Privacy Act of 1974; System of Records, 63311-63318 [2013-24830]

Agencies

• DEPARTMENT OF VETERANS AFFAIRS

[Federal Register Volume 78, Number 205 (Wednesday, October 23, 2013)]
[Notices]
[Pages 63311-63318]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2013-24830]


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DEPARTMENT OF VETERANS AFFAIRS


Privacy Act of 1974; System of Records

AGENCY: Department of Veterans Affairs.

ACTION: Notice of new systems of records.

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SUMMARY: The Privacy Act of 1974 (5 U.S.C. 552(3)(4)) requires that all 
agencies 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 titled ``Human Resources Information Systems Shared Service 
Center (HRIS SSC)--VA''--(171VA056A).

DATES: Comments on this new system of records must be received no later 
than November 22, 2013. If no public comment is received during the 
period allowed for comment or unless otherwise published in the Federal 
Register by VA, the new system will become effective November 22, 2013.

ADDRESSES: Written comments concerning the proposed new system of 
records may be submitted through www.regulations.gov; by mail or hand-
delivery to Director, Regulation Policy and Management (02REG), 
Department of Veterans Affairs, 810 Vermont Avenue NW., Room 1068, 
Washington DC 20420; or by fax to (202) 273-9026. All comments received 
will be available for public inspection in the Office of Regulation 
Policy and Management, Room 1063B, between the hours of 8:00 a.m. and 
4:30 p.m., Monday through Friday (except holidays). Please call (202) 
461-4902 for an appointment (this is not a toll-free number). In 
addition, during the comment period, comments may be viewed online 
through the Federal Docket Management System at www.regulations.gov.

FOR FURTHER INFORMATION CONTACT: Terese A. Bell, Human Resources 
Specialist, Human Resources Information Service, Department of Veterans 
Affairs, 810 Vermont Avenue NW., Washington, DC 20420, telephone (414) 
336-1910 or Jean Hayes, Privacy Officer, Office of Human Resources 
Management, 810 Vermont Avenue NW., Washington, DC 20420, telephone 
(202) 461-7863.

SUPPLEMENTARY INFORMATION: 

I. Description of Proposed Systems of Records

    The HRIS SSC is a Department of Veterans Affairs Human Capital 
information system that has been acquired from a private-sector 
provider through an Interagency Agreement with the General Services 
Administration (GSA). The HRIS SSC is considered a major application 
and will provide personnel action and benefits processing for all of 
VA's 320,000+ employees, and approximately 100,000+ clinical trainees. 
The system will not be used for managing contractor or volunteer 
elements of the VA labor force.
    The HRIS SSC contains VA position and employee data, such as name, 
compensation data, and benefits information. [Note: name and 
compensation information is subject to disclosure under the Freedom of 
Information Act, and is routinely provided by the Office of Personnel 
Management to the media on request.] Additional information includes 
Social Security Number, VA Employee Identification Number, and 
voluntarily self-reported Race, National Original and Ethnicity data. 
Such data are considered to be Personally Identifiable Information 
(PII), and are the most sensitive information elements included

[[Page 63312]]

in the system. There is no Protected Health Information (PHI) stored in 
the system.

