[Federal Register Volume 67, Number 26 (Thursday, February 7, 2002)]
[Notices]
[Pages 5908-5910]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 02-2995]



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Part IV





Department of Education





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Privacy Act of 1974; System of Records; Notice

  Federal Register / Vol. 67, No. 26 / Thursday, February 7, 2002 / 
Notices  

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DEPARTMENT OF EDUCATION


Privacy Act of 1974; System of Records

AGENCY: Office of Chief Financial Officer, Department of Education.

ACTION: Notice of a new system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, as amended, the 
Department of Education (the Department) publishes this notice of a new 
system of records entitled Travel Manager System. The system will 
contain information on employee official travel and related expenses. 
The system is designed to prepare, edit, and manage travel documents 
including travel authorizations, travel vouchers, and local travel 
vouchers. It supports the capability to facilitate electronic 
signatures, automatic document routing, tracking, auditing, and 
importing and exporting of data. Travel Manager interfaces travel 
authorization and voucher information with the Department's core 
accounting system.

DATES: The Department seeks comment on the new system of records 
described in this notice, in accordance with the requirements of the 
Privacy Act. We must receive your comments on or before March 11, 2002. 
The Department filed a report describing the new system of records 
covered by this notice with the Chair of the Senate Committee on 
Governmental Affairs, the Chair of the House Committee on Government 
Reform, and the Administrator of the Office of Information and 
Regulatory Affairs, Office of Management and Budget (OMB) on February 
4, 2002. This new system of records will become effective at the later 
date of: (1) The expiration of the 40-day period for OMB review on 
March 15, 2002 or at the expiration of a 30-day OMB review period on 
March 5, 2002 if OMB grants the Department's request for a ten day 
waiver of the review period, or (2) March 11, 2002, unless the system 
of records needs to be changed as a result of public comment or OMB 
review.

ADDRESSES: Address all comments about the proposed routine uses to 
Jeanne Johnson, Office of the Chief Financial Officer, U.S. Department 
of Education, 400 Maryland Avenue, SW., room 4E121, Washington, DC 
20202-4445. If you prefer to send comments through the Internet, use 
the following address: [email protected].
    You must include the term Travel Manager in the subject line of the 
electronic message.
    During and after the comment period, you may inspect all comments 
about this notice in room 4E121, U.S. Department of Education, 400 
Maryland Avenue, SW., Washington, DC, between the hours of 8 a.m. and 
4:30 p.m., Eastern time, Monday through Friday of each week except 
Federal holidays.

Assistance to Individuals With Disabilities in Reviewing the 
Rulemaking Record

    On request, we supply an appropriate aid, such as a reader or print 
magnifier, to an individual with a disability who needs assistance to 
review the comments or other documents in the public rulemaking record 
for this notice. If you want to schedule an appointment for this type 
of aid, please contact the person listed under FOR FURTHER INFORMATION 
CONTACT.

FOR FURTHER INFORMATION CONTACT: Jeanne Johnson. Telephone: (202) 401-
8512. If you use a telecommunications device for the deaf (TDD), you 
may call the Federal Information Relay Service (FIRS) at 1-800-877-
8339.
    Individuals with disabilities may obtain this document in an 
alternative format (e.g., Braille, large print, audiotape, or computer 
diskette) on request to the contact person listed under FOR FURTHER 
INFORMATION CONTACT.

SUPPLEMENTARY INFORMATION:

Introduction

    The Privacy Act (5 U.S.C. 552a) (Privacy Act) requires the 
Department to publish in the Federal Register this notice of a new 
system of records managed by the Department. The Department's 
regulations implementing the Act are contained in the Code of Federal 
Regulations (CFR) in 34 CFR part 5b.
    The Privacy Act applies to information about individuals that 
contain individually identifiable information and that are retrieved by 
a unique identifier associated with each individual, such as a name or 
social security number. The information about each individual is called 
a record and the system, whether manual or computer-based, is called a 
system of records. The Privacy Act requires each agency to publish 
notices of systems of records in the Federal Register and to prepare 
reports to the Office of Management and Budget (OMB) whenever the 
agency publishes a new system of records.

