Financial Management Service; Privacy Act of 1974: Systems of Records, 23006-23021 [E9-11415]
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23006
Federal Register / Vol. 74, No. 93 / Friday, May 15, 2009 / Notices
Executive Office Building, Washington,
DC 20503.
Celina Elphage,
Treasury PRA Clearance Officer.
[FR Doc. E9–11417 Filed 5–14–09; 8:45 am]
BILLING CODE 4810–02–P
DEPARTMENT OF THE TREASURY
Submission for OMB Review;
Comment Request
May 12, 2009.
The Department of Treasury will
submit the following public information
collection requirement(s) to OMB for
review and clearance under the
Paperwork Reduction Act of 1995,
Public Law 104–13, on or after the
publication date of this notice. Copies of
the submission(s) may be obtained by
calling the Treasury Bureau Clearance
Officer listed. Comments regarding this
information collection should be
addressed to the OMB reviewer listed
and to the Treasury Department
Clearance Officer, Department of the
Treasury, Room 11000, 1750
Pennsylvania Avenue, NW.,
Washington, DC 20220.
DATES: Written comments should be
received on or before June 15, 2009 to
be assured of consideration.
Bureau of Public Debt (BPD)
OMB Number: 1535–0136.
Type of Review: Revision.
Title: Application for Refund of
Purchase Price of United States Savings
Bonds for Organizations.
Forms: PD F 5410.
Description: Used by an organization
to request refund or purchase of United
States Savings Bonds.
Respondents: Businesses or other forprofits.
Estimated Total Burden Hours: 300
hours.
OMB Number: 1535–0055.
Type of Review: Revision.
Title: Creditors request for payment of
Treasury Securities belonging to a
decedent’s estate being settled without
administration.
Forms: PD F 1050.
Description: Used to obtain creditor’s
consent to dispose of securities of a
deceased owner’s estate without
administration.
Respondents: Businesses or other forprofits.
Estimated Total Burden Hours: 150
hours.
OMB Number: 1535–0084.
Type of Review: Extension.
Title: Order for Series I/EE U.S.
Savings Bonds and Order for Series I/EE
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U.S. Savings Bonds in name of
fiduciary.
Forms: PD F 5263–1, PD F 5263, PD
F 5374, PD F 5374–1.
Description: Completed by the
purchaser to issue U.S. Savings Bonds.
Respondents: Individuals or
Households.
Estimated Total Burden Hours:
830,000 hours.
OMB Number: 1535–0118.
Type of Review: Revision.
Title: Disposition of Securities
Belonging to a Decedent’s Estate Being
Settled Without Administration.
Forms: PD F 5336.
Description: Used by person(s)
entitled to a decedent’s estate not being
administered to request disposition of
securities and/or related payments.
Respondents: Individuals or
Households.
Estimated Total Burden Hours: 12,675
hours.
Clearance Officer: Judi Owens, (304)
480–8150, Bureau of the Public Debt,
200 Third Street, Parkersburg, West
Virginia 26106.
OMB Reviewer: Shagufta Ahmed,
(202) 395–7873, Office of Management
and Budget, Room 10235, New
Executive Office Building, Washington,
DC 20503.
Celina Elphage,
Treasury PRA Clearance Officer.
[FR Doc. E9–11418 Filed 5–14–09; 8:45 am]
BILLING CODE 4810–39–P
DEPARTMENT OF THE TREASURY
Fiscal Service
Financial Management Service;
Privacy Act of 1974: Systems of
Records
AGENCY: Financial Management Service,
Fiscal Service, Treasury.
ACTION: Notice of systems of records.
SUMMARY: In accordance with the
requirements of the Privacy Act of 1974,
as amended, 5 U.S.C. 552a, Financial
Management Service is publishing its
inventory of Privacy Act systems of
records.
Pursuant
to the Privacy Act of 1974 (5 U.S.C.
552a) and the Office of Management and
Budget (OMB) Circular No. A–130,
Financial Management Service (FMS)
has completed a review of its Privacy
Act systems of records notices to
identify minor changes to those notices.
FMS’ Privacy Act systems of records
were last published on June 14, 2005 at
70 FR 34522–34535.
SUPPLEMENTARY INFORMATION:
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The following system of records was
added to FMS’ inventory of Privacy Act
notices since June 14, 2005: FMS.006—
Direct Deposit Enrolment Records,
published October 12, 2005 at 70 FR
59395.
On May 22, 2007, the Office of
Management and Budget (OMB) issued
Memorandum M–07–16 entitled
‘‘Safeguarding Against and Responding
to the Breach of Personally Identifiable
Information.’’ It required agencies to
publish the routine use recommended
by the President’s Identity Theft Task
Force. As part of that effort, the
Department published the notice of the
proposed routine use on October 3,
2007, at 72 FR 56434, and it was
effective on November 13, 2007. The
new routine use has been added to each
FMS system of records below.
The systems notices are reprinted in
their entirety following the Table of
Contents.
Systems Covered by This Notice
This notice covers all systems of
records adopted by FMS up to August
1, 2008. The systems notices are
reprinted in their entirety following the
Table of Contents.
Dated: May 12, 2009.
Elizabeth Cuffe,
Deputy Assistant Secretary Privacy and
Treasury Records.
Financial Management Service (FMS)
Table of Contents
FMS.001—Administrative Records.
FMS.002—Payment Issue Records for Regular
Recurring Benefit Payments.
FMS.003—Claims and Inquiry Records on
Treasury Checks, and International
Claimants.
FMS.004—Education and Training Records.
FMS.005—FMS Personnel Records.
FMS.006—Direct Deposit Enrollment
Records.
FMS.007—Payroll and Pay Administration.
FMS.010—Records of Accountable Officers’
Authority With Treasury.
FMS.012—Pre-complaint Counseling and
Complaint Activities.
FMS.013—Gifts to the United States.
FMS.014—Debt Collection Operations
System.
FMS.016—Payment Records for Other Than
Regular Recurring Benefit Payments.
FMS.017—Collections Records.
TREASURY/FMS.001
SYSTEM NAME:
Administrative Records—Treasury/
Financial Management Service.
SYSTEM LOCATION:
Financial Management Service, U.S.
Department of the Treasury, Prince
George’s Metro Center II, 3700 East-West
Highway, Room 144, Hyattsville, MD
20782. Also, please see Appendix I.
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CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Financial Management Service
personnel.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Motor Vehicle Accident Reports;
(2) Parking Permits; (3) Distribution list
of individuals requesting various
Treasury publications; (4) Treasury
Credentials.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
(3) Treasury Credentials—destroy in
accordance with National Archives and
Records Administration General
Records Schedule 11, item 4.
(4) Parking Permits—destroy two
years after the end of the fiscal year
during which the records were created.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Facilities Management
Division, Financial Management
Service, U.S. Department of the
Treasury, Prince George’s Metro Center
II, 3700 East-West Highway, Room 144,
Hyattsville, MD 20782.
NOTIFICATION PROCEDURE:
These records may be used to:
(1) Disclose to GSA for driver’s
permits, parking permits, accident
reports, and credentials;
(2) Disclose to GPO for servicing
public on Treasury publications;
(3) Disclose to appropriate agencies,
entities, and persons when (a) the
Department suspects or has confirmed
that the security or confidentiality of
information in the system of records has
been compromised; (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 interests, 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 made
to such agencies, entities, and persons is
reasonably necessary to assist in
connection with the Department’s
efforts to respond to the suspected or
confirmed compromise and prevent,
minimize, or remedy such harm.
Inquiries under the Privacy Act of
1974 shall be sent to the Disclosure
Officer, Financial Management Service,
U.S. Department of the Treasury, Liberty
Center Building, 401 14th St., SW.,
Washington, DC 20227. All individuals
making inquiries should provide with
their request as much descriptive matter
as is possible to identify the particular
record desired. The system manager will
advise as to whether the Service
maintains the record requested by the
individual.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, DISPOSING
OF RECORDS IN THE SYSTEM:
See ‘‘Record access procedures’’
above.
STORAGE:
Financial Management Service
personnel.
Hardcopy/Electronic.
RETRIEVABILITY:
Individuals requesting information
under the Privacy Act of 1974
concerning procedures for gaining
access or contesting records should
write to the Disclosure Officer at the
address shown above. All individuals
are urged to examine the rules of the
U.S. Department of the Treasury
published in 31 CFR part 1, subpart C
concerning requirements of this
Department with respect to the Privacy
Act of 1974.
SAFEGUARDS:
Locked containers.
Administrative Procedure—names are
not given to anyone except those who
control the listing.
RETENTION AND DISPOSAL:
(1) Distribution List [printed
materials]—destroy one year after the
end of the fiscal year during which the
records were created.
(2) Motor Vehicle Accident Reports—
destroy six years after the end of the
fiscal year during which the records
were created.
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RECORD SOURCE CATEGORIES:
None.
Appendix I to FMS.001
• Motor Vehicle Accident Reports:
Prince George’s Metro Center II, 3700
East-West Highway, Room 127,
Hyattsville, MD 20782.
• Parking Permits: 1. Prince George’s
Metro Center II, 3700 East-West
Highway, Room 127, Hyattsville, MD
20782. 2. Liberty Center Building, 401
14th Street, SW., Room 118,
Washington, DC 20227.
• Distribution List: Prince George’s
Metro Center II, 3700 East-West
Highway, Hyattsville, MD 20782.
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• Treasury Credentials: Prince
George’s Metro Center II, 3700 East-West
Highway, Room 158–B, Hyattsville, MD
20782.
TREASURY/FMS.002
SYSTEM NAME:
Payment Issue Records for Regular
Recurring Benefit Payments—Treasury/
Financial Management Service.
SYSTEM LOCATION:
The Financial Management Service,
U.S. Department of the Treasury,
Washington, DC 20227 and Hyattsville,
MD 20782. Records maintained at
Financial Centers in five regions:
Austin, TX; Birmingham, AL; Kansas
City, MO; Philadelphia, PA; and San
Francisco, CA.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
(1) Beneficiaries of Title II of the
Social Security Act.
(2) Beneficiaries of Title XVI of the
Social Security Act.
(3) Beneficiaries of the Civil Service
Retirement System.
(4) Beneficiaries of the Railroad
Retirement System.
(5) Beneficiaries of the Department of
Veterans Affairs.
(6) Holders of Series H and HH Bonds
(interest payment).
CATEGORIES OF RECORDS IN THE SYSTEM:
Payment issue records for regular
recurring benefit payments showing
name, check number and symbol, or
other identification, address, account
number, payment amount, and date of
issuance for each of the categories of
individuals listed above.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
CONTESTING RECORD PROCEDURES:
EXEMPTIONS CLAIMED FOR THE SYSTEM:
By name and by Treasury publication.
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RECORD ACCESS PROCEDURES:
23007
5 U.S.C. 301; Executive Order 6166,
dated June 10, 1933.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
These records may be used to:
(1) Disclose to banking industry for
payment verification;
(2) Disclose to Federal investigative
agencies, Departments and agencies for
whom payments are made, and payees;
(3) Disclose pertinent information to
appropriate Federal, State, local or
foreign agencies responsible for
investigating or prosecuting the
violations of, or for enforcing or
implementing, a statute, rule,
regulation, order, or license, where the
disclosing agency becomes aware of an
indication of a violation or potential
violation of civil or criminal law or
regulation;
(4) Disclose information to a Federal,
State, or local agency maintaining civil,
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criminal or other relevant enforcement
information or other pertinent
information, which has requested
information relevant or necessary to the
requesting agency’s or the bureau’s
hiring or retention of an individual, or
issuance of a security clearance, license,
contract, grant, or other benefit;
(5) Disclose information to a court,
magistrate, or administrative tribunal of
competent jurisdiction;
(6) Disclose information to foreign
governments in accordance with formal
or informal international agreements;
(7) Provide information to a
congressional office in response to an
inquiry made at the request of the
individual to whom the record pertains;
(8) Provide information to the news
media in accordance with guidelines
contained in 28 CFR 50.2 which relate
to an agency’s functions relating to civil
and criminal proceedings;
(9) Provide information to unions
recognized as exclusive bargaining
representatives under the Civil Service
Reform Act of 1978, 5 U.S.C. 7111 and
7114;
(10) Provide information to third
parties during the course of an
investigation to the extent necessary to
obtain information pertinent to the
investigation;
(11) Disclose information concerning
delinquent debtors to Federal creditor
agencies, their employees, or their
agents for the purpose of facilitating or
conducting Federal administrative
offset, Federal tax refund offset, Federal
salary offset, or for any other authorized
debt collection purpose;
(12) Disclose information to any State,
Territory or Commonwealth of the
United States, or the District of
Columbia to assist in the collection of
State, Commonwealth, Territory or
District of Columbia claims pursuant to
a reciprocal agreement between FMS
and the State, Commonwealth, Territory
or the District of Columbia;
(13) Disclose to the Defense
Manpower Data Center and the United
States Postal Service and other Federal
agencies through authorized computer
matching programs for the purpose of
identifying and locating individuals
who are delinquent in their repayment
of debts owed to the Department or
other Federal agencies in order to
collect those debts through salary offset
and administrative offset, or by the use
of other debt collection tools;
(14) Disclose information to a
contractor of the Financial Management
Service for the purpose of performing
routine payment processing services,
subject to the same limitations
applicable to FMS officers and
employees under the Privacy Act;
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(15) Disclose information to a fiscal or
financial agent of the Financial
Management Service, its employees,
agents, and contractors, or to a
contractor of the Financial Management
Service, for the purpose of ensuring the
efficient administration of payment
processing services, subject to the same
or equivalent limitations applicable to
FMS officers and employees under the
Privacy Act; and
(16) Disclose information to
appropriate agencies, entities, and
persons when (a) the Department
suspects or has confirmed that the
security or confidentiality of
information in the system of records has
been compromised; (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 interests, 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 made
to such agencies, entities, and persons is
reasonably necessary to assist in
connection with the Department’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, DISPOSING
OF RECORDS IN THE SYSTEM:
STORAGE:
Hardcopy/Electronic.
By account number.
SAFEGUARDS:
Computer password system, card-key
entry system, limited to authorized
personnel.
RETENTION AND DISPOSAL:
Disposal is not authorized at this
time.1
SYSTEM MANAGER(S) AND ADDRESS:
Chief Disbursing Officer, Financial
Management Service, 401 14th Street,
SW., Washington, DC 20227.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of
1974 shall be addressed to the
Disclosure Officer, Financial
Management Service, 401 14th Street,
SW., Washington, DC 20227. All
individuals making inquiries should
1 FMS has submitted a records schedule to the
National Archives and Records Administration
(NARA) with a proposed retention period of seven
years. Until NARA approves the proposed records
schedule, disposal is not authorized.
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Fmt 4703
Sfmt 4703
RECORD ACCESS PROCEDURES:
Individuals requesting information
under the Privacy Act of 1974
concerning procedures for gaining
access or contesting records should
write to the Disclosure Officer at the
address shown above. All individuals
are urged to examine the rules of the
U.S. Department of the Treasury
published in 31 CFR, part 1, subpart C
concerning requirements of this
Department with respect to the Privacy
Act of 1974.
CONTESTING RECORD PROCEDURES:
See ‘‘Record access procedures’’
above.
RECORD SOURCE CATEGORIES:
Voucher certifications by Departments
and agencies for whom payments are
made.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS.003
SYSTEM NAME:
Claims and Inquiry Records on
Treasury Checks, and International
Claimants—Treasury/Financial
Management Service.
