Privacy Act of 1974; Amendment to Existing System of Records, 19090-19093 [E8-7274]

Agencies

• Office of the Secretary
• DEPARTMENT OF THE INTERIOR

[Federal Register Volume 73, Number 68 (Tuesday, April 8, 2008)]
[Notices]
[Pages 19090-19093]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E8-7274]


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DEPARTMENT OF THE INTERIOR

Office of the Secretary


Privacy Act of 1974; Amendment to Existing System of Records

AGENCY: Office of the Secretary, Interior.

ACTION: Proposed amendment of existing Privacy Act system of records.

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SUMMARY: In accordance with the Privacy Act of 1974 (5 U.S.C. 552a), 
the Office of the Secretary of the Department of the Interior is 
issuing public notice of its intent to modify an existing Privacy Act 
system of records notice, DOI-85, ``Payroll, Attendance, Retirement, 
and Leave Records.'' The revisions will update the categories of

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individuals covered by the system, categories of records in the system, 
routine uses of records maintained in the system, retrievability of 
records, records' safeguards, retention and disposition of records, and 
record source categories.

DATES: Comments must be received by May 19, 2008.

ADDRESSES: Any persons interested in commenting on these proposed 
amendments may do so by submitting comments in writing to the Office of 
the Secretary Privacy Act Officer, Sue Ellen Sloca, U.S. Department of 
the Interior, MS-116 SIB, 1951 Constitution Avenue NW., Washington, DC 
20240, or by e-mail to Sue_Ellen_Sloca@nbc.gov.

FOR FURTHER INFORMATION CONTACT: Tom Larson, Acting Chief, Personnel 
and Payroll Systems Division, National Business Center, U.S. Department 
of the Interior, 7201 West Mansfield Avenue, Denver, CO 80235-2230 or 
by email at Thomas_D_Larson@nbc.gov.

SUPPLEMENTARY INFORMATION: The Office of the Secretary of the 
Department of the Interior is proposing to amend the system notice for 
DOI-85, ``Payroll, Attendance, Retirement, and Leave Records'' to 
update the categories of individuals covered by the system, categories 
of records in the system, routine uses of records maintained in the 
system, retrievability of records, records' safeguards, retention and 
disposition of records, and record source categories to reflect changes 
that have occurred since the notice was last published. These 
amendments will be effective as proposed at the end of the comment 
period unless comments are received which would require a contrary 
determination. The Department will publish a revised notice if changes 
are made based upon a review of comments received.

    Dated: April 1, 2008.
Sue Ellen Sloca,
Office of the Secretary Privacy Act Officer.

SYSTEM NAME:
    Payroll, Attendance, Retirement, and Leave Records--Interior, DOI-
85.

SYSTEM LOCATION:
    (1) Personnel and Payroll Systems Division, National Business 
Center, U.S. Department of the Interior, 7201 West Mansfield Avenue, MS 
D-2400, Denver, CO 80235-2230.
    (2) All Departmental offices and locations which prepare and 
provide input documents and information for data processing and 
administrative actions.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    (1) Current and former employees of the Department of the Interior 
(employees).
    (2) Current and former emergency workers (``casuals'') of the 
Department of the Interior (emergency workers).
    (3) Volunteers within the Department of the Interior (volunteers).
    (4) Contractors within the Department of the Interior 
(contractors).

CATEGORIES OF RECORDS IN THE SYSTEM:
    Emergency worker name, emergency worker address, emergency worker 
phone numbers, emergency worker Social Security Number and 
organizational code; volunteer name, volunteer address, volunteer phone 
numbers, volunteer emergency contact information, (including name, 
address and phone number), volunteer Social Security Number and 
organizational code; contractor name, contractor Social Security 
Number, contractor organization; employee name, employee address, 
employee phone numbers, employee emergency contact information 
(including name, address and phone number), employee Social Security 
Number and organizational code; employee common identifier (ECI), pay 
rate, grade, length of service, individual's pay and leave records; 
source documents for posting time and leave attendance; allowances, and 
cost distribution records; deductions for Medicare, Old Age, Survivors, 
and Disability Insurance (OASDI, also known as Social Security), bonds, 
Federal Employees Group Life Insurance (FEGLI), union dues, taxes, 
allotments, quarters, retirement, charities, health benefits, Flexible 
Spending Account, Long Term Care, Thrift Savings Fund contributions, 
awards, shift schedules, and pay differentials, tax lien data, 
commercial garnishments, child support and/or alimony wage assignments; 
and related payroll and personnel data. Also included is information on 
debts owed to the government as a result of overpayment, refunds owed, 
or a debt referred for collection on a transferred employee or 
emergency worker. The payroll, attendance, retirement, and leave 
records described in this notice form a part of the information 
contained in the Department of the Interior's integrated Federal 
Personnel and Payroll System (FPPS). Personnel records contained in the 
FPPS are covered under the government-wide system of records notice 
published by the Office of Personnel Management (OPM/GOVT-1) and the 
Department-wide system of records notice, DOI-79, ``Interior Personnel 
Records.''

