White House Operating Expenses (#10.5.)

An Inventory of Presidential Papers
At the John F. Kennedy Library
National Archives and Records Administration

Administrative Information
Biographical Note
Collection Overview
List of Series
Series Description
 

Administrative Information

Abstract
Papers 1961-63
The Miscellaneous Presidential Papers of John F. Kennedy is an artificial collection created by the Kennedy Library staff.  The materials consist of congratulations, greetings, & get well messages, the President's appointment books, public opinion mail, White House telephone memorandums & toll tickets, and White House operating expenses, arranged by type.

Access
Open

Usage Restrictions
Literary property rights to manuscripts or other writings that John F. Kennedy wrote for publication have been retained by his heirs.  Literary property rights to the rest of the materials donated as the Papers of John F. Kennedy have been assigned to the United States. State Department documents are in the public domain. 

Copyright
The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material.  Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction.  One of these specified conditions is that the photocopy or reproduction is not to be “used for any purpose other than private study, scholarship, or research.”  If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excesses of “fair use,” that user may be liable for copyright infringement.  This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.  The copyright law extends its protection to unpublished works from the moment of creation in a tangible form.  Direct your questions concerning copyright to the reference staff.

Provenance
The Miscellaneous Presidential Papers of John F. Kennedy were donated to the John F. Kennedy Library in
1965 as part of the papers of John F. Kennedy. 

Extent
About 36,000 items (27 linear feet, 2 linear inches; 31.25 cubic feet).

Date Opened
ca. 1998

Processed by
Ian Gamel, Jeff Holland, Jennifer Quan, and Kelly Strom

Finding Aid Prepared by
Jennifer Quan

Encoded by
James M. Roth

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Miscellaneous Presidential Files of John F. Kennedy: 
White House Operating Expenses (#10.5 )

Biographical Note
John Fitzgerald Kennedy was born on 29 May 1917 to Joseph P. Kennedy and Rose Fitzgerald Kennedy of Brookline, Massachusetts. John Kennedy, the second of nine children, attended Choate Academy (1932-1935), Princeton University (1935-36), Harvard College (1936-40), and Stanford Business School (1941). In 1940, he published a book based on his senior thesis entitled "Why England Slept." The book criticized British policy of Appeasement. In 1941, Kennedy enlisted in the Navy. In August 1943, Kennedy was commanding PT 109 near the Solomon Islands when it was run over a Japanese destroyer. Kennedy was awarded the Purple Heart, and it took the rest of the war for him to recover from his injuries and the malaria he contracted soon after his rescue. In 1945, Kennedy became a special writer for the Hearst press. In 1946, Kennedy was elected to the U.S. House of Representative. In 1952, he ran for and defeated Henry Cabot Lodge, Jr., for the Senate. In 1954, he married Jacqueline Bouvier, and the couple had three children: Caroline, John Jr., and Patrick, who died as an infant. In 1956 he campaigned for the Democratic vice-presidential nomination but lost a close race to Senator Estes Kefauver of Tennessee. After Eisenhower's victory in 1956, Kennedy began to pursue the 1960 Democratic presidential nomination. Kennedy won the nomination over Senators Hubert H. Humphrey and Lyndon B. Johnson. With Johnson as his running mate, Kennedy faced Vice-president Richard M. Nixon in the general election. The campaign featured the first televised debate between presidential candidates. Kennedy became the youngest elected president in U.S. history at the age of forty-three, and the first to be born in the twentieth century. He was also the first Catholic to hold the nation's highest office. 

