Defense Finance and Accounting Service; Privacy Act of 1974; Systems of Records, 14182-14186 [06-2682]

Agencies

• DEPARTMENT OF DEFENSE

[Federal Register Volume 71, Number 54 (Tuesday, March 21, 2006)]
[Notices]
[Pages 14182-14186]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 06-2682]


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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.

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

[[Page 14183]]

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).

    Dated: March 15, 2006.
L.M. Bynum,
OSD Federal Register Liaison Officer, Department of Defense.
T7346

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

Changes:
* * * * *

System location:
    Delete entry and replace with: ``Director, Area Command 
Mechanicsburg, 5450 Carlisle Pike, Building 309, Mechanicsburg, PA 
17055-0975.
    Defense Finance and Accounting Service, Cleveland, Reserve Center 
of Excellence, 1240 East Ninth Street, Cleveland, OH 44199-2055.''

Categories of individuals covered by the system:
    Delete the third sentence in the first paragraph.
    Delete second paragraph and replace with: ``Reserve military on 
extended active duty are covered under the Defense Joint Military Pay 
System--Active Component, system number T7340.''

Categories of records in the system:
    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), Serviceman's Group Life Insurance (SGLI) 
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, and indebtedness 
and collections.''
* * * * *

Purpose(s):
    In the first sentence delete the following words: ``Voluntary 
Separation Incentive (VSI)''

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Delete fifth paragraph and replace with: ``To the Department of 
Veterans Affairs to report compensation, waivers, and audits, life 
insurance accounting; disbursement and benefit determinations, death 
notices, and payroll information for members who participated in making 
contributions to the Veterans Educational Assistance program (VEAP), 
the Montgomery GI Bill program, and Reserve Educational Assistance 
Program (REAP).''
    Add the following words to the seventh paragraph: ``or 
reimbursements form the state due to the member.''

Add the following new paragraphs:
    ``To the Department of Justice in connection with litigation, law 
enforcement or other matters under the legal representative 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 states to provide information in order to reimburse reservists 
for their payment of Servicemember's Group Life Insurance (SGLI) 
premiums.''
* * * * *

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. 
Reserve pay records created prior to automation were cut off on 
conversion to the Joint Uniformed Military Payroll System (JUMPS), and 
will be destroyed 56 years after the year in which created. Records 
created after conversion to Defense Joint Military Pay System--Reserve 
Component (DJMS-RC) are cut off at end of payroll year and destroyed 56 
years after year in which created. 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 Navy, Air Force, and Army 
reserve 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 reserve military members see the Marine Corps' 
Privacy Act system notice MFD00003, Marine Corps Total Forces System 
(MCTFS) on

[[Page 14184]]

the procedures for obtaining your personnel and payroll records.''
* * * * *
T7346

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

System location:
    Director, Area Command Mechanicsburg, 5450 Carlisle Pike, Building 
309, Mechanicsburg, PA 17055-0975.
    Defense Finance and Accounting Service, Cleveland, Reserve Center 
of Excellence, 1240 East Ninth Street, Cleveland, OH 44199-2055.

Categories of individuals covered by the system:
    Active Air Reserve and Air National Guard Forces in a military pay 
status. U.S. Army Reserve and National Guard members in a military pay 
status. Active Naval reservists in pay and non-pay drill units. Naval 
Reserve Officer Training Corps students.
    Reserve military on extended active duty are covered under the 
Defense Joint Military Pay System--Active Component, system number 
T7340.

