Privacy Act of 1974; System of Records-OPM/Internal-23 Financial Management Records, 16282-16285 [2023-05346]

Agencies

• Office of Personnel Management

[Federal Register Volume 88, Number 51 (Thursday, March 16, 2023)]
[Notices]
[Pages 16282-16285]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2023-05346]


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OFFICE OF PERSONNEL MANAGEMENT


Privacy Act of 1974; System of Records--OPM/Internal-23 Financial 
Management Records

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

ACTION: Notice of a modified system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, the Office of 
Personnel Management (OPM) proposes to modify and republish its 
existing 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

[[Page 16283]]

modified system of records will be included in OPM's inventory of 
record systems.

DATES: Please submit comments on or before April 17, 2023. This 
modified system is applicable upon publication in today's Federal 
Register.

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: 
Erica Roach, Senior Program Manager, Office of the Chief Financial 
Officer, Office of Personnel Management, at [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 
modifying and republishing the OPM/Internal-23 Financial Management 
Records system of records in order to effectuate some administrative 
changes and provide additional clarity and transparency regarding its 
financial records. OPM's Office of the Chief Financial Officer (OCFO) 
uses the records in this system of records to support its financial 
management obligations and successfully implement OPM OCFO's internal 
and external budget and finance responsibilities.
    These records are a comprehensive source of financial, budget, and 
performance information for OPM. 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, retirement, health and life insurance 
contributions and collections, and funds control, as well as to update 
budgets, financial plans, and the general ledger. 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. The records are also critical to required financial auditing 
and reporting requirements.
    This system of records does not include those records used to 
administer OPM's pay, leave, and travel requirements 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).
    OPM is modifying this system of records notice to:
    (1) Name the agency's Chief Financial Officer as the System 
Manager.
    (2) Update the Categories of Records to clearly include records 
related to retirement benefits and health and life insurance and to add 
account claim number and the Unique Entity Identity (UEI), which 
replaces the DUNS number in the financial records.
    (3) Update the Purpose section to clearly address the collection of 
records related to the management of financial records related to the 
retirement and health and life insurance programs.
    (4) Update the Authorities to include those attendant to the 
retirement and health and life insurance programs.
    (5) Add an additional location to the System Location section to 
reflect the location of records subject to an inter-agency agreement 
with the Department of Treasury.
    (6) Update the Records Source Categories to include the Department 
of Labor, which provides financial records to OPM relevant to workers' 
compensation cases.
    OPM provided a report of this modified system of records to the 
Committee on Oversight and Government Reform of the House of 
Representatives, the Committee on Homeland Security and Governmental 
Affairs of the Senate, and the Office of Management and Budget (OMB), 
pursuant to 5 U.S.C. 552a(r) and OMB Circular A-108, ``Federal Agency 
Responsibilities for Review, Reporting, and Publication under the 
Privacy Act,'' dated December 23, 2016. OPM will include this system in 
its inventory of record systems.

U.S. Office of Personnel Management.
Stephen Hickman,
Federal Register Liaison.

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; pursuant to an 
inter-agency agreement with the Department of Transportation, Federal 
Aviation Authority, Enterprise Resource Center, in Oklahoma City, 
Oklahoma; and, pursuant to an inter-agency agreement with the 
Department of Treasury, Bureau of the Fiscal Service (Fiscal Service) 
Administrative Resource Center (ARC), in Parkersburg, West Virginia.

SYSTEM MANAGER(S):
    Chief Financial Officer, 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; 5 U.S.C. 8334 (CSRS retirement); 5 U.S.C. 8422 and 
8423 (FERS retirement); 5 U.S.C. 8906 (health), 5 U.S.C. 8708 (life); 5 
CFR 831.111 (CSRS retirement); 5 CFR 841 Subpart D and Subpart E (FERS 
retirement); 5 CFR 890.501 (health); 5 CFR 870 Subpart D (life); OMB 
Circular A-123; OMB Memorandum 16-11; OMB Memorandum 13-08, OMB 
Memorandum M-19-16, 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. 
It also includes Trust Funds financial management responsibilities in 
support of the Federal retirement and health and life insurance 
benefits programs. The records in this system of 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

[[Page 16284]]

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 RECORDS:
    a. Name,
    b. Social Security number,
    c. Bank account information,
    d. Credit card number,
    e. Data Universal Numbering System (DUNS) number,
    f. Unique Entity Identifier (UEI),
    g. Account claim number,
    h. Employee identification number,
    i. Tax identification number,
    j. addresses and other general contact information, such as phone 
numbers, facsimile numbers, and email addresses,
    k. records of expenses, such as bills, receipts,
    l. records of payments,
    m. invoices, and
    n. 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, the Department of Labor, 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.

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    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 RETRIEVAL OF RECORDS:
    The records may be retrieved by name, DUNs, UEIs, Social Security 
number, tax identification number, claim number, or other personal 
identifiers 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 accordance with General Records Schedule 1.1. The record schedule 
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 this system of records are protected from unauthorized 
access and misuse through various administrative, technical and 
physical security measures. OPM's security measures are in compliance 
with the Federal Information Security Modernization Act (Pub. L. 113-
283), associated Office of Management and Budget policies, and 
applicable standards and guidance from the National Institute of 
Standards and Technology. Strict controls have been imposed to minimize 
the risk of compromising the information that is stored. Access to the 
paper and electronic records in this system of records is limited to 
those individuals who have a need to know the information for the 
performance of their official duties and who have appropriate 
clearances or permissions.

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. Claim number, where applicable.
    4. The type of information requested.
    5. 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, ATTN: OPM CFO; or by emailing [email protected]. Requests for 
amendment of records should include the words ``PRIVACY ACT AMENDMENT 
REQUEST'' in capital letters at the top of the request letter or in the 
subject line of the email. 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. Claim number, if applicable.
    4. 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:
    86 FR 23441 (May 3, 2021).

[FR Doc. 2023-05346 Filed 3-15-23; 8:45 am]
BILLING CODE 6325-67-P