[Federal Register Volume 67, Number 155 (Monday, August 12, 2002)]
[Notices]
[Pages 52500-52502]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 02-20393]


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POSTAL SERVICE


Privacy Act of 1974; System of Records

AGENCY: Postal Service.

ACTION: Notice of proposal to consolidate two systems of records.

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SUMMARY: The Postal Service, primarily for ease of reference, has 
determined it necessary to consolidate the descriptions of two records 
systems previously reported separately. The description of USPS 
050.010--Finance Records, Employee Travel Records (Accounts Payable), 
is combined with USPS 050.060--Finance Records, Accounts Payable Files. 
The Postal Service has determined that the description of USPS 050.060 
should be expanded in order to provide a more complete picture of the 
scope of the information maintained. System modifications and the two 
added new routine uses (3 and 4) enhance the description and permit 
disclosure of information about employees to the government credit card 
vendor and to the employee's designated financial institution.

DATES: Any interested party may submit written comments on the proposed 
amendments and additions. This proposal becomes effective without 
further notice September 23, 2002, unless comments received on or 
before that date result in a contrary determination.

ADDRESSES: Written comments on this proposal should be mailed or 
delivered to the Records Office, Room 5846, 475 L'Enfant Plaza SW., 
Washington, DC 20260-5846. Copies of all written comments will be 
available at the above address for public inspection and photocopying 
between 8 a.m. and 4 p.m., Monday through Friday.

FOR FURTHER INFORMATION CONTACT: Robert J. Faruq at (202) 268-2608.

SUPPLEMENTARY INFORMATION: The proposed revision to Privacy Act system

[[Page 52501]]

of records USPS 050.060, Finance Records--Accounts Payable Files, 
reflects the changes in procedures and recordkeeping implemented by the 
Postal Service when accounts payable processing was decentralized and 
changes were made for reimbursing employee travel and related expenses 
through eTravel. The proposed revision also incorporates the 
implementation of the Electronic Funds Transfer (EFT) reimbursement 
capability for travelers. Therefore, the Postal Service is deleting 
from its Personal Systems of Sequential Inventory USPS 050.010, Finance 
Records--Employee Travel Records (Accounts Payable). Records that were 
subject to USPS 050.010 are covered by system of records USPS 050.060, 
Finance Records--Accounts Payable Files. The changes to USPS 050.060 do 
not alter the character or use of information contained in the system, 
but rather improved the system description to reflect information 
collection in today's environment.
    Each of the proposed routine uses is compatible with the purpose 
for collecting the information. The purpose for collecting the 
information is, in part, ``to reimburse employees and vendors for 
travel and other expenses incurred in conjunction with official 
business.'' Because the information within this system USPS 050.060 is 
collected to handle reimbursement for travel and other expenses, the 
proposed routine uses (3 and 4) are clearly compatible with the purpose 
of the system.
    The system modifications and additions are not expected to have any 
effect on individual rights because the accounts payable information 
pertains primarily to businesses. To the extent that information within 
system USPS 050.060 pertains to individuals, it relates to business 
transactions rather than personal matters. However, appropriate 
safeguards are applied to protect information. Records are kept in a 
secured environment, with automated data processing physical and 
administrative security and technical software applied to data on 
computer media. Paper records are kept in a secured area and made 
available internally on an official need-to-know basis. Contractors who 
maintain data collected are made subject to the subsection (m) of the 
Privacy Act and are required to apply appropriate protection subject to 
the audit and inspection of the Postal Inspection Service.
    Pursuant to 5 U.S.C. 552a(e)(11), interested persons are invited to 
submit written data, views, or arguments on this proposal. A report of 
the proposed system changes has been sent to Congress and to the Office 
of Management and Budget for their evaluation.
    USPS Privacy Act system 050.060 was last published in its entirety 
in the Federal Register on June 5, 1997 (62 FR 30898-30901). The Postal 
Service proposes amending this system as shown below.
USPS 050.060

System Name:
    Finance Records--Accounts Payable Files, 050.060.

