[Federal Register Volume 69, Number 17 (Tuesday, January 27, 2004)]
[Notices]
[Pages 3904-3907]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 04-1551]


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DEPARTMENT OF ENERGY


Privacy Act of 1974; Notice To Amend An Existing System of 
Records

AGENCY: Department of Energy.

ACTION: Notice.

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SUMMARY: As required by the Privacy Act of 1974, 5 U.S.C. 552a, and 
Office of Management and Budget (OMB) Circular A-130, the Department of 
Energy (DOE) is publishing a notice of a proposed amendment to an 
existing system of records. DOE proposes to amend the routine use 
provision for DOE-13 ``Payroll and Leave Records.'' The proposed 
amendment will allow disclosure of information to the Defense Finance 
and Accounting Service (DFAS) for the purpose of providing payroll 
services for the DOE.

DATES: The proposed amendment to an existing system of records will 
become effective without further notice, on

[[Page 3905]]

March 12, 2004, unless in advance of that date, DOE receives adverse 
comments and determines that this amendment should not become effective 
on that date.

ADDRESSES: Written comments should be directed to the following 
address: U.S. Department of Energy, Abel Lopez, Director, Freedom of 
Information Act and Privacy Act Group, ME-74, 1000 Independence Avenue, 
S.W., Washington, DC 20585.

FOR FURTHER INFORMATION CONTACT: Abel Lopez, Director, Freedom of 
Information Act and Privacy Act Group, ME-74, U.S. Department of 
Energy, 1000 Independence Avenue, S.W., Washington, DC 20585, 202-586-
5955; Wendy L. Miller, Director, Capital Accounting Center, ME-14, 1000 
Independence Avenue, S.W., Washington, DC 20585-1290, (301) 903-5858; 
and Isiah Smith, Office of the General Counsel, GC-77, U.S. Department 
of Energy, 1000 Independence Avenue, S.W., Washington, DC 20585, (202) 
586-8618.

SUPPLEMENTARY INFORMATION: DOE proposes to amend the routine use 
provision for an existing system of records, DOE-13 ``Payroll and Leave 
Records.'' The new routine use is necessary because DOE has entered 
into a cross-servicing agreement with DFAS to provide payroll 
processing services to DOE. The proposed amendment will allow 
disclosure of information to DFAS for the purpose of processing DOE's 
payroll; the issuance of salary payments to employees and distribution 
of wages; and the distribution of allotments and deductions to 
financial and other institutions, many of which are through electronic 
funds transfer.
    The proposed routine use is compatible with the purpose for which 
the information is being collected and maintained.
    DOE is submitting the report required by OMB Circular A-130 
concurrently with the publication of this notice. The text of this 
notice contains the information required by the Privacy Act, 5 U.S.C. 
552a(e)(4).

    Issued in Washington, DC on January 15, 2004.
James T. Campbell,
Acting Director, Office of Management, Budget and Evaluation/Acting 
Chief Financial Officer.
DOE-13

SYSTEM NAME:
    Payroll and Leave Records.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION(S):