Electronic Access to This Document

    You may view this document, as well as all other Department of 
Education documents published in the Federal Register, in text or Adobe 
Portable Document Format (PDF) on the Internet at the following site: 
http://www.ed.gov/legislation/FedRegister.
    To use PDF you must have Adobe Acrobat Reader, which is available 
free at this site. If you have questions about using PDF, call the U.S. 
Government Printing Office (GPO), toll free,  at 1-888-293-6498; or in 
the Washington, DC area at (202) 512-1530.

    Note: The official version of this document is the document 
published in the Federal Register. Free Internet access to the 
official edition of the Federal Register and the Code of Federal 
Regulations is available on GPO Access at: http://www.access.gpo.gov/nara/index.html.


    Dated: February 4, 2002.
Mark Carney,
Deputy Chief Financial Officer.
    The Office of the Chief Financial Officer of the U.S. Department of 
Education publishes a notice of a new system of records to read as 
follows:
18-03-05

SYSTEM NAME:
    Travel Manager System.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Office of Financial Management Operations, Office of the Chief 
Financial Officer, U.S. Department of Education, 400 Maryland Avenue, 
room 4W202, Washington, DC 20202.
    See the Appendix at the end of this system notice for additional 
system locations.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system contains records on employees, former employees and 
other individuals authorized to travel at government expense for the 
Department of Education (the Department).

CATEGORIES OF RECORDS IN THE SYSTEM:
    The system contains a variety of records related to travel 
expenditures and related expenses in order to reimburse employees, 
former employees and other individuals authorized to travel at the 
expense of the government for the Department. This system also includes 
names, social security numbers, residential addresses, office 
locations, phone numbers, itineraries, mode of travel, purpose of 
travel, dates of travel, amounts claimed and amounts reimbursed.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. Chapter 57.

