[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