67511 VOL 1

present to his new station, his status during this period being "authorized leave without pay," unless the employee has leave due and unused during the calendar year, in which event pay will be allowed for time consumed en route, but the time consumed en route will be charged against annual leave.

The same rule applies in a case where an employee desires transfer to another station for his own convenience.

217. Clerks who have had three years' efficient and meritorious service in the Philippines, and who are eligible under civil-service rules, should be favorably considered for transfer to the United States when opportunities arise and when conditions make such transfers practicable and in the interest of good administration.

It is desired, when practicable, to fill vacancies occurring in the department's service in the United States by transfer of eligible clerks from the Philippines; also to transfer from time to time clerks from the United States to the Philippines for a tour of service when such transfers may be in the interest of good administration.

Those employees who have had one year's service and are physically able to work in a tropical climate are subject to transfer to the Philippines for a tour of service. The physical ability for Philippine service of a clerk nominated for transfer will be determined by a physical examination and certificate of an Army surgeon.

Each nomination for a transfer will state the reasons for determining the particular employee nominated, whether the transfer proposed is from the Philippines to the United States or vice versa.

No classified employee will be transferred from the United States to the Philippines or from the Philippines to the United States except upon authority of the Secretary of War previously obtained. (G. O. 68, W. D., 1904.)

218. The pay of clerks in the Quartermaster Corps of the Army transferred to the Philippine Islands after June 30, 1914, will be increased $200 per annum, to take effect on the date of departure from the continental limits of the United States; and the pay of clerks in the Quartermaster Corps of the Army transferred from the Philippine Islands to the United States will be reduced $200 per annum, to take effect on arrival within the continental limits of the United States. Approved by Secretary of War, June 12, 1914. Clerks so transferred will be allowed transportation and expenses en route.

When opportunities arise for transferring clerks to the United States, nominations will be submitted to the Secretary of War, determined as far as practicable by length of service in civil positions under the Department of the Philippines. (G. O. 68, W. D., 1904.)

219. When officers of the staff departments change station, the transfer of clerks or other employees to the new stations at the expense of the United States is prohibited, except in cases of urgent necessity, for which the sanction of the Secretary of War will be first obtained. (A. R. 739, 1913.)

220. When employees are received by transfer from another post or station, the name of the post or station from which transferred shall be noted upon the first voucher or receipt roll upon which payment

is made.

221. Reimbursement of actual expenses when traveling under competent orders will be allowed, under the following heads, to civilians in the employ of any branch of the military service, excepting the expert accountant of the Inspector General's Department and those mentioned in A. R. 734, 1913 (par. 254 hereof), viz:

1. Cost of transportation over the shortest usually traveled route, when it was impracticable to furnish transportation in kind on transportation requests.

2. Cost of transfers to and from railroad stations, not to exceed 50 cents for each transfer.

3. Cost of one lower berth in a sleeping car, seat in a parlor car, or customary stateroom accommodations on boats and steamers when extra charge is made therefor.

4. Fees to expressmen and porters on arrival at and departure from hotels and stations not to exceed 10 cents in each case when the service is rendered in connection with the transportation of baggage; fees for checking baggage at stations and hotels not to exceed 10 cents for each piece checked; and fees to sleepingcar and parlor-car porters not to exceed 25 cents per day, or 10 cents when the car is used in daytime only. 5. Cost of meals, including tips, not to exceed $4.50 a day while en route when meals are not included in the transportation fare paid, and not to exceed $4.50 a day for meals, tips, and lodgings during necessary delay en route, and when meals are included in the transportation fare paid tips for meals not to exceed 15 cents each.

6. Cost of meals and lodgings, including baths, tips, and laundry work, not to exceed $4.50 a day for the first 30 days while on duty at places designated in the orders for the performance of temporary duty and a flat per diem allowance of $1 a day after the first 30 days of temporary duty at any one place. In time of actual war no such reimbursement of expenses or per diem allowance will be allowed to the civilian employees specified who accompany troops in the field, but in lieu thereof the allowance of tents prescribed by the War Department and a ration will be furnished such employees.

7. In lieu of reimbursement for the actual expenses provided in sections 5 and 6, civilian employees, when their orders so prescribe, may be allowed a flat per diem allowance not exceeding $4 when traveling and when on duty for the first 30 days at places designated in their orders for the performance of temporary duty, but no per diem allowance will be allowed for temporary duty to civilian employees who in time of actual war accompany troops in the field, nor for travel on Army transports. Where a period of travel or temporary duty includes fractional parts of a calendar day the allowance for fractional parts will be as follows:

(a) If in travel status, the day will be divided into three fractional parts, an allowance of $1.33} being made for each meal.

