[Federal Register Volume 73, Number 240 (Friday, December 12, 2008)]
[Notices]
[Pages 75683-75686]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E8-29404]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DOD-2008-OS-0150]


Privacy Act of 1974; Systems of Records

AGENCY: Defense Finance and Accounting Service, DoD.

ACTION: Notice to Alter an Existing System of Records.

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SUMMARY: The Defense Finance and Accounting Service (DFAS) is proposing 
to alter a system of records notice subject to the Privacy Act of 1974, 
(5 U.S.C. 552a), as amended.

DATES: This Action will be effective without further notice on January 
12, 2009 unless comments are received that would result in a contrary 
determination.

ADDRESSES: Send comments to the FOIA/PA Program Manager, Corporate 
Communications and Legislative Liaison, Defense Finance and Accounting 
Service, 8899 E. 56th St., Indianapolis, IN 46249-0150.

FOR FURTHER INFORMATION CONTACT: Ms. Linda Krabbenhoft at (303) 589-
3510.

SUPPLEMENTARY INFORMATION: The Defense Finance and Accounting Service 
systems of records notices subject to the Privacy Act of 1974 (5 U.S.C. 
552a), as amended, have been published in the Federal Register and are 
available from the address above.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on December 4, 2008, to 
the House Committee on Government Reform, the Senate Committee on 
Homeland Security and Governmental Affairs, and the Office of 
Management and Budget (OMB) pursuant to paragraph 4c of Appendix I to 
OMB Circular No. A-130, `Federal Agency Responsibilities for 
Maintaining Records About Individuals,' dated December 12, 2000, 65 FR 
239.

    Dated: December 8, 2008.
Morgan E. Frazier,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
T7335

System name:
    Defense Civilian Pay System (DCPS) (September 19, 2005, 70 FR 
54902).

Changes:
* * * * *

System location:
    Delete entry and replace with ``Defense Finance and Accounting 
Service, Civilian Pay Payroll Office, 8899 E. 56th St., Indianapolis, 
IN 46249-0002.
    Defense Finance and Accounting Service, Civilian Pay Payroll 
Office, 1240 E 9th St., Cleveland, OH 44199-2055.
    Defense Finance and Accounting Service Pensacola, 250 Raby Avenue, 
Building 801, Pensacola, FL 32509-5128.
    Defense Information Systems Agency, Defense Enterprise Computing 
Center (DISA/DECC), 5450 Carlisle Pike, Building 309, Mechanicsburg, PA 
17055-0975.''

Categories of individuals covered by the system:
    Delete entry and replace with ``All DoD civilian employees paid by 
appropriated funds and employees of the Executive Office of the 
President and non-DoD agencies to include Department of Energy, 
Department of Health and Human Services, Broadcast Board of Governors, 
Department of Veteran's Affairs and the Environmental Protection Agency 
who are paid by the Defense Finance and Accounting Service's 
consolidated civilian payroll offices.''

Categories of records in the system:
    Delete entry and replace with ``Individual's full name, Social 
Security Number (SSN), address, telephone number and pay and leave 
records; source documents for posting of time and leave attendance; 
individual retirement deduction records, source documents, and control 
files; wage and separation information files; health benefit records; 
income tax withholding records; allowance and differential eligibility 
files, such as, but not limited to clothing allowances and night rate 
differentials; withholding and deduction authorization files, such as, 
but not limited to federal income tax withholding, insurance and 
retirement deductions; accounting documents files, input data posting 
media, including personnel actions affecting pay; accounting and 
statistical reports and computer edit listings; claims and waivers 
affecting pay; control logs and collection/disbursement vouchers; 
listings for administrative purposes, such as, but not limited to 
health insurance, life insurance, bonds, locator files, and checks to 
financial institutions; correspondence with the civilian personnel 
office, system access request forms, dependents, attorneys, survivors, 
insurance companies, financial institutions, and other governmental 
agencies; leave and earnings statements; separation documents; official 
correspondence; federal, state, and city tax reports and tapes; forms 
covering pay changes and deductions; and documentation pertaining to 
garnishment of wages.''
* * * * *