SYSTEM LOCATION:
RETRIEVABILITY:
PO 00000
provide with their request as much
descriptive matter as is possible to
identify the particular record desired.
The system manager will advise as to
whether the Service maintains the
record requested by the individual.
Financial Management Service, U.S.
Department of the Treasury, Prince
George’s Metro Center II, 3700 East-West
Highway, Room 727D, Hyattsville, MD
20782.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
(1) Payees and holders of Treasury
checks, (2) Claimants awarded benefits
under the War Claims Act and the
International Claims Settlement Act of
1949.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Treasury check claim file:
Treasury check, claim of payee with
name and address, settlement action
taken.
(2) Awards for claims for losses
sustained by individuals.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; (1) For Treasury check
claims—31 U.S.C. 71 with delegation of
authority from Comptroller General of
the United States; (2) International
claims—50 U.S.C. 2012; 22 U.S.C. 1627,
1641, 1642.
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
(a) Information is routinely disclosed
to endorsers concerning checks for
which there is liability, Federal
agencies, State and local law
enforcement agencies, General
Accounting Office, Congressional offices
and media assistance offices on behalf
of payee claimants.
(b) International Claims—Information
in files is used by claimants (awardees)
and their representatives, Foreign
Claims Settlement Commission, and
Congressmen. These records and
information in the records may be used
to:
(1) Disclose pertinent information to
appropriate Federal, State, local or
foreign agencies responsible for
investigating or prosecuting the
violations of, or for enforcing or
implementing, a statute, rule,
regulation, order, or license, where the
disclosing agency becomes aware of an
indication of a violation or potential
violation of civil or criminal law or
regulation;
(2) Disclose information to a Federal,
State, or local agency, maintaining civil,
criminal or other relevant enforcement
information or other pertinent
information, which has requested
information relevant to or necessary to
the requesting agency’s or the bureau’s
hiring or retention of an individual, or
issuance of a security clearance, license,
contract, grant, or other benefit;
(3) Disclose information to a court,
magistrate, or administrative tribunal of
competent jurisdiction;
(4) Disclose information to foreign
governments in accordance with formal
or informal international agreements;
(5) Provide information to a
congressional office in response to an
inquiry made at the request of the
individual to whom the record pertains;
(6) Provide information to the news
media in accordance with guidelines
contained in 28 CFR 50.2 which relate
to an agency’s functions relating to civil
and criminal proceedings;
(7) Provide information to unions
recognized as exclusive bargaining
representatives under the Civil Service
Reform Act of 1978, 5 U.S.C. 7111 and
7114;
(8) Provide information to third
parties during the course of an
investigation to the extent necessary to
obtain information pertinent to the
investigation;
(9) Disclose information to the public
when attempts by FMS to locate the
claimant have been unsuccessful. This
information is limited to the claimant’s
name and city and state of last known
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16:43 May 14, 2009
Jkt 217001
address, and the amount owed to the
claimant. (This routine use does not
apply to the Iran Claims Program or the
Holocaust Survivors Claims Program or
other claims programs that statutorily
prohibit disclosure of claimant
information); and
(10) Disclose information to
appropriate agencies, entities, and
persons when (a) the Department
suspects or has confirmed that the
security or confidentiality of
information in the system of records has
been compromised; (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 interests, 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 made
to such agencies, entities, and persons is
reasonably necessary to assist in
connection with the Department’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, DISPOSING
OF RECORDS IN THE SYSTEM:
STORAGE:
Hardcopy/Electronic.
23009
20782. Category 2: Director, Funds
Management Division, Prince George’s
Metro Center II, 3700 East-West
Highway, Room 620D, Hyattsville, MD
20782.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of
1974 shall be addressed to the
Disclosure Officer, Financial
Management Service, 401 14th St., SW.,
Washington, DC 20227. All individuals
making inquiries should provide with
their request as much descriptive matter
as is possible to identify the particular
record desired. The system managers
will advise as to whether the Service
maintains the record requested by the
individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information
under the Privacy Act of 1974
concerning procedures for gaining
access or contesting records should
write to: Disclosure Officer, Financial
Management Service, U.S. Department
of the Treasury, 401 14th Street, SW.,
Washington, DC 20227. All individuals
are urged to examine the rules of the
U.S. Department of the Treasury
published in 31 CFR Part 1, subpart C
concerning requirements of this
Department with respect to the Privacy
Act of 1974.
CONTESTING RECORD PROCEDURES:
RETRIEVABILITY:
(1) Name of payee and check number
and symbol.
(2) Alpha cross-reference to case
number.
(3) Name of claimant or alpha
reference to claim number.
SAFEGUARDS:
(1) Secured building.
(2) Secured files in secured building.
RETENTION AND DISPOSAL:
See ‘‘Record access procedures’’
above.
RECORD SOURCE CATEGORIES:
(1) Individual payees of Treasury
checks, endorsers of Treasury checks,
investigative agencies, contesting
claimants.
(2) Awards certified to Treasury for
payment by Foreign Claims Settlement
Commission.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Disposal of electronic Treasury check
claims records is not authorized at this
time.2 Hardcopy international claims
records are scheduled to be destroyed
10 years after the end of the fiscal year
in which the case was closed.
None.
TREASURY/FMS.004
SYSTEM NAME:
Education and Training Records—
Treasury/FMS.
SYSTEM MANAGER(S) AND ADDRESS:
Category 1: Director, Financial
Processing Division, Prince George’s
Metro Center II, 3700 East-West
Highway, Room 727D, Hyattsville, MD
2 FMS has submitted a records schedule to the
National Archives and Records Administration
(NARA) with a proposed retention period of seven
years for most electronic Treasury check claims
records, and a proposed retention period of 20 years
for certain trust-fund-related records. Until NARA
approves the proposed records schedule, disposal is
not authorized.
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SYSTEM LOCATION:
Washington, DC 20227; Financial
Management Service, U.S. Department
of the Treasury, 1990 K Street, NW.,
Suite 300, Washington, DC 20006.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
All Government employees (including
separated employees, in certain cases)
and other individuals who access and
apply for FMS training services.
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CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Personal Profile—Account Record;
(2) Transcript Record;
(3) Enrollment Status Record;
(4) Job Skills Record;
(5) Individual Development Plan
Record;
(6) Assessment Performance Results
Record;
(7) Managerial Approval/Disapproval
Status Record;
(8) Class Roster Record;
(9) Certificate—Training Program
Status Record;
(10) Class Evaluation Record;
(11) Payment Record;
(12) Statistical Reports—retrievable by
names: (a) Personnel Transcript Report,
(b) Class Enrollment Report, (c) Class
Payment/Billing Report, (d) Status of
Training Report, (e) Ad hoc Training
Report, and (f) Other similar files or
registers.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; 31 U.S.C. 321; 31 U.S.C.
chapter 33; 31 U.S.C. 3720.
PURPOSE(S):
The purpose of this system is to
maintain records about Government
employees and other individuals who
participate in FMS’ education and
training program. The information
contained in the records will assist FMS
in properly tracking individual training
and accurately account for training
revenue and expenditures generated
through the FMS’ training programs (for
example, Learning Management System
(LMS)). For FMS personnel, the records
contained in FMS’ training records will
also assist managers’ active
participation in their employees’
learning plans. FMS maintains the
information necessary to ensure that
FMS keeps accurate records related to
classes, including a training
participant’s training and enrollment
status, class completion information,
transcripts and certificates of
accomplishment. FMS also maintains
the records to ensure that financial
records pertaining to a training
participant’s payment for training fees
are maintained accurately. FMS’
training records will serve to report
receipts to the appropriate Federal
agency (currently the Treasury
Department’s Bureau of Public Debt)
responsible for maintaining FMS’
financial records for training. Finally,
the information contained in the
covered records will be used for
collateral purposes related to the
training processes, such as the
collection of statistical information on
training programs, development of
computer systems, investigation of
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unauthorized or fraudulent activity
related to submission of information to
FMS for training program purposes and
the collection of debts arising out of
such activity.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
These records may be used to disclose
information to:
(1) Appropriate Federal, State, local or
foreign agencies responsible for
investigating or prosecuting the
violation of, or for enforcing or
implementing, a statute, rule,
regulation, order, or license;
(2) A court, magistrate, or
administrative tribunal, in the course of
presenting evidence, including
disclosures to opposing counsel or
witnesses, for the purpose of civil
discovery, litigation, or settlement
negotiations or in response to a
subpoena, where relevant or potentially
relevant to a proceeding, or in
connection with criminal law
proceedings;
(3) A congressional office in response
to an inquiry made at the request of the
individual to whom the record pertains;
(4) Federal agencies, financial
institutions, and contractors for the
purpose of performing financial
management services, including, but not
limited to, processing payments,
investigating and rectifying possible
erroneous reporting information, testing
and enhancing related computer
systems, creating and reviewing
statistics to improve the quality of
services provided, or conducting debt
collection services;
(5) Federal agencies, their agents and
contractors for the purposes of
facilitating the collection of receipts,
determining the acceptable method of
collection, the accounting of such
receipts, and the implementation of
programs related to the receipts being
collected as well as status of their
personnel training, statistical training
information;
(6) Financial institutions, including
banks and credit unions, and credit card
companies for the purpose of collections
and/or investigating the accuracy of
information required to complete
transactions using electronic methods
and for administrative purposes, such as
resolving questions about a transaction;
(7) Unions recognized as exclusive
bargaining representatives under the
Civil Service Reform Act of 1978, 5
U.S.C. 7111 and 7114;
(8) Foreign governments in
accordance with formal or informal
international agreements and if they
maintain proper administrative or
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Fmt 4703
Sfmt 4703
financial controls related to the training
activity;
(9) Third parties during the course of
an investigation to the extent necessary
to obtain information pertinent to the
investigation;
(10) Federal agencies, their agents and
contractors, credit bureaus, and
employers of individuals who owe
delinquent debt when the debt arises
from the unauthorized use of electronic
payment methods. The information will
be used for the purpose of collecting
such debt through offset, administrative
wage garnishment, referral to private
collection agencies, litigation, reporting
the debt to credit bureaus, or for any
other authorized debt collection
purpose;
(11) Representatives of the National
Archives and Records Administration
(NARA) who are conducting records
management inspections under
authority of 44 U.S.C. 2904 and 2906;
and
(12) Appropriate agencies, entities,
and persons when (a) the Department
suspects or has confirmed that the
security or confidentiality of
information in the system of records has
been compromised; (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 interests, 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 made
to such agencies, entities, and persons is
reasonably necessary to assist in
connection with the Department’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:
Hardcopy/Electronic.
RETRIEVABILITY:
Electronic training data (can be
retrieved by Class Name and/or
Organization Name and Participant
Name. Electronic financial data can be
retrieved by Name, Organization and
payment information (Credit Card, Form
182, DD Form 1556, for example).
SAFEGUARDS:
All hardcopy records are maintained
in a secured building, secured room,
and locked cabinets. FMS personnel
access to training data is primarily for
the purpose of using the training
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services or administering the LMS. For
technical and administrative purposes,
non-FMS personnel access is limited to
contractors who are maintaining the
LMS system in the normal performance
of their duties and have completed nondisclosure statements and undergone
security background checks consistent
with their access in accordance with the
existing contract.
SYSTEM LOCATION:
RETENTION AND DISPOSAL:
All Government employees (including
separated employees, in certain cases)
and applicants.
Retention periods vary by record type,
up to a maximum of 7 years after last
training activity.
SYSTEM MANAGER AND ADDRESS:
Assistant Commissioner,
Management, Human Resources
Division, Financial Management
Service, U.S. Department of the
Treasury, Prince George’s Metro Center
II, 3700 East-West Highway, Hyattsville,
MD 20782.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of
1974 shall be addressed to the
Disclosure Officer, Financial
Management Service, 401 14th St., SW.,
Washington, DC 20227. All individuals
making inquiries should provide with
their request as much descriptive matter
as is possible to identify the particular
record desired. The system manager will
advise as to whether the Service
maintains the record requested by the
individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information
under the Privacy Act of 1974, as
amended, concerning procedures for
gaining access to or contesting records
should write to the Disclosure Officer.
All individuals are urged to examine the
rules of the U.S. Department of the
Treasury published in 31 CFR part 1,
subpart C, and appendix G, concerning
requirements of this Department with
respect to the Privacy Act of 1974.
CONTESTING RECORD PROCEDURES:
See ‘‘Record Access Procedures’’
above.
RECORD SOURCE CATEGORIES:
Information in this system is provided
by: The individual on whom the record
is maintained; the individual’s
employer, other governmental agency or
educational institutions.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS.005
SYSTEM NAME:
FMS Personnel Records—Treasury/
Financial Management Service.
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Jkt 217001
Financial Management Service, U.S.
Department of the Treasury, 401 14th
St., SW., Washington, DC 20227;
Financial Management Service, U.S.
Department of the Treasury, Prince
George’s Metro Center II, 3700 East-West
Highway, Hyattsville, MD 20782.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Locator Cards.
(2) Incentive Awards Record.
(3) Official Personnel Folder.
(4) Personnel Roster.
(5) Logs of SF–52’s.
(6) Correspondence File.
(7) Position Listings.
(8) Position Descriptions with
Evaluation Statements.
(9) Personnel Management Evaluation
Survey Reports.
(10) Request for Certification File.
(11) Merit Promotion File.
(12) Exit Interview File.
(13) Performance File.
(14) Statistical Reports—retrievable by
names: (a) Personnel Status Report, (b)
Ad Hoc Retiree Report, (c) Monthly EEO
report, (d) Direct Hire Authority Report,
(e) Registers Worked File, (f) Statements
of Employment and Financial Interest,
and (g) Other similar files or registers.
(15) Training Course Nominations.
(16) Evaluation of Training Program.
(17) Tuition Assistance Files.
(18) Senior Executive Service
Development File.
(19) Management Development File.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order 10561, dated
September 13, 1954, Federal Personnel
Manual, and Title 5 of U.S.C. Code.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
These records may be used to:
(1) Disclose pertinent information to
appropriate Federal, State, local or
foreign agencies responsible for
investigating or prosecuting the
violations of, or for enforcing or
implementing, a statute, rule,
regulation, order, or license, where the
disclosing agency becomes aware of an
indication of a violation or potential
violation of civil or criminal law or
regulation;
(2) Disclose information to a Federal,
State, or local agency, maintaining civil,
criminal or other relevant enforcement
information or other pertinent
information, which has requested
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Sfmt 4703
23011
information relevant to or necessary to
the requesting agency’s or the bureau’s
hiring or retention of an individual, or
issuance of a security clearance, license,
contract, grant, or other benefit;
(3) Disclose information to a court,
magistrate, or administrative tribunal in
the course of presenting evidence,
including disclosures to opposing
counsel or witnesses in the course of
civil discovery, litigation, or settlement
negotiations, in response to a subpoena,
or in connection with criminal law
proceedings;
(4) Disclose information to foreign
governments in accordance with formal
or informal international agreements;
(5) Provide information to a
congressional office in response to an
inquiry made at the request of the
individual to whom the record pertains;
(6) Provide information to the news
media in accordance with guidelines
contained in 28 CFR 50.2 which relate
to an agency’s functions relating to civil
and criminal proceedings;
(7) Provide information to unions
recognized as exclusive bargaining
representatives under the Civil Service
Reform Act of 1978, 5 U.S.C. 7111 and
7114;
(8) Provide information to third
parties during the course of an
investigation to the extent necessary to
obtain information pertinent to the
investigation; and
(9) Disclose information to
appropriate agencies, entities, and
persons when (a) the Department
suspects or has confirmed that the
security or confidentiality of
information in the system of records has
been compromised; (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 interests, 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 made
to such agencies, entities, and persons is
reasonably necessary to assist in
connection with the Department’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, DISPOSING
OF RECORDS IN THE SYSTEM:
STORAGE:
Hardcopy/Electronic.
