Privacy Act of 1974; System of Records, 25537-25540 [2019-11470]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 84, Number 106 (Monday, June 3, 2019)]
[Notices]
[Pages 25537-25540]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2019-11470]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DOD-2019-OS-0064]


Privacy Act of 1974; System of Records

AGENCY: Defense Logistics Agency, DoD.

ACTION: Notice of a modified system of records.

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SUMMARY: The Defense Logistics Agency (DLA) is proposing to modify the 
system

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of records notice, ``Defense Agencies Initiative (DAI) Civilian Time 
and Labor Records,'' S890.11. The DAI is the target financial 
management system for the Department of Defense (DoD) and is required 
to eliminate or replace DoD financial management systems that are 
duplicative, redundant, or fail to comply with the standards set forth 
in the Federal Financial Management Improvement Act, and other relevant 
Federal and DoD policies. The modifications to this System of Records 
Notice (SORN) are necessary since the DAI system has undergone several 
enhancements necessitating changes to several sections of the SORN and 
to ensure the SORN meets OMB Circular A-108 requirements. As a result, 
this SORN proposes changes to the system name, system location, system 
manager(s) and address, authorities, purpose, categories of 
individuals, categories of records, record source categtories, routine 
uses, storage of records, retrieval of records, retention and disposal 
of records, record access procedures, and notification procedures.

DATES: Comments will be accepted on or before July 3, 2019. This 
proposed action will be effective the date following the end of the 
comment period unless comments are received which result in a contrary 
determination.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
    * Federal eRulemaking Portal: https://www.regulations.gov.
    Follow the instructions for submitting comments.
    * Mail: Department of Defense, Office of the Chief Management 
Officer, Directorate for Oversight and Compliance, 4800 Mark Center 
Drive, Mailbox #24, Suite 08D09, Alexandria, VA 22350-1700.
    Instructions: All submissions received must include the agency name 
and docket number for this Federal Register document. The general 
policy for comments and other submissions from members of the public is 
to make these submissions available for public viewing on the internet 
at https://www.regulations.gov as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Lewis W. Oleinick, Chief Privacy 
Officer, Defense Logistics Agency, ATTN: J-67C, Room 1567, 8725 John J. 
Kingman Road, Fort Belvoir, VA 22060, or by phone at (571) 767-6194.

SUPPLEMENTARY INFORMATION: The DAI system transforms the budget, 
finance, and accounting operations of the defense agencies in order to 
obtain accurate and reliable financial information necessary to support 
financial accountability and promote effective and efficient management 
decision making. The National Defense Authorization Act for Fiscal Year 
2008, Public Law 110-181, Sec. 1005, required, in relevant part, the 
DAI program to include: Procure to Pay, including payments for tuition 
reimbursement when an employee pays out of pocket for a class; Order to 
Fulfill, including tracking overpayment to an employee from the Defense 
Travel System; and, Time and Attendance and Employee Entitlement. 
Employee Entitlement includes such items as payroll, awards, bonuses, 
permanent change of station (PCS), temporary duty (TDY), and 
miscellaneous reimbursements.
    The DLA SORNs subject to the Privacy Act of 1974 (5 U.S.C. 552a), 
as amended, have been published in the Federal Register and are 
available from the address in the FOR FURTHER INFORMATION CONTACT 
section or from the Defense Privacy, Civil Liberties, and Transparency 
Division website: https://dpcld.defense.gov.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on April 10, 2019, to 
the House Committee on Oversight and Reform, the Senate Committee on 
Governmental Affairs, and the Office of Management and Budget (OMB) 
pursuant to Section 6 of OMB Circular No. A-108, ``Federal Agency 
Responsibilities for Review, Reporting, and Publication under the 
Privacy Act,'' revised December 23, 2016 (December 23, 2016, 81 FR 
94424).

    Dated: May 29, 2019.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER
    Defense Agencies Initiative (DAI), S890.11.

SECURITY CLASSIFICATION
    Unclassified.

SYSTEM LOCATION:
    Defense Logistics Agency (DLA), 8725 John J. Kingman Rd., Fort 
Belvoir, VA 22060-6221.
    Defense Information Systems Agency, Defense Enterprise Computing 
Center Ogden, 7879 Wardleigh Road, Hill AFB, UT 84056-5997.

SYSTEM MANAGER(S):
    Program Manager, Defense Agencies Initiative (DAI) Program 
Management Office, 5611 Columbia Pike, 3rd Floor, Falls Church, VA 
22041-6221, or by email at [email protected].

