Privacy Act of 1974; System of Records, 23441-23443 [2021-09038]

Agencies

• Office of Personnel Management

[Federal Register Volume 86, Number 83 (Monday, May 3, 2021)]
[Notices]
[Pages 23441-23443]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-09038]


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OFFICE OF PERSONNEL MANAGEMENT


Privacy Act of 1974; System of Records

AGENCY: Office of the Chief Financial Officer, Office of Personnel 
Management.

ACTION: Notice of a New System of Records.

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SUMMARY: In accordance with the Privacy Act of 1974, the Office of 
Personnel Management (OPM) proposes to add a new system of records, 
titled ``OPM/Internal-23 Financial Management Records.'' This system of 
records contains financial records that OPM collects, maintains, and 
uses to manage its critical financial responsibilities. This system of 
records will be included in OPM's inventory of record systems.

DATES: Please submit comments on or before June 2, 2021. This new 
system is effective upon publication in today's Federal Register, with 
the exception of the routine uses, which are effective June 7, 2021.

ADDRESSES: You may submit written comments via the Federal Rulemaking 
Portal: https://www.regulations.gov. 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: For general questions, please contact: 
Rochelle Bayard, Associate Chief Financial Officer, Office of Personnel 
Management, at 202-606-1918 or [email protected]. For privacy 
questions, please contact: Kellie Cosgrove Riley, Chief Privacy 
Officer, Office of Personnel Management at [email protected].

SUPPLEMENTARY INFORMATION: The Office of Personnel Management (OPM) is 
establishing the OPM/Internal 23 Financial Management Records system of 
records in order to clarify and provide greater transparency regarding 
its financial records. OPM's Office of the Chief Financial Officer 
(OCFO) uses the records covered by this SORN in support of its 
financial management responsibilities, and to successfully implement 
OPM OCFO's internal and external budget and finance responsibilities.
    The records in this system of records are used to meet accounting 
and financial reporting requirements and are a comprehensive source of 
financial, budget, and performance information to OPM program offices. 
They include records pertaining to purchasing, accounts receivables, 
accounts payable, disbursements, and other budget activities. The 
records are used for billing and collection, project costing, and funds 
control as well as to update budgets, financial plans, and the general 
ledger. The records are also critical to required financial auditing 
and reporting requirements.
    The records include those that are used to support the acquisition 
management lifecycle, from requisitioning through source selection, 
award, post award management, blanket purchase agreements, interagency 
agreements, and closeout.
    This system of records does not include those records used to 
administer the pay, leave, and travel requirements of OPM or the 
administration of the fare subsidy program, which are included in the 
OPM Internal-5 Pay, Leave, and Travel system of records. It also does 
not include records that are used to enable travel service providers 
under contract to the Federal Government to authorize, issue, or 
account for travel and travel reimbursements provided to individuals on 
official Federal Government business, which are covered under GSA/GOVT-
4 Contracted Travel Services Program, 74 FR 26700 (June 3, 2009), and 
GSA/GOVT-4. Contracted Travel Services Program, 74 FR 28048 (June 12, 
2009).

SYSTEM NAME AND NUMBER:
    Financial Management Records, OPM/Internal-23.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    The Office of the Chief Financial Officer, Office of Personnel 
Management is responsible for the records in this system of records. 
Records are located at 1900 E Street NW, Washington, DC and, pursuant 
to an inter-agency agreement with the Department of Transportation, 
Federal Aviation Authority, in Oklahoma City, Oklahoma.

SYSTEM MANAGER(S):
    Associate Chief Financial Officer for Financial Strategy and 
Operations, Office of Personnel Management, 1900 E Street NW, 
Washington, DC 20415-1100.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    31 U.S.C. Title 31, Subtitles II and III; Public Law 101-576; 
Public Law 104-208; OMB Circular A-123; OMB Memorandum 16-11; OMB 
Memorandum 13-08, Executive Order 9397, as amended by Executive Order 
13478.

