Privacy Act of 1974; System of Records, 31149-31151 [2024-08762]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 89, Number 80 (Wednesday, April 24, 2024)]
[Notices]
[Pages 31149-31151]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-08762]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2024-OS-0041]


Privacy Act of 1974; System of Records

AGENCY: Defense Finance and Accounting Service (DFAS), Department of 
Defense (DoD).

ACTION: Notice of a modified system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, the DoD is 
modifying and reissuing a current system of records titled, ``MyPay 
System,'' T7336. This system of records was originally established by 
the DFAS to collect and maintain records on individual payroll 
accounts. This system of records notice (SORN) is being updated to 
expand the `Categories of Individuals Covered' section to cover non-
appropriate personnel, and to add the standard DoD routine uses 
(routine uses A through J). The DoD is also modifying various other 
sections within the SORN to improve clarity or update information that 
has changed.

DATES: This system of records is effective upon publication; however, 
comments on the Routine Uses will be accepted on or before May 24, 
2024. The Routine Uses are effective at the close of the comment 
period.

ADDRESSES: You may submit comments, identified by docket number and 
title, by either of the following methods:
    * Federal Rulemaking Portal: https://www.regulations.gov. Follow 
the instructions for submitting comments.
    * Mail: Department of Defense, Office of the Assistant to the 
Secretary of Defense for Privacy, Civil Liberties, and Transparency, 
Regulatory Directorate, 4800 Mark Center Drive, Attn: Mailbox 24, Suite 
08D09, Alexandria, VA 22350-1700.
    Comments should be sent electronically to the docket listed above.
    Instructions: All submissions received must include the agency name 
and docket number for this Federal Register document. The general 
policy for comments and other submissions from members of the public is 
to make these submissions available for public viewing on the internet 
at https://www.regulations.gov as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Mr. Gregory L. Outlaw, Defense Finance 
and Accounting Service, Freedom of Information/Privacy Act Program 
Manager, Corporate Communications, DFAS-ZCF/N, 8899 E 56th Street, 
Indianapolis, IN 46249-0150 or by phone at (317) 212-4591.

SUPPLEMENTARY INFORMATION:

I. Background

    The MyPay system of records is used to track and allow authorized 
individuals the ability to retrieve, review, and update payroll 
information. It is an innovative, automated system that puts the 
authorized individual in control of processing certain discretionary 
pay items without using paper forms. Subject to public comment, the DoD 
is adding the standard DoD routine uses (routine uses A through J). 
Additionally, the following sections of this SORN are being modified as 
follows: (1) to the System Manager and System Location sections to 
update the addresses and office names; (2) to the Authority for 
Maintenance of the System section to add additional authorities; (3) to 
the Purpose of the System section to clarity the scope of the system; 
(4) to the Categories of Individuals to expand the individuals covered; 
(5) to the Categories of Records in the System to add additional 
categories; (6) to the Records Source Categories to add additional 
sources; (7) to the Records Storage Section to update storage medium in 
which records are maintained; (8) to the Administrative, Technical, and 
Physical Safeguards to

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update the individual safeguards protecting the personal information; 
(9) to the Record Access, Contesting, and Notification Record 
Procedures section, to reflect the need for individuals to identify the 
appropriate DoD office and/or component to direct their request and to 
update the appropriate citation for contesting records. Furthermore, 
this notice includes non-substantive changes to simplify the formatting 
and text of the previously published notice.
    DoD SORNs have been published in the Federal Register and are 
available from the address in FOR FURTHER INFORMATION CONTACT or at the 
Office of the Assistant to the Secretary for Privacy and Civil 
Liberties Directorate website at https://dpcld.defense.gov/privacy.

II. Privacy Act

    Under the Privacy Act, a ``system of records'' is a group of 
records under the control of an agency from which information is 
retrieved by the name of an individual or by some identifying number, 
symbol, or other identifying particular assigned to the individual. In 
the Privacy Act, an individual is defined as a U.S. citizen or lawful 
permanent resident.
    In accordance with 5 U.S.C. 552a(r) and Office of Management and 
Budget (OMB) Circular No. A-108, OATSD (PCLT) has provided a report of 
this system of records to the OMB and to Congress.

    Dated: April 19, 2024.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

SYSTEM NAME AND NUMBER:
    MyPay System, T7336.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    A. Defense Finance and Accounting Service--Indianapolis, 8899 East 
56th St., Indianapolis, IN 46249.
    B. Office of Personnel Management, 4685 Log Cabin Drive, Macon, GA 
31204-6317.