II. Proposed Routine Use of Data in the System

    Records in this system have various uses, including screening 
qualifications of employees; determining status eligibility, and rights 
and benefits under pertinent laws and regulations governing Federal 
employment; computing length of service; and other information needed 
to provide personnel services.
    1. All of the information contained in this system of records is 
used for official purposes of VA; all such uses of information are 
compatible with the purposes for which the information was collected.
    2. To produce and maintain the official personnel records, 
including reports and statistical data, of VA employees for use by 
Federal, State and local agencies and organizations authorized by law 
or regulation to have access to such information. These records may be 
disclosed as part of an ongoing matching program to accomplish these 
purposes. This routine use does not authorize the disclosure of 
information that must be disclosed under the criteria contained in 5 
U.S.C. 552a (b) (7), (8), and (11).
    3. To transfer personnel data to the Office of Personnel Management 
(OPM) in order to provide OPM with a readily accessible major data 
source for meeting the work force information needs of OPM, national 
planning agencies, the Congress, the White House and the public.
    4. VA, on its own initiative, may disclose any information in this 
system which is relevant to a suspected violation or reasonable 
imminent violation of law, whether civil, criminal, or regulatory in 
nature, and whether arising by general or program statute or by 
regulation, rule, or order issued pursuant thereto, to any Federal, 
foreign, State, tribal or local government agency charged with 
responsibility of investigating or prosecuting such violations, or 
charged with enforcing or implementing the statute, rule, regulation, 
or order.
    5. A record from this system of records may be disclosed as a 
routine use to a Federal, State or local agency, or to a non-
governmental organization maintaining civil, criminal or other relevant 
information, such as current licenses, registration or certification, 
if necessary to obtain information relevant to an agency decision 
concerning the hiring or retention of an employee, the use of an 
individual as a consultant, attending or to provide fee basis health 
care, the issuance of a security clearance, the letting of a contract, 
or the issuance of a license, grant or other benefits. These records 
may also be disclosed as part of an ongoing computer matching program 
to accomplish these purposes.
    6. A record from this system of records may be disclosed to a 
Federal, State or local agency, in response to its request, in 
connection with the hiring or retention of an employee, the issuance of 
a security clearance, the conducting of a security or suitability 
investigation of an individual, the letting of a contract or the 
issuance of a license, grant or other benefit by the requesting agency, 
to the extent that the information is relevant and necessary to the 
requesting agency's decision on the matter.
    7. The record of an individual who is covered by this system may be 
disclosed to a Member of Congress or a staff person acting for a 
Member, when the Member or staff person requests the record on behalf 
of, and at the written request of, the individual.
    8. Information and records in this system may be disclosed to the 
National Archives and Records Administration (NARA) and GSA in records 
management inspections conducted under the authority of 44 U.S.C. 2906 
and the implementing regulations.
    9. To transfer human resources and payroll information to complete 
payroll Checks and direct deposit/electronic funds transfer (DD/EFT), 
bond deductions, and withholding taxes to the Defense Finance 
Accounting System (DFAS) to effect delivery of salary payments to VA 
employees.
    10. Transfer payroll information to the Social Security 
Administration in order to credit quarterly posting for social 
security.
    11. Relevant information from this system of records, including the 
nature and amount of a financial obligation may be disclosed as a 
routine use in order to assist VA in the collection of unpaid financial 
obligations owed to VA, to a debtor's employing agency or commanding 
officer. This purpose is consistent with the Governmentwide debt 
collection standards set forth at 31 U.S.C. Chapter 37, subchapters I 
and II, 31 CFR parts 900-904, and VA regulations 38 CFR 1.900-1.954.
    12. To provide State and local taxing authorities with employee 
names, home addresses, social security numbers, gross compensation paid 
for a given period, taxes withheld for the benefit of the recipient 
jurisdiction or other jurisdictions, according to the provisions of 
State and/or local law.
    13. Records from this system of records may be disclosed to a 
Federal, State or local government agency or licensing board and/or to 
the Federation of State Medical Boards or a similar nongovernment 
entity. These entities maintain records concerning an individual's 
employment or practice histories or concerning the issuance, retention 
or revocation of licenses, certifications, or registration necessary to 
practice an occupation, profession or specialty. Disclosures may be 
made in order for the agency to obtain information determined relevant 
to an agency decision concerning the hiring, retention or termination 
of an employee. Disclosures may also be made to inform a Federal Agency 
or licensing boards or the appropriate nongovernment entities about the 
health care practices of a terminated, resigned or retired health care 
employee whose professional health care activity so significantly 
failed to conform to generally accepted standards of professional 
medical practice as to raise reasonable concern for the health and 
safety of patients. These records may also be disclosed as part of an 
ongoing computer matching program to accomplish these purposes.
    14. Any information in this system of records may be disclosed to 
any State, local, or foreign civil or criminal law enforcement 
governmental agency or instrumentality charged under applicable law 
with the protection of the public health or safety for the purpose of 
protecting public health or safety if qualified representatives of such 
agency or instrumentality has made a written request that such 
information be provided in order to meet a statutory reporting 
requirement.
    15. Identifying information in this system, including name, 
address, social security number and other information as is reasonably 
necessary to identify such individual, may be disclosed to the National 
Practitioner Data Bank at the time of hiring and/or clinical 
privileging/re-privileging of health care practitioners, and other 
times as deemed necessary by VA in order for VA to obtain information 
to make a decision concerning the hiring, privileging/re-privileging, 
retention or termination of the applicant or employee.
    16. Relevant information from this system of records may be 
disclosed to the National Practitioner Data Bank and/or State Licensing 
Board in the State(s) in which a practitioner is licensed, in which the 
VA facility is located, and/or in which an act or omission occurred 
upon which a medical malpractice claim was based when VA reports 
information concerning: (1) Any payment for the benefit of a physician,

[[Page 63313]]

