Privacy Act of 1974; System of Records, 63674-63677 [2023-20052]
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63674
Federal Register / Vol. 88, No. 178 / Friday, September 15, 2023 / Notices
Designated pursuant to section 1(a)(iii)(A)
of E.O. 13224, as amended, for being owned,
controlled, or directed by, directly or
indirectly, MAHDY AKIL HELBAWI, a
person whose property and interests in
property are blocked pursuant to E.O. 13224,
as amended.
Dated: September 12, 2023.
Bradley T. Smith,
Director, Office of Foreign Assets Control,
U.S. Department of the Treasury.
[FR Doc. 2023–20038 Filed 9–14–23; 8:45 am]
BILLING CODE 4810–AL–P
DEPARTMENT OF VETERANS
AFFAIRS
[OMB Control No. 2900–0636]
Agency Information Collection
Activity: Accelerated Payment
Verification of Completion Letter
Veterans Benefits
Administration, Department of Veterans
Affairs.
ACTION: Notice.
AGENCY:
Veterans Benefits
Administration, Department of Veterans
Affairs (VA), is announcing an
opportunity for public comment on the
proposed collection of certain
information by the agency. Under the
Paperwork Reduction Act (PRA) of
1995, Federal agencies are required to
publish notice in the Federal Register
concerning each proposed collection of
information, including each proposed
extension of a currently approved
collection, and allow 60 days for public
comment in response to the notice.
DATES: Written comments and
recommendations on the proposed
collection of information should be
received on or before November 14,
2023.
ADDRESSES: Submit written comments
on the collection of information through
Federal Docket Management System
(FDMS) at www.Regulations.gov or to
Nancy J. Kessinger, Veterans Benefits
Administration (20M33), Department of
Veterans Affairs, 810 Vermont Avenue
NW, Washington, DC 20420 or email to
nancy.kessinger@va.gov. Please refer to
‘‘OMB Control No. 2900–0636’’ in any
correspondence. During the comment
period, comments may be viewed online
through FDMS.
FOR FURTHER INFORMATION CONTACT:
Maribel Aponte, Office of Enterprise
and Integration, Data Governance
Analytics (008), 810 Vermont Ave. NW,
Washington, DC 20420, (202) 266–4688
or email maribel.aponte@va.gov. Please
refer to ‘‘OMB Control No. 2900–0636’’
in any correspondence.
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SUMMARY:
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Under the
PRA of 1995, Federal agencies must
obtain approval from the Office of
Management and Budget (OMB) for each
collection of information they conduct
or sponsor. This request for comment is
being made pursuant to section
3506(c)(2)(A) of the PRA.
With respect to the following
collection of information, VBA invites
comments on: (1) whether the proposed
collection of information is necessary
for the proper performance of VBA’s
functions, including whether the
information will have practical utility;
(2) the accuracy of VBA’s estimate of the
burden of the proposed collection of
information; (3) ways to enhance the
quality, utility, and clarity of the
information to be collected; and (4)
ways to minimize the burden of the
collection of information on
respondents, including through the use
of automated collection techniques or
the use of other forms of information
technology.
Authority: Public Law 107–103 and
Public Law 110–181; 10 U.S.C. 16131a
and 38 CFR 21.7154(d)(1).
Title: Accelerated Payment
Verification of Completion Letter, VA
Form 22–0840.
OMB Control Number: 2900–0636.
Type of Review: Extension of a
currently approved collection.
Abstract: Eligible Veterans, Service
members, and beneficiaries electing to
receive an accelerated payment for
educational assistance payments must
certify they received such payment and
how the payment was used, and the
data collected from the VA Form 22–
0840 is used to determine the
entitlement to the accelerated payment.
Affected Public: Individuals and
Households.
Estimated Annual Burden: 1 hour.
Estimated Average Burden Time per
Respondent: 5 minutes.
Frequency of Response: One time.
Estimated Number of Respondents:
10.
SUPPLEMENTARY INFORMATION:
By direction of the Secretary.
Maribel Aponte,
VA PRA Clearance Officer, Office of
Enterprise and Integration/Data Governance
Analytics, Department of Veterans Affairs.
[FR Doc. 2023–20043 Filed 9–14–23; 8:45 am]
BILLING CODE 8320–01–P
DEPARTMENT OF VETERANS
AFFAIRS
Privacy Act of 1974; System of
Records
Financial Services Center
(FSC), Department of Veterans Affairs
(VA).
AGENCY:
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ACTION:
Notice of a modified system of
records.
Pursuant to the Privacy Act of
1974, notice is hereby given that the VA
is modifying the system of records
entitled, ‘‘Corporate Travel and Charge
Cards—VA’’ (131VA047). This system is
used for operating, auditing and
managing the charge card program
involving commercial purchases
authorized by VA employees. It is an
end-to-end travel management service
that includes all aspects of official
Federal business travel including travel
planning, authorization, reservations,
ticketing, fulfillment, expense
reimbursement and travel management
reporting. These records will include
permanent change of station moves that
have been approved for relocation
entitlements. The system serves as a
repository that captures all required
documentation that would assist with
providing instructions to obtain a
government passport, visa and country
clearance, as applicable, as well as
timely approval routing, as outlined in
VA travel policy for VA employees
traveling in an official capacity to a
foreign country.
