[Federal Register Volume 67, Number 170 (Tuesday, September 3, 2002)]
[Notices]
[Pages 56282-56284]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 02-22289]


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DEPARTMENT OF DEFENSE

Department of the Navy


Privacy Act of 1974; System of Records

AGENCY: Department of the Navy, DoD.

ACTION: Notice to add a system of records.

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SUMMARY: The Department of the Navy proposes to add a system of records 
notice to its inventory of record systems subject to the Privacy Act of 
1974 (5 U.S.C. 552a), as amended.

DATES: This action will be effective on October 3, 2002, unless 
comments are received that would result in a contrary determination.

ADDRESSES: Send comments to the Department of the Navy, PA/FOIA Policy 
Branch, Chief of Naval Operations (N09B10), 2000 Navy Pentagon, 
Washington, DC 20350-2000.

FOR FURTHER INFORMATION CONTACT: Mrs. Doris Lama at (202) 685-6545 or 
DSN 325-6545.

SUPPLEMENTARY INFORMATION: The Department of the Navy's record system 
notices for records systems subject to the Privacy Act of 1974 (5 
U.S.C. 552a), as amended, have been published in the Federal Register 
and are available from the address above.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act, was submitted on August 22, 2002, to the House Committee 
on Government Reform, the Senate Committee on Governmental Affairs, and 
the Office of Management and Budget (OMB) pursuant to paragraph 4c of 
Appendix I to OMB Circular No. A-130, `Federal Agency Responsibilities 
for Maintaining Records About Individuals,' dated February 8, 1996, (61 
FR 6427, February 20, 1996).

    Dated: August 26, 2002.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
N07230-1

System name:
    Unified Civilian Mariner Payroll System (UCPS).

System location:
    Military Sealift Command Afloat, Personnel Management Center, 
Building 231, B Street, Camp Pendleton, Virginia Beach, VA 23451-0000.

Categories of individuals covered by the system:
    All civil service mariners employed by Military Sealift Command and 
paid from command working capital funds.

Categories of records in the system:
    Civil service mariners (CIVMARS) pay and leave records; source 
documents for posting of time and leave attendance; individual 
retirement deduction records, source documents, and control files; wage 
and separation information files; health benefit records; income tax 
withholding records; allowance and

[[Page 56283]]

differential eligibility files; withholding and deduction authorization 
files, such as, but not limited to federal income tax withholding, 
insurance and retirement deductions; accounting documents files, input 
data posting media, including personnel actions affecting pay; 
accounting and statistical reports and computer edit listings; claims 
and waivers affecting pay; control logs and collection/disbursement 
vouchers; listings for administrative purposes, such as, but not 
limited to health insurance, life insurance, bonds, locator files, and 
checks to financial institutions; correspondence with the human 
resource office, dependents, attorneys, survivors, insurance companies, 
financial institutions, and other governmental agencies; leave and 
earnings statements; separation documents; official correspondence; 
federal, state and city tax reports and files; forms for pay changes 
and deductions; and documentation pertaining to garnishment of wages.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 5 U.S.C. Chapter 53, 55, 
and 81; and E.O. 9397 (SSN).

Purpose(s):
    To accurately compute individual employees pay entitlements, 
withhold required and authorized deductions, and issue payments for 
amounts due. The data in the payroll system is forwarded as required to 
the subject matter areas to ensure accurate accounting and recording of 
pay to civilian employees.
    To verify and balance all payments, deductions, and contributions 
with the NC Form 1128 (Payroll for Personal Services Certification and 
Summary) in the APMC civilian pay office and other applicable subject 
matter areas, and to report this information to the recipients and 
other government and non-government agencies.
    To extract or compile data and reports for management studies and 
statistical analyses for use internally as required by the Department 
of Defense and the Department of the Navy.
    All records in this system are subject to use in authorized 
computer matching programs within DoD and with other Federal agencies 
or non-Federal agencies as regulated by the Privacy Act of 1974, as 
amended, (5 U.S.C. 552a).

