Privacy Act of 1974; Notice of an Updated System of Records, 79457-79458 [2013-31166]

Agencies

• General Services Administration

[Federal Register Volume 78, Number 250 (Monday, December 30, 2013)]
[Notices]
[Pages 79457-79458]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2013-31166]


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GENERAL SERVICES ADMINISTRATION

[Notice-CIB-2013-06; Docket No. 2013-0002; Sequence No. 33]


Privacy Act of 1974; Notice of an Updated System of Records

AGENCY: General Services Administration.

ACTION: Notice.

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SUMMARY: The U.S. General Services Administration (GSA) reviewed its 
Privacy Act systems to ensure that they are relevant, necessary, 
accurate, up-to-date, and covered by the appropriate legal or 
regulatory authority.

DATES: Effective date: January 29, 2014.

FOR FURTHER INFORMATION CONTACT: Call or email the GSA Privacy Act 
Officer: Telephone 202-208-1317; email gsa.privacyact@gsa.gov.

ADDRESSES: GSA Privacy Act Officer (ISP), U.S. General Services 
Administration, 1800 F Street NW., Washington, DC 20405.

SUPPLEMENTARY INFORMATION: GSA completed an agency-wide review of its 
Privacy Act systems of records. As a result of the review, the GSA is 
publishing an updated Privacy Act system of records notice (SORN). A 
new routine use was added under the Routine Use Section (Item d) to 
allow GSA to send reports, data, and information directly to a client 
agency's contract employees. Nothing in the revised system notice 
indicates a change in authorities or practices regarding the collection 
and maintenance of information, and the changes do not affect 
individuals' rights to access or amend their records in the system of 
records.

    Dated: December 19, 2013.
James L. Atwater,
Director, Policy and Compliance Division, Office of the Chief 
Information Security Officer.
GSA/PPFM-9

SYSTEM NAME:
    Payroll Accounting and Reporting (PAR) System.

SYSTEM LOCATION:
    The system is located in the Office of the Chief Financial Officer, 
U.S. General Services Administration (GSA) in Kansas City, Missouri; in 
commissions, committees, and small agencies serviced by GSA; and in 
administrative offices throughout GSA.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Those covered are present and former employees of GSA and of 
commissions, committees, and small agencies serviced by GSA; and 
persons in intern, youth employment, and work/study programs.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The PAR system provides complete functionality for an employee's 
entire service life from initial hire through final payment and 
submission of retirement records to the U.S. Office of Personnel 
Management (OPM). The system holds payroll records, and includes 
information received by operating officials as well as personnel and 
finance officials administering their program areas, including 
information regarding nonsupport of dependent children. The system also 
contains data needed to perform detailed accounting distributions and 
provide for tasks such as mailing checks and bonds and preparing and 
mailing tax returns and reports. The record system may contain:
    a. Employee's name, Social Security Number, home address, date of 
birth, sex, work schedule, and type of appointment.
    b. Service computation date for assigning leave, occupational 
series, position, grade, step, salary, award amounts, and accounting 
distribution.
    c. Time, attendance, and leave; Federal, State, and local tax; 
allotments; savings bonds; and other pay allowances and deductions.
    d. Tables of data for editing, reporting, and processing personnel 
and pay actions, which include nature-of-action code, organization 
table, and salary table.
    e. Information regarding court-ordered payments to support 
dependent children, including amounts in arrears.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. Part III, Subparts D and E; 26 U.S.C. Chapters 24 and 25; 
and E.O. 9397, as amended.

PURPOSE:
    To maintain an automated information system to support the day-to-
day operating needs of the payroll program. The system can provide 
payroll statistics for all types of Government organizations and allows 
many uses for each data element entered. The system has a number of 
outputs. For the payroll office, outputs include. comprehensive payroll 
reports; accounting distribution of costs; leave data summary reports; 
each employee's statement of earnings, deductions, and leave every 
payday; State, city, and local unemployment compensation reports; 
Federal, State, and local tax reports; Forms W-2, Wage and Tax 
Statement; and reports of withholding and contributions.
    For the Office of Human Resources Services, outputs include data 
for reports of Federal civilian employment. The system also provides 
data to GSA staff and administrative offices to use for management 
purposes.