DATES: Comments on this modified
system of records must be received no
later than 30 days after date of
publication in the Federal Register. If
no public comment is received during
the period allowed for comment or
unless otherwise published in the
Federal Register by VA, the modified
system of records will become effective
a minimum of 30 days after date of
publication in the Federal Register. If
VA receives public comments, VA shall
review the comments to determine
whether any changes to the notice are
necessary.
ADDRESSES: Comments may be
submitted through www.regulations.gov
or mailed to VA Privacy Service, 810
Vermont Avenue NW, (005X6F),
Washington, DC 20420. Comments
should indicate that they are submitted
in response to Corporate Travel and
Charge Cards—VA (131VA047).
Comments received will be available at
www.regulations.gov for public viewing,
inspection or copies.
FOR FURTHER INFORMATION CONTACT: For
Charge Cards: Lori Thomas, Chief
Charge Card Service Division, 512–460–
5189 or Lori.Thomas2@va.gov.
For iMove: Adrian Quesada, Division
Chief of Permanent Change of Station
(PCS) Division, 512–460–5204 or
Adrian.Quesada@va.gov. For
Temporary Travel: Gary McWilson,
Chief, TDY Travel Service Division,
512–460–5111 or Gary.McWilson@
SUMMARY:
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Federal Register / Vol. 88, No. 178 / Friday, September 15, 2023 / Notices
va.gov. For Foreign Travel Portal (FTP):
Jessie Murphy, Division Chief of Travel
Logistics and Conference (TLCD)
Division, Financial Services Center,
Department of Veterans Affairs, 1615
Woodward Street, Austin, TX 78772,
202–461–6294, 202–815–9397 or
Jessie.Murphy@va.gov.
SUPPLEMENTARY INFORMATION: VA is
modifying the systems of records by
revising the following sections: System
Name, System Location, Authority for
Maintenance of the System, Categories
of Individuals Covered by the System,
Categories of Records in the System,
Record Source Categories, Policies and
Practices for Storage of Records, Policies
and Practices for Retrieval of Records,
Policies and Practices for Retention and
Disposal of Records, Record Access
Procedures, Contesting Records
Procedures and Notification Procedures
and History.
System Name will be removed and
now include: ‘‘Corporate Travel and
Charge Cards—VA’’
The System Location will include:
‘‘Records are located at the Financial
Services Center in Austin, Texas.’’
Categories of Individuals Covered by
the System will include: ‘‘The users will
cover current and former VA employees
and VA employees’ spouses and
children.’’
The Categories of Records in the
System will include: ‘‘Employee
information to include name, social
security number, tax identification
number, home address (prior/new),
phone numbers (work, home and cell),
title, salary information (grade/rank),
retirement plan, W–2 tax information
and employee email address. Family
information will include names of
family members (spouse/children), birth
dates of family members (spouse,
children) and salary information of
spouse (if available).
Policies and Practices for Storage of
Records will now include: ‘‘Records are
maintained electronically on computer
storage devices such as servers and
cloud storage. The computer storage
devices are located at the FSC-Austin;
iMove backups will be maintained at a
disaster recovery site designated by
Microsoft Azure Government. Computer
records are maintained in a secure
password protected environment.’’
Record Source Categories will now
include: ‘‘employee submitted
information and VA’s HRSmart system’’.
Police and Practices for Retrieval of
Records will now include: ‘‘Records in
this system are retrieved by name, social
security number or other assigned
identifier.’’
Policies and Practices for Retention
and Disposal of Records will now
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include ‘‘Records in this system are
retained and disposed of in accordance
with the schedule approved by the
Archivist of the United States, Records
Control Schedule 1.1, Item 10.’’
Contesting Records Procedures will
now include ‘‘Individuals seeking to
contest or amend records in this system
pertaining to them should contact the
system manager in writing as indicated
above. A request to contest or amend
records must state clearly and concisely
what record is being contested, the
reasons for contesting it, and the
proposed amendment to the record.
Record Access Procedures will now
include: ‘‘Individuals seeking
information on the existence and
content of records in this system
pertaining to them should contact the
system manager in writing as indicated
above. A request for access to records
must contain the requester’s full name,
address, telephone number, be signed
by the requester, and describe the
records sought in sufficient detail to
enable VA personnel to locate them
with a reasonable amount of effort.’’
Notification Procedures will now
include: ‘‘Generalized notice is provided
by the publication of this notice. For
specific notice, see Record Access
Procedure, above.’’
VA is republishing this system of
records notice in its entirety.
