[Federal Register Volume 66, Number 163 (Wednesday, August 22, 2001)]
[Notices]
[Pages 44204-44213]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-21123]


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DEPARTMENT OF THE TREASURY

Financial Management Service


Privacy Act of 1974; System of Records

AGENCY: Financial Management Service, Treasury.

ACTION: Notice of systems of records.

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SUMMARY: In accordance with the requirements of the Privacy Act of 
1974, as amended, 5 U.S.C. 552a, Financial Management Service is 
publishing its inventory of Privacy Act systems of records.

[[Page 44205]]


SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act of 1974 (5 
U.S.C. 552a) and the Office of Management and Budget (OMB) Circular No. 
A-130, Financial Management Service (FMS) has completed a review of its 
Privacy Act systems of records notices to identify minor changes to 
those notices. This publication incorporates the amendments to FMS 
.014-Debt Collection Operations, published on Sept. 19, 2000 at 65 FR 
56612.
    The following system of records has been removed from FMS' 
inventory of Privacy Act systems: FMS .008-Personnel Security Records 
(December 14, 2000, at 65 FR 78261).
    The systems notices are reprinted in their entirety following the 
Table of Contents.

Systems Covered by This Notice

    This notice covers all systems of records adopted by FMS up to July 
2, 2001.

    Dated: August 7, 2001.
W. Earl Wright, Jr.,
Chief Management and Administrative Programs Officer.

Financial Management Service (FMS)

Table of Contents

FMS .001--Administrative Records.
FMS .002--Payment Issue Records for Regular Recurring Benefit 
Payments.
FMS .003--Claims and Inquiry Records on Treasury Checks, and 
International Claimants.
FMS .005--FMS Personnel Records.
FMS .007--Payroll and Pay Administration.
FMS .010--Records of Accountable Officers' Authority With Treasury.
FMS .012--Pre-complaint Counseling and Complaint Activities.
FMS .013--Gifts to the United States.
FMS .014--Debt Collection Operations System.
FMS .016--Payment Records for Other Than Regular Recurring Benefit 
Payments.
Treasury/FMS .001

System name:
    Administrative Records--Treasury/Financial Management Service.

System location:
    Financial Management Service, U.S. Department of the Treasury, 
Prince George Metro Center II, 3700 East-West Highway, Room 144, 
Hyattsville, MD 20782. Also, please see Appendix I.

Categories of individuals covered by the system:
    Financial Management Service personnel.

Categories of records in the system:
    (1) Motor Vehicle Accident Reports. (2) Parking Permits. (3) 
Distribution list of individuals requesting various Treasury 
publications. (4) Treasury Credentials.

Authority for maintenance of the system:
    5 U.S.C. 301.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    These records may be used to:
    (1) Disclose to GSA for drivers permits, parking permits, accident 
reports, and credentials;
    (2) Disclose to GPO for servicing public on Treasury publications.

Policies and practices for storing, retrieving, accessing, retaining, 
disposing of records in the system:
Storage:
    Hard copy and microcomputer.

Retrievability:
    By name and by Treasury publication.

Safeguards: Locked containers.
    Administrative Procedure--names are not given to anyone except 
those who control the listing.

Retention and disposal:
    (1) Distribution List--destroy one year after declared obsolete.
    (2) Motor Vehicle Accident Reports--six years after closure of the 
case.
    (3) Parking permits and Treasury Credentials--destroy 3 months 
after return to issuing officer.

System manager(s) and address:
    Director, Facilities Management Division, Financial Management 
Service, U.S. Department of the Treasury, Prince George Metro Center 
II, 3700 East-West Highway, Room 144, Hyattsville, MD 20782.

Notification procedure:
    Inquiries under the Privacy Act of 1974 shall be sent to the 
Disclosure Officer, Financial Management Service, U.S. Department of 
the Treasury, Liberty Center Building, 401 14th St., SW., Washington, 
DC 20227. All individuals making inquiries should provide with their 
request as much descriptive matter as is possible to identify the 
particular record desired. The system manager will advise as to whether 
the Service maintains the record requested by the individual.

Record access procedures:
    Individuals requesting information under the Privacy Act of 1974 
concerning procedures for gaining access or contesting records should 
write to the Disclosure Officer at the address shown above. All 
individuals are urged to examine the rules of the U.S. Department of 
the Treasury published in 31 CFR part 1, subpart C concerning 
requirements of this Department with respect to the Privacy Act of 
1974.

Contesting record procedures:
    See ``Record access procedures'' above.

Record source categories:
    Financial Management Service personnel.

Exemptions claimed for the system:
    None.
Appendix I to FMS .001

Motor Vehicle Accident Reports:
    Prince George Metro Center II, 3700 East-West Highway, Room 127, 
Hyattsville, MD 20782.
    Parking Permits:
    1. Prince George Metro Center II, 3700 East-West Highway, Room 127, 
Hyattsville, MD 20782.
    2. Liberty Center Building, 401 14th Street, SW., Room 118, 
Washington, DC 20227.
    Distribution List: Prince George Metro Center II, 3700 East-West 
Highway, Hyattsville, MD 20782.
    Treasury Credentials: Prince George Metro Center II, 3700 East-West 
Highway, Room 158-B, Hyattsville, MD 20782.
Treasury/FMS .002

System name:
    Payment Issue Records for Regular Recurring Benefit Payments--
Treasury/Financial Management Service.

System location:
    The Financial Management Service, U.S. Department of the Treasury, 
Washington, DC 20227. Records maintained at Financial Centers in six 
regions: Austin, TX; Birmingham, AL; Chicago, IL; Kansas City, MO; 
Philadelphia, PA; and San Francisco, CA.

Categories of individuals covered by the system:
    (1) Beneficiaries of Title II of the Social Security Act.
    (2) Beneficiaries of Title XVI of the Social Security Act.
    (3) Beneficiaries of the Civil Service Retirement System.
    (4) Beneficiaries of the Railroad Retirement System.
    (5) Beneficiaries of the Department of Veterans Affairs.
    (6) Holders of Series H and HH Bonds (interest payment).

