[Federal Register Volume 62, Number 184 (Tuesday, September 23, 1997)]
[Notices]
[Pages 49689-49691]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-24881]


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GENERAL SERVICES ADMINISTRATION


Privacy Act of 1974; System of Records

AGENCY: Notice of a revised record system subject to the Privacy Act of 
1994.

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SUMMARY: This document gives notice, under the Privacy Act of 1994, 5 
U.S.C. 552a, of GSA's proposal to revise a record system maintained by 
GSA.
    GSA proposes to revise the record system, Payroll Information 
Processing System, PPFM-9, to reflect that GSA plans to disclose data 
to: (1) 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; (2) the Social Security Administration for verifying social 
security numbers in connection with the operation of the FPLS by the 
Office of Child Support Enforcement; and (3) 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. A revised system report has been 
filed with the Speaker of the House, the President of the Senate, and 
the Office of Management and Budget.

DATES: And interested party may submit written comments concerning the 
revision. Comments must be received on or before the 30th day after GSA 
publishes this notice. The system becomes effective without further 
notice on October 1, 1997. Unless comments received would warrant a 
contrary decision.

ADDRESES: Address comments to Denise Johnson, Privacy Act Officer, 
General Services Administration, 1800 F Street, NW, (CAI), Washington, 
DC 20405.

FOR FURTHER INFORMATION CONTACT: Denise W. Johnson, GSA Privacy Act 
Officer (202) 501-1659.

[[Page 49690]]

GSA/PPFM-9

System name:
    Payroll Information Processing System.

System location:
    The record system is located in the General Services Administration 
Finance Division in Kansas City, MO; in commissions, committees, and 
small agencies serviced by GSA; and in administrative offices 
throughout GSA.

Individuals covered by the system:
    Those covered are present and former employees of GSA and of 
commissions, committees, and small agencies serviced by GSA, including 
applicants for employment and persons in interim, youth employment, and 
work/study programs.

Categories of records in the system:
    The system holds payroll records and includes information received 
by operating officials as well as personnel and finance officials 
administering their program areas, including information regarding 
nonsupport of dependent children. The system also contains data needed 
to process personnel actions, perform detailed accounting 
distributions, provide for tasks such as mailing checks and bonds, and 
preparing and mailing tax returns and reports. The record system may 
contain:
    a. Employee's name, social security number, date of birth, sex, 
work schedule, type of appointment, and position description.
    b. Service computation date for assigning leave.
    c. Occupational series, position, grade, step, salary, award 
amounts, organization location, and accounting distribution.
    d. Time; attendance; leave; Federal, State, and local tax; 
allotments; savings bonds; and other pay allowances and deductions.
    e. Tables of data for editing, reporting, and processing personnel 
and pay actions, which include nature-of-action code, organization 
table, and salary table.
    f. Information regarding court-ordered payments to support 
dependent children, including amounts in arrears.

Authority for maintaining the system:
    5 U.S.C., Part III, is the basic authority. The authority for using 
Social Security numbers is E.O. 9397 of November 22, 1943, 26 CFR 
31.6011(b)(2), and 26 CFR 31.6109-1. Authority for maintaining data on 
court-ordered support of a dependent child is from E.O. 12953 of 
February 27, 1995.

Purpose:
    To maintain an electronic information system to support the day-to-
day operating needs of the payroll program. The system can provide 
payroll statistics for all types of Government organizations and allows 
many uses for each data element entered. The system has a number of 
outputs. For the payroll office, they include a comprehensive payroll; 
accounting distribution of costs; leave data summary reports; each 
employee's statement of earnings, deductions, and leave every payday; 
State, city, and local unemployment compensation reports; Federal, 
State, and local tax reports; Forms W-2, Wage and Tax Statement; and 
reports of withholding and contributions. For the Office of Personnel, 
outputs include data for reports of Federal civilian employment. The 
system also provides data to GSA staff and administrative offices to 
use for management purposes.

