Privacy Act of 1974; System of Records, 78381-78384 [2014-30289]

Agencies

• Agency for International Development

[Federal Register Volume 79, Number 249 (Tuesday, December 30, 2014)]
[Notices]
[Pages 78381-78384]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2014-30289]


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AGENCY FOR INTERNATIONAL DEVELOPMENT


Privacy Act of 1974; System of Records

AGENCY: United States Agency for International Development.

ACTION: Altered system of records.

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SUMMARY: Pursuant to the Privacy Act, 5 U.S.C. 552a, the United States 
Agency for International Development (USAID) is issuing public notice 
for an altered system of records entitled, ``USAID-19 Travel and 
Transportation Records'' last published at [42 FR 47382 (Sept. 20, 
1977)]. This action is necessary to meet the requirements of the 
Privacy Act, 5 U.S.C. 522a(e)(4), to publish in the Federal Register 
notice of the existence and character of record systems maintained by 
the agency.

DATES: In accordance with 5 U.S.C. 522a(e)(4) and (11), the public is 
given a 30-day period in which to comment. Therefore, any comments must 
be received on or before January 29, 2015. Unless comments are received 
that would require a revision, this altered system of records will 
become effective on January 29, 2015.

ADDRESSES: You may submit comments:

Electronic

     Federal eRulemaking Portal: https://www.regulations.gov. 
Follow the instructions on the Web site for submitting comments.
     Email: privacy@usaid.gov.

Paper

     Fax: (703) 666-5670.
     Mail: Chief Privacy Officer, United States Agency for 
International Development, 1300 Pennsylvania Avenue NW., Washington, DC 
20523.

FOR FURTHER INFORMATION CONTACT: The USAID Privacy Office at United 
States Agency for International Development, Bureau for Management, 
Office of the Chief Information Officer, Information Assurance 
Division, 1300 Pennsylvania Avenue NW., Washington, DC 20523; or via 
email at privacy@usaid.gov.

SUPPLEMENTARY INFORMATION: USAID has recently conducted a review of 
system of records notices and has determined that the notice for the 
system of records USAID-19 Travel and Transportation Records must be 
altered in order to reflect the current status of the system of 
records. USAID-19 is republished in full with all alterations, below.

    Dated: November 20, 2014.
William Morgan,
Chief Privacy Officer, United States Agency for International 
Development.
USAID-19

SYSTEM NAME:
    Travel and Transportation Records.

SYSTEM LOCATION:
    United States Agency for International Development (USAID), 1300 
Pennsylvania Avenue NW., Washington, DC 20523; Carlson Wagonlit 
facilities at several locations across the United States including 
Plymouth, NJ, Tulsa, OK, Chicago, IL, Phoenix, AZ, Omaha, NE, and 
Dallas, TX, and Austin, TX; U.S. Department of State, 2201 C Street 
NW., Washington, DC 20520; Global Financial Service Center (GFSC-DoS) 
1969 Dyess Avenue, Building A, computer Room 2A228, Charleston, SC 
29405; U.S. Department of State COOP Beltsville (BIMC), 8101 Odell 
Road, Floor/Room--173, Beltsville, MD 20705; and other USAID offices in 
the United States and throughout the world.

CATEGORIES OF INDIVIDUALS IN THE SYSTEM:
    This system encompasses all individuals 1) whose travel is paid for 
by USAID; 2) whose the transportation of effects is paid for by USAID; 
and 3) who are USAID personnel and who travel on USAID business with 
United States diplomatic passports.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system consists of records created for the purposes of 
providing travel and the transportation of household goods for 
employees of USAID and its Missions around the world, as well as travel 
to interviews for certain applicants for employment with USAID. Records 
include name; social security number; advance amount, date issued, and 
amount outstanding; travel

[[Page 78382]]

authorizations and related payment vouchers; correspondence; 
itineraries; passport numbers; government bills of lading; government 
transportation requests; card files pertaining to passports, travel and 
shipment of effects; export/import permits; baggage declarations; 
customs declarations; passports and records of applications for visas; 
travel advance requests; arrival and departure notices; record of 
clearances prior to departure from the United States or posts abroad; 
packing lists and information on meetings abroad.

