[Federal Register Volume 63, Number 28 (Wednesday, February 11, 1998)]
[Notices]
[Pages 7039-7041]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-3382]


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DEPARTMENT OF STATE

[Public Notice 2723]


Privacy Act of 1974; Altered System of Records

    Notice is hereby given that the Department of State proposes to 
alter an existing system of records, STATE-30, pursuant to the 
provisions of the Privacy Act of 1974, as amended (5 U.S.C. 552a(r)), 
and Office of Management and Budget Circular No. A-130, Appendix I. The 
Department's report was filed with the Office of Management and Budget 
on February 2, 1998.
    It is proposed that the altered system description include 
revisions and/or additions to each section except ``System name'' and 
``Systems exempted from certain provisions of the Act.'' These changes 
to the existing system description are proposed to reflect more 
accurately the Bureau of Finance and Management Policy's record-keeping 
practices, a reorganization of its activities and operations, and the 
enlargement of its mandate pursuant to the Personal Responsibility and 
Work Opportunity Reconciliation Act (Welfare Reform Law, 42 U.S.C. 653) 
and the disclosure of data from the Personnel Payroll Records to the 
Office of Child Support Enforcement, Administration for Children and 
Families, Department of Health and Human Services for use in the 
National Database of New Hires.
    Any persons interested in commenting on the altered system of 
records may do so by submitting comments in writing to Kenneth F. 
Rossman, Acting Chief; Programs and Policies Division; Office of 
Information Resources Management Programs and Services; Room 1239; 
Department of State; 2201 C Street, NW.; Washington, DC 20520-1512. 
This system of records will be effective 40 days from the date of 
publication unless the Department receives comments which will result 
in a contrary determination.
    The altered system, the ``Personnel Payroll Records, STATE-30'' 
will read as set forth below.

    Dated: February 2, 1998.
Andrew J. Winter,
Acting Assistant Secretary for the Bureau of Administration.
STATE-30

System name:
    Personnel Payroll Records.

Security classification:
    Unclassified and classified.

System location:
    Department of State, Room 1921, 2201 C Street, NW, Washington, DC 
20520; Annex 15, 1800 N. Kent Street, Arlington, VA 22209; Charleston 
Financial Service Center, Building 646A, 1969 Dyess Avenues, 
Charleston, SC 29408; and overseas at U.S. embassies, U.S. consulates 
general and consulates.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former Civil Service and Foreign Service employees of 
the Department of State including those serving under full-time, part-
time, intermittent, temporary, and limited

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appointments; Foreign Service annuitants; and employees of other 
agencies for whom the Department provides payroll service.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Personnel actions, payroll control records, allotment requests, tax 
forms, death claims, bond requests, leave records, time and attendance 
records, federal, state and city income tax withholding statements, 
compensation records, health insurance forms, reconciliation records, 
employee payroll authorizations from other agencies, retirement/
separation and transfer forms, and related correspondence.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    22 U.S.C. 2651a (Organization of the Department of State; 22 U.S.C. 
3921 (Management of service); 5 U.S.C. 301 (Management of the 
Department of State); 22 U.S.C. 4042 (Maintenance of the Foreign 
Service Retirement and Disability Fund); 42 U.S.C. 653 (the Personal 
Responsibility and Work Opportunity Reconciliation Act of 1996); 
Executive Order 11491, as amended (Labor-management relations in the 
Federal service); 5 U.S.C. 5501-5584 (Pay Administration); and 31 
U.S.C. 901-903 (Agency Chief Financial Officers).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    The information in this system is used to prepare accurate and 
complete biweekly/monthly payroll and related reports which include: 
Entering change data into the computerized personnel payroll system; 
producing a variety of machine reports for use by allotment 
accountants; issuing biweekly/monthly pay checks and statements; 
computing and issuing lump-sum pay checks for personnel separating; 
issuing terminal leave payments; confirming time and attendance and 
leave data to assist in documenting claims for restored annual leave; 
providing leave data to the Bureau of Personnel and the Office of 
Personnel Management to facilitate computing retirement cases; 
providing appropriate allotments for individuals; issuing salary 
advances; reporting wages, compensation and allowances; reporting 
federal, state, city and other related taxes; filing information 
returns; processing debt collection actions; and processing other 
related payroll documents.
    Information consisting of the names, social security numbers, home 
addresses, dates of birth, dates of hire, quarterly earnings, employer 
identifying information, and State of hire of employees may be 
disclosed: (1) To the Office of Child Support Enforcement, 
Administration for Children and Families, Department of Health and 
Human Services for the purpose of locating individuals to establish 
paternity, establishing and modifying orders of child support, 
identifying sources of income, and for other child support enforcement 
actions as required by the Personal Responsibility and Work Opportunity 
Reconciliation Act (Welfare Reform Law, 42 U.S.C. 653); (2) 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 Federal Parent Locator System by the Office of 
Child Support Enforcement; and (3) to the 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.
    The principal users of this information outside the Department of 
state are: federal, state, and city governments which are issued tax 
reports; the Internal Revenue Service and the Social Security 
Administration which are sent tax and withholding data; and the Office 
of Personnel Management which receives the total record of the Civil 
Service Retirement System and the Federal Employees Retirement System 
benefit deductions including life and health insurance. A record from 
this system of records may be disclosed to the Office of Personnel 
Management in accordance with the agency's responsibility for 
evaluation and oversight of federal personnel management. The 
Department's Consolidated American Payroll Division (CAPD) of the 
Office of Compensation and Pension provides employee payroll services 
and data to other U.S. Government agencies pursuant to agreements, 
Memoranda of Understanding or other documents authorizing services. 
Those agencies include: American Institute in Taiwan; Department of 
Agriculture; Department of Commerce; Department of Justice including 
the Drug Enforcement Administration and Immigration and Naturalization 
Service; Department of Defense; Department of Treasury including the 
Customs Service and the Secret Service; Department of Transportation 
including the Federal Aviation Administration and the Maritime 
Administration; Department of Health and Human Services; Department of 
Energy; U.S. Trade Representative; Nuclear Regulatory Commission; 
Department of the Army; Federal Emergency Management Agency; ACTION 
(Peace Corps); United States Information Agency; Agency for 
International Development; Social Security Administration; Center for 
Disease Control; United States Battle Monuments Commission; National 
Aeronautics and Space Administration; and the Board of International 
Broadcasting. Information is also made available to officials of labor 
organizations recognized under E.O. 11491, as amended, concerning the 
identity of Department of State employees contributing dues each pay 
period and the amount of dues withheld from each contributor; to 
officers and employees of a federal agency or public accounting firm 
for purposes of audit; to the Department of Justice when representing 
the Department or another U.S. Government agency in litigation; to an 
authorized appeal grievance examiner, formal complaints examiner; equal 
employment opportunity investigator, arbitrator or other duly 
authorized official engaged in investigation or settlement of a 
grievance, complaint, or appeal filed by an employee. Information may 
also be released on a need-to-know basis to other government agencies 
having statutory or other lawful authority to maintain such 
information. Also see the ``Routine Uses'' paragraphs of the Prefatory 
Statement published in the Federal Register.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
Storage:
    Hard copy, microfiche, electronic media.