Purpose(s):
    Delete and replace with ``The records are used to accurately 
compute individual employees pay entitlements, withhold required and 
authorized deductions, and issue payments for amounts due. Output 
products are forwarded as required to the subject matter areas to 
ensure accurate accounting and recording of pay to civilian employees.
    These records and related products are also used to verify and 
balance all payments, deductions, and contributions with the DD Form 
592 (Payroll for Personal Services Certification and Summary) in the 
DFAS civilian pay office and other applicable subject matter areas, and 
to report this information to the recipients and other government and 
nongovernment agencies.
    Records and system access request forms are also used for records 
input/modifications, and extraction or compilation of data and reports 
for management studies and statistical analyses for use internally or 
externally as required by DoD or other government agencies.

[[Page 75684]]

    All records in this system are subject to use in authorized 
computer matching programs within the Department of Defense and with 
other Federal agencies or non-Federal agencies as regulated by the 
Privacy Act of 1974, as amended, (5 U.S.C. 552a).''
* * * * *

Storage:
    Delete entry and replace with ``Paper records and on electronic 
storage media.''

Retrievability:
    Delete entry and replace with ``Retrieved by name and/or Social 
Security Number (SSN).''

Safeguards:
    Delete entry and replace with ``Records are stored in an office 
building protected by guards, controlled screening, use of visitor 
registers, electronic access, and/or locks. Access to records is 
limited to individuals who are properly screened and cleared on a need 
to know basis in the performance of their duties. Passwords and digital 
signatures are used to control access to the system data, and 
procedures are in place to deter and detect browsing and unauthorized 
access. Physical and electronic access are limited to persons 
responsible for servicing and authorized to use the system.''
* * * * *

System manager(s) and address:
    Delete entry and replace with ``Program Manager, Defense Finance 
and Accounting Service--Headquarters, ATTN: DFAS-HTSBA, 250 Raby 
Avenue, Building 801, Pensacola, FL 32509-5128.''

Notification procedure:
    Delete entry and replace with ``Individuals seeking to determine 
whether information about themselves is contained in this system of 
records should address written inquires to the Defense Finance and 
Accounting Services, Freedom of Information/Privacy Act Program 
Manager, Corporate Communication and Legislative Liaison, 8889 E. 56th 
Street, Indianapolis, IN 46249-0150.
    Individual should furnish full name, Social Security Number (SSN), 
current address, and telephone number.''

Record access procedures:
    Delete entry and replace with ``Individuals seeking access to 
information about themselves contained in this system of records should 
address written inquiries to the Defense Finance and Accounting 
Services, Freedom of Information/Privacy Act Program Manager, Corporate 
Communication and Legislative Liaison, 8889 E. 56th Street, 
Indianapolis, IN 46249-0150.
    Individuals should provide full name, Social Security Number (SSN), 
or other information verifiable from the record itself.''

Contesting record procedures:
    Delete entry and replace with ``The DFAS rules for accessing 
records, for contesting contents and appealing initial agency 
determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 
324; or may be obtained from the Freedom of Information/Privacy Act 
Program Manager, Corporate Communications and Legislative Liaison, 8889 
E. 56th Street, Indianapolis, IN 46249-0150.''

Record source categories:
    Delete entry and replace with ``Information is obtained from the 
individual, previous employers, financial institutions, medical 
institutions, automated systems interfaces, state or local governments, 
and from other DoD components and other Federal agencies such as, but 
not limited to, Social Security Administration, Internal Revenue 
Service, state revenue departments, State Department, and Department of 
Defense components (including the Department of the Air Force, Army, or 
Navy, or Defense agencies); correspondence with attorneys, dependents, 
survivors, or guardians may also furnish data for the system.''
* * * * *
T7335

System name:
    Defense Civilian Pay System (DCPS).

