[Federal Register Volume 77, Number 127 (Monday, July 2, 2012)]
[Notices]
[Pages 39346-39352]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2012-16167]


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DEPARTMENT OF VETERANS AFFAIRS


Privacy Act of 1974; System of Records

AGENCY: Department of Veterans Affairs.

ACTION: Notice of Amendment of System of Records Notice ``Personnel and 
Accounting Integrated Data System''--VA (27VA047).

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SUMMARY: As required by the Privacy Act of 1974, 5 U.S.C. 552a(e)(4) 
notice is hereby given that the Department of Veterans Affairs (VA) 
proposes to amend a system of records entitled ``Personnel and 
Accounting Integrated Data System''--VA (27VA047). This amendment will 
update our Routine Uses of Records Maintained in the System. VA has 
changed the title of this System of Record from ``Personnel and 
Accounting Pay System''--VA (27VA047) to ``Personnel and Accounting 
Integrated Data System''--VA (27VA047). VA is republishing this system 
of records in its entirety.

DATES: Written comments mailed to the Department must be postmarked no 
later than August 1, 2012, and written comments hand-delivered or 
submitted electronically to the Department must be received no later 
than 5 p.m. Eastern Time on August 1, 2012. If no public comment is 
received during the 30-day public comment period, or unless otherwise 
published in the Federal Register by VA, the amended system of records 
statement is effective August 1, 2012.

ADDRESSES: Written comments may be submitted through http://www.Regulations.gov; by mail or hand-delivery to the Director, 
Regulations Management (02REG), Department of Veterans Affairs, 810 
Vermont Avenue NW., Room 1068, Washington, DC 20420; or by fax to (202) 
273-9026. Copies of comments received will be

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available for public inspection in the Office of Regulation Policy and 
Management, Room 1063B, between the hours of 8 a.m. and 4:30 p.m., 
Monday through Friday (except holidays). Please call (202) 461-4902 for 
an appointment. This is not a toll-free number. In addition, during the 
comment period, comments may be viewed online through the Federal 
Docket Management System (FDMS) at http://www.Regulations.gov.

FOR FURTHER INFORMATION CONTACT: Karen Barber, Cost and Debt Management 
Service (047GC), Department of Veterans Affairs, 810 Vermont Avenue 
NW., Washington, DC 20420, Telephone: (202) 461-6432 (this is not a 
toll-free number).

SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act of 1974 (5 
U.S.C. 552a) and the Office of Management and Budget (OMB) Circular No. 
A-130, VA has conducted a review of its Privacy Act systems of records 
notices and has determined that the system of records entitled 
``Personnel and Accounting Integrated Data System''--VA needs to be 
amended to better identify to the public the types of records that are 
maintained by VA, the various methods of retention of these records, 
and the purposes for which the records are used, including Routine 
uses. VA had determined that several existing Routine uses need to be 
modified or revised and new Routine uses are proposed to be added to 
this system of records. VA has determined that the release of 
information for these purposes is a necessary and proper use of the 
information in this system of records and that the new specific Routine 
uses for transfer of this information are appropriate.
    The majority of the changes will occur in the following sections: 
system location, categories of records in the system, Routine uses or 
records maintained in the system, including categories of users and the 
purpose of such uses, and policies and practices for storing, 
retrieving, accessing, retaining, and disposing of records in the 
system. Because there are a number of changes, VA is republishing this 
system of records in its entirety.
    E-Payroll is an initiative that is part of the President's 
Management Agenda. Coordinated by OMB and managed by the Office of 
Personnel Management (OPM), it is designed to save taxpayers dollars 
and to streamline government payroll operations. One of the major goals 
is the consolidation of Executive Branch civilian payroll systems into 
four e-Payroll providers. These four providers are formed into two 
partnerships: (1) the Department of the Interior's National Business 
Center (NBC) and the Department of Agriculture's National Finance 
Center (NFC), and (2) the Defense Finance and Accounting Service (DFAS) 
and General Services Administration (GSA). OMB selected DFAS as the 
provider that would process the payroll of VA and other Federal 
agencies and will collect and maintain personal information concerning 
the individual employees of the agencies that DFAS services. DFAS has 
completed the process of migrating client agencies from their existing 
payroll system to the DFAS payroll system. Therefore, certain portions 
of 27VA047 must be amended to accommodate this migration and 
consolidation. Specifically, the ``Systems Location'' must be amended 
to include a reference to the collection and maintenance by DFAS of 
information concerning VA employees.
    We are proposing to amend and establish the following Routine use 
disclosures maintained in the system:
    Routine use number 1 is overly broad and as currently written may 
permit disclosures under conditions not authorized by law. Clarifying 
language is added to the end of the Routine use.
    Routine use number 2 is modified to include Direct Deposit/
Electronic Funds Transfer (DD/EFT) reference.
    Routine use number 9 is modified so that VA will be able to comply 
with the requirements of agencies charged with enforcing the law and 
investigations of violations or possible violations of law. VA must 
also be able to provide information to Federal, State, local, tribal 
and foreign agencies charged with protecting the public health as set 
forth in law.
    Routine use number 11 is revised to clarify when information may be 
released to a Federal, State, or local agency conducting a security or 
suitability investigation.
    Routine use number 15 is revised to better identify situations in 
which an individual requests the help of a Member of Congress in 
resolving certain issues relating to a matter before VA. The Member of 
Congress then responds in writing to VA, and VA in turn must provide 
sufficient information in response to the inquiry.
    Routine use number 16 is clarified to indicate that the National 
Archives and Records Administration (NARA) is responsible for archiving 
old records no longer actively used, but which may be appropriate for 
preservation. NARA is responsible in general for the maintenance of the 
Federal Government's records. VA must be able to turn records over to 
NARA in order to determine the proper disposition of such records.
    Routine use numbers 18 and 19 are deleted and replaced by a new 
Routine use number 18 so that whenever VA is involved in litigation or 
an adjudicative or administrative process, or occasionally when another 
party is involved in litigation or an adjudicative or administrative 
process and VA policies or operations could be affected by the outcome 
of the litigation or process, VA will be able to disclose information 
to the court, the adjudicative or administrative bodies, or the parties 
involved. A determination would be made in each instance that, under 
the circumstances involved, the purpose served by the use of the 
information in the particular litigation or process is compatible with 
a purpose for which VA collects the information. Subsequent Routine 
uses are renumbered because of the deletion of the current Routine use 
number 19.
    Current Routine use number 21 is deleted because legislation 
relating to restrictions on the outside professional activities of 
certain full-time title 38 health care professionals has been repealed. 
Subsequent Routine uses are renumbered as result of this deletion.
    Routine use number 22 (former Routine use number 24) is revised 
because language relating to reporting individuals who have lost or 
surrendered their clinical privileges should refer to ``physicians and 
other practitioners,'' rather than ``physicians and dentists.'' 
Clinical privileges are granted to individuals in other occupations 
(e.g., podiatrists and nurse practitioners).
    Routine use number 25 (former Routine use number 27) is changed to 
refer to ``residents'' only, rather than ``residents and interns.'' The 
term ``interns'' is no longer used by VA, the general medical 
community, or examining boards.
    Routine use numbers 26 and 27 (former Routine use numbers 28 and 
29) are revised for clarity.
    New Routine use numbers 33, 34, and 35 are added to authorize 
release of information to the Department of the Treasury, the 
Department of Justice, and other Federal agencies for debt collection 
purposes.
    On April 26, 1996, Congress passed Public Law 104-134. Among the 
provisions of this law was the ``Debt Collection Improvement Act of 
1996'' (DCIA), which authorizes and requires several new techniques for 
collecting debts. VA and other Federal agencies must now notify the 
Department of the Treasury of all delinquent debts over 180 days old so 
that Treasury can

