[Federal Register Volume 69, Number 20 (Friday, January 30, 2004)]
[Pages 4517-4518]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 04-1946]



Privacy Act of 1974; Proposed Revisions to a Privacy Act System 
of Records

AGENCY: General Services Administration.

ACTION: Notice of proposed revision to an existing Privacy Act system 
of records.


SUMMARY: The General Services Administration (GSA) proposes to revise 
the government-wide system of records, Travel Charge Card Program (GSA/
GOVT-3). The purpose of the system is to maintain information that 
enables Federal government agencies to operate, manage, and control 
commercial travel and transportation by individuals on official 
government business and to provide cost data on travel, transportation, 
and related expenses worldwide. The system is being revised to include 
the date of birth of individuals whose records are in the system to 
facilitate identification of persons traveling for the Federal 
government. This notice also updates the authorities for maintaining 
the system and System Manager contact information; clarifies the scope 
of the system to show that it applies to all agencies; and includes 
editorial changes, also for clarification purposes.

DATES: Interested persons may submit written comments on this proposal. 
The revision will become effective without further notice on March 1, 
2004 unless comments received on or before that date require changes to 
the proposal.

ADDRESSES: Comments should be submitted to the GSA Privacy Act Officer 
(CI), Office of the Chief People Officer, General Services 
Administration, 1800 F Street NW., Washington DC 20405.

FOR FURTHER INFORMATION CONTACT: Contact the GSA Privacy Act Officer at 
the above address, or call 202-501-1452.

    Dated: January 26, 2004.
Fred Alt,
Chief Information Officer, Office of the Chief People Officer.

System name:
    Travel Charge Card Program.

System location:
    This system of records is located in the finance office of the 
local installation of the Federal agency for which an individual has 
traveled. Records necessary for a contractor to perform under a 
contract are located at the contractor's facility.

Categories of individuals covered by the system:
    Individuals covered by the system are current Federal employees who 
have their own government assigned charge card and all other Federal 

[[Page 4518]]

and authorized individuals who use a Federal account number for travel 

Categories of records in the system:
    Records include name, address, Social Security Number, date of 
birth, employment information, telephone numbers, information needed 
for identification verification, travel authorizations and vouchers, 
charge card applications, charge card receipts, terms and conditions 
for use of charge cards, and monthly reports from contractor(s) showing 
charges to individual account numbers, balances, and other types of 
account analyses.

Authority for maintenance of the system:
    5 U.S.C. 5707 and implementing Federal Travel Regulation, 41 CFR 
300-304; 5 U.S.C. 5738; E.O. 11609; 36 CFR 13747 (1971); 31 U.S.C. 
1348; Public Law. 107-56 Sec. 326.

    To assemble in one system information to provide government 
agencies with: (1) Necessary information on the commercial travel and 
transportation payment and expense control system which provides 
travelers charge cards and the agency an account number for official 
travel and related travel expenses on a worldwide basis; (2) attendant 
operational and control support; and (3) management information reports 
for expense control purposes.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    a. To disclose information to a Federal, State, local, or foreign 
agency responsible for investigating, prosecuting, enforcing, 
implementing, or carrying out a statute, rule, regulation, or order, 
where an agency becomes aware of a violation or potential violation of 
civil or criminal law or regulation.
    b. To disclose information to a Member of Congress or a 
congressional staff member in response to an inquiry made at the 
request of the individual who is the subject of the record.
    c. To disclose information to the contractor in providing necessary 
information for issuing credit cards.
    d. To disclose information to a requesting Federal agency in 
connection with hiring or retaining an employee; issuing a security 
clearance; reporting an employee investigation; clarifying a job; 
letting a contract; or issuing a license, grant, or other benefit by 
the requesting agency where the information is relevant and necessary 
for a decision.
    e. To disclose information to an appeal, grievance, or formal 
complaints examiner; equal employment opportunity investigator; 
arbitrator; exclusive representative; or other official engaged in 
investigating, or settling a grievance, complaint, or appeal filed by 
an employee.
    f. To disclose information to officials of labor organizations 
recognized under Pub. L. 95-454, when necessary to their duties of 
exclusive representation on personnel policies, practices, and matters 
affecting working conditions.
    g. To disclose information to a Federal agency for accumulating 
reporting data and monitoring the system.
    h. To disclose information in the form of listings, reports, and 
records of all common carrier transactions including refunds and 
adjustments to an agency by the contractor to enable audits of carrier 
charges to the Federal government.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
    Paper records are stored in file folders. Electronic records are 
stored within a computer and associated equipment.

    Records are filed by name, Social Security Number, and/or credit 
card number.

    Paper records are stored in lockable file cabinets or secured 
rooms. Electronic records are protected by passwords, access codes, and 
entry logs. There is restricted access to credit card account numbers, 
and information is released only to authorized users and officials on a 
need-to-know basis.

Retention and disposal:
    Records are kept for 3 years and then destroyed, as required by the 
General Records Retention Schedules issued by the National Archives and 
Records Administration (NARA).

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

Notification procedure:
    Inquiries by individuals should be addressed to the Finance Officer 
of the agency for which they traveled.

Record access procedures:
    Requests from individuals should be addressed to the Finance 
Officer of the agency for which they traveled. Individuals must furnish 
their full name and the authorizing agency and its component to 
facilitate the location and identification of their records.

Contesting record procedures:
    Individuals wishing to request amendment of their records should 
contact the Finance Officer of the agency for which they traveled. 
Individuals must furnish their full name and the authorizing agency and 
component for which they traveled.

Record source categories:
    Charge card applications, monthly reports from the contractor, 
travel authorizations and vouchers, credit card companies, and data 
interchanged between agencies.
[FR Doc. 04-1946 Filed 1-29-04; 8:45 am]