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    To Federal Reserve Banks under procedures specified in 31 CFR part 
210 for health benefit carriers to ensure proper credit for employee-
authorized health benefit deductions.
    To officials of labor organizations recognized under 5 U.S.C. 
Chapter 71 and applicable Executive Orders, when relevant and necessary 
to their duties of exclusive representation concerning personnel 
policies, practices, and matters affecting working conditions 
(including disclosure of reasons for non-deduction of dues, if 
applicable).
    To the U.S. Treasury to maintain cash accountability.
    To the Internal Revenue Service to record withholding and Social 
Security information.
    To the Bureau of Employment Compensation to process disability 
claims.
    To the Social Security Administration and Office of Personnel 
Management to credit the employee's account for Federal Insurance 
Contributions Act or Civil Service Retirement withheld.
    To the National Finance Center, Office of Thrift Savings Plan, for 
participating employees.
    To state revenue departments to reflect annual income subject to 
taxation.
    To state employment agencies which require wage information to 
determine eligibility for unemployment compensation benefits of former 
employees.
    To city revenue departments of appropriate cities to credit 
employees for city tax withheld.
    To any agency or component thereof that needs the information for 
proper accounting of funds, such as, but not limited to the Office of 
Personnel Management to assist in resolving complaints, grievances, 
etc., and to compute Civil Service Retirement annuity.
    To Federal, State, and local agencies for the purpose of conducting 
computer matching programs as regulated by the Privacy Act of 1974, as 
amended (5 U.S.C. 552a).
    To extract or compile data and reports for management studies and 
statistical analyses for use internally or externally as required by 
other government agencies.
    The DoD `Blanket Routine Uses' published at the beginning of the 
Navy's compilation of systems of records notices also apply to this 
system.

Disclosure to consumer reporting agencies:
    Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this 
system to `consumer reporting agencies' as defined in the Fair Credit 
Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act 
of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to 
aid in the collection of outstanding debts owed to the Federal 
government; typically to provide an incentive for debtors to repay 
delinquent Federal government debts by making these debts part of their 
credit records.
    The disclosure is limited to information necessary to establish the 
identity of the individual, including name, address, and taxpayer 
identification number (Social Security Number); the amount, status, and 
history of the claim; and the agency or program under which the claim 
arose for the sole purpose of allowing the consumer reporting agency to 
prepare a commercial credit report.

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

Retrievability:
    Information is retrieved by individual's name and Social Security 
Number.

Safeguards:
    Records are accessed by person(s) who are properly screened and are 
responsible for and authorized to use the system of records in the 
performance in an official duty status. Records are in office buildings 
controlled by the screening of personal visitors. Access to the base is 
controlled by a guard. Payroll storage is in locked building only 
accessible by payroll staff or security staff. Payroll office entrance 
is through one door and to receptionist desk.

Retention and disposal:
    Individual Employee Pay Records of Civilian Employees where no site 
audit is performed are maintained in an electronic database that may be 
a stand-alone payroll system or part of a combined personnel/payroll 
system are transferred to National Personnel Records Center (NPRC) 
after three years. NPRC will destroy 56 years after date of last entry.
    Where an audit is performed, they are transferred two years after 
GAO on-site audit to NPRC (Civilian Personnel Records), 111 Winnebago 
Street, St.

[[Page 56284]]