dentist, or other licensed health care practitioner which was made as 
the result of a settlement or judgment of a claim of medical 
malpractice if an appropriate determination is made in accordance with 
agency policy that payment was related to substandard care, 
professional incompetence or professional misconduct on the part of the 
individual; (2) a final decision which relates to possible incompetence 
or improper professional conduct that adversely effects the clinical 
privileges of a physician or other licensed health care practitioner 
for a period longer than 30 days; or (3) the acceptance of the 
surrender of clinical privileges or any restriction of such privileges 
by a physician or other licensed health care practitioners either while 
under investigation by the health care entity relating to possible 
incompetence or improper professional misconduct, or in return for not 
conducting such an investigation or proceeding. These records may also 
be disclosed as part of a computer matching program to accomplish these 
purposes.
    17. Relevant information from this system of records concerning 
residents and interns employed at the VA Medical Centers, including 
names, social security numbers, occupational titles, and dates of 
service, may be disclosed to the Health Care Financing Administration 
as part of an ongoing computer matching program. The purpose of this 
computer matching program is to help assure that no intern or resident 
is counted as more than a full-time equivalent in accordance with 
program regulations governing Medicare education costs.
    18. Relevant information from this system of records may be 
disclosed to individuals, organizations, private or public agencies or 
other agencies with whom VA has a contract or agreement or where there 
is a subcontract to perform services as VA may deem practicable for the 
purpose of laws administered by VA, in order for the contractor or 
subcontractor to perform the services of the contract or agreement. In 
accordance with the provisions of the contract or agreement, the 
contractor may disclose relevant information from this system of 
records to a third party. This includes the situation where relevant 
information may be disclosed to a third party upon the presentation or 
submission to the contractor by that third party of specific 
authorization or access data (e.g., an authorization code or number), 
which is obtained from VA or the VA contractor only by the individual 
employee to whom the information pertains. The employee's release of 
the specific authorization or access data to a third party indicates 
the employee's authorization for the disclosure of such information to 
that third party.
    19. Identifying information in this system, including names, social 
security numbers, home addresses, dates of birth, dates of hire, 
quarterly earnings, employer identifying information, and State of hire 
of employees may be disclosed to the Office of Child Support 
Enforcement, Administration for Children and Families, Department of 
Health and Human Services Federal Parent Locator System (FPLS) for the 
purpose of locating individuals to establish paternity, establishing 
and modifying orders of child support, identifying sources of income, 
and for other child support enforcement actions as required by the 
Personal Responsibility and Work Opportunity Reconciliation Act 
(Welfare Reform Law, Pub. L. 104-193).
    20. Information from this system of records may be released to the 
Social Security Administration for verifying social security numbers in 
connection with the operation of the FPLS by the Office of Child 
Support Enforcement.
    21. To disclose information to the Federal Labor Relations 
Authority (including its General Counsel) when requested in connection 
with the investigation and resolution of allegations of unfair labor 
practices, in connection with the resolution of exceptions to 
arbitrator awards when a question of material fact is raised, in 
connection with matters before the Federal Service Impasses Panel, and 
to investigate representation petitions and conduct or supervise 
representation elections.
    22. Information from this system of records may be released to the 
Department of Treasury for purposes of administering the Earned Income 
Tax Credit Program (Section 32, Internal Revenue Code of 1986) and 
verifying a claim with respect to employment in a tax return.
    23. Any information in this system may be disclosed to the 
Department of Treasury, Internal Revenue Service (IRS), where required 
by law or regulation to report withholding information and to effect 
payment of taxes withheld to IRS and to create W-2's.
    24. VA may disclose information from this system of records to a 
court administrative entity or custodial parent of a child in order to 
provide documentation for child health care insurance coverage in 
accordance with a court or administrative order as required by 5 U.S.C. 
8905(h), as enacted by Public Law 106-394 and in accordance with the 
procedures stated in the applicable OPM Benefits Administration and 
Payroll Office Letters. VA may also disclose information from this 
system of records to healthcare insurance carriers in order to enroll 
employees and their children in healthcare insurance plans in 
accordance with Public Law 106-394.
    25. Relevant information from this system of records, including 
social security number, date of birth, home address, and the amount of 
contributions, interfund transfers, or other financial information may 
be disclosed to the Federal Retirement Thrift Investment Board in order 
to effect employee participation in the Thrift Savings Plan.
    26. Information from this system of records may be disclosed in 
response to legal processes, including interrogatories, served on the 
agency in connection with garnishment proceedings against current or 
former VA employees under 5 U.S.C. 5520a.
    27. Transfer withholding tax information to State and/or city 
governments to effect payment of taxes to State and/or city governments 
and to create W-2's.
    28. Transfer retirement record information to OPM in order to 
provide a history of service and retirement deductions.
    29. Information and records in this system may be transferred to 
NARA to provide a history of all salaries, deductions, time and leave.
    30. Transfer unemployment compensation information to State 
agencies to compile unemployment compensation data.
    31. The name and general geographic location where an employee 
resides (not specific home addresses) may be disclosed by the facility 
Employee Transportation Coordinator to other employees in order to 
promote the car/vanpooling and ridesharing program established in 
accordance with Executive Order 12191 and to enable VA to verify 
membership in car and vanpools.
    32. The name of the employee, social security number, beginning and 
ending pay period dates, the number of hours worked during a given pay 
period, the gross salary and duty station may be disclosed to the 
Department of Labor's (DOL) Office of Inspector General (OIG) in order 
for DOL's OIG to conduct a computer match of these records with various 
State unemployment benefit files. The purpose of this computer-matching 
program will be to determine if Federal employees have been improperly 
drawing State unemployment benefit payments. These

[[Page 63314]]

