Implementation of the Privacy Act of 1974, as Amended; Amendment to Existing System of Records-Pay and Leave Records of Employees, 65234-65237 [2014-26095]
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65234
Federal Register / Vol. 79, No. 212 / Monday, November 3, 2014 / Notices
CBP approved bonded facility. This
form is filed by importers, consignees,
transferees, or owners of merchandise,
and is subject to approval by the port
director. The data requested on this
form identifies the merchandise for
which action is being sought and
specifies what operation is to be
performed. This form may also be
approved as a blanket application to
manipulate goods for a period of up to
one year for a continuous or repetitive
manipulation. CBP Form 3499 is
provided for by 19 CFR 19.8 and is
accessible at: https://forms.cbp.gov/pdf/
CBP_Form_3499.pdf.
Current Actions: CBP proposes to
extend the expiration date of this
information collection with no change
to the burden hours or to the
information collected.
Type of Review: Extension (without
change).
Affected Public: Businesses.
Estimated Number of Responses:
151,140.
Estimated Time per Response: 6
minutes.
Estimated Total Annual Burden
Hours: 15,114.
Dated: October 29, 2014.
Tracey Denning,
Agency Clearance Officer, U.S. Customs and
Border Protection.
[FR Doc. 2014–26028 Filed 10–31–14; 8:45 am]
BILLING CODE 9111–14–P
DEPARTMENT OF HOUSING AND
URBAN DEVELOPMENT
[Docket No. FR–5763–N–11]
Implementation of the Privacy Act of
1974, as Amended; Amendment to
Existing System of Records—Pay and
Leave Records of Employees
Office of the Chief Information
Officer.
ACTION: Amendment to System of
Records.
AGENCY:
The Department’s Office of
the Chief Human Capital Officer
(OCHCO) is proposing to amend its
‘‘Pay and Leave Records of Employees’’
system of records. The system of records
consists of payroll and time and
attendance systems for fulfillment of
payroll, timekeeping and leave
functions. The OCHCO modifies: The
authority for and manner in which the
Pay and Leave Records of Employees
system of records operates; the
categories of records in the system, the
location and address of the system, the
method by which records are retrieved
in the system; the retention and disposal
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SUMMARY:
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methods made of the records in the
system; and adds the purpose(s) for
which the records are used in the
system. Additionally, as part of this
update, OCHCO makes one substantive
change to the system of records to
authorize the forthcoming transition of
HUD’s time and attendance system from
the Department of Agriculture’s
National Finance Center (NFC) to the
Treasury Department’s Bureau of the
Fiscal Service (BFS). The routine uses
are being updated to include new
disclosures of personally identifiable
information (PII) to Treasury’s BFS and
to new contract service providers to
bring the system in compliance with the
Privacy Act. The Treasury’s BFS is a
shared service provider that will gain
access to payroll data and begin testing
time and attendance data for migration
of records, and ultimately, hosting of the
time and attendance system, while the
payroll function remains at NFC. The
payroll and leave functions include
processing all pay matters/issues (e.g.,
overtime, holiday pay, compensatory
time, compensatory time for travel),
distribution of wages, distribution of
allotments and deductions to financial
and other institutions, some through
electronic funds transfer, timekeeper
support, to maintain leave balances and
provide leave processing services such
as restored leave, payroll/personnel
action (e.g. promotions and Reduction
in Grade personnel actions), receipt
amount, and administrative
overpayment processing). This amended
notice demonstrates the Department’s
present status of the information
contained in the systems and new data
sharing practices. Other non-substantive
changes to the routine use section and
throughout the document are being
added to ensure compliance with the
Privacy Act, 5 U.S.C. 552a. A more
detailed description of the present
system is contained in notice ‘‘Purpose’’
caption. This notice supersedes the
previous notice published in the
Federal Register for ‘‘HUD–34: Pay and
Leave Records of Employees’’.
DATES: Effective Date: The proposed
modification will be effective
immediately, with the exception of the
migration of records to the new
Treasury system and the sharing of
information to new contractors, which
will become effective 30 days after
publication of this notice, on December
3, 2014, unless comments are received
that would result in a contrary
determination.
Comments Due Date: December 3,
2014.
ADDRESSES: Interested persons are
invited to submit comments regarding
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this notice to the Rules Docket Clerk,
Office of the General Counsel,
Department of Housing and Urban
Development, 451 Seventh Street, SW.,
Room 10276, Washington, DC 20410–
0500. Communication should refer to
the above docket number and title. A
copy of each communication submitted
will be available for public inspection
and copying between 8:00 a.m. and 5:00
p.m. weekdays at the above address.
FOR FURTHER INFORMATION CONTACT:
Donna Robinson-Staton, Chief Privacy
Officer, 451 Seventh Street, SW.,
Washington, DC 20410 (Attention:
Capitol View Building, 4th Floor),
telephone number: (202) 402–8073.
[This is not a toll free number.] A
telecommunications device for hearingand speech-impaired persons (TTY) is
available by calling the Federal Relay
Service’s toll-free telephone number at
(800) 877–8339.
SUPPLEMENTARY INFORMATION: This
system of records is maintained by
HUD’s Office of the Chief Human
Capital Officer. The system of records
includes personally identifiable
information on HUD employees’ that is
retrieved from the system by a name or
unique identifier. Hence, this system of
records encompasses programs and
services of the Department’s data
collection and management practices.
