[Federal Register Volume 73, Number 81 (Friday, April 25, 2008)]
[Notices]
[Pages 22401-22402]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E8-8922]


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GENERAL SERVICES ADMINISTRATION


Privacy Act of 1974; Notice of Updated Systems of Records

AGENCY: General Services Administration.

ACTION: Notice.

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SUMMARY: GSA reviewed its Privacy Act systems to ensure that they are 
relevant, necessary, accurate, up-to-date, covered by the appropriate 
legal or regulatory authority, and in response to OMB M-07-16. This 
notice is a compilation of updated Privacy Act system of record 
notices.

DATES: Effective May 27, 2008.

FOR FURTHER INFORMATION CONTACT: Call or e-mail the GSA Privacy Act 
Officer: telephone 202-208-1317; e-mail [email protected].

ADDRESSES: GSA Privacy Act Officer (CIB), General Services 
Administration, 1800 F Street, NW., Washington, DC 20405.

SUPPLEMENTARY INFORMATION: GSA undertook and completed an agency-wide 
review of its Privacy Act systems of records. As a result of the review 
GSA is publishing updated Privacy Act systems of records notices. 
Rather than make numerous piecemeal revisions, GSA is republishing 
updated notices for one of its systems. Nothing in the revised system 
notices indicates a change in authorities or practices regarding the 
collection and maintenance of information. Nor do the changes impact 
individuals' rights to access or amend their records in the systems of 
records. The updated system notices also include the new requirement 
from OMB Memorandum M-07-16 regarding a new routine use that allows 
agencies to disclose information in connection with a response and 
remedial efforts in the event of a data breach.

    Dated: April 16, 2008.
Cheryl M. Paige,
Director, Office of Information Management.
GSA/GOVT-3

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 
employees and authorized individuals who use a Federal account number 
for travel purposes.

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.

PURPOSE(S):
    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

[[Page 22402]]

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.
    i. To appropriate agencies, entities, and persons when (1) The 
Agency suspects or has confirmed that the security or confidentiality 
of information in the system of records has been compromised; (2) the 
Agency has determined that as a result of the suspected or confirmed 
compromise there is a risk of harm to economic or property interests, 
identity theft or fraud, or harm to the security or integrity of this 
system or other systems or programs (whether maintained by GSA or 
another agency or entity) that rely upon the compromised information; 
and (3) the disclosure made to such agencies, entities, and persons is 
reasonably necessary to assist in connection with GSA's efforts to 
respond to the suspected or confirmed compromise and prevent, minimize, 
or remedy such harm.
    j. To a Federal agency in connection with the hiring or retention 
of an employee; the issuance of a security clearance; the reporting of 
an investigation; 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.
    k. To the Office of Personnel Management (OPM), the Office of 
Management and Budget (OMB), or the Government Accountability Office 
(GAO) when the information is required for program evaluation purposes.
    l. To an expert, consultant, or contractor of GSA in the 
performance of a Federal duty to which the information is relevant.
    m. To the National Archives and Records Administration (NARA) for 
records management purposes.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper records are stored in file folders. Electronic records are 
stored within a computer and associated equipment.

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

SAFEGUARDS:
    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 PROCEDURE:
    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. E8-8922 Filed 4-24-08; 8:45 am]
BILLING CODE 6820-34-P