Retrievability:
    Individual name, Social Security Number.

SAFEGUARDS:
    All employees of the Department of State have undergone a thorough 
background security investigation. Access to the Department and its 
annexes is controlled by security guards and admission is limited to 
those individuals possessing a valid identification card or individuals 
under proper escort. Annex 15 has security access controls (code 
entrances) and/or security alarm systems. All records containing 
personal information are maintained in secured file cabinets or in 
restricted areas, access to which is limited to authorized personnel. 
Access to computerized files is password-protected and under the direct

[[Page 7041]]

supervision of the system manager. The system manager has the 
capability of printing audit trails of access from the computer media, 
thereby permitting regular and ad hoc monitoring of computer usage.

RETENTION AND DISPOSAL:
    Retention of these records varies from 3 to 99 years, depending 
upon the specific kind of record involved. They are retired or 
destroyed in accordance with published records schedules of the 
Department of State and as approved by the National Archives and 
Records Administration. More specific information may be obtained by 
writing to the Director; Office of Information Resources Management 
Programs and Services; Room 1239; Department of State; 2201 C Street, 
NW; Washington, DC 20520-1512.

SYSTEM MANAGER(S) AND ADDRESS:
    Chief, Applications Programming Division, Systems and Integration 
Office, Information Management, Bureau of Administration, Room 4428, 
Department of State, Washington, DC 20520.

NOTIFICATION PROCEDURE:
    Individuals who have reason to believe that the Bureau of Finance 
and Management Policy's Office of Compensation and Pension (Personnel 
Payroll Records) might have records pertaining to themselves should 
write to the Director; Office of Information Resources Management 
Programs and Services; Room 1239; Department of State; 2201 C Street, 
NW; Washington, DC 20520-1512. The individual must specify that he/she 
wishes the Personnel Payroll Records to be checked. At a minimum, the 
individual must include: name; date and place of birth; Social Security 
Number; approximate dates of employment with the Department of State; 
current mailing address and zip code; and signature.

RECORD ACCESS AND AMENDMENT PROCEDURES:
    Individuals who wish to gain access to or amend records pertaining 
to themselves should write to the Director; Office of Information 
Resources Management Programs and Services (address above).

RECORD SOURCE CATEGORIES:
    These records contain information obtained from the individual who 
is the subject of these records, the Bureau of Personnel, and other 
U.S. Government agencies where an employee was previously employed.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    Pursuant to 5 U.S.C. 552a(k)(4) certain records contained within 
this system of records are exempted from 5 U.S.C. 552a(c)(3), (d), 
(e)(1), (e)(4)(G), (H), and (I), and (f) in accordance with Department 
of State rules published in the Federal Register.

[FR Doc. 98-3382 Filed 2-10-98; 8:45 am]
BILLING CODE 4710-05-M