Privacy Act of 1974; Notice of Updated Systems of Records, 26700-26702 [E9-12951]

Agencies

• General Services Administration

[Federal Register Volume 74, Number 105 (Wednesday, June 3, 2009)]
[Notices]
[Pages 26700-26702]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E9-12951]


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GENERAL SERVICES ADMINISTRATION


Privacy Act of 1974; Notice of Updated Systems of Records

AGENCY: General Services Administration.

ACTION: Notice.

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SUMMARY: GSA reviewed its Privacy Act systems to ensure that they are 
relevant, necessary, accurate, up-to-date, covered by the appropriate 
legal or regulatory authority, and compliant with OMB M-07-16. This 
notice is an updated Privacy Act system of records notice.

DATES: Effective July 6, 2009.

FOR FURTHER INFORMATION CONTACT: Call or e-mail the GSA Privacy Act 
Officer: telephone 202-208-1317; e-mail gsa.privacyact@gsa.gov.

ADDRESSES: GSA Privacy Act Officer (CIB), General Services 
Administration, 1800 F Street NW., Washington, DC 20405.

SUPPLEMENTARY INFORMATION: GSA completed an agency wide review of its 
Privacy Act systems of records. As a result of the review, GSA is 
publishing an updated Privacy Act system of records notice. Nothing in 
the revised system notice indicates a change in authorities or 
practices regarding the collection and maintenance of information, nor 
do the changes impact individuals' rights to access or amend their 
records in the system of records. The updated system notice makes 
administrative changes to the system notice, and ensures compliance 
with the Intelligence Reform and Terrorism Prevention Act (IRTPA) of 
2004 and the subsequent DHS/TSA Secure Flight Program regarding the 
collection of relevant personal data.

    Dated: May 27, 2009.
Cheryl M. Paige,
Director, Office of Information Management.
GSA/GOVT-4

SYSTEM NAME:
    Contracted Travel Services Program.

SYSTEM LOCATION:
    System records are located at the service providers under contract 
with a Federal agency and at the Federal agencies using the contracts.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals covered by the system are Federal employees authorized 
to perform official travel and individuals being provided travel by the 
Federal Government.

CATEGORIES OF RECORDS IN THE SYSTEM:
    System records may include a traveler's profile containing: Full 
name of individual which matches the name on the form of ID used for 
travel; Social Security Number; employee identification number; home 
and office telephones; home address; home and office e-mail addresses; 
emergency contact name and telephone number; agency name, address, and 
telephone number; air travel preference; rental car identification 
number and car preference; hotel preference; current passport and/or 
visa number(s); credit card numbers and related information; bank 
account information needed for electronic funds transfer; frequent 
traveler account information (e.g., frequent flyer account numbers); 
date of birth; gender; redress number (number DHA assigns to passenger 
to promote resolution with previous watch list alerts); known traveler 
number (passenger number DHS utilizes to facilitate passenger 
clearance); trip information (e.g., destinations, reservation 
information); travel authorization information; travel claim 
information; monthly reports from travel agent(s) showing charges to 
individuals, balances, and other types of account analyses; and other 
official travel related information.

AUTHORITIES FOR MAINTENANCE:
    31 U.S.C. 3511, 3512, and 3523; 5 U.S.C. Chapter 57; and 
implementing Federal Travel Regulations (41 CFR Chapters 300-304).

PURPOSE:
    To establish a comprehensive beginning-to-end travel services 
system containing information to enable travel service providers under 
contract to the Federal Government to authorize, issue,

[[Page 26701]]

and account for travel and travel reimbursements provided to 
individuals on official Federal Government business.

