[Federal Register Volume 63, Number 179 (Wednesday, September 16, 1998)]
[Notices]
[Pages 49554-49557]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-24786]
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DEPARTMENT OF DEFENSE
Defense Finance and Accounting Service
Privacy Act of 1974; Notice of Systems of Records
AGENCY: Defense Finance and Accounting Service, DoD.
ACTION: Notice of systems of records.
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SUMMARY: The Defense Finance and Accounting Service proposes to add
three systems of records notices to its inventory of record systems
subject to the Privacy Act of 1974, (5 U.S.C. 552a), as amended.
DATES: This action will be effective without further notice on October
16, 1998, unless comments are received that would result in a contrary
determination.
ADDRESSES: Defense Finance and Accounting Service, 1931 Jefferson Davis
Highway, ATTN: DFAS/CEE, Arlington, VA 22240-5291.
FOR FURTHER INFORMATION CONTACT: Ms. Pauline E. Korpanty at (703) 607-
3832.
SUPPLEMENTARY INFORMATION: The complete inventory of Defense Finance
and Accounting Service record system notices subject to the Privacy Act
of 1974 (5 U.S.C. 552a), as amended, have been published in the Federal
Register and are available from the address above.
The proposed system report, as required by 5 U.S.C. 552a(r) of the
Privacy Act was submitted on August 27, 1998, to the House Committee on
Government Reform and Oversight, the Senate Committee on Governmental
Affairs, and the Office of Management and Budget (OMB) pursuant to
paragraph 4c of Appendix I to OMB Circular No. A-130, `Federal Agency
Responsibilities for Maintaining Records About Individuals,' dated
February 8, 1996, (61 FR 6427, February 20, 1996).
Dated: September 9, 1998.
L.M. BYNUM,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
T5015a
System name:
Military Pay Correction Case Files.
System location:
Defense Finance and Accounting Service-Indianapolis Center, 8899 E.
56th Street, Indianapolis, IN 46249-0001;
Defense Finance and Accounting Service-Cleveland Center, 1240 East
Ninth Street, Cleveland, OH 44199-2055;
Defense Finance and Accounting Service-Denver Center, 6760 East
Irvington Place, Denver, CO 80279-5000;
Defense Finance and Accounting Service-Kansas City Center, 1500
East 95th Street, Kansas City, MO 64197-0001.
Categories of individuals covered by the system:
Current and former military active duty personnel; military active
and inactive Reserve and National Guard personnel; retired military
personnel; Academy cadets; surviving dependents of military personnel
who have applied for waiver of claims arising from erroneous payments
of pay and allowances, travel, transportation, and relocation
allowances.
Categories of records in the system:
Name; Social Security Number; grade or rank; date of birth;
application; beneficiary information; names and addresses of
dependents; cash payment records; check number; financial returns;
military pay and allowances vouchers; collection vouchers; travel
orders and vouchers; record of travel payments; public vouchers;
certificates; pay adjustment authorization; active duty, reserve, and
retired military pay records; leave and earnings statements; statement
of service; promotion and performance of hazardous duty information;
individual pay account records; pay account histories; supplemental
wage and tax statement; requests, authorizations, and pay orders for
basic allowance for subsistence; leave records; medical bills and
receipts; discharge documents; preceding civilian payrolls; preceding
civilian earnings, wage, and tax statements; employment history; bills
of lading; claims for pay or other entitlements and correspondence;
reports of investigation; income tax information; social security tax
deductions; income tax returns provided by individuals to support a
claim; allotment information (allottee's name, address, and amounts
paid); related correspondence about waiver or remission of
indebtedness; information about judicial proceedings regarding
bankruptcy and Federal Housing Administration, United States Treasury
Department, Internal Revenue Service, and General Accounting Office
inquiries, copies of court martials and non-judicial punishment;
application for correction of records; record of disposition; vouchers
and supporting documents that substantiate adjustments to pay accounts;
and token payment information.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1552; Pub.L. 89-
508, Federal Claims Collection Act of 1966; and Pub.L. 97-365, Debt
Collection Act of 1982, as amended; and E.O. 9397 (SSN).
Purpose(s):
To determine the proper payment due based on the correction of
military records. Correction of military records includes any
correction of former civilian entitlements.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
To the Internal Revenue Service and the Social Security
Administration for the purposes of determining tax liabilities and
Social Security entitlements flowing from corrections of military pay
and allowances or previous civilian entitlements.
To State unemployment offices for the purposes of instituting
collection procedures or other actions against the member if the member
was collecting unemployment compensation.
The `Blanket Routine Uses' published at the beginning of the DFAS
compilation of systems of records notices apply to this system.