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 5101, et seq.; 31 U.S.C. 3512.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    The primary uses of the records are for fiscal operations for 
payroll, time and attendance, leave, insurance, tax, retirement, debt, 
budget, and cost accounting programs; to prepare related reports to 
other Federal agencies including the Department of the Treasury and the 
Office of Personnel Management; for reporting purposes by the DOI 
component for which the employee works or the agency for which the DOI 
emergency worker works; and for human capital management purposes.

Disclosure outside the Department of the Interior may be made:
    (1) To the Department of the Treasury for preparation of payroll 
(and other) checks and electronic funds transfers to Federal, State, 
and local government agencies, non-governmental organizations, and 
individuals.
    (2) To the Internal Revenue Service and to State, local, tribal, 
and territorial governments for tax purposes.
    (3) To the Office of Personnel Management or its contractors in 
connection with programs administered by that office, including, but 
not limited to, the Federal Long Term Care (LTC) Insurance Program, the 
Federal Dental and Vision Insurance Program (FEDVIP), the Flexible 
Spending Accounts for Federal Employees Program (FSAFEDS), and the 
electronic Human Resources Information Program (EHRI).
    (4) To another Federal agency to which an employee or DOI emergency 
worker has transferred or in which a DOI volunteer transfers in a 
volunteer capacity.
    (5) (a) To any of the following entities or individuals, when the 
circumstances set forth in paragraph (b) are met:
    (i) The U.S. Department of Justice (DOJ);
    (ii) A court or an adjudicative or other administrative body;
    (iii) A party in litigation before a court or an adjudicative or 
other administrative body; or
    (iv) Any DOI employee acting in his or her individual capacity if 
DOI or DOJ has agreed to represent that employee or pay for private 
representation of the employee;
    (b) When:

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    (i) One of the following is a party to the proceeding or has an 
interest in the proceeding:
    (A) DOI or any component of DOI;
    (B) Any other Federal agency appearing before the Office of 
Hearings and Appeals;
    (C) Any DOI employee acting in his or her official capacity;
    (D) Any DOI employee acting in his or her individual capacity if 
DOI or DOJ has agreed to represent that employee or pay for private 
representation of the employee;
    (E) The United States, when DOJ determines that DOI is likely to be 
affected by the proceeding; and
    (ii) DOI deems the disclosure to be:
    (A) Relevant and necessary to the proceeding; and
    (B) Compatible with the purpose for which the records were 
compiled.
    (6) To any criminal, civil, or regulatory law enforcement authority 
(whether federal, state, territorial, local, tribal or foreign) when a 
record, either alone or in conjunction with other information, 
indicates a violation or potential violation of law--criminal, civil, 
or regulatory in nature, and the disclosure is compatible with the 
purpose for which the records were compiled.
    (7) To a congressional office in response to a written inquiry that 
an individual covered by the system, or the heir of such individual if 
the covered individual is deceased, has made to the office.
    (8) To Federal, State or local agencies where necessary to enable 
the employee's, DOI emergency worker's, or DOI volunteer's agency to 
obtain information relevant to the hiring or retention of that 
employee, DOI emergency worker, or DOI volunteer, or the issuance of a 
security clearance, contract, license, grant or other benefit.
    (9) To appropriate Federal and State agencies to provide required 
reports including data on unemployment insurance.
    (10) To the Social Security Administration to credit the employee's 
or emergency worker's account for OASDI and Medicare deductions.
    (11) To labor unions to report union dues deductions.
    (12) To employee or emergency worker associations to report dues 
deductions.
    (13) To insurance carriers to report employee or DOI emergency 
worker election information and withholdings for health insurance.
    (14) To charitable institutions to report contributions.
    (15) To a Federal agency for the purpose of collecting a debt owed 
the Federal government through administrative or salary offset.
    (16) To disclose debtor information to the Internal Revenue Service 
or to another Federal agency or its contractor solely to aggregate 
information for the Internal Revenue Service to collect debts owed to 
the Federal government through the offset of tax refunds.
    (17) To any creditor Federal agency seeking assistance for the 
purpose of that agency implementing administrative or salary offset 
procedures in the collection of unpaid financial obligations owed the 
United States Government from an individual.
    (18) To any Federal agency where the individual debtor is employed 
or receiving some form of remuneration for the purpose of enabling that 
agency to collect debts on the employee's behalf by administrative or 
salary offset procedures under the provisions of the Debt Collection 
Act of 1982.
    (19) To disclose information to the Internal Revenue Service, and 
state and local authorities for the purposes of locating a debtor to 
collect a claim against the debtor.
    (20) With respect to Bureau of Indian Affairs employee or DOI 
emergency worker records, to a Federal, State, local agency, or Indian 
tribal group or any establishment or individual that assumes 
jurisdiction, either by contract or legal transfer, of any program 
under the control of the Bureau of Indian Affairs.
    (21) With respect to Bureau of Reclamation employee or DOI 
emergency worker records, to non-Federal auditors under contract with 
the Department of the Interior or Energy or water user and other 
organizations with which the Bureau of Reclamation has written 
agreements permitting access to financial records to perform financial 
audits.
    (22) To the Federal Retirement Thrift Investment Board's record 
keeper which administers the Thrift Savings Plan to report deductions, 
contributions and loan payments.
    (23) To disclose the names, Social Security Numbers, home 
addresses, dates of birth, dates of hire, quarterly earnings, employer 
identifying information and state of hire of employees or emergency 
workers to the Office of Child Support Enforcement, Administration for 
Children and Families, Department of Health and Human Services for the 
purposes of locating individuals to establish paternity, establishing 
and modifying orders of child support, identifying sources of income, 
and for other child support enforcement actions as required by the 
Personal Responsibility and Work Opportunity Reconciliation Act 
(Welfare Reform Law, Pub. L. 104-193).
    (24) To a commercial contractor to provide employment and income 
data for use in employment verifications, unemployment claims, and W-2 
services.
    (25) To OPM's Employee Express system to allow employees a self-
service capability to initiate personnel and payroll actions and to 
obtain payroll information.
    (26) To the Department of Labor for processing claims for 
employees, DOI emergency workers, or DOI volunteers injured on the job 
or claiming occupational illness.
    (27) To support interfaces to other systems operated by the Federal 
agencies for which the employee or DOI emergency worker works, or a DOI 
volunteer volunteers, for the purpose of avoiding duplication, 
increasing data integrity and streamlining government operations.
    (28) To an official of another federal agency to provide 
information needed in the performance of official duties related to 
reconciling or reconstructing data files or to enable that agency to 
respond to an inquiry by the individual to whom the record pertains.
    (29) To representatives of the National Archives and Records 
Administration to conduct records management inspections under the 
authority of 44 U.S.C. 2904 and 2906.
    (30) To an expert, consultant, or contractor (including employees 
of the contractor) of DOI that performs services requiring access to 
these records on DOI's behalf to carry out the purposes of the system.
    (31) To the Office of Management and Budget during the coordination 
and clearance process in connection with legislative affairs as 
mandated by OMB Circular A-19.
    (32) To appropriate agencies, entities, and persons when:
    (a) It is suspected or confirmed that the security or 
confidentiality of information in the system of records has been 
compromised; and
    (b) The Department has determined that as a result of the suspected 
or confirmed compromise there is a risk of harm to economic or property 
interest, identity theft or fraud, or harm to the security or integrity 
of this system or other systems or programs (whether maintained by the 
Department or another agency or entity) that rely upon the compromised 
information; and
    (c) The disclosure is made to such agencies, entities and persons 
who are reasonably necessary to assist in connection with the 
Department's efforts to respond to the suspected or

