Defense Finance and Accounting Service, Privacy Act of 1974; Systems of Records, 14179-14182 [06-2681]

Agencies

• DEPARTMENT OF DEFENSE

[Federal Register Volume 71, Number 54 (Tuesday, March 21, 2006)]
[Notices]
[Pages 14179-14182]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 06-2681]


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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 alter a system of records.

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

DATES: This proposed action will be effective without further notice on 
April 20, 2006 unless comments are received which result in a contrary 
determination.

ADDRESSES: Freedom of Information Act/Privacy Act Program Manager, 
Defense Finance and Accounting Service, Denver, 6760 E. Irvington 
Place, Denver, CO 80279-8000.

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

SUPPLEMENTARY INFORMATION: The Defense Finance and Accounting Service 
systems of records notices subject to the Privacy Act of 1974, (5 
U.S.C. 552a), as amended, have been published in the Federal Register 
and are available from the address above.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on March 9, 2006, to the 
House Committee on Government Reform, the Senate Committee on Homeland 
Security and Governmental Affairs, and the Office of Management and 
Budget (OMB) pursuant to paragraph 4c of Appendix I to OMB Circular No. 
A-130, `Federal Agency Responsibilities for Maintaining Records About 
Individuals,' dated February 8, 1996 (February 20, 1996, 61 FR 6427).


[[Page 14180]]


    Dated: March 15, 2006.
L.M. Bynum,
OSD Federal Register Liaison Officer, Department of Defense.
T7340

System name:
    Defense Joint Military Pay System--Active Component (April 12, 
1999, 64 FR 17629)

Changes:
* * * * *

System location:
    Delete Marine Corps location and replace with: ``Director, Area 
Command Mechanicsburg, 5450 Carlisle Pike, Building 309, Mechanicsburg, 
PA 17055-0975.''

Categories of individuals covered by the system:
    Delete the following in the first sentence: ``and their dependents; 
retired and separated military personnel'' and ``former armed forces 
personnel who are entitled to receive either voluntary separation 
incentive (VSI) or special separation benefit (SSB)''.

Categories of records in the system:
    Delete last sentence from the second paragraph.
    Delete third paragraph and replace with: ``DEDUCTIONS FROM PAY: 
Federal and state income tax withholding rate and amount (including 
authorization control files), withholding for Federal Insurance 
Contributions Act (FICA), Servicemember's Group Life Insurance (SGLI), 
and Family Servicemember's Group Life Insurance (FSGLI) deductions, 
Thrift Savings Plan (TSP) voluntary deductions, allotments (including 
allottee name and address, amount, term (in months), and account or 
policy number), bond authorizations (including bond owner and co-owner/
beneficiary names and Social Security Numbers, and recipient's 
address), health care coverage deductions, Veterans Educational 
Assistance Program (VEAP), and Montgomery GI Bill allotments, 
indebtedness and collections.''
* * * * *

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Add the following routine uses:
    ``To the Department of Justice in connection with litigation, law 
enforcement or other matters under the legal representation of the 
Executive Branch agencies.''
    ``To Federal, state, and local governmental agencies in response to 
an official request for information with respect to law enforcement, 
investigatory procedures, criminal prosecution, civil court action and 
regulatory order.''
    ``To Federal, state and local revenue departments to credit members 
for taxes withheld.''
    ``To the National Finance Center, Office of Thrift Savings Plan, 
for participating service members.''
    ``To the Department of Veterans Affairs to provide payroll 
information for members who participated in making contributions to the 
Veterans Educational Assistance Program (VEAP), and the Montgomery GI 
Bill program.''
* * * * *

Retrievability:
    Delete entry and replace with: ``Computerized, conventional 
indices, other identification numbers or system identifiers are 
required to retrieve individual records from the system. Normally, 
information is retrieved by individual's name and Social Security 
number.''

Safeguards:
    Delete entry and replace with: ``Records are stored in office 
buildings protected by guards, controlled screening, use of visitor 
registers, electronic access, and/or locks. Access to records is 
limited to individuals who are properly screened and cleared on a need-
to-know basis in the performance of their official duties. Passwords 
and digital signatures are used to control access to the systems data, 
and procedures are in place to deter and detect browsing and 
unauthorized access. Physical and electronic access are limited to 
persons responsible for servicing and authorized to use the record 
system.''