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collect these debts through administrative offset from Federal 
payments, including tax refunds and salary payments. VA and other 
Federal agencies are also required to refer delinquent debts over 180 
days old to the Department of the Treasury so that Treasury may attempt 
to collect, compromise, or terminate these debts. Treasury may also 
refer these debts to other designated Federal debt collection centers, 
to the Department of Justice for litigation, or to private collection 
agencies. The DCIA also authorizes Federal agencies to sell outstanding 
debts.
    Routine use numbers 36 and 37 are added to identify information 
referred to the Office of Federal Employees' Group Life Insurance and 
to health care insurance carriers contracting with OPM under the 
Federal Health Benefits Program.
    A new Routine use number 38 is added to identify information 
transferred to DFAS so that DFAS can effectively process the payroll 
for VA employees.
    A new Routine use number 39 is added to identify information 
transferred to another Federal agency in order for that agency to 
conduct a Federal salary offset hearing requested by an indebted VA 
employee. Under 5 U.S.C. 5514, an agency is required to provide prior 
written notice to an employee-debtor of the agency's intent to initiate 
salary offset to collect a debt owed by the employee to the agency. The 
agency must also notify the employee of the right to request a hearing 
on the existence and amount of the debt, as well as on the offset 
schedule. In accordance with 5 U.S.C. 5514(a)(2)(D), the hearing must 
be conducted by an impartial hearing official not under the supervision 
or control of the creditor agency, unless the hearing official is an 
administrative law judge employed by the creditor agency. VA has 
contracted with another Federal agency to conduct these hearings for VA 
employees and must transfer information pertaining to the employee to 
this agency in order to have the hearings conducted.
    A new Routine use number 40 is added to enable disclosure to other 
Federal agencies in order to assist such agencies in preventing and 
detecting possible fraud or abuse by individuals in their operations 
and programs.
    A new Routine use number 41 is added. VA may, on its own 
initiative, disclose any information or records to appropriate 
agencies, entities, and persons to respond to a suspected or confirmed 
data breach, including the conduct of any risk analysis or provision of 
credit protection services.
    New Routine use numbers 42, 43, and 44 are added. The three new 
Routine uses are added to enable disclosure of information to the Merit 
Systems Protection Board (MSPB), the Federal Labor Relations Authority 
(FLRA), and the Equal Employment Opportunity Commission (EEOC) in order 
for each to address matters within their jurisdiction.
    Finally, VA is adding new Routine use number 45. The new Routine 
use is added to provide VA information or records to appropriate 
Federal Government agencies, upon request, for employee accountability 
purposes, during the time of a declared national, state, or local 
emergency.
    The Privacy Act permits VA to disclose information about 
individuals without their consent for a Routine use when the 
information will be used for a purpose that is compatible with the 
purpose for which VA collected the information. In all of the Routine 
use disclosures described above, the recipient of the information will 
use the information either in connection with a matter relating to one 
of VA's programs, or will use the information to provide a benefit to 
VA, or will disclose as required by law.
    The notice of intent to publish an advance copy of the system 
notice has been sent to the appropriate Congressional committees and to 
the Director of the Office of Management and Budget (OMB) as required 
by 5 U.S.C. 552a(r) (Privacy Act of 1974) and guidelines issued by OMB 
on December 12, 2000 (65 FR 77677).

    Approved: June 7, 2012.
John R. Gingrich,
Chief of Staff, Department of Veterans Affairs.
27VA047

SYSTEM NAME:
    ``Personnel and Accounting Integrated Data System'' --VA

SYSTEM LOCATION:
    This system of records is located in the VA Central Office, 
Washington, DC; the VA Austin Information Technology Center and VA 
Austin Financial Services Center, Austin, Texas; at the facilities of 
the Defense Finance and Accounting Service (DFAS) and the Department of 
Agriculture's National Finance Center (NFC); at the offices of 
contractors and subcontractors; and VA field facilities.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals covered by the system are all VA employees, except 
employees appointed on a without compensation basis, medical or dental 
residents who receive their stipends and fringe benefits through full 
disbursement agreements, and employees of the VA Office of Inspector 
General.

