[Federal Register Volume 69, Number 51 (Tuesday, March 16, 2004)]
[Notices]
[Pages 12326-12328]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 04-5846]


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EXECUTIVE OFFICE OF THE PRESIDENT

Office of Administration


Privacy Act of 1974: Revisions to System of Records: New System 
and Addition of Standard Routine Uses

AGENCY: Office of Administration, Executive Office of the President.

ACTION: Notice of the publication to add a new system of records and 
add standard routine uses.

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SUMMARY: Pursuant to the Privacy Act of 1974 (5 U.S.C. 552a), the 
Office of Administration, Executive Office of the President (OA/EOP), 
is proposing to create a new Privacy Act systems of records and add 
standard routine uses for all its systems of records. This proposal 
provides notice of the planned: (1) creation of one new system. The new 
system, OA/EOP/08 ``Employee Transportation Facilitation,'' includes 
information maintained by the Office of Administration on parking 
permits, carpool and vanpool members, and transportation subsidies for 
individuals who work for the following Executive Office of the 
President Organizations: Council on Environmental Quality, Office of 
Administration, Office of Management and Budget, Office of National 
Drug Control Policy, Office of Science and Technology Policy, and the 
United States Trade Representative. (2) Addition of standard routine 
uses for all OA/EOP systems of records.

DATES: The notice for the new system of records and standard routine 
uses will become effective as published on April 26, 2004, unless the 
Office of Administration publishes a notice to the contrary. Comments 
on these systems of records should be submitted in writing before April 
26, 2004.

ADDRESSES: All written comments concerning these systems of records 
should be submitted to the General Counsel, Office of Administration, 
Executive Office of the President, 725 17th Street, NW., Washington, DC 
20503 and sent by facsimile to (202) 456-7921.

Keith L. Roberts,
Acting General Counsel.

Privacy Act Systems--Standard Routine Uses--Office of Administration

    The following standard routine uses apply, subject to the Privacy 
Act of 1974, except where otherwise noted or where obviously not 
appropriate, to each system of records maintained by the Office of 
Administration.
    1. Law Enforcement--In the event that this system of records 
indicates a violation or potential violation of law, whether civil, 
criminal, or regulatory in nature, and whether arising by general 
statute or particular program statute, or by regulation, rule or order 
issued pursuant thereto, the relevant records in the system of records 
may be referred, as a routine use, to the appropriate agency, whether 
Federal, State, local or foreign, charged with the responsibility of 
investigating or prosecuting such violation or charged with enforcing 
or implementing the statute, or rule, regulation or order issued 
pursuant thereto.
    2. Disclosure When Requesting Information--A record from this 
system of records may be disclosed as a routine use to a Federal, 
State, or local agency maintaining civil, criminal, or other relevant 
enforcement information or other pertinent information, such as current 
licenses, if necessary to obtain information relevant to an agency 
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.
    3. Disclosure of Requested Information--A record from this system 
of records may be disclosed to a Federal agency, in response to its 
request, in connection with the hiring or retention of an employee, the 
issuance of a security clearance, the reporting of an investigation of 
an employee, the letting of a contract, or the issuance of a license, 
grant, or other benefit by the requesting agency, to the extent that 
the information is relevant and necessary to the requesting agency's 
decision on the matter.
    4. Department of Justice or Other Agency--In the event there is a 
pending court or formal administrative proceeding, any records which 
are relevant to the proceeding may be disclosed to the Department of 
Justice or other agency for purposes of representing the government, or 
in the course of presenting evidence, or they may be produced to 
parties or counsel involved in the proceeding in the course of pretrial 
discovery.
    5. Equal Employment Opportunity Commission and the Merit Systems 
Protection Board--In order to facilitate their processing of 
discrimination complaints, including investigations, hearings, and 
reviews on appeals; any records which are relevant to the proceeding 
may be disclosed to the agency conducting the review; responses to 
other Federal agencies and other organizations having legal and 
administrative responsibilities related to the OA Equal Employment 
Opportunity Programs and to individuals in the record.
    6. Congressional Inquires--Disclosure may be made to a 
Congressional office from the record of an individual in response to a 
written inquiry from the Congressional office made on behalf of the 
individual. In such cases, however, the Congressional office does not 
have greater rights to records than the individual. Thus, the 
disclosure may be withheld from delivery to the individual where the 
file contains investigative or actual information or other materials 
which are being used, or are expected to be used, to support 
prosecution or fines against the individual for violations of a 
statute, or of regulations of the Department based on statutory 
authority. No such limitations apply to records requested for 
Congressional oversight or legislative purposes. Release is authorized 
under 49 CFR 10.35(9).
    7. Third Party--Disclosure may be made to a third party for (1) 
verification of an employee's status upon written request of the 
employee; (2) to facilitate the verification of employee contributions 
for insurance data with carriers and collection agents; (3) to provide 
various Federal, State, and local taxing authorities itemized listing 
of withholdings for individual income taxes; (4) to respond to State 
employment compensation requests for wage and separation data on former 
employees; (5) to report previous job injuries to worker's compensation 
organizations; (6) for person to notify in an emergency; (7) to report 
unemployment record to appropriate State and local authorities; and (8) 
when requested, provide other employers with work record.
    8. Delinquent Debts--Where applicable, delinquent debts, and all 
relevant information related thereto, may be forwarded to (1) the U.S.