PURPOSE(S) OF THE SYSTEM:
    The purpose of this system of records is to permit OPM to collect 
and maintain records to administer its financial management 
responsibilities. This includes conducting all activities related to 
accounts receivable and accounts payable, budgeting, purchasing, 
acquisitions, reimbursement, settlements, and debt collections for OPM. 
The records are also used to meet financial auditing and reporting 
requirements, both within OPM and external to OPM, such as to other 
Federal and private sector entities as required and necessary in 
accordance with existing laws and regulations; and to support the 
acquisition management lifecycle, from requisitioning through source 
selection, award, post award management, blanket purchase agreements, 
interagency agreements, and closeout.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals to whom OPM has a financial obligation, including 
current and former federal employees, vendors, contractors, experts, 
and others who are owed monies from OPM; and individuals who are 
indebted to OPM, including those who receive goods and services from 
OPM, those indebted for advancements or overpayments, and those who are 
otherwise financially liable to OPM.

CATEGORIES OF RECORDS:
    a. Name,
    b. Social Security number,
    c. Bank account information,
    d. Credit card number,
    e. Data Universal Numbering System (DUNS) number
    f. Employee identification number.
    g. Tax identification number.
    h. addresses and other general contact information, such as phone 
numbers, facsimile numbers, and email addresses.
    i. records of expenses, such as bills, receipts.
    j. records of payments.

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    k. invoices,
    l. any other record necessary to document and make payment for a 
financial obligation owed to or from OPM.
    Records in this system are subject to the Privacy Act only to the 
extent, if any, they are about an individual within the meaning of the 
Act, and not if they are about a business or other non-individual.

RECORD SOURCE CATEGORIES:
    Records are obtained from individuals to whom OPM has a financial 
obligation, individuals who are indebted to OPM, OPM program offices, 
the Department of the Treasury, and the General Services 
Administration.

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, all or a portion of the records or 
information contained in this system may be disclosed outside OPM as a 
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
    a. To the Department of Justice, including Offices of the U.S. 
Attorneys; another Federal agency conducting litigation or in 
proceedings before any court, adjudicative, or administrative body; 
another party in litigation before a court, adjudicative, or 
administrative body; or to a court, an adjudicative body, or an 
administrative body. Such disclosure is permitted only when it is 
relevant or necessary to the litigation or proceeding and one of the 
following is a party to the litigation or has an interest in such 
litigation:
    (1) OPM, or any component thereof;
    (2) Any employee or former employee of OPM in his or her official 
capacity;
    (3) Any employee or former employee of OPM in his or her individual 
capacity where the Department of Justice or OPM has agreed to represent 
the employee;
    (4) The United States, a Federal agency, or another party in 
litigation before a court, adjudicative, or administrative body, upon 
the OPM General Counsel's approval, pursuant to 5 CFR part 295 or 
otherwise.
    b. To the appropriate Federal, State, or local agency responsible 
for investigating, prosecuting, enforcing, or implementing a statute, 
rule, regulation, or order, when a record, either on its face or in 
conjunction with other information, indicates or is relevant to a 
violation or potential violation of civil or criminal law or 
regulation.
    c. To a member of Congress from the record of an individual in 
response to an inquiry made at the request of the individual to whom 
the record pertains.
    d. To the National Archives and Records Administration (NARA) for 
records management inspections being conducted under the authority of 
44 U.S.C. 2904 and 2906.
    e. To appropriate agencies, entities, and persons when (1) OPM 
suspects or has confirmed that there has been a breach of the system of 
records; (2) OPM has determined that, as a result of the suspected or 
confirmed breach, there is a risk of harm to individuals, OPM 
(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 OPM's efforts to respond to the suspected or 
confirmed breach or to prevent, minimize, or remedy such harm.
    f. To another Federal agency or Federal entity, when OPM 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.
    g. To contractors, grantees, experts, consultants, or volunteers 
performing or working on a contract, service, grant, cooperative 
agreement, or other assignment for OPM when OPM determines that it is 
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 OPM employees.
    h. To an external auditor for the purpose of performing audit or 
oversight operations as authorized by law, but only such information as 
is necessary and relevant to such audit or oversight function.
    i. To the Equal Employment Opportunity Commission, the Merit 
Systems Protection Board, the Federal Labor Relations Authority, or 
other person or entity responsible for the administration of the 
Federal Labor-Management Program, for the purpose of processing any 
corrective actions, presiding over grievances, or conducting 
administrative hearings or appeals, or if needed in the performance of 
similar authorized duties.
    j. To the United States Department of the Treasury to verify 
eligibility for payment and to effect disbursement of authorized 
payments.
    k. To the United States Department of the Treasury in order to 
identify programs and activities susceptible to improper payments in 
accordance with the Improper Payment Information Act of 2002 and the 
Improper Payments Elimination and Recovery Act of 2010.
    l. To the General Service Administration's Federal Procurement Data 
System, a central
    repository for statistical information on Government contracting, 
information pertaining to OPM's acquisition activities for the purpose 
of providing public access to Government-wide data about agency 
contract actions.
    m. To a Federal, state, or local agency for the purpose of 
adjudicating an individual's eligibility for a benefit or for any other 
legally mandated purpose in accordance with its authorizing statute or 
regulation where an approved Computer Matching Agreement or other 
information sharing agreement is in place between OPM and the agency.
    n. To another Federal agency to obtain financial management 
services for OPM under a cross-servicing or inter-agency agreement, 
including for budgeting, purchasing, procurement, reimbursement, 
reporting, and collection functions.
    o. To the Department of Justice, another Federal agency, or a debt 
collection agency for any purpose related to collecting a debt owed to 
the Federal government.
    p. To consumer reporting agencies, as defined in the Fair Credit 
Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims Collection Act 
of 1966 (31 U.S.C. 3701(a)(3)), pursuant to 5 U.S.C. 552a(b)(12) and in 
accordance with 31 U.S.C. 3711(e).