System Locations:
    [Change to Read]
    Post Offices, district and area finance offices, Postal Service 
Headquarters, imprest funds offices, personnel offices, accounting 
service centers, computer operations service centers, and contract 
travel and relocation agency offices.

Categories of Individuals Covered by the System:
    [Change to Read]
    Individuals or entities to whom the Postal Service makes payment(s) 
for materials and services received or expenses incurred in conjunction 
with official Postal Service business. Includes employees and officers 
authorized to travel, relocate, or otherwise incur expenses in 
performance of their official duties. Also includes persons that 
receive payment for indemnity claims for damage to or loss of mail, 
service failures, and administrative tort claims.

Categories of Records in the System:
    [Change to Read]
    This system is made up of hard copy and electronic records. The 
records include hard copies of commitment documents, purchase orders, 
requisitions, invoices, claims, and receipts; and computerized 
transaction files and databases. These records contain creditors' name, 
address, vendor, tax identification, or social security number 
(employees and officers are considered vendors); finance number, e-mail 
address, logon identification code, travel and relocation plans, travel 
expense and relocation transaction details, expense dates, descriptions 
of expenses incurred, amount due, payment status, and payment history. 
For employees and officers using the government-supplied travel card 
for travel and relocation expenses, certain electronic records also 
contain the employee or officer's credit card account number. For 
electronic funds transfer transactions (EFT), files also include the 
creditor's financial institution routing number; and for EFT payments 
made by the Postal Service on behalf of employees and officers, the 
employee or officer's account number.

Authority for Maintenance of the System:
    [Change to Read]
    39 U.S.C. 401, 404, 1001, 1206, 2008, and Public Law 104-134.

Purpose(s):
    [Change to Read]
    The records in this system support payments to Postal Service 
creditors. Information from these records is used to: (1) Verify that 
goods and services were received by the Postal Service; (2) assure that 
expenses incurred were properly authorized; (3) reimburse employees, 
officers, and vendors for travel, relocation, and other expenses 
incurred in conjunction with official Postal Service business; (4) 
generate electronic funds transfer and hard copy check payment 
transactions to promptly pay creditors; and (5) offset delinquent debts 
that certain creditors owe to the Federal Government under the 
Department of the Treasury Offset Program.

Routine Uses of Records Maintained in the SYstem, Including Categories 
of Users and Purposes of Such Uses:
    General routine use statements a, b, c, d, e, f, g, h, j, k, l, and 
m listed in the prefatory statement at the beginning of the Postal 
Service's published system notices apply to this system. Other routine 
uses follow:
    1. Disclosure of information about individuals for whom the Postal 
Service maintains accounts payable records may be made to the 
Department of the Treasury for cross-matching under its Treasury Offset 
Program. Disclosure will be limited to information needed to establish 
the identity of the individual as a delinquent debtor of another 
Federal agency and to offset the payment to pay the debt.
    2. Disclosure of the name and address of the owner of leased 
property, or of the payee when different from the owner, may be made 
upon request.
    [Add]:
    3. Disclosure of the employee or officer's social security number 
and government-supplied credit card account number may be made to the 
government travel card vendor in conjunction with payment of charges 
for authorized expenses charged to the government-supplied travel card.
    4. Disclosure of the employee or officer's account number may be 
made to the financial institution designated by the employee or officer 
when reimbursing the employee or officer for authorized travel 
relocation expenses

[[Page 52502]]

not charged to government-supplied travel card.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    [Change to Read]
    Hard copy documents are retained in Post Offices, district and area 
finance offices, Postal Service Headquarters, imprest fund offices, 
personnel offices, the St. Louis and San Mateo Accounting Service 
Centers, and contractor travel and relocation agency offices. 
Electronic records related to accounts payable transactions, including 
incoming invoices, government-supplied travel card transactions, and 
electronic funds transfer and other payment records, are maintained at 
the San Mateo Computer Operations Service Center (COSC). The electronic 
databases containing employee travel reimbursement system enrollment, 
logon ID, and travel expense transaction records are retained at the 
Eagan COSC.