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RETRIEVABILITY:
TREASURY/FMS.006
Alphabetically by name; also in some
instances by organization, then Social
Security number.
SYSTEM NAME:
SAFEGUARDS:
Direct Deposit Enrollment Records—
Treasury/Financial Management
Service.
Secured building, secured room, and
locked cabinets. Non-FMS access is
limited to investigators from OPM, etc.,
members of Fair Employment staff and
Union officials.
SYSTEM LOCATION:
RETENTION AND DISPOSAL:
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Delete/destroy in accordance with
National Archives and Records
Administration General Records
Schedule 1.
Individuals who enroll with the FMS
to receive Federal payments from the
Federal Government via an electronic
funds transfer program known as
‘‘Direct Deposit.’’
SYSTEM MANAGER(S) AND ADDRESS:
Director, Personnel Management
Division, Financial Management
Service, U.S. Department of the
Treasury, Prince George’s Metro Center
II, 3700 East-West Highway, Room 115–
F, Hyattsville, MD 20782.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of
1974 shall be addressed to the
Disclosure Officer, Financial
Management Service, 401 14th St., SW.,
Washington, DC 20227. All individuals
making inquiries should provide with
their request as much descriptive matter
as is possible to identify the particular
record desired. The system manager will
advise as to whether the Service
maintains the record requested by the
individual.
Records are located at the Federal
Reserve Bank, acting in its capacity as
Treasury’s fiscal agent, 2200 North Pearl
Street, Dallas, Texas 75201.
CATEGORIES OF RECORDS IN THE SYSTEM:
The records may contain identifying
information, such as an individual’s
name(s), social security number, home
address, home and work telephone
number, and personal e-mail address
(home and work); information about an
individual’s bank account(s) and other
types of accounts to which payments are
made, such as the individual’s bank
account number and the financial
institution routing and transit number;
information about an individual’s
payments received from the United
States, including the type of payment
received and the Federal agency
responsible for authorizing the payment.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; 31 U.S.C. 321; 31 U.S.C.
chapter 33; 31 U.S.C. 3332.
RECORD ACCESS PROCEDURES:
PURPOSE(S):
Individuals requesting information
under the Privacy Act of 1974
concerning procedures for gaining
access or contesting records should
write to the Disclosure Officer at the
address shown above. All individuals
are urged to examine the rules of the
U.S. Department of the Treasury
published in 31 CFR part 1, subpart C
concerning requirements of this
Department with respect to the Privacy
Act of 1974.
The purpose of this system is to
maintain records about individuals who
wish to enroll in the Direct Deposit
program in order to receive Federal
payments directly to a bank account or
other similar type of account via
electronic funds transfer, rather than by
paper check. The records are used to
process Direct Deposit enrollment
applications that may be received
directly by FMS, its fiscal agents, and/
or contractors. The records are collected
and maintained to guarantee that Direct
Deposit enrollment applications are
processed properly to ensure that a
recipient’s Federal payment will be
disbursed to the correct account.
Without the appropriate information,
FMS, its fiscal agents and contractors,
would not be able to process the Direct
Deposit enrollment application as
requested by the individual authorizing
the Direct Deposit. The information will
also be used for collateral purposes
related to the processing of Direct
Deposit enrollments, such as collection
CONTESTING RECORD PROCEDURES:
See ‘‘Record access procedures’’
above.
RECORD SOURCE CATEGORIES:
Applicant Personnel Action Forms
(SF–50), SF–171 (completed by
applicant), Payroll Actions References,
Educational Institutions, etc.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
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Sfmt 4703
of statistical information on operations,
development of computer systems,
investigation of unauthorized or
fraudulent activity, and the collection of
debts arising out of such activity.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
These records may be used to disclose
information to:
(1) Appropriate Federal, State, local or
foreign agencies responsible for
investigating or prosecuting the
violation of, or for enforcing or
implementing, a statute, rule,
regulation, order, or license, where the
disclosing agency becomes aware of a
potential violation of civil or criminal
law or regulation;
(2) A court, magistrate, or
administrative tribunal, in the course of
presenting evidence, including
disclosures to opposing counsel or
witnesses, for the purpose of civil
discovery, litigation, or settlement
negotiations or in response to a
subpoena, where relevant or potentially
relevant to a proceeding, or in
connection with criminal law
proceedings;
(3) A congressional office in response
to an inquiry made at the request of the
individual to whom the record pertains;
(4) Fiscal agents, financial agents,
financial institutions, and contractors
for the purpose of processing Direct
Deposit enrollment applications,
including, but not limited to, processing
Direct Deposit enrollment forms and
implementing programs related to Direct
Deposit; investigating and rectifying
possible erroneous information; creating
and reviewing statistics to improve the
quality of services provided; conducting
debt collection services for debts arising
from Direct Deposit activities; or
developing, testing and enhancing
computer systems;
(5) Federal agencies, their agents and
contractors for the purposes of
facilitating the processing of Direct
Deposit enrollment applications and the
implementation of programs related to
Direct Deposit;
(6) Federal agencies, their agents and
contractors, credit bureaus, and
employers of individuals who owe
delinquent debt for the purpose of
garnishing wages, only when the debt
arises from the unauthorized or
improper use of the Direct Deposit
program. The information will be used
for the purpose of collecting such debt
through offset, administrative wage
garnishment, referral to private
collection agencies, litigation, reporting
the debt to credit bureaus, or for any
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other authorized debt collection
purpose;
(7) Financial institutions, including
banks and credit unions, for the purpose
of disbursing payments and/or
investigating the accuracy of
information required to complete
transactions using Direct Deposit and
for administrative purposes, such as
resolving questions about a transaction;
(8) Representatives of the National
Archives and Records Administration
(NARA) who are conducting records
management inspections under
authority of 44 U.S.C. 2904 and 2906;
and
(9) Appropriate agencies, entities, and
persons when (a) the Department
suspects or has confirmed that the
security or confidentiality of
information in the system of records has
been compromised; (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 interests, 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 made
to such agencies, entities, and persons is
reasonably necessary to assist in
connection with the Department’s
efforts to respond to the suspected or
confirmed compromise and prevent,
minimize, or remedy such harm.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
Debt information concerning a
government claim against a debtor when
the debt arises from the unauthorized
use of Direct Deposit is also furnished,
in accordance with 5 U.S.C. 552a(b)(12)
and 31 U.S.C. 3711(e), to consumer
reporting agencies, as defined by the
Fair Credit Reporting Act, 5 U.S.C.
1681(f), to encourage repayment of a
delinquent debt.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Hardcopy/Electronic.
manager at FMS or FMS’s fiscal agent.
Procedural and physical safeguards,
such as personal accountability, audit
logs, and specialized communications
security, are utilized. Each user of
computer systems containing records
has individual passwords (as opposed to
group passwords) for which he or she is
responsible. Thus, a security manager
can identify access to the records by
user. Access to computerized records is
limited, through use of access codes,
encryption techniques, and/or other
internal mechanisms, to those whose
official duties require access. Storage
facilities are secured by various means
such as security guards, badge access,
and locked doors with key entry.
RETENTION AND DISPOSAL:
Electronic and paper records for
enrollments and associated transactions
will be retained for six (6) months or as
otherwise required by statute or court
order. Records in electronic media are
electronically erased using industryaccepted techniques, and in accordance
with applicable Financial Management
Service policies regarding the retention
and disposal of fiscal agency records.
Paper records are destroyed in
accordance with fiscal agency archive
and disposal procedures and applicable
Financial Management Service policies
regarding the retention and disposal of
fiscal agency records.
Assistant Commissioner, Payment
Management, EFT Strategy Division,
Financial Management Service, 401
14th Street, SW., Washington, DC
20227.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of
1974, as amended, shall be addressed to
the Disclosure Officer, Financial
Management Service, 401 14th Street,
SW., Washington, DC 20227. All
individuals making inquiries should
provide with their request as much
descriptive matter as is possible to
identify the particular record desired.
The system manager will advise as to
whether FMS maintains the records
requested by the individual.
RECORD ACCESS PROCEDURES:
Records are retrieved by name, social
security number, telephone number,
transaction identification number, or
other alpha/numeric identifying
information.
Individuals requesting information
under the Privacy Act of 1974, as
amended, concerning procedures for
gaining access to or contesting records
should write to the Disclosure Officer.
All individuals are urged to examine the
rules of the U.S. Department of the
Treasury published in 31 CFR part 1,
subpart C, and appendix G, concerning
requirements of this Department with
All official access to the system of
records is on a need-to-know basis only,
as authorized by a business line
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Jkt 217001
respect to the Privacy Act of 1974, as
amended.
CONTESTING RECORD PROCEDURES:
See ‘‘Record access procedures’’
above.
RECORD SOURCE CATEGORIES:
Information in this system is provided
by the individual on whom the record
is maintained (or by his or her
authorized representative), other
persons who electronically authorize
payments from the Federal government,
Federal agencies responsible for
authorizing payments, Federal agencies
responsible for disbursing payments,
and Treasury fiscal agents that process
Direct Deposit enrollment applications,
and contractors.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS.007
SYSTEM NAME:
Payroll and Pay Administration—
Treasury/Financial Management
Service.
SYSTEM LOCATION:
Financial Management Service, U.S.
Department of the Treasury, Prince
George’s Metro Center II, 3700 East-West
Highway, Room 133 and 101A,
Hyattsville, MD 20782; and Room 120,
Liberty Center Building, Washington,
DC 20227.
SYSTEM MANAGER(S) AND ADDRESS:
RETRIEVABILITY:
SAFEGUARDS:
23013
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CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
All employees of the Service and
separated employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Official Payroll Folder (a) Levy
and Garnishment Records. (b) SF–
1192—Savings Bond Authorization. (c)
SF–1199A—Allotment of Pay to Savings
Account. (d) Copies of SF–50—
Notification of Personnel Action. (e)
Withholding Tax Exemptions. (f) Copy
of Health Benefit Designation. (g) Copy
of Life Insurance Forms. (h) Payroll
Change Slips. (i) Combined Federal
Campaign Designations. (j) Copy of SF–
1150. (2) Time and Attendance Reports
(a) SF–71 Request for Leave. (b) Court
Leave Documents. (c) Request for
Advancement of Leave. (3) Payroll
Comprehensive Listing (a) Current
Payment Information. (b) Record of
Leave Earned and Used. (c) All
Deductions from Pay. (d) Personnel
Information such as Grade, Step, Salary,
Title, Date of Birth, Social Security
Number, Veterans Preference, Tenure,
etc. (4) Payroll Control Registers.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Title 5—Pay, Leave and Allowances.
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
These records may be used to disclose
information:
(1) To Federal Agencies and to State
and Local Agencies for tax purposes;
and
(2) To appropriate agencies, entities,
and persons when (a) the Department
suspects or has confirmed that the
security or confidentiality of
information in the system of records has
been compromised; (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 interests, 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 made
to such agencies, entities, and persons is
reasonably necessary to assist in
connection with the Department’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, DISPOSING
OF RECORDS IN THE SYSTEM:
STORAGE:
Hardcopy/Electronic/Microform.
RECORD ACCESS PROCEDURES:
Individuals requesting information
under the Privacy Act of 1974
concerning procedures for gaining
access or contesting records should
write to the Disclosure Officer at the
address shown above. All individuals
are urged to examine the rules of the
U.S. Department of the Treasury
published in 31 CFR Part 1, subpart C
concerning requirements of this
Department with respect to the Privacy
Act of 1974.
CONTESTING RECORD PROCEDURES:
See ‘‘Record access procedures’’
above.
RECORD SOURCE CATEGORIES:
From individual Service employees.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS.010
SYSTEM NAME:
Delegations and Designations of
Authority for Disbursing Functions—
Treasury/Financial Management
Service.
SYSTEM LOCATION:
Kansas City Regional Financial Center
(KFC), Financial Management Service,
Department of the Treasury, 4241 NE.
34th Street, Kansas City, MO 64117.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
RETRIEVABILITY:
Secured building, secured room and
locked cabinets.
Heads of Agencies, Certifying
Officers, Designated Agents, and other
Federal employees designated to
perform specific disbursement-related
functions.
RETENTION AND DISPOSAL:
CATEGORIES OF RECORDS IN THE SYSTEM:
Dispose of in accordance with
National Archives and Records
Administration General Records
Schedule 2.
Records are maintained on the
designation or removal of individuals to
act in a specified capacity pursuant to
a proper authorization.
By Social Security Number.
SAFEGUARDS:
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
SYSTEM MANAGER(S) AND ADDRESS:
Director, Personnel Management
Division, Financial Management
Service, Prince George’s Metro Center II,
3700 East-West Highway, Room 115–F,
Hyattsville, MD 20782.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of
1974 shall be addressed to the
Disclosure Officer, 401 14th St., SW.,
Washington, DC 20227. All individuals
making inquiries should provide with
their request as much descriptive matter
as is possible to identify the particular
record desired. The system manager will
advise as to whether FMS maintains the
record requested by the individual.
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Jkt 217001
5 U.S.C. 301; Executive Order 6166,
dated June 10, 1933.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
These records may be used to:
(1) Disclose to banking institutions,
Federal Reserve Banks, and Government
agencies for verification of information
on authority of individuals to determine
propriety of actions taken by such
individuals;
(2) Disclose pertinent information to
appropriate Federal, State, local or
foreign agencies responsible for
investigating or prosecuting the
violations of, or for enforcing or
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Fmt 4703
Sfmt 4703
implementing, a statute, rule,
regulation, order, or license, where the
disclosing agency becomes aware of an
indication of a violation or potential
violation of civil or criminal law or
regulation;
(3) Disclose information to a Federal,
State, or local agency, maintaining civil,
criminal or other relevant enforcement
information or other pertinent
information, which has requested
information relevant to or necessary to
the requesting agency’s or the bureau’s
hiring or retention of an individual, or
issuance of a security clearance, license,
contract, grant, or other benefit;
(4) Disclose information to a court,
magistrate, or administrative tribunal in
the course of presenting evidence,
including disclosures to opposing
counsel or witnesses in the course of
civil discovery, litigation, or settlement
negotiations, in response to a subpoena,
or in connection with criminal law
proceedings;
(5) Disclose information to foreign
governments in accordance with formal
or informal international agreements;
(6) Provide information to a
congressional office in response to an
inquiry made at the request of the
individual to whom the record pertains;
(7) Provide information to the news
media in accordance with guidelines
contained in 28 CFR 50.2 which relate
to an agency’s functions relating to civil
and criminal proceedings;
(8) Provide information to unions
recognized as exclusive bargaining
representatives under the Civil Service
Reform Act of 1978, 5 U.S.C. 7111 and
7114;
(9) Provide information to third
parties during the course of an
investigation to the extent necessary to
obtain information pertinent to the
investigation; and
(10) Disclose information to
appropriate agencies, entities, and
persons when (a) the Department
suspects or has confirmed that the
security or confidentiality of
information in the system of records has
been compromised; (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 interests, 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 made
to such agencies, entities, and persons is
reasonably necessary to assist in
connection with the Department’s
efforts to respond to the suspected or
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RECORD SOURCE CATEGORIES:
confirmed compromise and prevent,
minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, DISPOSING
OF RECORDS IN THE SYSTEM:
STORAGE:
Government Departments and
Agencies requiring services of Treasury
Department for issuance and payment of
Treasury checks.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Hardcopy/Electronic
STORAGE:
Hardcopy.
