Privacy Act of 1974, 54660-54661 [2012-21792]

Agencies

• DEPARTMENT OF VETERANS AFFAIRS

[Federal Register Volume 77, Number 172 (Wednesday, September 5, 2012)]
[Notices]
[Pages 54660-54661]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2012-21792]


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DEPARTMENT OF VETERANS AFFAIRS


Privacy Act of 1974

AGENCY: Department of Veterans Affairs (VA).

ACTION: Notice of a New System of Records.

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SUMMARY: The Privacy Act of 1974 (5 U.S.C. 552(a)(e)) requires all 
agencies to publish in the Federal Register a notice of the existence 
and character of their systems of records. Notice is hereby given that 
the Department of Veterans Affairs (VA) is establishing a new system of 
records entitled ``VA Child Care Subsidy Program Records-VA'' 
(165VA05CCSP).

DATES: Comments on this new system of records must be received no later 
than October 5, 2012 If no public comment is received during the period 
allowed for comment, or unless otherwise published in the Federal 
Register by the VA, the new system will become effective October 5, 
2012.

ADDRESSES:  Written comments concerning the proposed new system of 
records may be submitted by: mail or hand-delivery to Director, 
Regulations Management (02REG), Department of Veterans Affairs, 810 
Vermont Avenue NW., Room 1068, Washington, DC 20420; fax to (202) 273-
9026; or email to https://www.Regulations.gov. All comments received 
will be available for public inspection in the Office of Regulation 
Policy and Management, Room 1063B, between the hours of 8 a.m. and 4:30 
p.m., Monday through Friday (except holidays). Please call (202) 461-
4902 (this is not a toll-free number) for an appointment.

FOR FURTHER INFORMATION CONTACT: The Office of Human Resources 
Management, Privacy Officer, Department of Veterans Affairs, 810 
Vermont Avenue NW., Washington, DC 20420, telephone (202) 461-7863.

SUPPLEMENTARY INFORMATION: VA proposes to establish this new system of 
records, entitled ``Child Care Subsidy Program-VA'' (165VA05CCSP). This 
system will contain personal information submitted by lower-income 
employees who apply for VA child care subsidy benefits. This 
information will be used to establish and verify eligibility and the 
amount of the subsidy. The information will come from application forms 
and supporting documentation submitted by and on behalf of VA 
employees.
    The notice of intent to publish and an advance copy of the system 
notice have been sent to the appropriate congressional committees and 
to the Director of the Office of Management and Budget (OMB) as 
required by 5 U.S.C. 552a(r) (Privacy Act) and guidelines issued by OMB 
(65 FR 77677), December 12, 2000.

    Approved: July 5, 2012.
John R. Gingrich,
Chief of Staff, Department of Veterans Affairs.
165VA05CCSP

SYSTEM NAME:
    ``Child Care Subsidy Program--VA''

SYSTEM LOCATION:
    Applications to participate in the Department of Veterans Affairs 
(VA) Child Care Subsidy Program are currently submitted through the 
field facility Human Resources offices. The records are then shipped or 
submitted electronically to the VA Central Office Child Care Subsidy 
Program Service (05CCSP). Policy issues concerning this program should 
be submitted to the Work life and Benefits Service (058) at 810 Vermont 
Avenue NW., Washington, DC 20420.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees of the VA who voluntarily apply for child care subsidy 
program.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Application forms for child care subsidy program contains personal 
information, including employee (parent) name, social security number, 
pay grade, telephone numbers, total family income, names of children on 
whose behalf the parent is applying for subsidy, children's dates of 
birth; information on child care providers used, including day care 
provider's names, addresses, provider license numbers and States where 
issued, and provider tax identification number; and copies of IRS Form 
1040 and 1040A for verification purposes.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Public Law 1 06-58, Section 643 and Executive Order 9397