[[Page 49555]]
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this
system to `consumer reporting agencies' as defined in the Fair Credit
Reporting Act, 14 U.S.C. 1681a(f) or the Federal Claims Collection Act
of 1966, 31 U.S.C. 3701(a)(3). The purpose of the disclosure is to aid
in the collection of outstanding debts owed to the Federal Government;
typically, to provide an incentive for debtors to repay delinquent
Federal Government debts by making these debts part of their credit
records.
The disclosure is limited to information necessary to establish the
identity of the individual, including name, address, and taxpayer
identification number (Social Security Number); the amount, status, and
history of the claim; and the agency or program under which the claim
arose.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders, computer printouts, and magnetic and
microform media.
Retrievability:
Filed by name, Social Security Number, taxpayer identification
number, or military service number.
Safeguards:
Records are accessed by the custodian of the record system and by
persons responsible for servicing the record system in performance of
their official duties. Records are stored in security file containers,
cabinets, or computers in guarded buildings.
Retention and disposal:
Records are destroyed 6 years after the final closing date.
Destruction is by shredding, macerating, pulping, or burning.
System manager(s) and address:
Military Pay Director, Defense Finance and Accounting Service-
Indianapolis Center, 8899 E. 56th Street, Indianapolis, IN 46249-0001;
Military Pay Director, Defense Finance and Accounting Service-
Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055;
Military Pay Director, Defense Finance and Accounting Service-
Denver Center, 6760 East Irvington Place, Denver, CO 80279-5000;
Military Pay Director, Defense Finance and Accounting Service-
Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197-0001.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the Privacy Act Officer at the appropriate DFAS
Center.
Individual should furnish full name, Social Security Number,
current address, and telephone number.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system of records should address written inquiries to
the Privacy Act Officer at the appropriate DFAS Center.
Individual should furnish full name, Social Security Number,
current address, and telephone number.
Contesting record procedures:
The DFAS rules for accessing records, for contesting contents and
appealing initial agency determinations are published in DFAS
Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the
Privacy Act Officer at any DFAS Center.
Record source categories:
Records are obtained from the individual, military finance and
accounting offices, other government agencies, previous employers,
automated systems interfaces, source documents (such as reports),
credit unions, credit bureaus, insurance companies, courts, and
financial institutions.
Exemptions claimed for the system:
None.
T5015b
System name:
Privacy Act Request Files.
System location:
Defense Finance and Accounting Service Headquarters, 1931 Jefferson
Davis Highway, Arlington, VA 22240-5291;
Defense Finance and Accounting Service-Indianapolis Center, 8899 E.
56th Street, Indianapolis, IN 46249-0001;
Defense Finance and Accounting Service-Cleveland Center, 1240 East
Ninth Street, Cleveland, OH 44199-2055;
Defense Finance and Accounting Service-Denver Center, 6760 East
Irvington Place, Denver, CO 80279-5000;
Defense Finance and Accounting Service-Kansas City Center, 1500
East 95th Street, Kansas City, MO 64197-0001; and
Defense Finance and Accounting Service-Columbus Center, 4280 East
5th Avenue, Building 6, Columbus, OH 43218-2317.
Categories of individuals covered by the system:
All persons who request access to, information from, or amendment
of records about themselves maintained by the Defense Finance and
Accounting Service under the provisions of the Privacy Act of 1974 (5
U.S.C. 552a), as amended.
Categories of records in the system:
Letters, memoranda, legal opinions, messages, and miscellaneous
documents relating to an individual's request for access to, or
amendment of, records concerning that person, including letters of
denial, appeals, statements of disagreements, and related documents
accumulated in processing requests received under the Privacy Act of
1974.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 552a, The Privacy
Act of 1974, as amended, as implemented by DFAS Regulation 5400.11-R;
and E.O. 9397 (SSN).
Purpose(s):
To record, process, and coordinate individual requests for access
to, or amendment of personal records, and appeals on denials of
requests for access or amendment to personal records.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
Information from this system may be provided to other Federal,
state, and local agencies when it is necessary to coordinate responses
or denials.
The `Blanket Routine Uses' published at the beginning of the DFAS
compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders, microfilm, and/or optical disk systems.
Retrievability:
Retrieved by name and Social Security Number.
[[Page 49556]]
Safeguards:
As a minimum, records are accessed by person(s) responsible for
servicing and authorized to use the record system in performance of
their official duties who are properly screened and cleared for need-
to-know. Additionally, at some Centers, records are in office buildings
protected by guards and controlled by personnel screening and visitor
registers.
Retention and disposal:
Official Privacy Act requests are kept a minimum of 2 years;
requests denied but not appealed are destroyed after 5 years; requests
for access or amendment and appeals or denial are destroyed 4 years
after final action or 3 years after adjudication by the courts,
whichever is later; control logs of accounting of disclosures are kept
5 years or in accordance with the approved disposition instructions for
the related subject records, whichever is later, then destroyed.