Signing Authority
The Senior Agency Official for
Privacy, or designee, approved this
document and authorized the
undersigned to sign and submit the
document to the Office of the Federal
Register for publication electronically as
an official document of the Department
of Veterans Affairs. Kurt D. DelBene,
Assistant Secretary for Information and
Technology and Chief Information
Officer, approved this document on
August 7, 2023 for publication.
Dated: September 12, 2023.
Amy L. Rose,
Government Information Specialist, VA
Privacy Service, Office of Compliance, Risk
and Remediation, Office of Information and
Technology, Department of Veterans Affairs.
SYSTEM NAME AND NUMBER:
Corporate Travel and Charge Cards—
VA (131VA047).
SECURITY CLASSIFICATION:
Unclassified.
63675
SYSTEM MANAGER(S):
For Charge Cards: Lori Thomas, Chief
Charge Card Service Division, 512–460–
5189 or Lori.Thomas2@va.gov.
For iMove: Adrian Quesada, Division
Chief of Permanent Change of Station
(PCS) Division, 512–460–5204 or
Adrian.Quesada@va.gov.
For Temporary Travel: Gary
McWilson, Chief, TDY Travel Service
Division, 512–460–5111 or
Gary.McWilson@va.gov.
For Foreign Travel Portal: Jessie
Murphy, Division Chief of Travel
Logistics and Conference (TLCD)
Division, Financial Services Center,
Department of Veterans Affairs, 1615
Woodward Street, Austin, TX 78772,
202–461–6294, 202–815–9397 or
Jessie.Murphy@va.gov.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
48 CFR 13; 31 U.S.C. 3511; VA
Financial Policy, vol. XIV; Federal
Acquisition Regulation (FAR) part 13;
48 CFR part 13; and Public Law 93–579
section 7(b).
PURPOSE(S) OF THE SYSTEM:
The purposes of this system are
operating, auditing and managing the
purchase card program involving
commercial purchases by authorized VA
employees; processing and managing
official VA relocation obligations and
payments to maintain records on
current VA employees who are
relocating to another office location
within VA and have been approved for
relocation entitlements; record
relocation disbursements in order to
compute and record taxes and W–2s;
establish a comprehensive beginning-toend foreign travel service system
containing required information to
facilitate issuance of a Government
passport, visa, and country clearance, as
applicable, while also ensuring the
processing and reporting of foreign
travel is centralized, auditable and
complies with all applicable rules and
regulations.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals covered by the system are
current VA employees who have their
own Government assigned charge card,
or who have had a charge card. Records
cover current and former VA employees
and VA employees’ spouses and
children.
SYSTEM LOCATION:
CATEGORIES OF RECORDS IN THE SYSTEM:
Records are located in the Financial
Services Center (FSC), Austin, TX.
iMove: Backup, recovery and archived
digital media is stored by Amazon Web
Services.
Records include name, work
addresses, work telephone numbers,
information needed for identification
verification, charge card applications,
charge card statements, terms and
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Federal Register / Vol. 88, No. 178 / Friday, September 15, 2023 / Notices
conditions for use of the charge card
and monthly reports from contractor(s)
showing charges to individual account
numbers, balances and other types of
account analysis. Records encompass
the following employee Information:
name; social security number; tax
identification number; home address
both prior and current; phone numbers
including work, home and cell; title;
salary information including grade and/
or rank; retirement plan; W–2 tax
information; and employee email
address. Records also encompass the
following family information: names of
family members including spouses and
children; birth dates of family members
including spouse and children; and
salary information of spouse, if
available. This information is entered
based on a questionnaire that the
employee submits.
RECORD SOURCE CATEGORIES:
Record sources include transactional
data from the contracting bank,
employee submitted information and
VA’s HRSmart system.
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
PURPOSES OF SUCH USES:
1. Congress: 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.
2. Data breach response and
remediation, for VA: To appropriate
agencies, entities and persons when (1)
VA suspects or has confirmed that there
has been a breach of the system of
records; (2) VA has determined that as
a result of the suspected or confirmed
breach there is a risk of harm to
individuals, VA (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 VA’s efforts to
respond to the suspected or confirmed
breach or to prevent, minimize or
remedy such harm involving.
3. Data breach response and
remediation, for another Federal
agency: To another Federal agency or
Federal entity, when VA determines
that the 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
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Federal Government or national
security, resulting from a suspected or
confirmed breach.
4. Law Enforcement: To a Federal,
State, local, Territorial, Tribal, or foreign
law enforcement authority or other
appropriate entity charged with the
responsibility of investigating or
prosecuting a violation or potential
violation of law, whether civil, criminal,
or regulatory in nature, or charged with
enforcing or implementing such law,
provided that the disclosure is limited
to information that, either alone or in
conjunction with other information,
indicates such a violation or potential
violation of law. The disclosure of the
names and addresses of veterans and
their dependents from VA records under
this routine use must also comply with
the provisions of 38 U.S.C. 5701.
