Privacy Act of 1974; System of Records, 17319-17322 [2020-06467]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 85, Number 60 (Friday, March 27, 2020)]
[Notices]
[Pages 17319-17322]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-06467]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2020-OS-0035]


Privacy Act of 1974; System of Records

AGENCY: Defense Manpower Data Center (DMDC), Department of Defense 
(DoD).

ACTION: Notice of a Modified System of Records

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SUMMARY: The DMDC is modifying a System of Records, Defense Travel 
System (DTS), DHRA 08 DoD. The DTS manages and processes unclassified 
DoD temporary duty travel. It procures commercial travel services via 
the DTS web portal. The DTS web portal books travel reservations, 
verifies travel requirements, computes the costs associated with each 
trip, reconciles cost, disburses payments, and archives each travel 
record in accordance with DoD requirements.

DATES: This System of Records modification is effective upon 
publication; however, comments on the Routine Uses will be accepted on 
or before April 27, 2020. The Routine Uses are effective at the close 
of the comment period.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
    * Federal Rulemaking 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: Ms. Luz D. Ortiz, Chief, Records, 
Privacy and Declassification Division (RPDD), 1155 Defense Pentagon, 
Washington, DC 20301-1155, or by phone at (571) 372-0478.

SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense (OSD) 
is modifying this System of Records to ensure it is representative of 
DoD travel systems by changing the following sections: System 
identifier; system location; system managers; the authority for 
maintenance of the system; the purpose(s); categories of individuals; 
categories of records; record source categories; routine uses; storage; 
retrievability; retention and disposal; safeguards; record access 
procedures; contesting record procedures; and notification procedure.
    The OSD notices for Systems of Records subject to the Privacy Act 
of 1974, as amended, have been published in the Federal Register and 
are available from the address in FOR FURTHER INFORMATION CONTACT or at 
the Defense Privacy, Civil Liberties, and Transparency Division website 
at https://dpcld.defense.gov.
    The proposed system reports, as required by the Privacy Act, as 
amended, were submitted on December 11, 2019, to the House Committee on 
Oversight and Reform, the Senate Committee on Homeland Security and 
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: March 23, 2020.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

SYSTEM NAME AND NUMBER:
    Defense Travel System (DTS), DHRA 08 DoD.

SECURITY CLASSIFICATION:
    Unclassified.

[[Page 17320]]

SYSTEM LOCATION:
    Operational DTS is located at the Central Data Center 1, Quality 
Technology Services (QTS), 1506 Moran Road, Dulles, VA 20166-9306 with 
the COOP site at the Central Data Center 2, Quality Technology Services 
(QTS), 1175 N. Main Street, Harrisonburg, VA 22802-4630.
    The DTS Archive is located at Defense Manpower Data Center, DoD 
Center, Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.
    The DTS Modernization Effort is located in the Concur cloud 
platform, a commercial entity, Concur Technologies, Inc., 700 Central 
Expressway South, Suite 230, Allen, TX 75013-8104.
    The Employee Rewards System is located at Amazon Web Service, 21155 
Smith Switch Road, Ashburn, VA 20147.
    The Automated Trip Request Information Process (ATRIP) is located 
at the Defense Threat Reduction Agency, 8725 John J. Kingman Road, Stop 
6201, Fort Belvoir, VA 22060-6201.

SYSTEM MANAGER(S):
    For DTS, DTS Modernization records, and the Employee Rewards 
System: Deputy Director, Defense Travel Management Office, 4800 Mark 
Center Drive, Suite 04J25-01, Alexandria, VA 22350-6000; email: 
[email protected].
    For DTS Archive records: Deputy Director, Defense Travel System 
Archive, Defense Manpower Data Center, 400 Gigling Road, Seaside, CA 
93955-6771; email: [email protected].
    For ATRIP records: Chief, Program Integration Office, Cooperative 
Threat Reduction, Defense Threat Reduction Agency, 8725 John J. Kingman 
Road, Stop 6201, Fort Belvoir, VA 22060-6201; email: 
[email protected].

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 57, Travel, Transportation, and Subsistence; 50 U.S.C. 
3711, Authority to carry out Department of Defense Cooperative Threat 
Reduction Program; Department of Defense (DoD) Directive 5100.87, 
Department of Defense Human Resources Activity; DoDD 5105.62, Defense 
Threat Reduction Agency (DTRA); DoD Instruction 5154.31, Volume 3, 
Commercial Travel Management: Defense Travel System (DTS); DoDI 
5154.31, Volume 4, Commercial Travel Management: DoD Government Travel 
Charge Card (GTCC) Program; DoD Financial Management Regulation 
7000.14-R, Vol. 9, Defense Travel System Regulation, current edition; 
DoD Directive 4500.09E, Transportation and Traffic Management; DTR 
4500.9-R, Defense Transportation Regulation, Parts I, Passenger 
Movement, II, Cargo Movement, III, Mobility, IV, Personal Property, V, 
Customs; 41 CFR 300-304, The Federal Travel Regulation (FTR); Joint 
Federal Travel Regulations, Uniformed Service Members and DoD Civilian 
Employees; and E.O. 9397 (SSN), as amended.