RETRIEVABILITY:
SAFEGUARDS:
TREASURY/FMS.012
SYSTEM NAME:
By name.
SAFEGUARDS:
Access to computerized records is
limited through use of access codes,
encryption techniques, and/or other
internal mechanisms, to those whose
official duties require access. Storage
facilities are secured by various means
such as security guards, badge access,
locked doors and locked cabinets.
RETENTION AND DISPOSAL:
Pre-complaint Counseling and
Complaint Activities—Treasury/
Financial Management Service.
Staff supervision is maintained during
the day. Records are kept locked in the
files.
RETENTION AND DISPOSAL:
SYSTEM LOCATION:
Financial Management Service, U.S.
Treasury Department, Prince George’s
Metro Center II, 3700 East-West
Highway, Room 132, Hyattsville, MD
20782.
Hardcopy records—destroy three
years after authority is revoked.
Electronic records—disposal is not
authorized at this time.3
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
SYSTEM MANAGER(S) AND ADDRESS:
CATEGORIES OF RECORDS IN THE SYSTEM:
Director, Kansas City Regional
Financial Center (KFC), Financial
Management Service, Department of the
Treasury, 4241 NE. 34th Street, Kansas
City, MO 64117.
Monthly pre-complaint activity
reports from seven Financial Centers
and Headquarters.
Employees seeking services of EEO
Counselors.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of
1974 shall be addressed to the
Disclosure Officer, Financial
Management Service, 401 14th St., SW.,
Washington, DC 20227. All individuals
making inquiries should provide with
their request as much descriptive matter
as is possible to identify the particular
record desired. The system managers
will advise as to whether the Service
maintains the record requested by the
individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information
under the Privacy Act of 1974
concerning procedures for gaining
access or contesting records should
write to the Disclosure Officer. All
individuals are urged to examine the
rules of the U.S. Department of the
Treasury published in 31 CFR part 1,
subpart C concerning requirements of
this Department with respect to the
Privacy Act of 1974.
CONTESTING RECORD PROCEDURES:
See ‘‘Record access procedures’’
above.
3 FMS
must submit a records schedule to NARA.
Until NARA approves the proposed records
schedule, disposal is not authorized.
VerDate Nov<24>2008
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, DISPOSING
OF RECORDS IN THE SYSTEM:
Filed by station and date of receipt.
None.
RETRIEVABILITY:
23015
16:43 May 14, 2009
Jkt 217001
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 7154; 42 U.S.C. 200e–16;
Executive Order 11478; and 5 CFR part
713.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
These records may be used to:
(1) Keep records on EEO Counseling
activities for annual submission to
Treasury; and
(2) Disclose information to
appropriate agencies, entities, and
persons when (a) the Department
suspects or has confirmed that the
security or confidentiality of
information in the system of records has
been compromised; (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 interests, 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 made
to such agencies, entities, and persons is
reasonably necessary to assist in
connection with the Department’s
efforts to respond to the suspected or
confirmed compromise and prevent,
minimize, or remedy such harm.
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Destroy EEO case files 4 years after
final adjustment. Destroy pre-complaint
counseling reports after 1 year.
SYSTEM MANAGER(S) AND ADDRESS:
EEO Officer, Financial Management
Service, Prince George’s Metro Center II,
3700 East-West Highway, Room 132,
Hyattsville, MD 20782.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of
1974 shall be addressed to the
Disclosure Officer, 401 14th Street, SW.,
Washington, DC 20227. All individuals
making inquiries should provide with
their request as much descriptive matter
as is possible to identify the particular
record desired. The system manager will
advise as to whether FMS maintains the
record requested by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information
under the Privacy Act of 1974
concerning procedures for gaining
access or contesting records should
write to the Disclosure Officer. All
individuals are urged to examine the
rules of the U.S. Department of the
Treasury published in 31 CFR part 1,
subpart C concerning requirements of
this Department with respect to the
Privacy Act of 1974.
CONTESTING RECORD PROCEDURES:
See ‘‘Record access procedures’’
above.
RECORD SOURCE CATEGORIES:
Monthly submissions by Financial
Centers and Headquarters.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS.013
SYSTEM NAME:
Gifts to the United States-Treasury/
Financial Management Service.
SYSTEM LOCATION:
Financial Management Service, U.S.
Department of the Treasury, Prince
George’s Metro Center II, 3700 East-West
Highway, Hyattsville, MD 20782.
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CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Donors of inter vivos and
testamentary gifts to the United States.
CATEGORIES OF RECORDS IN THE SYSTEM:
Correspondence, copies of wills and
court proceedings, and other material
related to gifts to the United States.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
The records may be used to disclose
information to appropriate agencies,
entities, and persons when (a) the
Department suspects or has confirmed
that the security or confidentiality of
information in the system of records has
been compromised; (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 interests, 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 made
to such agencies, entities, and persons is
reasonably necessary to assist in
connection with the Department’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:
Hardcopy.
RETRIEVABILITY:
Name of donor.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Records are located in the offices of
and with the Debt Management Services
staff of the Financial Management
Service, U.S. Department of the
Treasury at the following locations:
Liberty Center Building (Headquarters),
401 14th Street, SW., Washington, DC
20227; Prince George’s Plaza, 3700 EastWest Highway, Hyattsville, MD 20782;
and the Birmingham Debt Management
Operations Center, 190 Vulcan Road,
Homewood, Alabama 35209.
Federal Claims Collection Act of 1966
(Pub. L. 89–508), as amended by the
Debt Collection Act of 1982 (Pub. L. 97–
365, as amended); Deficit Reduction Act
of 1984 (Pub. L. 98–369, as amended);
Debt Collection Improvement Act of
1996 (Pub. L. 104–134, sec. 31001);
Taxpayer Relief Act of 1997 (Pub. L.
105–34); Internal Revenue Service
Restructuring and Reform Act of 1998
(Pub. L. 105–206); 26 U.S.C. 6402; 26
U.S.C. 6331; 31 U.S.C. Chapter 37
(Claims), Subchapter I (General) and
Subchapter II (Claims of the U.S.
Government).
Access is limited to persons on
official business.
RETENTION AND DISPOSAL:
Permanent retention.
SYSTEM MANAGER(S) AND ADDRESS:
Financial Information Management,
Directorate, Financial Management
Service, Prince George’s Metro Center II,
3700 East-West Highway, Hyattsville,
MD 20782.
NOTIFICATION PROCEDURE:
Individuals wishing to be notified if
they are named in this system of
records, or gain access to records
maintained in this system must submit
a written request containing the
following elements:
Jkt 217001
Disclosure Officer, Financial
Management Service, U.S. Department
of the Treasury, Liberty Center Building,
401 14th Street, SW., Washington, DC
20227.
CONTESTING RECORD PROCEDURES:
See ‘‘Record access procedures’’
above.
RECORD SOURCE CATEGORIES:
Individuals, executors, administrators
and other involved persons.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS.014
SYSTEM NAME:
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
SAFEGUARDS:
16:43 May 14, 2009
SYSTEM LOCATION:
RECORD ACCESS PROCEDURES:
31 U.S.C. 3113.
VerDate Nov<24>2008
Debt Collection Operations System—
Treasury/Financial Management
Service.
such as work and home address, and
work and home telephone numbers; and
name of employer and employer
address. Debts include unpaid taxes,
loans, assessments, fines, fees, penalties,
overpayments, advances, extensions of
credit from sales of goods or services,
and other amounts of money or property
owed to, or collected by, the Federal
Government or a state, including past
due support which is being enforced by
a state. The records also may contain
information about: (a) The debt, such as
the original amount of the debt, the debt
account number, the date the debt
originated, the amount of the
delinquency or default, the date of
delinquency or default, basis for the
debt, amounts accrued for interest,
penalties, administrative costs, and
payments on the account; (b) Actions
taken to collect or resolve the debt, such
as copies of demand letters or invoices,
documents or information required for
the referral of accounts to collection
agencies or for litigation, and collectors’
notes regarding telephone or other
communications related to the
collection or resolution of the debt; and
(c) The referring or governmental agency
that is collecting or owed the debt, such
as name, telephone number, and
address of the agency contact.
(1) Identify the record system;
(2) Identify the category and type of
records sought; and
(3) Provide at least two items of
secondary identification (date of birth,
employee identification number, dates
of employment or similar information).
Address inquiries to Disclosure Officer
(See ‘‘Record access procedures’’
below).
Individuals who owe debts to: (a) The
United States, through one or more of its
departments and agencies; and/or (b)
States, territories and commonwealths
of the United States, and the District of
Columbia (hereinafter collectively
referred to as ‘‘states’’).
CATEGORIES OF RECORDS IN THE SYSTEM:
Debt records containing information
about the debtor(s), the type of debt, the
governmental entity to which the debt is
owed, and the debt collection tools
utilized to collect the debt. The records
may contain identifying information,
such as name(s) and taxpayer
identifying number (i.e., social security
number or employer identification
number); debtor contact information,
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PURPOSE(S):
The purpose of this system is to
maintain records about individuals who
owe debt(s) to the United States,
through one or more of its departments
and agencies, and/or to states, including
past due support enforced by states. The
information contained in the records is
maintained for the purpose of taking
action to facilitate the collection and
resolution of the debt(s) using various
collection methods, including, but not
limited to, requesting repayment of the
debt by telephone or in writing, offset,
levy, administrative wage garnishment,
referral to collection agencies or for
litigation, and other collection or
resolution methods authorized or
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required by law. The information also is
maintained for the purpose of providing
collection information about the debt to
the agency collecting the debt, to
provide statistical information on debt
collection operations, and for the
purpose of testing and developing
enhancements to the computer systems
which contain the records.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
These records may be used to disclose
information to:
(1) Appropriate Federal, state, local or
foreign agencies responsible for
investigating or implementing a statute,
rule, regulation, order, or license;
(2) A court, magistrate, or
administrative tribunal in the course of
presenting evidence, including
disclosures to opposing counsel or
witnesses in the course of civil
discovery, litigation, or settlement
negotiations, in response to a subpoena
where relevant or potentially relevant to
a proceeding, or in connection with
criminal law proceedings;
(3) A congressional office in response
to an inquiry made at the request of the
individual to whom the record pertains;
(4) Any Federal agency, state or local
agency, U.S. territory or commonwealth,
or the District of Columbia, or their
agents or contractors, including private
collection agencies (consumer and
commercial):
a. To facilitate the collection of debts
through the use of any combination of
various debt collection methods
required or authorized by law,
including, but not limited to;
(i) Request for repayment by
telephone or in writing;
(ii) Negotiation of voluntary
repayment or compromise agreements;
(iii) Offset of Federal payments,
which may include the disclosure of
information contained in the records for
the purpose of providing the debtor
with appropriate pre-offset notice and to
otherwise comply with offset
prerequisites, to facilitate voluntary
repayment in lieu of offset, and to
otherwise effectuate the offset process;
(iv) Referral of debts to private
collection agencies, to Treasurydesignated debt collection centers, or for
litigation;
(v) Administrative and court-ordered
wage garnishment;
(vi) Debt sales;
(vii) Publication of names and
identities of delinquent debtors in the
media or other appropriate places; and
(viii) Any other debt collection
method authorized by law;
VerDate Nov<24>2008
16:43 May 14, 2009
Jkt 217001
b. To conduct computerized
comparisons to locate Federal payments
to be made to debtors;
c. To conduct computerized
comparisons to locate employers of, or
obtain taxpayer identifying numbers or
other information about, an individual
for debt collection purposes;
d. To collect a debt owed to the
United States through the offset of
payments made by states, territories,
commonwealths, or the District of
Columbia;
e. To account or report on the status
of debts for which such entity has a
financial or other legitimate need for the
information in the performance of
official duties;
f. For the purpose of denying Federal
financial assistance in the form of a loan
or loan guaranty to an individual who
owes delinquent debt to the United
States or who owes delinquent child
support that has been referred to FMS
for collection by administrative offset;
g. To develop, enhance and/or test
database, matching, communications, or
other computerized systems which
facilitate debt collection processes; or
h. For any other appropriate debt
collection purpose.
(5) The Department of Defense, the
U.S. Postal Service, or other Federal
agency for the purpose of conducting an
authorized computer matching program
in compliance with the Privacy Act of
1974, as amended, to identify and locate
individuals receiving Federal payments
including, but not limited to, salaries,
wages, and benefits), which may
include the disclosure of information
contained in the records for the purpose
of requesting voluntary repayment or
implementing Federal employee salary
offset or other offset procedures;
(6) The Department of Justice for the
purpose of litigation to enforce
collection of a delinquent debt or to
obtain the Department of Justice’s
concurrence in a decision to
compromise, suspend, or terminate
collection action on a debt;
(7) Any individual or other entity who
receives Federal payments as a joint
payee with a debtor for the purpose of
providing notice of, and information
about, offsets from such Federal
payments; and
(8) Any individual or entity:
a. To facilitate the collection of debts
through the use of any combination of
various debt collection methods
required or authorized by law,
including, but not limited to:
(i) Administrative and court-ordered
wage garnishment;
(ii) Report information to commercial
credit bureaus;
(iii) Conduct asset searches;
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Sfmt 4703
23017
(iv) Publish names and identities of
delinquent debtors in the media or other
appropriate places; or
(v) Debt sales;
b. For the purpose of denying Federal
financial assistance in the form of a loan
or loan guaranty to an individual who
owes delinquent debt to the United
States or who owes delinquent child
support that has been referred to FMS
for collection by administrative offset;
or
c. For any other appropriate debt
collection purpose. Disclosure to
consumer reporting agencies, including
for the provision of routine debt
collection services by an FMS contractor
subject to the same limitations
applicable to FMS officers and
employees under the Privacy Act:
Debt information concerning a
government claim against a debtor is
also furnished, in accordance with 5
U.S.C. 552a(b)(12) and 31 U.S.C.
3711(e), to consumer reporting agencies,
as defined by the Fair Credit Reporting
Act, 5 U.S.C. 1681(f), to encourage
repayment of an overdue debt; and
(9) Appropriate agencies, entities, and
persons when (A) the Department
suspects or has confirmed that the
security or confidentiality of
information in the system of records has
been compromised; (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 interests, 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
made to such agencies, entities, and
persons is reasonably necessary to assist
in connection with the Department’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:
Hardcopy/Electronic
RETRIEVABILITY:
Records are retrieved by various
combinations of name, taxpayer
identifying number (i.e., Social Security
number or employer identification
number), or debt account number.
SAFEGUARDS:
All officials access the system of
records on a need-to-know basis only, as
authorized by the system manager.
Procedural and physical safeguards are
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utilized, such as accountability, receipt
records, and specialized
communications security. Access to
computerized records is limited,
through use of access codes, entry logs,
and other internal mechanisms, to those
whose official duties require access.
Hard-copy records are held in steel
cabinets, with access limited by visual
controls and/or lock system. During
normal working hours, files are attended
by responsible officials; files are locked
up during non-working hours. The
building is patrolled by uniformed
security guards.
and asset search companies, credit
bureaus, Federal, state or local agencies
furnishing identifying information and/
or address of debtor information, or
from public documents.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS.016
SYSTEM NAME:
Payment Records for Other Than
Regular Recurring Benefit Payments—
Treasury/Financial Management
Service.