PURPOSE(S)
    To establish and verify VA employees' eligibility for child care 
subsidies in order for VA to provide monetary assistance to its 
employees.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    1. For Law Enforcement Purposes--To disclose pertinent information 
to the appropriate Federal, State, or local agency responsible for 
investigating, prosecuting, enforcing, or implementing a statute, rule, 
regulation, or order, where VA becomes aware of an indication of a 
violation or potential violation of civil or criminal law or 
regulation.
    2. For Congressional Inquiry--To provide information to a 
congressional office from the record of an individual in response to an 
inquiry from that congressional office made at the request of that 
individual.
    3. For Judicial/Administrative Proceedings--To disclose information 
to another Federal agency, to a court, or a party in litigation before 
a court or in an administrative proceeding being conducted by a Federal 
agency, when the Government is a party to the judicial or 
administrative proceeding. In those cases where the Government is not a 
party to the proceeding, records may be disclosed if a subpoena has 
been signed by a judge.
    4. For National Archives and Records Administration and General 
Services Administration--To disclose to the National Archives and 
Records Administration and the General Services Administration in 
records management inspections conducted under authority of Title 44 of 
the U.S. Code.
    5. Within VA for Statistical/Analytical Studies--By VA in the 
production of summary descriptive statistics and analytical studies in 
support of the function for which records are collected and maintained, 
or for related workforce studies. While published studies do not 
contain individual identifiers, in some instances the selection of 
elements of data included in the study may be structured in such a way 
as to make the data individually identifiable by inference.
    6. For Litigation--To disclose information to the Department of 
Justice, or in a proceeding before a court, adjudicative body, or other 
administrative body before which VA is authorized to appear, when: (1) 
VA, or

[[Page 54661]]

any component thereof; or (2) Any employee of VA in his or her official 
capacity; or (3) Any employee of VA in his or her individual capacity 
where the Department of Justice or VA has agreed to represent the 
employee; or (4) The United States, when VA determines that litigation 
is likely to affect VA or any of its components; is a party to 
litigation or has an interest in such litigation, and the use of such 
records by the Department of Justice or VA is deemed by VA to be 
relevant and necessary to the litigation provided, however, that the 
disclosure is compatible with the purpose for which records were 
collected.
    7. For the Merit Systems Protection Board--To disclose information 
to officials of the Merit Systems Protection Board or the Office of the 
Special Counsel, when requested in connection with appeals, special 
studies of the civil service and other merit systems, review of VA 
rules and regulations, investigations of alleged or possible prohibited 
personnel practices, and such other functions, e.g., as promulgated in 
5 U.S.C. 1205 and 1206, or as may be authorized by law.
    8. For the Equal Employment Opportunity Commission--To disclose 
information to the Equal Employment Opportunity Commission when 
requested in connection with an investigation into alleged or possible 
discrimination practices in the Federal sector, compliance by Federal 
agencies with the Uniform Guidelines on Employee Selection Procedures 
or other functions vested in the Commission and to otherwise ensure 
compliance with the provisions of 5 U.S.C. 7201.
    9. For the Federal Labor Relations Authority--To disclose 
information to the Federal Labor Relations Authority or its General 
Counsel when requested in connection with investigations of allegations 
of unfair labor practices or matters before the Federal Service 
Impasses Panel.
    10. For Non-Federal Personnel--To disclose information to 
contractors, grantees, or volunteers performing or working on a 
contract, service, grant, cooperative agreement, or job for the Federal 
government.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
     Information may be collected on paper or electronically and may be 
stored as in paper or electronic format.

RETRIEVABILITY:
    By name; may also be cross-referenced to social security number or 
other personal identifying number.

SAFEGUARDS:
    When not in use by an authorized person, paper records are stored 
in lockable file cabinets or secured rooms. Electronic records are 
protected by the use of passwords.

RETENTION AND DISPOSAL:
     Disposition of records is according to the National Archives and 
Records Administration guidelines.

SYSTEM MANAGER(S) ADDRESS:
    Director, Child Care Subsidy Program Office, Office of Human 
Resources Management, 810 Vermont Avenue NW., Washington, DC 20420.

NOTIFICATION PROCEDURE:
    Individuals may submit a request on whether a system contains 
records about them to the system manager indicated. Individuals must 
furnish the following for their records to be located and identified:
    a. Full name
    b. Social Security Number

RECORD ACCESS PROCEDURE:
    Individuals wishing to request access to records about them should 
contact the system manager indicated. Individuals must provide the 
following information for their records to be located and identified:
    a. Full name
    b. Social Security Number
    Individuals requesting access must also follow the Office of 
Personnel Management's Privacy Act Regulations regarding verification 
of identity and amendment of records (5 CFR, Part 297).

CONTESTING RECORDS PROCEDURE:
    Individuals wishing to request amendment of records about them 
should contact the system manager indicated. Individual must furnish 
the following information for their records to be located and 
identified:
    a. Full name
    b. Social Security Number
    Individuals requesting amendment must also follow the Office of 
Personnel Management's Privacy Act Regulations regarding verification 
of identity and amendment of records (5 CFR part 297).

RECORD SOURCE CATEGORIES:
    Information is provided by VA employees who apply for child care 
subsidy. Furnishing the information is voluntary.
[FR Doc. 2012-21792 Filed 9-4-12; 8:45 am]
BILLING CODE 8320-01-P