PURPOSE(S) OF THE SYSTEM:
    The purpose of the DTS is to provide a DoD-wide travel management 
process which will cover all official travel, from pre-travel 
arrangements to post-travel payments. Also, the DTS verifies individual 
travel information is accurate, current, and meets DoD foreign nation 
requirements for travel within the continental United States and 
outside the continental United States. The system facilitates the 
processing of official travel requests for DoD personnel and other 
individuals traveling on DoD travel orders. The DTS provides 
information to financial systems to reimburse individual travel 
expenses, as well as to a commercial system to facilitate a voluntary 
rewards program for travelers using government travel charge cards 
(GTCC) for select purchases. The DTS includes a tracking and reporting 
system to monitor travel authorizations, obligations, and payments. 
Additionally, the DoD uses the DTS data to conduct surveys of program 
effectiveness, provide insight into the gap between product/service 
delivery and customer expectations, and assist in understanding the 
drivers of customer satisfaction.
    The DTS business intelligence tool and archives provide a 
repository for reporting and archiving travel records. It assists with 
planning, budgeting, and allocating resources for future DoD travel, 
conducting oversight operations, analyzing travel, budgetary, or other 
trends, detecting fraud and abuse, and provides a mechanism for 
responding to authorized internal and external requests for data 
relating to DoD official travel and travel-related services.
    To increase the efficiency of DoD travel operations, the DTS 
modernization effort evaluates newer technology, common industry 
practices, and the feasibility of a commercial travel product. The 
scope of the effort will start small and expand over time to include 
more functionality and different types of DoD users.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    DoD civilian personnel; active, former, and retired military 
members; Reserve and National Guard personnel; academy nominees, 
applicants, and cadets; dependents of military personnel; foreign 
nationals; and all other individuals in receipt of DoD travel orders/
authorizations.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The DTS collects the following types of personal information: Full 
name, Social Security Number (SSN), DoD Identification Number (DoD ID 
Number), gender, date of birth, place of birth, citizenship, Passport 
information, Visa information, mailing address, home address, emergency 
contact name, phone number and personal email address. Employment 
information including: Service/Agency, duty station information, title/
rank/grade, civilian/military status information, work email address, 
work phone number, and security clearance level. Financial information 
including: GTCC number and expiration date, personal credit card number 
and expiration date, personal checking and or savings account numbers 
and bank routing information. Travel information including: Frequent 
flyer information, travel itineraries (includes dates of travel) and 
reservations, trip record number, trip cost estimates, travel vouchers, 
travel-related receipts, travel document status information, travel 
budget information, commitment of travel funds, records of actual 
payment of travel funds, and supporting documentation.

RECORD SOURCE CATEGORIES:
    The individual traveler, authorized DoD personnel, Government 
Travel Card records, and DoD information systems via electronic import 
such as the Air Reserve Orders Writing System and the Navy Reserve 
Order Writing System.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND 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, these records may 
specifically be disclosed outside the DoD as a routine use pursuant to 
5 U.S.C. 552a(b)(3) as follows:
    a. To Federal and private entities providing travel services for 
purposes of arranging transportation and lodging for those individuals 
authorized to travel at government expense on official business.
    b. To the Internal Revenue Service to provide information 
concerning the pay

[[Page 17321]]