System manager(s) and address:
Privacy Act Officer, Defense Finance and Accounting Service
Headquarters, 1931 Jefferson Davis Highway, Arlington, VA 22240-5291;
Privacy Act Officer, Defense Finance and Accounting Service-
Indianapolis Center, 8899 E. 56th Street, Indianapolis, IN 46249-0001;
Privacy Act Officer, Defense Finance and Accounting Service-
Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055;
Privacy Act Officer, Defense Finance and Accounting Service-Denver
Center, 6760 East Irvington Place, Denver, CO 80279-5000;
Privacy Act Officer, Defense Finance and Accounting Service-Kansas
City Center, 1500 East 95th Street, Kansas City, MO 64197-0001; and
Privacy Act Officer, Defense Finance and Accounting Service-
Columbus Center, 4280 East 5th Avenue, Building 6, Columbus, OH 43218-
2317.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the Privacy Act Office at the appropriate DFAS
Center.
Individual should furnish full name, Social Security Number,
current address, and telephone number.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system of records should address written inquiries to
the Privacy Act Officer at the appropriate DFAS Center.
Individual should furnish full name, Social Security Number,
current address, and telephone number.
Contesting record procedures:
The DFAS rules for accessing records, for contesting contents and
appealing initial agency determinations are published in DFAS
Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the
Privacy Act Officer at any DFAS Center.
Record source categories:
Records are obtained from the individual requester, DFAS
organizations, other Department of Defense organizations, and Federal,
state, and local governments, as applicable or appropriate, for
processing the case.
Exemptions claimed for the system:
None.
T5500a
System name:
Congressional Inquiry File.
System location:
Primary location: Defense Finance and Accounting Service
Headquarters, 1931 Jefferson Davis Highway, Arlington, VA 22240-5291.
Secondary locations: Defense Finance and Accounting Service-
Indianapolis Center, 8899 East 56th Street, Indianapolis, IN 46249-
0001.
Defense Finance and Accounting Service-Cleveland Center, 1240 East
Ninth Street, Cleveland, OH 44199-2055.
Defense Finance and Accounting Service-Denver Center, 6760 East
Irvington Place, Denver, CO 80279-5000.
Defense Finance and Accounting Service-Kansas City Center, 1500
East 95th Street, Kansas City, MO 64197-0001.
Defense Finance and Accounting Service-Columbus Center, 4280 East
Fifth Avenue, Columbus, OH 43219-1879.
Categories of individuals covered by the system:
Any individual who contacts a Member of Congress requesting that
the Member solicit information from the Defense Finance and Accounting
Service (DFAS) on their behalf.
Categories of records in the system:
Correspondence and related records from and to Members of Congress
pertaining to requests for Congressional assistance in resolving
problems.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; E.O. 9397 (SSN); DoD
Directive 5400.4 and DFAS Regulation 003.
Purpose(s):
To maintain a record of Congressional inquiries and the DFAS
response.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
The `Blanket Routine Uses' published at the beginning of the DFAS
compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper files.
Retrievability:
Retrieved by constituent's name and Social Security Number, and
Congressmen's name.
Safeguards:
As a minimum, records are accessed by person(s) responsible for
servicing and authorized to use the record system in performance of
their official duties who are properly screened and cleared for need-
to-know. Additionally, at some Centers, records are in office buildings
protected by guards and controlled by personnel screening and visitor
registers.
Retention and disposal:
Records are retained for 1 to 3 years, then destroyed.
System manager(s) and address:
Chief, Congressional Liaison Office, Defense Finance and Accounting
Service Headquarters, 1931 Jefferson Davis Highway, Arlington, VA
22240-5291.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the Chief, Congressional Liaison Office, Defense
Finance and Accounting Service, ATTN: Privacy Act Officer at the
appropriate DFAS Center.
Individual should furnish full name, Social Security Number,
current
[[Page 49557]]
address, telephone number and/or other identifying information
verifiable from the records.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system of records should address written inquiries to
the Chief, Congressional Liaison Office, Defense Finance and Accounting
Service, ATTN: Privacy Act Officer at the appropriate DFAS Center.
Individual should furnish full name, Social Security Number,
current address, telephone number and/or other identifying information
verifiable from the records.
Contesting record procedures:
The DFAS rules for accessing records, for contesting contents and
appealing initial agency determinations are published in DFAS
Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the
Privacy Act Officer at any DFAS Center.
Record source categories:
Information is obtained from the individual requester.
Exemptions claimed for the system:
None.
[FR Doc. 98-24786 Filed 9-15-98; 8:45 am]
BILLING CODE 5000-04-F