Privacy Act of 1974; Systems of Records, 54902-54904 [05-18566]

Agencies

• Defense Finance and Accounting Service
• DEPARTMENT OF DEFENSE

[Federal Register Volume 70, Number 180 (Monday, September 19, 2005)]
[Notices]
[Pages 54902-54904]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 05-18566]


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DEPARTMENT OF DEFENSE

Defense Finance and Accounting Service


Privacy Act of 1974; Systems of Records

AGENCY: Defense Finance and Accounting Service; DoD.

ACTION: Notice to Amend a System of Records.

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SUMMARY: The Defense Finance and Accounting Service is amending a 
system of records notice to its existing inventory of record systems 
subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: This action will be effective without further notice on October 
19, 2005 unless comments are received that would result in a contrary 
determination.

ADDRESSES: Send comments to Ms. Linda Krabbenhoft, Freedom of 
Information Act/Privacy Act Program Manager, Defense Finance and 
Accounting Service, Denver, 6760 E. Irvington Place, Denver, CO 80279-
8000, telephone (303) 676-6045.

FOR FURTHER INFORMATION CONTACT: Ms. Linda Krabbenhoft at (303) 676-
6045.

SUPPLEMENTARY INFORMATION: The Defense Finance and Accounting Service 
notices for systems of records subject to the Privacy Act of 1974 (5 
U.S.C. 552a), as amended, have been

[[Page 54903]]

published in the Federal Register and are available from the address 
above.
    The specific changes to the record system being amended are set 
forth below followed by the notice, as amended, published in its 
entirety. The proposed amendment is not within the purview of 
subsection (r) of the Privacy Act of 1974, (5 U.S.C. 552a), as amended, 
which requires the submission of a new or altered system report.

    Dated: September 12, 2005.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
T7335

System name:
    Defense Civilian Pay System (DCPS) (May 19, 2000, 65 FR 31888).

Changes:
* * * * *

Retention and disposal:
    Delete entry and replace with ``Records may be temporary in nature 
and destroyed when actions are completed, they are superseded, 
obsolete, or no longer needed. Other records may be cut off at the end 
of the payroll year and destroyed up to 6 years after cutoff or cutoff 
at the end of the payroll year and then sent to the National Personnel 
Records Center after 3 payroll years where they are retained for 56 
years. Individual retirement records are cut off upon separation, 
transfer, retirement or death, and forwarded to the Office of Personnel 
Management.''
* * * * *
T7335

System name:
    Defense Civilian Pay System (DCPS).

System location:
    Defense Finance and Accounting Service--Denver Finance Center, 6760 
East Irvington Place, Denver, CO 80279-5000.
    Defense Finance and Accounting Service--Pensacola Operation 
Location, Civilian Pay Directorate, Code P, 130 West Avenue, Suite A, 
Pensacola, FL 32508-5120.
    Defense Finance and Accounting Service--Charleston Operating 
Location, Civilian Pay Directorate, Code P, 1545 Truxtun Avenue, 
Charleston, SC 29405-1968.
    Defense Finance and Accounting Service, Systems Engineering 
Organization Pensacola, 250 Raby Avenue, Building 801, Pensacola, FL 
32509-5128.
    Director, Area Command Mechanicsburg, 5450 Carlisle Pike, Building 
309, Mechanicsburg, PA 17055-0975.

Categories of individuals covered by the system:
    All DoD civilian employees paid by appropriated funds and employees 
of the Executive Office of the President who are paid by the Defense 
Finance and Accounting Service's consolidated civilian payroll offices.

Categories of records in the system:
    Individual's pay and leave records; source documents for posting of 
time and leave attendance; individual retirement deduction records, 
source documents, and control files; wage and separation information 
files; health benefit records; income tax withholding records; 
allowance and differential eligibility files, such as, but not limited 
to clothing allowances and night rate differentials; withholding and 
deduction authorization files, such as, but not limited to federal 
income tax withholding, insurance and retirement deductions; accounting 
documents files, input data posting media, including personnel actions 
affecting pay; accounting and statistical reports and computer edit 
listings; claims and waivers affecting pay; control logs and 
collection/disbursement vouchers; listings for administrative purposes, 
such as, but not limited to health insurance, life insurance, bonds, 
locator files, and checks to financial institutions; correspondence 
with the civilian personnel office, dependents, attorneys, survivors, 
insurance companies, financial institutions, and other governmental 
agencies; leave and earnings statements; separation documents; official 
correspondence, federal, state, and city tax reports and tapes; forms 
covering pay changes and deductions; and documentation pertaining to 
garnishment of wages.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 5 U.S.C. Chapter 53, 55, 
and 81; and E.O. 9397 (SSN).