AUTHORITY FOR MAINTENANCE OF SYSTEM OF RECORDS:
    5 U.S.C. 301, Departmental Regulations; 5 U.S.C. Ch. 57, Travel, 
Transportation, and Subsistence; 22 U.S.C. Ch. 32, Foreign Assistance, 
Subchapter I, International Development; 22 U.S.C. 4081, Travel and 
Related Expenses.

PURPOSE(S):
    Records in this system may be used: (1) To manage the centralized 
USAID relocation and travel of USAID employees and their dependents; 
(2) To facilitate move requests of USAID employees and their 
dependents; (3) To manage worldwide logistics services and integrated 
support for the transportation of the effects of USAID employees and 
their dependents; (4) To ensure fiscal accountability in transporting 
the effects of USAID employees and their dependents; (5) To facilitate 
passport issuance and compliance; and (6) To assist in substantiating a 
claim for missing or damaged household effects.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USE:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b), all or a portion of the records contained in this system of 
records may be disclosed outside USAID as a routine use pursuant to 5 
U.S.C. 552a(b)(3) as follows:
    (1) To the U.S. Department of the Treasury for the purposes of 
payment of claims.
    (2) To commercial travel, transportation and shipping companies and 
agents for the purposes of making travel and transportation 
arrangements.
    (3) To U.S. Dispatch Agents for the purposes of arranging shipment 
and clearance of effects.
    (4) To the General Services Administration and the Office of 
Management and Budget for the purposes of periodic reporting required 
by statute regulations, and/or Executive order. Information provided is 
in the form of listings, reports, and records of all transportation and 
travel related transactions, including refunds and adjustments, by the 
contractor, to enable audits of transportation and travel related 
charges to the Government.
    (5) To a court, magistrate, or other administrative body in the 
course of presenting evidence, including disclosures to counsel or 
witnesses in the course of civil discovery, litigation, or settlement 
negotiations or in connection with criminal proceedings, when USAID is 
a party to the proceeding or has a significant interest in the 
proceeding, to the extent that the information is determined to be 
relevant and necessary.
    (6) To the Department of Justice or other appropriate United States 
Government Agency when the records are arguably relevant to a 
proceeding in a court or other tribunal in which USAID or a USAID 
official in his or her official capacity is a party or has an interest, 
or when the litigation is likely to affect USAID.
    (7) In the event of an indication of a violation or potential 
violation of law, whether civil, criminal or regulatory in nature, and 
whether arising by statute or particular program pursuant thereto, to 
the appropriate agency, whether federal, state, local or foreign, 
charged with the responsibility of investigating or prosecuting such 
violation or charged with enforcing or implementing the statute, or 
rule, regulation, or order issued pursuant thereto.
    (8) To the Department of State and its posts abroad for the purpose 
of transmission of information between organizational units of USAID, 
or for purposes related to the responsibilities of the Department of 
State in conducting United States foreign policy or protecting United 
States citizens, such as the assignment of employees to positions 
abroad, the reporting of accidents abroad, ensuring fiscal 
accountability in transporting the effects personnel stationed at 
embassies, evacuation of employees and dependents, and other purposes 
for which officers and employees of the Department of State have a need 
for the records in the performance of their duties.
    (9) To a foreign government or international agency in response to 
its request for information to facilitate the conduct of U.S. relations 
with that government or agency through the issuance of such documents 
as visas, country clearances, identification cards, drivers' licenses, 
diplomatic lists, licenses to import or export personal effects, and 
other official documents and permits routinely required in connection 
with the official service or travel abroad of the individual and his or 
her dependents.
    (10) To Shipping Contractors limited information is provided, such 
as delivery address and telephone number, for the purposes of providing 
shipping services.
    (11) To Federal agencies with which USAID has entered into an 
agreement to provide services to assist USAID in carrying out its 
functions under the Foreign Assistance Act of 1961, as amended. Such 
disclosures would be for the purpose of transmission of information 
between organizational units of USAID; of providing to the original 
employing agency information concerning the services of its employee 
while under the supervision of USAID, including performance 
evaluations, reports of conduct, awards and commendations, and 
information normally obtained in the course of personnel administration 
and employee supervision; or of providing other information directly 
related to the purposes of the inter-agency agreement as set forth 
therein, and necessary and relevant to its implementation.
    (12) To appropriate officials and employees of a federal agency or 
entity when the information is relevant to a decision concerning the 
hiring, appointment, or retention of an employee; the assignment, 
detail or deployment of an employee; the issuance, renewal, suspension, 
or revocation of a security clearance; the execution of a security or 
suitability investigation; the letting of a contract; or the issuance 
of a grant or benefit.
    (13) To the National Archives and Records Administration for the 
purposes of records management inspections conducted under the 
authority of 44 U.S.C. 2904 and 2906.
    (14) To a former employee of USAID for purposes of responding to an 
official inquiry by a federal, state, or local government entity or 
professional licensing authority, in accordance with applicable agency 
regulations; or facilitating communications with a former employee that 
may be necessary for personnel-related or other official purposes where 
the agency requires information and/or consultation assistance from the 
former employee regarding a matter within that person's former area of 
responsibility.
    (15) To appropriate agencies, entities, and persons when (1) USAID 
suspects or has confirmed that the security or confidentiality of 
information in the system of records has been compromised; (2) USAID 
has determined that as a result of the