CATEGORIES OF RECORDS IN THE SYSTEM:
    These records include, but are not limited to: Name; home address; 
social security number (SSN); taxpayer identification number (TIN); 
date of birth; grade; race; employing organization; timekeeper number; 
salary; pay plan; number of hours worked, including compensatory time; 
leave accrual rate, usage, and balances; records related to retirement 
and benefit elections; FICA withholdings; Federal, State, and local tax 
withholdings; records related to travel expenses and payments; telework 
indicator codes; carpool and ridesharing program records (i.e., name, 
address, office location at the facility); public transportation 
benefit program records; records related to garnishments, deductions, 
allotments, and direct deposit/electronic funds transfer (DD/EFT); and 
records related to background information investigations.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    38 U.S.C. 501(a); 5 U.S.C. Part III, Subparts D and E.

PURPOSE(S):
    These records are used to administer the pay, leave, and travel 
requirements related to VA employees.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    1. To produce and maintain automated human resources and payroll 
information, including reports and statistical data, on VA employees 
for use by Federal, State, and local agencies and organizations 
authorized by law or regulation, to have access to such information. 
These records may be disclosed as part of an ongoing computer-matching 
program to accomplish these purposes. This Routine use does not 
authorize the disclosure of information that must be disclosed under 
the criteria contained in 5 U.S.C. 552a(b)(7), (8), and (11).
    2. To transfer human resources and payroll information to complete 
payroll checks and DD/EFT, bond deductions, and withholding taxes to 
DFAS to affect delivery of salary payments to VA employees.
    3. Transfer payroll information to the Social Security 
Administration in order to credit quarterly posting for social 
security.

[[Page 39349]]