RETENTION AND DISPOSAL:
SYSTEM LOCATION:
Retention periods vary by record type,
up to a maximum of seven years after
the end of the fiscal year in which a
debt is resolved or returned to the
agency as uncollectible.
The Financial Management Service,
U.S. Department of the Treasury,
Washington, DC 20227 and Hyattsville,
MD 20782. Records maintained at
Financial Centers in five regions:
Austin, TX; Birmingham, AL; Kansas
City, MO; Philadelphia, PA; and San
Francisco, CA. Records also are located
throughout the United States at Federal
Reserve Banks which act as Treasury’s
fiscal agents. The address(es) of the
fiscal agents may be obtained from the
system managers.
SYSTEM MANAGER(S) AND ADDRESS:
System Manager, Debt Management
Services, Financial Management
Service, 401 14th Street, SW.,
Washington, DC 20227.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of
1974, as amended, shall be addressed to
the Disclosure Officer, Financial
Management Service, 401 14th Street,
SW., Washington, DC 20227. All
individuals making inquiries should
provide with their request as much
descriptive matter as is possible to
identify the particular record desired.
The system manager will advise as to
whether FMS maintains the records
requested by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information
under the Privacy Act of 1974, as
amended, concerning procedures for
gaining access or contesting records
should write to the Disclosure Officer.
All individuals are urged to examine the
rules of the U.S. Department of the
Treasury published in 31 CFR part 1,
subpart C, and appendix G, concerning
requirements of this Department with
respect to the Privacy Act of 1974, as
amended.
CONTESTING RECORD PROCEDURES:
See RECORD ACCESS PROCEDURES
above.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Persons who are the intended
recipients or recipients of payments
from the United States Government, and
for whom vouchers have been certified
for payment by departments or agencies
and sent to FMS for disbursement.
CATEGORIES OF RECORDS IN THE SYSTEM:
Payment records showing name,
Social Security or employer
identification number or other agency
identification number, address, payment
amount, date of issuance, check number
and symbol or other payment
identification number, routing number
of the payee’s financial institution and
the payee’s account number at the
financial institution, vendor contract
and/or purchase order, and the name
and location number of the certifying
department or agency.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; Executive Order 6166,
dated June 10, 1933.
PURPOSE:
RECORD SOURCE CATEGORIES:
Information in this system is provided
by the individual on whom the record
is maintained, Federal and state
agencies to which the debt is owed,
Federal employing agencies and other
entities that employ the individual,
Federal and state agencies issuing
payments, collection agencies, locator
To facilitate disbursement of Federal
monies to individuals by check or
electronically, authorized under various
programs of the Federal Government.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
VerDate Nov<24>2008
16:43 May 14, 2009
Jkt 217001
These records may be used to:
(1) Disclose to the banking industry
for payment verification;
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(2) Disclose to Federal agencies,
departments and agencies for whom
payments are made, and payees;
(3) Disclose pertinent information to
appropriate Federal, State, local or
foreign agencies responsible for
investigating or prosecuting violations
of, or for enforcing or implementing, a
statute, rule, regulation, order, or
license, where the disclosing agency
becomes aware of an indication of a
violation or potential violation of civil
or criminal law or regulation;
(4) Disclose information to a Federal,
State, or local agency, maintaining civil,
criminal or other relevant enforcement
information or other pertinent
information, which has requested
information relevant to or necessary to
the requesting agency’s or the bureau’s
hiring or retention of an individual, or
issuance of a security clearance, license,
contract, grant, or other benefit;
(5) Disclose information to a court,
magistrate, or administrative tribunal in
the course of presenting evidence,
including disclosures to opposing
counsel or witnesses in the course of
civil discovery, litigation, or settlement
negotiations, in response to a subpoena,
or in connection with criminal law
proceedings;
(6) Disclose information to foreign
governments in accordance with formal
or informal international agreements;
(7) Provide information to a
congressional office in response to an
inquiry made at the request of the
individual to whom the record pertains;
(8) Provide information to the news
media in accordance with guidelines
contained in 28 CFR 50.2 which relate
to an agency’s functions relating to civil
and criminal proceedings;
(9) Provide information to unions
recognized as exclusive bargaining
representatives under the Civil Service
Reform Act of 1978, 5 U.S.C. 7111 and
7114;
(10) Provide information to third
parties during the course of an
investigation to the extent necessary to
obtain information pertinent to the
investigation;
(11) Disclose information concerning
delinquent debtors to Federal creditor
agencies, their employees, or their
agents for the purpose of facilitating or
conducting Federal administrative
offset, Federal tax refund offset, Federal
salary offset, or for any other authorized
debt collection purpose;
(12) Disclose information to any State,
Territory or Commonwealth of the
United States or the District of Columbia
to assist in the collection of State,
Commonwealth, Territory or District of
Columbia claims pursuant to a
reciprocal agreement between FMS and
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the State, Territory, Commonwealth or
the District of Columbia;
(13) Disclose to the Defense
Manpower Data Center and the United
States Postal Service and other Federal
agencies through authorized computer
matching programs for the purpose of
identifying and locating individuals
who are delinquent in their repayment
of debts owed to the Department or
other Federal agencies in order to
collect those debts through salary offset
and administrative offset, or by the use
of other debt collection tools;
(14) Disclose information to a
contractor of the Financial Management
Service for the purpose of performing
routine payment processing services,
subject to the same limitations
applicable to FMS officers and
employees under the Privacy Act;
(15) Disclose information to a fiscal or
financial agent of the Financial
Management Service, its employees,
agents, and contractors, or to a
contractor of the Financial Management
Service, for the purpose of ensuring the
efficient administration of payment
processing services, subject to the same
or equivalent limitations applicable to
FMS officers and employees under the
Privacy Act; and
(16) Disclose information to
appropriate agencies, entities, and
persons when (b) the Department
suspects or has confirmed that the
security or confidentiality of
information in the system of records has
been compromised; (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 interests, 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 made
to such agencies, entities, and persons is
reasonably necessary to assist in
connection with the Department’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:
Disposal is not authorized at this
time.4
SYSTEM MANAGER(S) AND ADDRESS:
Chief Disbursing Officer, Financial
Management Service; Financial
Management Service, 401 14th Street,
SW., Washington, DC 20227.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of
1974 shall be sent to the Disclosure
Officer at 401 14th Street, SW.,
Washington, DC 20227. All individuals
making inquiries should provide with
their request as much descriptive matter
as is possible to identify the particular
record desired. The system manager will
advise as to whether FMS maintains the
record requested by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information
under the Privacy Act of 1974
concerning procedures for gaining
access or contesting records should
write to the Disclosure Officer at the
address shown above. All individuals
are urged to examine the rules of the
U.S. Department of the Treasury
published in 31 CFR Part 1, subpart C
concerning requirements of this
department with respect to the Privacy
Act of 1974.
CONTESTING RECORD PROCEDURES:
See Record Access Procedures above.
RECORD SOURCE CATEGORIES:
Federal departments and agencies
responsible for certifying, disbursing
and collecting Federal payments;
Treasury fiscal and financial agents that
process payments and collections; and
commercial database vendors. Each of
these record sources may include
information obtained from individuals.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS.017
Collections Records—Treasury/
Financial Management Service.
RETRIEVABILITY:
Records are retrieved by name,
employer identification number (EIN)
and social security number.
SAFEGUARDS:
These records are available only to
those persons whose official duties
16:43 May 14, 2009
RETENTION AND DISPOSAL:
SYSTEM NAME:
Hardcopy/Electronic.
VerDate Nov<24>2008
require such access. Records are kept in
limited access areas during duty hours
and in locked cabinets at all other times.
Records are password protected and are
maintained in a building subject to 24hour security.
Jkt 217001
4 FMS is updating its records schedules for these
records to provide for a retention period of seven
years for most payment records and a retention
period of 20 years for certain trust-fund-related
records. FMS must submit these records schedules
to NARA. Until NARA approves the updated
records schedules, disposal is not authorized.
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Sfmt 4703
23019
SYSTEM LOCATION:
Records are located at the Financial
Management Service, U.S. Department
of the Treasury, Liberty Center Building
(Headquarters), 401 14th Street, SW.,
Washington, DC 20227. Records are also
located throughout the United States at
various Federal Reserve Banks and
financial institutions, which act as
Treasury’s fiscal and financial agents.
The address(es) of the fiscal and
financial agents may be obtained from
the system manager below.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals who electronically
authorize payments to the Federal
government through the use of
communication networks, such as the
Internet, via means such as Automated
Clearing House (ACH), check
conversion, credit card, and/or stored
value card.
CATEGORIES OF RECORDS IN THE SYSTEM:
Collections records containing
information about individuals who
electronically authorize payments to the
Federal government to the extent such
records are covered by the Privacy Act
of 1974. The records may contain
identifying information, such as an
individual’s name(s), taxpayer
identifying number (i.e., Social Security
number or employer identification
number), home address, home
telephone number, and personal e-mail
address (home and work); an
individual’s employer’s name, address,
telephone number, and e-mail address;
an individual’s date of birth and driver’s
license number; information about an
individual’s bank account(s) and other
types of accounts from which payments
are made, such as financial institution
routing and account number; credit card
numbers; information about an
individual’s payments made to or from
the United States (or to other entities
such as private contractors for the
Federal government), including the
amount, date, status of payments,
payment settlement history, and
tracking numbers used to locate
payment information; user name and
password assigned to an individual;
other information used to identify and/
or authenticate the user of an electronic
system to authorize and make payments,
such as a unique question and answer
chosen by an individual; information
concerning the authority of an
individual to use an electronic system
(access status) and the individual’s
historical use of the electronic system.
The records also may contain
information about the governmental
agency to which payment is made and
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information required by such agency as
authorized or required by law.
The information contained in the
records covered by FMS’s system of
records is necessary to process financial
transactions while protecting the
government and the public from
financial risks that could be associated
with electronic transactions. It is noted
that the system covers records obtained
in connection with various mechanisms
that are either used currently or may be
used in the future for electronic
financial transactions. Not every
transaction will require the maintenance
of all of the information listed in this
section. The categories of records cover
the broad spectrum of information that
might be connected to various types of
transactions.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; 31 U.S.C. 321; 31 U.S.C.
chapter 33; 31 U.S.C. 3720.
PURPOSE(S):
The purpose of this system is to
maintain records about individuals who
electronically authorize payments to the
Federal government. The information
contained in the records is maintained
for the purpose of facilitating the
collection and reporting of receipts from
the public to the Federal government
and to minimize the financial risk to the
Government and the public of
unauthorized use of electronic payment
methods. Examples of payment
mechanisms authorized electronically
include ACH, check conversion, credit
card, or stored value cards. Individuals
may authorize payments using paper
check conversion or Internet-based
systems through programs such as
‘‘Pay.gov’’ and ‘‘Electronic Federal
Taxpayer Payment System (EFTPS).’’
The information also is maintained to:
(a) Provide collections information to
the Federal agency collecting the public
receipts;
(b) Authenticate the identity of
individuals who electronically
authorize payments to the Federal
government;
(c) Verify the payment history and
eligibility of individuals to
electronically authorize payments to the
Federal government;
(d) Provide statistical information on
collections operations;
(e) Test and develop enhancements to
the computer systems that contain the
records; and
(f) Collect debts owed to the Federal
government from individuals when the
debt arises from the unauthorized use of
electronic payment methods.
FMS’s use of the information
contained in the records is necessary to
VerDate Nov<24>2008
16:43 May 14, 2009
Jkt 217001
process financial transactions while
protecting the government and the
public from financial risks that could be
associated with electronic transactions.
The records are collected and
maintained for three primary reasons.
First, in order to process a payment
electronically, a payor needs to submit
his or her name and bank account or
credit card account information.
Without such information, FMS would
not be able to process the payment as
requested by the individual authorizing
the payment. Second, to authenticate
the identity of the person initiating the
electronic transaction, FMS may, in
some instances, require some or all of
the information described in ‘‘Categories
of records in the system,’’ above,
depending upon the level of risk
associated with a particular type of
transaction. Third, to verify the
financial and other information
provided by the person initiating the
electronic transaction and to evaluate
the payor’s ability to make the payment
authorized, FMS may compare
information submitted with information
available in FMS’s electronic
transaction historical database or
commercial databases used for
verification purposes, much like a store
clerk determines whether someone
paying by paper check has a history of
writing bad checks. The ability to
research historical transaction
information will help eliminate the risk
of fraudulent activity, such as the
purchase of government products using
an account with insufficient funds or
using a stolen identity. By collecting
and maintaining a certain amount of
unique personal information about an
individual who purchases goods from
the government, FMS can help ensure
that the individual’s sensitive financial
information will not be fraudulently
accessed or used by anyone other than
the individual.
In addition, the information contained
in the covered records will be used for
collateral purposes related to the
processing of financial transactions,
such as collection of statistical
information on operations, development
of computer systems, investigation of
unauthorized or fraudulent activity
related to electronic transactions, and
the collection of debts arising out of
such activity.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
These records may be used to disclose
information to:
(1) Appropriate Federal, state, local or
foreign agencies responsible for
investigating or prosecuting the
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Fmt 4703
Sfmt 4703
violation of, or for enforcing or
implementing, a statute, rule,
regulation, order, or license, but only if
the investigation, prosecution,
enforcement or implementation
concerns a transaction(s) or other
event(s) that involved (or contemplates
involvement of), in whole or part, an
electronic method of collecting receipts
for the Federal government. The records
and information may also be disclosed
to commercial database vendors to the
extent necessary to obtain information
pertinent to such an investigation,
prosecution, enforcement or
implementation;
(2) Commercial database vendors for
the purposes of authenticating the
identity of individuals who
electronically authorize payments to the
Federal government, to obtain
information on such individuals’
payment or check writing history, and
for administrative purposes, such as
resolving a question about a transaction.
For purposes of this notice, the term
‘‘commercial database vendors’’ means
vendors who maintain and disclose
information from consumer credit,
check verification, and address
databases;
(3) A court, magistrate, or
administrative tribunal, in the course of
presenting evidence, including
disclosures to opposing counsel or
witnesses, for the purpose of civil
discovery, litigation, or settlement
negotiations or in response to a
subpoena, where arguably relevant to
the litigation, or in connection with
criminal law proceedings;
(4) A congressional office in response
to an inquiry made at the request of the
individual to whom the record pertains;
(5) Fiscal agents, financial agents,
financial institutions, and contractors
for the purpose of performing financial
management services, including, but not
limited to, processing payments,
investigating and rectifying possible
erroneous reporting information,
creating and reviewing statistics to
improve the quality of services
provided, conducting debt collection
services, or developing, testing and
enhancing computer systems;
(6) Federal agencies, their agents and
contractors for the purposes of
facilitating the collection of receipts,
determining the acceptable method of
collection, the accounting of such
receipts, and the implementation of
programs related to the receipts being
collected;
(7) Federal agencies, their agents and
contractors, credit bureaus, and
employers of individuals who owe
delinquent debt for the purpose of
garnishing wages only when the debt
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arises from the unauthorized use of
electronic payment methods. The
information will be used for the purpose
of collecting such debt through offset,
administrative wage garnishment,
referral to private collection agencies,
litigation, reporting the debt to credit
bureaus, or for any other authorized
debt collection purpose;
(8) Financial institutions, including
banks and credit unions, and credit card
companies for the purpose of collections
and/or investigating the accuracy of
information required to complete
transactions using electronic methods
and for administrative purposes, such as
resolving questions about a transaction;
and
(9) Appropriate agencies, entities, and
persons when (a) the Department
suspects or has confirmed that the
security or confidentiality of
information in the system of records has
been compromised; (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 interests, 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 made
to such agencies, entities, and persons is
reasonably necessary to assist in
connection with the Department’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:
401 14th Street, SW., Washington, DC
20227.