Collection Overview
The Presidential papers of John F. Kennedy consist of several major bodies of research material. The White House Central Subject File is the principal White House file. The White House Name File contains copies of most incoming correspondence arranged alphabetically by name of correspondent and is cross-referenced to the Subject File. The Chronological File contains copies of documents prepared for the President's signature and is also cross-referenced to the Subject File. The Social File contains the records of the White House Social Office and includes the correspondence of the First Lady. The President's Office File contains the papers maintained by the President's personal secretary for his use. The National Security File contains the records of the staff of the special assistant to the President for national security affairs.  The Miscellaneous Presidential Files consists of five groups: Congratulations, Greetings, & Get Well Messages (120 feet), President's Appointment Books (2 feet), Public Opinion Mail (164 feet), White House Telephone Memorandums & Toll Tickets (12 feet), and White House Operating Expenses (19 feet).

The White House Operating Expenses is a collection of accounting information for the Executive Office of the White House and consists of eleven series. The accounting information represents the day to day administration of the White House, from the need to have a typewriter repaired to the purchase of the daily newspapers read by the President. Each series has been processed with minimal arrangement and has been kept in chronological or reverse chronological order as dictated by the original order of the material. The collection has been organized according to the financial accounting cycle because of the nature of the documents, which are primarily invoices and other financial records.

The Budgets and Appropriations Series is first in the collection (an entity should have an established budget before spending occurs.) Proper approval of purchases should be sought prior to acquisition, therefore Purchase Orders is the next series in the collection. Evidence of economic transactions or expenses incurred are contained in the following four series: the White House Vouchers, Special Accounts, Food, and Travel. The information within these four series, is then summarized and recorded in the remaining series in the collection (with the exception of Special Projects) – Schedule of Collections, Transfers Between Appropriations, Payroll and Personnel, and the General Ledger.

In the 1960s the fiscal year for the Federal Government covered the period July 1 ^st to June 30 ^th therefore, the documents within the collection overlap presidential administrations. A clear example of this is contained within the White House Vouchers series. Expenses incurred during the Eisenhower Administration were still being paid at the start of the Kennedy Administration and may be found at the beginning of the series.

The White House Vouchers series, covering the latter half of 1960 to November 1963, constitutes the main body of the collection. Because of its sheer volume the White House Vouchers series is the reference point for all other series. Each series is interrelated and the same information may be found in more than one series. For example, the Schedule of Collections is a series on its own, but these documents may also be found in the White House Vouchers series in folders labeled "Official Papers." A clear audit trail has been established and one may reasonably follow payments or receipts from inception to the Statement of Appropriations, Fund, and Receipt Transactions and on through to the General Ledger.

In the Special Projects series a small number of documents have been withdrawn for the privacy of individuals and have been replaced with withdrawal sheets.

List of Series
Series 1.   Budgets and Appropriations
Series 2.   Purchase Orders
Series 3.   White House Vouchers
Series 4.   Special Accounts
Series 5.   Food
Series 6.   Travel
Series 7.   Schedule of Collections
Series 8.   Transfers Between Appropriations
Series 9.   Payroll and Personnel
Series 10. General Ledger
Series 11. Special Projects

Series Description

Series 1. Budgets and Appropriations, 1960-1963.
About 1 – 4
Arrangement: chronological by type/subject.

Contains memos and worksheets regarding the preparation of the fiscal budget for the Executive Office of the White House. Also included in this series is the Status of Appropriations for the Executive Office of the White House and Special Projects.

  

Series 2.   Purchase Orders.
About 4 – 5
Arrangement: alphabetical.

Consists mainly of printing samples and the Schedule of Delivery of the White House cards used by the President and Mrs. Kennedy. Also includes job and purchase orders.

  

Series 3. White House Vouchers, 1960-1963.
5 – 43
Arrangement: chronological. 

