[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]
=======================================================================
-----------------------------------------------------------------------
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.
-----------------------------------------------------------------------
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