[[Page 44206]]

Categories of records in the system:
    Payment issue records for regular recurring benefit payments 
showing name, check number and symbol, or other identification, 
address, account number, payment amount, and date of issuance for each 
of the categories of individuals listed above.

Authority for maintenance of the system:
    5 U.S.C. 301; Executive Order 6166, dated June 10, 1933.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    These records may be used to:
    (1) Disclose to banking industry for payment verification;
    (2) Disclose to Federal investigative agencies, Departments and 
agencies for whom payments are made, and payees;
    (3) Disclose pertinent information to appropriate Federal, State, 
local or foreign agencies responsible for investigating or prosecuting 
the violations of, or for enforcing or implementing, a statute, rule, 
regulation, order, or license, where the disclosing agency becomes 
aware of an indication of a violation or potential violation of civil 
or criminal law or regulation;
    (4) Disclose information to a Federal, State, or local agency, 
maintaining civil, criminal or other relevant enforcement information 
or other pertinent information, which has requested information 
relevant to or necessary to the requesting agency's or the bureau's 
hiring or retention of an individual, or issuance of a security 
clearance, license, contract, grant, or other benefit;
    (5) Disclose information to a court, magistrate, or administrative 
tribunal in the course of presenting evidence, including disclosures to 
opposing counsel or witnesses in the course of civil discovery, 
litigation, or settlement negotiations, in response to a subpoena, or 
in connection with criminal law proceedings;
    (6) Disclose information to foreign governments in accordance with 
formal or informal international agreements;
    (7) Provide information to a congressional office in response to an 
inquiry made at the request of the individual to whom the record 
pertains;
    (8) Provide information to the news media in accordance with 
guidelines contained in 28 CFR 50.2 which relate to an agency's 
functions relating to civil and criminal proceedings;
    (9) Provide information to unions recognized as exclusive 
bargaining representatives under the Civil Service Reform Act of 1978, 
5 U.S.C. 7111 and 7114;
    (10) Provide information to third parties during the course of an 
investigation to the extent necessary to obtain information pertinent 
to the investigation;
    (11) Disclose information concerning delinquent debtors to Federal 
creditor agencies, their employees, or their agents for the purpose of 
facilitating or conducting Federal administrative offset, Federal tax 
refund offset, Federal salary offset, or for any other authorized debt 
collection purpose;
    (12) Disclose information to any State, Territory or Commonwealth 
of the United States, or the District of Columbia to assist in the 
collection of State, Commonwealth, Territory or District of Columbia 
claims pursuant to a reciprocal agreement between FMS and the State, 
Commonwealth, Territory or the District of Columbia; and
    (13) Disclose to the Defense Manpower Data Center and the United 
States Postal Service and other Federal agencies through authorized 
computer matching programs for the purpose of identifying and locating 
individuals who are delinquent in their repayment of debts owed to the 
Department or other Federal agencies in order to collect those debts 
through salary offset and administrative offset, or by the use of other 
debt collection tools.

Policies and practices for storing, retrieving, accessing, retaining, 
disposing of records in the system:
Storage:
    Microfilm-magnetic tape for categories of individuals 1 through 6.

Retrievability:
    By account number.

Safeguards:
    Computer password system, card-key entry system, limited to 
authorized personnel.

Retention and disposal:
    Indefinitely.

System manager(s) and address:
    Chief, Disbursing Officer, Financial Management Service, 401 14th 
Street, SW, Washington, DC 20227.

Notification procedure:
    Inquiries under the Privacy Act of 1974 shall be addressed to the 
Disclosure Officer, Financial Management Service, 401 14th Street, SW, 
Washington, DC 20227. All individuals making inquiries should provide 
with their request as much descriptive matter as is possible to 
identify the particular record desired. The system manager will advise 
as to whether the Service maintains the record requested by the 
individual.

Record access procedures:
    Individuals requesting information under the Privacy Act of 1974 
concerning procedures for gaining access or contesting records should 
write to the Disclosure Officer at the address shown above. All 
individuals are urged to examine the rules of the U.S. Department of 
the Treasury published in 31 CFR, part 1, subpart C concerning 
requirements of this Department with respect to the Privacy Act of 
1974.

Contesting record procedures:
    See ``Record access procedures'' above.

Record source categories:
    Voucher certifications by Departments and agencies for whom 
payments are made.

Exemptions claimed for the system:
    None.
Treasury/FMS .003

System name:
    Claims and Inquiry Records on Treasury Checks, and International 
Claimants--Treasury/Financial Management Service.

System location:
    Financial Management Service, U.S. Department of the Treasury, 
Prince George Metro Center II, 3700 East-West Highway, Room 727D, 
Hyattsville, MD 20782.

Categories of individuals covered by the system:
    (1) Payees and holders of Treasury checks, (2) Claimants awarded 
benefits under the War Claims Act and the International Claims 
Settlement Act of 1949.

Categories of records in the system:
    (1) Treasury check claim file: Treasury check, claim of payee with 
name and address, settlement action taken.
    (2) Awards for claims for losses sustained by individuals.

Authority for maintenance of the system:
    5 U.S.C. 301; (1) For Treasury check claims--31 U.S.C. 71 with 
delegation of authority from Comptroller General of the United States; 
(2) International claims--50 U.S.C. 2012; 22 U.S.C. 1627, 1641, 1642.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses.
    (1) Information is routinely disclosed to endorsers concerning 
checks for