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PURPOSE(S):
    The records in this system are used to provide the Department with 
(1) necessary information on the travel and transportation costs and 
(2) management information reports for expense control purposes. The 
records in this system also will be used to ensure that travel 
reimbursements are appropriately processed.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    The Department may disclose information contained in a record in 
this system of records under the routine uses listed in this system of 
records without the consent of the individual if the disclosure is 
compatible with the purposes for which the record was collected. These 
disclosures may be made on a case-by-case basis or, if the Department 
has complied with the computer matching requirements of the Act, under 
a computer matching agreement.
    (1) Contractor Disclosure.If the Department contracts with an 
entity for the purposes of performing any function that requires 
disclosure of records in this system to employees of the contractor, 
the Department may disclose the records to those employees. Before 
entering into a contract, the Department shall require the contractor 
to maintain Privacy Act safeguards as required under 5 U.S.C. 552a(m) 
with respect to the records in the system.
    (2) Disclosure for Use by Other Law Enforcement Agencies. The 
Department may disclose information to any Federal, State, local, or 
foreign agency or other public authority responsible for enforcing, 
investigating, or prosecuting violations of administrative, civil, or 
criminal law or regulation if that information is relevant to any 
enforcement, regulatory, investigative, or prosecutorial responsibility 
within the receiving entity's jurisdiction.
    (3) Enforcement Disclosure. In the event that information in this 
system of records indicates, either on its face or in connection with 
other information, a violation or potential violation of any applicable 
statute, regulation, or order of a competent authority, the Department 
may disclose the relevant records to the appropriate agency, whether 
foreign, Federal, State, Tribal, or local, charged with the 
responsibility of investigating or prosecuting that violation or 
charged with enforcing or implementing the statute, Executive order, 
rule, regulation, or order issued pursuant thereto.
    (4) Litigation and Alternative Dispute Resolution (ADR) 
Disclosures.
    (a) Introduction. In the event that one of the parties listed below 
is involved in litigation or ADR, or has an interest in litigation or 
ADR, the Department may disclose certain records to the parties 
described in paragraphs (b), (c), and (d) of this routine use under the 
conditions specified in those paragraphs:
    (i) The Department of Education, or any component of the 
Department; or
    (ii) Any Department employee in his or her official capacity; or
    (iii) Any Department employee in his or her individual capacity if 
the Department of Justice (DOJ) has been requested to or has agreed to 
provide or arrange for representation for the employee;
    (iv) Any Department employee in his or her individual capacity 
where the Department has agreed to represent the employee; or
    (v) The United States where the Department determines that the 
litigation is likely to affect the Department or any of its components.
    (b) Disclosure to the DOJ. If the Department determines that 
disclosure of certain records to the DOJ is relevant and necessary to 
litigation or ADR, the Department may disclose those records as a 
routine use to the DOJ.
    (c) Administrative or Judicial Disclosures. If the Department 
determines that disclosure of certain records to an adjudicative body 
before which the Department is authorized to appear or to an individual 
or entity designated by the Department or otherwise empowered to 
resolve or mediate disputes is relevant and necessary to the litigation 
or ADR, the Department may disclose those records as a routine use to 
the adjudicative body, individual, or entity.
    (d) Parties, counsels, representatives and witnesses. If the 
Department determines that disclosure of certain records to a party, 
counsel, representative or witness is relevant and necessary to the 
litigation or ADR, the Department may disclose those records as a 
routine use to the party, counsel, representative or witness.
    (5) Employment, Benefit, and Contracting Disclosure.
    (a) For Decisions by the Department. The Department may disclose a 
record to a Federal, State, or local agency maintaining civil, 
criminal, or other relevant enforcement or other pertinent records, or 
to another public authority or professional organization, if necessary 
to obtain information relevant to a decision concerning the hiring or 
retention of an employee or other personnel action, the issuance of a 
security clearance, the letting of a contract, or the issuance of a 
license, grant, or other benefit.
    (b) For Decisions by Other Public Agencies and Professional 
Organizations. The Department may disclose a record to a Federal, 
State, local, or foreign agency or other public authority or 
professional organization, in connection with the hiring or retention 
of an employee or other personnel action, the issuance of a security 
clearance, the reporting of an investigation of an employee, the 
letting of a contract, or the issuance of a license, grant, or other 
benefit, to the extent that the record is relevant and necessary to the 
receiving entity's decision on the matter.
    (6) Employee Grievance, Complaint or Conduct Disclosure. The 
Department may disclose a record in this system of records to another 
agency of the Federal Government if the record is relevant to one of 
the following proceedings regarding a present or former employee of the 
Department: complaints, grievances, discipline or competence 
determination proceedings. The disclosure may only be made during the 
course of the proceeding.
    (7) Labor Organization Disclosure. A component of the Department 
may disclose records to a labor organization if a contract between the 
component and a labor organization recognized under Title V of the 
United States Code, Chapter 71, provides that the Department will 
disclose personal records relevant to the organization's mission. The 
disclosures will be made only as authorized by law.
    (8) Freedom of Information Act (FOIA) Advice Disclosure. The 
Department may disclose records to the Department of Justice and the 
Office of Management and Budget if the Department concludes that 
disclosure is desirable or necessary in determining whether particular 
records are required to be disclosed under the FOIA.
    (9) Disclosure to the Department of Justice (DOJ). The Department 
may disclose records to the DOJ to the extent necessary for obtaining 
DOJ advice on any matter relevant to an audit, inspection, or other 
inquiry related to the programs covered by this system.
    (10) Research Disclosure. The Department may disclose records to a 
researcher if an appropriate official of the Department determines that 
the individual or organization to which the disclosure would be made is 
qualified to carry out specific research related to functions or 
purposes of this system of records. The official may disclose records 
from this system of records to that researcher solely for the purpose 
of carrying out that research related to the

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functions or purposes of this system of records. The researcher shall 
be required to maintain Privacy Act safeguards with respect to the 
disclosed records.
    (11) Congressional Member Disclosure. The Department may disclose 
records to a member of Congress from the record of an individual in 
response to an inquiry from the member made at the written request of 
that individual. The Member's right to the information is no greater 
than the right of the individual who requested it.
    (12) Disclosure to the Office of Management and Budget (OMB) for 
Credit Reform Act (CRA) Support. The Department may disclose records to 
OMB as necessary to fulfill CRA requirements.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Disclosures pursuant to 5 U.S.C. 552a(b)(12): The Department may 
disclose to a consumer reporting agency information regarding a claim 
by the Department which is determined to be valid and overdue as 
follows: (1) The name, address, taxpayer identification number and 
other information necessary to establish the identity of the individual 
responsible for the claim; (2) the amount, status, and history of the 
claim; and (3) the program under which the claim arose. The Department 
may disclose the information specified in this paragraph under 5 U.S.C. 
552a(b)(12) and the procedures contained in subsection 31 U.S.C. 
3711(e). A consumer reporting agency to which these disclosures may be 
made is defined at 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 on a database server and in file folders in 
the Principal Offices of the traveler.