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Department of Treasury, for collection; and (2) to the Office of Child 
Support Enforcement, Administration for Children and Families, 
Department of Health and Human Services, National Directory of New 
Hires, part of the Federal Parent Locator Service (FPLS) and the 
Federal Tax Offset System, DHHS/OCSE No. 09-90-0074, for the purpose of 
locating individuals to establish paternity, establishing and modifying 
orders of child support, identifying sources of income, and for other 
child support enforcement actions as required by the Personal 
Responsibility and Work Opportunity Reconciliation Act of 1996 (Pub. L. 
104-193); and
    9. Office of Personnel Management--Disclosure may be made to the 
Office of Personnel Management concerning information on pay and leave, 
benefits, retirement deductions, and any other information necessary 
for the Office of Personnel Management to carry out its legally 
authorized government-wide personnel management functions and studies.
    10. General Services Administration--Disclosure may be made to the 
General Services Administration for the purpose of records management 
inspections conducted under authority of 44 U.S.C. 2904 and 2906.
    11. National Archives and Records Administration--Disclosure may be 
made to the National Archives and Records Administration for the 
purpose of records management inspections conducted under authority of 
44 U.S.C. 2904 and 2906.
    12. Merit Systems Protection Board--Disclosure may be made to the 
Merit Systems Protection Board, including the Office of the Special 
Counsel for the purpose of litigation, including administrative 
proceedings, appeals, special studies of the civil service and other 
merit systems, review of OPM or component rules and regulations, 
investigation of alleged or possible prohibited personnel practices; 
including administrative proceedings involving any individual subject 
of an OA investigation, and such other functions, promulgated in 5 
U.S.C 1205 and 1206, or as may be authorized by law.
OA/EOP-08

SYSTEM NAME:
    Employee Transportation Facilitation.

SYSTEM LOCATION:
    Office of Administration, Human Resources Management, 725 17th 
Street, NW., Washington, DC 20503 will keep transportation subsidy 
records. Office of Administration, Facilities Management Division, 725 
17th Street, NW., Washington, DC 20503 will keep parking management 
records.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Holders of parking permits, applicants for ridesharing information, 
members of carpools and vanpools, and applicants and recipients of fare 
subsidies who are employees with the following organizations within the 
EOP: Council on Environmental Quality, Office of Administration, Office 
of Management and Budget, Office of National Drug Control Policy, 
Office of Science and Technology Policy, and United States Trade 
Representative. The information in this system of records is kept by 
the Office of Administration to administer employee transportation 
programs on behalf of the EOP organizations listed above.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records of holders of parking permits and records of carpool and 
vanpool members. Records and reports of status of rideshare 
applications; copies of applications and match letters received by 
rideshare applicants; applications and certifications of fare subsidy 
recipients; records and reports of disbursements to fare subsidy 
recipients; and information on local public mass transit facilities and 
fare subsidy programs.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Federal Property and Administrative Services Act of 1949, as 
amended; title 5 U.S.C. 301.

PURPOSE:
    Parking management and fare subsidy management.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Carpool listing produced for use in creating or enlarging carpools 
or vanpools. Used for production of listings and reports. Used for 
periodic review or revalidation. Used as part of a program designed to 
ensure eligibility for, and receipt of, fare subsidy. See Standard 
Routine Uses.

DISCLOSURES TO CONSUMER REPORTING AGENCIES:
    Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be 
made from this system to consumer reporting agencies (collecting on 
behalf of the United States Government) as defined in the Fair Credit 
Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act 
of 1982 (31 U.S.C. 3701(a)(3)).

POLICES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are stored in hard copy or electronically.

RETRIEVABILITY:
    Records can be retrieved in hard copy form by name or 
electronically by employee name or social security number, or by ZIP 
code of residence, as applicable.

SAFEGUARDS:
    Except for carpool listings, access is accorded only to parking and 
fare subsidy management offices. Printout of carpool listing used in 
matching program has name, agency, Office of Administration permit 
number, and work telephone number only and is available upon request.

RETENTION AND DISPOSAL:
    Data are deleted and not retained on ADP once the individual leaves 
the system for any reason (i.e., is no longer on the ridesharing 
listing, is no longer a member of a carpool or vanpool, or no longer 
receives a fare subsidy). Record copies of monthly reports and listings 
are retained for three years, forwarded to the Federal Records Center 
for two more years, and then destroyed.

SYSTEM MANAGER (S) AND ADDRESS:
    Office of Administration, Human Resources Management, 725 17th 
Street, NW., Washington, DC 20503 will keep transportation subsidy 
records. Office of Administration, Facilities Management Division, 725 
17th Street, NW., Washington, DC 20503 will keep parking management 
records.

NOTIFICATION PROCEDURE:
    Current or former employees seeking access to information about 
themselves contained in this system of records should address written 
inquiries to the system manager. Employees should provide full name, 
social security number, valid identification; and any other information 
verifiable from this record.

RECORD ACCESS PROCEDURES:
    Same as above.

CONTESTING RECORD PROCEDURES:
    Same as above.

RECORD SOURCE CATEGORIES:
    Applications submitted by individuals for parking permits, carpool 
and vanpool membership, ridesharing information, and fare subsidies; 
from notifications from other Federal agencies in the program; and from

[[Page 12328]]

periodic certifications and reports regarding fare subsidies, as 
applicable.

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 04-5846 Filed 3-15-04; 8:45 am]
BILLING CODE 3115-W4-P