[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