ROUTINE USES OF THE SYSTEM RECORDS, INCLUDING CATEGORIES OF USERS AND 
THEIR PURPOSES FOR USING THE SYSTEM:
    a. To another Federal agency, Travel Management Center (TMC), 
online booking engine suppliers and the airlines that are required to 
support the DHS/TSA Secure Flight program. In this program, DHS/TSA 
assumes the function of conducting pre-flight comparisons of airline 
passenger information to Federal Government watch lists. In order to 
supply the appropriate information, these mentioned parties are 
responsible for obtaining new data fields consisting of personal 
information for date of birth, gender, redress number, and known 
traveler number. At this time, the redress number is optional and the 
known traveler number is for future programs. They may be required to 
be stored in another phase of the Secure Flight program.
    b. To a Federal, State, local, or foreign agency responsible for 
investigating, prosecuting, enforcing, or carrying out a statute, rule, 
regulation, or order, where agencies become aware of a violation or 
potential violation of civil or criminal law or regulation.
    c. To another Federal agency or a court when the Federal Government 
is party to a judicial proceeding.
    d. To a Member of Congress or staff on behalf and at the requests 
of the individual who is the subject of the record.
    e. To a Federal agency employee, expert, consultant, or contractor 
in performing a Federal duty for purposes of authorizing, arranging, 
and/or claiming reimbursement for official travel, including, but not 
limited to, traveler profile information.
    f. To a credit card company for billing purposes, including 
collection of past due amounts.
    g. To an expert, consultant, or contractor in the performance of a 
Federal duty to which the information is relevant.
    h. To a Federal agency by the contractor in the form of itemized 
statements or invoices, and reports of all transactions, including 
refunds and adjustments to enable audits of charges to the Federal 
Government.
    i. To a Federal agency in connection with the hiring or retention 
of an employee; the issuance of a security clearance; the reporting of 
an investigation; the letting of a contract; or the issuance of a 
grant, license, or other benefit to the extent that the information is 
relevant and necessary to a decision.
    j. To an authorized appeal or grievance examiner, formal complaints 
examiner, equal employment opportunity investigator, arbitrator, or 
other duly authorized official engaged in investigation or settlement 
of a grievance, complaint, or appeal filed by an employee to whom the 
information pertains.
    k. To the Office of Personnel Management (OPM), the Office of 
Management and Budget (OMB), or the Government Accountability Office 
(GAO) when the information is required for program evaluation purposes.
    l. To officials of labor organizations recognized under 5 U.S.C. 
chapter 71 when relevant and necessary to their duties of exclusive 
representation concerning personnel policies, practices, and matters 
affecting working conditions.
    m. To a travel services provider for billing and refund purposes.
    n. To a carrier or an insurer for settlement of an employee claim 
for loss of or damage to personal property incident to service under 31 
U.S.C. 3721, or to a party involved in a tort claim against the Federal 
Government resulting from an accident involving a traveler.
    o. To a credit reporting agency or credit bureau, as allowed and 
authorized by law, for the purpose of adding to a credit history file 
when it has been determined that an individual's account with a 
creditor with input to the system is delinquent.
    p. Summary or statistical data from the system with no reference to 
an identifiable individual may be released publicly.
    q. To the National Archives and Records Administration (NARA) for 
records management purposes.
    r. To appropriate agencies, entities, and persons when (1) The 
Agency suspects or has confirmed that the security or confidentiality 
of information in the system of records has been compromised; (2) the 
Agency 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 GSA or 
another agency or entity) that rely upon the compromised information; 
and (3) the disclosure made to such agencies, entities, and persons is 
reasonably necessary to assist in connection with GSA'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 SYSTEM RECORDS:
STORAGE:
    Paper records are stored in file cabinets. Electronic records are 
maintained within a computer (e.g., PC, server, etc.) and attached 
equipment.

RETRIEVABILITY:
    Paper records are filed by a traveler's name and/or Social Security 
Number/employee identification number at each location. Electronic 
records are retrievable by any attribute of the system.

SAFEGUARDS:
    Paper records are stored in lockable file cabinets or secured 
rooms. Electronic records are protected by a password system and a FIPS 
140-2 compliant encrypted Internet connection. Information is released 
only to authorized users and officials on a need-to-know basis.

RETENTION AND DISPOSAL:
    Records kept by a Federal agency are maintained in accordance with 
the General Records Retention Schedules issued by the National Archives 
and Records Administration (NARA) or an agency and NARA approved 
records disposition schedule.

SYSTEM MANAGER AND ADDRESS:
    Director, Office of Travel and Transportation Services (QMC), 
General Services Administration, Federal Acquisition Service, Room 300, 
2200 Crystal Drive, Arlington, VA 22202.

NOTIFICATION PROCEDURE:
    Inquiries from individuals should be addressed to the appropriate 
administrative office for the agency that is authorizing and/or 
reimbursing their travel.

RECORDS ACCESS PROCEDURES:
    Requests from individuals should be addressed to the appropriate 
administrative office for the agency that is authorizing and/or 
reimbursing their travel. Individuals must furnish their full name and/
or Social Security Number to the authorizing agency for their records 
to be located and identified.

CONTESTING RECORD PROCEDURES:
    Individuals wishing to request amendment of their records should 
contact the appropriate administrative office for the agency that 
authorized and/or reimbursed their travel.

[[Page 26702]]

Individuals must furnish their full name and/or Social Security Number 
along with the name of the authorizing agency, including duty station 
where they were employed at the time travel was performed.

RECORD SOURCES CATEGORIES:
    The sources are the individuals themselves, employees, travel 
authorizations, credit card companies, and travel service providers.

[FR Doc. E9-12951 Filed 6-2-09; 8:45 am]
BILLING CODE 6820-34-P