STORAGE:
NOTIFICATION PROCEDURE:
Electronic.
RETRIEVABILITY:
Records are retrieved by account
number (such as financial institution
account number or credit card account
number), name (including an
authentication credential, e.g., a user
name), social security number,
transaction identification number, or
other alpha/numeric identifying
information.
SAFEGUARDS:
All officials access the system of
records on a need-to-know basis only, as
authorized by the system manager after
security background checks. Procedural
and physical safeguards, such as
personal accountability, audit logs, and
specialized communications security,
are utilized. Accountability and audit
logs allow systems managers to track the
actions of every user of the system. Each
user has an individual password (as
opposed to a group password) for which
he or she is responsible. Thus, a system
manager can identify access to the
records by user. Access to computerized
records is limited, through use of
encryption, access codes, and other
internal mechanisms, to those whose
official duties require access. Storage
facilities are secured by various means
such as security guards, locked doors
with key entry, and limited virtual
access requiring a physical token.
RETENTION AND DISPOSAL:
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
Disposal is not authorized at this
time.5
Debt information concerning a
government claim against a debtor when
the debt arises from the unauthorized
use of electronic payment methods is
also furnished, in accordance with 5
U.S.C. 552a(b)(12) and 31 U.S.C.
3711(e), to consumer reporting agencies,
as defined by the Fair Credit Reporting
Act, 5 U.S.C. 1681(f), to encourage
repayment of a delinquent debt.
SYSTEM MANAGER(S) AND ADDRESS:
VerDate Nov<24>2008
16:43 May 14, 2009
Jkt 217001
23021
Assistant Commissioner, Federal
Finance, Financial Management Service,
5 FMS is updating its records schedules for these
records to provide for a retention period of seven
years for most collections records, and a retention
period of 20 years for certain trust-fund-related
records. FMS must submit the record schedules to
NARA. Until NARA approves the updated records
schedules, disposal is not authorized.
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Fmt 4703
Sfmt 4703
Inquiries under the Privacy Act of
1974, as amended, shall be addressed to
the Disclosure Officer, Financial
Management Service, 401 14th Street,
SW., Washington, DC 20227. All
individuals making inquiries should
provide with their request as much
descriptive matter as is possible to
identify the particular record desired.
The system manager will advise as to
whether FMS maintains the records
requested by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information
under the Privacy Act of 1974, as
amended, concerning procedures for
gaining access to or contesting records
should write to the Disclosure Officer.
All individuals are urged to examine the
rules of the U.S. Department of the
Treasury published in 31 CFR part 1,
subpart C, and appendix G, concerning
requirements of this Department with
respect to the Privacy Act of 1974, as
amended.
CONTESTING RECORD PROCEDURES:
See ‘‘Record access procedures’’
above.
RECORD SOURCE CATEGORIES:
Information in this system is provided
by the individual on whom the record
is maintained (or by his or her
authorized representative), other
persons who electronically authorize
payments to the Federal government,
Federal agencies responsible for
collecting receipts, Federal agencies
responsible for disbursing and issuing
Federal payments, Treasury fiscal and
financial agents that process collections,
and commercial database vendors.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
[FR Doc. E9–11415 Filed 5–14–09; 8:45 am]
BILLING CODE 4810–35–P
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Agencies
[Federal Register Volume 74, Number 93 (Friday, May 15, 2009)]
[Notices]
[Pages 23006-23021]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E9-11415]
-----------------------------------------------------------------------
DEPARTMENT OF THE TREASURY
Fiscal Service
Financial Management Service; Privacy Act of 1974: Systems of
Records
AGENCY: Financial Management Service, Fiscal Service, Treasury.
ACTION: Notice of systems of records.
-----------------------------------------------------------------------
SUMMARY: In accordance with the requirements of the Privacy Act of
1974, as amended, 5 U.S.C. 552a, Financial Management Service is
publishing its inventory of Privacy Act systems of records.
SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act of 1974 (5
U.S.C. 552a) and the Office of Management and Budget (OMB) Circular No.
A-130, Financial Management Service (FMS) has completed a review of its
Privacy Act systems of records notices to identify minor changes to
those notices. FMS' Privacy Act systems of records were last published
on June 14, 2005 at 70 FR 34522-34535.
The following system of records was added to FMS' inventory of
Privacy Act notices since June 14, 2005: FMS.006--Direct Deposit
Enrolment Records, published October 12, 2005 at 70 FR 59395.
On May 22, 2007, the Office of Management and Budget (OMB) issued
Memorandum M-07-16 entitled ``Safeguarding Against and Responding to
the Breach of Personally Identifiable Information.'' It required
agencies to publish the routine use recommended by the President's
Identity Theft Task Force. As part of that effort, the Department
published the notice of the proposed routine use on October 3, 2007, at
72 FR 56434, and it was effective on November 13, 2007. The new routine
use has been added to each FMS system of records below.
The systems notices are reprinted in their entirety following the
Table of Contents.
Systems Covered by This Notice
This notice covers all systems of records adopted by FMS up to
August 1, 2008. The systems notices are reprinted in their entirety
following the Table of Contents.
Dated: May 12, 2009.
Elizabeth Cuffe,
Deputy Assistant Secretary Privacy and Treasury Records.
Financial Management Service (FMS)
Table of Contents
FMS.001--Administrative Records.
FMS.002--Payment Issue Records for Regular Recurring Benefit
Payments.
FMS.003--Claims and Inquiry Records on Treasury Checks, and
International Claimants.
FMS.004--Education and Training Records.
FMS.005--FMS Personnel Records.
FMS.006--Direct Deposit Enrollment Records.
FMS.007--Payroll and Pay Administration.
FMS.010--Records of Accountable Officers' Authority With Treasury.
FMS.012--Pre-complaint Counseling and Complaint Activities.
FMS.013--Gifts to the United States.
FMS.014--Debt Collection Operations System.
FMS.016--Payment Records for Other Than Regular Recurring Benefit
Payments.
FMS.017--Collections Records.
TREASURY/FMS.001
SYSTEM NAME:
Administrative Records--Treasury/Financial Management Service.
SYSTEM LOCATION:
Financial Management Service, U.S. Department of the Treasury,
Prince George's Metro Center II, 3700 East-West Highway, Room 144,
Hyattsville, MD 20782. Also, please see Appendix I.
[[Page 23007]]
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Financial Management Service personnel.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Motor Vehicle Accident Reports; (2) Parking Permits; (3)
Distribution list of individuals requesting various Treasury
publications; (4) Treasury Credentials.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to:
(1) Disclose to GSA for driver's permits, parking permits, accident
reports, and credentials;
(2) Disclose to GPO for servicing public on Treasury publications;
(3) Disclose to appropriate agencies, entities, and persons when
(a) the Department suspects or has confirmed that the security or
confidentiality of information in the system of records has been
compromised; (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 interests, 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 made to such
agencies, entities, and persons is reasonably necessary to assist in
connection with the Department'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,
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Hardcopy/Electronic.
RETRIEVABILITY:
By name and by Treasury publication.
SAFEGUARDS:
Locked containers.
Administrative Procedure--names are not given to anyone except
those who control the listing.
RETENTION AND DISPOSAL:
(1) Distribution List [printed materials]--destroy one year after
the end of the fiscal year during which the records were created.
(2) Motor Vehicle Accident Reports--destroy six years after the end
of the fiscal year during which the records were created.
(3) Treasury Credentials--destroy in accordance with National
Archives and Records Administration General Records Schedule 11, item
4.
(4) Parking Permits--destroy two years after the end of the fiscal
year during which the records were created.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Facilities Management Division, Financial Management
Service, U.S. Department of the Treasury, Prince George's Metro Center
II, 3700 East-West Highway, Room 144, Hyattsville, MD 20782.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974 shall be sent to the
Disclosure Officer, Financial Management Service, U.S. Department of
the Treasury, Liberty Center Building, 401 14th St., SW., Washington,
DC 20227. All individuals making inquiries should provide with their
request as much descriptive matter as is possible to identify the
particular record desired. The system manager will advise as to whether
the Service maintains the record requested by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974
concerning procedures for gaining access or contesting records should
write to the Disclosure Officer at the address shown above. All
individuals are urged to examine the rules of the U.S. Department of
the Treasury published in 31 CFR part 1, subpart C concerning
requirements of this Department with respect to the Privacy Act of
1974.
CONTESTING RECORD PROCEDURES:
See ``Record access procedures'' above.
RECORD SOURCE CATEGORIES:
Financial Management Service personnel.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
Appendix I to FMS.001
Motor Vehicle Accident Reports: Prince George's Metro
Center II, 3700 East-West Highway, Room 127, Hyattsville, MD 20782.
Parking Permits: 1. Prince George's Metro Center II, 3700
East-West Highway, Room 127, Hyattsville, MD 20782. 2. Liberty Center
Building, 401 14th Street, SW., Room 118, Washington, DC 20227.
Distribution List: Prince George's Metro Center II, 3700
East-West Highway, Hyattsville, MD 20782.
Treasury Credentials: Prince George's Metro Center II,
3700 East-West Highway, Room 158-B, Hyattsville, MD 20782.
TREASURY/FMS.002
SYSTEM NAME:
Payment Issue Records for Regular Recurring Benefit Payments--
Treasury/Financial Management Service.
SYSTEM LOCATION:
The Financial Management Service, U.S. Department of the Treasury,
Washington, DC 20227 and Hyattsville, MD 20782. Records maintained at
Financial Centers in five regions: Austin, TX; Birmingham, AL; Kansas
City, MO; Philadelphia, PA; and San Francisco, CA.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
(1) Beneficiaries of Title II of the Social Security Act.
(2) Beneficiaries of Title XVI of the Social Security Act.
(3) Beneficiaries of the Civil Service Retirement System.
(4) Beneficiaries of the Railroad Retirement System.
(5) Beneficiaries of the Department of Veterans Affairs.
(6) Holders of Series H and HH Bonds (interest payment).
CATEGORIES OF RECORDS IN THE SYSTEM:
Payment issue records for regular recurring benefit payments
showing name, check number and symbol, or other identification,
address, account number, payment amount, and date of issuance for each
of the categories of individuals listed above.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; Executive Order 6166, dated June 10, 1933.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to:
(1) Disclose to banking industry for payment verification;
(2) Disclose to Federal investigative agencies, Departments and
agencies for whom payments are made, and payees;
(3) Disclose pertinent information to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violations of, or for enforcing or implementing, a statute, rule,
regulation, order, or license, where the disclosing agency becomes
aware of an indication of a violation or potential violation of civil
or criminal law or regulation;
(4) Disclose information to a Federal, State, or local agency
maintaining civil,
[[Page 23008]]
criminal or other relevant enforcement information or other pertinent
information, which has requested information relevant or necessary to
the requesting agency's or the bureau's hiring or retention of an
individual, or issuance of a security clearance, license, contract,
grant, or other benefit;
(5) Disclose information to a court, magistrate, or administrative
tribunal of competent jurisdiction;
(6) Disclose information to foreign governments in accordance with
formal or informal international agreements;
(7) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(8) Provide information to the news media in accordance with
guidelines contained in 28 CFR 50.2 which relate to an agency's
functions relating to civil and criminal proceedings;
(9) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114;
(10) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation;
(11) Disclose information concerning delinquent debtors to Federal
creditor agencies, their employees, or their agents for the purpose of
facilitating or conducting Federal administrative offset, Federal tax
refund offset, Federal salary offset, or for any other authorized debt
collection purpose;
(12) Disclose information to any State, Territory or Commonwealth
of the United States, or the District of Columbia to assist in the
collection of State, Commonwealth, Territory or District of Columbia
claims pursuant to a reciprocal agreement between FMS and the State,
Commonwealth, Territory or the District of Columbia;
(13) Disclose to the Defense Manpower Data Center and the United
States Postal Service and other Federal agencies through authorized
computer matching programs for the purpose of identifying and locating
individuals who are delinquent in their repayment of debts owed to the
Department or other Federal agencies in order to collect those debts
through salary offset and administrative offset, or by the use of other
debt collection tools;
(14) Disclose information to a contractor of the Financial
Management Service for the purpose of performing routine payment
processing services, subject to the same limitations applicable to FMS
officers and employees under the Privacy Act;
(15) Disclose information to a fiscal or financial agent of the
Financial Management Service, its employees, agents, and contractors,
or to a contractor of the Financial Management Service, for the purpose
of ensuring the efficient administration of payment processing
services, subject to the same or equivalent limitations applicable to
FMS officers and employees under the Privacy Act; and
(16) Disclose information to appropriate agencies, entities, and
persons when (a) the Department suspects or has confirmed that the
security or confidentiality of information in the system of records has
been compromised; (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 interests, 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 made to
such agencies, entities, and persons is reasonably necessary to assist
in connection with the Department'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,
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Hardcopy/Electronic.
RETRIEVABILITY:
By account number.
SAFEGUARDS:
Computer password system, card-key entry system, limited to
authorized personnel.
RETENTION AND DISPOSAL:
Disposal is not authorized at this time.\1\
---------------------------------------------------------------------------
\1\ FMS has submitted a records schedule to the National
Archives and Records Administration (NARA) with a proposed retention
period of seven years. Until NARA approves the proposed records
schedule, disposal is not authorized.
---------------------------------------------------------------------------
SYSTEM MANAGER(S) AND ADDRESS:
Chief Disbursing Officer, Financial Management Service, 401 14th
Street, SW., Washington, DC 20227.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974 shall be addressed to the
Disclosure Officer, Financial Management Service, 401 14th Street, SW.,
Washington, DC 20227. All individuals making inquiries should provide
with their request as much descriptive matter as is possible to
identify the particular record desired. The system manager will advise
as to whether the Service maintains the record requested by the
individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974
concerning procedures for gaining access or contesting records should
write to the Disclosure Officer at the address shown above. All
individuals are urged to examine the rules of the U.S. Department of
the Treasury published in 31 CFR, part 1, subpart C concerning
requirements of this Department with respect to the Privacy Act of
1974.
CONTESTING RECORD PROCEDURES:
See ``Record access procedures'' above.
RECORD SOURCE CATEGORIES:
Voucher certifications by Departments and agencies for whom
payments are made.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS.003
SYSTEM NAME:
Claims and Inquiry Records on Treasury Checks, and International
Claimants--Treasury/Financial Management Service.
SYSTEM LOCATION:
Financial Management Service, U.S. Department of the Treasury,
Prince George's Metro Center II, 3700 East-West Highway, Room 727D,
Hyattsville, MD 20782.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
(1) Payees and holders of Treasury checks, (2) Claimants awarded
benefits under the War Claims Act and the International Claims
Settlement Act of 1949.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Treasury check claim file: Treasury check, claim of payee with
name and address, settlement action taken.
(2) Awards for claims for losses sustained by individuals.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; (1) For Treasury check claims--31 U.S.C. 71 with
delegation of authority from Comptroller General of the United States;
(2) International claims--50 U.S.C. 2012; 22 U.S.C. 1627, 1641, 1642.
[[Page 23009]]
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
(a) Information is routinely disclosed to endorsers concerning
checks for which there is liability, Federal agencies, State and local
law enforcement agencies, General Accounting Office, Congressional
offices and media assistance offices on behalf of payee claimants.