SYSTEM MANAGER(S):
    MyPay System Manager, Defense Finance and Accounting Service--
Indianapolis, (DFAS-IN/ZTBD), 8899 East 56th Street, Indianapolis, IN 
46249, [email protected].

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. Chapter 53, Pay Rates and Systems; 5 U.S.C. Chapter 55, 
Pay Administration; 5 U.S.C. Chapter 81, Compensation For Work 
Injuries; 10 U.S.C. 113, Secretary of Defense; 10 U.S.C. Chapter 11, 
Reserve Components; 10 U.S.C. Chapter 61, Retirement Or Separation For 
Physical Disability; 10 U.S.C. Chapter 63, Retirement For Age; 10 
U.S.C. Chapter 65, Retirement Of Warrant Officers For Length Of 
Service; 10 U.S.C. Chapter 67, Retired Pay for Non-Regular Service; 10 
U.S.C Chapter 69, Retired Grade; 10 U.S.C. Chapter 71, Computation Of 
Retired Pay; 10 U.S.C. Chapter 73, Annuities Based on Retired or 
Retainer Pay; 37 U.S.C., sections 101-1015, Pay And Allowances Of The 
Uniformed Services; and E.O. 9397 (SSN) as amended.

PURPOSE(S) OF THE SYSTEM:
    To track and allow authorized individuals the ability to retrieve, 
review and update payroll information from their specific payroll 
system(s). Records are also used for extraction or compilation of data 
and reports for management studies and statistical analyses for use 
internally or externally as required by DoD or other government 
agencies.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    A. Active Duty and Reserve military personnel, Military service 
academy cadets, Naval Reserve Officer Training Corps students; Reserve/
National Guard retiree not yet eligible for retired pay, Armed Forces 
Health Professions Scholarship Program (AFHPSP) students.
    B. DoD Civilian employees, to include Non-Appropriated Funds (NAF) 
employees.
    C. Military retirees, their former spouses (Former Spouse 
Protection Act (FSPA) Claimants), and annuitants.
    D. Other Federal agencies employees, to include Executive Office of 
the President employees, Department of Health and Human Services, 
Department of Energy, Department of Veterans Affairs, and United States 
Agency for Global Media.

CATEGORIES OF RECORDS IN THE SYSTEM:
    A. Personal Information, to include name, Social Security Number 
(SSN), DoD ID number, military branch of service, employment status (as 
appropriate), pay plan/grade/step, and home address and email.
    B. Financial Information, to include pay, wage, benefits, earnings, 
and allowances; additional pay (bonuses, special and incentive pays); 
allotments and other withholdings, such as taxes withheld/paid, debts, 
and retirement contributions; banking information; leave balances and 
leave history.
    C. Transaction Information, to include records of transactions 
initiated by the individual using the MyPay system, such as mailing 
address, allotments, tax withholdings, direct deposit, and health 
savings account.

RECORD SOURCE CATEGORIES:
    Records and information stored in this system of records are 
obtained from: Individual; Defense Joint Military Pay System (DJMS), 
Defense Civilian Pay System (DCPS), Defense Manpower Data Center 
(DMDC), Health and Human Services (HHS), Veteran Affairs (VA), 
Executive Office of the President, Department of Energy and United 
States Agency for Global Media.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act of 1974, as amended, all or a portion of the 
records or information contained herein may specifically be disclosed 
outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as 
follows:
    A. To contractors, grantees, experts, consultants, students, and 
others performing or working on a contract, service, grant, cooperative 
agreement, or other assignment for the Federal Government when 
necessary to accomplish an agency function related to this system of 
records.
    B. To the appropriate Federal, State, local, territorial, tribal, 
foreign, or international law enforcement authority or other 
appropriate entity where a record, either alone or in conjunction with 
other information, indicates a violation or potential violation of law, 
whether criminal, civil, or regulatory in nature.
    C. To any component of the Department of Justice for the purpose of 
representing the DoD, or its components, officers, employees, or 
members in pending or potential litigation to which the record is 
pertinent.
    D. In an appropriate proceeding before a court, grand jury, or 
administrative or adjudicative body or official, when the DoD or other 
Agency representing the DoD determines that the records are relevant 
and necessary to the proceeding; or in an appropriate proceeding before 
an administrative or adjudicative body when the adjudicator determines 
the records to be relevant to the proceeding.
    E. To the National Archives and Records Administration for the 
purpose of records management inspections conducted under the authority 
of 44 U.S.C. 2904 and 2906.
    F. To a Member of Congress or staff acting upon the Member's behalf 
when

