[Federal Register Volume 66, Number 243 (Tuesday, December 18, 2001)]
[Notices]
[Pages 65236-65237]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-30837]


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DEPARTMENT OF TRANSPORTATION

Office of the Secretary


Privacy Act of 1974: System of Records

AGENCY: Office of the Secretary, DOT.

ACTION: Notice to amend a system of records.

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SUMMARY: DOT intends to amend a system of record under the Privacy Act 
of 1974.

EFFECTIVE DATE: January 28, 2002.

FOR FURTHER INFORMATION CONTACT: Yvonne L. Coates, Department of 
Transportation, Office of the Secretary, 400 7th Street, SW., 
Washington, DC 20590, (202) 366-6964 (telephone), (202) 366-7024 (fax), 
[email protected] (Internet address).

SUPPLEMENTARY INFORMATION: The Department of Transportation system of 
records notice subject to the Privacy Act of 1974 (5 U.S.C. 552a), as 
amended, has been published in the Federal Register and is available 
from the above mentioned address.
DOT/ALL 7

System name:
    Departmental Accounting and Financial Information System (DAFIS) 
and Delphi Accounting System.

Security classification:
    Unclassified, sensitive.

System location:
    The system is located in Department of Transportation (DOT), DOT 
Accounting offices and selected application service provider program, 
policy, and budget offices. These offices are located within the Office 
of the Secretary, OST; the Research and Special Programs 
Administration, RSPA; the Federal Aviation Administration, FAA; the 
United States Coast Guard, USCG; the Federal Highway Administration, 
FHWA; the National Highway Traffic Safety, NHTSA; the Federal Transit 
Administration, FTA; the Maritime Administration, MARAD; the Federal 
Railroad Administration, FRA; the Federal Motor Carrier Safety

[[Page 65237]]

Administration, FMCSA; the Bureau of Transportation Statistics, BTS; 
Transportation Administrative Service Center, TASC, and the 
Transportation Security Administration, TSA. These offices exercise 
systems and operational control over applicable records within the 
system. The system software is centrally maintained by the FAA's Mike 
Monroney Aeronautical Center, Oklahoma City, Oklahoma. Some centralized 
reporting functions are performed at Oklahoma City.

Categories of individuals covered by the system of records:
    The systems cover: All employees of DOT, and only of DOT, which 
includes FAA, USCG, NHTSA, FHWA, OST, RSPA, FRA, FTA, MARAD, USCG, 
FMCSA, BTS, TASC, and TSA. Any other Federal agencies that use the 
system are responsible for Privacy Act compliance for their own 
employees.

Categories of records in the system:
    Categories include application service provider records and credit 
cards of government employees, and payment records for non-payroll 
related expenses, payment records for payroll made offline, collection 
records for payroll offsets, and labor cost records.

Authority for maintenance of the system:
    5 U.S.C 301; 49 U.S.C. 322; 31 U.S.C. 3512 (b).

Purpose(s):
    The purpose for collecting the data in the DAFIS and Delphi System 
of Records is to control and facilitate the accounting and reporting of 
financial transactions for DOT.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Accounting office personnel use these records to: Provide employees 
with off-line paychecks, travel advances, travel reimbursements, travel 
processing, and other official reimbursements; Facilitate the 
distribution of labor charges for costing purposes; Track outstanding 
travel advances, receivables, and other non-payroll amounts paid to 
employees, etc.; and, Clear advances that were made through the system 
in the form of off-line paychecks, payments for excess household goods 
made on behalf of the employee, garnishments, overdue travel advances, 
etc. See Prefatory Statement of General Routine Uses.

Disclosures to consumer reporting agencies:
    Disclosures 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. 168a(f)) or the Federal Claims 
Collection Act of 1982 (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 stored on magnetic tape, magnetic disk, microforms, and 
in file folders. Storage of file folders and microforms is at the 
geographic locations of the servicing accounting office. Magnetic tape 
and disk records are maintained at the central maintenance site in 
Oklahoma City.

Retrievability:
    Records are retrieved by employee name and social security number. 
Retrieval is accomplished by use of telecommunications.

Safeguards:
    Access to magnetic tape, disk records, and website records is 
limited to authorized agency personnel through password, encryption, 
firewalls, and secured operating system. Hard copy files are accessible 
to authorized personnel and are kept in locked file cabinets during 
non-duty hours.

Retention and Disposal:
    Original payment vouchers and supporting documentation are retained 
and disposed in compliance with the General Records Schedules, National 
Archives and Records Administration, Washington, DC 20408. The 
following schedules apply: General Records Schedule (GRS) 1, Civilian 
Personnel Records; GRS 2, Payrolling and Pay Administration Records; 
GRS 3, Procurement, Supply and Grant Records; GRS 4, Property Disposal 
Records; GRS 5, Budget Preparation, Presentation, and Appointment 
Records; GRS 6, Accountable Officers' Accounts Records; GRS 7, 
Expenditure Accounting Records; GRS 8, Stores, Plant and Cost 
Accounting Records; and, GRS 9, Travel and Transportation Records.

System Manager(s) and Address:
    Director, Office of Financial Management (B-30), Office of the 
Secretary, Office of Financial Management, 400 Seventh Street SW., 
Washington, DC 20590.

Notification Procedure:
    Inquiries should be directed to the managers of the accounting 
office supporting the employee's agency. Agency officials will contact 
the System Manager listed above if any centralized support is required 
for responses.

Record Access Procedures:
    Same as ``Notification procedure.''

Contesting record procedures:
    Same as ``Notification procedure.''

Record Source Categories:
    Information is provided by the employee directly or through the DOT 
Consolidated Uniform Payroll System.

Exemption Claimed for the System:
    None.

OMB Control Number:
    Not applicable

    Dated: December 7, 2001.
Yvonne L. Coates,
Privacy Act Coordinator.
[FR Doc. 01-30837 Filed 12-17-01; 8:45 am]
BILLING CODE 4910-62-P