System location:
    Defense Finance and Accounting Service, Civilian Pay Payroll 
Office, 8899 E. 56th St., Indianapolis, IN 46249-0002.
    Defense Finance and Accounting Service, Civilian Pay Payroll 
Office, 1240 E 9th St., Cleveland, OH 44199-2055.
    Defense Finance and Accounting Service Pensacola, 250 Raby Avenue, 
Building 801, Pensacola, FL 32509-5128.
    Defense Information Systems Agency, Defense Enterprise Computing 
Center (DISA/DECC), 5450 Carlisle Pike, Building 309, Mechanicsburg, PA 
17055-0975.

Categories of individuals covered by the system:
    All DoD civilian employees paid by appropriated funds and employees 
of the Executive Office of the President and non-DoD agencies to 
include Department of Energy, Department of Health and Human Services, 
Broadcast Board of Governors, Department of Veteran's Affairs and the 
Environmental Protection Agency who are paid by the Defense Finance and 
Accounting Service's consolidated civilian payroll offices.

Categories of records in the system:
    Individual's full name, Social Security Number, address, telephone 
number and pay and leave records; source documents for posting of time 
and leave attendance; individual retirement deduction records, source 
documents, and control files; wage and separation information files; 
health benefit records; income tax withholding records; allowance and 
differential eligibility files, such as, but not limited to clothing 
allowances and night rate differentials; withholding and deduction 
authorization files, such as, but not limited to federal income tax 
withholding, insurance and retirement deductions; accounting documents 
files, input data posting media, including personnel actions affecting 
pay; accounting and statistical reports and computer edit listings; 
claims and waivers affecting pay; control logs and collection/
disbursement vouchers; listings for administrative purposes, such as, 
but not limited to health insurance, life insurance, bonds, locator 
files, and checks to financial institutions; correspondence with the 
civilian personnel office, system access request forms, dependents, 
attorneys, survivors, insurance companies, financial institutions, and 
other governmental agencies; leave and earnings statements; separation 
documents; official correspondence; federal, state, and city tax 
reports and tapes; forms covering pay changes and deductions; and 
documentation pertaining to garnishment of wages.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 5 U.S.C. Chapter 53, 55, 
and 81; and E.O. 9397 (SSN).

Purpose(s):
    The records are used to accurately compute individual employees pay 
entitlements, withhold required and authorized deductions, and issue 
payments for amounts due. Output products are forwarded as required to 
the subject matter areas to ensure accurate accounting and recording of 
pay to civilian employees.
    These records and related products are also used to verify and 
balance all

[[Page 75685]]

payments, deductions, and contributions with the DD Form 592 (Payroll 
for Personal Services Certification and Summary) in the DFAS civilian 
pay office and other applicable subject matter areas, and to report 
this information to the recipients and other government and non-
government agencies.
    Records and system access request forms are also used for record 
input/modifications, and extraction or compilation of data and reports 
for management studies and statistical analyses for use internally or 
externally as required by DoD or other government agencies.
    All records in this system are subject to use in authorized 
computer matching programs within the Department of Defense and with 
other Federal agencies or non-Federal agencies as regulated by the 
Privacy Act of 1974, as amended, (5 U.S.C. 552a).

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    To Federal Reserve Banks under procedures specified in 31 CFR part 
210 for health benefit carriers to ensure proper credit for employee-
authorized health benefit deductions;
    To officials of labor organizations recognized under E.O. 11491 and 
E.O. 11636, as amended, when relevant and necessary to their duties of 
exclusive representation concerning personnel policies, practices, and 
matters affecting working conditions (including disclosure of reasons 
for non-deduction of dues, if applicable);
    To the U.S. Treasury Department to maintain cash accountability;
    To the Internal Revenue Service to record withholding and social 
security information;
    To the Bureau of Employment Compensation to process disability 
claims;
    To the Social Security Administration and Office of Personnel 
Management to credit the employee's account for Federal Insurance 
Contributions Act or Civil Service Retirement withheld;
    To the National Finance Center, Office of Thrift Savings Plan for 
participating employees;
    To state revenue departments to credit employee's state tax 
withholding;
    To state employment agencies which require wage information to 
determine eligibility for unemployment compensation benefits of former 
employees;
    To city revenue departments of appropriate cities to credit 
employees for city tax withheld;
    To any agency or component thereof that needs the information for 
proper accounting of funds, such as, but not limited to the Office of 
Personnel Management to assist in resolving complaints, grievances, 
etc. and to compute Civil Service Retirement annuity.
    To Federal, State, and local agencies for the purpose of conducting 
computer matching programs as regulated by the Privacy Act of 1974, as 
amended (5 U.S.C. 552a).
    The `Blanket Routine Uses' published at the beginning of the DFAS 
compilation of systems of records notices also apply to this system.

