Privacy Act of 1974; System of Records, 17319-17322 [2020-06467]
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Federal Register / Vol. 85, No. 60 / Friday, March 27, 2020 / Notices
Consideration will be given to all
comments received by April 27, 2020.
ADDRESSES: Written comments and
recommendations for the proposed
information collection should be sent
within 30 days of publication of this
notice to www.reginfo.gov/public/do/
PRAMain. Find this particular
information collection by selecting
‘‘Currently under 30-day Review—Open
for Public Comments’’ or by using the
search function.
FOR FURTHER INFORMATION CONTACT:
Angela James, 571–372–7574,
orwhs.mc-alex.esd.mbx.dd-dodinformation-collections@mail.mil.
SUPPLEMENTARY INFORMATION:
Title; associated form; and OMB
number: Intercontinental Ballistic
Missile Hardened Intersite Cable Rightof-Way Landowner Questionnaire; AF
Form 3951; OMB Control Number 0701–
0141.
Type of request: Reinstatement.
Number of respondents: 4,500.
Responses per respondent: 1.
Annual responses: 4,500.
Average burden per response: 15
minutes.
Annual burden hours: 1,125.
Needs and uses: This form collects
updated landowner/tenant information
as well as data on local property
conditions which could adversely affect
the Hardened Intersite Cable System
(HICS) such as soil erosion, projected/
building projects, evacuation plans, etc.
This information also aids in notifying
landowners/tenants when HCIS
preventative or corrective maintenance
becomes necessary to ensure
uninterrupted Intercontinental Ballistic
Missile command and control
capability. The information collection
requirement is necessary to report
changes in ownership/lease
information, conditions of missile cable
route and associated appurtenances, and
projected building/excavation projects.
The information collected is used to
ensure system integrity and to maintain
a close contact public relations program
with involved personnel and agencies.
Affected public: Business or other for
profit; Not-for-profit institutions.
Frequency: On occasion.
Respondent’s obligation: Voluntary.
OMB desk officer: Ms. Jasmeet Seehra.
You may also submit comments and
recommendations, identified by Docket
ID number and title, by the following
method:
• Federal eRulemaking Portal: https://
www.regulations.gov. Follow the
instructions for submitting comments.
Instructions: All submissions received
must include the agency name, Docket
ID number, and title for this Federal
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DATES:
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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.
DOD clearance officer: Ms. Angela
James.
Requests for copies of the information
collection proposal should be sent to
Ms. James at whs.mc-alex.esd.mbx.dddod-information-collections@mail.mil.
Dated: March 24, 2020.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison
Officer, Department of Defense.
[FR Doc. 2020–06443 Filed 3–26–20; 8:45 am]
BILLING CODE 5001–06–P
DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DoD–2020–OS–0035]
Privacy Act of 1974; System of
Records
Defense Manpower Data Center
(DMDC), Department of Defense (DoD).
ACTION: Notice of a Modified System of
Records
AGENCY:
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.
SUMMARY:
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17319
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.
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).
FOR FURTHER INFORMATION CONTACT:
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.
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Federal Register / Vol. 85, No. 60 / Friday, March 27, 2020 / Notices
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: dodhra.dodcmb.dmdc.mbx.webmaster@mail.mil.
For DTS Archive records: Deputy
Director, Defense Travel System
Archive, Defense Manpower Data
Center, 400 Gigling Road, Seaside, CA
93955–6771; email: dodhra.dodcmb.dmdc.mbx.webmaster@mail.mil.
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: dtra.belvoir.ct.list.ct-travelteam@mail.mil.
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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
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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.
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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, travelrelated 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
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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.
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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.
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17321
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).’’
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.
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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
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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
DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DOD–2020–OS–0034]
CONTESTING RECORD PROCEDURES:
VerDate Sep<11>2014
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).’’
Proposed Collection; Comment
Request
Office of the Secretary of
Defense, DoD.
ACTION: Information collection notice.
AGENCY:
In compliance with the
Paperwork Reduction Act of 1995, the
Office of the Chief Management Officer,
Washington Headquarters Services
(WHS) announces a proposed public
information collection and seeks public
comment on the provisions thereof.
Comments are invited on: Whether the
proposed collection of information is
necessary for the proper performance of
SUMMARY:
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the functions of the agency, including
whether the information shall have
practical utility; the accuracy of the
agency’s estimate of the burden of the
proposed information collection; ways
to enhance the quality, utility, and
clarity of the information to be
collected; and ways to minimize the
burden of the information collection on
respondents, including through the use
of automated collection techniques or
other forms of information technology.
DATES: Consideration will be given to all
comments received by May 26, 2020.
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, docket
number and title 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: To
request more information on this
proposed information collection or to
obtain a copy of the proposal and
associated collection instruments,
please write to Ms. Angela James at the
Department of Defense, Washington
Headquarters Services, ATTN:
Executive Services Directorate,
Directives Division, 4800 Mark Center
Drive, Suite 03F09–09, Alexandria, VA
22350–3100 or call 571–372–7574.
SUPPLEMENTARY INFORMATION: Title;
Associated Form; and OMB Number:
Regular Generic Clearance for the
Collection of Focus Groups, Usability
Studies, Preliminary and Formative
Research, Routine Reports and Survey
Testing; OMB Control Number 0704–
XXXX.
Needs and Uses: The proposed
information collection activity provides
a means to gather data science, conduct
qualitative analysis, statistical
experiments, program evaluation, test
development, and forecasting in an
efficient, timely manner in order to
improve and monitor DoD programs and
policies that impact the general public.
These collections will provide insights
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Agencies
[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]
-----------------------------------------------------------------------
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.
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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
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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