    4. Transfer withholding tax information to State and/or city 
governments to effect payment of taxes to State and/or city governments 
and to create W-2s.
    5. Transfer retirement record information to the Office of 
Personnel Management (OPM) in order to provide a history of service and 
retirement deductions.
    6. Information and records in this system may be transferred to the 
National Archives and Records Administration (NARA) to provide a 
history of all salaries, deductions, and time and leave.
    7. Transfer unemployment compensation information to State agencies 
to compile unemployment compensation data.
    8. Transfer personnel data to OPM in order to provide OPM with a 
readily accessible major data source for meeting workforce information 
needs of OPM, national planning agencies, Congress, the White House, 
and the public.
    9. VA may disclose on its own initiative any information in this 
system, that is relevant to a suspected or reasonably imminent 
violation of law, whether civil, criminal, or regulatory in nature and 
whether arising by general or program statute or by regulation, rule, 
or order issued pursuant thereto, to a Federal, State, local, tribal, 
or foreign agency charged with the responsibility of investigating or 
prosecuting such violation, or charged with enforcing or implementing 
the statute, regulation, rule, or order. VA may also disclose on its 
own initiative the names and addresses of veterans and their dependants 
to a Federal agency charged with the responsibility of investigating or 
prosecuting civil, criminal, or regulatory violations of law, or 
charged with enforcing or implementing the statute, regulation, or 
order issued pursuant thereto.
    10. A record from this system of records may be disclosed as a 
``routine use'' to a Federal, State, or local agency, or to a non-
governmental organization maintaining civil, criminal, or other 
relevant information, such as current licenses, registration, or 
certification, if necessary to obtain information relevant to an agency 
decision concerning the hiring or retention of an employee, the use of 
an individual as a consultant, attending or to provide fee basis health 
care, the issuance of a security clearance, the letting of a contract, 
or the issuance of a license, grant, or other benefits. These records 
may also be disclosed as part of an ongoing computer matching program 
to accomplish these purposes.
    11. A record from this system of records may be disclosed to a 
Federal, State, or local agency in response to its request, in 
connection with the hiring and retention of an employee, the issuance 
of a security clearance, the conducting of a security or suitability 
investigation of an individual, the letting of a contract or the 
issuance of a license, grant or other benefit by the requesting agency, 
to the extent that the information is relevant and necessary to the 
requesting agency's decision on the matter.
    12. Relevant information from this system of records, including the 
nature and amount of a financial obligation, may be disclosed as a 
``routine use'', in order to assist VA in the collection of unpaid 
financial obligations owed to VA, to a debtor's employing agency or 
commanding officer so that the debtor-employee may be counseled by his 
or her Federal employer or commanding officer. This purpose is 
consistent with the Government-wide debt collection standards set forth 
at 31 U.S.C. chapter 37, subchapters I and II, 31 CFR parts 900-904, 
and VA regulations 38 CFR 1.900-1.954.
    13. To provide State and local taxing authorities employee names, 
home addresses, social security numbers, gross compensation paid for a 
given period, taxes withheld for the benefit of the recipient 
jurisdiction or other jurisdictions, according to the provisions of 
State and/or local law.
    14. Relevant information from this system of records, including 
available identifying data regarding the debtor, such as name of 
debtor, last known address of debtor, social security number of debtor, 
place and date of birth of debtor, name and address of debtor's 
employer or firm, and dates of employment, may be disclosed to other 
Federal agencies, State probate courts, State drivers' license bureaus, 
and State automobile title and license bureaus as a ``routine use'' in 
order to obtain current address, locator and credit report assistance 
in the collection of unpaid financial obligations owed to the U.S. This 
purpose is consistent with the Government-wide debt collection 
standards set forth at 38 U.S.C., chapter 37, subchapters I and II, 31 
CFR parts 900-904, and VA regulations 38 CFR 1.900-1.954.
    15. The record of an individual who is covered by this system may 
be disclosed to a Member of Congress, or a staff person acting for the 
Member, when the Member or staff person requests the record on behalf 
of and at the written request of the individual.
    16. Information and records in this system may be disclosed to NARA 
in records management inspections conducted under the authority of 
title 44 U.S.C.
    17. The name and general geographic location where an employee 
resides (not specific home address) may be disclosed by the facility 
Employee Transportation Coordinator to other employees in order to 
promote the car/vanpooling and ridesharing program established in 
accordance with Executive Order 12191 and to enable VA to verify 
membership in car and vanpools.
    18. VA may disclose information from this system of records to the 
Department of Justice (DoJ), either on VA's initiative or in response 
to DoJ's request for the information, after either VA or DoJ determines 
that such information is relevant to DoJ's representation of the United 
States or any of its components in legal proceedings before a court or 
adjudicative body, provided that, in each case, the agency also 
determines prior to disclosure that release of the records to DoJ is a 
use of the information contained in the records that is compatible with 
the purpose for which VA collected the records. VA, on its own 
initiative, may disclose records in this system of records in legal 
proceedings before a court or administrative body after determining 
that the disclosure of the records to the court or administrative body 
is a use of the information contained in the records that is compatible 
with the purpose for which VA collected the records.
    19. The name of the employee, social security number, beginning and 
ending pay period dates, the number of hours worked during a given pay 
period, the gross salary and duty station may be disclosed to the 
Department of Labor's (DOL) Office of Inspector General (IG) in order 
for DOL IG to conduct a computer match of these records with various 
State unemployment benefit files. The purpose of this computer-matching 
program will be to determine if Federal employees have been properly 
drawing State unemployment benefit payments. These payments are 
ultimately reimbursed to the State by the Federal Government.
    20. Records from this system of records may be disclosed to a 
Federal, State, or local government agency or licensing board and/or to 
the Federation of State Medical Boards or a similar nongovernment 
entity. These entities maintain records concerning an individual's 
employment or practice histories or concerning the issuance, retention, 
or revocation of licenses, certifications, or registration necessary to 
practice an occupation, profession or specialty. Disclosures may be 
made in order for the agency to obtain