[[Page 44207]]

which there is liability, Federal agencies, State and local law 
enforcement agencies, General Accounting Office, Congressional offices 
and media assistance offices on behalf of payee claimants.
    (2) International Claims--Information in files is used by claimants 
(awardees) and their representatives, Foreign Claims Settlement 
Commission, and Congressmen. These records and information in the 
records may be used to:
    (1) Disclose pertinent information to appropriate Federal, State, 
local or foreign agencies responsible for investigating or prosecuting 
the violations of, or for enforcing or implementing, a statute, rule, 
regulation, order, or license, where the disclosing agency becomes 
aware of an indication of a violation or potential violation of civil 
or criminal law or regulation;
    (2) Disclose information to a Federal, State, or local agency, 
maintaining civil, criminal or other relevant enforcement information 
or other pertinent information, which has requested information 
relevant to or necessary to the requesting agency's or the bureau's 
hiring or retention of an individual, or issuance of a security 
clearance, license, contract, grant, or other benefit;
    (3) Disclose information to a court, magistrate, or administrative 
tribunal in the course of presenting evidence, including disclosures to 
opposing counsel or witnesses in the course of civil discovery, 
litigation, or settlement negotiations, in response to a subpoena, or 
in connection with criminal law proceedings;
    (4) Disclose information to foreign governments in accordance with 
formal or informal international agreements;
    (5) Provide information to a congressional office in response to an 
inquiry made at the request of the individual to whom the record 
pertains;
    (6) Provide information to the news media in accordance with 
guidelines contained in 28 CFR 50.2 which relate to an agency's 
functions relating to civil and criminal proceedings;
    (7) To provide information to unions recognized as exclusive 
bargaining representatives under the Civil Service Reform Act of 1978, 
5 U.S.C. 7111 and 7114, and
    (8) Provide information to third parties during the course of an 
investigation to the extent necessary to obtain information pertinent 
to the investigation.

Policies and practices for storing, retrieving, accessing, retaining, 
disposing of records in the system:
Storage:
    (1) Claim file folders, card/paper checks, microfilm, and magnetic 
media.
    (2) Correspondence files.
    (3) Claim file folders.

Retrievability:
    (1) Name of payee and check number and symbol.
    (2) Alpha cross-reference to case number.
    (3) Name of claimant or alpha reference to claim number.

Safeguards:
    (1) Secured building,
    (2) Secured files in secured building.

Retention and disposal:
    (1) Claim files and checks, six years seven months; Microfilm, 
indefinitely.
    (2) Correspondence files--seven years.
    (3) Claim file folders--indefinitely.

System manager(s) and address:
    Category 1: Director, Financial Processing Division, Prince George 
Metro Center II, 3700 East-West Highway, Room 727D, Hyattsville, MD 
20782. Category 2: Director, Funds Management Division, Prince George 
Metro Center II, 3700 East-West Highway, Room 620D, Hyattsville, MD 
20782.

Notification procedure:
    Inquiries under the Privacy Act of 1974 shall be addressed to the 
Disclosure Officer, Financial Management Service, 401 14th St., SW., 
Washington, DC 20227. All individuals making inquiries should provide 
with their request as much descriptive matter as is possible to 
identify the particular record desired. The system managers will advise 
as to whether the Service maintains the record requested by the 
individual.

Record access procedures:
    Individuals requesting information under the Privacy Act of 1974 
concerning procedures for gaining access or contesting records should 
write to: Disclosure Officer, Financial Management Service, U.S. 
Department of the Treasury, 401 14th Street, SW., Washington, DC 20227. 
All individuals are urged to examine the rules of the U.S. Department 
of the Treasury published in 31 CFR part 1, subpart C concerning 
requirements of this Department with respect to the Privacy Act of 
1974.

Contesting record procedures:
    See ``Record access procedures'' above.

Record source categories:
    (1) Individual payees of Treasury checks, endorsers of Treasury 
checks, investigative agencies, contesting claimants.
    (2) Awards certified to Treasury for payment by Foreign Claims 
Settlement Commission.

Exemptions claimed for the system:
    None.
Treasury/FMS .005

System name:
    FMS Personnel Records--Treasury/Financial Management Service.

System location:
    Financial Management Service, U.S. Department of the Treasury, 401 
14th ST., SW, Washington, DC 20227; Financial Management Service, U.S. 
Department of the Treasury, Prince George Metro Center II, 3700 East-
West Highway, Hyattsville, MD 20782.

Categories of individuals covered by the system:
    All Employees of Service (separated employees--in certain cases) 
and applicants.

Categories of records in the system:
    (1) Locator Cards.
    (2) Incentive Awards Record.
    (3) Official Personnel Folder.
    (4) Personnel Roster.
    (5) Logs of SF-52's,
    (6) Correspondence File.
    (7) Position Listings.
    (8) Position Descriptions with Evaluation Statements.
    (9) Personnel Management Evaluation Survey Reports.
    (10) Request for Certification File.
    (11) Merit Promotion File.
    (12) Exit Interview File.
    (13) Performance File.
    (14) Statistical Reports--retrievable by names: (a) Personnel 
Status Report, (b) Ad Hoc Retiree Report, (c) Monthly EEO report, (d) 
Direct Hire Authority Report, (e) Registers Worked File, (f) Statements 
of Employment and Financial Interest, and (g) Other similar files or 
registers.
    (15) Training Course Nominations.
    (16) Evaluation of Training Program.
    (17) Tuition Assistance Files.
    (18) Senior Executive Service Development File.
    (19) Management Development File.

Authority for maintenance of the system:
    Executive Order 10561, dated September 13, 1954, Federal Personnel 
Manual, and Title 5 of U.S.C. Code.

[[Page 44208]]

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    These records may be used to:
    (1) Disclose pertinent information to appropriate Federal, State, 
local or foreign agencies responsible for investigating or prosecuting 
the violations of, or for enforcing or implementing, a statute, rule, 
regulation, order, or license, where the disclosing agency becomes 
aware of an indication of a violation or potential violation of civil 
or criminal law or regulation;
    (2) Disclose information to a Federal, State, or local agency, 
maintaining civil, criminal or other relevant enforcement information 
or other pertinent information, which has requested information 
relevant to or necessary to the requesting agency's or the bureau's 
hiring or retention of an individual, or issuance of a security 
clearance, license, contract, grant, or other benefit;
    (3) Disclose information to a court, magistrate, or administrative 
tribunal in the course of presenting evidence, including disclosures to 
opposing counsel or witnesses in the course of civil discovery, 
litigation, or settlement negotiations, in response to a subpoena, or 
in connection with criminal law proceedings;
    (4) Disclose information to foreign governments in accordance with 
formal or informal international agreements;
    (5) Provide information to a congressional office in response to an 
inquiry made at the request of the individual to whom the record 
pertains;
    (6) Provide information to the news media in accordance with 
guidelines contained in 28 CFR 50.2 which relate to an agency's 
functions relating to civil and criminal proceedings;
    (7) To provide information to unions recognized as exclusive 
bargaining representatives under the Civil Service Reform Act of 1978, 
5 U.S.C. 7111 and 7114, and
    (8) Provide information to third parties during the course of an 
investigation to the extent necessary to obtain information pertinent 
to the investigation.

