[Federal Register Volume 73, Number 136 (Tuesday, July 15, 2008)]
[Notices]
[Pages 40651-40652]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E8-16161]


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DEPARTMENT OF STATE

[Public Notice 6289]


Global Financial Management System

    SUMMARY: During a review of this agency's operations, a system was 
identified as being in operation that is not covered by a Privacy Act 
system of records. Notice is hereby given that the Department of State 
proposes to create a new system of records, Global Financial Management 
System, pursuant to the provisions of the Privacy Act of 1974, as 
amended (5 U.S.C. 552a), and Office of Management and Budget Circular 
No. A-130, Appendix I. The Department's report relating to this system 
was filed with the Office of Management and Budget on July 8, 2008.
    It is proposed that the new system will be named ``Global Financial 
Management System.'' It is also proposed that the new system 
description will identify the Global Financial Management System (GFMS) 
as the official financial management system for the Department of State 
to account for and control appropriated resources and to maintain 
accounting and financial information associated with the normal 
operation of government organizations. The routine uses applying to 
GFMS that provide for disclosure to the Department of the Treasury and 
the Internal Revenue Service are compatible with the purpose for 
collecting information that resides in this system because such 
disclosures enable the appropriate reimbursements to individuals and 
documentation thereof for purposes of tax compliance.
    Any persons interested in commenting on the new Global Financial 
Management System may do so by submitting comments in writing to 
Margaret P. Grafeld, Director, Office of Information Programs and 
Services, A/ISS/IPS, U.S. Department of State, SA-2, Washington, DC 
20522-8001. The new system of records for the Global Financial 
Management System will be effective 40 days from the date of 
publication, unless comments are received that result in a contrary 
determination. This new system description will read as set forth 
below.

    Dated: July 8, 2008.
Rajkumar Chellaraj,
Assistant Secretary for the Bureau of Administration, Department of 
State.
STATE-73

System name:
    Global Financial Management System.

Security classification:
    Unclassified.

System location:
    Department of State, Annex 1, 2201 C Street, NW., Washington, D.C. 
20520; Annex 15, 1800 N. Kent Street, Arlington, VA 22209; Charleston 
Financial Service Center, Building 646A, 1969 Dyess Avenues, 
Charleston, SC 29408; and overseas at U.S. Embassies, U.S. Consulates 
General and Consulates.

Categories of individuals covered by the system:
    Any individual requiring payment by the Department of State whether 
for services rendered or for reimbursement of an authorized payment 
voucher.

Authority for maintenance of system:
    Federal Managers' Financial Integrity Act of 1982, Federal 
Financial Management Improvement Act of 1996 and the Debt Collection 
Act of 1982 and 1996.

Categories of records in the system:
    Names, addresses, telephone numbers, social security numbers, tax 
identification numbers, employee identification numbers, bank routing 
and account numbers, loan numbers and receivable reference numbers, and 
related information.

Purpose:
    The Global Financial Management System (GFMS) is the official 
financial

[[Page 40652]]

management system for the Department of State to account for and 
control appropriated resources and to maintain accounting and financial 
information associated with the normal operation of government 
organizations. The information in this system is used to make 
authorized payments for goods and services to companies or individuals 
doing business with the Department of State, to make authorized 
reimbursement payments to an employee, to prepare 1099 tax reports, and 
to account for individual accounts of debts owed to the Department of 
State or the U.S. Government, in accordance with the Debt Collection 
Improvement Act of 1996.

Routine uses of records maintained in the system, including categories 
of users and purposes of such uses:
    The principal users of this information outside the Department of 
State are: (1) Department of Treasury to issue authorized payments to 
companies and individuals or to issue authorized reimbursement payments 
to employees; and (2) the Internal Revenue Service and companies or 
individuals who have received qualifying payments during the tax year 
as recipients of 1099 reporting. Also see the Department of State's 
Prefatory Statement of Routine Uses published in the Federal Register.

Disclosure to consumer reporting agencies:
    Disclosure made pursuant to 5 U.S.C. 552a(b)(12): Debt information 
concerning a government claim against an individual may be furnished in 
accordance with 5 U.S.C. 552a(b)(12) and section 3 of the Debt 
Collection Act of 1982 (Pub. L. 97-365) to consumer reporting agencies 
to encourage repayment of an overdue debt.

Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in the system:
Storage:
    Electronic media and paper records.

Retrievability:
    By name, employee identification number, or social security number, 
consistent with Executive Order 9397 and Section 7 of the Privacy Act.

Safeguards:
    All Department of State employees and contractors with authorized 
access have undergone a thorough background security investigation. 
Access to the Department and its annexes is controlled by security 
guards and admission is limited to those individuals possessing a valid 
identification card or individuals under proper escort. Records 
containing personal information are maintained in secured file cabinets 
or in restricted areas, access to which is limited to authorized 
personnel. Servers are stored in Department of State secured facilities 
in cipher locked server rooms. Physical access to the server rooms is 
limited to authorized personnel only. The system is secured with the 
safeguards required by Office of Management and Budget Memorandum M-07-
16 as may be applicable

Retention and disposal:
    Records maintenance and disposal is in accordance with National 
Archives and Records Administration retention schedule, and any 
supplemental guidance issued by individual components.

System manager and address:
    Director, Systems Development and Maintenance, Department of State, 
P.O. Box 150008, Charleston, SC 29415-5008.

Notification procedure:
    Individuals who have reason to believe that the Department of 
State's Global Financial Management System may have records pertaining 
to themselves may write the Director, Office of Information Programs 
and Services, A/ISS/IPS, SA-2, Department of State, 515 22nd Street, 
NW., Washington, DC 20522-8100.
    The individual must specify that he or she wishes the GFMS to be 
checked. At a minimum, the individual should include: Name, date of 
birth, current mailing address and zip code, signature; and also a 
brief description of the circumstances that caused the individual cause 
to believe that the GFMS has records pertaining to him or her.

Record access and amendment procedures:
    Individuals who wish to gain access to or amend records pertaining 
to them should write to the Director, Office of Information Programs 
and Services, A/ISS/IPS, SA-2, Department of State, 515 22nd Street, 
NW., Washington, DC 20522-8100.

Record source categories
    These records contain information obtained from the individual who 
is the subject of these records, from Department of State transactions, 
and from other U.S. Government agencies.

System exempted from certain provisions of the Privacy Act:
    None.

[FR Doc. E8-16161 Filed 7-14-08; 8:45 am]
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