Publication of this notice allows HUD to
satisfy its reporting requirement and
keep an up-to-date accounting of its
system of records publications. The
amended system of records will
incorporate Federal privacy
requirements and HUD policy
requirements. The Privacy Act provides
certain safeguards for an individual
against an invasion of personal privacy
by requiring Federal agencies to protect
records contained in an agency system
of records from unauthorized
disclosure, by ensuring that information
is current and collected only for its
intended use, and by providing
adequate safeguards to prevent misuse
of such information. Additionally, this
notice demonstrates the Department’s
focus on industry best practices in
protecting the personal privacy of the
individuals covered by this system
notification.
This notice states the name and
location of the record system, the
authority for and manner of its
operations, the categories of individuals
that it covers, the type of records that it
contains, the sources of the information
for the records, the routine uses made of
the records and the type of exemptions
in place for the records. In addition, this
notice includes the business addresses
of the HUD officials who will inform
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Federal Register / Vol. 79, No. 212 / Monday, November 3, 2014 / Notices
interested persons of the procedures
whereby they may gain access to and/
or request amendments to records
pertaining to them.
This publication does meet the
threshold requirements for a new and
amended system and a report was
submitted to the Office of Management
and Budget (OMB), the Senate
Committee on Homeland Security and
Governmental Affairs, and the House
Committee on Government Reform as
instructed by Paragraph 4c of Appendix
l to OMB Circular No. A–130, ‘‘Federal
Agencies Responsibilities for
Maintaining Records About
Individuals,’’ July 25, 1994 (59 FR
37914).
Authority: 5 U.S.C. 552a; 88 Stat. 1896; 42
U.S.C. 3535(d).
Dated: October 28, 2014.
Mike Milazzo,
Deputy Chief Information Officer.
SYSTEM OF RECORDS NO.: OCHCO/
AHFA.01
SYSTEM NAME:
Pay and Leave Records of Employees.
SYSTEM LOCATION:
Department of Housing and Urban
Development, 451 Seventh Street, SW.,
Washington DC 20410. Department of
Agriculture National Finance Center PO
Box 60000, New Orleans, LA 70160, and
at the service providers under contract
with HUD and at the Federal agencies
using the contracts. The time and
attendance system is accessible by all
HUD employees via HUD Intranet
nationwide at HUD Field and Regional
offices 1. Backup, recovery and media
records are stored in secure facilities at
the Washington National Record Center,
4205 Suitland Road, Suitland, MD
20746.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Current and former HUD employees.
code; Thrift Savings Plan participation
and contribution; cash award data; jury
duty data; military leave data; pay
differentials; union dues deduction;
allotments by type and amount;
financial institution code and employee
account number; personnel/payroll data
requests, retirement; jury duty data;
military leave data; leave status and data
of all types (including annual,
compensatory, jury duty, maternity,
military, retirement disability, sick,
transferred, and without pay);
To administer time and attendance
processing—records include: Employee
number, organization, time and
attendance records; leave applications
and reports; individual daily time
reports; adjustments to time and
attendance; overtime reports, supporting
data, such as medical certificates;
number of regular, overtime, holiday,
Sunday, and other hours worked; pay
period number and ending dates; both
internal/external pay/leave inquiries
and request pertaining to time and
attendance; information and/or
supporting documentation about the
inquiries and problems received.
To administer garnishment and levy
orders—records include: Orders served
upon HUD for implementation, court
orders, correspondence, and
memoranda issued by a court of
competent jurisdiction or by another
government entity authorized to issue
such an order for a HUD employee
subject to official processing by HUD.
Copies of judicial hardcopy
correspondence are kept in locked
cabinets.
Note: This system of record does not cover
the Office of Personnel Management (OPM)
OPM/GOVT–1 related records: The Official
Personnel Folders and other general
personnel records files, reports of personnel
actions, and the documents and papers
required in connection with actions affected
during an employee’s Federal service are
covered by OPM–1.
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CATEGORIES OF RECORDS IN THE SYSTEM:
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
All categories of records in the system
may include the name, work and home
address, and social security number of
the HUD employee. The purpose and
use made of each category of records in
the system are:
To administer payroll processing—
records include: HUD employee
number, grade, step, and salary;
organization, retirement or FICA data as
applicable; Federal, state, and local tax
deductions; regular and optional
Government life insurance deduction(s),
health insurance deduction and plan or
The collection of payroll and leave
data is required by general
recordkeeping statutes, regulations, and
executive orders:
5 U.S.C. 6101–6133; 5 U.S.C. 6301–
6387; 44 U.S.C. 3101; 5 U.S.C. 5501–
5597; 5 CFR part 630; Executive Order
9373, which permits the collection of
SSNs, as amended by Executive Order
13478. The collection of garnishment
and levy orders is required by: 5 U.S.C.
5520a; 10 U.S.C. 1408; and 42 U.S.C.
659.
1 https://portal.hud.gov/hudportal/HUD?src=/
localoffices.
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PURPOSE(S):
The system includes payroll
processing services and any other
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payroll/personal records and various
records reflecting HUD employees’ time
and attendance and leave status, as well
as the allocation of employee time to
designated budget account codes. The
system of records is also used to prepare
related reports to other Federal agencies
including the Department of Treasury
and the Office of Personnel
Management.
