[Federal Register Volume 59, Number 171 (Tuesday, September 6, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-21890]


[[Page Unknown]]

[Federal Register: September 6, 1994]


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DEPARTMENT OF TRANSPORTATION

Office of the Secretary

 

Privacy Act of 1974 DOT/ALL 11 Integrated Personnel and Payroll 
System (IPPS) System of Records

    The Department of Transportation (DOT) herewith publishes a notice 
of proposal to replace the DOT/FAA 806, Federal Aviation Administration 
(FAA) Employee Payable System and DOT/OST 034, Personnel Records 
systems of records with DOT/ALL 11 Integrated Personnel and Payroll 
System (IPPS) system of records. The proposed system does not duplicate 
any existing agency or government-wide systems of records.
    Any person or agency may submit written comments on the proposed 
IPPS system of records to the Office of Secretary, M-39, ATTN: Mr. Carl 
Creager, 400 Seventh Street SW., Washington, DC 20590. Comments to be 
considered must be received by October 5, 1994.
    If no comments are received, the proposed changes will become 
effective 40 days from the date of issuance. If comments are received, 
the comments will be considered and, where adopted, the document will 
be republished with the changes.

    Issued in Washington, DC, August 25, 1994.
Paul Weiss,
Deputy Assistant Secretary for Administration.

Narrative Statement for the Department of Transportation, Office of the 
Secretary

    The Office of the Secretary of Transportation proposes to replace 
two systems of records, DOT/FAA 806, Federal Aviation Administration 
Employee Payable System and DOT/OST 034, Personnel Records with DOT/ALL 
11 Integrated Personnel and Payroll System (IPPS) system of records.
    The purpose of this Notice is to update and align DOT's payroll and 
personnel systems of records with the IPPS personnel and payroll 
integrated database. The IPPS database is a product of IPPS, an 
integrated personnel and payroll management information system 
currently under development. The first phase of the system will begin 
in August 1994. The possibility of adverse effects of this proposal 
concerning privacy interests of the general public is minimal as the 
new system combines the information currently held in DOT/FAA 806 and 
DOT/OST 034 systems of record. A description of the steps taken to 
safeguard these records is given under the appropriate heading of the 
Federal Register system of records. The changes include amendments to: 
System number, system name, security classification, system location, 
categories of individuals covered by the system, categories of records 
in the system, authority for maintenance of the system, routine uses of 
records maintained in the system including categories of users and the 
purposes of such uses, disclosure to consumer reporting agencies, 
policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system, retrievability, safeguards, 
retention and disposal, systems managers and address, notification 
procedure, record access procedures, contesting record procedures, 
record source categories. The authority for maintenance of the system 
is 5 U.S.C. 2957 and 5 U.S.C. 2954. The purpose of this report is to 
comply with the Office of Management and Budget Circular, A-130, 
Appendix I, dated July 15, 1994.
DOT/ALL 11
    Integrated Personnel and Payroll System (IPPS)
    Unclassified Sensitive
    Department of Transportation (DOT), Office of the Secretary (OST), 
400 7th Street SW., Washington, DC 20590; working copies of certain of 
these records are held by OST, all DOT Operating Administrations, 
Office of the Inspector General (OIG), and the National Transportation 
Safety Board (NTSB). (DOT provides personnel and payroll services to 
NTSB on a reimbursable basis, although NTSB is not a DOT entity. This 
is done for economy and convenience since both organizations' missions 
are transportation oriented and located in the same geographic areas.)
    Prospective, present, and former employees in the Office of the 
Secretary of Transportation (OST), Bureau of Transportation Statistics 
(BTS), Federal Aviation Administration (FAA), Federal Highway 
Administration (FHWA), Federal Railroad Administration (FRA), Federal 
Transit Administration (FTA), Maritime Administration (MARAD), National 
Highway Traffic Safety Administration (NHTSA), Office of the Inspector 
General (OIG), Research and Special Programs Administration (RSPA), St. 
Lawrence Seaway Development Corporation (SLSDC), National 
Transportation Safety Board (NTSB), and civilian employees of the 
United States Coast Guard (USCG).
    This system contains those records required to insure that an 
employee receives his or her pay and personnel benefits as required by 
law. It includes, as appropriate: Service Record, Employee Record, 
Position Identification Strip, Claim for 10-Point Veteran Preference, 
Request for Referral Eligibles, Request and Justification for Selective 
Factors and Quality Ranking Factors, Certification of Insured 
Employee's Retired Status (Federal Employees' Group Life Insurance 
(FEGLI)), Notification of Personnel Action, Notice of Short-Term 
Employment, Request for Insurance (FEGLI), Designation of Beneficiary 
(FEGLI), Notice of Conversion Privilege, Agency Certification of 
Insurance Status (FEGLI), Request for Approval of Non-Competitive 
Action, Appointment Affidavits, Declaration of Appointee, Agency 
Request to Pass Over a Preference Eligible or Object to an Eligible, 
Official Personnel Folder, Official Personnel Folder Tab Insert, 
Incentive Awards Program Annual Report, Application for Leave, Monthly 
Report of Federal Civilian Employment, Payroll Report of Federal 
Civilian Employment, Semi-annual Report of Federal Participation in 
Enrollee Programs, Request for Official Personnel Folder (Separated 
Employee), Statement of Prior Federal Civilian and Military Service, 
Personal Qualifications Statement, Continuation Sheet for Standard Form 
171 ``Personal Qualifications Statement'', amendment to Personal 
Qualifications Statement, Job Qualifications Statement, Statement of 
Physical Ability for Light Duty Work, Request, Authorization, Agreement 
and Certification for Training, United States (U.S.) Government Payroll 
Savings Plan--Consolidated Quarterly Report, Financial Disclosure 
Report, Information Sheet--Financial Disclosure Report, Payroll for 
Personal Services, Pay Receipt for Cash Payment--Not Transferable, 
Payroll Change Slip, Payroll for Personal Service--Payroll 
Certification and Summary--Memorandum, Record of Leave Data, 
Designation of Beneficiary--Unpaid Compensation of Deceased Civilian 
Employee, U.S. Savings Bond Issue File Action Request, Subscriber List 
for Issuance of United States Savings Bonds, Request for Payroll 
Deductions for Labor Organization Dues, Revocation of Voluntary 
Authorization for Allotment of Compensation for Payment of Labor 
Organization dues, Request by Employee for Payment of Salaries or Wages 
by Credit to Account at a Financial Organization, Designation of 
Beneficiary--Unpaid Compensation of Deceased Civilian Employee, U.S. 
Savings Bond Issue File Action Request, Subscriber List for Issuance of 
United States Savings Bonds, Request for Payroll Deductions for Labor 
Organization Dues, Revocation of Voluntary Authorization for Allotment 
of Compensation for Payment of Labor Organization Dues, Request by 
Employee for Payment of Salaries or Wages by Credit to Account at a 
Financial Organization, Authorization for Purchase and Request for 
Change: U.S. Series EE Savings Bond, Request by Employee for Allotment 
of Pay for Credit to Savings Accounts with a Financial Organization, 
Application for Death Benefits--Civil Service Retirement System, 
Application for Retirement--Civil Service Retirement System, Superior 
Officer's Statement in Connection with Disability Retirement, 
Physician's Statement for Employee Disability Retirement Purposes, 
Transmittal of Medical and Related Documents for Employee Disability 
Retirement, Request for Medical Records (To Hospital or Institution) in 
Connection with Disability Retirement, Application for Refund of 
Retirement Deductions, Application to Make Deposit or Redeposit, 
Application to Make Voluntary Contribution, Request for Recovery of 
Debt Due the United States (Civil Service Retirement System), Register 
of Separations and Transfers--Civil Service Retirement System, Register 
of Adjustments--Civil Service Retirement System, Annual Summary 
Retirement Fund Transactions, Designation of Beneficiary--Civil Service 
Retirement System, Health Benefits Registration Form--Federal Employees 
Health Benefits Program, Notice of Change in Health Benefits 
Enrollment, Transmittal and Summary Report to Carrier--Federal 
Employees Health Benefits Program, Report of Withholding and 
Contributions for Health Benefits, Group Life Insurance, and Civil 
Service Retirement, Report of Withholdings and Contributions, Employee 
Service Statement, Election of Coverage and Benefits, Designation of 
Beneficiary, Position Description, Inquiry for United States Government 
Use Only, Application for Retirement--Foreign Service Retire System, 
Designation of Beneficiary, Application for Refund of Retirement 
Contributions (Foreign Service Retirement System), Election to Receive 
Extra Service Credit Towards Retirement (or Revocation Thereof), 
Application for Service Credit, Employee Suggestion Form, Meritorious 
Service Increase Certificate, Foreign Service Emergency Locator 
Information, Leave Record, Leave Summary, Individual Pay Card, Time and 
Attendance Report, Time and Attendance Report (For Use Abroad).
    Records are maintained for control and accountability of: Pay and 
allowances; permanent and temporary pay changes; pay adjustments; 
travel advances and allowances; leave balances for employees; earnings 
and deductions by pay periods, and pay and earning statements for 
employees; management information as required on an ad hoc basis; 
payroll checks and bond history; union dues; withholdings to financial 
institutions, charitable organizations and professional associations; 
summary of earnings and deductions; claims for reimbursement sent to 
the General Accounting Office (GAO); federal, state, and local taxes 
withholdings; and list of FICA employees for management reporting. See 
Prefatory Statement of General Routine Uses.