The White House Vouchers series constitutes the main body of the collection and details the expenses incurred by the Executive Office of the White House during the latter half of 1960 to November 1963. Folders are in chronological order by month and year. Each month has a range of folders and contains documents in the following format.  General vouchers summarize expenses incurred and paid during the given month. All other documents, in order by voucher number, provide detailed information of invoice and approval of payment. Vouchers for payroll do not include supporting documentation; these may be found in the folders labeled "Payroll."  Transportation vouchers summarize transportation expenses incurred and paid during the given month. All other documents, in order by transportation voucher number, provide detailed information of ticket, invoice, and approval of payment. Note that travel vouchers within the "Voucher" folders are travel expense reports filed by individuals; transportation vouchers represent payments made to transportation companies.  Payroll folders include detailed payroll information and a listing of people paid for the stated period. Also includes individuals who were paid on a per diem basis and for overtime. Documents are arranged according to voucher number and payroll code.  Official papers include the Statement of Appropriations, Fund, and Receipt Transactions. This document summarizes the accounting activity for the given month. The Schedule of Collections, which represents reimbursements to the United States Treasury for personal expenses, may also be found in this series.  Bonds contain documents regarding the issuance of United States Savings Bonds for individual employees.

Series 4. Special Accounts.
About 43 – 49
Arrangement: chronological. 

The Special Accounts series is organized by voucher pay date. Months on the label refer to the date the expense was incurred. Some vouchers relate to official receptions, luncheons, and dinners hosted by President and Mrs. Kennedy. The documents contained in this series are of the same form and content as those found within the White House Vouchers series and may have been separated to create its own series.
  

Box 43	February 1961, Voucher 1511, Paid March 15, 1961, Prime Minister of Denmark February 8, 1961, Voucher 1512, Paid March 15, 1961, Diplomatic Reception February 1961, Voucher 1513, Paid March 15, 1961 March 13, 1961, Voucher 1703, Paid April 12, 1961, Reception for the Representatives of the Latin American Countries Voucher 1752, Paid April 21, 1961 March 29, 1961, Voucher 1796, Paid April 27, 1961, Prime Minister of Sweden April 5, 1961, Voucher 1797, Paid April 27, 1961, Prime Minister of England April 7, 1961, Voucher 1984, Paid May 26, 1961, Prime Minister of Greece April 12, 1961, Voucher 1985, Paid May 26, 1961, Chancellor Konrad Adenauer April 24, 1961, Voucher 1986, Paid May 26, 1961, President Sukarno of Indonesia May 1961, Voucher 2046, Paid June 12, 1961 May 23, 1961, Voucher 2047-2048, Paid June 13, 1961, Prince Rainier of Monaco May 3, 1961, Voucher 2122, Paid June 1961, President of Tunisia June 1961, Voucher 15, Paid July 12, 1961