[[Page 39350]]

information determined relevant to an agency decision concerning the 
hiring, retention, or termination of an employee. Disclosures may also 
be made to inform a Federal agency or licensing boards or the 
appropriate nongovernment entities about the health care practices of a 
terminated, resigned, or retired health care employee whose 
professional health care activity so significantly failed to conform to 
generally accepted standards of professional medical practice as to 
raise reasonable concern for the health and safety of patients. These 
records may also be disclosed as part of an ongoing computer-matching 
program to accomplish these purposes.
    21. Any information in this system of records may be disclosed to 
any State, local, or foreign civil or criminal law enforcement 
governmental agency or instrumentality charged under applicable law 
with the protection of the public health or safety for the purpose of 
protecting public health or safety if qualified representatives of such 
agency or instrumentality has made a written request that such 
information be provided in order to meet a statutory reporting 
requirement.
    22. Relevant information from this system of records may be 
disclosed to the National Practitioner Data Bank and/or State Licensing 
Board in the State(s) in which a practitioner is licensed, in which the 
VA facility is located, and/or in which an act or omission occurred 
upon which a medical malpractice claim was based when VA reports 
information concerning: (1) Any payment for the benefit of a physician 
or other licensed health care practitioner which was made as the result 
of a settlement or judgment of a claim of medical malpractice if an 
appropriate determination is made in accordance with agency policy that 
payment was related to substandard care, professional incompetence or 
professional misconduct on the part of the individual; (2) a final 
decision which relates to possible incompetence or improper 
professional conduct that adversely affects the clinical privileges of 
a physician or other licensed health care practitioner for a period 
longer than 30 days; or (3) the acceptance of the surrender of clinical 
privilege or any restriction of such privileges by a physician or other 
licensed health care practitioner either while under investigation by 
the health care entity relating to possible incompetence or improper 
professional conduct, or in return for not conducting such an 
investigation or proceeding. These records may also be disclosed as 
part of a computer-matching program to accomplish these purposes.
    23. Any information in this system may be disclosed to the 
Department of the Treasury, Internal Revenue Service (IRS), where 
required by law or regulation to report withholding information and to 
affect payment of taxes withheld to IRS and to create W-2s.
    24. Relevant information from this system of records, including 
social security number, date of birth, home address, and the amount of 
contributions, interfund transfers, or other financial information may 
be disclosed to the Federal Retirement Thrift Investment Board in order 
to effect employee participation in the Thrift Savings Plan.
    25. Relevant information from this system of records concerning 
residents employed at VA Medical Centers, including names, social 
security numbers, occupational titles, and dates of service, may be 
disclosed to the Health Care Financing Administration (HCFA) as part of 
an ongoing computer-matching program. The purpose of this computer-
matching program is to help ensure that no resident is counted as more 
than one full-time equivalent in accordance with program regulations 
governing Medicare education costs.
    26. Information from this system of records may be disclosed in 
response to legal processes, including interrogatories, served on the 
agency in connection with garnishment proceedings against current or 
former VA employees under 5 U.S.C. 5520a.
    27. Disclosure of relevant information may be made to individuals, 
organizations, private or public agencies, or other agencies with whom 
VA has a contract or agreement or where there is a subcontract to 
perform such services as VA may deem practicable for the purposes of 
laws administered by VA, in order for the contractor or subcontractor 
to perform the services of the contract or agreement.
    28. The names, social security numbers, home addresses, dates of 
birth, dates of hire, quarterly earnings, employer identifying 
information, and State of hire of employees may be disclosed to the 
Office of Child Support Enforcement, Administration for Children and 
Families, Department of Health and Human Services Federal Parent 
Locator System (FPLS) for the purpose of locating individuals to 
establish paternity, establishing and modifying orders of child 
support, identifying sources of income, and for other child support 
enforcement actions as required by the Personal Responsibility and Work 
Opportunity Reconciliation Act (Welfare Reform Law, Pub. L. 104-193).
    29. Information from this system of records may be released to the 
Social Security Administration for verifying social security numbers in 
connection with the operation of the FPLS by the Office of Child 
Support Enforcement.
    30. Information from this system of records may be released to the 
Department of the Treasury for purposes of administering the Earned 
Income Tax Credit Program (Section 32, Internal Revenue Code of 1986) 
and verifying a claim with respect to employment in a tax return.
    31. To disclose information to the FLRA (including its General 
Counsel) when requested in connection with the investigation and 
resolution of allegations of unfair labor practices, in connection with 
the resolution of exceptions to arbitrator awards when a question of 
material fact is raised, in connection with matters before the Federal 
Service Impasses Panel, and to investigate representation petitions and 
conduct or supervise representation elections.
    32. VA may disclose information from this system of records to a 
court, administrative entity, or custodial parent of a child in order 
to provide documentation of payroll deductions for child healthcare 
insurance coverage in accordance with a court or administrative order 
as required by 5 U.S.C. 8905(h), as enacted by Public Law 106-394, and 
in accordance with the procedures stated in the applicable Office of 
Personnel Management Benefits Administration and Payroll Office 
Letters. VA may also disclose information from this system of records 
to healthcare insurance carriers in order to enroll employees and their 
children in healthcare insurance plans in accordance with Public Law 
106-394.
    33. Any information in this system of records may be disclosed to 
the Secretary of the Treasury, or to any designated Government 
disbursing official, for the purpose of conducting administrative 
offset of any eligible Federal payments in order to collect debts owed 
to the United States under the authority set forth in 31 U.S.C. 3716. 
Tax refund and Federal salary payments may be included in those Federal 
payments eligible for administrative offset.
    34. Any information in this system of records concerning a 
delinquent debt may be disclosed to the Secretary of the Treasury for 
appropriate collection or termination action, including the transfer of 
the indebtedness for collection or termination, in accordance with 31 
U.S.C. 3711(g)(4), to DFAS, to