Policies and practices for storing, retrieving, accessing, retaining, 
disposing of records in the system:
Storage:
    Hard copy and magnetic storage.

Retrievability:
    Alphabetically by name; also in some instances by organization, 
then Social Security number.

Safeguards:
    Secured building, secured room, and locked cabinets. Non-FMS access 
is limited to investigators from OPM, etc., members of Fair Employment 
staff and Union officials.

Retention and disposal:
    Records are maintained and disposed of in accordance with General 
Records Schedules issued by the National Archives and Records 
Administration.

System manager(s) and address:
    Director, Personnel Management Division, Financial Management 
Service, U.S. Department of the Treasury, Prince George Metro Center 
II, 3700 East-West Highway, Room 115-F, Hyattsville, MD 20782.

Notification procedure:
    Inquiries under the Privacy Act of 1974 shall be addressed to the 
Disclosure Officer, Financial Management Service, 401 14th St., SW, 
Washington, DC 20227. All individuals making inquiries should provide 
with their request as much descriptive matter as is possible to 
identify the particular record desired. The system manager will advise 
as to whether the Service maintains the record requested by the 
individual.

Record access procedures:
    Individuals requesting information under the Privacy Act of 1974 
concerning procedures for gaining access or contesting records should 
write to the Disclosure Officer at the address shown above. All 
individuals are urged to examine the rules of the U.S. Department of 
the Treasury published in 31 CFR part 1, subpart C concerning 
requirements of this Department with respect to the Privacy Act of 
1974.

Contesting record procedures:
    See ``Record access procedures'' above.

Record source categories:
    Applicant Personnel Action Forms (SF-50), SF-171 (completed by 
applicant), Payroll Actions References, Educational Institutions, etc.

Exemptions claimed for the system:
    None.
Treasury/FMS .007

System name:
    Payroll and Pay Administration--Treasury/Financial Management 
Service.

System location:
    Financial Management Service, U.S. Department of the Treasury, 
Prince George Metro Center II, 3700 East-West Highway, Room 133 and 
101A, Hyattsville, MD 20782; and Room 120, Liberty Center Building, 
Washington, DC 20227.

Categories of individuals covered by the system:
    All employees of the Service and separated employees.

Categories of records in the system:
    (1) Official Payroll Folder (a) Levy and Garnishment Records. (b) 
SF-1192-Savings Bond Authorization. (c) SF-1199A-Allotment of Pay to 
Saving Account. (d) Copies of SF-50-Notification of Personnel Action. 
(e) Withholding Tax Exemptions. (f) Copy of Health Benefit Designation. 
(g) Copy of Life Insurance Forms. (h) Payroll Change Slips. (I) 
Combined Federal Campaign Designations. (j) Copy of SF-1150. (2) Time 
and Attendance Reports (a) SF-71 Request for Leave. (b) Court Leave 
Documents. (c) Request for Advancement of Leave. (3) Payroll 
Comprehensive Listing (a) Current Payment Information. (b) Record of 
Leave Earned and Used. (c) All Deductions from Pay. (d) Personnel 
Information such as Grade, Step, Salary, Title, Date of Birth, Social 
Security Number, Veterans Preference, Tenure, etc. (4) Payroll Control 
Registers.

Authority for maintenance of the system:
    Title 5--Pay, Leave and Allowances.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Disclosure permitted to Federal Agencies and to State and Local 
Agencies for tax purposes.

Policies and practices for storing, retrieving, accessing, retaining, 
disposing of records in the system:
Storage:
    Hard copy, microfiche, and magnetic media.

Retrievability:
    By Social Security number.

Safeguards:
    Secured building, secured room and locked cabinets.

Retention and disposal:
    Records are stored, maintained and disposed of in accordance with 
General Records Schedules issued by the National Archives and Records 
Administration.

System manager(s) and address:
    Director, Personnel Management Division, Financial Management 
Service, Prince George Metro Center II,

[[Page 44209]]

3700 East-West Highway, Room 115-F, Hyattsville, MD 20782.

Notification procedure:
    Inquiries under the Privacy Act of 1974 shall be addressed to the 
Disclosure Officer, 401 14th St., SW., Washington, DC 20227. All 
individuals making inquiries should provide with their request as much 
descriptive matter as is possible to identify the particular record 
desired. The system manager will advise as to whether the Service 
maintains the record requested by the individual.

Record access procedures:
    Individuals requesting information under the Privacy Act of 1974 
concerning procedures for gaining access or contesting records should 
write to the Disclosure Officer at the address shown above. All 
individuals are urged to examine the rules of the U.S. Department of 
the Treasury published in 31 CFR part 1, subpart C concerning 
requirements of this Department with respect to the Privacy Act of 
1974.

Contesting record procedures:
    See ``Record access procedures'' above.

Record source categories:
    From individual Service employees.

Exemptions claimed for the system:
    None.
Treasury/FMS .010

System name:
    Records of Accountable Officers' Authority with Treasury--Treasury/
Financial Management Service.

System location:
    Financial Management Service, U.S. Department of the Treasury, 
Liberty Center Building, 401 14th Street, SW., Washington, DC 20227.

Categories of individuals covered by the system:
    (1) Regional Directors.
    (2) Certifying Officers.
    (3) Designated Agents.

