[Federal Register Volume 71, Number 213 (Friday, November 3, 2006)]
[Notices]
[Pages 64707-64708]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E6-18600]
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GENERAL SERVICES ADMINISTRATION
Privacy Act of 1974; Privacy Act System of Records
AGENCY: General Services Administration
ACTION: Final Notice
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SUMMARY: The General Services Administration (GSA) is publishing a
final notice for the Government-wide system of records, GSA
SmartPay[reg] Purchase Charge Card Program (GSA/GOVT-6). This final
notice incorporates changes from feedback received to the notice
originally published for public comment on June 16, 2006, proposing the
establishment of the SmartPay[reg] Purchase Charge Care Program as a
system of records under the Privacy Act of 1974, 5 U.S.C. 552a. The
feedback was provided by Federal agencies' program coordinators and
were minor in nature, consisting of requests for clarification of terms
and inclusion of certain examples, i.e., an explanation of what
constitutes an ``expert, consultant, or contractor'' in routine use h.,
and inclusion of ``Approving Agency Officials and Federal agency/
organization program coordinators'' to clarify the types of Federal
employees covered by the system. Additionally, minor editorial changes
were made to ensure clarity. All changes were agreed to by the
individuals who provided the feedback.
SUPPLEMENTARY INFORMATION: The GSA SmartPay[reg] Purchase Charge
Card Program (GSA/GOVT-6) system of records, for which GSA has
Government-wide responsibility, assembles and maintains charge card
related information and ensures 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 purchase charge
card transactions.
DATES: The system of records will become effective on the date of
publication of this notice.
FOR FURTHER INFORMATION: Write the Director, Support Services Division,
Federal Acquisition Service, General Services Administration, 1901
South Bell Street, Arlington VA 22202; or call the GSA Privacy Act
Officer (CIB) on (202) 501-1452.
Dated: October 27, 2006.
Cheryl M. Paige
Acting 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 Agency Approving
Officials; Federal Agency/Organization Program Coordinators; and
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 and Social Security
Number or other personal identifier (e.g., employee ID). The system
also includes information of a non-personal nature such as agency of
employment, business address (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. 501-502.
Purpose:
To establish and maintain a system for operating, controlling, and
managing the 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
[[Page 64708]]
(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
individuals, organizations, private or public agencies, or other
entities or individuals with whom a Federal agency/organization has a
contract or agreement to perform such services, including issuance of
charge cards, as that agency/organization may deem practicable for the
purposes of laws administered by the agency/organization, in order for
the contractor, subcontractor, public or private agency, or other
entity or individual with whom the agency/organization has an agreement
or contract to perform the services of the contract or agreement. This
routine use includes disclosures by the individual or entity performing
the service for the Federal agency/organization to any secondary entity
or individual to perform an activity that is necessary for individuals,
organizations, private or public agencies, or other entities or
individuals with whom the agency/organization has a contract or
agreement to provide the service to the agency/organization.
i. To GSA in the form of listings, reports, and records of all
transportation related transactions, including refunds 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 (e.g., employee ID) 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 to which only authorized individuals have access.
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 (e.g., Federal Agency/Organization
Program Coordinators).
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. E6-18600 Filed 11-02-06; 8:45 am]
BILLING CODE 6820-34-S