5. Department of Justice for Litigation
or Administrative Proceeding: To the
Department of Justice (DoJ), or in a
proceeding before a court, adjudicative
body or other administrative body
before which VA is authorized to
appear, when:
(a) VA or any component thereof;
(b) Any VA employee in his or her
official capacity;
(c) Any VA employee in his or her
individual capacity where DoJ has
agreed to represent the employee; or
(d) The United States, where VA
determines that litigation is likely to
affect the agency or any of its
components is a party to such
proceedings or has an interest in such
proceedings, and VA determines that
use of such records is relevant and
necessary to the proceedings.
6. Contractors: To contractors,
grantees, experts, consultants, students
and others performing or working on a
contract, service, grant, cooperative
agreement or other assignment for VA,
when reasonably necessary to
accomplish an agency function related
to the records.
7. Office of Personnel Management
(OPM): To OPM in connection with the
application or effect of civil service
laws, rules, regulations or OPM
guidelines in particular situations.
8. Equal Employment Opportunity
Commission (EEOC): To the EEOC in
connection with investigations of
alleged or possible discriminatory
practices, examination of Federal
affirmative employment programs, or
other functions of the Commission as
authorized by law.
9. Federal Labor Relations Authority
(FLRA): To the FLRA in connection with
the investigation and resolution of
allegations of unfair labor practices, the
resolution of exceptions to arbitration
awards when a question of material fact
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is raised; matters before the Federal
Service Impasses Panel, and the
investigation of representation petitions
and the conduct or supervision of
representation elections.
10. Merit Systems Protection Board
(MSPB): To the MSPB in connection
with appeals, special studies of the civil
service and other merit systems, review
of rules and regulations, investigation of
alleged or possible prohibited personnel
practices and such other functions
promulgated in 5 U.S.C. 1205 and 1206,
or as authorized by law.
11. Nation Archives and Records
Administration (NARA): To NARA in
records management inspections
conducted under 44 U.S.C. 2904 and
2906, or other functions authorized by
laws and policies governing NARA
operations and VA records management
responsibilities.
12. Federal Agencies, Courts,
Litigants, for Litigation or
Administrative Proceedings: To another
Federal agency, court or party in
litigation before a court or in an
administrative proceeding conducted by
a Federal Agency when the government
is a party to the judicial or
administrative proceeding.
13. Law Enforcement for Locating
Fugitive: To any Federal, State, local,
Territorial, Tribal or foreign law
enforcement agency in order to identify,
locate or report a known fugitive felon,
in compliance with 38 U.S.C. 5313B(d).
14. Office of Management and Budget
(OMB): To the OMB for the performance
of its statutory responsibilities for
evaluating Federal programs.
15. Treasury, to Report Earnings as
Income: To the Department of the
Treasury to report calendar year
earnings of $600 or more for income tax
reporting purposes.
16. Federal Register, for
Rulemaking: To make available for
public review comments submitted in
response to VA’s solicitation of public
comments as part of the agency’s notice
and rulemaking activities under the
Administrative Procedure Act (APA),
provided that the disclosure is limited
to information necessary to comply with
the requirements of the APA, if VA
determines that release of personally
identifiable information, such as an
individual’s telephone number, is
integral to the public’s understanding of
the comment submitted.
17. Unions: To officials of labor
organizations recognized under 5 U.S.C.
71 provided that the disclosure is
limited to information identified in 5
U.S.C. 7114(b)(4) that is relevant and
necessary to their duties of exclusive
representation concerning personnel
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Federal Register / Vol. 88, No. 178 / Friday, September 15, 2023 / Notices
policies, practices, and matters affecting
working conditions.
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
Records are maintained electronically
on computer storage devices such as
servers and cloud storage. The computer
storage devices are located at the FSCAustin; iMove backups will be
maintained at a disaster recovery site
designated by Microsoft Azure
Government. Computer records are
maintained in a secure password
protected environment.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
These records may be retrieved using
various combinations of name or charge
card number of the individual on whom
the records are maintained. Electronic
file records are retrieved by name and/
or travel authorization number.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
Records in this system are retained
and disposed of in accordance with the
schedule approved by the Archivist of
the United States, General Records
Schedule 1.1, Item number 10.
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ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
Access to these records is restricted to
authorized VA employees or
contractors, on a ‘‘need to know’’ basis.
Offices where these records are
maintained are locked after working
hours and are protected from outside
access by the Federal Protective Service,
other security officers and alarm
systems. Access to computerized
records is restricted to authorized VA
employees or contractors, by means of
unique user identification and
passwords.
Security controls used to protect
personal sensitive data are
commensurate with those required for
an information system rated moderate
for confidentiality, integrity, and
availability, as prescribed in NIST
Special Publication, 800–53,
‘‘Recommended Security Controls for
Federal Information Systems,’’ Revision
4. Administrative controls include the
policies and procedures governing the
agency program and systems operated
within, background investigations for
privileged users, and rules of behavior.
Technical controls include role-based,
user access controls and data
encryption.