(b) If not in travel status, the day will be divided into four fractional parts, an allowances of $1 being made for each of 3 meals and $1 for lodging.

A statement will accompany each voucher showing the following data:

Time of departure from permanent station.

Time of arrival at temporary station.

Time of departure from temporary station.

Time of arrival at permanent station.

The provisions of paragraph 735, A. R. 1913, in so far as they require the keeping of a memorandum of the actual expenses incurred and taking of receipts, have no application to civilians operating under conditions which entitle them to a per diem allowance, except for the period while actually traveling and then only for such items of expenses as are not embraced within the per diem allowance. (A. R. 733, 1913, as changed by C. A. R. 45, 1916.)

222. Where, by law or regulation, a travel order is to be issued by the Secretary of War to civilian employees, the recommendation therefor shall state clearly whether the cost of the travel is to be paid according to the actual expenditures made, or by a flat per diem allowance, with the per diem rate recommended. In the cases of employees for whom travel orders are not required to be issued by the Secretary of War, general authority is hereby given allowing a flat per diem allowance not exceeding $4 in lieu of reimbursement for actual expenditures provided by Army Regulations. (G. O. 81, W. D., 1914.)

223. Mechanics, laborers, teamsters, and employees of similar character, traveling under competent orders, will be entitled to such actual and necessary expenses of transportation and subsistence or per diem allowance in lieu of subsistence, not exceeding $4, as may be authorized by the chief of bureau which pays the accounts. Those entitled to rations under A. R. 1203, 1913, will not be allowed commutation therefor, and if it be impracticable for them to carry food, a ration and savings account will not be opened for them for the period during which they are traveling.

Commanding officers of troops in the field may order civilian employees to nearest Army hospital for treatment when adequate medical service is not available at their stations. On recovery such employees should be returned to their stations for duty by the proper commanding officer. In all cases where practicable, orders should be issued based on a medical certificate. (A. R. 734, 1913, as changed by C. A. R. 13, 1914.)

224. None but the authorized items of traveling expenses of civilians will be allowed. A true memorandum of the actual expenses paid from day to day will be kept and the expenses will be fully itemized upon the voucher, which will be properly sworn to by the person rendering it. Receipts for lodging (European plan) or for board and lodging (American plan) must be furnished when practicable to obtain them, showing the dates for which the charge is made and the first and last meal or lodging. Charge for lodging pertains to the day in which the night for which the lodging was procured began. Receipts will not be required for meals except where included with lodgings on the American plan, nor for railroad or steamboat fares, hack fares, baggage transfers, car fare, tips, or fees, or similar expenses. For all other expenses receipts will be taken unless it is impracticable to obtain them, when the reason for not obtaining receipts must be explained on the voucher. The usual Pullman berth check or seat check will be a sufficient receipt for sleeping-car or parlor-car accommodations. (A. R. 735, 1913.)

225. The allowances herein before provided for the subsistence of civilian employees cease upon the arrival of the employees at the destination mentioned in their orders for travel; they must then subsist on their rations, if entitled to them, or provide for their subsistence out of their regular pay. (A. R. 736, 1913.) 226. Actual traveling expenses, as contemplated in the preceding paragraphs, are paid by the following departments, viz:

Ordnance Department.-To employees at arsenals and armories (cost of transportation included) from appropriations for the service of the Ordnance Department.

Engineer Department. To employees on public works and fortifications (cost of transportation included) from appropriations made specifically for the work.

Quartermaster Corps.-To civilians summoned as witnesses before, and authorized civilian reporters of, military courts; to employees of the Quartermaster Corps and to other employees of the Army not above provided for. (A. R. 738, 1913.)

SEPARATION FROM SERVICE.

227. When an employee desires to leave the service a written resignation will be obtained from him, if possible. Department and depot quartermasters and the quartermasters at Kansas City, Portland, Oreg., and New Orleans are authorized to accept the same of employees coming under instructions contained herein except of clerks, stenographers, and typewriters, merely forwarding them to the Quartermaster General by indorsement thereon, stating that the resignation has been accepted to take effect the date pay ceases, the date to be stated.

The effective date of a resignation is the date the employee last performs service or has a duty status. Resignations of employees in educational positions, the registers for which are kept at the Civil Service Commission, and of clerks, stenographers, and typewriters, will be forwarded through proper channels, with recommendation, to the Quartermaster General for action of the Secretary of War.