Box 44	June 12, 1961, Voucher 218, Paid August 3, 1961, Prime Minister of Italy June 8, 1961, Voucher 219, Paid August 3, 1961, President of the Congo June 21, 1961, Voucher 220, Paid August 3, 1961, Prime Minister of Japan June-July 1961, Voucher 222, Paid August 7, 1961 August 1961, Voucher 366, Paid August 24, 1961 August 1961, Voucher 498, Paid September 14, 1961 September 1961, Voucher 788, Paid October 20, 1961 October 1961, Voucher 1026, Paid November 20, 1961 November-December 1961, Voucher 1244, Paid December 28, 1961
Box 45	November-December 1961, Voucher 1244, Paid December 28, 1961 December 1961-January 1962, Voucher 1435, Paid January 26, 1962 December 1961-January 1962, Voucher 1561, Paid February 7, 1962 December 1962 [1961], Voucher 1674-1676, Paid February 26, 1962 February 1962, Voucher 1807, Paid March 16, 1962 December 1962 [1961], Voucher 1811, Paid March 16, 1962 March 1962, Voucher 2006, Paid April 16, 1962 April 1962, Voucher 2123, Paid May 3, 1962
Box 46	April 1962, Voucher 2236, Paid May 16, 1962 April 1962, Voucher 2296, Paid May 22, 1962 May 1962, Voucher 2571-2572, Paid June 26, 1962 May-June 1962, Voucher 2573, Paid June 1962. [2 folders] June 1962, Voucher 99, Paid July 16, 1962 June 1962, Voucher 97-98, Paid July 17, 1962 July 1962, Voucher 224, Paid August 2, 1962 May 1962, Voucher 234-237, Paid August 7, 1962 December 1961, Voucher 247, Paid August 9, 1962 May-June-July 1962, Voucher 365, Paid August 28, 1962 July-August 1962, Voucher 366-369, Paid August 29, 1962 August 1962, Voucher 510-510A, Paid September 21, 1962 September 1962, Voucher 551, Paid October 3, 1962 September 1962, Voucher 642, Paid October 23, 1962 October 1962, Voucher 685-686, Paid November 2, 1962
Box 47	November 1962, Voucher 813, 815, Paid November 29, 1962 November 1962, Voucher 814, Paid November 29, 1962 November 1962, Voucher 872, Paid December 11, 1962 November-December 1962, Voucher 1023, Paid January 17, 1963 November-December 1962, Voucher 1024, Paid January 17, 1963 December 1962, Voucher 1102-1103, Paid January 24, 1963 December 1962, Voucher 1120-1122, Paid January 30, 1963 January 1963, Voucher 1232, Paid February 20, 1963 December 1, 1962-February 19, 1963, Voucher 1235, Paid February 25, 1963 February 1963, Voucher 1314, Paid March 13, 1963 March 1963, Voucher 1474-1475, Paid April 9, 1963 March 1963, Voucher 1539, Paid April 17, 1963
Box 48	April 1963, Voucher 1646, Paid May 3, 1963 May 1963, Voucher 1754, Paid May 22, 1963 April-May 1963, Voucher 1539, Paid June 14, 1963. [2 folders] June 1963, Voucher 106, Paid July 17, 1963 July 1963, Voucher 147, Paid July 24, 1963 June-July 1963, Voucher 148, Paid July 25, 1963 June 1963, Voucher 149, Paid July 25, 1963 June-July-August 1963, Voucher 255, Paid August 20, 1963 June-August 1963, Voucher 321, Paid August 22, 1963 July-August 1963, Voucher 372, Paid September 3, 1963 June-August 1963, Voucher 421, Paid September 13, 1963 May-August 1963, Voucher 542, Paid September 25, 1963 August-September 1963, Voucher 591, Paid October 10, 1963 August-September 1963, Voucher 638, Paid October 16, 1963 June 1963, Voucher 666, Paid October 17, 1963
Box 49	July-October 1963, Voucher 797, Paid November 5, 1963 October 1963, Voucher 798, Paid November 5, 1963 June 1963, Voucher 855, Paid November 19, 1963 October-November 1963, Voucher 993, Paid December 6, 1963 June-December 1963, Voucher 1241, Paid January 23, 1964 October-December 1963, Voucher 1243, Paid January 23, 1964 November 1963-January 1969. [Contains note saying "Sent to Johnson Library"]