RETRIEVABILITY:
    Records are retrieved by social security number and by name of 
individual.

SAFEGUARDS:
    The system of records will be secured by permitting only designated 
individuals within the Department to access the database. Furthermore, 
the designated individual's access to personal computers, the network, 
and the system of records will require personal identifiers and unique 
passwords, which will be periodically changed to prevent unauthorized 
access. The building in which the system of records is housed is 
monitored by security personnel during business and non-business hours.

RETENTION AND DISPOSAL:
    All records are to be retained for six years after which time they 
will be destroyed in accordance with the National Archives and Records 
Administration's General Records Schedule (GRS) 9, Item 3.

SYSTEM MANAGER(S) AND ADDRESS:
    Deputy Chief Financial Officer, Office of the Chief Financial 
Officer, U.S. Department of Education, 400 Maryland Avenue, SW., 
Washington, DC 20202

NOTIFICATION PROCEDURE:
    Any individual may request information regarding this system of 
records, or information as to whether the system contains records 
pertaining to him/her from the system manager. A request for 
information pertaining to an individual should be in writing and should 
contain: name, address, social security number and particulars 
involved.

RECORD ACCESS PROCEDURE:
    If you wish to gain access to your record in this system, provide 
the system manager with your name, date of birth, and social security 
number. Your request must meet the regulatory requirements of 34 CFR 
5b.5, including proof of identity.

CONTESTING RECORD PROCEDURE:
    If you wish to contest the content of a record, contact the system 
manager. Your request must meet the regulatory requirements of 34 CFR 
5b.7, including proof of identity.

RECORD SOURCE CATEGORIES:
    Information in this system comes primarily from individuals who 
submit travel vouchers for reimbursement after travel is performed. 
Some of the information is obtained from the payroll and personnel 
systems maintained by the Department of the Interior.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

Appendix to 18-03-05

Additional System Locations

    Capitol Place, 555 New Jersey Avenue, NW, Washington, DC 20208.
    Federal Building No. 6, 400 Maryland Avenue, SW Washington, DC 
20202.
    L'Enfant Plaza, 2100 Corridor, Washington, DC 20202.
    Mary E. Switzer Building, 330 C Street, SW, Washington, DC 
20202.
    1990 K Street, NW, Washington, DC 20006.
    Regional Office Building, 7th and D Streets, SW, Washington, DC 
20202.
    2100 M Street, NW, Washington, DC 20037.
    1775 I Street, NW, Washington, DC 20006.
    1255 22nd Street, NW, Washington, DC 20037.
    400 Virginia Avenue, SW, Washington, DC 20202.
    800 North Capitol Street, NW, Washington, DC 20001.
    525 School Street, SW, 6th Street Entrance, Washington, DC 
20407.
    Union Center Plaza, 830 First Street, NE, Washington, DC 20202.
    Region I McCormack PO & Ct Hs, Boston, MA 02109-4557.
    Region II 65 Court St., Brooklyn, NY 11201-4916.
    Region II Federal Building 150 Carlos Chardon Avenue Hato Rey, 
Puerto Rico 00918-1721.
    Region III 100 Penn Square East, Suite 505, Philadelphia, PA 
19107.
    Region IV 61 Forsyth Street, SW, Atlanta, GA 30303.
    Region IV 7890 Peters Road, Suite G-100, Plantation, FL 33324.
    Region V 600 Superior Avenue, E Cleveland, OH 44114.
    Region V 111 North Canal Street, Chicago, IL 60606.
    Region VI 1999 Bryan Street, Suite 2700, Dallas, TX 75201.
    Region VII 10220 N. Executive Hills Blvd, Suite 720, Kansas 
City, MO 64153-1367.
    Region VIII Federal Building, 1244 Speer Blvd. Suite 310, 
Denver, CO 80204-3582.
    Region IX 50 United Nations Plaza, San Francisco, CA 94102-4987.
    Region X Jackson Federal Bldg. 915 Second Avenue, Seattle, WA 
98174-1099.

[FR Doc. 02-2995 Filed 2-6-02; 8:45 am]
BILLING CODE 4000-01-U