RECORD ACCESS PROCEDURES:
Individuals seeking information on
the existence and content of records in
this system pertaining to them should
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contact the system manager in writing
as indicated above. A request for access
to records must contain the requester’s
full name, address, telephone number,
be signed by the requester, and describe
the records sought in sufficient detail to
enable VA personnel to locate them
with a reasonable amount of effort.
CONTESTING RECORD PROCEDURES:
Individuals seeking to contest or
amend records in this system pertaining
to them should contact the system
manager in writing as indicated above.
A request to contest or amend records
must state clearly and concisely what
record is being contested, the reasons
for contesting it, and the proposed
amendment to the record.
NOTIFICATION PROCEDURES:
Generalized notice is provided by the
publication of this notice. For specific
notice, see Record Access Procedure,
above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
70 FR 7320 (February 11, 2005); 74 FR
14618 (March 31, 2009); 80 FR 54370
(September 9, 2015); 86 FR 52550
(September 21, 2021).
[FR Doc. 2023–20052 Filed 9–14–23; 8:45 am]
BILLING CODE P
DEPARTMENT OF VETERANS
AFFAIRS
[OMB Control No. 2900–0829]
Agency Information Collection Activity
Under OMB Review: Income and Asset
Statement in Support of Claim for
Pension or Parents’ Dependency and
Indemnity Compensation (DIC)
Veterans Benefits
Administration, Department of Veterans
Affairs.
ACTION: Notice.
AGENCY:
In compliance with the
Paperwork Reduction Act (PRA) of
1995, this notice announces that the
Veterans Benefits Administration,
Department of Veterans Affairs, will
submit the collection of information
abstracted below to the Office of
Management and Budget (OMB) for
review and comment. The PRA
submission describes the nature of the
information collection and its expected
cost and burden and it includes the
actual data collection instrument.
DATES: Written comments and
recommendations on the proposed
collection of information should be
SUMMARY:
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63677
received on or before September 5,
2023.
FOR FURTHER INFORMATION CONTACT:
Maribel Aponte, Office of Enterprise
and Integration, Data Governance
Analytics (008), 810 Vermont Ave. NW,
Washington, DC 20420, (202) 266–4688
or email maribel.aponte@va.gov. Please
refer to ‘‘OMB Control No. 2900–0829’’
in any correspondence.
SUPPLEMENTARY INFORMATION:
Authority: U.S. Code: 38 U.S.C. 1503;
U.S. Code: 38 U.S.C. 1541; U.S. Code: 38
U.S.C. 1543; U.S. Code: 38 U.S.C. 1315.
Title: VA Form 21P–0969, Income and
Asset Statement in Support of Claim for
Pension or Parents’ Dependency and
Indemnity Compensation (DIC).
OMB Control Number: 2900–0829.
Type of Review: Revision of a
currently approved collection.
Abstract: The Department of Veterans
Affairs (VA) through its Veterans
Benefits Administration (VBA)
administers an integrated program of
benefits and services, established by
law, for Veterans, service personnel, and
their dependents and/or beneficiaries.
Title 38 U.S.C. 5101(a), 38 CFR 1502, 38
CFR 1503 provides that a specific claim
in the form provided by the Secretary
must be filed in order for benefits to be
paid to any individual under the laws
administered by the Secretary. VA Form
21P–0969, Income and Asset Statement
in Support of Claim for Pension or
Parents’ Dependency and Indemnity
Compensation (DIC), is the prescribed
form for Veterans Pension applications.
The following updates were made:
• Reorganized the layout to group
instructions first, then questions.
• Income and asset types reorganized
for easier completion by claimants and
faster processing.
• Income and Asset information has
been expanded.
• Updated instructions.
• New standardization data points; to
include optical character recognition
boxes. This is a non-substantive change.
• Date range added to better aid in
processing and allows for claimants to
report historical information.
• Specific options provided for
specific questions to reduce ambiguity.
• Questions regarding trusts and
annuities expanded to reduce
development.
• Signature blocks added to allow for
standalone submissions.
An agency may not conduct or
sponsor, and a person is not required to
respond to a collection of information
unless it displays a currently valid OMB
control number. The Federal Register
Notice with a 60-day comment period
soliciting comments on this collection
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]]>Agencies
[Federal Register Volume 88, Number 178 (Friday, September 15, 2023)]
[Notices]
[Pages 63674-63677]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2023-20052]
-----------------------------------------------------------------------
DEPARTMENT OF VETERANS AFFAIRS
Privacy Act of 1974; System of Records
AGENCY: Financial Services Center (FSC), Department of Veterans Affairs
(VA).
ACTION: Notice of a modified system of records.