Categories of records in the system:
    Records are maintained on the above listed accountable officers 
showing the designation or removal of the officer to act in the 
specified capacity pursuant to a proper authorization.

Authority for maintenance of the system:
    5 U.S.C. 301; Executive Order 6166, dated June 10, 1933.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    These records may be used to:
    (1) Disclose to Banking institutions, Federal Reserve Banks, and 
Government agencies for verification of information on authority of 
accountable officers to determine propriety of actions taken by such 
individuals;
    (2) Disclose pertinent information to appropriate Federal, State, 
local or foreign agencies responsible for investigating or prosecuting 
the violations of, or for enforcing or implementing, a statute, rule, 
regulation, order, or license, where the disclosing agency becomes 
aware of an indication of a violation or potential violation of civil 
or criminal law or regulation;
    (3) Disclose information to a Federal, State, or local agency, 
maintaining civil, criminal or other relevant enforcement information 
or other pertinent information, which has requested information 
relevant to or necessary to the requesting agency's or the bureau's 
hiring or retention of an individual, or issuance of a security 
clearance, license, contract, grant, or other benefit;
    (4) Disclose information to a court, magistrate, or administrative 
tribunal in the course of presenting evidence, including disclosures to 
opposing counsel or witnesses in the course of civil discovery, 
litigation, or settlement negotiations, in response to a subpoena, or 
in connection with criminal law proceedings;
    (5) Disclose information to foreign governments in accordance with 
formal or informal international agreements;
    (6) Provide information to a congressional office in response to an 
inquiry made at the request of the individual to whom the record 
pertains;
    (7) Provide information to the news media in accordance with 
guidelines contained in 28 CFR 50.2 which relate to an agency's 
functions relating to civil and criminal proceedings;
    (8) Provide information to unions recognized as exclusive 
bargaining representatives under the Civil Service Reform Act of 1978, 
5 U.S.C. 7111 and 7114; and
    (9) Provide information to third parties during the course of an 
investigation to the extent necessary to obtain information pertinent 
to the investigation.

Policies and practices for storing, retrieving, accessing, retaining, 
disposing of records in the system:
Storage:
    Card files; paper files.

Retrievability:
    By name.

Safeguards:
    Regional Directors' files are locked.

Retention and disposal:
    Hard-copy records are maintained and disposed of in accordance with 
General Records Schedules issued by the National Archives and Records 
Administration.

System manager(s) and address:
    Chief, Disbursing Officer, Financial Management Service, U.S. 
Department of the Treasury, 401 14th Street, SW., Room 343, Washington, 
DC 20227.
    Director, Austin Regional Financial Center, Financial Management 
Service, Department of the Treasury, 1619 E. Woodward Street, Austin, 
TX 78741.
    Director, Birmingham Regional Financial Center, Financial 
Management Service, Department of the Treasury, 190 Vulcan Road, 
Birmingham, AL 35109.
    Director, Chicago Regional Financial Center, Financial Management 
Service, Federal Office Building, 536 S. Clark Street, Chicago, IL 
60605.
    Director, Kansas City Regional Financial Center, Financial 
Management Service, Department of the Treasury, 2100 W. 36th Avenue, 
Kansas City, KS 66103.
    Director, Philadelphia Regional Financial Center, Financial 
Management Service, 1300 Townsend Road, Philadelphia, PA 19154.
    Director, San Francisco Regional Financial Center, 390 Main Street, 
San Francisco, CA 94104.

Notification procedure:
    Inquiries under the Privacy Act of 1974 shall be addressed to the 
Disclosure Officer, Financial Management Service, 401 14th St., SW., 
Washington, DC 20227. All individuals making inquiries should provide 
with their request as much descriptive matter as is possible to 
identify the particular record desired. The system managers will advise 
as to whether the Service maintains the record requested by the 
individual.

Record access procedures:
    Individuals requesting information under the Privacy Act of 1974 
concerning procedures for gaining access or contesting records should 
write to the Disclosure Officer. All individuals are urged to examine 
the rules of the U.S. Department of the Treasury published in 31 CFR 
part 1, subpart C concerning requirements of this Department with 
respect to the Privacy Act of 1974.

[[Page 44210]]

Contesting record procedures:
    See ``Record access procedures'' above.

Record source categories:
    Government Departments and Agencies requiring services of Treasury 
Department for issuance and payment of Treasury checks.

Exemptions claimed for the system:
    None.
Treasury/FMS .012

System name:
    Pre-complaint Counseling and Complaint Activities--Treasury/
Financial Management Service.

System location:
    Financial Management Service, U.S. Treasury Department, Prince 
George Metro Center II, 3700 East-West Highway, Room 132, Hyattsville, 
MD 20782.

Categories of individuals covered by the system:
    Employees seeking services of EEO Counselors.

Categories of records in the system:
    Monthly pre-complaint activity reports from seven Financial Centers 
and Headquarters.

Authority for maintenance of the system:
    5 U.S.C. 7154; 42 U.S.C. 200e-16; Executive Order 11478; and 5 CFR 
part 713.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Used to keep records on EEO Counseling activities for annual 
submission to Treasury.

Policies and practices for storing, retrieving, accessing, retaining, 
disposing of records in the system:
Storage:
    File cabinet.

Retrievability:
    Filed by station and date of receipt.

Safeguards:
    Staff supervision is maintained during the day. Records are kept 
locked in the files.

Retention and disposal:
    Reports destroyed at the end of four years.

System manager(s) and address:
    EEO Officer, Financial Management Service, Prince George Metro 
Center II, 3700 East-West Highway, Room 132, Hyattsville, MD 20782.

Notification procedure:
    Inquiries under the Privacy Act of 1974 shall be addressed to the 
Disclosure Officer, 401 14th Street, SW., Washington, DC 20227. All 
individuals making inquiries should provide with their request as much 
descriptive matter as is possible to identify the particular record 
desired. The system manager will advise as to whether the Service 
maintains the record requested by the individual.