HUD’s OCHCO operates the Pay and
Leave Records of Employees system of
records to:
1. Authorize payroll deductions,
including but not limited to allotments,
charitable contributions, and union
dues;
2. Authorize the U.S. Department of
the Agriculture’s (USDA) National
Finance Center (NFC) to calculate pay,
maintain leave balances, and issue
salary checks;
3. Report gross wages and
compensation information, including
but not limited to unemployment
compensation;
4. Collect indebtedness, including but
not limited to overpayment of salary
and unpaid Internal Revenue Service
(IRS) taxes and/or state taxes;
5. Pay income tax obligations,
including but not limited to the Internal
Revenue Service (IRS) and states’
revenue departments;
6. Pay any uncollected compensation,
including but not limited to lump-sum
payments of leave upon an employee’s
separation, such as retirement and
resignation, or due to the beneficiaries
of a deceased employee;
7. Determine leave balances,
including but not limited to accrued and
used leave, sick leave, eligibility for
and/or authorize donations for the leave
transfer program, and other types of
leave categories;
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
The data is entered by HUD
employees from their location using a
time and attendance system located at a
Federal agency. The following routine
uses are transmittal of data contained in
the system of records for time and
attendance and payroll processing
services such as:
1. To payroll providers, and
authorized financial and payroll
processing institutions to calculate pay
and distribution of wages and
distribution of allotments and
deductions, some through electronic
funds transfer; to maintain leave
balances, payroll/personnel action (e.g.
promotions and Reduction in Grade
personnel actions), receipt amount, and
administrative overpayment processing;
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2. To the Department of Treasury to
authorize issuance of salary payments
through electronic funds transfer;
processing time and attendance actions
under an approved contract or servicing
agreement for the purpose relating to the
conversion of HUD employee time and
attendance recordkeeping services;
3. To the Internal Revenue Service,
Social Security Administration, the
individual, and taxing authorities of the
States, the District of Columbia,
territories, possessions, and local
governments;
4. To a congressional office in
response to a written inquiry from the
congressional office made at the request
of an individual covered by the system;
5. To charitable institutions to report
charitable contributions;
6. To insurance carriers to report
employee work elections and
information withholdings for health
insurance;
7. To the Office of Personnel
Management and it contractors
concerning pay, benefits, retirement
deductions, and other information
necessary to carry on its government
wide personnel functions, and to other
Federal agencies to facilitate employee
transfers;
8. To the Department of Labor to
process workers’ compensation injury
claims;
9. To Federal, state, and other
authorized agencies for the purpose of
collecting debts owed to the Federal
government by administrative or salary
offset programs;
10. To the Federal Retirement Thrift
Investment Board to administer the
Thrift Savings Plan;
11. To the Department of Veterans
Affairs regarding the final accounting
for employee pay and benefits;
12. To Federal, State, and local
agencies to assist in the enforcement of
child and spousal support obligations;
13. To State governments, the District
of Columbia, the Commonwealth of
Puerto Rico, and the Virgin Islands to
assist in processing unemployment
claims under the Unemployment
Compensation for Federal Employees
Program;
14. To other Federal agencies to
provide wage and separation
information to another agency as
required by law for payroll purposes;
15. To consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a
(b)(12). Pursuant to 5 U.S.C. 552a(b)(12),
disclosures may be made to a consumer
reporting agency as defined in the Fair
Credit Reporting Act (15. U.S.C. 1681a(f)
or the Federal Claims Collection Act of
1966, 31 U.S.C. 3701(a)(3)).
Other Routine Uses include:
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1. To appropriate agencies, entities,
and persons to the extent such
disclosures are compatible with the
purpose for which the records in this
system were collected, as set forth by
Appendix I 2—HUD’s Library of Routine
Uses published in the Federal Register
on (77 FR 41996, July 17, 2012);
2. To appropriate agencies, entities,
and persons when: a) HUD suspects or
has confirmed that the security or
confidentiality of information in a
system of records has been
compromised; b) HUD 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 systems or
programs (whether maintained by HUD
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
HUD’s efforts to respond to the
suspected or confirmed compromise
and prevent, minimize, or remedy such
harm for purposes of facilitating
responses and remediation efforts in the
event of a data breach.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Access to the systems is by user ID
and password. Roles in the systems
limit the user’s access once in the
system. Hardcopy records are kept in a
locked cabinet.
RETRIEVABILITY:
Computerized and hard copy records
are retrieved by the individual’s name
or Social Security Number. Hardcopy
records are kept in a locked cabinet.
SAFEGUARDS:
Access to the system is safeguarded
by a user ID and password and is
restricted to employees who have a need
to access the system in the performance
of their duties. Within the system the
user’s roles determine their access to
records. Hardcopy records are kept in a
locked cabinet.
RETENTION AND DISPOSAL:
All pay and leave records are
maintained until employees are
separated from HUD and are then
retired or transferred to a new
employing agency or destroyed in
conformance with appropriate General
Services Administration retirement and/
or destruction Schedules such as the
2 https://portal.hud.gov/hudportal/documents/
huddoc?id=append1.pdf.