-----------------------------------------------------------------------
SUMMARY: Pursuant to the Privacy Act of 1974, notice is hereby given
that the VA is modifying the system of records entitled, ``Corporate
Travel and Charge Cards--VA'' (131VA047). This system is used for
operating, auditing and managing the charge card program involving
commercial purchases authorized by VA employees. It is an end-to-end
travel management service that includes all aspects of official Federal
business travel including travel planning, authorization, reservations,
ticketing, fulfillment, expense reimbursement and travel management
reporting. These records will include permanent change of station moves
that have been approved for relocation entitlements. The system serves
as a repository that captures all required documentation that would
assist with providing instructions to obtain a government passport,
visa and country clearance, as applicable, as well as timely approval
routing, as outlined in VA travel policy for VA employees traveling in
an official capacity to a foreign country.
DATES: Comments on this modified system of records must be received no
later than 30 days after date of publication in the Federal Register.
If no public comment is received during the period allowed for comment
or unless otherwise published in the Federal Register by VA, the
modified system of records will become effective a minimum of 30 days
after date of publication in the Federal Register. If VA receives
public comments, VA shall review the comments to determine whether any
changes to the notice are necessary.
ADDRESSES: Comments may be submitted through www.regulations.gov or
mailed to VA Privacy Service, 810 Vermont Avenue NW, (005X6F),
Washington, DC 20420. Comments should indicate that they are submitted
in response to Corporate Travel and Charge Cards--VA (131VA047).
Comments received will be available at www.regulations.gov for public
viewing, inspection or copies.
FOR FURTHER INFORMATION CONTACT: For Charge Cards: Lori Thomas, Chief
Charge Card Service Division, 512-460-5189 or va.gov">Lori.Thomas2@va.gov.
For iMove: Adrian Quesada, Division Chief of Permanent Change of
Station (PCS) Division, 512-460-5204 or va.gov">Adrian.Quesada@va.gov. For
Temporary Travel: Gary McWilson, Chief, TDY Travel Service Division,
512-460-5111 or Gary.McWilson@
[[Page 63675]]
va.gov. For Foreign Travel Portal (FTP): Jessie Murphy, Division Chief
of Travel Logistics and Conference (TLCD) Division, Financial Services
Center, Department of Veterans Affairs, 1615 Woodward Street, Austin,
TX 78772, 202-461-6294, 202-815-9397 or va.gov">Jessie.Murphy@va.gov.
SUPPLEMENTARY INFORMATION: VA is modifying the systems of records by
revising the following sections: System Name, System Location,
Authority for Maintenance of the System, Categories of Individuals
Covered by the System, Categories of Records in the System, Record
Source Categories, Policies and Practices for Storage of Records,
Policies and Practices for Retrieval of Records, Policies and Practices
for Retention and Disposal of Records, Record Access Procedures,
Contesting Records Procedures and Notification Procedures and History.
System Name will be removed and now include: ``Corporate Travel and
Charge Cards--VA''
The System Location will include: ``Records are located at the
Financial Services Center in Austin, Texas.''
Categories of Individuals Covered by the System will include: ``The
users will cover current and former VA employees and VA employees'
spouses and children.''
The Categories of Records in the System will include: ``Employee
information to include name, social security number, tax identification
number, home address (prior/new), phone numbers (work, home and cell),
title, salary information (grade/rank), retirement plan, W-2 tax
information and employee email address. Family information will include
names of family members (spouse/children), birth dates of family
members (spouse, children) and salary information of spouse (if
available).
Policies and Practices for Storage of Records will now include:
``Records are maintained electronically on computer storage devices
such as servers and cloud storage. The computer storage devices are
located at the FSC-Austin; iMove backups will be maintained at a
disaster recovery site designated by Microsoft Azure Government.
Computer records are maintained in a secure password protected
environment.''
Record Source Categories will now include: ``employee submitted
information and VA's HRSmart system''.
Police and Practices for Retrieval of Records will now include:
``Records in this system are retrieved by name, social security number
or other assigned identifier.''
Policies and Practices for Retention and Disposal of Records will
now include ``Records in this system are retained and disposed of in
accordance with the schedule approved by the Archivist of the United
States, Records Control Schedule 1.1, Item 10.''
Contesting Records Procedures will now include ``Individuals
seeking to contest or amend records in this system pertaining to them
should contact the system manager in writing as indicated above. A
request to contest or amend records must state clearly and concisely
what record is being contested, the reasons for contesting it, and the
proposed amendment to the record.
Record Access Procedures will now include: ``Individuals seeking
information on the existence and content of records in this system
pertaining to them should contact the system manager in writing as
indicated above. A request for access to records must contain the
requester's full name, address, telephone number, be signed by the
requester, and describe the records sought in sufficient detail to
enable VA personnel to locate them with a reasonable amount of
effort.''
Notification Procedures will now include: ``Generalized notice is
provided by the publication of this notice. For specific notice, see
Record Access Procedure, above.''
VA is republishing this system of records notice in its entirety.
Signing Authority
The Senior Agency Official for Privacy, or designee, approved this
document and authorized the undersigned to sign and submit the document
to the Office of the Federal Register for publication electronically as
an official document of the Department of Veterans Affairs. Kurt D.
DelBene, Assistant Secretary for Information and Technology and Chief
Information Officer, approved this document on August 7, 2023 for
publication.