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    The records in this system of records are stored electronically in 
an automated application database and storage area network and in paper 
in locked offices or cabinets with restricted access.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    The records may be retrieved by name, DUNs, Social Security number, 
tax identification number, or other personal identifier available in 
this system of records.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    The records in this system of records are retained and disposed of 
in

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accordance with General Records Schedule 1.1. The record requires that 
the records be destroyed six years after final payment or cancellation, 
but longer retention is authorized if required for business use.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Records in the system are protected from unauthorized access and 
misuse through various administrative, technical and physical security 
measures in compliance with the Federal Information Security 
Modernization Act (Pub. L.113-283), associated OMB policies, and 
applicable standards and guidance from the National Institute of 
Standards and Technology (NIST). Electronic records are located in a 
secured information technology hosting facility and are available only 
to authorized personnel whose duties require access. Paper records are 
located in locked offices and locked cabinets with restricted access.

RECORD ACCESS PROCEDURES:
    Individuals seeking notification of and access to their records in 
this system of records may submit a request in writing to the Office of 
Personnel Management, Office of Privacy and Information Management--
FOIA, 1900 E Street NW, Washington, DC 20415-7900 or by emailing 
[email protected].
    Individuals must furnish the following information for their 
records to be located:
    1. Full name.
    2. Social Security number or Tax identification number.
    3. The type of information requested.
    4. The address to which the information should be sent.
    Individuals requesting access must also comply with OPM's Privacy 
Act regulations regarding verification of identity and access to 
records (5 CFR 297).

CONTESTING RECORD PROCEDURES:
    Individuals wishing to request amendment of records about them 
should write to the Office of Personnel Management, Office of Privacy 
and Information Management--FOIA, 1900 E Street NW, Washington, DC 
20415-7900.
    Individuals must furnish the following information in writing for 
their records to be located:
    1. Full name.
    2. Social Security number or Tax identification number.
    3. Precise identification of the information to be amended.
    Individuals requesting amendment must also follow OPM's Privacy Act 
regulations regarding verification of identity and amendment to records 
(5 CFR 297).

NOTIFICATION PROCEDURES:
    See ``Record Access Procedure.''

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    None.

Office of Personnel Management.
Alexys Stanley,
Regulatory Affairs Analyst.
[FR Doc. 2021-09038 Filed 4-30-21; 8:45 am]
BILLING CODE 6325-38-P