Retrievability:
    [Change to Read]
    Hard copy accounts payable records are retrieved by vendor name 
(including employees and officers) and identification number within 
processing location, transaction date, and/or batch number. Electronic 
records are retrieved by vendor name, identification number, credit 
card number, financial institution account number, transaction date, 
and/or batch number.

Safeguards:
    [Change to Read]
    Hard copy and electronic records within this system are located in 
buildings with controlled access. Hard copy records are stored in 
lockable file cabinets. Access to the buildings and to controlled areas 
within the buildings is restricted through use of guards and authorized 
badges and/or card keys and limited to persons whose duties require 
such access. Electronic records are protected with security software 
and operating system controls, including the use of logon 
identification codes and password firewalls that prevent unauthorized 
access to the private Postal Service computer network, and encryption 
of sensitive data elements. Information that is transmitted 
electronically between Postal Service facilities or between the Postal 
Service and external entities is also encrypted. Access is limited by 
these means to persons whose duties require it.

Retention and Disposal:
    [Change to Read]

    Note: In addition to this system of records, certain accounts 
payable records are duplicated in USPS Privacy Act Systems 010.030, 
050.040, 150.030, 160.010, 160.020, 200.020, and 200.030, each of 
which has relevant retention periods established. See those systems 
for the retention of the records described therein.

    a. Hard copies of accounts payable records, including requisitions, 
purchase orders, certified invoices, travel expense reports, relocation 
forms, and related records, are filed alphabetically by vendor name and 
invoice number (in the Postal Service facility where the payment 
transaction was processed) within batch number, and/or within 
accounting period. These records are retained for 3 years from the end 
of the fiscal year in which the expenses were paid, then shredded.
    b. Hard copies of travel reimbursement system enrollment records 
are filed alphabetically, by employee or officer's last name, by 
responsible coordinator, within the Postal Service facility where the 
employee was enrolled into the system. These records are transferred to 
an inactive file when the employee or officer no longer participates in 
the electronic travel reimbursement system or separates from the Postal 
Service. The inactive records are retained until the end of the 
calendar year, then shredded.
    c. Electronic accounts payable payment records are retained online 
at the San Mateo COSC for 1 year from the end of the fiscal year in 
which the payment was made; archived for 6 additional years, then 
destroyed.
    d. Electronic travel reimbursement system employee and officer 
transaction records are retained online at the Eagan COSC for 3 years 
from the end of the fiscal year in which the reimbursement was claimed; 
archived for an additional year, then destroyed.
    e. Electronic travel reimbursement system employee and officer 
enrollment and logon ID records are retained online at the Eagan COSC 
until they are cancelled or superseded, when they are transferred to an 
inactive file. The inactive records are retained for 3 years from the 
end of the calendar year in which they became inactive, then destroyed.

System Manager(s) and Addresses:
    Vice President, Controller, Finance, United States Postal Service, 
475 L'Enfant Plaza, SW., Washington, DC 20260-5200.

Notification Procedure:
    Individuals wanting to know whether information about them is 
maintained in this system of records must address inquiries in writing 
to the system manager. Inquiries must contain the individual's name and 
taxpayer identification number (or social security number).

Records Access Procedures:
    Requests for access must be made in accordance with the 
Notification Procedures above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.

Contesting Record Procedures:
    See Notification Procedure and Records Access Procedures above.

Record SOurce Categories:
    [Change to Read]
    Information in this system is furnished by Postal Service 
creditors, employees, and officers; Postal Service financial systems; 
the government travel card vendor; employee-designated financial 
institutions; and other Federal agencies to which creditors are 
delinquently indebted. Some information may be duplicated in other 
Privacy Act systems of records including USPS 010.030, 050.040, 
150.030, 160.010, 160.020, 200.020, and 200.030.

Stanley F. Mires,
Chief Counsel, Legislative.
[FR Doc. 02-20393 Filed 8-9-02; 8:45 am]
BILLING CODE 7710-12-U