[Federal Register Volume 60, Number 183 (Thursday, September 21, 1995)]
[Notices]
[Pages 48998-48999]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-23445]



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GENERAL SERVICES ADMINISTRATION


Privacy Act of 1974: System of Records

AGENCY: General Services Administration (GSA).

ACTION: Notice of a system of records subject to the Privacy Act of 
1974.

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SUMMARY: The following notice is reissued to show that the record 
system GSA/OEA-1, Records of Defunct Agencies, is still in effect. It 
also updates references to offices and officials.

FOR FURTHER INFORMATION CONTACT: Mary L. Cunningham, Records Officer 
(202) 501-3415.

SUPPLEMENTARY INFORMATION: Under a reimbursable agreement, the GSA 
services the records of governmental units that have shut down, 
including presidential commissions, committees, small agencies, and 
boards.
GSA/OEA-1 1-23-00-0103
    Records of Defunct Agencies.
    The system of records is located in the GSA regional office 
building, 7th & D Streets, SW., Washington, DC 20407, and at the GSA 
National Payroll Center, Kansas City, MO 64131.
    Employees of defunct agencies, including but no limited to, 
presidential commissions, committees, small agencies, and boards, whose 
records the GSA services under a reimbursable agreement.
    Payroll and financial records, including but not limited to, time 
and attendance cards, payment vouchers, employee health benefit 
records, requests for deductions, tax forms, including W-2 forms, 
overtime requests, leave data, retirement records, and vendor register 
and payment tapes.
    The Money and Finance Act, 31 U.S.C. 1535, 1536, and 3324, and the 
Federal Property and Administrative Services Act of 1949, 63 Stat. 377.
    The GSA uses the records for concluding the administrative 
operations of the defunct agency. Routine uses include providing a copy 
of an employee's Department of the Treasury Form W-2, and Wage and Tax 
Statement, to the State, city, or other local jurisdiction that has 
authority to tax the employee's pay. The agency also provides a record 
under a withholding agreement between a State, city, or other 
jurisdiction and the Department of the Treasury under 5 U.S.C. 5516, 
5517, and 5520, or in response to the written request of an authorized 
official of the taxing jurisdiction to the Regional Administrator, 
General Services Administration (6A), 1500 East Bannister Road, Kansas 
City, MO 64131. The request must include a copy of the statute or 
ordinance showing the authority of the jurisdiction to tax the employee 
based on place of residence, place of employment, or both.
    Under a withholding agreement between a city and the Department of 

[[Page 48999]]
    the Treasury (5 U.S.C. 5520), the GSA furnishes copies of executed city 
tax withholding certificates to the city in response to a written 
request from the proper city official to the GSA official named in the 
paragraph above.
    Records are also released to the General Accounting Office for 
audits and to the Internal Revenue Service for use in investigations.
    Additional routine uses are:
    A. To disclose a record to the appropriate Federal, State, or local 
agency responsible for investigating, prosecuting, enforcing, or 
implementing a statute, rule, or regulation, or order, where the GSA 
becomes aware of an indication of a violation, or potential violation 
of a civil or criminal law or regulation.
    b. To disclose a record to a Federal, State, or local agency 
maintaining civil, criminal, or related enforcement information or 
information, such as licenses, when needed to make a decision on hiring 
or retaining an employee, issuing a security clearance, letting a 
contract, or issuing a license, grant, or other benefit.
    c. To disclose a record to an authorized appeal or grievance 
examiner, formal complaints examiner, equal employment opportunity 
investigator, arbitrator, or other authorized official engaged in 
investigating or settling a grievance, complaint, or appeal filed by an 
employee.
    d. To disclose a record to a congressional office in response to an 
inquiry of that office made at the request of the subject of the 
record.
    e. To disclose a record to the Office of Management and Budget for 
reviewing private relief legislation at any stage of the legislative 
clearance process.
    f. To disclose a record to (1) an expert, consultant, or contractor 
of the GSA as needed to further the performance of a Federal duty and 
(2) a physician to conduct a fitness-for-duty examination of a GSA 
officer or employee.
    g. To disclose a record to the OPM concerning pay, benefits, 
retirement deductions, and other information needed under that agency's 
responsibility to evaluate Federal personnel management.
    To the extent that official personnel records in the GSA's custody 
are covered within systems of records published by the OPM as 
Governmentwide records, the records are considered part of the 
Governmentwide system. Other personnel records covered by notices 
published by the GSA and considered to be separate systems of records 
may be transferred to the OPM under personnel programs as a routine 
use.
    Paper records are in file folders and card files. Microfilm records 
are on reels and in cabinets. Magnetic tapes and cards are in cabinets 
and storage libraries. Electronic records are stored in computers and 
attached equipment.
    Payroll records are retrievable by social security number and other 
records by name.
    When not in use by an authorized person, the records are stored in 
locked metal containers or in secured rooms.
    The Division Director of the Agency Liaison Division disposes of 
the records as scheduled in the handbook, GSA Records Maintenance and 
Disposition System (OAD P 1820.2).
    The system manager is the Director, Agency Liaison Division (WB-E), 
General Services Administration, 7th & D Streets, SW., Washington, DC 
20407.
    Requests to review or receive a copy of a record should be sent to 
the system manager named above.
    See 41 CFR part 105-64, published in the Federal Register, for the 
procedures. Address your written request to review or copy records to 
the system manager, with the words ``Privacy Act Request'' written on 
the the letter and on the envelope.
    See 41 CFR part 105-64.
    When it shuts down, the agency that the GSA services publishes a 
notice in the Federal Register transferring administrative 
responsibility for the records to the GSA.

    Dated: September 14, 1995.
Kenneth S. Stacey,
Acting Director, Information Management Division.
[FR Doc. 95-23445 Filed 9-20-95; 8:45 am]
BILLING CODE 6820-34-M