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confirmed compromise and prevent, minimize, or remedy such harm.
    (33) To federal, state, territorial, local, tribal, or foreign 
agencies that have requested information relevant or necessary to the 
hiring, firing or retention of an employee or contractor, or the 
issuance of a security clearance, license, contract, grant or other 
benefit, when the disclosure is compatible with the purpose for which 
the records were compiled.
    (34) To state and local governments and tribal organizations to 
provide information needed in response to court order and/or discovery 
purposes related to litigation, when the disclosure is compatible with 
the purpose for which the records were compiled.
    (35) To the Department of the Treasury to recover debts owed to the 
United States.
    (36) To the news media when the disclosure is compatible with the 
purpose for which the records were compiled.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Disclosure pursuant to 5 U.S.C. 552a(b)(12). Disclosures 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 
Act of 1966 (31 U.S.C. 3701(a)(3)).

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are maintained in manual, microfilm, microfiche, 
electronic, imaged and computer printout form. Original input documents 
are stored in standard office filing equipment and/or as imaged 
documents on magnetic media at all locations which prepare and provide 
input documents and information for data processing.

RETRIEVABILITY:
    Records may be retrieved by employee, DOI emergency worker, or DOI 
volunteer identification such as name, Social Security Number, common 
identifier, birthday, organizational code, etc.

SAFEGUARDS:
    Access to records covered by the system will be permitted only to 
authorized personnel in accordance with requirements found in the 
Departmental Privacy Act regulations (43 CFR 2.51). Paper or micro 
format records are maintained in locked metal file cabinets or in 
secured rooms. Electronic records are maintained with safeguards 
meeting the security requirements of 43 CFR 2.51 for automated records, 
which conform to Office of Management and Budget and Departmental 
guidelines reflecting the implementation of the Federal Information 
Security Management Act. The electronic data are protected through user 
identification, passwords, database permissions, encryption and 
software controls. Such security measures establish different degrees 
of access for different types of users. An audit trail is maintained 
and reviewed periodically to identify unauthorized access. A Privacy 
Impact Assessment was completed and is updated at least annually to 
ensure that Privacy Act requirements and personally identifiable 
information safeguard requirements are met.

RETENTION AND DISPOSAL:
    The records contained in this system of records have varying 
retention periods as described in the General Records Schedule, 
Sections 1, 2, and 20, (at https://www.archives.gov), issued by the 
Archivist of the United States, and are disposed of in accordance with 
the National Archives and Records Administration Regulations, 36 CFR 
part 1228 et seq. They are also covered by item 7551 of the Department 
of the Interior, Office of the Secretary's pending records schedule.

SYSTEM MANAGER(S) AND ADDRESS:
    The following system manager is responsible for the payroll records 
contained in the Department's Federal Personnel and Payroll System 
(FPPS): Chief, Personnel and Payroll Systems Division, National 
Business Center, U.S. Department of the Interior, 7201 West Mansfield 
Avenue, Denver, CO 80235-2230. Personnel records contained in the 
system fall under the jurisdiction of the Office of Personnel 
Management as prescribed in 5 CFR part 253 and 5 CFR part 297.

NOTIFICATION PROCEDURES:
    Inquiries regarding the existence of records should be addressed to 
the System Manager. The request must be in writing, signed by the 
requester, and meet the requirements of 43 CFR 2.60.

RECORDS ACCESS PROCEDURES:
    A request for access may be addressed to the System Manager. The 
request must be in writing, signed by the requester, and meet the 
requirements of 43 CFR 2.63.

CONTESTING RECORDS PROCEDURES:
    A petition for amendment should be addressed to the System Manager. 
The request must be in writing, signed by the requester, and meet the 
content requirements of 43 CFR 2.71.

RECORD SOURCE CATEGORIES:
    The source data for the system comes from individuals on whom the 
records are maintained, official personnel records of individuals on 
whom the records are maintained, supervisors, timekeepers, previous 
employers, the Internal Revenue Service and state tax agencies, the 
Department of the Treasury, other federal agencies, courts, state child 
support agencies, employing agency accounting offices, and third-party 
benefit providers.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

 [FR Doc. E8-7274 Filed 4-7-08; 8:45 am]
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