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General Records Schedules 2 (GRS 2) in
the following manner:
• For Payroll and Leave Records—
OCHCO maintains and disposes of these
records in accordance with General
Records Schedule 2 (GRS 2) issued by
the National Archives and Records
Administration (NARA). Under the GRS
2, records are retained for various
periods. Generally, the records are kept
from 1 to 6 years, depending on the type
of record involved.
• For Garnishment and Levy of Wages
Records—OCHCO retains these records
until the expiration of the garnishment
or levy order or until the employee
leaves, whichever comes first. In some
instances that are related to a
garnishment or levy order, the
information is destroyed 3 years after
the termination of the garnishment or
levy order.
The disposal of the paper documents,
records, and files is by shredding.
Backup and Recovery digital media will
be destroyed or otherwise rendered
irrecoverable per NIST SP 800–88
‘‘Guidelines for Media Sanitization’’
(September 2006). This complies with
all Federal regulations. There are no
hardcopy records produced that require
additional archival.
SYSTEM MANAGER(S) AND ADDRESS:
Felicia Purifoy, Director, Office of
Human Capital Services, Office of the
Chief Human Capital Officer; The
Payroll System and Process Managers:
Brenda Bradley, Pay, Benefits, and
Retirement Division (PBRD), Director,
Office of the Chief Human Capital
Officer; Gaye W. Walker, Supervisory
Human Resources Specialist, Office of
the Chief Human Capital Officer,
located at the Department of Housing
and Urban Development, 451 Seventh
Street SW., Washington, DC 20410.
NOTIFICATION AND RECORD ACCESS
PROCEDURES:
For information, assistance, or
inquiries about the existence of records,
contact the Chief Privacy Officer,
Department of Housing and Urban
Development, 451 Seventh Street SW.,
Room 4156, Washington, DC 20410
(Attention: Capitol View Building, 4th
Floor), telephone number: (202) 402–
8073. Verification of your identity must
include original signature and be
notarized. Written request must include
the full name, Social Security Number,
date of birth, current address, and
telephone number of the individual
making the request.
CONTESTING RECORD PROCEDURES:
The Department’s rules for contesting
contents of records and appealing initial
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denials appear in 24 CFR part 16.
Additional assistance may be obtained
by contacting: U.S. Department of
Housing and Urban Development, Chief
Privacy Officer, 451 Seventh Street SW.,
Washington, DC 20410 (Attention:
Capitol View Building, 4th Floor),
telephone number: (202) 402–8073 or
the HUD Departmental Privacy Appeals
Officers, Office of General Counsel,
Department of Housing and Urban
Development, 451 Seventh Street SW.,
Washington DC 20410.
RECORD SOURCE CATEGORIES:
Subject individuals; supervisors;
timekeepers; official personnel records;
previous employers; or other Federal
Government agencies; Headquarters or
Regional Office personnel responsible
for solving pay/leave/time problems;
National Finance Center personnel
responsible for solving pay/leave/time
problems; Field Office personnel who
have information about pay/leave
problems, banks, other financial
institutions, and courts.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE ACT:
None.
[FR Doc. 2014–26095 Filed 10–31–14; 8:45 am]
BILLING CODE 4210–67–P
DEPARTMENT OF THE INTERIOR
Bureau of Land Management
[LLCO921000–L13200000–EL0000,
COC76563]
Notice of Invitation To Participate; Coal
Exploration License Application
COC76563, Colorado
Bureau of Land Management,
Interior.
ACTION: Notice of invitation.
AGENCY:
Pursuant to the Mineral
Leasing Act of 1920, as amended by the
Federal Coal Leasing Amendments Act
of 1976, and to Bureau of Land
Management (BLM) regulations, all
interested parties are hereby invited to
participate with GCC Energy, LLC, on a
pro rata cost-sharing basis, in a program
for the exploration of coal deposits
owned by the United States of America
in La Plata County, Colorado.
DATES: A Notice of Invitation was
published in the Durango Herald, once
each week for two consecutive weeks
beginning the week of July 2, 2014. Any
party electing to participate in this
exploration program must send written
notice to both GCC Energy, LLC, and the
BLM as provided in the ADDRESSES
section below, no later than December 3,
2014.
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The exploration plan
(serialized under number COC76563), as
submitted by GCC Energy, LLC, is
available for review in the BLM
Colorado State Office, 2850 Youngfield
Street, Lakewood, CO 80215, and the
BLM Tres Rios—Durango Office, 15
Burnett Court, Durango, CO 81301,
during normal business hours 9 a.m. to
4 p.m., Monday through Friday. Any
party electing to participate in this
exploration program shall notify the
BLM Colorado State Director, in writing,
at the BLM Colorado State Office (see
address above) and GCC Energy, LLC,
Attn: Seth McCourt, Mining Engineer,
6473 County Road 120, Hesperus, CO
81326.
FOR FURTHER INFORMATION CONTACT:
Sharon A. Sales by telephone at 303–
239–3987, or by email at ssales@
blm.gov; or Helen Mary Johnson by
telephone at 970–385–1359, or by email
at h50johns@blm.gov. Persons who use
a telecommunications device for the
deaf (TDD) may call the Federal
Information Relay Service (FIRS) at 1–
800–877–8339 to contact the above
individuals during normal business
hours. The FIRS is available 24 hours a
day, 7 days a week, to leave a message
or question with the above individuals.