[[Page 31151]]

the Member or staff requests the information on behalf of, and at the 
request of, the individual who is the subject of the record.
    G. To appropriate agencies, entities, and persons when (1) the DoD 
suspects or confirms a breach of the system of records; (2) the DoD 
determines as a result of the suspected or confirmed breach there is a 
risk of harm to individuals, the DoD (including its information 
systems, programs, and operations), the Federal Government, or national 
security; and (3) the disclosure made to such agencies, entities, and 
persons is reasonably necessary to assist in connection with the DoD's 
efforts to respond to the suspected or confirmed breach or to prevent, 
minimize, or remedy such harm.
    H. To another Federal agency or Federal entity, when the DoD 
determines that information from this system of records is reasonably 
necessary to assist the recipient agency or entity in (1) responding to 
a suspected or confirmed breach or (2) preventing, minimizing, or 
remedying the risk of harm to individuals, the recipient agency or 
entity (including its information systems, programs and operations), 
the Federal Government, or national security, resulting from a 
suspected or confirmed breach.
    I. To another Federal, State or local agency for the purpose of 
comparing to the agency's system of records or to non-Federal records, 
in coordination with an Office of Inspector General in conducting an 
audit, investigation, inspection, evaluation, or some other review as 
authorized by the Inspector General Act.
    J. To such recipients and under such circumstances and procedures 
as are mandated by Federal statute or treaty.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records may be stored electronically in secure facilities in a 
locked drawer behind a locked door. The records may be stored on 
magnetic disc, tape, or digital media; in agency-owned cloud 
environments; or in vendor Cloud Service Offerings certified under the 
Federal Risk and Authorization Management Program (FedRAMP).

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records may be retrieved by name and SSN.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records may be temporary in nature and destroyed when actions are 
completed, they are superseded, obsolete, or no longer needed. Other 
records may be cut off at the end of the payroll year, destroyed up to 
6 years and 3 months after cutoff.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    The DoD safeguards records in this system of records according to 
applicable rules, policies, and procedures, including all applicable 
DoD automated systems security and access policies. DoD policies 
require the use of controls to minimize the risk of compromise of 
personally identifiable information (PII) in paper and electronic form 
and to enforce access by those with a need to know and with appropriate 
clearances. Additionally, the DoD established security audit and 
accountability policies and procedures which support the safeguarding 
of PII and detection of potential PII incidents. The DoD routinely 
employs safeguards such as the following to information systems and 
paper recordkeeping systems: Multifactor log-in authentication 
including Common Access Card (CAC) authentication and password; 
physical token as required; physical and technological access controls 
governing access to data; network encryption to protect data 
transmitted over the network; disk encryption securing disks storing 
data; key management services to safeguard encryption keys; masking of 
sensitive data as practicable; mandatory information assurance and 
privacy training for individuals who will have access; identification, 
marking, and safeguarding of PII; physical access safeguards including 
multifactor identification physical access controls, detection and 
electronic alert systems for access to servers and other network 
infrastructure; and electronic intrusion detection systems in DoD 
facilities.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to their records should address written 
inquiries to the Defense Finance and Accounting, Freedom of 
Information/Privacy Act Program Manager, Corporate Communications, 
DFAS-ZCF/IN, 8899 E 56th Street, Indianapolis, IN 46249-0150. Signed 
written requests should contain the name and number of this system of 
records notice along with full name, SSN for verification, current 
address, and email address of the individual. In addition, the 
requester must provide either a notarized statement or an unsworn 
declaration made in accordance with 28 U.S.C. 1746, in the appropriate 
format:
    If executed outside the United States: ``I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature).''
    If executed within the United States, its territories, possessions, 
or commonwealths: ``I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature).''

CONTESTING RECORD PROCEDURES:
    The DoD rules for accessing records, contesting contents, and 
appealing initial Component determinations are contained in 32 CFR part 
310, or may be obtained from the system manager.

NOTIFICATION PROCEDURES:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should follow the 
instructions for Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    June 16, 2006, 71 FR 34898.

[FR Doc. 2024-08762 Filed 4-23-24; 8:45 am]
BILLING CODE 6001-FR-P