payments are ultimately reimbursed to the State by the Federal 
Government.
    33. VA may disclose from this system of records to the Department 
of Justice (DOJ), either on VA's initiative or in response to DOJ's 
request for information, after either VA or DOJ determines that such 
information is relevant to DOJ's representation of the United States or 
any of its components in legal proceedings before a court or 
adjudicative body, provided that, in each case, the agency also 
determines prior to disclosure that release of the records to DOJ is a 
use of the information contained in the records that is compatible with 
the purpose for which VA collected the records. VA, on its own 
initiative, may disclose records in this system of records in legal 
proceedings before a court or administrative body after determining 
that the disclosure of the records to the court or administrative body 
is a use of the information contained in the records that is compatible 
with the purpose for which VA collected the records.
    34. Relevant information from this system of records, including 
available identifying data regarding the debtor, such as name of 
debtor, last known address of debtor, social security number of debtor, 
place and date of birth of the debtor, name and address of debtor's 
employer or firm, and dates of employment, may be disclosed to other 
Federal agencies. State probate courts, State driver's license bureaus, 
and State automobile title and license bureaus as a routine use in 
order to obtain current address, locator and credit report assistance 
in the collection of unpaid financial obligations owed to the United 
States. This purpose is consistent with the Governmentwide debt 
collection standards set forth at 38 U.S.C. Chapter 37, Subchapters I 
and II; 31 CFR parts 900-904; and VA regulations 38 CFR 1.900-1.954.
    35. Any information in this system of records may be disclosed to a 
third party purchaser of delinquent debt sold pursuant to the 
provisions of 31 U.S.C. 3711(i).
    36. To disclose to the Office of Federal Employees' Group Life 
Insurance information necessary to verify election, declination, or 
waiver of regular and/or optional life insurance coverage or 
eligibility for payment of a claim for life insurance.
    37. To disclose information to health carriers contracting with OPM 
under the Federal Health Benefits Program that is necessary to identify 
eligibility for payments of a claim for health benefits, or to carry 
out the coordination or audit of benefits provisions of such contracts.
    38. Any information in this system of records, including social 
security numbers and home addresses, may be disclosed to DFAS so that 
DFAS may process the payment of pay and allowances for VA employees.
    39. Any information in this system of records including social 
security numbers may be disclosed to another Federal agency when that 
agency has been requested to conduct a Federal salary offset hearing 
under 5 U.S.C. 5514(a)(2)(D) for VA employees.
    40. Disclosures to other Federal agencies may be made to assist 
such agencies in preventing and detecting possible fraud or abuse by 
individuals in their operations and programs.
    41. VA may own its own initiative disclose any information or 
records to the appropriate agencies, entities, and persons when (1) VA 
suspects or has confirmed that the integrity or confidentiality of 
information in the system of records has been compromised; (2) VA has 
determined that as a result of the suspected or confirmed compromise, 
there is a risk of embarrassment or harm to the reputations of the 
record subjects, harm to economic or property interests, identity theft 
or fraud, or harm to the security, confidentiality, or integrity of 
this system or other systems or programs (whether maintained by VA or 
another agency or entity) that rely upon the potentially compromised 
information; and (3) the disclosure is to agencies, entities or persons 
whom VA determines are reasonably necessary to assist or carry out the 
Department's efforts to respond to the suspected or confirmed 
compromise and prevent, minimize, or remedy such harm. This routine use 
permits disclosures by the Department to respond to a suspected or 
confirmed data breach, including the conduct of any risk analysis or 
provision of credit protection services as provided in 38 U.S.C. 5724, 
as the terms as defined in 38 U.S.C. 5727.
    42. VA may disclose information from this system to the Merit 
Systems Protection Board or the Office of Special Counsel when 
requested in connection to appeals, special studies of the civil 
service and other merit systems, review of rules and regulations, 
investigation of alleged or possible prohibited personnel practices, 
and such other functions promulgated in 5 U.S.C. 1205 and 1206, or as 
authorized by law.
    43. VA may disclose information from this system to the Federal 
Labor Relations Authority, including its General Counsel, information 
related to the establishment of jurisdiction, investigation, and 
resolution of allegations of unfair labor practices, or in connection 
with the resolution of exceptions to arbitration awards when a question 
of material fact is raised; for it to address matters properly before 
the Federal Services Impasses Panel, investigate representation 
petitions, and conduct or supervise representative elections.
    44. VA may disclose information from this system to the Equal 
Employment Opportunity Commission when requested in connection with 
investigations of alleged or possible discriminatory practices, 
examination of Federal affirmative employment programs, or other 
functions of the Commission as authorized by law or regulation.
    45. VA may disclose information or records from this system to 
appropriate Federal Government agencies, upon request, for employee 
accountability purposes, during the time of a declared national, state 
or local emergency.
    46. Any information in this system of records may be disclosed to 
the Secretary of the Treasury, or to any designated Government 
disbursing official, for the purpose of conducting administrative 
offset of any eligible Federal payments in order to collect debts owed 
to the United States under the authority set forth in 31 U.S.C. 3716. 
Tax refund and Federal salary payments may be included in those Federal 
payments eligible for administrative offset.
    47. Any information in this system of records concerning a 
delinquent debt may be disclosed to the Secretary of the Treasury for 
appropriate collection or termination action, including the transfer of 
the indebtedness for collection or termination, in accordance with 31 
U.S.C. 3711(g) (4), to DFAS, to a debt collection center designated by 
the Secretary of the Treasury, to a private collection agency, or to 
DOJ. The Secretary of the Treasury, a designated debt collection 
center, a private collection agency or DOJ, may take appropriate action 
on a debt in accordance with the existing laws under which the debt 
arose.
    The notice of intent to establish and an advance copy of the system 
notice have been sent to the appropriate Congressional committees and 
to the Director of OMB as required by 5 U.S.C. 552a(r) (Privacy Act) 
and guidelines issued by OMB (65 FR 77677), December 12, 2000.


[[Page 63315]]


    Approved: September 30, 2013.
Jose D. Riojas,
Chief of Staff, Department of Veterans Affairs.
171VA056A

SYSTEM NAME:
    ``Human Resources Information System Shared Service Center (HRIS 
SSC)--VA'' (171VA056A).

SYSTEM LOCATION:
    The primary Data Center is located at 1506 Moran Road, Dulles, VA 
20166; the backup or disaster recovery site is located at 120 East Van 
Buren, Phoenix, AZ 85004. Monster On-Boarding System serves as the VA 
On-Boarding System. The Monster On-Boarding System and all associated 
records will be located at a primary site in Ashburn, VA (Equinix, 
21701 Filigree Ct, Ashburn, VA 20147) and at a secondary site in 
McLean, VA (Monster Government Solution, 8280 Greensboro Drive, Suite 
900, McLean, VA 22102).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals covered by the system include all VA employees, 
Consultants, Interns, Residents, Without Compensation Employees and Fee 
Basis employees; applicants for appointment under authority of 38 
U.S.C. Chapter 73; applicants for appointment under 38 U.S.C. Chapter 
75 in the Veterans Canteen Service; applicants for employment under 5 
U.S.C. Chapter 23.