Disclosure to consumer reporting agencies:
    Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this 
system to `consumer reporting agencies' as defined in the Fair Credit 
Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act 
of 1966 (31 U.S.C. 3701(a)(3) ). The purpose of this disclosure is to 
aid in the collection of outstanding debts owed to the Federal 
government; typically to provide an incentive for debtors to repay 
delinquent Federal government debts by making these debts part of their 
credit records.
    The disclosure is limited to information necessary to establish the 
identity of the individual, including name, address, and taxpayer 
identification number (Social Security Number); the amount, status, and 
history of the claim; and the agency or program under which the claim 
arose for the sole purpose of allowing the consumer reporting agency to 
prepare a commercial credit report.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Paper records and on electronic storage media.

Retrievability:
    Retrieved by name and/or Social Security Number (SSN)

Safeguards:
    Records are stored in an office building protected by guards, 
controlled screening, use of visitor registers, electronic access, and/
or locks. Access to records is limited to individuals who are properly 
screened and cleared on a need to know basis in the performance of 
their duties. Passwords and digital signatures are used to control 
access to the system data, and procedures are in place to deter and 
detect browsing and unauthorized access. Physical and electronic access 
are limited to persons responsible for servicing and authorized to use 
the system.

Retention and disposal:
    Records may be temporary in nature and destroyed when actions are 
completed, they are superseded, obsolete, or no longer needed. Other 
records may be cut off at the end of the payroll year and destroyed up 
to 6 years after cutoff or cutoff at the end of the payroll year and 
then sent to the National Personnel Records Center after 3 payroll 
years where they are retained for 56 years. Individual retirement 
records are cut off upon separation, transfer, retirement or death, and 
forwarded to the Office of Personnel Management.

System manager(s) and address:
    Program Manager, Defense Finance and Accounting Service, ATTN: 
DFAS-HTSBA, 250 Raby Avenue, Building 801, Pensacola, FL 32509-5128.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
written inquiries to the Defense Finance and Accounting Service, 
Freedom of Information/Privacy Act Program Manager, Corporate 
Communications and Legislative Liaison, 8899 E. 56th Street, 
Indianapolis, IN 46249-0150.
    Individual should furnish full name, Social Security Number, 
current address, and telephone number.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system of records should address written inquiries to 
the Defense Finance and Accounting Service, Freedom of Information/
Privacy Act Program Manager, Corporate Communications and Legislative 
Liaison, 8899 E. 56th Street, Indianapolis, IN 46249-0150.
    Individuals should provide full name, Social Security Number, or 
other information verifiable from the record itself.

Contesting record procedures:
    The DFAS rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in DFAS 
Regulation 5400.11-R; 32 CFR part 324; or may be obtained

[[Page 75686]]

from the Freedom of Information/Privacy Act Program Manager, Defense 
Finance and Accounting Service, Freedom of Information/Privacy Act 
Program Manager, Corporate Communications and Legislative Liaison, 8899 
E. 56th Street, Indianapolis, IN 46249-0150.

Record source categories:
    Information is obtained from the individual, previous employers, 
financial institutions, medical institutions, automated systems 
interfaces, state or local governments, and from other DoD components 
and other Federal agencies such as, but not limited to, Social Security 
Administration, Internal Revenue Service, state revenue departments, 
State Department, and Department of Defense components (including the 
Department of the Air Force, Army, or Navy, or Defense agencies); 
correspondence with attorneys, dependents, survivors, or guardians may 
also furnish data for the system.

Exemptions claimed for the system:
    None.

[FR Doc. E8-29404 Filed 12-11-08; 8:45 am]
BILLING CODE 5001-06-P