[[Page 78383]]

suspected or confirmed compromise there is a risk of harm to economic 
or property interests, identity theft or fraud, or harm to the security 
or integrity of this system or other systems or programs (whether 
maintained by the USAID or another Agency or entity) that rely upon the 
compromised information; and (3) the disclosure made to such agencies, 
entities, and persons is reasonably necessary to assist in connection 
with USAID's efforts to respond to the suspected or confirmed 
compromise and prevent, minimize, or remedy such harm.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are stored on paper and/or electronic form; 
and are maintained in locked cabinets and/or user-authenticated, 
password-protected systems. Records that contain national security 
information and are classified are stored in accordance with applicable 
executive orders, statutes, and agency implementing regulations.

RETRIEVABILITY:
    Records are retrieved by the names of the individuals about whom 
they are maintained.

SAFEGUARDS:
    Information in this system is safeguarded in accordance with 
applicable laws, rules and policies, including the agency's automated 
directive system. In general, records are maintained in buildings with 
restricted access. The required use of password protection 
identification features and other system protection methods also 
restrict access. Paper records and Sensitive But Unclassified records 
are kept in an approved security container at the USAID Washington 
headquarters, and at the relevant locations where USAID has a program. 
The electronic records are stored in the End to End Travel Solutions 
(E2E) system, the Integrated Logistics Management System (ILMS), and 
the Phoenix Financial Management System, which are safeguarded in 
accordance with applicable laws, rules, and policies, including USAID's 
automated systems security and access policies. Access to the records 
is restricted to the individual for their own information and to those 
authorized USAID personnel and authorized contractors who have an 
official need to access the records in the performance of their 
official duties.

RETENTION AND DISPOSAL:
    Records are retained and disposed of in accordance with disposition 
schedules approved by USAID and the National Archives and Records 
Administration.

SYSTEM MANAGER(S) AND ADDRESS:
    Chief, Travel and Transportation Division, Management Services 
Office, Bureau for Management, United States Agency for International 
Development, 1300 Pennsylvania Avenue NW., Washington, DC 20523-2120.

NOTIFICATION PROCEDURE:
    Same as Record Access Procedures.