Disclosures pursuant to 5 U.S.C. 552a(b)(12)

    Disclosures may be made from this system 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 1982 (31 U.S.C. 
3701(a)(3)).
    Storage is on magnetic disks, magnetic tape, microforms, and paper 
forms in file folders.
    Retrieval from the system is by social security number, employee 
number, organization code, or home address; these can be accessed only 
by individuals authorized such access.
    Computers provide privacy and access limitations by requiring a 
user name and password match. Access to decentralized segments are 
similarly controlled. Only those personnel with a need to have access 
to the system are given user names and passwords. Data are manually 
and/or electronically stored in locked rooms with limited access.
    The IPPS records are retained and disposed in compliance with the 
General Records Schedules, National Archives and Records 
Administration, Washington, DC 20408. The following schedules apply: 
General Records Schedule 1, Civilian Personnel Records, Pages 1 thru 
22, Items 1 through 39; and General Records Schedule 2, Payrolling and 
Pay Administration Records, Pages 1 thru 6, Items 1 thru 28.
    For personnel-related issues, contact Chief, Strategic Planning/
Systems Division (M-15) and, for payroll-related issues, contact Chief, 
Financial Management Staff (B-35) at the following address: U.S. 
Department of Transportation, Office of the Secretary, 400 Seventh 
Street SW., Washington, DC 20590.
    Individuals wishing to know if their records appear in this system 
of records may inquire in person or in writing to the system manager.
    Same as ``System Manager''.
    Same as ``System Manager''. Correspondence contesting records must 
include the full name and social security number of the individual 
concerned and documentation justifying the claims.
    Data are collected from the individual employees, time and 
attendance clerks, supervisors, official personnel records, personal 
financial statements, correspondence with the debtor, records relating 
to hearings on the debt, and from the Departmental Accounting and 
Financial Information System system of records.

[FR Doc. 94-21890 Filed 9-2-94; 8:45 am]
BILLING CODE 4910-62-P-M