    U.S. Department of Energy, Headquarters, 1000 Independence Avenue, 
SW., Washington, DC 20585
    U.S. Department of Energy, National Nuclear Security Administration 
(NNSA) Service Center Albuquerque, P.O. Box 5400, Albuquerque, NM 
87185-5400
    U.S. Department of Energy, Atlanta Regional Support Office, 730 
Peachtree, NE., Suite 876, Atlanta, GA 30308
    U.S. Department of Energy, Bonneville Power Administration, P.O. 
Box 3621, Portland, OR 97208
    U.S. Department of Energy, Boston Regional Support Office, One 
Congress Street, Room 1101, Boston, MA 021144-2021
    U.S. Department of Energy, Carlsbad Field Office, P.O. Box 3090, 
Carlsbad, NM 88221
    U.S. Department of Energy, Chicago Operations Office, 9800 South 
Cass Avenue, Argonne, IL 60439
    U.S. Department of Energy, Golden Field Office, 1617 Cole 
Boulevard, Golden, CO 80401
    U.S. Department of Energy, Idaho Operations Office, 850 Energy 
Drive, Idaho Falls, ID 83401
    U.S. Department of Energy, National Energy Technology Laboratory 
(Morgantown), P.O. Box 880, Morgantown, WV 26507-0880
    U.S. Department of Energy, National Energy Technology Laboratory 
(Pittsburgh), 626 Cochrans Mill Road, Pittsburgh, PA 15236-0940
    U.S. Department of Energy, National Petroleum Technology Office, 
William Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK 
74103
    U.S. Department of Energy, Naval Petroleum and Oil Shale Reserves, 
907 N. Poplar, Suite 150, Casper, WY 82601
    U.S. Department of Energy, Naval Petroleum Reserves in California, 
1601 New Stine Road, Suite 240, Bakersfield, CA 93309
    U.S. Department of Energy, NNSA Service Center Nevada, P.O. Box 
98518, Las Vegas, NV 89193-8518
    U.S. Department of Energy, Oak Ridge Operations Office, P.O. Box 
2001, Oak Ridge, TN 37831
    U.S. Department of Energy, NNSA Service Center Oakland, 1301 Clay 
Street, Oakland, CA 94612-5208
    U.S. Department of Energy, Office of Scientific & Technical 
Information, P.O. Box 62, Oak Ridge, TN 37831
    U.S. Department of Energy, Ohio Field Office, P.O. Box 3020, 
Miamisburg, OH 45343
    U.S. Department of Energy, Philadelphia Regional Support Office, 
1880 John F. Kennedy Boulevard, Suite 501, Philadelphia, PA 19103-7483
    U.S. Department of Energy, Pittsburgh Naval Reactors Office, P.O. 
Box 109, West Mifflin, PA 15122-0109
    U.S. Department of Energy, Richland Operations Office, P.O. Box 
550, Richland, WA 99352
    U.S. Department of Energy, Rocky Flats Field Office, 10808 Highway 
93, Unit A, Golden, CO 80403-8200
    U.S. Department of Energy, Savannah River Operations Office, P.O. 
A, Aiken, SC 29801
    U.S. Department of Energy, Seattle Regional Support Office, 800 
Fifth Avenue, Suite 3950, Seattle, WA 98104
    U.S. Department of Energy, Schenectady Naval Reactors Office, P.O. 
Box 1069, Schenectady, NY 12301
    U.S. Department of Energy, Southeastern Power Administration, 1166 
Athens Tech Road, Elberton, GA 30635-4578
    U.S. Department of Energy, Southwestern Power Administration, 
Williams Tower One, One West Third Street, Tulsa, OK 74103
    U.S. Department of Energy, Strategic Petroleum Reserve Project 
Office, 900 Commerce Road East, New Orleans, LA 70123
    U.S. Department of Energy, Western Area Power Administration, P.O. 
Box 3402, Golden, CO 80401
    U.S. Department of Energy, Office of Repository Development, P.O. 
Box 364629, North Las Vegas, NV 89036-8629

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Department of Energy (DOE), including National Nuclear Security 
Administration (NNSA) personnel and consultants.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Time and attendance records, earning records, payroll actions, 
deduction information requests, authorizations for overtime and night 
differential, and Office of Personnel Management (OPM) retirement 
records.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Privacy Act of 
1974, Pub. L. 93-579 (5 U.S.C. 552a); General Accounting Office Policy 
and Procedures Manual; Personal Responsibility and Work Opportunity 
Reconciliation Act, Pub. L. 104-193.

PURPOSE(S):
    The records are maintained and used by the DOE to document 
historical information on employee wages, deductions, retirement 
benefits, and leave.

[[Page 3906]]

