[Federal Register Volume 73, Number 81 (Friday, April 25, 2008)]
[Notices]
[Pages 22402-22404]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E8-8923]


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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

[[Page 22403]]

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-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; 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:
    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 staff on behalf and at the requests 
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 an expert, consultant, or contractor in the performance of a 
Federal duty to which the information is relevant.
    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 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.
    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), the Office of 
Management and Budget (OMB), or the Government Accountability Office 
(GAO) when the information is required for program evaluation purposes.
    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.
    p. To the National Archives and Records Administration (NARA) for 
records management purposes.
    q. 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.

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/

[[Page 22404]]

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 FIPS 
140-2 compliant 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 AND ADDRESS:
    Assistant Commissioner, Office of Transportation and Property 
Management (FB), Federal Acquisition Service, General Services 
Administration, Room 300, 2200 Crystal Drive, Arlington, VA 20406.

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 SOURCES CATEGORIES:
    The sources are the individuals themselves, employees, travel 
authorizations, credit card companies, and travel service providers.

 [FR Doc. E8-8923 Filed 4-24-08; 8:45 am]
BILLING CODE 6820-34-P