  

Series 5. Food.
About 49 – 51
Arrangement: chronological by year. 

The main body of the Food series consists of voucher payments containing information on food expenses paid by the State Department for official receptions, luncheons, and dinners. The documents contained in this series are of the same form and content as those found within the White House Vouchers series and may have been separated to create its own series.
  

Box 49	Food Charges Food Expenses Paid by State (2 folders)
Box 50	Food Expenses Paid by State Food-Special Account, January 1961 to June 1963
Box 51	Food-Special Account, 1963: July to November Purchase Orders - Alcoholic for Official Use

  

Series 6. Travel.
About 51 – 52
Arrangement: alphabetical by subject and type.

Folders in the Travel series relate to expenses incurred on the various trips taken by President Kennedy during his administration.
  

Box 51	The American Embassy - Caracas Authorization of Travel/Travel Vouchers Hotel Bills Paid, Personal - Not White House Hotel Tamanaco Intercontinental Hotel Travel of the President
		Members of the Party, Staff, Press Section (2 folders) 1961 1962 Democratic National Committee
Box 52	Travel Expenses for President and Party, December 1962-June 1963
		Travel Vouchers May-June 1961 (2 folders)

Series 7. Schedule of Collections.
About 52 – 53
Arrangement: chronological. 

Provides information on reimbursements to the United States Treasury for personal expenses and is organized by fiscal year. These documents may also be found in the White House Voucher series in the folders labeled "Official Papers."
  

Box 52	1963, C/D 1-38 (2 folders) 1962, C/D 1-38
Box 53	1962, C/D 1-38 (2 folders) 1961, C/D 1-53 (3 folders)

  

Series 8. Transfers Between Appropriations.
About 53 – 54
Arrangement: reverse chronological.

Documents within the series include the Voucher for Transfers Between Appropriations and/or Funds and the Voucher and Schedule of Withdrawals and Credits. These documents may also be found in the White House Voucher series in the folders labeled "Official Papers."
  

Box 53	1963 (2 folders, 1 is empty)
Box 54	1962 1961

  

Series 9. Payroll and Personnel.
About 54 – 57  (Boxes 55 – 57 are oversized)
Arrangement: alphabetical by type. 

Contains documents regarding the White House staff. The Payroll Control Register, in boxes 55, 56, and 57, provides information regarding specific pay periods and is arranged by date in reverse chronological order and payroll code. However, it does not include detailed listings of employees paid; more complete information may be found in folders labeled "Payroll" in the White House Voucher series.
  

Box 54	Black Binder with Personnel Records Kennedy – Eisenhower Comparison, Gross Payroll as of February 1, 1961 Memorandum for the “White House Staff" Personnel Information Photographic Personnel Directory
Box 55  (Oversized)	Payroll Control Register
		December 11, 1960-December 9, 1961
Box 56  (Oversized)		December 10, 1961-December 8, 1962
Box 57  (Oversized)		December 9, 1962-December 7, 1963

Series 10. General Ledger, FY 1962-1964.
About 58 – 59
Arrangement: by type of material. 

Box 58 contains the General Ledger, which is a posting of accounting transactions for Fiscal Year 1962, 1963, and 1964. Information within the General Ledger is primarily supported by the documents within the White House Vouchers, Special Accounts, and Food series. Note that the supporting documentation for the accounting transactions for fiscal year 1964 is not available in this collection. In Box 59, control sheets for transportation tickets and printing requisitions may be found.
  

Box 58	General Ledger
Box 59	Control Sheets
		Transportation Printing

  

Series 11. Special Projects.
About 60 – 62
Arrangement: alphabetical by type. 

Primarily contains handwritten notes and memos regarding the staffing of the Special Project groups. Information found within this series covers the period from the Eisenhower Administration to the Johnson Administration.
  

Box 60	Address List [Officials and/or Employees]
		Christmas 1960 Christmas 1961
	Bragdon's Group Curtis Group
		Liquidation Notes and Memos
	Details
		Correspondence Section Emergency Recruitment File Room Emergency Recruitment Mr. Lambie Mail Room Notes of Names [empty folder] Social Office
	[Executive Office of the President; 1956] General Information Herter Group
		Duplicate Personnel Actions and Memos in Chronological Order Memos and Instruction Notes Memo Regarding Separation from the Executive Office of the President Notes Office of the Special Representative for Trade Negotiations Pending Appointments or Assignments Personnel List Personnel Paperwork
Box 61		Security Clearance Matters Special Project C Trade Expansion Act of 1962
	Hoover Commission
		Kestnbaum – Hoover Recommendations (2 folders) Personnel Information
	Intergovernmental Relations Jackson Group Liquidation National Security Training Commission News Release – Civil Service Personnel Lists Quesada. [Empty Folder]
Box 62	Rockefeller Group
		Liquidation Personnel Information
	Rostow, Komer, (and Former Bundy Office). [Special Asst. for the National Security Council] Warren Group
		Copies of Standard Form 50, Personnel Action Forms, and Other Personnel Information Notes and Memos Separated April 11, 1964 (2 folders)
	Wiesner Group Letter From the Archivist of the United States