Categories of records in the system:
    Types of Records: Master individual military pay accounts; wage and 
tax summaries; leave and earnings statements; and other generated 
records substantiating or authorizing Reserve Forces military pay and 
allowance entitlement, deduction, or collection actions.
    Pay Entitlements and Allowances: Base pay; allowances (such as 
basic allowance for subsistence, basic allowance for quarters, family 
separations, clothing maintenance and monetary allowances); 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 entitlements in 
accordance with the DoD Financial Management Regulations, Volume 7A.
    Deductions From Pay: Federal and state income tax withholding rate 
and amount (including authorization control files), withholding for 
Federal Insurance Contributions Act (FICA), Serviceman's Group Life 
Insurance (SGLI) 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, and indebtedness and collections.
    Other Pay Information: Name, pay grade, Social Security Number, 
Reserve Forces calendar day performances (drill record), 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 or 
injured, mentally incompetent, missing, interned, promotions and 
demotions, and separation document code.
    Personnel Information: Rank; enlistment contract or officer 
acceptance form 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 entitlements; 
certificates and statements changing address, name, military 
assignment, and other individual data necessary to identify and provide 
accurate and timely Air Reserve Forces 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 Reserve Forces military pay 
and allowances, entitlements, 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, Treasury Department reports, inter-DoD requests, and health 
education and institution inquiries.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapter 11; 37 
U.S.C.; and E.O. 9397 (SSN).

Purpose(s):
    To ensure accurate and timely pay and allowances to Active Reserve 
component military members (including those who participate in Armed 
Forces Health Professional Scholarship Program, Basic Military 
Training, and Naval Reserve Officers Training Corps programs) 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 reserve 
military pay and allowance disbursements and collections; to verify and 
account for system input transactions; to identify, correct, and 
collect overpayments; to establish, control, and maintain member 
indebtedness notices and levies; to provide timely, complete master 
individual pay account review; 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, accounting, and tax audits; to compute or resolve tax 
liability or tax levies.
    To the Social Security Administration to report earned wages by 
members for FICA; accounting or tax audits; and death notices.
    To the Department of Veterans Affairs to report compensation, 
waivers, and audits, life insurance accounting; disbursement and 
benefit determinations, death notices, and

[[Page 14185]]

payroll information for members who participated in making 
contributions to the Veterans Educational Assistance Program (VEAP), 
the Montgomery GI Bill program, and Reserve Educational Assistance 
Program (REAP).
    To National Guard Bureaus to furnish budget data to account for 
expenditures within established categories.
    To individual National Guard state associations to furnish reports 
and associated checks regarding state sponsored life insurance premiums 
withheld or reimbursements from the state due to the member.
    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 authorized by individuals to receive and deposit payments in 
their accounts.
    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 Department of Justice in connection with litigation, law 
enforcement or other matters under the legal representatives of the 
Executive Branch agencies.
    To Federal, state and local government 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 states to provide information in order to reimburse reservists 
for their payment of Servicemember's Group Life Insurance (SGLI) 
premiums.
    The `Blanket Routine Uses' published at the beginning of the DFAS 
compilation of systems of records notices 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 owed 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:
    Data is recorded on magnetic tapes and disks, computer printouts, 
computer output products (microform and reports) ; file folders, 
notebooks, binders, card files, 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. Reserve pay records created prior to 
automation were cut off on conversion to the Joint Uniformed Military 
Payroll System (JUMPS), and will be destroyed 56 years after the year 
in which created. Records created after conversion to Defense Joint 
Military Pay System--Reserve Component (DJMS-RC) are cut off at end of 
payroll year and destroyed 56 years after year in which created. The 
records are destroyed by tearing, shredding, pulping, macerating, 
burnings or degaussing the electronic storage media.

System manager(s) and address:
    For Navy, Air Force, and Army reserve 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 reserve 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.
    Individuals should provide name, Social Security Number, or other 
information verifiable from the record itself.

Record access procedures:
    Individuals seeking access to information about themselves in this 
system of records should address written inquiries to the Privacy Act 
Officer at the appropriate DFAS Center.
    Individuals should provide 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:
    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;

[[Page 14186]]

DoD components; the on-line Allotment/Bond Authorization process, and 
the End-User Computer Equipment (EUCE); and state and local agencies.

Exemptions claimed for the system:
    None.
[FR Doc. 06-2682 Filed 3-20-06; 8:45 am]
BILLING CODE 5001-06-M