Dated: September 12, 2023.
Amy L. Rose,
Government Information Specialist, VA Privacy Service, Office of
Compliance, Risk and Remediation, Office of Information and Technology,
Department of Veterans Affairs.
SYSTEM NAME AND NUMBER:
Corporate Travel and Charge Cards--VA (131VA047).
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Records are located in the Financial Services Center (FSC), Austin,
TX.
iMove: Backup, recovery and archived digital media is stored by
Amazon Web Services.
SYSTEM MANAGER(S):
For Charge Cards: Lori Thomas, Chief Charge Card Service Division,
512-460-5189 or va.gov">Lori.Thomas2@va.gov.
For iMove: Adrian Quesada, Division Chief of Permanent Change of
Station (PCS) Division, 512-460-5204 or va.gov">Adrian.Quesada@va.gov.
For Temporary Travel: Gary McWilson, Chief, TDY Travel Service
Division, 512-460-5111 or va.gov">Gary.McWilson@va.gov.
For Foreign Travel Portal: Jessie Murphy, Division Chief of Travel
Logistics and Conference (TLCD) Division, Financial Services Center,
Department of Veterans Affairs, 1615 Woodward Street, Austin, TX 78772,
202-461-6294, 202-815-9397 or va.gov">Jessie.Murphy@va.gov.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
48 CFR 13; 31 U.S.C. 3511; VA Financial Policy, vol. XIV; Federal
Acquisition Regulation (FAR) part 13; 48 CFR part 13; and Public Law
93-579 section 7(b).
PURPOSE(S) OF THE SYSTEM:
The purposes of this system are operating, auditing and managing
the purchase card program involving commercial purchases by authorized
VA employees; processing and managing official VA relocation
obligations and payments to maintain records on current VA employees
who are relocating to another office location within VA and have been
approved for relocation entitlements; record relocation disbursements
in order to compute and record taxes and W-2s; establish a
comprehensive beginning-to-end foreign travel service system containing
required information to facilitate issuance of a Government passport,
visa, and country clearance, as applicable, while also ensuring the
processing and reporting of foreign travel is centralized, auditable
and complies with all applicable rules and regulations.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals covered by the system are current VA employees who have
their own Government assigned charge card, or who have had a charge
card. Records cover current and former VA employees and VA employees'
spouses and children.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records include name, work addresses, work telephone numbers,
information needed for identification verification, charge card
applications, charge card statements, terms and
[[Page 63676]]
conditions for use of the charge card and monthly reports from
contractor(s) showing charges to individual account numbers, balances
and other types of account analysis. Records encompass the following
employee Information: name; social security number; tax identification
number; home address both prior and current; phone numbers including
work, home and cell; title; salary information including grade and/or
rank; retirement plan; W-2 tax information; and employee email address.
Records also encompass the following family information: names of
family members including spouses and children; birth dates of family
members including spouse and children; and salary information of
spouse, if available. This information is entered based on a
questionnaire that the employee submits.
RECORD SOURCE CATEGORIES:
Record sources include transactional data from the contracting
bank, employee submitted information and VA's HRSmart system.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
1. Congress: 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.
2. Data breach response and remediation, for VA: To appropriate
agencies, entities and persons when (1) VA suspects or has confirmed
that there has been a breach of the system of records; (2) VA has
determined that as a result of the suspected or confirmed breach there
is a risk of harm to individuals, VA (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 VA's
efforts to respond to the suspected or confirmed breach or to prevent,
minimize or remedy such harm involving.
3. Data breach response and remediation, for another Federal
agency: To another Federal agency or Federal entity, when VA determines
that the 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.
4. Law Enforcement: To a Federal, State, local, Territorial,
Tribal, or foreign law enforcement authority or other appropriate
entity charged with the responsibility of investigating or prosecuting
a violation or potential violation of law, whether civil, criminal, or
regulatory in nature, or charged with enforcing or implementing such
law, provided that the disclosure is limited to information that,
either alone or in conjunction with other information, indicates such a
violation or potential violation of law. The disclosure of the names
and addresses of veterans and their dependents from VA records under
this routine use must also comply with the provisions of 38 U.S.C.
5701.
5. Department of Justice for Litigation or Administrative
Proceeding: To the Department of Justice (DoJ), or in a proceeding
before a court, adjudicative body or other administrative body before
which VA is authorized to appear, when:
(a) VA or any component thereof;
(b) Any VA employee in his or her official capacity;
(c) Any VA employee in his or her individual capacity where DoJ has
agreed to represent the employee; or
(d) The United States, where VA determines that litigation is
likely to affect the agency or any of its components is a party to such
proceedings or has an interest in such proceedings, and VA determines
that use of such records is relevant and necessary to the proceedings.
6. Contractors: To contractors, grantees, experts, consultants,
students and others performing or working on a contract, service,
grant, cooperative agreement or other assignment for VA, when
reasonably necessary to accomplish an agency function related to the
records.
