Privacy Act of 1974; System of Records, 71226-71228 [2021-27096]

Agencies

• Agency for International Development

[Federal Register Volume 86, Number 238 (Wednesday, December 15, 2021)]
[Notices]
[Pages 71226-71228]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-27096]


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Notices
                                                Federal Register
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This section of the FEDERAL REGISTER contains documents other than rules 
or proposed rules that are applicable to the public. Notices of hearings 
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Federal Register / Vol. 86, No. 238 / Wednesday, December 15, 2021 / 
Notices

[[Page 71226]]



AGENCY FOR INTERNATIONAL DEVELOPMENT


Privacy Act of 1974; System of Records

AGENCY: Agency for International for Development (USAID).

ACTION: Notice of modified privacy act system of records.

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SUMMARY: The United States Agency for International Development (USAID) 
proposes to modify a system of records titled, ``USAID-19, Travel and 
Transportation Records,'' last published on December 30, 2014. USAID is 
modifying its SORN category of records as Social Security Numbers are 
no longer collected. This system supports End-to-End Travel (E2E) 
Solutions, which is an end-to-end web-based travel and expense 
management tool for paperless travel authorization/voucher routing, 
calculation of per diem, obligation of funds, receipts imaging, and 
voucher disbursements in accordance with the Federal Travel Regulation 
(FTR) and Agency policies in the Automated Directive System (ADS). The 
E2E system is used to create and track travel authorizations, travel 
vouchers and reimbursements, book on-line travel reservations, obtain 
electronic approvals, and create and submit expense reports for senior-
level Agency officials. The information collected from individuals 
facilitates official Agency travel, such as issuing travel tickets, 
approving hotels and per diem rates, and confirming that travel is 
official. The personally identifiable information (PII) data elements 
are collected and input into the E2E system, Integrated Logistics 
Management System (ILMS), and Phoenix Financial Management System in 
support of these USAID business functions relating to USAID personnel 
travel.

DATES: Submit comments on or before 13 January 2022. This modified 
system of records will be effective 13 January 2022 upon publication. 
The Routine Uses are effective at the close of the comment period.

ADDRESSES: You may submit comments:

Electronic

     Federal eRulemaking Portal: https://www.regulations.gov. 
Follow the instructions on the website for submitting comments.
     Email: [email protected].

Paper

     Fax: 202-916-4946.
     Mail: Chief Privacy Officer, United States Agency for 
International Development, 1300 Pennsylvania Avenue NW, Washington, DC 
20523.

FOR FURTHER INFORMATION CONTACT: Ms. Celida A. Malone, USAID Privacy 
Program at United States Agency for International Development, Bureau 
for Management, Office of the Chief Information Officer, Information 
Assurance Division: ATTN: USAID Privacy Program, 1300 Pennsylvania 
Avenue NW, Washington, DC 20523, or by phone number at 202-916-4605.

SUPPLEMENTARY INFORMATION: USAID is modifying its SORN as Social 
Security Numbers are no longer collected. This system supports End-to-
End Travel (E2E) Solutions, which is an end-to-end web-based travel and 
expense management tool that allows for paperless travel authorization/
voucher routing, calculation of per diem, obligation of funds, receipts 
imaging, and voucher disbursements in accordance with the Federal 
Travel Regulation (FTR) and Agency policies in the Automated Directive 
System (ADS). The E2E system is used to create and track travel 
authorizations, travel vouchers and reimbursements, book on-line travel 
reservations, obtain electronic approvals, and create and submit 
expense reports for senior-level Agency officials. The information 
collected from individuals facilitates official Agency travel, such as 
issuing travel tickets, approving hotels and per diem rates, and 
confirming that travel is official. The PII data elements are collected 
and input into the E2E system, Integrated Logistics Management System 
(ILMS), and Phoenix Financial Management System in support of these 
USAID business functions relating to USAID personnel travel.

    Dated: July 9, 2021.
Mark Joseph Johnson.
Chief Privacy Officer, United States Agency for International 
Development.

SYSTEM NAME AND NUMBER:
    Travel and Transportation Records, USAID-19.

SECURITY CLASSIFICATION:
    Controlled Unclassified Information.

SYSTEM LOCATION:
    United States Agency for International Development (USAID), 1300 
Pennsylvania Avenue NW, USAID Annex, Room 10.6.4-F, Washington, DC 
20523; CW Government Travel, Inc. (CWTSatoTravel), 4300 Wilson Blvd., 
Suite 500, Arlington, VA 22203-4167; U.S. Department of State COOP 
Beltsville (BIMC), 8101 Odell Road, Floor/Room 173, Beltsville, MD 
20705; and other USAID offices in the United States and throughout the 
world.

SYSTEM MANAGER(S):
    Chief, Travel and Transportation Division, Office of Management 
Services, Bureau for Management, United States Agency for International 
Development, 1300 Pennsylvania Avenue NW, USAID Annex, Room 10.6.4-F, 
Washington, DC 20523-2120. Email: [email protected].

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301, Departmental Regulations; 5 U.S.C. Ch. 57, Travel, 
Transportation, and Subsistence; 22 U.S.C. Ch. 32, Foreign Assistance, 
Subchapter 1, International Development; 22 U.S.C. 4081, Travel and 
Related Expenses; and implementing Federal Travel Regulations (41 CFR 
Chapters 300-304).

