[Federal Register Volume 69, Number 243 (Monday, December 20, 2004)]
[Notices]
[Pages 75980-75981]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 04-27749]


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GENERAL SERVICES ADMINISTRATION


Privacy Act of 1974; Revised Privacy Act System of Records

AGENCY: General Services Administration

ACTION: Notice of an amended Privacy Act system of records

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SUMMARY: The General Services Administration (GSA) is publishing an 
amended system of records notice for the Government-wide system of 
records, Contracted Travel Services Program (GSA/GOVT-4), as part of 
GSA's responsibility to enhance the Federal government's electronic 
capability. The amendment includes clarification of routine use f., and 
the addition of routine use o., which allows disclosure of summary or 
statistical information without reference to any identifiable 
individual. The system of records is the basis for providing 
comprehensive travel services for travelers on official Federal 
business, from initial travel authorization to the final accounting.

DATES: The revised system notice is effective on the date of 
publication.

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

    Dated: December 2, 2004
JUNE V. HUBER
Director, Office of Information ManagementOffice of the Chief People 
Officer

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;

[[Page 75981]]

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.
    Authorities 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 300-304).
    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, expert, consultant, or contractor for 
accumulating reporting data, conducting surveys, and monitoring the 
system in the performance of a Federal duty.
    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 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.
    o. Summary or statistical data from the system with no reference to 
an identifiable individual may be released publicly.
    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. 04-27749 Filed 12-17-04; 8:45 am]
BILLING CODE 6820-34-S