ROUTINE USES OF THE SYSTEM RECORDS, INCLUDING CATEGORIES OF USERS AND 
THEIR PURPOSE FOR USING THE SYSTEM:
    a. To disclose information to a Federal, State, local, or foreign 
agency responsible for investigating, prosecuting, enforcing, or 
carrying out a statute, rule, regulation, or order, where the agency 
becomes aware of a violation or potential violation of civil or 
criminal law or regulation.
    b. To disclose requested information to a court or other authorized 
agency regarding payment or nonpayment of court-ordered support for a 
dependent child.
    c. To disclose information to Congressional staff in response to a 
request from the person who is the subject of the record.
    d. To disclose information to an expert, consultant, or contractor 
of the GSA in the performance of a Federal duty to which the 
information is relevant; to a board, committee, commission, or small 
agency receiving administrative services from the GSA to which the 
information relates; or an expert, consultant, or contractor of a 
board, committee, commission, or small agency receiving administrative 
services from the GSA to which the information relates in the 
performance of a Federal duty to which the information is relevant.
    e. To disclose information to a Federal, State, or local agency

[[Page 79458]]

maintaining civil, criminal, enforcement, or other information to 
obtain information needed to make a decision on hiring or retaining an 
employee, issuing a security clearance, letting a contract, or issuing 
a license, grant, or other benefit.
    f. To disclose requested information to a Federal agency in 
connection with hiring or retaining an employee, issuing a security 
clearance, reporting an employee investigation, or clarifying a job.
    g. To disclose information to an appeal, grievance, or formal 
complaints examiner; equal employment opportunity investigator; 
arbitrator; union official or other official engaged in investigating 
or settling a grievance, complaint, or appeal filed by an employee.
    h. To disclose information to the Office of Management and Budget 
(OMB) for reviewing private relief legislation at any stage of the 
clearance process.
    i. To provide a copy of the U.S. Department of the Treasury 
Internal Revenue Service (IRS) Form W-2, Wage and Tax Statement, to the 
State, city, or other local jurisdiction that is authorized to tax the 
employee's compensation. The record is provided by a withholding 
agreement between the State, city, or other local jurisdiction and the 
Department of the Treasury under 5 U.S.C. 5516, 5517, and 5520.
    j. To disclose information to the Office of the Chief People 
Officer in reporting civilian employment.
    k. To disclose information to agency administrative offices who may 
restructure the data for management purposes.
    l. To appropriate agencies, entities, and persons when (1) the 
Agency suspects or has confirmed that the security or confidentiality 
of information in the system of records has been compromised; (2) the 
Agency has determined that as a result of the suspected or confirmed 
compromise there is a risk of harm to economic or property interests, 
identity theft or fraud, or harm to the security or integrity of this 
system or other systems or programs (whether maintained by the GSA or 
another agency or entity) that rely upon the compromised information; 
and (3) the disclosure made to such agencies, entities, and persons is 
reasonably necessary to assist in connection with the GSA's efforts to 
respond to the suspected or confirmed compromise and prevent, minimize, 
or remedy such harm.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper records are kept in file folders, within locked power files; 
microfiches in cabinets; and computer records within a computer and 
attached equipment. All paper records are secured with the National 
Payroll Branch (NPB), which is a secured area at the GSA NPB in Kansas 
City, Missouri.

RETRIEVAL:
    Records are filed by name or Social Security Number at each 
location.

SAFEGUARDS:
    Records are stored in locked power files, within the NPB in Kansas 
City, when not in use by an authorized person. Electronic records are 
protected by a password system and other appropriate security measures. 
The NPB is a secured access facility.

RETENTION AND DISPOSAL:
    The Financial and Payroll Services Division disposes of the records 
by shredding or burning, as scheduled in the handbook GSA Records 
Maintenance and Disposition System (CIO P 1820.1).

SYSTEM MANAGER AND ADDRESS:
    Deputy Chief Financial Officer, Office of Financial Policy and 
Operations, U.S. General Services Administration, 1800 F Street NW., 
Washington, DC 20405.

NOTIFICATION PROCEDURE:
    An individual inquiry should be addressed to the system manager.

RECORD ACCESS PROCEDURES:
    An individual request should be addressed to the system manager. 
Furnish full name, Social Security Number, address, telephone number, 
approximate dates and places of employment, and nature of the request.

CONTESTING RECORD PROCEDURES:
    The GSA rules for contesting the content of a record and appealing 
an initial decision are in 41 CFR 105-64.

RECORD SOURCE CATEGORIES:
    The sources are the individuals themselves, other employees, 
supervisors, officials of other agencies, State governments, record 
systems including GSA/PPFM-8, OPM/GOVT-1, and private firms.

[FR Doc. 2013-31166 Filed 12-27-13; 8:45 am]
BILLING CODE 6820-34-P