You will receive a reply during normal
business hours.
SUPPLEMENTARY INFORMATION: The BLM
regulations at part 43 CFR 3410 require
publication in the Federal Register of an
invitation to participate in the coal
exploration (43 CFR 3410.2–1). The
purpose of the exploration program is to
gain additional geologic knowledge of
the coal underlying the exploration area
for the purpose of assessing the reserves
for potential leasing. The Federal coal
resources included in the exploration
license application are located in the
following described lands in La Plata
County, Colorado:
ADDRESSES:
New Mexico Principal Meridian
T. 35 N., R. 11 W.,
Sec. 17: lot 2, and lots 5 to 10, inclusive;
Sec. 17: N1⁄2SW1⁄4;
Sec.18: lots 1 to 10, inclusive;
Sec. 18: NE1⁄4, E1⁄2NW1⁄4, NE1⁄4SW1⁄4,
N1⁄2SE1⁄4;
Sec. 19: lots 1, 2, 6, and 7;
Sec. 19: NE1⁄4, E1⁄2NW1⁄4;
Sec. 20: NW1⁄4;
Sec. 30: lots 1 to 4, inclusive;
Sec. 30: NW1⁄4NE1⁄4, E1⁄2NW1⁄4.
T. 35 N., R. 12 W.,
Sec. 13: N1⁄2NE1⁄4, E1⁄2NW1⁄4, SW1⁄4NW1⁄4,
S1⁄2S1⁄2, NE1⁄4SE1⁄4;
Sec. 14: S1⁄2NE1⁄4, SW1⁄4, W1⁄2SE1⁄4,
SE1⁄4SE1⁄4;
Sec. 15: S1⁄2;
Sec. 21: E1⁄2, E1⁄2W1⁄2;
Sec. 22: N1⁄2, SW1⁄4, W1⁄2SE1⁄4;
Sec. 23: N1⁄2N1⁄2, SE1⁄4NE1⁄4, SE1⁄4SW1⁄4,
SE1⁄4;
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65237
Sec. 24: N1⁄2, SW1⁄4, NW1⁄4SE1⁄4;
Sec. 25: lots 3, 4, 5, and 6.
The lands aggregate 4,846.2 acres.
The proposed exploration program
will be conducted pursuant to an
exploration plan to be approved by the
BLM. The plan may be modified to
accommodate the legitimate exploration
needs of persons seeking to participate.
Authority: 43 CFR 3410.2–1(c)(1).
Ruth Welch,
BLM Colorado State Director.
[FR Doc. 2014–26049 Filed 10–31–14; 8:45 am]
BILLING CODE 4310–JB–P
DEPARTMENT OF THE INTERIOR
Bureau of Land Management
[LLCO921000–L13200000–EL0000,
COC076435]
Notice of Invitation To Participate; Coal
Exploration License Application COC–
76435, Colorado
Bureau of Land Management,
Interior.
ACTION: Notice of invitation.
AGENCY:
All interested parties are
hereby invited to participate with
Trapper Mining Inc., on a pro rata costsharing basis, in a program for the
exploration of coal deposits owned by
the United States of America in lands
located in Moffat County, Colorado,
encompassing 3,625.26 acres.
DATES: A Notice of Invitation was also
published in the Craig Daily Press and
the Steamboat Pilot & Today, once each
week for two consecutive weeks
beginning the weeks of June 6, 2014 and
June 8, 2014, respectively. Any party
electing to participate in this
exploration program must send written
notice to both Trapper Mining Inc., and
the Bureau of Land Management (BLM)
as provided in the ADDRESSES section
below no later than December 3, 2014 or
10 calendar days after the last
publication of the notice in the Craig
Daily Press and Steamboat Pilot &
Today newspapers, whichever is later.
Such written notice must refer to serial
number COC–76435.
ADDRESSES: The proposed exploration
license and plan are available for review
from 9 a.m. to 4 p.m., Monday through
Friday, at the BLM Colorado State
Office, 2850 Youngfield Street,
Lakewood, CO 80215, and the BLM
Little Snake Field Office, 455 Emerson
Street, Craig, CO 81625–1129. Any party
electing to participate in this
exploration program shall notify the
BLM Colorado State Director, in writing,
SUMMARY:
E:\FR\FM\03NON1.SGM
03NON1
]]>Agencies
[Federal Register Volume 79, Number 212 (Monday, November 3, 2014)]
[Notices]
[Pages 65234-65237]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2014-26095]
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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
[Docket No. FR-5763-N-11]
Implementation of the Privacy Act of 1974, as Amended; Amendment
to Existing System of Records--Pay and Leave Records of Employees
AGENCY: Office of the Chief Information Officer.
ACTION: Amendment to System of Records.