CATEGORIES OF RECORDS IN THE SYSTEM:
    These records include, but are not limited to: Name; home address; 
social security number; taxpayer identification number; date of birth; 
grade; race; employing organization; timekeeper number; salary; pay 
plan; number of hours worked, including compensatory time; leave 
accrual rate, usage, and balances; records related to retirement and 
benefit elections; FICA withholdings; Federal, State, and local tax 
withholdings; records related to travel expenses and payments; telework 
indicator codes; carpool and ridesharing program records (e.g., name, 
address, office location at the facility); public transportation 
benefit program records; records related to garnishments, deductions, 
allotments, and direct deposit/electronic funds transfer (DD/EFT); and 
records related to background information investigations. For persons 
who have applied for Federal employment, the system may include 
additional records relating to their education and training; licensure, 
registration or certification by State licensing boards and/or national 
certifying bodies, including any finding of facts, evidence and any 
other related documents pertaining to a disciplinary action; prior and/
or current clinical privileges; employment history, appraisals of past 
performance; convictions of offenses against the law; appraisals of 
potential honors, awards or fellowships; military service; veterans' 
preference; or birthplace.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    38 U.S.C. 501(a); 38 U.S.C. 73; 38 U.S.C. 75 SEC 4202; 5 U.S.C. 
Part III, Subparts D and E.

PURPOSES:
    The system is the official repository of the personnel information, 
reports of personnel actions and the documents associated with these 
actions. The personnel action reports and other documents give legal 
force and effect to personnel transactions and establish employee 
rights and benefits under pertinent laws and regulations governing 
Federal employment. They provide the basic source of factual data about 
a person's Federal employment while in the service and after his or her 
separation. Records in this system have various uses, including 
screening qualifications of employees; determining status eligibility, 
and rights and benefits under pertinent laws and regulations governing 
Federal employment; computing length of service; and other information 
needed to provide personnel services.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    1. Information from this system may be disclosed to produce and 
maintain the official personnel records, including reports and 
statistical data, of VA employees for use by Federal, State and local 
agencies and organizations authorized by law or regulation to have 
access to such information. These records may be disclosed as part of 
an ongoing matching program to accomplish these purposes.
    2. Information from this system may be disclosed to transfer 
personnel data to Office of Personnel Management (OPM) in order to 
provide OPM with a readily accessible major data source for meeting the 
work force information needs of OPM, national planning agencies, the 
Congress, the White House and the public.
    3. VA, on its own initiative, may disclose any information in this 
system which is relevant to a suspected violation or reasonable 
imminent violation of law, whether civil, criminal, or regulatory in 
nature, and whether arising by general or program statute or by 
regulation, rule, or order issued pursuant thereto, to any Federal, 
foreign, State, tribal or local government agency charged with 
responsibility of investigating or prosecuting such violations, or 
charged with enforcing or implementing the statute, rule, regulation, 
or order.
    4. A record from this system may be disclosed as a routine use to a 
Federal, State or local agency, or to a non-governmental organization 
maintaining civil, criminal or other relevant information, such as 
current licenses, registration or certification, if necessary to obtain 
information relevant to an agency decision concerning the hiring or 
retention of an employee, the use of an individual as a consultant, 
attending or to provide fee basis health care, the issuance of a 
security clearance, the letting of a contract, or the issuance of a 
license, grant or other benefits. These records may also be disclosed 
as part of an ongoing computer matching program to accomplish these 
purposes.
    5. A record from this system may be disclosed to a Federal, State 
or local agency, in response to its request, in connection with the 
hiring or retention of an employee, the issuance of a security 
clearance, the conducting of a security or suitability investigation of 
an individual, the letting of a contract or the issuance of a license, 
grant or other benefit by the requesting agency, to the extent that the 
information is relevant and necessary to the requesting agency's 
decision on the matter.
    6. The record of an individual who is covered by this system may be 
disclosed to a Member of Congress or a staff person acting for a 
Member, when the Member or staff person requests the record on behalf 
of, and at the written request of, the individual.
    7. Information from this system may be disclosed to the National 
Archives and Records Administration (NARA) and General Services 
Administration (GSA) in records management inspections conducted under 
the authority of 44 U.S.C. 2906 and the implementing regulations.
    8. Information from this system may be disclosed to transfer human 
resources and payroll information to complete payroll Checks and DD/
EFT, bond deductions, and withholding taxes to the Defense Finance 
Accounting System (DFAS) to effect delivery of salary payments to VA 
employees.
    9. Information from this system may be disclosed to transfer 
payroll information to the Social Security Administration in order to 
credit quarterly posting for social security.
    10. Relevant information from this system, including the nature and

[[Page 63316]]