7. Office of Personnel Management (OPM): To OPM in connection with
the application or effect of civil service laws, rules, regulations or
OPM guidelines in particular situations.
8. Equal Employment Opportunity Commission (EEOC): To the EEOC in
connection with investigations of alleged or possible discriminatory
practices, examination of Federal affirmative employment programs, or
other functions of the Commission as authorized by law.
9. Federal Labor Relations Authority (FLRA): To the FLRA in
connection with the investigation and resolution of allegations of
unfair labor practices, the resolution of exceptions to arbitration
awards when a question of material fact is raised; matters before the
Federal Service Impasses Panel, and the investigation of representation
petitions and the conduct or supervision of representation elections.
10. Merit Systems Protection Board (MSPB): To the MSPB in
connection with appeals, special studies of the civil service and other
merit systems, review of rules and regulations, investigation of
alleged or possible prohibited personnel practices and such other
functions promulgated in 5 U.S.C. 1205 and 1206, or as authorized by
law.
11. Nation Archives and Records Administration (NARA): To NARA in
records management inspections conducted under 44 U.S.C. 2904 and 2906,
or other functions authorized by laws and policies governing NARA
operations and VA records management responsibilities.
12. Federal Agencies, Courts, Litigants, for Litigation or
Administrative Proceedings: To another Federal agency, court or party
in litigation before a court or in an administrative proceeding
conducted by a Federal Agency when the government is a party to the
judicial or administrative proceeding.
13. Law Enforcement for Locating Fugitive: To any Federal, State,
local, Territorial, Tribal or foreign law enforcement agency in order
to identify, locate or report a known fugitive felon, in compliance
with 38 U.S.C. 5313B(d).
14. Office of Management and Budget (OMB): To the OMB for the
performance of its statutory responsibilities for evaluating Federal
programs.
15. Treasury, to Report Earnings as Income: To the Department of
the Treasury to report calendar year earnings of $600 or more for
income tax reporting purposes.
16. Federal Register, for Rulemaking: To make available for public
review comments submitted in response to VA's solicitation of public
comments as part of the agency's notice and rulemaking activities under
the Administrative Procedure Act (APA), provided that the disclosure is
limited to information necessary to comply with the requirements of the
APA, if VA determines that release of personally identifiable
information, such as an individual's telephone number, is integral to
the public's understanding of the comment submitted.
17. Unions: To officials of labor organizations recognized under 5
U.S.C. 71 provided that the disclosure is limited to information
identified in 5 U.S.C. 7114(b)(4) that is relevant and necessary to
their duties of exclusive representation concerning personnel
[[Page 63677]]
policies, practices, and matters affecting working conditions.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are maintained electronically on computer storage devices
such as servers and cloud storage. The computer storage devices are
located at the FSC-Austin; iMove backups will be maintained at a
disaster recovery site designated by Microsoft Azure Government.
Computer records are maintained in a secure password protected
environment.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
These records may be retrieved using various combinations of name
or charge card number of the individual on whom the records are
maintained. Electronic file records are retrieved by name and/or travel
authorization number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records in this system are retained and disposed of in accordance
with the schedule approved by the Archivist of the United States,
General Records Schedule 1.1, Item number 10.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Access to these records is restricted to authorized VA employees or
contractors, on a ``need to know'' basis. Offices where these records
are maintained are locked after working hours and are protected from
outside access by the Federal Protective Service, other security
officers and alarm systems. Access to computerized records is
restricted to authorized VA employees or contractors, by means of
unique user identification and passwords.
Security controls used to protect personal sensitive data are
commensurate with those required for an information system rated
moderate for confidentiality, integrity, and availability, as
prescribed in NIST Special Publication, 800-53, ``Recommended Security
Controls for Federal Information Systems,'' Revision 4. Administrative
controls include the policies and procedures governing the agency
program and systems operated within, background investigations for
privileged users, and rules of behavior. Technical controls include
role-based, user access controls and data encryption.
RECORD ACCESS PROCEDURES:
Individuals seeking information on the existence and content of
records in this system pertaining to them should contact the system
manager in writing as indicated above. A request for access to records
must contain the requester's full name, address, telephone number, be
signed by the requester, and describe the records sought in sufficient
detail to enable VA personnel to locate them with a reasonable amount
of effort.
CONTESTING RECORD PROCEDURES:
Individuals seeking to contest or amend records in this system
pertaining to them should contact the system manager in writing as
indicated above. A request to contest or amend records must state
clearly and concisely what record is being contested, the reasons for
contesting it, and the proposed amendment to the record.
NOTIFICATION PROCEDURES:
Generalized notice is provided by the publication of this notice.
For specific notice, see Record Access Procedure, above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
70 FR 7320 (February 11, 2005); 74 FR 14618 (March 31, 2009); 80 FR
54370 (September 9, 2015); 86 FR 52550 (September 21, 2021).
[FR Doc. 2023-20052 Filed 9-14-23; 8:45 am]
BILLING CODE P
