[Federal Register Volume 77, Number 239 (Wednesday, December 12, 2012)]
[Notices]
[Pages 73973-73974]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2012-29994]


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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. 239 / Wednesday, December 12, 2012 / 
Notices  

[[Page 73973]]



AGENCY FOR INTERNATIONAL DEVELOPMENT


Privacy Act of 1974, System of Records

AGENCY: United States Agency for International Development.

ACTION: Altered system of records.

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SUMMARY: The United States Agency for International Development (USAID) 
is issuing public notice of its intent to alter a 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)). 
System addresses have been expanded.

DATES: Public comments must be received on or before January 25, 2013. 
Unless comments are received that would require a revision; this update 
to the system of records will become effective on January 25, 2013.

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.
     Email: [email protected].

FOR FURTHER INFORMATION CONTACT: For general questions, please contact, 
USAID Privacy Office, United States Agency for International 
Development, 2733 Crystal Drive, 11th Floor, Arlington, VA 22202. 
Email: [email protected].

SUPPLEMENTARY INFORMATION: The Phoenix Financial Management System was 
established as an Agency-wide system of record since 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 U.S. 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: December 3, 2012.
William Morgan,
Chief Information Security Officer--Chief Privacy Officer.
USAID-33

SYSTEM NAME:
    Phoenix Financial Management System.

SECURITY CLASSIFICATION:
    Sensitive But Unclassified.

SYSTEM LOCATIONS:
    (1) Beltsville Information Management Center (BIMC), 8101 O'Dell 
Rd., Beltsville, MD 20705--DRP Servers.
    (2) Global Financial Service Center (GFSC--DoS), 1969 Dyess Ave., 
Building A, Computer Room 2A228, Charleston, SC 29405--Production 
Servers.
    (3) Terremark, 50 Northeast 9th Street, Miami, FL 33132--Terremark 
Data Center Reporting, Development and Test Servers.

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.

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.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    These records are not disclosed to consumer reporting agencies.

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.

[[Page 73974]]

SAFEGUARDS:
    Administrative, managerial and technical controls are in place. 
Phoenix has a current Security Assessment and Authorization (A&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 within the CMP and CAR divisions. 
Phoenix is maintained by the U.S. government, not contractors.

RETENTION AND DISPOSAL:
    Records are retained in accordance with approved National Archives 
and Records Administration Schedules.

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.

Meredith Snee,
Privacy Analyst.
[FR Doc. 2012-29994 Filed 12-11-12; 8:45 am]
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