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SUMMARY: The Department's Office of the Chief Human Capital Officer
(OCHCO) is proposing to amend its ``Pay and Leave Records of
Employees'' system of records. The system of records consists of
payroll and time and attendance systems for fulfillment of payroll,
timekeeping and leave functions. The OCHCO modifies: The authority for
and manner in which the Pay and Leave Records of Employees system of
records operates; the categories of records in the system, the location
and address of the system, the method by which records are retrieved in
the system; the retention and disposal methods made of the records in
the system; and adds the purpose(s) for which the records are used in
the system. Additionally, as part of this update, OCHCO makes one
substantive change to the system of records to authorize the
forthcoming transition of HUD's time and attendance system from the
Department of Agriculture's National Finance Center (NFC) to the
Treasury Department's Bureau of the Fiscal Service (BFS). The routine
uses are being updated to include new disclosures of personally
identifiable information (PII) to Treasury's BFS and to new contract
service providers to bring the system in compliance with the Privacy
Act. The Treasury's BFS is a shared service provider that will gain
access to payroll data and begin testing time and attendance data for
migration of records, and ultimately, hosting of the time and
attendance system, while the payroll function remains at NFC. The
payroll and leave functions include processing all pay matters/issues
(e.g., overtime, holiday pay, compensatory time, compensatory time for
travel), distribution of wages, distribution of allotments and
deductions to financial and other institutions, some through electronic
funds transfer, timekeeper support, to maintain leave balances and
provide leave processing services such as restored leave, payroll/
personnel action (e.g. promotions and Reduction in Grade personnel
actions), receipt amount, and administrative overpayment processing).
This amended notice demonstrates the Department's present status of the
information contained in the systems and new data sharing practices.
Other non-substantive changes to the routine use section and throughout
the document are being added to ensure compliance with the Privacy Act,
5 U.S.C. 552a. A more detailed description of the present system is
contained in notice ``Purpose'' caption. This notice supersedes the
previous notice published in the Federal Register for ``HUD-34: Pay and
Leave Records of Employees''.
DATES: Effective Date: The proposed modification will be effective
immediately, with the exception of the migration of records to the new
Treasury system and the sharing of information to new contractors,
which will become effective 30 days after publication of this notice,
on December 3, 2014, unless comments are received that would result in
a contrary determination.
Comments Due Date: December 3, 2014.
ADDRESSES: Interested persons are invited to submit comments regarding
this notice to the Rules Docket Clerk, Office of the General Counsel,
Department of Housing and Urban Development, 451 Seventh Street, SW.,
Room 10276, Washington, DC 20410-0500. Communication should refer to
the above docket number and title. A copy of each communication
submitted will be available for public inspection and copying between
8:00 a.m. and 5:00 p.m. weekdays at the above address.
FOR FURTHER INFORMATION CONTACT: Donna Robinson-Staton, Chief Privacy
Officer, 451 Seventh Street, SW., Washington, DC 20410 (Attention:
Capitol View Building, 4th Floor), telephone number: (202) 402-8073.
[This is not a toll free number.] A telecommunications device for
hearing-and speech-impaired persons (TTY) is available by calling the
Federal Relay Service's toll-free telephone number at (800) 877-8339.
SUPPLEMENTARY INFORMATION: This system of records is maintained by
HUD's Office of the Chief Human Capital Officer. The system of records
includes personally identifiable information on HUD employees' that is
retrieved from the system by a name or unique identifier. Hence, this
system of records encompasses programs and services of the Department's
data collection and management practices. Publication of this notice
allows HUD to satisfy its reporting requirement and keep an up-to-date
accounting of its system of records publications. The amended system of
records will incorporate Federal privacy requirements and HUD policy
requirements. The Privacy Act provides certain safeguards for an
individual against an invasion of personal privacy by requiring Federal
agencies to protect records contained in an agency system of records
from unauthorized disclosure, by ensuring that information is current
and collected only for its intended use, and by providing adequate
safeguards to prevent misuse of such information. Additionally, this
notice demonstrates the Department's focus on industry best practices
in protecting the personal privacy of the individuals covered by this
system notification.
This notice states the name and location of the record system, the
authority for and manner of its operations, the categories of
individuals that it covers, the type of records that it contains, the
sources of the information for the records, the routine uses made of
the records and the type of exemptions in place for the records. In
addition, this notice includes the business addresses of the HUD
officials who will inform
[[Page 65235]]
interested persons of the procedures whereby they may gain access to
and/or request amendments to records pertaining to them.
This publication does meet the threshold requirements for a new and
amended system and a report was submitted to the Office of Management
and Budget (OMB), the Senate Committee on Homeland Security and
Governmental Affairs, and the House Committee on Government Reform as
instructed by Paragraph 4c of Appendix l to OMB Circular No. A-130,
``Federal Agencies Responsibilities for Maintaining Records About
Individuals,'' July 25, 1994 (59 FR 37914).
Authority: 5 U.S.C. 552a; 88 Stat. 1896; 42 U.S.C. 3535(d).
Dated: October 28, 2014.
Mike Milazzo,
Deputy Chief Information Officer.
SYSTEM OF RECORDS NO.: OCHCO/AHFA.01
SYSTEM NAME:
Pay and Leave Records of Employees.
SYSTEM LOCATION:
Department of Housing and Urban Development, 451 Seventh Street,
SW., Washington DC 20410. Department of Agriculture National Finance
Center PO Box 60000, New Orleans, LA 70160, and at the service
providers under contract with HUD and at the Federal agencies using the
contracts. The time and attendance system is accessible by all HUD
employees via HUD Intranet nationwide at HUD Field and Regional offices
\1\. Backup, recovery and media records are stored in secure facilities
at the Washington National Record Center, 4205 Suitland Road, Suitland,
MD 20746.
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\1\ https://portal.hud.gov/hudportal/HUD?src=/localoffices.
