[Federal Register Volume 64, Number 95 (Tuesday, May 18, 1999)]
[Notices]
[Pages 26997-26999]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-12446]


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DEPARTMENT OF THE INTERIOR

Office of the Secretary


Privacy Act of 1974; As Amended; Revisions to an Existing System 
of Records

AGENCY: Office of the Secretary, U.S. Department of the Interior.

ACTION: Proposed revisions to an existing system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, as amended (5 
U.S.C. 552a), the Office of the Secretary is issuing public notice of 
its intent to modify an existing Privacy Act system of records notice, 
OS-85, ``Payroll, Attendance, Retirement, and Leave Records.'' The 
revisions will update the number of the system, the routine uses of 
records maintained in the system and safeguards statements, and the 
address of the system locations and system manager.

EFFECTIVE DATE: These actions will be effective May 18, 1999.

FOR FURTHER INFORMATION CONTACT: Chief, FPPS Program Management 
Division, National Business Center, U.S. Department of the Interior, 
7301 West Mansfield Avenue, MS D-2400, Denver, CO 80235-2230.

SUPPLEMENTARY INFORMATION: The Department of the Interior is proposing 
to amend the system notice for OS-85, ``Payroll, Attendance, 
Retirement, and Leave Records,'' to update the number of the system to 
more accurately reflect its Department-wide scope, to update the 
routine uses of records maintained in the system statement to add 
``budget programs'' to the list of primary internal uses of the 
records, to update the safeguards statement to more accurately describe 
how the records are maintained, and to update the address of the system 
locations and system manager to reflect changes that have occurred 
since the notice was last published. Accordingly, the Department of the 
Interior proposes to amend the ``Payroll, Attendance, Retirement, and 
Leave Records,'' OS-85, system notice in its entirety to read as 
follows:
Sue Ellen Sloca,
Office of the Secretary Privacy Act Officer, National Business Center.
INTERIOR/DOI-85

SYSTEM NAME:
    Payroll, Attendance, Retirement, and Leave Records--Interior, DOI-
85.

SYSTEM LOCATION:
    (1) FPPS Program Management Division, National Business Center, 
U.S. Department of the Interior, 7301 West Mansfield Avenue, MS D-2400, 
Denver, CO 80235-2230.
    (2) All Departmental offices and locations which prepare and 
provide input documents and information for data processing and 
administrative actions.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    (1) All employees of the Department of the Interior.
    (2) Employees of independent agencies, councils, and commissions 
(which are supported, administratively, by the Office of the 
Secretary.)

CATEGORIES OF RECORDS IN THE SYSTEM:
    Employee name, Social Security number, and organizational code; pay 
rate and grade, retirement, and location data; length of service; pay, 
leave, time and attendance, allowances, and cost distribution records; 
deductions for Medicare or FICA, savings bonds, FEGLI, union dues, 
taxes, allotments, quarters, charities, health benefits, Thrift Savings 
Fund contributions, awards, shift schedules, pay differentials, IRS tax 
lien data, commercial garnishments, child support and/or alimony wage 
assignments; and related payroll and personnel data. Also included is 
information on debts owed to the government as a result of

[[Page 26998]]