Louis, MO 63118. Earnings records are destroyed when 56 years after 
date of last entry.
    Combined Federal Campaign (CFC): Records for Authorization for 
Individual Allotment to CFC are destroyed after the GAO Audit or when 3 
years old, whichever is sooner.
    Savings Bond Purchase File: Records of Authorization for Purchase 
and Request for Change are destroyed when superseded or after employee 
separates.
    Bond registration files are destroyed 4 months after date of issue.
    Reports of insurance deductions and related records are destroyed 
when 6 years old.
    Other authorizations, such as union dues and savings, are destroyed 
after the GAO audit, or when 3 years old, whichever is sooner.
    Thrift Savings Plan Election Form 1 authorizing deductions is 
destroyed when superseded or after employee separates.
    Tax Files: Employee withholding allowance certificates are 
destroyed after superseded or obsolete upon separation of employee.
    Copies of Report of Taxes Withheld and related papers are destroyed 
when 4 years old. Agency copies of Employee Wages and Tax Statements, 
such as IRS Form W-2, are destroyed when 4 years old.
    Copies of report of federal tax withheld, such as IRS Form W-3, 
with papers relating to income, Social Security tax, Medicare, and 
those deductions are destroyed when 4 years old.
    Civilian Payroll Accounting Records (Payrolls, Checklists and 
related Certification Sheets): The accounting copies are cut off at the 
end of the Fiscal Year, transferred to NPRC when 3 years old and 
destroyed when 10 years old. Information copies are destroyed when one 
year old.
    Forms Used for Accumulating Civilian Personnel Cost and Payroll 
Data: Payroll messages, correspondence and other similar papers or 
cards. These records are destroyed when 2 years old.
    Payroll control records and all subsidiary (supporting) documents, 
including payroll work-sheets or cards or rough payrolls in other 
forms; data processing printouts and audit trials that are used in 
reconciling data with payroll control records (except time cards). 
Where and off-site audit is made, the records are destroyed after The 
GAO audit. Where no on-audit is made records are destroyed when 3 years 
old.
    Leave Records: Individual records of leave used and balances by 
type of leave are maintained in electronic database. This database may 
be a stand alone payroll system. Records are destroyed when 3 years 
old.
    Time and Attendance Input Records. Records in either paper or 
electronic form that are used for accounting of time and attendance 
data into a payroll system are retained at the APMC. Records are 
destroyed after GAO audit or when 6 years old, whichever is sooner.
    Record of Employee Leave, such as SF 1150, are prepared upon 
transfer or separation. Upon transfer or separation are filed on the 
right side of the Official Personnel Folder and destroyed when 3 years 
old.
    Levy and Garnishment Files: The Official Notice of Levy or 
Garnishment (IRS Form 668A or equivalent), change slips, work papers, 
correspondence, release and other forms, and other records relating to 
a charge against a salary or other compensation for payment of back 
income taxes, child support or other debts of Federal employees. 
Records are destroyed 3 years after garnishment is terminated.

System manager(s) and address:
    Director, Afloat Personnel Management Center, Code: APMC 8, P.O. 
Box 120, Virginia Beach, VA 23458-0120.
    Courier/Express Mailing Address: Director, Afloat Personnel 
Management Center, Building 231, B Street, Camp Pendleton, Virginia 
Beach, VA 23451-0000.

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information about themselves should address written inquiries 
to the Director, Afloat Personnel Management Center, Code: APMC 8, P.O. 
Box 120, Virginia Beach, VA 23458-0120.
    Requesters should submit a written signed request that contains 
their full name, Social Security Number, position, current address, and 
telephone number.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system of records should address written inquiries to the 
Director, Afloat Personnel Management Center, Code: APMC 8, PO Box 120, 
Virginia Beach, VA 23458-0120.
    Requesters should submit a written signed request that contains 
their full name, Social Security Number, position, current address, and 
telephone number.

Contesting record procedures:
    The Navy's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are published in Secretary 
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained 
from the system manager.

Record source categories:
    Individual; Standard Forms 50 (Personnel Action); time and 
attendance records; applications for leave and overtime authorizations; 
allotment authorizations; court orders, for garnishment of wages for 
child support and alimony payment; previous employers; financial 
institutions; medical institutions; automated systems and computer 
matching, state or local governments, other DoD components and Federal 
agencies such as, but not limited to, Social Security Administration, 
Internal Revenue Service, state revenue departments, State Department, 
Department of Defense components, and correspondence with attorneys, 
dependents, survivors, or guardians.

Exemptions claimed for the system:
    None.
[FR Doc. 02-22289 Filed 8-30-02; 8:45 am]
BILLING CODE 5001-08-P