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CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former HUD employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
All categories of records in the system may include the name, work
and home address, and social security number of the HUD employee. The
purpose and use made of each category of records in the system are:
To administer payroll processing--records include: HUD employee
number, grade, step, and salary; organization, retirement or FICA data
as applicable; Federal, state, and local tax deductions; regular and
optional Government life insurance deduction(s), health insurance
deduction and plan or code; Thrift Savings Plan participation and
contribution; cash award data; jury duty data; military leave data; pay
differentials; union dues deduction; allotments by type and amount;
financial institution code and employee account number; personnel/
payroll data requests, retirement; jury duty data; military leave data;
leave status and data of all types (including annual, compensatory,
jury duty, maternity, military, retirement disability, sick,
transferred, and without pay);
To administer time and attendance processing--records include:
Employee number, organization, time and attendance records; leave
applications and reports; individual daily time reports; adjustments to
time and attendance; overtime reports, supporting data, such as medical
certificates; number of regular, overtime, holiday, Sunday, and other
hours worked; pay period number and ending dates; both internal/
external pay/leave inquiries and request pertaining to time and
attendance; information and/or supporting documentation about the
inquiries and problems received.
To administer garnishment and levy orders--records include: Orders
served upon HUD for implementation, court orders, correspondence, and
memoranda issued by a court of competent jurisdiction or by another
government entity authorized to issue such an order for a HUD employee
subject to official processing by HUD. Copies of judicial hardcopy
correspondence are kept in locked cabinets.
Note: This system of record does not cover the Office of
Personnel Management (OPM) OPM/GOVT-1 related records: The Official
Personnel Folders and other general personnel records files, reports
of personnel actions, and the documents and papers required in
connection with actions affected during an employee's Federal
service are covered by OPM-1.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The collection of payroll and leave data is required by general
recordkeeping statutes, regulations, and executive orders:
5 U.S.C. 6101-6133; 5 U.S.C. 6301-6387; 44 U.S.C. 3101; 5 U.S.C.
5501-5597; 5 CFR part 630; Executive Order 9373, which permits the
collection of SSNs, as amended by Executive Order 13478. The collection
of garnishment and levy orders is required by: 5 U.S.C. 5520a; 10
U.S.C. 1408; and 42 U.S.C. 659.
PURPOSE(S):
The system includes payroll processing services and any other
payroll/personal records and various records reflecting HUD employees'
time and attendance and leave status, as well as the allocation of
employee time to designated budget account codes. The system of records
is also used to prepare related reports to other Federal agencies
including the Department of Treasury and the Office of Personnel
Management.
HUD's OCHCO operates the Pay and Leave Records of Employees system
of records to:
1. Authorize payroll deductions, including but not limited to
allotments, charitable contributions, and union dues;
2. Authorize the U.S. Department of the Agriculture's (USDA)
National Finance Center (NFC) to calculate pay, maintain leave
balances, and issue salary checks;
3. Report gross wages and compensation information, including but
not limited to unemployment compensation;
4. Collect indebtedness, including but not limited to overpayment
of salary and unpaid Internal Revenue Service (IRS) taxes and/or state
taxes;
5. Pay income tax obligations, including but not limited to the
Internal Revenue Service (IRS) and states' revenue departments;
6. Pay any uncollected compensation, including but not limited to
lump-sum payments of leave upon an employee's separation, such as
retirement and resignation, or due to the beneficiaries of a deceased
employee;
7. Determine leave balances, including but not limited to accrued
and used leave, sick leave, eligibility for and/or authorize donations
for the leave transfer program, and other types of leave categories;
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
The data is entered by HUD employees from their location using a
time and attendance system located at a Federal agency. The following
routine uses are transmittal of data contained in the system of records
for time and attendance and payroll processing services such as:
1. To payroll providers, and authorized financial and payroll
processing institutions to calculate pay and distribution of wages and
distribution of allotments and deductions, some through electronic
funds transfer; to maintain leave balances, payroll/personnel action
(e.g. promotions and Reduction in Grade personnel actions), receipt
amount, and administrative overpayment processing;
[[Page 65236]]
2. To the Department of Treasury to authorize issuance of salary
payments through electronic funds transfer; processing time and
attendance actions under an approved contract or servicing agreement
for the purpose relating to the conversion of HUD employee time and
attendance recordkeeping services;
3. To the Internal Revenue Service, Social Security Administration,
the individual, and taxing authorities of the States, the District of
Columbia, territories, possessions, and local governments;
4. To a congressional office in response to a written inquiry from
the congressional office made at the request of an individual covered
by the system;
5. To charitable institutions to report charitable contributions;
6. To insurance carriers to report employee work elections and
information withholdings for health insurance;
7. To the Office of Personnel Management and it contractors
concerning pay, benefits, retirement deductions, and other information
necessary to carry on its government wide personnel functions, and to
other Federal agencies to facilitate employee transfers;
8. To the Department of Labor to process workers' compensation
injury claims;
9. To Federal, state, and other authorized agencies for the purpose
of collecting debts owed to the Federal government by administrative or
salary offset programs;
10. To the Federal Retirement Thrift Investment Board to administer
the Thrift Savings Plan;
11. To the Department of Veterans Affairs regarding the final
accounting for employee pay and benefits;
12. To Federal, State, and local agencies to assist in the
enforcement of child and spousal support obligations;
13. To State governments, the District of Columbia, the
Commonwealth of Puerto Rico, and the Virgin Islands to assist in
processing unemployment claims under the Unemployment Compensation for
Federal Employees Program;
14. To other Federal agencies to provide wage and separation
information to another agency as required by law for payroll purposes;
15. To consumer reporting agencies: Disclosures pursuant to 5
U.S.C. 552a (b)(12). Pursuant to 5 U.S.C. 552a(b)(12), disclosures may
be made to a consumer reporting agency as defined in the Fair Credit
Reporting Act (15. U.S.C. 1681a(f) or the Federal Claims Collection Act
of 1966, 31 U.S.C. 3701(a)(3)).
