[Federal Register Volume 77, Number 145 (Friday, July 27, 2012)]
[Notices]
[Pages 44207-44208]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2012-17975]


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 Notices
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 This section of the FEDERAL REGISTER contains documents other than rules 
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  Federal Register / Vol. 77, No. 145 / Friday, July 27, 2012 / 
Notices  

[[Page 44207]]



AGENCY FOR INTERNATIONAL DEVELOPMENT


Privacy Act of 1974, System of Records

AGENCY: United States Agency for International Development.

ACTION: Notice of new system of records.

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SUMMARY: The United States Agency for International Development (USAID) 
is issuing public notice of its intent to establish a new system of 
records maintained in accordance with the Privacy Act of 1974 (5 U.S.C. 
552a), as amended, entitled ``USAID-33 Phoenix Financial Management 
System''. This action is necessary to meet the requirements of the 
Privacy Act to publish in the Federal Register notice of the existence 
and character of record systems maintained by the agency (5 U.S.C. 
522a(e)(4)).

DATES: Public comments must be received on or before September 3, 2012. 
Unless comments are received that would require a revision; this update 
to the system of records will become effective on September 10, 2012.

ADDRESSES: You may submit comments:

Paper Comments

     Fax: (703) 666-5670.
     Mail: Chief Privacy Officer, United States Agency for 
International Development, 2733 Crystal Drive, 11th Floor, Arlington, 
VA 22202.

Electronic Comments

     Federal eRulemaking Portal: http://www.regulations.gov. 
Follow the instructions on the Web site for submitting comments.
     E-mail: [email protected].

FOR FURTHER INFORMATION CONTACT: For general questions, please contact, 
USAID Privacy Office, United States Agency for International 
Development, 2733 Crystal Drive, 10th Floor, Arlington, VA 22202. E-
mail: [email protected].

SUPPLEMENTARY INFORMATION: The Phoenix Financial Management System is 
being established as an Agency-wide system of record as it is required 
to collect, maintain or store personal data requiring protection under 
the Privacy Act. It is USAID's core financial management system and 
accounting system of record. Phoenix enables USAID to effectively and 
efficiently analyze, allocate and report on US foreign assistance 
funds. Phoenix includes modules such as General Ledger, Accounts 
Payable, Accounts Receivables, and Budget Execution, which are required 
to perform necessary accounting operations. Phoenix falls under strict 
regulatory audit requirements from the Office of Management and Budget, 
as well as the General Accountability Office.

    Dated: July 13, 2012.
William Morgan,
Chief Information Security Officer--Chief Privacy Officer.
USAID-33

System name:
    Phoenix Financial Management System.

Security classification:
    Sensitive But Unclassified.

System location(s):
    Global Financial Service Center (GFSC--DoS), 1969 Dyess Ave, 
Building A, Computer Room 2A228, Charleston, SC 29405.

Categories of individuals covered by the system:
    This system contains records of current employees, contractors, 
personal service contractors (PSCs), consultants, partners, and those 
receiving foreign assistance funds.

Categories of records covered by the system:
    This system contains USAID organizational information. Phoenix 
imports the following data elements from NFC Payroll files for 
Personnel Services Contractors (PSC) and direct hires: name, social 
security number, details of payroll transactions and work phone 
numbers. Phoenix imports the following data elements from the E2 Travel 
system for each traveler: name, date of travel (month/year) and 
destination.

Authority for maintenance of the system:
    Privacy Act of 1974 (Pub. L. 93-579), sec. 552a (c), (e), (f), and 
(p).

Purpose(s):
    Records in this system will be used:
    (1) The payroll information is used to associate PSC payroll-
related payments with their contracts and track direct hire payroll 
payments in the system in order to produce 1099 files. If this 
information is not imported form NFC to Phoenix, then USAID cannot 
comply with IRS regulations to maintain and produce 1099s.
    (2) The travel information is used to associate E2 travel records 
with Phoenix accounting information regarding travel authorization and 
funding.

Disclosure to consumer reporting agencies:
    These records are not disclosed to consumer reporting agencies.

Routine Use of Records Maintained in the System, Including Categories 
of Users and the Purposes of Such Uses:
    USAID may disclose relevant system records in accordance with any 
current and future blanket routine uses established for its record 
systems. These may be for internal communications or with external 
partners.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Electronic records are maintained in user-authenticated, password-
protected systems.

Retrievability:
    All records are accessed only by authorized personnel who have a 
need to access the records in the performance of their official duties. 
Information is retrieved by name or by a system specific ID (Vendor ID, 
Traveller ID, etc.). SSN is not employed as a key, but only present for 
tax reporting purposes.

Safeguards:
    Administrative, managerial and technical controls are in place. 
Phoenix has a current C&A in place. Phoenix is secured through access 
control provided to only those individuals with a need to know within 
the Agency. Further, access to the PII is limited to the staff

[[Page 44208]]

within the CMP and CAR divisions. Phoenix is maintained by the US 
government, not contractors.

Retention and disposal:
    Records are retained using the appropriate, approved National 
Archives Records Administration -Schedules for the type of record being 
maintained.

System manager(s) and address:
    David Ostermeyer, United States Agency for International 
Development, U.S. Department of State Annex 44, 455, 301 4th Street 
SW., Washington, DC 20547.

Notification procedures:
    Individuals requesting notification of the existence of records on 
them must send the request in writing to the Chief Privacy Officer, 
USAID, 2733 Crystal Drive, 11th Floor, Arlington, Va. 22202. The 
request must include the requestor's full name, his/her current address 
and a return address for transmitting the information. The request 
shall be signed by either notarized signature or by signature under 
penalty of perjury and reasonably specify the record contents being 
sought.

Record access procedures:
    Individuals wishing to request access to a record must submit the 
request in writing according to the ``Notification Procedures'' above. 
An individual wishing to request access to records in person must 
provide identity documents, such as government-issued photo 
identification, sufficient to satisfy the custodian of the records that 
the requester is entitled to access.

Contesting record procedures:
    An individual requesting amendment of a record maintained on 
himself or herself must identify the information to be changed and the 
corrective action sought. Requests must follow the ``Notification 
Procedures'' above.

Record source categories:
    The records contained in this system will be provided by and 
updated by the individual who is the subject of the record.

Exemptions claimed for the system:
    None.

    Dated: July 13, 2012.
Meredith Snee,
Privacy Analyst.
[FR Doc. 2012-17975 Filed 7-26-12; 8:45 am]
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