amount of a financial obligation may be disclosed as a routine use in 
order to assist VA in the collection of unpaid financial obligations 
owed to VA, to a debtor's employing agency or commanding officer. This 
purpose is consistent with the Governmentwide debt collection standards 
set forth at 31 U.S.C., Chapter 37, subchapters I and II, 31 CFR parts 
900-904, and VA regulations 38 CFR 1.900-1.954.
    11. Information from this system may be disclosed to provide State 
and local taxing authorities with employee names, home addresses, 
social security numbers, gross compensation paid for a given period, 
taxes withheld for the benefit of the recipient jurisdiction or other 
jurisdictions, according to the provisions of State and/or local law.
    12. Records from this system may be disclosed to a Federal, State 
or local government agency or licensing board and/or to the Federation 
of State Medical Boards or a similar nongovernment entity. These 
entities maintain records concerning an individual's employment or 
practice histories or concerning the issuance, retention or revocation 
of licenses, certifications, or registration necessary to practice an 
occupation, profession or specialty.
    13. Records from this system may be disclosed in order for the 
agency to obtain information deemed relevant to an agency decision 
concerning the hiring, retention or termination of an employee. Records 
may also be disclosed to inform a Federal Agency or licensing boards or 
the appropriate nongovernment entities about the health care practices 
of a terminated, resigned or retired health care employee whose 
professional health care activity so significantly failed to conform to 
generally accepted standards of professional medical practice as to 
raise reasonable concern for the health and safety of patients. These 
records may also be disclosed as part of an ongoing computer matching 
program to accomplish these purposes.
    14. Information from this system may be disclosed to any State, 
local, or foreign civil or criminal law enforcement governmental agency 
or instrumentality charged under applicable law with the protection of 
the public health or safety for the purpose of protecting public health 
or safety if qualified representatives of such agency or 
instrumentality has made a written request that such information be 
provided in order to meet a statutory reporting requirement.
    15. Identifying information from this system, including name, 
address, social security number and other information as is reasonably 
necessary to identify such individual, may be disclosed to the National 
Practitioner Data Bank at the time of hiring and/or clinical 
privileging/re-privileging of health care practitioners, and other 
times as deemed necessary by VA in order for VA to obtain information 
to make a decision concerning the hiring, privileging/re-privileging, 
retention or termination of the applicant or employee.
    16. Relevant information from this system may be disclosed to the 
National Practitioner Data Bank and/or State Licensing Board in the 
State(s) in which a practitioner is licensed, in which the VA facility 
is located, and/or in which an act or omission occurred upon which a 
medical malpractice claim was based when VA reports information 
concerning: (1) Any payment for the benefit of a physician, dentist, or 
other licensed health care practitioner which was made as the result of 
a settlement or judgment of a claim of medical malpractice if an 
appropriate determination is made in accordance with agency policy that 
payment was related to substandard care, professional incompetence or 
professional misconduct on the part of the individual; (2) a final 
decision which relates to possible incompetence or improper 
professional conduct that adversely effects the clinical privileges of 
a physician or other licensed health care practitioner for a period 
longer than 30 days; or (3) the acceptance of the surrender of clinical 
privileges or any restriction of such privileges by a physician or 
other licensed health care practitioners either while under 
investigation by the health care entity relating to possible 
incompetence or improper professional misconduct, or in return for not 
conducting such an investigation or proceeding. These records may also 
be disclosed as part of a computer matching program to accomplish these 
purposes.
    17. Relevant information from this system concerning residents and 
interns employed at the VA Medical Centers, including names, social 
security numbers, occupational titles, and dates of service, may be 
disclosed to the Health Care Financing Administration as part of an 
ongoing computer matching program. The purpose of this computer 
matching program is to help assure that no intern or resident is 
counted as more than a full-time equivalent in accordance with program 
regulations governing Medicare education costs.
    18. Relevant information from this system may be disclosed to 
individuals, organizations, private or public agencies or other 
agencies with whom VA has a contract or agreement or where there is a 
subcontract to perform services as VA may deem practicable for the 
purpose of laws administered by VA, in order for the contractor or 
subcontractor to perform the services of the contract or agreement. In 
accordance with the provisions of the contract or agreement, the 
contractor may disclose relevant information from this system of 
records to a third party. This includes the situation where relevant 
information may be disclosed to a third party upon the presentation or 
submission to the contractor by that third party of specific 
authorization or access data (e.g., an authorization code or number), 
which is obtained from VA or the VA contractor only by the individual 
employee to whom the information pertains. The employee's release of 
the specific authorization or access data to a third party indicates 
the employee's authorization for the disclosure of such information to 
that third party.
    19. Identifying information from this system, including names, 
social security numbers, home addresses, dates of birth, dates of hire, 
quarterly earnings, employer identifying information, and State of hire 
of employees may be disclosed to the Office of Child Support 
Enforcement, Administration for Children and Families, Department of 
Health and Human Services Federal Parent Locator System (FPLS) for the 
purpose of locating individuals to establish paternity, establishing 
and modifying orders of child support, identifying sources of income, 
and for other child support enforcement actions as required by the 
Personal Responsibility and Work Opportunity Reconciliation Act 
(Welfare Reform Law, Pub. L. 104-193).
    20. Information from this system may be released to the Social 
Security Administration for verifying social security numbers in 
connection with the operation of the FPLS by the Office of Child 
Support Enforcement.
    21. Information from this system may disclose information to the 
Federal Labor Relations Authority (including its General Counsel) when 
requested in connection with the investigation and resolution of 
allegations of unfair labor practices, in connection with the 
resolution of exceptions to arbitrator awards when a question of 
material fact is raised, in connection with matters before the Federal 
Service Impasses Panel, and to investigate representation petitions and 
conduct or supervise representation elections.
    22. Information from this system may be released to the Department 
of Treasury for purposes of administering the Earned Income Tax Credit 
Program