Purpose(s):
    The records are used to accurately compute individual employees pay 
entitlements, withhold required and authorized deductions, and issue 
payments for amounts due. Output products are forwarded as required to 
the subject matter areas to ensure accurate accounting and recording of 
pay to civilian employees.
    These records and related products are also used to verify and 
balance all payments, deductions, and contributions with the DD Form 
592 (Payroll for Personal Services certification and Summary) in the 
DFAS civilian pay office and other applicable subject matter areas, and 
to report this information to the recipients and other government and 
nongovernment agencies.
    Records are also used for extraction or compilation of data and 
reports for management studies and statistical analyses for use 
internally or externally as required by DoD or other government 
agencies.
    All records in this system are subject to use in authorized 
computer matching programs within the Department of Defense and with 
other Federal agencies or non-Federal agencies as regulated by the 
Privacy Act of 1974, as amended, (5 U.S.C. 552a).
    Routine uses of records maintained in the system, including 
categories of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    Federal Reserve Banks under procedures specified in 31 CFR part 210 
for health benefit carriers to ensure proper credit for employee-
authorized health benefit deductions;
    Officials of labor organizations recognized under E.O. 11491 and 
E.O. 11636, as amended, when relevant and necessary to their duties of 
exclusive representation concerning personnel policies, practices, and 
matters affecting working conditions (including disclosure of reasons 
for non-deduction of dues, if applicable);
    To the U.S. Treasury, to maintain cash accountability;
    To the Internal Revenue Service to record withholding and social 
security information;
    To the Bureau of Employment Compensation to process disability 
claims;
    To the Social Security Administration and Office of Personnel 
Management to credit the employee's account for Federal Insurance 
Contributions Act or Civil Service Retirement withheld;
    To the National Finance Center, Office of Thrift Savings Plan for 
participating employees;
    To state revenue departments to credit employee's state tax 
withholding;
    To state employment agencies which require wage information to 
determine eligibility for unemployment compensation benefits of former 
employees;

[[Page 54904]]

    To city revenue departments of appropriate cities to credit 
employees for city tax withheld;
    To any agency or component thereof that needs the information for 
proper accounting of funds, such as but not limited to the Office of 
Personnel Management to assist in resolving complaints, grievances, 
etc. and to compute Civil Service Retirement annuity.
    To Federal, State, and local agencies for the purpose of conducting 
computer matching programs as regulated by the Privacy Act of 1974, as 
amended (5 U.S.C. 552a).
    The ``Blanket Routine Uses'' published at the beginning of the DFAS 
compilation of systems of records notices also apply to this system.

Disclosure to consumer reporting agencies:
    Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this 
system to `consumer reporting agencies' as defined in the Fair Credit 
Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act 
of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to 
aid in the collection of outstanding debts owned to the Federal 
government; typically to provide an incentive for debtors to repay 
delinquent Federal government debts by making these debts part of their 
credit records.
    The disclosure is limited to information necessary to establish the 
identity of the individual, including name, address, and taxpayer 
identification number (Social Security Number); the amount, status, and 
history of the claim; and the agency or program under which the claim 
arose for the sole purpose of allowing the consumer reporting agency to 
prepare a commercial credit report.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Maintained in file folders, notebooks/binders, and visible file 
binders/cabinets; in card files; in computers and computer output 
products; and on microform such as microfiche or microfilm.

Retrievability:
    Retrieved by name, Social Security Number, civilian payroll number, 
or other identification number or system identifier (Unit 
Identification Code, Submitting Office Number, Accountable Disbursing 
Station Symbol Number).

Safeguards:
    As a minimum, records are accessed by person(s) responsible for 
servicing and authorized to sue the record system in the performance of 
their official duties who are properly screened and cleared for need to 
know. Additionally, at some Centers, records are in office buildings 
protected by guards and controlled by the screening of personnel and 
the registration of visitors.

Retention and disposal:
    Records may be temporary in nature and destroyed when actions are 
completed, they are superseded, obsolete, or no longer needed. Other 
records may be cut off at the end of the payroll year and destroyed up 
to 6 years after cutoff or cutoff at the end of the payroll year and 
then sent to the National Personnel Records Center after 3 payroll 
years where they are retained for 56 years. Individual retirement 
records are cut off upon separation, transfer, retirement or death, and 
forwarded to the Office of Personnel Management.

System manager(s) and address:
    Program Manager, Defense Finance and Accounting Service-
Headquarters, ATTN: DFAS-HQ/FMP-SMO, 250 Raby Avenue, Building 801, 
Pensacola, FL 32509-5128.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
written inquiries to the Privacy Act Officer at the appropriate DFAS 
Center.
    Individuals should furnish full name, Social Security Number, 
current address, and telephone number.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system of records should address written inquiries to 
the Privacy Act Officer at the appropriate DFAS Center.
    Individuals should provide full name, Social Security Number, or 
other information verifiable from the record itself.

Contesting record procedures:
    The DFAS rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DFAS 
Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the 
Freedom of Information/Privacy Act Program Manager, Office of Corporate 
Communications, 6760 E. Irvington Place, Denver, CO 80279-8000.

Record source categories:
    Information is obtained from previous employers, financial 
institutions, medical institutions, automated systems interfaces, state 
or local governments, and from other DoD components and other Federal 
agencies such as, but not limited to, Social Security Administration, 
Internal Revenue Service, state revenue departments, State Department, 
and Department of Defense components (including the Department of the 
Air Force, Army, or Navy, or Defense agencies); correspondence with 
attorneys, dependents, survivors, or guardians may also furnish data 
for the system.

Exemptions claimed for the system:
    None.

[FR Doc. 05-18566 Filed 9-16-05; 8:45 am]
BILLING CODE 5001-06-M