Record access procedures:
    Individuals requesting information under the Privacy Act of 1974 
concerning procedures for gaining access or contesting records should 
write to the Disclosure Officer. All individuals are urged to examine 
the rules of the U.S. Department of the Treasury published in 31 CFR 
part 1, subpart C concerning requirements of this Department with 
respect to the Privacy Act of 1974.

Contesting record procedures:
    See ``Record access procedures'' above.

Record source categories:
    Monthly submissions by Financial Centers and Headquarters.

Exemptions claimed for the system:
    None.
Treasury/FMS .013

System name:
    Gifts to the United States-Treasury/Financial Management Service.

System location:
    Financial Management Service, U.S. Department of the Treasury, 
Prince George Metro Center II, 3700 East-West Highway, Hyattsville, MD 
20782.

Categories of individuals covered by the system:
    Donors of intervivos and testamentary gifts to the United States.

Categories of records in the system:
    Correspondence, copies of wills and court proceedings, and other 
material related to gifts to the United States.

Authority for maintenance of the system:
    31 U.S.C. 3113.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Disclosures are not made outside of the Department.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Filing cabinets.

Retrievability:
    Name of donor.

Safeguards:
    Access is limited to persons on official business.

Retention and disposal:
    Records are maintained for 10 years.

System manager(s) and address:
    Financial Information Management, Directorate, Financial Management 
Service, Prince George Metro Center II, 3700 East-West Highway, 
Hyattsville, MD 20782.

Notification procedure:
    Individuals wishing to be notified if they are named in this system 
of records, or gain access to records maintained in this system must 
submit a written request containing the following elements:
    (1) Identify the record system;
    (2) Identify the category and type of records sought; and
    (3) Provide at least two items of secondary identification (date of 
birth, employee identification number, dates of employment or similar 
information). Address inquiries to Disclosure Officer (See ``Record 
access procedures'' below).

Record access procedures:
    Disclosure Officer, Financial Management Service, U.S. Department 
of the Treasury, Liberty Center Building, 401 14th Street, SW., 
Washington, DC 20227.

Contesting record procedures:
    See ``Record access procedures'' above.

Record source categories:
    Individuals, executors, administrators and other involved persons.

Exemptions claimed for the system:
    None.
Treasury/FMS .014

System name:
    Debt Collection Operations System--Treasury/Financial Management 
Service.

System location:
    Records are located in the offices of and with the Debt Management 
Services staff of the Financial Management Service, U.S. Department of 
the Treasury at the following locations: Liberty Center Building 
(Headquarters), 401 14th Street, SW., Washington, DC 20227; Prince 
George's Plaza, 3700 East-West Highway, Hyattsville, MD, 20782; and the 
Birmingham Debt

[[Page 44211]]

Management Operations Center, 190 Vulcan Road, Homewood, Alabama, 
35209.

Categories of individuals covered by the system:
    Individuals who owe debts to: (a) The United States, through one or 
more of its departments and agencies; and/or (b) States, territories 
and commonwealths of the United States, and the District of Columbia 
(hereinafter collectively referred to as ``states'').

Categories of records in the system:
    Debt records containing information about the debtor(s), the type 
of debt, the governmental entity to which the debt is owed, and the 
debt collection tools utilized to collect the debt. The records may 
contain identifying information, such as name(s) and taxpayer 
identifying number (i.e., social security number or employer 
identification number); debtor contact information, such as work and 
home address, and work and home telephone numbers; and name of employer 
and employer address. Debts include unpaid taxes, loans, assessments, 
fines, fees, penalties, overpayments, advances, extensions of credit 
from sales of goods or services, and other amounts of money or property 
owed to, or collected by, the Federal Government or a state, including 
past due support which is being enforced by a state. The records also 
may contain information about: (a) The debt, such as the original 
amount of the debt, the debt account number, the date the debt 
originated, the amount of the delinquency or default, the date of 
delinquency or default, basis for the debt, amounts accrued for 
interest, penalties, and administrative costs, and payments on the 
account; (b) Actions taken to collect or resolve the debt, such as 
copies of demand letters or invoices, documents or information required 
for the referral of accounts to collection agencies or for litigation, 
and collectors' notes regarding telephone or other communications 
related to the collection or resolution of the debt; and (c) The 
referring or governmental agency that is collecting or owed the debt, 
such as name, telephone number, and address of the agency contact.

Authority for maintenance of the system:
    Federal Claims Collection Act of 1966 (Pub L. 89-508), as amended 
by the Debt Collection Act of 1982 (Pub L. 97-365, as amended); Deficit 
Reduction Act of 1984 (Pub L. 98-369, as amended); Debt Collection 
Improvement Act of 1996 (Pub. L. 104-134, sec. 31001); Taxpayer Relief 
Act of 1997 (Pub. L. 105-34); Internal Revenue Service Restructuring 
and Reform Act of 1998 (Pub. L. 105-206); 26 U.S.C. 6402; 26 U.S.C. 
6331; 31 U.S.C. Chapter 37 (Claims), Subchapter I (General) and 
Subchapter II (Claims of the U.S. Government).

