[Federal Register Volume 71, Number 116 (Friday, June 16, 2006)]
[Notices]
[Pages 34936-34937]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E6-9407]


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GENERAL SERVICES ADMINISTRATION


Privacy Act of 1974; Proposed Privacy Act System of Records

AGENCY: General Services Administration.

ACTION: Notice of establishment of a Government-wide system of records 
subject to the Privacy Act of 1974.

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SUMMARY: The General Services Administration (GSA) proposes to 
establish a Government-wide system of records subject to the Privacy 
Act of 1974, 5 U.S.C. 552a. The system of records, GSA SmartPay[reg] 
Purchase Charge Card Program (GSA/GOVT-6), will ensure that the Federal 
Purchase Charge Card Program, for which GSA has Government-wide 
responsibility, assembles and maintains information necessary for the 
efficient and cost effective operation, control, and management of 
commercial purchasing activities by Federal agencies. The system 
includes personal information of individuals to enhance the Federal 
Government's ability to monitor official purchases, payments, and 
expenses involving charge card transactions.

DATES: The system of records will become effective on July 26, 2006 
unless comments received on or before that date result in a contrary 
determination.

ADDRESSES: ADDRESS: Comments should be directed to: Director, Support 
Services Division, Federal Acquisition Service, General Services 
Administration, 1901 South Bell Street, Arlington VA 22202.

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

    Dated: June 8, 2006.
June V. Huber,
Director, Office of Information Management.

GSA/GOVT-6

    System name: GSA SmartPay[reg] Purchase Charge Card Program
    System location: System records are located at the Federal agency 
for which an individual is authorized to perform purchase charge card 
transactions. Records necessary for a contractor to perform under a 
Federal agency contract are located at the contractor's facility. 
Contact the System Manager for additional information.
    Categories of individuals covered by the system:Individuals covered 
by the system are Federal employees, contractors, and other individuals 
who apply for and/or use Government-assigned purchase charge cards.
    Categories of records in the system: The system provides control 
over expenditure of funds through the use of Federal Government 
purchase cards. System records include:
    a. Personal information on individuals who apply for and use 
Federal Government charge cards, including name, Social Security 
Number, agency of employment, business address (including city, state, 
country, and zip code), title or position, business telephone, business 
fax number, and e-mail address.
    b. Account processing and management information, including 
purchase authorizations and vouchers, charge card applications, charge 
card receipts, terms and conditions for card use, charge card 
transactions, contractor monthly reports showing charges to individual 
account numbers, account balances, and other data needed to authorize, 
account for, and pay authorized purchase card expenses.
    Authorities for maintenance of the system: E.O. 9397; E.O. 12931; 
40 U.S.C. Sec. Sec.  501-502.
    Purpose: To establish and maintain a system for operating, 
controlling, and managing a purchase charge card program involving 
commercial purchases by authorized Federal Government employees and 
contractors.
    Routine uses of the system records, including categories of users 
and their purpose for using the system:
    System information may be accessed and used by authorized Federal 
agency employees or contractors to conduct official duties associated 
with the management and operation of the purchase charge card program. 
Information from this system also may be disclosed as a routine use:
    a. To a Federal, State, local, or foreign agency responsible for 
investigating, prosecuting, enforcing, 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 an appeal, grievance, or formal complaints examiner; equal 
employment opportunity investigator; arbitrator; or other official 
engaged in investigating, or settling a grievance, complaint, or appeal 
filed by an individual who is the subject of the record.
    c. 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.
    d. To another Federal agency in connection with the hiring or 
retention of an employee; the issuance of a security clearance; the 
reporting of an investigation; clarifying a job; the letting of a 
contract; or the issuance of a grant, license, or other benefit to the 
extent that the information is relevant and necessary to a decision.
    e. To the Office of Personnel Management (OPM), the Office of 
Management and Budget (OMB), the Government Accountability Office (GAO) 
or other Federal agency when the information is required for program 
evaluation purposes.
    f. To a Member of Congress or staff on behalf of and at the request 
of the individual who is the subject of the record.
    g. To the National Archives and Records Administration (NARA) for 
records management purposes.
    h. To an expert, consultant, or contractor in the performance of a 
Federal duty to which the information is relevant, including issuance 
of charge cards.
    i. To GSA in the form of listings, reports, and records of all 
transportation related transactions, including refunds

[[Page 34937]]

and adjustments, by the contractor to enable audits of transportation 
related charges to the Government.
    j. To GSA contract agents assigned to participating agencies for 
billing of purchase expenses.
    k. To agency finance offices for debt collection purposes.
    Policies and practices for storing, retrieving, accessing, 
retaining, and disposing of system records:
    Storage: Information may be collected on paper or electronically 
and may be stored on paper or on electronic media, as appropriate.
    Retrievability: Records may be retrieved by name, Social Security 
Number, credit card number, and/or other personal identifier or 
appropriate type of designation.
    Safeguards: System records are safeguarded in accordance with the 
requirements of the Privacy Act, the Computer Security Act, and OMB 
Circular A-130. Technical, administrative, and personnel security 
measures are implemented to ensure confidentiality and integrity of the 
system data stored, processed, and transmitted. Paper records are 
stored in secure cabinets or rooms. Electronic records are protected by 
passwords and other appropriate security measures.
    Retention and disposal: Disposition of records is according to the 
National Archives and Records Administration (NARA) guidelines, as set 
forth in the handbook, GSA Records Maintenance and Disposition System 
(OAD P 1820.2A and CIO P 1820.1), authorized GSA records schedules, and 
by individual agencies.
    System manager and address: Director, Office of Commercial 
Acquisition (FC), General Services Administration, 1901 South Bell 
Street, Arlington VA 22202. Also, officials responsible for individual 
agency purchase card programs using the SmartPay[reg]system.
    Notification procedure: Individuals may obtain information about 
their records from the purchase charge card program manager of the 
agency for which they transact purchases.
    Record access procedures: Requests from individuals for access to 
their records should be addressed to their agency's purchase charge 
card program manager or to the finance office of the agency for which 
the individual transacts purchases.
    Contesting record procedures: Individuals may access their records, 
contest the contents, and appeal determinations according to their 
agency's rules.
    Record source categories: Information is obtained from individuals 
submitting charge card applications, monthly contractor reports, 
purchase records, managers, other agencies, non-Federal sources such as 
private firms, and other agency systems containing information 
pertaining to the purchase charge card program.
[FR Doc. E6-9407 Filed 6-15-06; 8:45 am]
BILLING CODE 6820-34-S