Retention and disposal:
    Delete entry and replace with: ``Records may be temporary in nature 
and destroyed when actions are completed, superseded, obsolete, or no 
longer needed. Other records may be cut off at the end of the payroll 
year or fiscal year, and destroyed 6 years and 3 months after cutoff. 
Active duty pay records created prior to automation were cut off on 
conversion to the Defense Joint Military Payroll System (DJMS), and 
will be destroyed October 1, 2033, or 56 years after implementation of 
DJMS. The records are destroyed by tearing, shredding, pulping, 
macerating, burnings or degaussing the electronic storage media.''

System manager(s) and address:
    Delete entry and replace with: ``For Air Force military members, 
the system manager is the Director, Military Pay Operations, Military 
and Civilian Pay Services, Defense Finance and Accounting Service, 
Indianapolis, 8899 East 56th Street, Indianapolis, IN 46249.''
    ``For Army military members, the system manager is the Director, 
Military Pay Operations, Military and Civilian Pay Services, Defense 
Finance and Accounting Service, Indianapolis, 8899 East 56th Street, 
Indianapolis, IN 46249.''
    ``For Navy military members, the system manager is the Director, 
Military Pay Operations, Military and Civilian Pay Services, Defense 
Finance and Accounting Service, Indianapolis, 8899 East 56th Street, 
Indianapolis, IN 46249.''
    ``For Marine Corps active duty military members see the Marine 
Corps' Privacy Act system notice MFD00003, Marine Corps Total Forces 
System (MCTFS) on the procedures for obtaining your personnel and 
payroll records.''
* * * * *
T7340

System name:
    Defense Joint Military Pay System-Active Component.

System location:
    Air Force military member records are located at the Defense 
Accounting and Finance Service--Denver Center, 6760 East Irvington 
Place, Denver, CO 80279-3000.
    Army military members records are located at the Defense Finance 
and Accounting Service--Indianapolis Center, 8899 E. 56th Street, 
Indianapolis, IN 46249-0001.
    Navy military member records are located at the Defense Finance and 
Accounting Service--Cleveland Center, 1240 East Ninth Street, 
Cleveland, OH 44199-2055.
    Marine Corps military member records are located at the Director, 
Area Command Mechanicsburg, 5450 Carlisle Pike, Building 309, 
Mechanicsburg, PA 17055-0975.

Categories of individuals covered by the system:
    Active duty military members officers of the Air Reserve, Army 
Reserve, and Air National Guard on extended active duty; officers and 
airmen of the Air Reserve and Air National Guard on active duty where 
strength accountability remains with the reserve

[[Page 14181]]

component; individuals to whom active duty military personnel authorize 
a direct payment of a portion of their pay; military academy cadets; 
Navy Reserve on extended active duty; and Armed Forces Health 
Professions Scholarship Program (AFHPSP) students.