Other Routine Uses include:
1. To appropriate agencies, entities, and persons to the extent
such disclosures are compatible with the purpose for which the records
in this system were collected, as set forth by Appendix I \2\--HUD's
Library of Routine Uses published in the Federal Register on (77 FR
41996, July 17, 2012);
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\2\ https://portal.hud.gov/hudportal/documents/huddoc?id=append1.pdf.
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2. To appropriate agencies, entities, and persons when: a) HUD
suspects or has confirmed that the security or confidentiality of
information in a system of records has been compromised; b) HUD 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 systems or
programs (whether maintained by HUD 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 HUD's efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm for
purposes of facilitating responses and remediation efforts in the event
of a data breach.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Access to the systems is by user ID and password. Roles in the
systems limit the user's access once in the system. Hardcopy records
are kept in a locked cabinet.
RETRIEVABILITY:
Computerized and hard copy records are retrieved by the
individual's name or Social Security Number. Hardcopy records are kept
in a locked cabinet.
SAFEGUARDS:
Access to the system is safeguarded by a user ID and password and
is restricted to employees who have a need to access the system in the
performance of their duties. Within the system the user's roles
determine their access to records. Hardcopy records are kept in a
locked cabinet.
RETENTION AND DISPOSAL:
All pay and leave records are maintained until employees are
separated from HUD and are then retired or transferred to a new
employing agency or destroyed in conformance with appropriate General
Services Administration retirement and/or destruction Schedules such as
the General Records Schedules 2 (GRS 2) in the following manner:
For Payroll and Leave Records--OCHCO maintains and
disposes of these records in accordance with General Records Schedule 2
(GRS 2) issued by the National Archives and Records Administration
(NARA). Under the GRS 2, records are retained for various periods.
Generally, the records are kept from 1 to 6 years, depending on the
type of record involved.
For Garnishment and Levy of Wages Records--OCHCO retains
these records until the expiration of the garnishment or levy order or
until the employee leaves, whichever comes first. In some instances
that are related to a garnishment or levy order, the information is
destroyed 3 years after the termination of the garnishment or levy
order.
The disposal of the paper documents, records, and files is by
shredding. Backup and Recovery digital media will be destroyed or
otherwise rendered irrecoverable per NIST SP 800-88 ``Guidelines for
Media Sanitization'' (September 2006). This complies with all Federal
regulations. There are no hardcopy records produced that require
additional archival.
SYSTEM MANAGER(S) AND ADDRESS:
Felicia Purifoy, Director, Office of Human Capital Services, Office
of the Chief Human Capital Officer; The Payroll System and Process
Managers: Brenda Bradley, Pay, Benefits, and Retirement Division
(PBRD), Director, Office of the Chief Human Capital Officer; Gaye W.
Walker, Supervisory Human Resources Specialist, Office of the Chief
Human Capital Officer, located at the Department of Housing and Urban
Development, 451 Seventh Street SW., Washington, DC 20410.
NOTIFICATION AND RECORD ACCESS PROCEDURES:
For information, assistance, or inquiries about the existence of
records, contact the Chief Privacy Officer, Department of Housing and
Urban Development, 451 Seventh Street SW., Room 4156, Washington, DC
20410 (Attention: Capitol View Building, 4th Floor), telephone number:
(202) 402-8073. Verification of your identity must include original
signature and be notarized. Written request must include the full name,
Social Security Number, date of birth, current address, and telephone
number of the individual making the request.
CONTESTING RECORD PROCEDURES:
The Department's rules for contesting contents of records and
appealing initial
[[Page 65237]]
denials appear in 24 CFR part 16. Additional assistance may be obtained
by contacting: U.S. Department of Housing and Urban Development, Chief
Privacy Officer, 451 Seventh Street SW., Washington, DC 20410
(Attention: Capitol View Building, 4th Floor), telephone number: (202)
402-8073 or the HUD Departmental Privacy Appeals Officers, Office of
General Counsel, Department of Housing and Urban Development, 451
Seventh Street SW., Washington DC 20410.
RECORD SOURCE CATEGORIES:
Subject individuals; supervisors; timekeepers; official personnel
records; previous employers; or other Federal Government agencies;
Headquarters or Regional Office personnel responsible for solving pay/
leave/time problems; National Finance Center personnel responsible for
solving pay/leave/time problems; Field Office personnel who have
information about pay/leave problems, banks, other financial
institutions, and courts.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
[FR Doc. 2014-26095 Filed 10-31-14; 8:45 am]
BILLING CODE 4210-67-P
