[Federal Register Volume 65, Number 232 (Friday, December 1, 2000)]
[Notices]
[Pages 75247-75249]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 00-30476]


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DEPARTMENT OF DEFENSE

Defense Finance and Accounting Service


Privacy Act of 1974; System of Records

AGENCY: Defense Finance and Accounting Service, DOD.

ACTION: Notice of a new system of records.

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SUMMARY: The Defense Finance and Accounting Service proposes to add a 
system of records notice 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 January 
2, 2001 unless comments are received that would result in a contrary 
determination.

[[Page 75248]]


ADDRESSES: Privacy Act Officer, Defense Finance and Accounting Service, 
1931 Jefferson Davis Highway, ATTN: DFAS/PE, Arlington, VA 22240-5291.

FOR FURTHER INFORMATION CONTACT: Mrs. Pauline E. Korpanty at (703) 607-
3743.

SUPPLEMENTARY INFORMATION: The complete inventory of Defense Finance 
and Accounting Service records 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 November 13, 2000, to the House Committee 
on Government Reform, 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: November 22, 2000.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
T7290

System name:
    Nonappropriated Fund Accounts Receivable System.

System location:
    Director, Defense Finance and Accounting Service-Indianapolis 
Center, Director for Support Activity, 8899 East 56th Street, 
Indianapolis, IN 46249-2130.

Categories of individuals covered by the system:
    Current and past users of nonappropriated fund instrumentalities 
(NAFI) whose accounts show balances other than zero; persons using Post 
billeting facilities on a fee paid basis (bachelor officer quarters, 
visitor officer quarters and guest house facilities) and persons no 
longer using such facilities whose accounts have other than zero 
balances; any individual having a statement of account for the billing 
period, individuals occupying government housing at any military 
installation; individual class B telephone subscribers; members, 
customers or civilians having 30-day credit terms for charge sales and/
or dues obligations to NAF activities; all persons whose accounts have 
been dishonored by banking institutions and their checks returned to 
NAF activities; and individuals who have cash loans charged to their 
accounts and any other debtor to a nonappropriated fund instrumentality 
(NAFI).

Categories of records in the system:
    Individual's name, Social Security Number, and rank; amount of 
charges, billings of items or services furnished; subsidiary ledgers 
containing detail of services billed and paid by individual; work order 
forms; invoice listings; monthly receipt vouchers; date and method of 
payment; file of billings associated with returned/dishonored checks; 
and other documents relevant for agency purposes.

Authority for maintenance of the system:
    5 U.S.C. 5514; 26 U.S.C. 6103(m)(2); 31 U.S.C. 3511, 3512, 3513, 
3514, 3701, 3711, 3716, 3720; and E.O. 9397 (SSN).

Purpose(s):
    To maintain current rosters as subsidiary records for accounts 
receivable and cash accountability control; to provide monthly 
statements to customers; to provide ledger balances for activity 
financial statements; to prepare aged listing of accounts receivable, 
30, 60, and 90 days; to answer inquiries of members on account status 
and specific transactions; to permit collection of debts owed to a 
nonappropriated fund instrumentality.
    Records in this system of records are subject to use in authorized 
approved computer matching programs regulated under the Privacy Act of 
1974 (5 U.S.C. 552a), as amended, for debt collection.

Routine uses of records maintained in the system, including categories 
of users and purposes of such users:
    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 General Accounting Office, the Department of the Treasury, 
Financial Management, and the Department of Justice for collection 
action for any delinquent account when circumstances warrant.
    To a commercial credit reporting agency for the purpose of either 
adding to a credit history file or obtaining a credit history file for 
use in the administration of a debt collection.
    To a debt collection agency for the purpose of collection services 
to recover indebtedness owed to a DoD nonappropriated fund 
instrumentality.
    To any other Federal agency for the purpose of effecting salary 
offset procedures under the provisions of 5 U.S.C. 5514, against a 
person employed by that agency when any creditor DoD nonappropriated 
fund instrumentality has a claim against the person.
    To any other Federal agency including, but not limited to, the 
Internal Revenue Service and Office of Personnel Management for the 
purpose of effecting an administrative offset as defined at 31 U.S.C. 
3701, of a debt.
    To the Internal Revenue Service under the provision of 31 U.S.C. 
3711(g)(9) to offset a tax refund due the taxpayer to collect or to 
compromise a Federal claim against the taxpayer.
    To the Internal Revenue Service under the provisions of 26 U.S.C. 
6103(m)(2) to obtain the mailing address of a taxpayer for the purpose 
of locating such taxpayer to collect or to compromise a Federal claim 
against the taxpayer.

    Note: Disclosure of a mailing address from the IRS may be made 
only for the purpose of debt collection, including to a debt 
collection agency in order to facilitate the collection or 
compromise of a Federal claim under the Debt Collection Act of 1982, 
except that a mailing address to a consumer reporting agency is for 
the limited purpose of obtaining a commercial credit report on the 
particular taxpayer. Any such address information obtained from the 
IRS will not be used or shared for any other DoD purpose or 
disclosed to another Federal, state or local agency which seeks to 
locate the same individual for its own debt collection purpose.

    To any other Federal, state or local agency for the purpose of 
conducting an authorized computer matching program to identify and 
locate delinquent debtors for recoupment of debts owed a DoD 
nonappropriated fund instrumentality.
    Any information in this system concerning an individual may be 
disclosed to a creditor Federal agency requesting assistance for the 
purpose of initiating debt collection action by way of a salary or 
administrative offset or tax refund offset against the individual.
    The DoD `Blanket Routine Uses' set forth at the beginning of the 
DFAS compilation of system of records notices also apply to this 
system.

Disclosure to consumer reporting agencies:
    Disclosure 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 (15 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

[[Page 75249]]

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, 
disposing and reporting of records in the system:
Storage:
    Magnetic tapes and/or discs by account in numerical and 
alphabetical order; computer hard copy printouts filed in binders; 
copies of statements filed in folders.

Retrievability:
    By customer name and Social Security Number.

Safeguards:
    Records are maintained in lock-type cabinets within storage areas 
accessible only to authorized personnel. Personnel having access are 
limited to those having an official need-to-know who have been trained 
in handling personal information subject to the Privacy Act.

Retention and disposal:
    Disposition pending (until NARA has approved the retention and 
disposal schedule, treat records as permanent).

System manager(s) and address:
    Director for Support Activity, Defense Finance and Accounting 
Service--Indianapolis Center, ATTN: DFAS-IN/AQ, COL #337R, 8899 East 
56th Street, Indianapolis, IN 46249-2130.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
written inquiries to the custodian of nonappropriated funds activities 
at the installation where record is believed to exist. Official mailing 
addresses are available from the System manager.
    Individual should furnish their full name, Social Security Number, 
and account number.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system of records should address written inquiries to the 
custodian of nonappropriated funds activities at the installation where 
record is believed to exist. Official mailing addresses are available 
from the System manager.
    Individual should furnish their full name, Social Security Number, 
and account 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:
    From daily transaction registers/journals received from billeting 
officer, signal officer, and/or club officers; from the Department of 
the Treasury and the Defense Manpower Data Center.

Exemptions claimed for the system:
    None.
[FR Doc. 00-30476 Filed 11-30-00; 8:45 am]
BILLING CODE 5001-10-P