Categories of records in the system:
    Types of Records: Master individual military pay accounts; wage and 
tax summaries; leave and earnings statements; Basic Military Training 
master record; and other generated records substantiating or 
authorizing Active Component military pay and allowance entitlement, 
deduction, or collection actions.
    Pay Entitlement and Allowances: Base pay; allowances (such as basic 
allowance for subsistence, basic allowance for quarters, family 
separations, clothing maintenance, and monetary allowances); death 
gratuities; time-in-service; special compensation for positions such as 
medical, dental, veterinary, and optometry; special pay and bonus, such 
as foreign duty, proficiency, hostile fire, and diving duty; incentive 
pay such as flying duty, parachute duty, and submarine duty; and other 
entitlement in accordance with the DoD Pay and Allowance Entitlement 
Manual.
    Deduction from Pay: Federal and state income tax withholding rate 
and amount (including authorization control files), withholding for 
Federal insurance Contributions Act (FICA), Servicemember's Group Life 
Insurance (SGLI), and Family Servicemember's Group Life Insurance 
(FSGLI) deductions, Thrift Savings Plan (TSP) voluntary deductions, 
allotments (including allottee name and address, amount, term (in 
months), and account or policy number), bond authorizations (including 
bond owner and co-owner/beneficiary names and Social Security Numbers, 
and recipient's address), health care coverage deductions, Veterans 
Educational Assistance Program (VEAP), and Montgomery GI Bill 
allotments, indebtedness and collections.
    Other Pay Information: Name, pay grade, Social Security Number, 
check issue, pay dates, leave account, payment address, and Form W-2 
address.
    Duty Status: Status adjustments relating to leave, entrance on 
active duty, absent without leave, confinement, desertion, sick, 
injured, mentally incompetent, missing, interned, promotions and 
demotions, and separation document code; and Armed Forces Health 
Professions Scholarship Program gain.
    Personnel Information: Rank; enlistment contract or officer 
acceptance from identification; duty information (duty station, 
personnel assignment, and unit); security investigation; test scores; 
language proficiency; military and civilian off-duty education; 
training; awards, combat tours; aviation, pilot, and flying time data; 
lineal precedence number; limited duty officer/warrant officer 
footnote; temporary active duty data; power of attorney; years in 
service; promotional data.
    Personal Information: Date of birth, citizenship, marital status, 
home of record, dependent information, record of emergency data, 
population group, sex, ethnic group, and health care coverage.
    Supporting Documentation: Includes, but is not limited to, travel 
orders and requests; payroll attendance lists and rosters; document 
records establishing, supporting, reducing, or canceling entitlement; 
certificates and statements changing address, name, military 
assignment, and other individual data necessary to identify and provide 
accurate and timely military pay and performance credit; allotment 
start, stop, or change records; declarations of benefits and waivers; 
military pay and personnel orders; medical certifications and 
determinations; death and disability documents; check issuing and 
cancellation records and schedules; payroll vouchers; money lists and 
accounting records; pay adjustment authorization records; system input 
certifications; member indebtedness and tax levy documentation; 
earnings statements; employees; wage and tax reports and statements; 
casual payment authorization and control logs; and other documentation 
authorizing or substantiating Active Component military pay and 
allowances, entitlement, deductions, or collections. Also inquiry 
files, sundry lists, reports, letters, correspondence, and rosters 
including, but not limited to, Congressional inquiries, Internal 
Revenue Service notices and reports, state tax and insurance reports, 
Social Security Administration reports, Department of Veterans Affairs 
reports, inter-DoD requests, Treasury Department reports, and health 
education and institution inquiries.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 37 U.S.C.; and E.O. 9397 
(SSN).

Purpose(s):
    To ensure accurate and timely military pay and allowances to active 
component military members (including those who are enrolled at a 
military academy and those who participate in voluntary separation pay, 
Armed Forces Health Professions Scholarship Program, basic military 
trainees or payment to a financial organization through electronic fund 
transfer program (including allotments and issuance and cancellation of 
United States treasury checks and bonds)); to document and account for 
military pay and allowance disbursements and collections; to verify and 
account for system input transactions; to identify, correct, and 
collect overpayment; to establish, control, and maintain member 
indebtedness notices and levies; and to provide timely, complete master 
individual pay account review; and to provide internal and external 
managers with statistical and monetary reports and to maintain a record 
of related personnel data.

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:
    To the Treasury Department to provide information on check issues 
and electronic funds transfers.
    To the Internal Revenue Service to report taxable earnings and 
taxes withheld, and tax audits, and to compute or resolve tax liability 
or tax levies.
    To Federal, state, and local agencies to conduct computer matching 
programs regulated by the privacy act of 1974, for those programs 
authorized by law.
    To the Social Security Administration to report earned wages by 
members for the Federal Insurance Contribution Act (FICA), accounting 
for tax audits, and death notices.
    To the Department of Veterans Affairs to report compensation, 
waivers, and audits, life insurance accounting, disbursement and 
benefit determinations, and death notices.
    To the American Red Cross and military relief societies to assist 
military personnel and their dependents in determining the status of 
monthly pay, dependents' allotments, loans, and related financial 
transactions; and to perform other relief-related duties as requested 
by the service member.
    To Federal Reserve banks to distribute payments made through the 
direct deposit system to financial organizations or their processing 
agents