[[Page 39351]]

a debt collection center designated by the Secretary of the Treasury, 
to a private collection agency, or to the Department of Justice. The 
Secretary of the Treasury, through the Department of the Treasury, a 
designated debt collection center, a private collection agency, or DoJ, 
may take appropriate action on a debt in accordance with the existing 
laws under which the debt arose.
    35. Any information in this system of records may be disclosed to a 
third party purchaser of delinquent debt sold pursuant to the 
provisions of 31 U.S.C. 3711(i).
    36. To disclose to the Office of Federal Employees' Group Life 
Insurance information necessary to verify election, declination, or 
waiver of regular and/or optional life insurance coverage or 
eligibility for payment of a claim for life insurance.
    37. To disclose information to health insurance carriers 
contracting with OPM under the Federal Health Benefits Program that is 
necessary to identify enrollment in the plan, to verify eligibility for 
payment of a claim for health benefits, or to carry out the 
coordination or audit of benefits provisions of such contracts.
    38. Any information in this system of records, including social 
security numbers and home addresses, may be disclosed to DFAS so that 
DFAS may process the payment of pay and allowances for VA employees.
    39. Any information in this system of records, including social 
security numbers, may be disclosed to another Federal agency when that 
agency has been requested to conduct a Federal salary offset hearing 
under 5 U.S.C. 5514(a)(2)(D) for VA employees.
    40. Disclosures to other Federal agencies may be made to assist 
such agencies in preventing and detecting possible fraud or abuse by 
individuals in their operations and programs.
    41. VA may, on its own initiative, disclose any information or 
records to appropriate agencies, entities, and persons when (1) VA 
suspects or has confirmed that the integrity or confidentiality of 
information in the system of records has been compromised; (2) the 
Department has determined that as a result of the suspected or 
confirmed compromise, there is a risk of embarrassment or harm to the 
reputations of the record subjects, harm to economic or property 
interests, identity theft or fraud, or harm to the security, 
confidentiality, or integrity of this system or other systems or 
programs (whether maintained by the Department or another agency or 
entity) that rely upon the potentially compromised information; and (3) 
the disclosure is to agencies, entities, or persons whom VA determines 
are reasonably necessary to assist or carry out the Department's 
efforts to respond to the suspected or confirmed compromise and 
prevent, minimize, or remedy such harm. This Routine use permits 
disclosures by the Department to respond to a suspected or confirmed 
data breach, including the conduct of any risk analysis or provision of 
credit protection services as provided in 38 U.S.C. 5724, as the terms 
are defined in 38 U.S.C. 5727.
    42. VA may disclose information from this system to the Merit 
Systems Protection Board (MSPB), or the Office of Special Counsel, when 
requested in connection with appeals, special studies of the civil 
service and other merit systems, review of rules and regulations, 
investigation of alleged or possible prohibited personnel practices, 
and such other functions promulgated in 5 U.S.C. 1205 and 1206, or as 
authorized by law.
    43. VA may disclose information from this system to the FLRA, 
including its General Counsel, information related to the establishment 
of jurisdiction, investigation, and resolution of allegations of unfair 
labor practices, or in connection with the resolution of exceptions to 
arbitration awards when a question of material fact is raised; for it 
to address matters properly before the Federal Services Impasses Panel, 
investigate representation petitions, and conduct or supervise 
representation elections.
    44. VA may disclose information from this system to the Equal 
Employment Opportunity Commission (EEOC) when requested in connection 
with investigations of alleged or possible discriminatory practices, 
examination of Federal affirmative employment programs, or other 
functions of the Commission as authorized by law or regulation.
    45. VA may disclose information or records from this system to 
appropriate Federal Government agencies, upon request, for employee 
accountability purposes, during the time of a declared national, state, 
or local emergency.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Disclosures pursuant to 5 U.S.C. 552a(b)(12), VA may disclose 
records from this system of records 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 
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. 31 U.S.C. 3711(e) governs the 
release of names and addresses of any person to consumer reporting 
agencies under certain circumstances.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper documents, microfilm, microfiche, and computer storage media.