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(Section 32, Internal Revenue Code of 1986) and verifying a claim with 
respect to employment in a tax return.
    23. Information from this system may be disclosed to the Department 
of Treasury, Internal Revenue Service (IRS), where required by law or 
regulation to report withholding information and to effect payment of 
taxes withheld to IRS and to create W-2's.
    24. VA may disclose information from this system to a court 
administrative entity or custodial parent of a child in order to 
provide documentation for child health care insurance coverage in 
accordance with a court or administrative order as required by 5 U.S.C. 
8905(h), as enacted by Public Law 106-394 and in accordance with the 
procedures stated in the applicable OPM Benefits Administration and 
Payroll Office Letters. VA may also disclose information from this 
system of records to health care insurance carriers in order to enroll 
employees and their children in health care insurance plans in 
accordance with Public Law 106-394.
    25. Relevant information from this system, including social 
security number, date of birth, home address, and the amount of 
contributions, interfund transfers, or other financial information may 
be disclosed to the Federal Retirement Thrift Investment Board in order 
to effect employee participation in the Thrift Savings Plan.
    26. Information from this system may be disclosed in response to 
legal processes, including interrogatories, served on the agency in 
connection with garnishment proceedings against current or former VA 
employees under 5 U.S.C. 5520a.
    27. Information from this system may be disclosed to transfer 
withholding tax information to State and/or city governments to effect 
payment of taxes to State and/or city governments and to create W-2's.
    28. Information from this system may be disclosed to transfer 
retirement record information to OPM in order to provide a history of 
service and retirement deductions.
    29. Information and records in this system may be transferred to 
NARA to provide a history of all salaries, deductions, time and leave.
    30. Information from this system may be disclosed to transfer 
unemployment compensation information to State agencies that compile 
unemployment compensation data.
    31. The name and general geographic location where an employee 
resides (not specific home addresses) may be disclosed by the facility 
Employee Transportation Coordinator to other employees in order to 
promote the car/vanpooling and ridesharing program established in 
accordance with Executive Order 12191 and to enable VA to verify 
membership in car and vanpools.
    32. The name of the employee, social security number, beginning and 
ending pay period dates, the number of hours worked during a given pay 
period, the gross salary and duty station may be disclosed to the 
Department of Labor's (DOL) Office of Inspector General (OIG) in order 
for DOL's OIG to conduct a computer match of these records with various 
State unemployment benefit files. The purpose of this computer-matching 
program will be to determine if Federal employees have been improperly 
drawing State unemployment benefit payments. These payments are 
ultimately reimbursed to the State by the Federal Government.
    33. VA may disclose from this system to the Department of Justice 
(DOJ), either on VA's initiative or in response to DOJ's request for 
information, after either VA or DOJ determines that such information is 
relevant to DOJ's representation of the United States or any of its 
components in legal proceedings before a court or adjudicative body, 
provided that, in each case, the agency also determines prior to 
disclosure that release of the records to DOJ is a use of the 
information contained in the records that is compatible with the 
purpose for which VA collected the records. VA, on its own initiative, 
may disclose records in this system of records in legal proceedings 
before a court or administrative body after determining that the 
disclosure of the records to the court or administrative body is a use 
of the information contained in the records that is compatible with the 
purpose for which VA collected the records.
    34. Relevant information from this system, including available 
identifying data regarding the debtor, such as name of debtor, last 
known address of debtor, social security number of debtor, place and 
date of birth of the debtor, name and address of debtor's employer or 
firm, and dates of employment, may be disclosed to other Federal 
agencies. State probate courts, State driver's license bureaus, and 
State automobile title and license bureaus as a routine use in order to 
obtain current address, locator and credit report assistance in the 
collection of unpaid financial obligations owed to the United States. 
This purpose is consistent with the Governmentwide debt collection 
standards set forth at 38 U.S.C. Chapter 37, Subchapters I and II; 31 
CFR parts 900-904; and VA regulations 38 CFR 1.900-1.954.
    35. Any information in this system may be disclosed to a third 
party purchaser of delinquent debt sold pursuant to the provisions of 
31 U.S.C. 3711(i).
    36. Information from this system may be disclosed to the Office of 
Federal Employees' Group Life Insurance Information necessary to verify 
election, declination, or waiver of regular and/or optional life 
insurance coverage or eligibility for payment of a claim for life 
insurance.
    37. Information from this system may be disclosed to health 
carriers contracting with OPM under the Federal Health Benefits Program 
that is necessary to identify eligibility for payments of a claim for 
health benefits, or to carry out the coordination or audit of benefits 
provisions of such contracts.
    38. Any information from this system, including social security 
numbers and home addresses, may be disclosed to DFAS so that DFAS may 
process the payment of pay and allowances for VA employees.
    39. Any information in this system including social security 
numbers may be disclosed to another Federal agency when that agency has 
been requested to conduct a Federal salary offset hearing under 5 
U.S.C. 5514(a)(2)(D) for VA employees.
    40. Disclosure to other Federal agencies may be made to assist such 
agencies in preventing and detecting possible fraud, waste, 
overpayment, or abuse by individuals in their operations and programs 
as well as identifying areas where legislative and regulatory 
amendments directed toward preventing overpayments. These records may 
also be disclosed as part of an ongoing computer-matching program to 
accomplish this purpose.
    41. VA may on its own initiative disclose any information or 
records to the appropriate agencies, entities, and persons when (1) VA 
suspects or has confirmed that the integrity or confidentiality of 
information in the system of records has been compromised; (2) VA has 
determined that as a result of the suspected or confirmed compromise, 
there is a risk of embarrassment or harm to the reputations of the 
record subjects, harm to economic or property interests, identity theft 
or fraud, or harm to the security, confidentiality, or integrity of 
this system or other systems or programs (whether maintained by VA or 
another agency or entity) that rely upon the potentially compromised 
information; and (3) the disclosure is to agencies, entities or persons 
whom VA

