[Federal Register Volume 68, Number 126 (Tuesday, July 1, 2003)]
[Notices]
[Pages 39092-39093]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 03-16566]


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GENERAL SERVICES ADMINISTRATION


Privacy Act of 1974; Revised System of Records

AGENCY: General Services Administration.

ACTION: Final notice of a revision to a Privacy Act system of records.

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SUMMARY: The General Services Administration (GSA) is publishing a 
final notice of a revision to the government-wide system of records, 
Contracted Travel Services Program (GSA/GOVT-4). This final notice 
incorporates changes based on a comment in response to a notice 
originally published for public comment on May 2, 2003, proposing to 
revise the system to include a contracted government-wide electronic 
travel service (eTS) that would require a new category of travel 
service provider for maintaining information in a comprehensive travel 
services system for travelers on official Federal business, from 
initial travel authorization to the final accounting. The one comment 
received by GSA expressed concern that the ``categories of individuals 
covered by the system'' category included others besides the 
individuals who travel at government expense and that this would allow 
retrievability of records by the names of third parties. This final 
notice addresses that concern by limiting the categories of individuals 
covered by the system to individuals on official travel for the Federal 
government.

FOR FURTHER INFORMATION CONTACT: GSA Privacy Act Officer, General 
Services Administration, Office of the Chief People Officer, 1800 F 
Street NW., Washington DC 20405; telephone (202) 501-1452.

    Dated: June 25, 2003.
Daniel K. Cooper,
Director, Information Management Division.
GSA/GOVT-4

System name:
    Contracted Travel Services Program.

System location:
    System records are located at the service providers under contract 
with a Federal agency and at the Federal agencies using the contracts.

Categories of individuals covered by the system:
    Individuals covered by the system are Federal employees authorized 
to perform official travel, and individuals being provided travel by 
the Federal government.

Categories of records in the system:
    System records include a traveler's profile containing: name of 
individual; Social Security Number; employee identification number; 
home and office telephones; home address; home and office e-mail 
addresses; emergency contact name and telephone number; agency name, 
address, and telephone number; air travel preference; rental car 
identification number and car preference; hotel preference; current 
passport and/or visa number(s); credit card numbers and related 
information; bank account information needed for electronic funds 
transfer; frequent traveler account information (e.g., frequent flyer 
account numbers); trip information (e.g., destinations, reservation 
information); travel authorization information; travel claim 
information; monthly reports from travel agent(s) showing charges to 
individuals, balances, and other types of account analyses; and other 
official travel related information.

Authority for maintenance of the system:
    31 U.S.C. 3511, 3512, and 3523; 5 U.S.C. Chapter 57; and 
implementing Federal Travel Regulations (41 CFR parts 301-304).

Purpose:
    To establish a comprehensive beginning-to-end travel services 
system containing information to enable travel service providers under 
contract to the Federal government to authorize, issue, and account for 
travel and travel reimbursements provided to individuals on official 
Federal government business.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Information in the system may be disclosed as a routine use as 
follows:
    a. To a Federal, State, local, or foreign agency responsible for 
investigating, prosecuting, enforcing, or carrying out a statute, rule, 
regulation, or order, where agencies become aware of a violation or 
potential violation of civil or criminal law or regulation.
    b. To another Federal agency or a court when the Federal government 
is party to a judicial proceeding.
    c. To a Member of Congress or a congressional staff member in 
response to an inquiry from that congressional office made at the 
request of the individual who is the subject of the record.
    d. To a Federal agency employee, expert, consultant, or contractor 
in performing a Federal duty for purposes of authorizing, arranging, 
and/or claiming reimbursement for official travel, including, but not 
limited to, traveler profile information.
    e. To a credit card company for billing purposes, including 
collection of past due amounts.
    f. To a Federal agency for accumulating reporting data and 
monitoring the system.
    g. To a Federal agency by the contractor in the form of itemized 
statements or invoices, and reports of all transactions, including 
refunds and adjustments to enable audits of charges to the Federal 
government.
    h. To a Federal agency, in response to its request, in connection 
with the hiring or retention of any employee to the extent that the 
information is relevant and necessary to the requesting agency's 
decision on the matter.
    i. To an authorized appeal or grievance examiner, formal complaints 
examiner, equal employment opportunity investigator, arbitrator, or 
other duly authorized official engaged in investigation or settlement 
of a grievance, complaint, or appeal filed by

[[Page 39093]]

an employee to whom the information pertains.
    j. To the Office of Personnel Management (OPM) in accordance with 
the agency's responsibility for evaluation of Federal personnel 
management.
    k. To officials of labor organizations recognized under 5 U.S.C. 
chapter 71 when relevant and necessary to their duties of exclusive 
representation concerning personnel policies, practices, and matters 
affecting working conditions.
    l. To a travel services provider for billing and refund purposes.
    m. To a carrier or an insurer for settlement of an employee claim 
for loss of or damage to personal property incident to service under 31 
U.S.C. Sec.  3721, or to a party involved in a tort claim against the 
Federal government resulting from an accident involving a traveler.
    n. To a credit reporting agency or credit bureau, as allowed and 
authorized by law, for the purpose of adding to a credit history file 
when it has been determined that an individual's account with a 
creditor with input to the system is delinquent.

Policies and practices for storing, retrieving, reviewing, retaining, 
and disposing of records in the system:
Storage:
    Paper records are stored in file cabinets. Electronic records are 
maintained within a computer (e.g., PC, server, etc.) and attached 
equipment.

Retrievability:
    Paper records are filed by a traveler's name and/or Social Security 
Number/employee identification number at each location. Electronic 
records are retrievable by any attribute of the system.

Safeguards:
    Paper records are stored in lockable file cabinets or secured 
rooms. Electronic records are protected by a password system and a 
secure socket layer encrypted Internet connection. Information is 
released only to authorized users and officials on a need-to-know 
basis.

Retention and disposal:
    Records kept by a Federal agency are maintained in accordance with 
the General Records Retention Schedules issued by the National Archives 
and Records Administration (NARA).

System manager(s) and address:
    Assistant Commissioner, Office of Transportation and Property 
Management (FB), Federal Supply Service, General Services 
Administration, Crystal Mall Building 4, 1941 Jefferson Davis Highway, 
Arlington VA 22202.

Notification procedure:
    Inquiries from individuals should be addressed to the appropriate 
administrative office for the agency that is authorizing and/or 
reimbursing their travel.

Records access procedures:
    Requests from individuals should be addressed to the appropriate 
administrative office for the agency that is authorizing and/or 
reimbursing their travel. Individuals must furnish their full name and/
or Social Security Number to the authorizing agency for their records 
to be located and identified.

Contesting record procedures:
    Individuals wishing to request amendment of their records should 
contact the appropriate administrative office for the agency that 
authorized and/or reimbursed their travel. Individuals must furnish 
their full name and/or Social Security Number along with the name of 
the authorizing agency, including duty station where they were employed 
at the time travel was performed.

Record source categories:
    The sources are the individuals themselves, employees, travel 
authorizations, credit card companies, and travel service providers.
[FR Doc. 03-16566 Filed 6-30-03; 8:45 am]
BILLING CODE 6820-34-U