RETRIEVABILITY:
    These records may be retrieved using various combinations of name, 
birth date, social security number, or identification number of the 
individual on whom the records are maintained.

SAFEGUARDS:
PHYSICAL SECURITY:
    Access to these records is restricted to authorized VA employees, 
contractors, or subcontractors on a ``need to know'' basis. Offices 
where these records are maintained are locked after working hours and 
are protected from outside access by the Federal Protective Service, 
other security officers, and alarm systems. Access to computerized 
records is restricted to authorized VA employees, contractors, or 
subcontractors by means of unique user identification and passwords.

RETENTION AND DISPOSAL:
    The payroll records are maintained for the period of the employee's 
service in VA and are then transferred to the National Personnel 
Records Center for storage or, as appropriate, to the next employing 
Federal agency. Other records are either retained at VA for various 
lengths of time in accordance with NARA records schedules or destroyed 
when they have served their purpose or the employee leaves VA. Records 
contained in computer accessible media may be retained indefinitely as 
a basis for longitudinal work history statistical studies. After the 
disposition date of related paper-based payroll records in General 
Records Schedules 1 and 2, the records in this system will not be used 
in making decisions concerning employees.

[[Page 39352]]

SYSTEM MANAGER(S) AND ADDRESS:
    Deputy Assistant Secretary for Finance (047), VA Central Office, 
Washington, DC 20420.

NOTIFICATION PROCEDURE:
    Individuals seeking information concerning the existence of a 
record pertaining to themselves must submit a written request to the VA 
station of employment. Such request must contain a reasonable 
description of the records requested. In addition, identification of 
the individual requesting the information will be required in the 
written request and will consist of the requester's name, signature, 
address, and social security number, or other identifier, as a minimum.
    VA uses the self-service application, MyPay, which is provided by 
DFAS to all Federal agencies receiving payroll services. MyPay provides 
VA employees and managers with a way to process their personal and 
benefit transactions without the personal assistance of human resources 
or payroll staff. Access is obtained through the use of the employee's 
social security number and a personal identification number (PIN).

RECORD ACCESS PROCEDURE:
    See ``Notification Procedure'' above.

CONTESTING RECORD PROCEDURE:
    Current and former VA employees wishing to request amendment of 
their records should contact their current station of employment. 
Individuals must furnish the following for their records to be located 
and identified: Full name, social security number, or other identifier, 
and signature.

RECORD SOURCE CATEGORIES:
    Information received from employees, VA officials, other Federal, 
State, and local agencies.
[FR Doc. 2012-16167 Filed 6-29-12; 8:45 am]
BILLING CODE 8320-01-P