[[Page 63318]]

determines are reasonably necessary to assist or carry out the 
Department's efforts to respond to the suspected or confirmed 
compromise and prevent, minimize, or remedy such harm. This routine use 
permits disclosures by the Department to respond to a suspected or 
confirmed data breach, including the conduct of any risk analysis or 
provision of credit protection services as provided in 38 U.S.C. 5724, 
as the terms as defined in 38 U.S.C. 5727.
    42. VA may disclose information from this system to the Merit 
Systems Protection Board or the Office of Special Counsel when 
requested in connection to appeals, special studies of the civil 
service and other merit systems, review of rules and regulations, 
investigation of alleged or possible prohibited personnel practices, 
and such other functions promulgated in 5 U.S.C. 1205 and 1206, or as 
authorized by law.
    43. VA may disclose information from this system to the Federal 
Labor Relations Authority, including its General Counsel, information 
related to the establishment of jurisdiction, investigation, and 
resolution of allegations of unfair labor practices, or in connection 
with the resolution of exceptions to arbitration awards when a question 
of material fact is raised; for it to address matters properly before 
the Federal Services Impasses Panel, investigate representation 
petitions, and conduct or supervise representative elections.
    44. VA may disclose information from this system to the Equal 
Employment Opportunity Commission when requested in connection with 
investigations of alleged or possible discriminatory practices, 
examination of Federal affirmative employment programs, or other 
functions of the Commission as authorized by law or regulation.
    45. VA may disclose information or records from this system to 
appropriate Federal Government agencies, upon request, for employee 
accountability purposes, during the time of a declared national, State 
or local emergency.
    46. Information in this system may be disclosed to the Secretary of 
the Treasury, or to any designated Government disbursing official, for 
the purpose of conducting administrative offset of any eligible Federal 
payments in order to collect debts owed to the United States under the 
authority set forth in 31 U.S.C. 3716. Tax refund and Federal salary 
payments may be included in those Federal payments eligible for 
administrative offset.
    47. Information in this system of records concerning a delinquent 
debt may be disclosed to the Secretary of the Treasury for appropriate 
collection or termination action, including the transfer of the 
indebtedness for collection or termination, in accordance with 31 
U.S.C. 3711(g)(4), to DFAS, to a debt collection center designated by 
the Secretary of the Treasury, to a private collection agency, or to 
DOJ. The Secretary of the Treasury, a designated debt collection 
center, a private collection agency or DOJ, may take appropriate action 
on a debt in accordance with the existing laws under which the debt 
arose.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records will be stored in electronic storage media located within 
the primary Data Center and backup site. Portable media and hardcopy 
documents will be stored in a GSA-approved combination safe. On-
Boarding System--Computer storage media.

RETRIEVABILITY:
    Electronic records are indexed by Employee Identification Number 
and social security number. Information can be retrieved by any data 
field within the system.

SAFEGUARDS:
    VA employees will have access to their own individual online 
records using a username and password credentials, or by using Personal 
Identity Verification (PIV). Privileged users such as Human Resources 
Administrators and report generators will access online records other 
than their own, consistent with their authority and organizational 
affiliations using a username and password credentials. Contractors 
fulfilling system administrator roles will access the VA HRIS SSC 
system using two-factor authentication.
    Physical Security--Physical security to the records will be 
maintained by a physical barrier and guarded by security guards at all 
times. Physical controls include: (1) GSA-approved combination safes; 
(2) Locked rooms/areas with controlled access; (3) roving guards; and 
(4) Two-Person Integrity (e.g., one person has keyed access to the room 
where the safe is kept, while a different person has the combination to 
the safe).
    On-Boarding System--Access to these records is restricted to 
authorized VA employees, contractors, or subcontractors on a ``need to 
know'' basis by means of unique user identification and passwords. 
Offices where these records are maintained are locked after working 
hours and are protected from access by the Federal Protective Service, 
other security officers and alarm systems.

RETENTION AND DISPOSAL:
    The Shared Service Center provider will comply with all VA 
retention and disposal procedures specified in VA Handbook 6300 and VA 
Directive 6300. Records contained in the VA HRIS SSC will be retained 
as long as the information is needed in accordance with a NARA-approved 
retention period.
    All electronic storage media used to store, process, or access VA 
HRIS SSC records will be disposed of in adherence with the latest 
version of VA Handbook 6500.1, Electronic Media Sanitization.
    Retention (of Records)--Records contained in the VA On-Boarding 
System will be retained as long as the information is needed in 
accordance with a NARA-approved retention period.
    All electronic storage media used to store, process, or access VA 
On-Boarding System records will be disposed of in adherence with the 
latest version of VA Handbook 6500.1, Electronic Media Sanitization.

SYSTEM MANAGER(S) AND ADDRESS:
    Deputy Assistant Secretary for Human Resources Management, 
Department of Veterans Affairs, VA Central Office, Washington, DC 
20420.

NOTIFICATION PROCEDURE:
    Any individual seeking information concerning the existence of a 
personnel record pertaining to them must submit a written request to 
the VA station of employment. Inquiries should include the employee's 
full name, social security number, date of birth, office and return 
address.

RECORDS ACCESS PROCEDURE:
    Employees or representatives designated in writing seeking 
information regarding access to VA records may write, email or call the 
VA office of employment.

CONTESTING RECORD PROCEDURES:
    Employees or representatives designated in writing seeking 
information regarding contesting VA records may write, email or call 
the VA office of employment.

RECORD SOURCE CATEGORIES:
    Personnel records, information received from employees, VA 
officials, other Government and State agencies.

[FR Doc. 2013-24830 Filed 10-22-13; 8:45 am]
BILLING CODE 8320-01-P