overpayment, refunds owed, or a debt referred for collection on a 
transferred employee. The payroll, attendance, retirement, and leave 
records described in this notice form a part of the information 
contained in the Department's integrated Federal Personnel Payroll 
System (FPPS). Personnel records contained in the system are covered 
under the government wide system of records notice published by the 
Office of Personnel Management (OPM/GOVT-1) and the Departmentwide 
system of records notice, ``Interior Personnel Records,'' DOI-79.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 5101, et seq; 31 U.S.C. 3512.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    The primary uses of the records are for fiscal operations for 
payroll, attendance, leave, insurance, tax, retirement, budget, and 
cost accounting programs; and to prepare related reports to other 
Federal agencies including the Department of the Treasury and the 
Office of Personnel Management. Disclosures outside the Department of 
the Interior may be made:
    (1) To the Department of the Treasury for preparation of payroll 
(and other) checks and electronic funds transfers to Federal, State, 
and local government agencies, non-governmental organizations, and 
individuals.
    (2) To the Internal Revenue Service and to State, local, tribal and 
territorial governments for tax purposes.
    (3) To the Office of Personnel Management in connection with 
programs administered by that office.
    (4) To another Federal agency to which an employee has transferred.
    (5) To the Department of Justice, or to a court, adjudicative or 
other administrative body, or to a party in litigation before a court 
or adjudicative or administrative body, when: (a) One of the following 
is a party to the proceeding or has an interest in the proceeding: (1) 
The Department or any component of the Department; (2) Any Departmental 
employee acting in his or her official capacity; (3) Any Departmental 
employee acting in his or her individual capacity where the Department 
or the Department of Justice has agreed to represent the employee; or 
(4) The United States, when the Department determines that the 
Department is likely to be affected by the proceeding; and (b) The 
Department deems the disclosure to be: (1) Relevant and necessary to 
the proceeding; and (2) Compatible with the purpose for which it 
compiled the information.
    (6) To the appropriate Federal, State, tribal, local or foreign 
governmental agency that is responsible for investigating, prosecuting, 
enforcing or implementing a statute, rule, regulation order or license, 
when the Department becomes aware of an indication of a violation or 
potential violation of the statute, rule, regulation, order or license.
    (7) To a congressional office in response to an inquiry to that 
office by the individual to whom the record pertains.
    (8) To a Federal agency which has requested information relevant or 
necessary to its hiring or retention of an employee, or issuance of a 
security clearance, license, contract, grant or other benefit.
    (9) To Federal, State or local agencies where necessary to enable 
the Department of the Interior to obtain information relevant to the 
hiring or retention of an employee, or the issuance of a security 
clearance, contract, license, grant or other benefit.
    (10) To appropriate Federal and State agencies to provide required 
reports including data on unemployment insurance.
    (11) To the Social Security administration to report FICA 
deductions.
    (12) To labor unions to report union dues deductions.
    (13) To insurance carriers to report withholdings for health 
insurance.
    (14) To charitable institutions to report contributions.
    (15) To a Federal agency for the purpose of collecting a debt owed 
the Federal government through administrative or salary offset.
    (16) To other Federal agencies conducting computer matching 
programs to help eliminate fraud and abuse and to detect unauthorized 
overpayments made to individuals.
    (17) To provide addresses obtained from the Internal Revenue 
Service to debt collection agencies for purposes of locating a debtor 
to collect or compromise a Federal claim against the debtor.
    (18) With respect to Bureau of Indian Affairs employee records, to 
a Federal, State, local agency, or Indian tribal group or any 
establishment or individual that assumes jurisdiction, either by 
contract or legal transfer, of any program under the control of the 
Bureau of Indian Affairs.
    (19) With respect to Bureau of Reclamation employee records, to 
non-Federal auditors under contract with the Department of the Interior 
or Energy or water user and other organizations with which the Bureau 
of Reclamation has written agreements permitting access to financial 
records to perform financial audits.
    (20) To the Federal Retirement Thrift Investment Board with respect 
to Thrift Savings Fund contributions.
    (21) To disclose debtor information to the Internal Revenue 
Service, or to another Federal agency or its contractor solely to 
aggregate information for the Internal Revenue Service, to collect 
debts owed to the Federal government through the offset of tax refunds.
    (22) To disclose the names, social security numbers, home 
addresses, dates of birth, dates of hire, quarterly earnings, employer 
identifying information, and State of hire of employees to the Office 
of Child Support Enforcement, Administration for Children and Families, 
Department of Health and Human Services for the purposes 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, Pub. L. 
104-193 ).

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Disclosure 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 
Act of 1966 (31 U.S.C. 3701(a)(3)).

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are maintained in manual, microfilm, microfiche, 
electronic, imaged and computer printout form. Current records are 
stored on magnetic media at the central computer processing center; 
historic records are stored on magnetic media at the central computer 
center. Original input documents are stored in standard office filing 
equipment and/or as imaged documents on magnetic media at all locations 
which prepare and provide input documents and information for data 
processing.

RETRIEVABILITY:
    Records are retrieved by name, Social Security number, and 
organizational code.

SAFEGUARDS:
    Access to all records in the system is limited to authorized 
personnel whose official duties require such access.

[[Page 26999]]

Office officials generally have access only to records pertaining to 
employees of their offices. Paper or micro format records are 
maintained in locked metal file cabinets in secured rooms. Electronic 
records are maintained with safeguards meeting the security 
requirements of 43 CFR 2.51.

RETENTION AND DISPOSAL:
    The records contained in this system of records have varying 
retention periods as described in General Records Schedule 2, (which 
you can find at http://www.nara.gov), issued by the Archivist of the 
United States, and are disposed of in accordance with the National 
Archives and Records Administration Regulations, 36 CFR part 1228 et 
seq.

SYSTEM MANAGER(S) AND ADDRESS:
    The following system manager is responsible for the payroll records 
contained in the Department's integrated Federal Personnel Payroll 
System (FPPS). Personnel records contained in the system fall under the 
jurisdiction of the Office of Personnel Management as prescribed in 5 
CFR part 253 and 5 CFR part 297: Chief, FPPS Management Division, 
National Business Center, U.S. Department of the Interior, 7301 West 
Mansfield Avenue, Denver, CO 80235-2230.

NOTIFICATION PROCEDURES:
    Inquiries regarding the existence of records should be addressed to 
the System Manager. The request must be in writing, signed by the 
requester, and meet the content requirements of 43 CFR 2.60.

RECORDS ACCESS PROCEDURES:
    A request for access may be addressed to the System Manager. The 
request must be in writing, signed by the requester, and meet the 
content requirements of 43 CFR 2.63.

CONTESTING RECORDS PROCEDURES:
    A petition for amendment should be addressed to the System Manager. 
The request must be in writing, signed by the requester, and meet the 
content requirements of 43 CFR 2.71.

RECORD SOURCE CATEGORIES:
    Individuals on whom the records are maintained, official personnel 
records of individuals on whom the records are maintained, supervisors, 
timekeepers, previous employers, and the Internal Revenue Service.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. 99-12446 Filed 5-17-99; 8:45 am]
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