[[Page 14182]]

authorized by individuals to receive and deposit payments in their 
accounts.
    To the Department of Justice in connection with litigation, law 
enforcement or other matters under the legal representation of the 
Executive Branch agencies.
    To Federal, state, and local governmental agencies in response to 
an official request for information with respect to law enforcement, 
investigatory procedures, criminal prosecution, civil court action and 
regulatory order.
    To Federal, state and local revenue departments to credit members 
for taxes withheld.
    To the National Finance Center, Office of Thrift Savings Plan, for 
participating service members.
    To the Department of Veterans Affairs to provide payroll 
information for members who participated in making contributions to the 
Veterans Educational Assistance Program (VEAP), and the Montgomery GI 
Bill program.
    The `Blanket Routine Uses' published at the beginning of the DFAS 
compilation of systems of records notices also deeply 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 of 1966, 31 U.S.C. 3701(a)(3). The purpose of this 
disclosure is to aid in the collection of outstanding debts owed to the 
Federal government; typically to provide an incentive for debtors to 
repay delinquent Federal government debts by making these debt 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:
    Data is recorded on magnetic tapes and disks, computer printouts, 
computer output products (microform and reports); file folders, 
notebooks, binders, card filed, and bulk storage, and other documents.

Retrievability:
    Computerized, conventional indices, other identification numbers or 
system identifiers are required to retrieve individual records from the 
system. Normally, information is retrieved by individual's name and 
Social Security number.

Safeguards:
    Records are stored in office buildings protected by guards, 
controlled screening, use of visitor registers, electronic access, and/
or locks. Access to records is limited to individuals who are properly 
screened and cleared on a need-to-know basis in the performance of 
their official duties. Passwords and digital signatures are used to 
control access to the systems data, and procedures are in place to 
deter and detect browsing and unauthorized access. Physical and 
electronic access are limited to persons responsible for servicing and 
authorized to use the record system.

Retention and disposal:
    Records may be temporary in nature and destroyed when actions are 
completed, superseded, obsolete, or no longer needed. Other records may 
be cut off at the end of the payroll year or fiscal year, and destroyed 
6 years and 3 months after cutoff. Active duty pay records created 
prior to automation were cut off on conversion to the Defense Joint 
Military Payroll System (DJMS), and will be destroyed October 1, 2003, 
or 56 years after implementation of DJMS. The records are destroyed by 
tearing, shredding, pulping, macerating, burnings or degaussing the 
electronic storage media.

System manager(s) and address:
    For Air Force military members, the system manager is the Director, 
Military Pay Operations, Military and Civilian Pay Services, Defense 
Finance and Accounting Service, Indianapolis, 8899 East 56th Street, 
Indianapolis, IN 46249.
    For Army military members, the system manager is the Director, 
Military Pay Operations, Military and Civilian pay Services, Defense 
Finance and Accounting Service, Indianapolis, 8899 East 56th Street, 
Indianapolis, IN 46249.
    For Navy military members, the system manager is the Director, 
Military Pay Operations, Military and Civilian Pay Services, Defense 
Finance and Accounting Service, Indianapolis, 8899 East 56th Street, 
Indianapolis, IN 46249.
    For Marine Corps active duty military members see the Marine Corps' 
Privacy Act system notice MFD00003, Marine Corps Total Forces System 
(MCTFS) on the procedures for obtaining your personnel and payroll 
records.

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.
    Individual 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.
    Individual should furnish full name, Social Security Number, 
current address, and telephone number.

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:
    Individual members; DoD staff and field installations; recruiting, 
disbursing, and administrative offices; allotment and bond 
authorization forms; Social Security Administration, Treasury 
Department, Internal Revenue Service, Department of Veterans Affairs, 
and other Federal agencies; financial, medical, and educational 
institutions; DoD Components; the on-line Allotment/Bond Authorization 
process, and the End-User Computer Equipment (EUCE); and state and 
local government agencies.

Exemptions claimed for the system:
    None.
[FR Doc. 06-2681 Filed 3-20-06; 8:45 am]
BILLING CODE 5001-06-M