PURPOSE(S) OF THE SYSTEM:
    Records in this system may be used to: (1) Manage the centralized 
USAID relocation and travel of USAID employees and their dependents; 
(2) facilitate move requests of USAID employees and their dependents; 
(3) manage worldwide logistics services and integrated support for the 
transportation of the effects of USAID employees and their dependents; 
(4) ensure fiscal accountability in transporting the effects of USAID 
employees and their dependents; (5) facilitate passport issuance and 
compliance; and (6) assist in

[[Page 71227]]

substantiating a claim for missing or damaged household effects.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system encompasses all individuals (1) whose travel is paid 
for by USAID; (2) for whom the transportation of effects is paid by 
USAID; or (3) who are USAID personnel and dependents who travel on 
USAID business with United States diplomatic passports for the purposes 
of providing travel and the transportation of household goods for 
employees of USAID and its Missions around the world, as well as travel 
to interviews for certain applicants for employment with USAID.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records include name, date of birth, place of birth, sex or gender, 
age, citizenship, home address, personal cell phone number, personal 
email address, work phone number, work email address, passport number 
or green card number (optional), credit card number, Phoenix vendor 
identification; correspondence, itineraries, government transportation 
requests, card files pertaining to passports, baggage declarations, 
passports and records of applications for visas, arrival and departure 
notices, medical requirements and vaccination status for employees 
traveling, and record of clearances prior to departure from the United 
States or posts abroad.

RECORD SOURCE CATEGORIES:
    Sources of records are from the individual whose travel and 
transportation of effects are paid by USAID and its Missions, and USAID 
officials and employees involved in the travel and transportation of 
household goods.

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

[[Page 71228]]

    (15) To appropriate agencies, entities, and persons when: (a) USAID 
suspects or has confirmed that there has been a breach of the system of 
records; (b) USAID has determined that, as a result of the suspected or 
confirmed breach, there is a risk of harm to individuals, USAID 
(including its information systems, programs, and operations), the 
Federal Government, or national security; and (c) the disclosure made 
to such agencies, entities, and persons is reasonably necessary to 
assist in connection with USAID's efforts to respond to the suspected 
or confirmed breach or to prevent, minimize, or remedy such harm.
    (16) To another federal department or agency or federal entity, 
when USAID determines information from this system of records is 
reasonably necessary to assist the recipient department or agency or 
entity in: (a) Responding to a suspected or confirmed breach; or (b) 
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, 
that might result from a suspected or confirmed breach.
    (17) To the Office of Management and Budget in connection with 
review of private relief legislation, as set forth in OMB Circular No. 
A-19, at any stage of the legislative coordination and clearance 
process as set forth in that Circular.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records in this system are stored on paper and/or electronic form, 
and are maintained in locked cabinets and/or user-authenticated, 
password-protected systems. Records that contain national security 
information and are classified are stored in accordance with applicable 
Executive Orders, statutes, and Agency implementing regulations.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in this system are retrieved by the names of the 
individuals.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are retained and disposed of in accordance with disposition 
schedules approved by USAID and NARA General Records Schedule 9 for 
Travel and Transportation Records, and General Records Schedule 20 for 
Electronic Records shall apply. The data will be used, processed, and 
then stored. Data will be stored for six years and three months, which 
is specified by NARA.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    USAID safeguards records in this system according to applicable 
rules and policies, including all applicable USAID Automated Directive 
System operational policies. USAID has implemented controls to minimize 
the risk of compromising the information that is being stored. Access 
to the system and its records is limited to those individuals who have 
a need to know the information for performance of their official duties 
and who have the appropriate clearances and permissions. USAID ensures 
that the practices stated in the E2E, ILMS, and Phoenix Financial 
Management systems' Privacy Impact Assessment are followed by 
leveraging standard operating procedures (SOP), training, policies, 
rules of behavior, and auditing and accountability.

RECORD ACCESS PROCEDURES:
    Under the Privacy Act, individuals may request access to records 
about themselves. These individuals must be limited to citizens of the 
United States or aliens lawfully admitted for permanent residence. If a 
federal department or agency, or a person who is not the individual who 
is the subject of the records, requests access to records about an 
individual, the written consent of the individual who is the subject of 
the records is required.
    Individuals seeking access to information about themselves 
contained in this system of records should address inquiries to the 
Bureau for Management, Office of Management Services, Information and 
Records Division (M/MS/IRD), USAID Annex--Room 2.4.0C, 1300 
Pennsylvania Avenue NW, Washington, DC 20523. The requester may 
complete and sign a USAID Form 507-1, Certification of Identity Form, 
or submit signed, written requests that should include the individual's 
full name, current address, telephone number, and this System of 
Records Notice number. 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 USAID rules for accessing records, contesting contents, and 
appealing initial agency determinations are contained in 22 CFR 212 or 
may be obtained from the program manager or system owner.

NOTIFICATION PROCEDURES:
    Individuals seeking to determine if information about themselves is 
contained in this system of records should address inquiries to the 
Bureau for Management, Office of Management Services, Information and 
Records Division (M/MS/IRD), USAID Annex--Room 2.4.0C, 1300 
Pennsylvania Avenue NW, Washington, DC 20523. Individuals may complete 
and sign a USAID Form 507-1, Certification of Identity Form, or submit 
signed, written requests that should include the individual's full 
name, current address, and telephone number. 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:
    79 FR 78381, December 30, 2014.

Celida Ann Malone,
Government Privacy Task Lead.
[FR Doc. 2021-27096 Filed 12-14-21; 8:45 am]
BILLING CODE 6116-01-P