Purpose(s):
    The purpose of this system is to maintain records about individuals 
who owe debt(s) to the United States, through one or more of its 
departments and agencies, and/or to states, including past due support 
enforced by states. The information contained in the records is 
maintained for the purpose of taking action to facilitate the 
collection and resolution of the debt(s) using various collection 
methods, including, but not limited to, requesting repayment of the 
debt by telephone or in writing, offset, levy, administrative wage 
garnishment, referral to collection agencies or for litigation, and 
other collection or resolution methods authorized or required by law. 
The information also is maintained for the purpose of providing 
collection information about the debt to the agency collecting the 
debt, to provide statistical information on debt collection operations, 
and for the purpose of testing and developing enhancements to the 
computer systems which contain the records.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    These records may be used to disclose information to:
    (1) Appropriate Federal, state, local or foreign agencies 
responsible for investigating or implementing, a statute, rule, 
regulation, order, or license;
    (2) A court, magistrate, or administrative tribunal in the course 
of presenting evidence, including disclosures to opposing counsel or 
witnesses in the course of civil discovery, litigation, or settlement 
negotiations, in response to a subpoena where relevant or potentially 
relevant to a proceeding, or in connection with criminal law 
proceedings;
    (3) A congressional office in response to an inquiry made at the 
request of the individual to whom the record pertains;
    (4) Any Federal agency, state or local agency, U.S. territory or 
commonwealth, or the District of Columbia, or their agents or 
contractors, including private collection agencies (consumer and 
commercial):
    a. To facilitate the collection of debts through the use of any 
combination of various debt collection methods required or authorized 
by law, including, but not limited to;
    (i) Request for repayment by telephone or in writing;
    (ii) Negotiation of voluntary repayment or compromise agreements;
    (iii) Offset of Federal payments, which may include the disclosure 
of information contained in the records for the purpose of providing 
the debtor with appropriate pre-offset notice and to otherwise comply 
with offset prerequisites, to facilitate voluntary repayment in lieu of 
offset, and to otherwise effectuate the offset process;
    (iv) Referral of debts to private collection agencies, to Treasury-
designated debt collection centers, or for litigation;
    (v) Administrative and court-ordered wage garnishment;
    (vi) Debt sales;
    (vii) Publication of names and identities of delinquent debtors in 
the media or other appropriate places; and
    (viii) Any other debt collection method authorized by law;
    b. To conduct computerized comparisons to locate Federal payments 
to be made to debtors;
    c. To conduct computerized comparisons to locate employers of, or 
obtain taxpayer identifying numbers or other information about, an 
individual for debt collection purposes;
    d. To collect a debt owed to the United States through the offset 
of payments made by states, territories, commonwealths, or the District 
of Columbia;
    e. To account or report on the status of debts for which such 
entity has a financial or other legitimate need for the information in 
the performance of official duties;
    f. For the purpose of denying Federal financial assistance in the 
form of a loan or loan guaranty to an individual who owes delinquent 
debt to the United States or who owes delinquent child support that has 
been referred to FMS for collection by administrative offset;
    g. To develop, enhance and/or test database, matching, 
communications, or other computerized systems which facilitate debt 
collection processes; or
    h. For any other appropriate debt collection purpose.
    (5) The Department of Defense, the U.S. Postal Service, or other 
Federal agency for the purpose of conducting an authorized computer 
matching program in compliance with the Privacy Act of 1974, as 
amended, to identify and locate individuals receiving Federal payments 
including, but not limited to, salaries, wages, and benefits), which 
may include the disclosure of information contained in the records for 
the purpose of requesting voluntary repayment or implementing Federal 
employee salary offset or other offset procedures;

[[Page 44212]]

    (6) The Department of Justice for the purpose of litigation to 
enforce collection of a delinquent debt or to obtain the Department of 
Justice's concurrence in a decision to compromise, suspend, or 
terminate collection action on a debt;
    (7) Any individual or other entity who receives Federal payments as 
a joint payee with a debtor for the purpose of providing notice of, and 
information about, offsets from such Federal payments; and
    (8) Any individual or entity:
    a. To facilitate the collection of debts through the use of any 
combination of various debt collection methods required or authorized 
by law, including, but not limited to:
    (i) Administrative and court-ordered wage garnishment;
    (ii) Report information to commercial credit bureaus;
    (iii) Conduct asset searches;
    (iv) Publish names and identities of delinquent debtors in the 
media or other appropriate places; or
    (v) Debt sales;
    b. For the purpose of denying Federal financial assistance in the 
form of a loan or loan guaranty to an individual who owes delinquent 
debt to the United States or who owes delinquent child support that has 
been referred to FMS for collection by administrative offset; or
    c. For any other appropriate debt collection purpose.

Disclosure to consumer reporting agencies:
    Debt information concerning a government claim against a debtor is 
also furnished, in accordance with 5 U.S.C. 552a(b)(12) and 31 U.S.C. 
3711(e), to consumer reporting agencies, as defined by the Fair Credit 
Reporting Act, 5 U.S.C. 1681(f), to encourage repayment of an overdue 
debt.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records are maintained in computer processible storage media, such 
as computer hard drives, magnetic disc, tape; in file folders; and on 
paper lists and forms.

Retrievability:
    Records are retrieved by various combinations of name, taxpayer 
identifying number (i.e., social security number or employer 
identification number), or debt account number.

Safeguards:
    All officials access the system of records on a need-to-know basis 
only, as authorized by the system manager. Procedural and physical 
safeguards are utilized, such as accountability, receipt records, and 
specialized communications security. Access to computerized records is 
limited, through use of access codes, entry logs, and other internal 
mechanisms, to those whose official duties require access. Hard-copy 
records are held in steel cabinets, with access limited by visual 
controls and/or lock system. During normal working hours, files are 
attended by responsible officials; files are locked up during non-
working hours. The building is patrolled by uniformed security guards.

Retention and disposal:
    Hard-copy records and electronic records shall be retained and 
disposed of in accordance with National Archives and Records 
Administration regulations (36 CFR Subchapter B--Records Retention); 
Treasury directives and FMS comprehensive records schedules.

System manager(s) and address:
    System Manager, Debt Management Services, Financial Management 
Service, 401 14th Street, SW., Washington, DC 20227.

Notification procedure:
    Inquiries under the Privacy Act of 1974, as amended, shall be 
addressed to the Disclosure Officer, Financial Management Service, 401 
14th Street, SW., Washington, DC 20227. All individuals making 
inquiries should provide with their request as much descriptive matter 
as is possible to identify the particular record desired. The system 
manager will advise as to whether FMS maintains the records requested 
by the individual.

Record access procedures:
    Individuals requesting information under the Privacy Act of 1974, 
as amended, concerning procedures for gaining access or contesting 
records should write to the Disclosure Officer. All individuals are 
urged to examine the rules of the U.S. Department of the Treasury 
published in 31 CFR part 1, subpart C, and appendix G, concerning 
requirements of this Department with respect to the Privacy Act of 
1974, as amended.