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. Chapter 61, Hours of Work; 5 U.S.C. Chapter 53, Pay Rates 
and Systems; 5 U.S.C. Chapter 57, Travel, Transportation, and 
Subsistence; 5 U.S.C. Chapter 63, Leave; 10 U.S.C. 136, Under Secretary 
of Defense for Personnel and Readiness; 31 U.S.C. Chapter 35, 
Accounting and Collection; 10 U.S.C. 2222 note, Financial Management 
Transformation Initiative for the Defense Agencies; 31 U.S.C. 3512, 
Executive Agency Accounting and Other Financial Management Reports and 
Plans, as amended; The National Defense Authorization Act for Fiscal 
Year 2008, Public Law 110-181, Sec. 1005; and E.O. 9397 (SSN), as 
amended.

PURPOSE(S) OF THE SYSTEM:
    Records are used to make payments for tuition reimbursement when an 
employee pays out of pocket for a class; to track overpayment to an 
employee from the Defense Travel System; to track payroll, awards, 
bonuses, permanent change of station (PCS) payments, temporary duty 
(TDY) payments, and miscellaneous payment reimbursements; to prepare 
time and attendance records; to record employee pay rates and status, 
including overtime, the use of leave, and work absences; to track 
workload, project activity for analysis and reporting purposes; for 
statistical reporting on leave and overtime use/usage patterns, and to 
answer employee queries on leave, overtime, and pay.
    Information from this system of records is provided to the Defense 
Civilian Payroll System (DCPS) for issuing payroll.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    DoD civilian employees receiving accounting and financial 
management support from DAI under Memoranda of Agreement or Memoranda 
of Understanding.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records maintained include individual's name, Social Security 
Number (SSN), DoD Identification Number (DoD ID), mailing address, 
citizenship, pay, gender, employee's status, position, accounting 
codes, organization and office location, email address, pay rate, leave 
balances; work and shift schedule, project and

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workload records, regular and overtime work hours, leave hours, time 
and attendance records (timesheet), and information on telework, 
temporary duty and special assignments; permanent change of station 
(PCS), temporary duty (TDY), and travel voucher information such as 
travel authorization number, moving costs, apartment rent, hotels, 
rental car fees, and airfare; for miscellaneous pay, categories of 
payment and amount; for over or under payment, payment amount made by 
DFAS; for tuition reimbursement, educational institution, name of 
course, cost of tuition and fees, dates of attendance.