(b) International Claims--Information in files is used by claimants
(awardees) and their representatives, Foreign Claims Settlement
Commission, and Congressmen. These records and information in the
records may be used to:
(1) Disclose pertinent information to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violations of, or for enforcing or implementing, a statute, rule,
regulation, order, or license, where the disclosing agency becomes
aware of an indication of a violation or potential violation of civil
or criminal law or regulation;
(2) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(3) Disclose information to a court, magistrate, or administrative
tribunal of competent jurisdiction;
(4) Disclose information to foreign governments in accordance with
formal or informal international agreements;
(5) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(6) Provide information to the news media in accordance with
guidelines contained in 28 CFR 50.2 which relate to an agency's
functions relating to civil and criminal proceedings;
(7) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114;
(8) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation;
(9) Disclose information to the public when attempts by FMS to
locate the claimant have been unsuccessful. This information is limited
to the claimant's name and city and state of last known address, and
the amount owed to the claimant. (This routine use does not apply to
the Iran Claims Program or the Holocaust Survivors Claims Program or
other claims programs that statutorily prohibit disclosure of claimant
information); and
(10) Disclose information to appropriate agencies, entities, and
persons when (a) the Department suspects or has confirmed that the
security or confidentiality of information in the system of records has
been compromised; (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 interests, 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 made to
such agencies, entities, and persons is reasonably necessary to assist
in connection with the Department'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,
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Hardcopy/Electronic.
RETRIEVABILITY:
(1) Name of payee and check number and symbol.
(2) Alpha cross-reference to case number.
(3) Name of claimant or alpha reference to claim number.
SAFEGUARDS:
(1) Secured building.
(2) Secured files in secured building.
RETENTION AND DISPOSAL:
Disposal of electronic Treasury check claims records is not
authorized at this time.\2\ Hardcopy international claims records are
scheduled to be destroyed 10 years after the end of the fiscal year in
which the case was closed.
---------------------------------------------------------------------------
\2\ FMS has submitted a records schedule to the National
Archives and Records Administration (NARA) with a proposed retention
period of seven years for most electronic Treasury check claims
records, and a proposed retention period of 20 years for certain
trust-fund-related records. Until NARA approves the proposed records
schedule, disposal is not authorized.
---------------------------------------------------------------------------
SYSTEM MANAGER(S) AND ADDRESS:
Category 1: Director, Financial Processing Division, Prince
George's Metro Center II, 3700 East-West Highway, Room 727D,
Hyattsville, MD 20782. Category 2: Director, Funds Management Division,
Prince George's Metro Center II, 3700 East-West Highway, Room 620D,
Hyattsville, MD 20782.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974 shall be addressed to the
Disclosure Officer, Financial Management Service, 401 14th St., SW.,
Washington, DC 20227. All individuals making inquiries should provide
with their request as much descriptive matter as is possible to
identify the particular record desired. The system managers will advise
as to whether the Service maintains the record requested by the
individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974
concerning procedures for gaining access or contesting records should
write to: Disclosure Officer, Financial Management Service, U.S.
Department of the Treasury, 401 14th Street, SW., Washington, DC 20227.
All individuals are urged to examine the rules of the U.S. Department
of the Treasury published in 31 CFR Part 1, subpart C concerning
requirements of this Department with respect to the Privacy Act of
1974.
CONTESTING RECORD PROCEDURES:
See ``Record access procedures'' above.
RECORD SOURCE CATEGORIES:
(1) Individual payees of Treasury checks, endorsers of Treasury
checks, investigative agencies, contesting claimants.
(2) Awards certified to Treasury for payment by Foreign Claims
Settlement Commission.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS.004
SYSTEM NAME:
Education and Training Records--Treasury/FMS.
SYSTEM LOCATION:
Washington, DC 20227; Financial Management Service, U.S. Department
of the Treasury, 1990 K Street, NW., Suite 300, Washington, DC 20006.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All Government employees (including separated employees, in certain
cases) and other individuals who access and apply for FMS training
services.
[[Page 23010]]
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Personal Profile--Account Record;
(2) Transcript Record;
(3) Enrollment Status Record;
(4) Job Skills Record;
(5) Individual Development Plan Record;
(6) Assessment Performance Results Record;
(7) Managerial Approval/Disapproval Status Record;
(8) Class Roster Record;
(9) Certificate--Training Program Status Record;
(10) Class Evaluation Record;
(11) Payment Record;
(12) Statistical Reports--retrievable by names: (a) Personnel
Transcript Report, (b) Class Enrollment Report, (c) Class Payment/
Billing Report, (d) Status of Training Report, (e) Ad hoc Training
Report, and (f) Other similar files or registers.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; 31 U.S.C. 321; 31 U.S.C. chapter 33; 31 U.S.C. 3720.
PURPOSE(S):
The purpose of this system is to maintain records about Government
employees and other individuals who participate in FMS' education and
training program. The information contained in the records will assist
FMS in properly tracking individual training and accurately account for
training revenue and expenditures generated through the FMS' training
programs (for example, Learning Management System (LMS)). For FMS
personnel, the records contained in FMS' training records will also
assist managers' active participation in their employees' learning
plans. FMS maintains the information necessary to ensure that FMS keeps
accurate records related to classes, including a training participant's
training and enrollment status, class completion information,
transcripts and certificates of accomplishment. FMS also maintains the
records to ensure that financial records pertaining to a training
participant's payment for training fees are maintained accurately. FMS'
training records will serve to report receipts to the appropriate
Federal agency (currently the Treasury Department's Bureau of Public
Debt) responsible for maintaining FMS' financial records for training.
Finally, the information contained in the covered records will be used
for collateral purposes related to the training processes, such as the
collection of statistical information on training programs, development
of computer systems, investigation of unauthorized or fraudulent
activity related to submission of information to FMS for training
program purposes and the collection of debts arising out of such
activity.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to disclose information to:
(1) Appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of, or for
enforcing or implementing, a statute, rule, regulation, order, or
license;
(2) A court, magistrate, or administrative tribunal, in the course
of presenting evidence, including disclosures to opposing counsel or
witnesses, for the purpose of civil discovery, litigation, or
settlement negotiations or in response to a subpoena, where relevant or
potentially relevant to a proceeding, or in connection with criminal
law proceedings;
(3) A congressional office in response to an inquiry made at the
request of the individual to whom the record pertains;
(4) Federal agencies, financial institutions, and contractors for
the purpose of performing financial management services, including, but
not limited to, processing payments, investigating and rectifying
possible erroneous reporting information, testing and enhancing related
computer systems, creating and reviewing statistics to improve the
quality of services provided, or conducting debt collection services;
(5) Federal agencies, their agents and contractors for the purposes
of facilitating the collection of receipts, determining the acceptable
method of collection, the accounting of such receipts, and the
implementation of programs related to the receipts being collected as
well as status of their personnel training, statistical training
information;
(6) Financial institutions, including banks and credit unions, and
credit card companies for the purpose of collections and/or
investigating the accuracy of information required to complete
transactions using electronic methods and for administrative purposes,
such as resolving questions about a transaction;
(7) Unions recognized as exclusive bargaining representatives under
the Civil Service Reform Act of 1978, 5 U.S.C. 7111 and 7114;
(8) Foreign governments in accordance with formal or informal
international agreements and if they maintain proper administrative or
financial controls related to the training activity;
(9) Third parties during the course of an investigation to the
extent necessary to obtain information pertinent to the investigation;
(10) Federal agencies, their agents and contractors, credit
bureaus, and employers of individuals who owe delinquent debt when the
debt arises from the unauthorized use of electronic payment methods.
The information will be used for the purpose of collecting such debt
through offset, administrative wage garnishment, referral to private
collection agencies, litigation, reporting the debt to credit bureaus,
or for any other authorized debt collection purpose;
(11) Representatives of the National Archives and Records
Administration (NARA) who are conducting records management inspections
under authority of 44 U.S.C. 2904 and 2906; and
(12) Appropriate agencies, entities, and persons when (a) the
Department suspects or has confirmed that the security or
confidentiality of information in the system of records has been
compromised; (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 interests, 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 made to such
agencies, entities, and persons is reasonably necessary to assist in
connection with the Department'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:
Hardcopy/Electronic.
RETRIEVABILITY:
Electronic training data (can be retrieved by Class Name and/or
Organization Name and Participant Name. Electronic financial data can
be retrieved by Name, Organization and payment information (Credit
Card, Form 182, DD Form 1556, for example).
SAFEGUARDS:
All hardcopy records are maintained in a secured building, secured
room, and locked cabinets. FMS personnel access to training data is
primarily for the purpose of using the training
[[Page 23011]]
services or administering the LMS. For technical and administrative
purposes, non-FMS personnel access is limited to contractors who are
maintaining the LMS system in the normal performance of their duties
and have completed non-disclosure statements and undergone security
background checks consistent with their access in accordance with the
existing contract.
RETENTION AND DISPOSAL:
Retention periods vary by record type, up to a maximum of 7 years
after last training activity.
SYSTEM MANAGER AND ADDRESS:
Assistant Commissioner, Management, Human Resources Division,
Financial Management Service, U.S. Department of the Treasury, Prince
George's Metro Center II, 3700 East-West Highway, Hyattsville, MD
20782.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974 shall be addressed to the
Disclosure Officer, Financial Management Service, 401 14th St., SW.,
Washington, DC 20227. All individuals making inquiries should provide
with their request as much descriptive matter as is possible to
identify the particular record desired. The system manager will advise
as to whether the Service maintains the record requested by the
individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974,
as amended, concerning procedures for gaining access to or contesting
records should write to the Disclosure Officer. All individuals are
urged to examine the rules of the U.S. Department of the Treasury
published in 31 CFR part 1, subpart C, and appendix G, concerning
requirements of this Department with respect to the Privacy Act of
1974.
CONTESTING RECORD PROCEDURES:
See ``Record Access Procedures'' above.
RECORD SOURCE CATEGORIES:
Information in this system is provided by: The individual on whom
the record is maintained; the individual's employer, other governmental
agency or educational institutions.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS.005
SYSTEM NAME:
FMS Personnel Records--Treasury/Financial Management Service.
SYSTEM LOCATION:
Financial Management Service, U.S. Department of the Treasury, 401
14th St., SW., Washington, DC 20227; Financial Management Service, U.S.
Department of the Treasury, Prince George's Metro Center II, 3700 East-
West Highway, Hyattsville, MD 20782.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All Government employees (including separated employees, in certain
cases) and applicants.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Locator Cards.
(2) Incentive Awards Record.
(3) Official Personnel Folder.
(4) Personnel Roster.
(5) Logs of SF-52's.
(6) Correspondence File.
(7) Position Listings.
(8) Position Descriptions with Evaluation Statements.
(9) Personnel Management Evaluation Survey Reports.
(10) Request for Certification File.
(11) Merit Promotion File.
(12) Exit Interview File.
(13) Performance File.
(14) Statistical Reports--retrievable by names: (a) Personnel
Status Report, (b) Ad Hoc Retiree Report, (c) Monthly EEO report, (d)
Direct Hire Authority Report, (e) Registers Worked File, (f) Statements
of Employment and Financial Interest, and (g) Other similar files or
registers.
(15) Training Course Nominations.
(16) Evaluation of Training Program.
(17) Tuition Assistance Files.
(18) Senior Executive Service Development File.
(19) Management Development File.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order 10561, dated September 13, 1954, Federal Personnel
Manual, and Title 5 of U.S.C. Code.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to:
(1) Disclose pertinent information to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violations of, or for enforcing or implementing, a statute, rule,
regulation, order, or license, where the disclosing agency becomes
aware of an indication of a violation or potential violation of civil
or criminal law or regulation;
(2) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(3) Disclose information to a court, magistrate, or administrative
tribunal in the course of presenting evidence, including disclosures to
opposing counsel or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena, or
in connection with criminal law proceedings;
(4) Disclose information to foreign governments in accordance with
formal or informal international agreements;
(5) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(6) Provide information to the news media in accordance with
guidelines contained in 28 CFR 50.2 which relate to an agency's
functions relating to civil and criminal proceedings;
(7) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114;
(8) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation; and
(9) Disclose information to appropriate agencies, entities, and
persons when (a) the Department suspects or has confirmed that the
security or confidentiality of information in the system of records has
been compromised; (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 interests, 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 made to
such agencies, entities, and persons is reasonably necessary to assist
in connection with the Department'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,
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Hardcopy/Electronic.
[[Page 23012]]
RETRIEVABILITY:
Alphabetically by name; also in some instances by organization,
then Social Security number.
SAFEGUARDS:
Secured building, secured room, and locked cabinets. Non-FMS access
is limited to investigators from OPM, etc., members of Fair Employment
staff and Union officials.
RETENTION AND DISPOSAL:
Delete/destroy in accordance with National Archives and Records
Administration General Records Schedule 1.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Personnel Management Division, Financial Management
Service, U.S. Department of the Treasury, Prince George's Metro Center
II, 3700 East-West Highway, Room 115-F, Hyattsville, MD 20782.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974 shall be addressed to the
Disclosure Officer, Financial Management Service, 401 14th St., SW.,
Washington, DC 20227. All individuals making inquiries should provide
with their request as much descriptive matter as is possible to
identify the particular record desired. The system manager will advise
as to whether the Service maintains the record requested by the
individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974
concerning procedures for gaining access or contesting records should
write to the Disclosure Officer at the address shown above. All
individuals are urged to examine the rules of the U.S. Department of
the Treasury published in 31 CFR part 1, subpart C concerning
requirements of this Department with respect to the Privacy Act of
1974.
CONTESTING RECORD PROCEDURES:
See ``Record access procedures'' above.
RECORD SOURCE CATEGORIES:
Applicant Personnel Action Forms (SF-50), SF-171 (completed by
applicant), Payroll Actions References, Educational Institutions, etc.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS.006
SYSTEM NAME:
Direct Deposit Enrollment Records--Treasury/Financial Management
Service.
SYSTEM LOCATION:
Records are located at the Federal Reserve Bank, acting in its
capacity as Treasury's fiscal agent, 2200 North Pearl Street, Dallas,
Texas 75201.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who enroll with the FMS to receive Federal payments
from the Federal Government via an electronic funds transfer program
known as ``Direct Deposit.''
CATEGORIES OF RECORDS IN THE SYSTEM:
The records may contain identifying information, such as an
individual's name(s), social security number, home address, home and
work telephone number, and personal e-mail address (home and work);
information about an individual's bank account(s) and other types of
accounts to which payments are made, such as the individual's bank
account number and the financial institution routing and transit
number; information about an individual's payments received from the
United States, including the type of payment received and the Federal
agency responsible for authorizing the payment.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; 31 U.S.C. 321; 31 U.S.C. chapter 33; 31 U.S.C. 3332.
PURPOSE(S):
The purpose of this system is to maintain records about individuals
who wish to enroll in the Direct Deposit program in order to receive
Federal payments directly to a bank account or other similar type of
account via electronic funds transfer, rather than by paper check. The
records are used to process Direct Deposit enrollment applications that
may be received directly by FMS, its fiscal agents, and/or contractors.
The records are collected and maintained to guarantee that Direct
Deposit enrollment applications are processed properly to ensure that a
recipient's Federal payment will be disbursed to the correct account.