of travel allowances which are subject to federal income tax.
    c. To banking establishments for the purpose of confirming billing 
or expense data.
    d. To such recipients and under such circumstances and procedures 
as mandated by federal statute or treaty.
    e. To foreign or international law enforcement, security, or 
investigatory authorities to comply with requirements imposed by, or to 
claim rights conferred in, international agreements and arrangements, 
including those regulating the stationing and status in foreign 
countries of DoD military and civilian personnel.
    f. To contractors responsible for performing or working on contract 
for the DoD when necessary to accomplish an agency function related to 
this System of Records. Individuals provided information under this 
routine use are subject to the same Privacy Act requirements and 
limitations on disclosure as are applicable to DoD officers and 
employees.
    g. To a federal agency, in response to its request in connection 
with an investigation of an employee, service member, or other 
authorized individual to the extent that the information is relevant 
and necessary to the requesting agency's decision on the matter.
    h. To the Office of Personnel Management (OPM) concerning 
information on 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.
    i. To the Merit Systems Protection Board, including 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; and administrative proceedings involving any individual 
subject of a DoD investigation, and such other functions, promulgated 
in 5 U.S.C. 1205 and 1206, or as may be authorized by law.
    j. To appropriate Federal, State, local, territorial, tribal, 
foreign, or international agencies for the purpose of 
counterintelligence activities authorized by U.S. law or Executive 
Order, or for the purpose of executing or enforcing laws designed to 
protect the national security or homeland security of the United 
States, including those relating to the sharing of records or 
information concerning terrorism, homeland security, or law 
enforcement.
    k. 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.
    l. To any component of the Department of Justice for litigation for 
the purpose of representing the DoD, or any officer, employee or member 
of the Department in pending or potential litigation to which the 
record is pertinent.
    m. 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 that the records are relevant 
and necessary to the proceeding; or in an appropriate proceeding before 
and administrative or adjudicative body when the adjudicator determines 
the records to be relevant to the proceeding.
    n. To the National Archives and Records Administration (NARA) for 
records management inspections conducted under authority of 44 U.S.C. 
2904 and 2906.
    o. 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.
    p. 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.
    q. To another Federal agency or Federal entity, when the DoD 
determines that 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:
    Records are maintained in paper and electronic storage media.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Travel authorization and voucher records for DoD employees are 
retrieved by the DoD Component, name, and/or partial or full SSN. For 
U.S. citizens, records can be retrieved using the full name, trip 
number, travel dates and travel destination, and DoD component. For 
employees' dependents, records can be retrieved using the host 
employee's component, name, and SSN. For the modernization effort 
(which only includes a small subset of Federal Government employees) 
the data is retrieved by DoD ID Number and name.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    For DTS and DTS Modernization records: The majority of the records 
will be destroyed 6 years after the final payment or cancellation. 
Records relating to a claim will be destroyed 6 years and 3 months 
after the claim is closed, or when any applicable court order is 
lifted. In the case of a waiver of a claim, the record will be 
destroyed 6 years and 3 months after the close of the fiscal year in 
which the waiver was approved. In the case of a claim for which the 
Government's right to collect was not extended, the record will be 
destroyed 10 years and 3 months after the year in which the 
Government's right to collect first accrued.
    For the Employee Rewards System: Records are cutoff and destroyed 
when no longer needed for business use. For ATRIP records: Records will 
be destroyed 6 years after the final payment or cancellation.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Records are stored in office buildings protected by security 
guards, closed circuit TV, controlled screening, use of visitor 
registers, electronic access, key cards, ID badges, and/or locks. 
Access to the system's data is controlled using intrusion detection 
systems, firewalls, a virtual private network, and DoD public key 
infrastructure certificates. Procedures are in place to deter and 
detect browsing and unauthorized access. To access the records, 
personnel are assigned role-based access and must complete two-factor 
authentication using a common access card credential and password/PIN. 
Access to records is limited to individuals who are properly screened 
and cleared on a need-to-know basis in the performance of their 
official duties. Physical and electronic access is

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limited to persons responsible for servicing and authorized to use the 
record system. The backups of data are encrypted and secured. The 
program office conducts security audits and monitors security 
practices.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to records about themselves contained in 
the DTS, the DTS Archive, the DTS Modernization, or the Employee 
Rewards System should address written requests to: Office of the 
Secretary of Defense/Joint Staff Freedom of Information Act Requester 
Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155. 
Requests for records maintained in the ATRIP should address written 
requests to: Defense Threat Reduction Agency (DTRA) Freedom of 
Information/Privacy Act Office Request Center, Defense Threat Reduction 
Agency (DTRA), 8725 John J. Kingman Road, Stop 6201, Fort Belvoir, VA 
22060-6201. Requests must include the name and number of this System of 
Records Notice in addition to the individual's full name, SSN (if 
applicable), office or organization where assigned when trip was taken, 
travel destination, and dates of travel. The request must be signed by 
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).''

CONTESTING RECORD PROCEDURES:
    The DoD rules for accessing records, contesting contents and 
appealing initial agency determinations are published in 32 CFR part 
310, or may be obtained from the System Manager.

NOTIFICATION PROCEDURE:
    Individuals seeking to determine whether information about 
themselves is contained in the DTS, DTS Archive, the DTS Modernization, 
or the Employee Rewards System should address written inquiries to: 
Deputy Director, Defense Travel Management Office, 4800 Mark Center 
Drive, Suite 04J25-01, Alexandria, VA 22350-6000 or (for archived 
records) the Deputy Director, Defense Travel System/Management 
Information System, Defense Manpower Data Center, 400 Gigling Road, 
Seaside, CA 93955-6771.
    Individuals seeking to determine whether information about 
themselves is contained in the ATRIP should address written inquiries 
to: Chief, Program Integration Office, Cooperative Threat Reduction, 
Defense Threat Reduction Agency, 8725 John J. Kingman Road, Stop 6201, 
Fort Belvoir, VA 22060-6201. Individuals should provide their full 
name, office or organization where assigned when the trip was taken, 
travel destination and dates of travel. In the case of legal claims or 
duplicate names, an individual's SSN (last 4 digits or full number, 
depending on the scenario) may be required. 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:
    March 24, 2010, 75 FR 14142.

[FR Doc. 2020-06467 Filed 3-26-20; 8:45 am]
 BILLING CODE 5001-06-P