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    1. A record from this system may be disclosed as a routine use to 
the Department of Treasury to collect withheld taxes, process payroll 
payments, and issue savings bonds.
    2. A record from this system may be disclosed as a routine use to 
the Internal Revenue Service to process Federal income tax payments and 
tax levies.
    3. A record from this system may be disclosed as a routine use to 
state and local governments to process State and local income tax 
deductions and court ordered child support or alimony payments.
    4. A record from this system may be disclosed as a routine use to 
OPM to establish and maintain retirement records and benefits.
    5. A record from this system may be disclosed as a routine use to 
the Thrift Savings Board to update Section 401K type records and 
benefits.
    6. A record from this system may be disclosed as a routine use to 
the Social Security Administration to establish Social Security records 
and benefits.
    7. A record from this system may be disclosed as a routine use to 
the Department of Labor to process workmen's compensation claims.
    8. A record from this system may be disclosed as a routine use to 
the Department of Defense to adjust military retirement.
    9. A record from this system may be disclosed as a routine use to 
financial institutions to credit net deposits, savings allotments, and 
discretionary allotments.
    10. A record from this system may be disclosed as a routine use to 
employee unions to credit accounts for employees with union dues 
deductions.
    11. A record from this system may be disclosed as a routine use to 
health insurance carriers to process insurance claims.
    12. A record from this system may be disclosed as a routine use to 
the General Accounting Office to verify accuracy and legality of 
disbursement.
    13. A record from this system may be disclosed as a routine use to 
the Department of Veterans Affairs to evaluate veteran's benefits to 
which the individual may be entitled.
    14. A record from this system may be disclosed as a routine use to 
States' departments of employment security to determine entitlement to 
unemployment compensation or other State benefits.
    15. A record from the system may be disclosed as a routine use to 
the appropriate local, State or Federal agency when records alone or in 
conjunction with other information, indicates a violation or potential 
violation of law whether civil, criminal, or regulatory in nature, and 
whether arising by general statute or particular program pursuant 
thereto.
    16. A record from the system may be disclosed as a routine use to a 
Federal, State, or local agency to obtain information relevant to a 
Departmental decision concerning the hiring or retention of an 
employee, the issuance of a security clearance, the letting of a 
contract, or the issuance of a license, grant, or other benefit. The 
Department must deem such disclosure to be compatible with the purpose 
for which the Department collected the information.
    17. A record from the system may be disclosed as a routine use to 
DOE contractors in performance of their contracts, and their officers 
and employees who have a need for the record in the performance of 
their duties. Those provided information under this routine use are 
subject to the same limitations applicable to DOE officers and 
employees under the Privacy Act.
    18. A record from this system of records may be disclosed as a 
routine use to a member of Congress submitting a request involving the 
constituent when the constituent has requested assistance from the 
member concerning the subject matter of the record. The member of 
Congress must provide a copy of the constituent's request for 
assistance.
    19. A record from this system may be disclosed as a routine use to 
the Office of Child Support Enforcement, Administration for Children 
and Families, Department of Health and Human Services, Federal Parent 
Locator System (FPLS) and Federal Tax Offset System to locate 
individuals and identify their income sources to establish paternity, 
establish and modify orders of support, and for enforcement action.
    20. A record from this system may be disclosed as a routine use to 
the Office of Child Support Enforcement, Administration for Children 
and Families, Department of Health and Human Services, FPLS and Federal 
Tax Offset System, for release to the Social Security Administration to 
verify social security numbers in connection with the operation of the 
FPLS by the Office of Child Support Enforcement.
    21. A record from this system may be disclosed as a routine use to 
the Office of Child Support Enforcement, Administration for Children 
and Families, Department of Health and Human Services, FPLS and Federal 
Tax Offset System, for release to the Department of Treasury to 
administer the Earned Income Tax Credit Program (Section 32, Internal 
Revenue Code of 1986) and verify a claim with respect to employment in 
a tax return.
    22. A record from this system may be disclosed as a routine use to 
the Defense Finance and Accounting Service (DFAS) so that DFAS may 
perform payroll processing services for DOE. These services may include 
the issuance of salary payments to employees and distribution of wages; 
and the distribution of allotments and deductions to financial and 
other institutions, many of which are through electronic funds 
transfer.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE:
    Records may be stored as paper records and electronic media.

RETRIEVABILITY:
    Records may be retrieved by name, social security number, and 
payroll number.

SAFEGUARDS:
    Paper records are maintained in locked cabinets and desks. 
Electronic records are controlled through established DOE computer 
center procedures (personnel screening and physical security), and they 
are password protected. Access is limited to those whose official 
duties require access to the records.

RETENTION AND DISPOSAL:
    Records retention and disposal authorities are contained in the 
National Archives and Records Administration (NARA) General Records 
Schedule and DOE record schedules that have been approved by NARA.

SYSTEM MANAGER(S) AND ADDRESS:
    Headquarters: Director, Office of Management, Budget and 
Evaluation/Chief Financial Officer, U.S. Department of Energy, 1000 
Independence Avenue, SW., Washington, DC 20585.
    Field Offices: The Managers of the DOE offices ``System Locations'' 
listed above are the system managers for their respective portions of 
this system.

NOTIFICATION PROCEDURES:
    In accordance with the DOE regulation implementing the Privacy Act, 
at Title 10, Code of Federal Regulations, part 1008, a request by an 
individual to determine if a system of records contains information 
about him/her should be directed to the Director, Headquarters Freedom 
of Information

[[Page 3907]]

Act and Privacy Act Group, U.S. Department of Energy, or the Privacy 
Act Officer at the appropriate address identified above under ``System 
Locations.'' For records maintained by Laboratory or Site Office, the 
request should be directed to the Privacy Act Officer at the Operations 
Office that has jurisdiction over that office or facility. The request 
should include the requester's complete name, time period for which 
records are sought, and the office locations(s) where the requester 
believes the records are located.

RECORDS ACCESS PROCEDURES:
    Same as Notification Procedures above. Records are generally kept 
at locations where the work is performed. In accordance with the DOE 
Privacy Act regulation, proper identification is required before a 
request is processed.

CONTESTING RECORD PROCEDURES:
    Same as Notification Procedures above.

RECORD SOURCE CATEGORIES:
    The subject individual, supervisors, timekeepers, official 
personnel records, and the Internal Revenue Service.

SYSTEM EXEMPT FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 04-1551 Filed 1-26-04; 8:45 am]
BILLING CODE 6450-01-P