RECORDS ACCESS PROCEDURES:
    Under the Privacy Act, individuals may request access to records 
about themselves. If an agency or a person, who is not the individual 
who is the subject of the records, requests access to records about an 
individual, the written consent of the individual who is the subject of 
the records is required.
    Requesters may submit requests for records under the Privacy Act: 
1) by mail to the USAID FOIA Office, Bureau for Management, Office of 
Management Services, Information and Records Division, 1300 
Pennsylvania Avenue NW., Room 2.07C--RRB, Washington, DC 20523-2701; 2) 
via Facsimile to 202-216-3070; 3) via email to foia@usaid.gov; 4) on 
the USAID Web site at www.usaid.gov/foia-requests; or 5) in person 
during regular business hours at USAID, 1300 Pennsylvania Avenue NW., 
Washington, DC 20523-2701, or at USAID overseas missions.
    Requesters using 1 through 4 may provide a written statement or may 
complete and submit USAID Form 507-1, Freedom of Information/Privacy 
Act Record Request Form, which can be obtained: a) On the USAID Web 
site at www.usaid.gov/foia -requests; b) by email request to 
foia@usaid.gov; or c) by writing to the USAID FOIA Office, Bureau for 
Management, Office of Management Services, Information and Records 
Division, 1300 Pennsylvania Avenue NW., Room 2.07C--RRB, Washington, DC 
20523-2701, and provide information that is necessary to identify the 
records, including the following: Requester's full name; present 
mailing address; home telephone; work telephone; name of subject, if 
other than requester; requester relationship to subject; description of 
type of information or specific records; and purpose of requesting 
information. Requesters should provide the system of record 
identification name and number, if known; and, to facilitate the 
retrieval of records contained in those systems of records which are 
retrieved by Social Security Numbers, the Social Security Number of the 
individual to whom the record pertains.
    In addition, requesters using 1 through 4 must include proof of 
identity information by providing copies of two (2) source documents 
that must be notarized by a valid (un-expired) notary public. 
Acceptable proof-of-identity source documents include: an unexpired 
United States passport; Social Security Card (both sides); unexpired 
United States Government employee identity card; unexpired driver's 
license or identification card issued by a state or United States 
possession, provided that it contain a photograph; certificate of 
United States citizenship; certificate of naturalization; card showing 
permanent residence in the United States; United States alien 
registration receipt card with photograph; United States military card 
or draft record; or United States military dependent's identification 
card.
    Requesters using 1 through 4 must also provide a signed and 
notarized statement that they are the person named in the request; that 
they understand that any falsification of their statement is punishable 
under the provision of 18 U.S.C. 1001 by a fine, or by imprisonment of 
not more than five years or, if the offense involves international or 
domestic terrorism (as defined in section 2331), imprisonment of not 
more than eight years, or both; and that requesting or obtaining 
records under false pretenses is punishable under the provisions of 5 
U.S.C. 552a(i)(3) as a misdemeanor and by a fine of not more than 
$5,000.
    Requesters using 5 must provide such personal identification as is 
reasonable under the circumstances to verify the requester's identity, 
including the following: an unexpired United States passport; Social 
Security Card; unexpired United States Government employee identity 
card; unexpired driver's license or identification card issued by a 
state or United States possession, provided that it contain a 
photograph; certificate of United States citizenship; certificate of 
naturalization; card showing permanent residence in the United States; 
United States alien registration receipt card with photograph; United 
States military card or draft record; or United States military 
dependent's identification card.

CONTESTING RECORDS PROCEDURES:
    Individuals seeking to contest or amend records maintained on 
himself or herself must clearly and concisely state that information is 
being contested, and

[[Page 78384]]

the proposed amendment to the information sought. Requests to amend a 
record must follow the Record Access Procedures above.

RECORDS SOURCE CATEGORIES:
    Sources of records include individuals whose travel and 
transportation of effects are paid by USAID and its Missions; and USAID 
officials and employees involved in the travel and transportation of 
household goods.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
[FR Doc. 2014-30289 Filed 12-29-14; 8:45 am]
BILLING CODE 6116-02-P