Without the appropriate information, FMS, its fiscal agents and
contractors, would not be able to process the Direct Deposit enrollment
application as requested by the individual authorizing the Direct
Deposit. The information will also be used for collateral purposes
related to the processing of Direct Deposit enrollments, such as
collection of statistical information on operations, development of
computer systems, investigation of unauthorized or fraudulent activity,
and the collection of debts arising out of such activity.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to disclose information to:
(1) Appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of, or for
enforcing or implementing, a statute, rule, regulation, order, or
license, where the disclosing agency becomes aware of a potential
violation of civil or criminal law or regulation;
(2) A court, magistrate, or administrative tribunal, in the course
of presenting evidence, including disclosures to opposing counsel or
witnesses, for the purpose of civil discovery, litigation, or
settlement negotiations or in response to a subpoena, where relevant or
potentially relevant to a proceeding, or in connection with criminal
law proceedings;
(3) A congressional office in response to an inquiry made at the
request of the individual to whom the record pertains;
(4) Fiscal agents, financial agents, financial institutions, and
contractors for the purpose of processing Direct Deposit enrollment
applications, including, but not limited to, processing Direct Deposit
enrollment forms and implementing programs related to Direct Deposit;
investigating and rectifying possible erroneous information; creating
and reviewing statistics to improve the quality of services provided;
conducting debt collection services for debts arising from Direct
Deposit activities; or developing, testing and enhancing computer
systems;
(5) Federal agencies, their agents and contractors for the purposes
of facilitating the processing of Direct Deposit enrollment
applications and the implementation of programs related to Direct
Deposit;
(6) Federal agencies, their agents and contractors, credit bureaus,
and employers of individuals who owe delinquent debt for the purpose of
garnishing wages, only when the debt arises from the unauthorized or
improper use of the Direct Deposit program. The information will be
used for the purpose of collecting such debt through offset,
administrative wage garnishment, referral to private collection
agencies, litigation, reporting the debt to credit bureaus, or for any
[[Page 23013]]
other authorized debt collection purpose;
(7) Financial institutions, including banks and credit unions, for
the purpose of disbursing payments and/or investigating the accuracy of
information required to complete transactions using Direct Deposit and
for administrative purposes, such as resolving questions about a
transaction;
(8) Representatives of the National Archives and Records
Administration (NARA) who are conducting records management inspections
under authority of 44 U.S.C. 2904 and 2906; and
(9) Appropriate agencies, entities, and persons when (a) the
Department suspects or has confirmed that the security or
confidentiality of information in the system of records has been
compromised; (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 interests, 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 made to such
agencies, entities, and persons is reasonably necessary to assist in
connection with the Department's efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Debt information concerning a government claim against a debtor
when the debt arises from the unauthorized use of Direct Deposit is
also furnished, in accordance with 5 U.S.C. 552a(b)(12) and 31 U.S.C.
3711(e), to consumer reporting agencies, as defined by the Fair Credit
Reporting Act, 5 U.S.C. 1681(f), to encourage repayment of a delinquent
debt.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Hardcopy/Electronic.
RETRIEVABILITY:
Records are retrieved by name, social security number, telephone
number, transaction identification number, or other alpha/numeric
identifying information.
SAFEGUARDS:
All official access to the system of records is on a need-to-know
basis only, as authorized by a business line manager at FMS or FMS's
fiscal agent. Procedural and physical safeguards, such as personal
accountability, audit logs, and specialized communications security,
are utilized. Each user of computer systems containing records has
individual passwords (as opposed to group passwords) for which he or
she is responsible. Thus, a security manager can identify access to the
records by user. Access to computerized records is limited, through use
of access codes, encryption techniques, and/or other internal
mechanisms, to those whose official duties require access. Storage
facilities are secured by various means such as security guards, badge
access, and locked doors with key entry.
RETENTION AND DISPOSAL:
Electronic and paper records for enrollments and associated
transactions will be retained for six (6) months or as otherwise
required by statute or court order. Records in electronic media are
electronically erased using industry-accepted techniques, and in
accordance with applicable Financial Management Service policies
regarding the retention and disposal of fiscal agency records. Paper
records are destroyed in accordance with fiscal agency archive and
disposal procedures and applicable Financial Management Service
policies regarding the retention and disposal of fiscal agency records.
SYSTEM MANAGER(S) AND ADDRESS:
Assistant Commissioner, Payment Management, EFT Strategy Division,
Financial Management Service, 401 14th Street, SW., Washington, DC
20227.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974, as amended, shall be
addressed to the Disclosure Officer, Financial Management Service, 401
14th Street, SW., Washington, DC 20227. All individuals making
inquiries should provide with their request as much descriptive matter
as is possible to identify the particular record desired. The system
manager will advise as to whether FMS maintains the records requested
by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974,
as amended, concerning procedures for gaining access to or contesting
records should write to the Disclosure Officer. All individuals are
urged to examine the rules of the U.S. Department of the Treasury
published in 31 CFR part 1, subpart C, and appendix G, concerning
requirements of this Department with respect to the Privacy Act of
1974, as amended.
CONTESTING RECORD PROCEDURES:
See ``Record access procedures'' above.
RECORD SOURCE CATEGORIES:
Information in this system is provided by the individual on whom
the record is maintained (or by his or her authorized representative),
other persons who electronically authorize payments from the Federal
government, Federal agencies responsible for authorizing payments,
Federal agencies responsible for disbursing payments, and Treasury
fiscal agents that process Direct Deposit enrollment applications, and
contractors.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS.007
SYSTEM NAME:
Payroll and Pay Administration--Treasury/Financial Management
Service.
SYSTEM LOCATION:
Financial Management Service, U.S. Department of the Treasury,
Prince George's Metro Center II, 3700 East-West Highway, Room 133 and
101A, Hyattsville, MD 20782; and Room 120, Liberty Center Building,
Washington, DC 20227.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All employees of the Service and separated employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Official Payroll Folder (a) Levy and Garnishment Records. (b)
SF-1192--Savings Bond Authorization. (c) SF-1199A--Allotment of Pay to
Savings Account. (d) Copies of SF-50--Notification of Personnel Action.
(e) Withholding Tax Exemptions. (f) Copy of Health Benefit Designation.
(g) Copy of Life Insurance Forms. (h) Payroll Change Slips. (i)
Combined Federal Campaign Designations. (j) Copy of SF-1150. (2) Time
and Attendance Reports (a) SF-71 Request for Leave. (b) Court Leave
Documents. (c) Request for Advancement of Leave. (3) Payroll
Comprehensive Listing (a) Current Payment Information. (b) Record of
Leave Earned and Used. (c) All Deductions from Pay. (d) Personnel
Information such as Grade, Step, Salary, Title, Date of Birth, Social
Security Number, Veterans Preference, Tenure, etc. (4) Payroll Control
Registers.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Title 5--Pay, Leave and Allowances.
[[Page 23014]]
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to disclose information:
(1) To Federal Agencies and to State and Local Agencies for tax
purposes; and
(2) To appropriate agencies, entities, and persons when (a) the
Department suspects or has confirmed that the security or
confidentiality of information in the system of records has been
compromised; (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 interests, 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 made to such
agencies, entities, and persons is reasonably necessary to assist in
connection with the Department'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,
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Hardcopy/Electronic/Microform.
RETRIEVABILITY:
By Social Security Number.
SAFEGUARDS:
Secured building, secured room and locked cabinets.
RETENTION AND DISPOSAL:
Dispose of in accordance with National Archives and Records
Administration General Records Schedule 2.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Personnel Management Division, Financial Management
Service, Prince George's Metro Center II, 3700 East-West Highway, Room
115-F, Hyattsville, MD 20782.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974 shall be addressed to the
Disclosure Officer, 401 14th St., SW., Washington, DC 20227. All
individuals making inquiries should provide with their request as much
descriptive matter as is possible to identify the particular record
desired. The system manager will advise as to whether FMS maintains the
record requested by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974
concerning procedures for gaining access or contesting records should
write to the Disclosure Officer at the address shown above. All
individuals are urged to examine the rules of the U.S. Department of
the Treasury published in 31 CFR Part 1, subpart C concerning
requirements of this Department with respect to the Privacy Act of
1974.
CONTESTING RECORD PROCEDURES:
See ``Record access procedures'' above.
RECORD SOURCE CATEGORIES:
From individual Service employees.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS.010
SYSTEM NAME:
Delegations and Designations of Authority for Disbursing
Functions--Treasury/Financial Management Service.
SYSTEM LOCATION:
Kansas City Regional Financial Center (KFC), Financial Management
Service, Department of the Treasury, 4241 NE. 34th Street, Kansas City,
MO 64117.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Heads of Agencies, Certifying Officers, Designated Agents, and
other Federal employees designated to perform specific disbursement-
related functions.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records are maintained on the designation or removal of individuals
to act in a specified capacity pursuant to a proper authorization.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; Executive Order 6166, dated June 10, 1933.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to:
(1) Disclose to banking institutions, Federal Reserve Banks, and
Government agencies for verification of information on authority of
individuals to determine propriety of actions taken by such
individuals;
(2) Disclose pertinent information to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violations of, or for enforcing or implementing, a statute, rule,
regulation, order, or license, where the disclosing agency becomes
aware of an indication of a violation or potential violation of civil
or criminal law or regulation;
(3) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(4) Disclose information to a court, magistrate, or administrative
tribunal in the course of presenting evidence, including disclosures to
opposing counsel or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena, or
in connection with criminal law proceedings;
(5) Disclose information to foreign governments in accordance with
formal or informal international agreements;
(6) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(7) Provide information to the news media in accordance with
guidelines contained in 28 CFR 50.2 which relate to an agency's
functions relating to civil and criminal proceedings;
(8) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114;
(9) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation; and
(10) Disclose information to appropriate agencies, entities, and
persons when (a) the Department suspects or has confirmed that the
security or confidentiality of information in the system of records has
been compromised; (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 interests, 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 made to
such agencies, entities, and persons is reasonably necessary to assist
in connection with the Department's efforts to respond to the suspected
or
[[Page 23015]]
confirmed compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Hardcopy/Electronic
RETRIEVABILITY:
By name.
SAFEGUARDS:
Access to computerized records is limited through use of access
codes, encryption techniques, and/or other internal mechanisms, to
those whose official duties require access. Storage facilities are
secured by various means such as security guards, badge access, locked
doors and locked cabinets.
RETENTION AND DISPOSAL:
Hardcopy records--destroy three years after authority is revoked.
Electronic records--disposal is not authorized at this time.\3\
---------------------------------------------------------------------------
\3\ FMS must submit a records schedule to NARA. Until NARA
approves the proposed records schedule, disposal is not authorized.
---------------------------------------------------------------------------
SYSTEM MANAGER(S) AND ADDRESS:
Director, Kansas City Regional Financial Center (KFC), Financial
Management Service, Department of the Treasury, 4241 NE. 34th Street,
Kansas City, MO 64117.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974 shall be addressed to the
Disclosure Officer, Financial Management Service, 401 14th St., SW.,
Washington, DC 20227. All individuals making inquiries should provide
with their request as much descriptive matter as is possible to
identify the particular record desired. The system managers will advise
as to whether the Service maintains the record requested by the
individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974
concerning procedures for gaining access or contesting records should
write to the Disclosure Officer. All individuals are urged to examine
the rules of the U.S. Department of the Treasury published in 31 CFR
part 1, subpart C concerning requirements of this Department with
respect to the Privacy Act of 1974.
CONTESTING RECORD PROCEDURES:
See ``Record access procedures'' above.
RECORD SOURCE CATEGORIES:
Government Departments and Agencies requiring services of Treasury
Department for issuance and payment of Treasury checks.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS.012
SYSTEM NAME:
Pre-complaint Counseling and Complaint Activities--Treasury/
Financial Management Service.
SYSTEM LOCATION:
Financial Management Service, U.S. Treasury Department, Prince
George's Metro Center II, 3700 East-West Highway, Room 132,
Hyattsville, MD 20782.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees seeking services of EEO Counselors.
CATEGORIES OF RECORDS IN THE SYSTEM:
Monthly pre-complaint activity reports from seven Financial Centers
and Headquarters.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 7154; 42 U.S.C. 200e-16; Executive Order 11478; and 5 CFR
part 713.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to:
(1) Keep records on EEO Counseling activities for annual submission
to Treasury; and
(2) Disclose information to appropriate agencies, entities, and
persons when (a) the Department suspects or has confirmed that the
security or confidentiality of information in the system of records has
been compromised; (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 interests, 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 made to
such agencies, entities, and persons is reasonably necessary to assist
in connection with the Department'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,
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Hardcopy.
RETRIEVABILITY:
Filed by station and date of receipt.
SAFEGUARDS:
Staff supervision is maintained during the day. Records are kept
locked in the files.
RETENTION AND DISPOSAL:
Destroy EEO case files 4 years after final adjustment. Destroy pre-
complaint counseling reports after 1 year.
SYSTEM MANAGER(S) AND ADDRESS:
EEO Officer, Financial Management Service, Prince George's Metro
Center II, 3700 East-West Highway, Room 132, Hyattsville, MD 20782.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974 shall be addressed to the
Disclosure Officer, 401 14th Street, SW., Washington, DC 20227. All
individuals making inquiries should provide with their request as much
descriptive matter as is possible to identify the particular record
desired. The system manager will advise as to whether FMS maintains the
record requested by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974
concerning procedures for gaining access or contesting records should
write to the Disclosure Officer. All individuals are urged to examine
the rules of the U.S. Department of the Treasury published in 31 CFR
part 1, subpart C concerning requirements of this Department with
respect to the Privacy Act of 1974.
CONTESTING RECORD PROCEDURES:
See ``Record access procedures'' above.
RECORD SOURCE CATEGORIES:
Monthly submissions by Financial Centers and Headquarters.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS.013
SYSTEM NAME:
Gifts to the United States-Treasury/Financial Management Service.
SYSTEM LOCATION:
Financial Management Service, U.S. Department of the Treasury,
Prince George's Metro Center II, 3700 East-West Highway, Hyattsville,
MD 20782.
[[Page 23016]]
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Donors of inter vivos and testamentary gifts to the United States.
CATEGORIES OF RECORDS IN THE SYSTEM:
Correspondence, copies of wills and court proceedings, and other
material related to gifts to the United States.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
31 U.S.C. 3113.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
The records may be used to disclose information to appropriate
agencies, entities, and persons when (a) the Department suspects or has
confirmed that the security or confidentiality of information in the
system of records has been compromised; (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 interests, 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 made to such agencies, entities, and persons is
reasonably necessary to assist in connection with the Department'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:
Hardcopy.
RETRIEVABILITY:
Name of donor.
SAFEGUARDS:
Access is limited to persons on official business.
RETENTION AND DISPOSAL:
Permanent retention.
SYSTEM MANAGER(S) AND ADDRESS:
Financial Information Management, Directorate, Financial Management
Service, Prince George's Metro Center II, 3700 East-West Highway,
Hyattsville, MD 20782.
NOTIFICATION PROCEDURE:
Individuals wishing to be notified if they are named in this system
of records, or gain access to records maintained in this system must
submit a written request containing the following elements:
(1) Identify the record system;
(2) Identify the category and type of records sought; and
(3) Provide at least two items of secondary identification (date of
birth, employee identification number, dates of employment or similar
information). Address inquiries to Disclosure Officer (See ``Record
access procedures'' below).
RECORD ACCESS PROCEDURES:
Disclosure Officer, Financial Management Service, U.S. Department
of the Treasury, Liberty Center Building, 401 14th Street, SW.,
Washington, DC 20227.
CONTESTING RECORD PROCEDURES:
See ``Record acc