[Federal Register Volume 62, Number 172 (Friday, September 5, 1997)]
[Notices]
[Pages 47105-47108]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-23651]
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DEPARTMENT OF TRANSPORTATION
Privacy Act of 1974; Notice To Amend System of Records To Include
New Routine Uses
AGENCY: Department of Transportation.
ACTION: Notice to amend system of records to include new routine uses.
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SUMMARY: In accordance with the Privacy Act (5 U.S.C. 552a(e)(11)), the
Department of Transportation is issuing notice of our intent to amend
the system of records entitled DOT/ALL 11, Integrated Personnel and
Payroll System (IPPS) to include new routine uses. We invite public
comment on this publication.
EFFECTIVE DATE: October 6, 1997.
[[Page 47106]]
ADDRESSES: Interested individuals may comment on this publication by
writing to U.S. Department of Transportation, Office of the Chief
Information Officer (S-80), Attn: Privacy Act Officer, 400 7th Street,
SW., Washington, DC 20590.
FOR FURTHER INFORMATION CONTACT: Crystal M. Bush, Privacy Act
Coordinator, Office of the Chief Information Officer (S-80), U.S.
Department of Transportation, 400 7th Street, SW., Washington, DC
20590. Telephone: (202) 366-9713, Fax: (202) 366-7066, Internet
Address: [email protected].
SUPPLEMENTARY INFORMATION:
I. Discussion of Proposed Additions to Routine Use
Pursuant to section 453A(b)(1)(c) of Pub. L. 104-193, the Personal
Responsibility and Work Opportunity Reconciliation Act of 1996, the
Department of Transportation will disclose data from its Integrated
Personnel and Payroll System (IPPS) to the Office of Child Support
Enforcement, Administration for Children and Families, Department of
Health and Human Services for use in its Federal Parent Locator System
(FPLS) and Federal Tax Offset System, DHHS/OCSE No. 09-90-0074.
Information on this system was last published at 61 FR 38754, July 25,
1996.
FPLS is a computerized network through which States may request
location information from Federal and State agencies to find non-
custodial parents and/or their employers for purposes of establishing
paternity and securing support. Effective October 1, 1997, the FPLS
will be enlarged to include the National Directory of New Hires, a
database containing information on employees commencing employment,
quarterly wage data on private and public sector employees, and
information on unemployment compensation benefits. Effective October 1,
1998, the FPLS will be expanded to include a Federal Case Registry. The
Federal Case Registry will contain abstracts on all participants
involved in child support enforcement cases. When the Federal Case
Registry is instituted, its files will be matched on an ongoing basis
against the files in the National Directory of New Hires to determine
if an employee is a participant in a child support case anywhere in the
country. If the FPLS identifies a person as being a participant in a
State child support case, that State will be notified of the
participant's current employer. State requests to the FPLS for location
information will also continue to be processed after October 1, 1998.
The data to be disclosed by DOT to the FPLS include: employee name,
employee date of birth, employee social security number, employee
address, employee date of hire, employee state of hire, employer name,
employer address, employer ID number.
In addition, names and social security numbers submitted by DOT to
the FPLS will be disclosed by the Office of Child Support Enforcement
to the Social Security Administration for verification to ensure that
the social security number provided is correct.
The data disclosed by DOT to the FPLS will also be disclosed by the
Office of Child Support Enforcement to the Secretary of the Treasury
for use in verifying claims for the advance payment of the earned
income tax credit or to verify a claim of employment on a tax return.
II. Compatibility of Proposed Routine Uses
We are proposing these routine uses in accordance with the Privacy
Act (5 U.S.C. 552a(b)(3)). The Privacy Act permits the disclosure of
information about individuals without their consent for a routine use
where the information will be used for a purpose which is compatible
with the purpose for which the information was originally collected.
The Office of Management and Budget has indicated that a ``compatible''
use is a use which is necessary and proper. See OMB Guidelines, 51 FR
18982, 18985, May 23, 1986. Since the proposed uses of the data are
required by Pub. L. 104-193, they are clearly necessary and proper
uses, and therefore ``compatible'' uses which meet Privacy Act
requirements.
III. Effect of the Proposed Changes on Individuals
We will disclose information under the proposed routine uses only
as required by Pub. L. 104-193 and as permitted by the Privacy Act.
Accordingly, the DOT ALL/11 Integrated Personnel and Payroll system
notice originally published at 59 FR 46078, Sept. 6, 1994, and most
recently amended at 61 FR 42301, Aug. 14, 1996, is further amended as
set forth below.
DOT/ALL 11
SYSTEM NAME:
Integrated Personnel and Payroll System (IPPS).
SECURITY CLASSIFICATION:
Unclassified sensitive.
SYSTEM LOCATION:
U.S. Department of Transportation (DOT), Office of the Secretary
(OST), 400 7th Street, SW., Washington, DC 20590. Working copies of
certain 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.).
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
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), Transportation
Administrative Service Center (TASC), National Transportation Safety
Board (NTSB), and civilian employees of the United States Coast Guard
(USCG).
CATEGORIES OF RECORDS IN THE SYSTEM:
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
[[Page 47107]]
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).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
49 U.S.C 322.
PURPOSE(S):
This system integrates personnel and payroll functions.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. 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.
2. To the Office of Child Support Enforcement, Administration for
Children and Families, Department of Health and Human Services Federal
Parent Locator System (FPLS) and Federal Tax Offset System for use in
locating individuals and identifying their income sources to establish
paternity, establish and modify orders of support and for enforcement
action.
3. To the Office of Child Support Enforcement for release to the
Social Security Administration for verifying social security numbers in
connection with the operation of the FPLS by the Office of Child
Support Enforcement.
4. To Office of Child Support Enforcement for release to the
Department of Treasury for purposes of administering the Earned Income
Tax Credit Program (Section 32, Internal Revenue Code of 1986) and
verifying a claim with respect to employment in a tax return.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
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)).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Storage is on magnetic disks, magnetic tape, microforms, and paper
forms in file folders.
RETRIEVABILITY:
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.
SAFEGUARDS:
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.
[[Page 47108]]
RETENTION AND DISPOSAL:
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.
SYSTEM MANAGER(S) AND ADDRESS:
For personnel-related issues, contact Chief, Strategic Planning/
Systems Division (M-10) 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.
NOTIFICATION PROCEDURE:
Individuals wishing to know if their records appear in this system
of records may inquire in person or in writing to the system manager.
RECORD ACCESS PROCEDURES:
Same as ``System Manager.''
CONTESTING RECORD PROCEDURES:
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.
RECORD SOURCE CATEGORIES:
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 of records.
EXEMPTIONS CLAIMED FOR THIS SYSTEM:
None.
Dated: August 29, 1997.
Crystal M. Bush,
Acting Manager, Information Resource Management Division, Office of the
Chief Information Officer, Department of Transportation.
[FR Doc. 97-23651 Filed 9-4-97; 8:45 am]
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