Routine uses of the record system, including types of users and their 
purposes in using the system:
    a. To disclose information to a Federal, State, local, or foreign 
agency responsible for investigating, prosecuting, enforcing, or 
carrying out a statute, rule, regulation, or order, where GSA becomes 
aware of a violation or potential violation of civil or criminal law or 
regulation.
    b. To disclose requested information to a court or other authorized 
agency regarding payment or nonpayment of court-ordered support for a 
dependent child.
    c. To disclose information to a member of Congress or a 
congressional staff member in response to a request from the person who 
is the subject of the record.
    d. To disclose information to an expert, consultant, or contractor 
employed by GSA to perform a Federal duty.
    e. To disclose information to a Federal, State, or local agency 
maintaining civil, criminal, enforcement, or other information to 
obtain information 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.
    f. To disclose requested information to a Federal agency in 
connection with hiring or retaining an employee; issuing a security 
clearance; reporting an employee investigation; clarifying a job; 
letting a contract; or issuing a license, grant, or other benefit by 
the requesting agency to the extent the information is necessary to 
decide the matter.
    g. To disclose information to an appeal, grievance, or formal 
complaints examiner; equal employment opportunity investigator; 
arbitrator; union official or other official engaged in investigating 
or settling a grievance, complaint, or appeal filed by an employee.
    h. To disclose information to the Office of Management and Budget 
for reviewing private relief legislation at any stage of the clearance 
process.
    i. To provide a copy of the Department of the Treasury Form W-2, 
Wage and Tax Statement, to the State, city, or other local jurisdiction 
that is authorized to tax the employee's compensation. The record is 
provided by a withholding agreement between the State, city, or other 
local jurisdiction and the Department of the Treasury under 5 U.S.C. 
5516, 5517, and 5520.
    j. To provide a copy of a city tax withholding certificate to a 
requesting city official from the Chief Financial Officer, General 
Services Administration (B), Washington, DC 20405.
    k. To disclose information to the Office of Personnel in reporting 
civilian employment.
    l. To disclose information to GSA administrative offices who may 
restructure the data for management purposes.
    m. To disclose information 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.
    n. To disclose information 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.
    o. To disclose information to the Department of the 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.

[[Page 49691]]

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
     Paper records are kept in file folders, card files, and cabinets; 
microfilm records on reels and in cabinets; microfiches in cabinets; 
magnetic tapes and cards in cabinets and storage libraries; and 
computer records within a computer and attached equipment.

Retrieval:
     Records are filed by name or social security number at each 
location.

Safeguards:
     Records are stored in locked containers or secured rooms when not 
in use by an authorized person. Electronic records are protected by a 
password system.

Disposal:
     The Finance Division disposes of the records by shredding or 
burning, as scheduled in the handbook GSA Records Maintenance and 
Disposition System (OAD P 1820.2A).

System manager and address:
     Director, Finance Division, General Services Administration (6BC), 
1500 East Bannister Road, Kansas City, MO 64131.

Notification procedure:
     An individual inquiry should be addressed to the system manager.

Record access procedures:
     An individual request should be addressed to the system manager. 
Furnish full name, social security number, address, telephone number, 
and approximate dates and places of employment. For the identification 
required, see 41 CFR part 105-64, published in the Federal Register.

Contesting record procedure:
     GSA rules for contesting the content of a record and appealing an 
initial decision are in 41 CFR part 105-64,

Record source categories:
     The sources are individuals themselves, other employees, 
supervisors, officials of other agencies, State governments, record 
systems GSA/HRO-37, OPM/GOVT-1, EEOC/GOVT-1, and private firms.

    Dated: July 8, 1997.
John H. Davenjay,
Director, Administrative Policy and Information Management Division.
[FR Doc. 97-24881 Filed 9-22-97; 8:45 am]
BILLING CODE 6820-34-M