228. No person in the classified civil service of the United States shall be removed therefrom except for such cause as will promote the efficiency of said service and for reasons given in writing, and the person whose removal is sought shall have notice of the same and of any charges preferred against him, and be furnished with a copy thereof, and also be allowed a reasonable time for personally answering the same in writing, and affidavits in support thereof; but no examination of witnesses nor any trial or hearing shall be required except in the discretion of the officer making the removal; and copies of charges, notice of hearing, answer, reasons for removal, and of the order of removal shall be made a part of the records of the proper department or office, as shall also the reasons for reduction in rank or compensation; and copies of the same shall be furnished to the person affected upon request, and the Civil Service Commission also shall, upon request, be furnished copies of the same. (Sec. 6 of the act making appropriations for the service of the Post Office Department, fiscal year 1913.)

Held, that the statute requiring notice in writing of the reasons for the removal of an employee in the classified service does not apply to cases of removal occasioned by the fact that the services of the employee are no longer required, but only to cases where it is proposed to remove such employee for delinquency or misconduct. (Opin. J. A. G., Jan. 10, 1912; Bull. 4, W. D., 1913.)

Held, that the statute gives to the employee the right to answer not only the charges but also the affidavits in support thereof, and as the new evidence in this case does not seem to have been brought to the attention of the accused employee the record does not show compliance with the statute. The accused should be given opportunity to answer or explain the allegations in the affidavits. (Opin. J. A. G., Nov. 20, 1912; Bull. 1, W. D., 1913.)

229. Discharge for cause of an employee of the Quartermaster Corps will be made only upon order of the Secretary of War after the person whose removal is sought shall have been furnished a statement of the charges against him in writing and allowed a reasonable time (usually three days) in which to submit answer thereto with evidence in support of his answer. The effective date of a discharge is the date the employee last performed service or has a duty status.

230. The written charges will show specifically the offense committed, and the time, place, etc. They will show all the facts known to the officer preferring them, and be supported by certificates and affidavits, as far as practicable, so that the case may be clearly and completely presented to the Secretary of War. The use of the military form of charge, supported by specifications, is preferable, in that it is briefer, more appropriate, and more intelligible in the military establishment. Such general terms as "gross inefficiency," "disobedience of orders," "insubordination," "larceny," etc., may be used for the charge.

231. Suspension from duty, pending action upon charges, or for disciplinary reasons, in any case will only be made by quartermasters when the offense or delinquency is of such gravity as to convince them that it would be substantially to the detriment of the service to continue the employee on duty until final action is taken by the department. The fact of suspension, with date, or of nonsuspension will be stated in filing the charges. The period of suspension shall not in any case exceed 90 days, unless this period is extended with the prior consent of the Civil Service Commission.

232. The separation of an employee by permanent disability, or a disability which will render him unfit for duty for a considerable period of time, will be effected by resignation or discharge without prejudice, to be forwarded to the Quartermaster General for action.

In this connection attention is invited to paragraph 159, requiring a report to be made on blank forms C. A.-1b, C. A.-2b, and C. A.-3a, Department of Labor, of injuries sustained by employees in the course of their employment.

233. In case of discharge without prejudice the employee will be informed of the intention to discharge him and the reason therefor, and allowed a reasonable time in which to submit statement as to why he should not be discharged.

234. Separations from the service of classified employees in the Philippine Islands will be made by the War Department in accordance with the rules and practices which obtain with respect to such employees in the United States.

235. Promotions and demotions made in the Philippine Islands are subject to the approval of the Secretary of War.

REPORTS OF CHANGES.

236. Monthly reports, in duplicate, of changes of status of employees coming under instructions contained herein (in positions filled by department and depot quartermasters under the "district system"), excepting temporary employees, showing all appointments, changes of pay, separations, reinstatements, etc., will be forwarded to the Quartermaster General on W. D. Form No. 16 and additional sheets.

Great care should be exercised to report each and every change occurring. When there are no changes to be reported, advice to that effect will be communicated to the Quartermaster General by letter. The above-mentioned monthly reports of changes will be rendered by the department and depot quartermasters and quartermasters named in paragraph 177 and the department quartermaster, Philippine Department.

237. The civil-service rules require that all changes affecting employees or positions be reported, whether classified, unclassified, or excepted. The Quartermaster General renders reports affecting educational positions of a professional or techincal character, the registers for which are kept at the office of the Civil Service Commission, Washington, D. C.