RECORD SOURCE CATEGORIES:
    The individual, supervisors, timekeepers, leave slips and automated 
payroll systems, such as, the Defense Civilian Payroll System, and the 
Defense Travel System.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act of 1974, as amended, records contained 
herein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    a. To the Office of Personnel Management (OPM) for the purpose of 
addressing civilian pay and leave, benefits, retirement deduction, and 
any other information necessary for the OPM to carry out its legally 
authorized Government-wide personnel management functions and studies.
    b. To contractors performing or working on a contract for the 
Federal Government when necessary to accomplish an agency function 
related to this system of records.
    c. To unions recognized as exclusive bargaining representatives 
under the Civil Service Reform Act of 1978, 5 U.S.C. 7111 and 7114, the 
Merit Systems Protection Board, arbitrators, the Federal Labor 
Relations Authority, and other parties responsible for the 
administration of the Federal labor-management program for the purpose 
of processing any corrective actions, or grievances, or conducting 
administrative hearings or appeals.
    d. To the Merit Systems Protection Board and the Office of the 
Special Counsel for the purpose of litigation, including administrative 
proceedings, appeals, special studies of the civil service and other 
merit systems; review of OPM or component rules and regulations; 
investigation of alleged or possible prohibited personnel practices, 
including administrative proceedings involving any individual subject 
of a DoD investigation.
    e. To the appropriate Federal, state, local, territorial, tribal, 
foreign, or international law enforcement authority or other 
appropriate entity where a record, either alone or in conjunction with 
other information, indicates a violation or potential violation of law, 
whether criminal, civil, or regulatory in nature.
    f. To any component of the Department of Justice for the purpose of 
representing the DoD, or its components, officers, employees, or 
members in pending or potential litigation to which the record is 
pertinent.
    g. In an appropriate proceeding before a court, grand jury, or 
administrative or adjudicative body or official, when the DoD or other 
agency representing the DoD determines the records are relevant and 
necessary to the proceeding; or in an appropriate proceeding before an 
administrative or adjudicative body when the adjudicator determines the 
records to be relevant to the proceeding.
    h. To the National Archives and Records Administration for the 
purpose of records management inspections conducted under the authority 
of 44 U.S.C. 2904 and 2906.
    i. To a Member of Congress or staff acting upon the Member's behalf 
when the Member or staff requests the information on behalf of, and at 
the request of, the individual who is the subject of the record.
    j. To appropriate agencies, entities, and persons when (1) the DoD 
suspects or confirms a breach of the system of records; (2) the DoD 
determines as a result of the suspected or confirmed breach there is a 
risk of harm to individuals, the DoD (including its information 
systems, programs, and operations), the Federal Government, or national 
security; and (3) the disclosure made to such agencies, entities, and 
persons is reasonably necessary to assist in connection with the DoD's 
efforts to respond to the suspected or confirmed breach or to prevent, 
minimize, or remedy such harm.
    k. To another Federal agency or Federal entity when the DoD 
determines information from this system of records is reasonably 
necessary to assist the recipient agency or entity in (1) responding to 
a suspected or confirmed breach or (2) preventing, minimizing, or 
remedying the risk of harm to individuals, the recipient agency or 
entity (including its information systems, programs and operations), 
the Federal Government, or national security, resulting from a 
suspected or confirmed breach.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Electronic storage media.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are primarily retrieved by employee's name, SSN or DoD ID 
number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Data from Leave Application Files (signed OPM-71 [or equivalent] 
and online leave requests) are destroyed after Government 
Accountability Office (GAO) audit or when 3 years old, whichever is 
sooner.
    Time and Labor Source Records and Input Records are destroyed after 
GAO audit or when 6 years old, whichever is sooner.
    Leave records are destroyed when 3 years old. Payroll system 
reports and data used for personnel management purposes are destroyed 
when 2 years old.
    Project and Workload Records are destroyed after 6 years, 3 months, 
or when no longer needed. Travel (including TDY and PCS), Tuition 
Reimbursement, and Miscellaneous Payment. Transaction Data, Financial, 
and Accounting Records are destroyed after 6 years, 3 months, or when 
no longer needed for audit purposes.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Records are maintained in a controlled facility. Physical entry is 
restricted by the use of locks, guards, and is accessible only to 
authorized personnel. Access to computerized data is restricted by 
Common Access Cards. Access to records is limited to person(s) 
responsible for servicing the records in the performance of their 
official duties and who are properly screened and cleared for need-to-
know. All individuals granted access to this system of records are 
required to have taken Information Assurance and Privacy Act training.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to information about themselves 
contained in this system of records should address written requests to 
the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics 
Agency, ATTN: J67CC, 8725 John J. Kingman Road, Room 1567, Fort 
Belvoir, VA 22060-6221. Signed, written requests should contain the 
full name, identifier (i.e., SSN or DoD ID), current address and

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telephone number of the individual. In addition, the requester must 
provide either a notarized statement or a declaration made in 
accordance with 28 U.S.C. 1746, using the following format: If executed 
outside the United States: ``I declare (or certify, verify, or state) 
under penalty of perjury under the laws of the United States of America 
that the foregoing is true and correct. Executed on (date). 
(Signature).
    If executed within the United States, its territories, possessions, 
or commonwealths: ``I declare (or certify, verify, or state) under 
penalty of perjury under the laws of the United States of America that 
the foregoing is true and correct. Executed on (date). (Signature).

CONTESTING RECORD PROCEDURES:
    The DoD rules for accessing records, contesting contents, and 
appealing initial agency determinations are contained in 32 CFR part 
310, or may be obtained from the DLA FOIA/Privacy Act Office, 
Headquarters, Defense Logistics Agency, ATTN: J67CC, 8725 John J. 
Kingman Road, Room 1567, Fort Belvoir, VA 22060-6221.

NOTIFICATION PROCEDURES:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, 
Defense Logistics Agency, ATTN: J67CC, 8725 John J. Kingman Road, Rm. 
1567, Fort Belvoir, VA 22060-6221.
    The inquiry should contain the record subject's full name, DoD ID 
Number and return mailing address. Signed, written requests should 
contain the individual's full name, identifier (i.e., SSN or DoD ID), 
current address and telephone number of the individual.
    In addition, the requester must provide either a notarized 
statement or an unsworn declaration made in accordance with 28 U.S.C. 
1746 in the following format:
    If executed outside the United States: ``I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature).
    If executed within the United States, its territories, possessions, 
or commonwealths: ``I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature).

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    November 4, 2013, 78 FR 65976.

[FR Doc. 2019-11470 Filed 5-31-19; 8:45 am]
BILLING CODE 5001-06-P