Contesting record procedures:
    See ``Record access procedures'' above.

Record source categories:
    Information in this system is provided by the individual on whom 
the record is maintained, Federal and state agencies to which the debt 
is owed, Federal employing agencies and other entities that employ the 
individual, Federal and state agencies issuing payments, collection 
agencies, locator and asset search companies, credit bureaus, Federal, 
state or local agencies furnishing identifying information and/or 
address of debtor information, or from public documents.

Exemptions claimed for the system:
    None.
Treasury/FMS .016

System name:
    Payment Records for Other Than Regular Recurring Benefit Payments--
Treasury/Financial Management Service.

System location:
    The Financial Management Service, U.S. Department of the Treasury, 
Washington, DC 20227. Records maintained at Financial Centers in six 
regions: Austin, TX; Birmingham, AL; Chicago, IL; Kansas City, MO; 
Philadelphia, PA; and San Francisco, CA.

Categories of individuals covered by the system:
    Persons who are the intended recipients or recipients of payments 
from the United States Government, and for whom vouchers have been 
certified for payment by departments or agencies and sent to FMS for 
disbursement.

Categories of records in the system:
    Payment records showing name, social security or employer 
identification number or other agency identification number, address, 
payment amount, date of issuance, check number and symbol or other 
payment identification number, routing number of the payee's financial 
institution and the payee's account number at the financial 
institution, vendor contract and/or purchase order, and the name and 
location number of the certifying department or agency.

Authority for maintenance of the system:
    5 U.S.C. 301; Executive Order 6166, dated June 10, 1933.

Purpose:
    To facilitate disbursement of Federal monies to individuals by 
check or electronically, authorized under various programs of the 
Federal Government.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    These records may be used to:
    (1) Disclose to the banking industry for payment verification;

[[Page 44213]]

    (2) Disclose to Federal agencies, departments and agencies for whom 
payments are made, and payees;
    (3) Disclose pertinent information to appropriate Federal, State, 
local or foreign agencies responsible for investigating or prosecuting 
violations of, or for enforcing or implementing, a statute, rule, 
regulation, order, or license, where the disclosing agency becomes 
aware of an indication of a violation or potential violation of civil 
or criminal law or regulation;
    (4) Disclose information to a Federal, State, or local agency, 
maintaining civil, criminal or other relevant enforcement information 
or other pertinent information, which has requested information 
relevant to or necessary to the requesting agency's or the bureau's 
hiring or retention of an individual, or issuance of a security 
clearance, license, contract, grant, or other benefit;
    (5) Disclose information to a court, magistrate, or administrative 
tribunal in the course of presenting evidence, including disclosures to 
opposing counsel or witnesses in the course of civil discovery, 
litigation, or settlement negotiations, in response to a subpoena, or 
in connection with criminal law proceedings;
    (6) Disclose information to foreign governments in accordance with 
formal or informal international agreements;
    (7) Provide information to a congressional office in response to an 
inquiry made at the request of the individual to whom the record 
pertains;
    (8) Provide information to the news media in accordance with 
guidelines contained in 28 CFR 50.2 which relate to an agency's 
functions relating to civil and criminal proceedings;
    (9) Provide information to unions recognized as exclusive 
bargaining representatives under the Civil Service Reform Act of 1978, 
5 U.S.C. 7111 and 7114;
    (10) Provide information to third parties during the course of an 
investigation to the extent necessary to obtain information pertinent 
to the investigation;
    (11) Disclose information concerning delinquent debtors to Federal 
creditor agencies, their employees, or their agents for the purpose of 
facilitating or conducting Federal administrative offset, Federal tax 
refund offset, Federal salary offset, or for any other authorized debt 
collection purpose;
    (12) Disclose information to any State, Territory or Commonwealth 
of the United States, or the District of Columbia to assist in the 
collection of State, Commonwealth, Territory or District of Columbia 
claims pursuant to a reciprocal agreement between FMS and the State, 
Territory, Commonwealth or the District of Columbia; and
    (13) Disclose to the Defense Manpower Data Center and the United 
States Postal Service and other Federal agencies through authorized 
computer matching programs for the purpose of identifying and locating 
individuals who are delinquent in their repayment of debts owed to the 
Department or other Federal agencies in order to collect those debts 
through salary offset and administrative offset, or by the use of other 
debt collection tools.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Storage is on magnetic media and hard copy.

Retrievability:
    Records are retrieved by name, employer identification number (EIN) 
and social security number.

Safeguards:
    These records are available only to those persons whose official 
duties require such access. Records are kept in limited access areas 
during duty hours and in locked cabinets at all other times. Records 
are password protected and are maintained in a building subject to 24-
hour security.

Retention and disposal:
    Records are retained for three years. Records are disposed of in 
accordance with Treasury Directive 25-02, Records Disposition 
Management Program.

System manager(s) and address:
    Chief Disbursing Officer, Financial Management Service, 401 14th 
Street, SW., Washington, DC 20227.

Notification procedure:
    Inquiries under the Privacy Act of 1974 shall be sent to the 
Disclosure Officer at 401 14th Street, SW., Washington, DC 20227. All 
individuals making inquiries should provide with their request as much 
descriptive matter as is possible to identify the particular record 
desired. The system manager will advise as to whether the Service 
maintains the record requested by the individual.

Record access procedures:
    Individuals requesting information under the Privacy Act of 1974 
concerning procedures for gaining access or contesting records should 
write to the Disclosure Officer at the address shown above. All 
individuals are urged to examine the rules of the U.S. Department of 
the Treasury published in 31 CFR part 1, subpart C concerning 
requirements of this department with respect to the Privacy Act of 
1974.

Contesting record procedures:
    See Record Access Procedures above.

Record source categories:
    Information is obtained from vouchers, payment tapes and electronic 
data transmissions via the Electronic Certification System by 
departments and agencies for whom payments are made.

Exemptions claimed for the system:
    None.
[FR Doc. 01-21123 Filed 8-21-01; 8:45 am]
BILLING CODE 4810-35-P