[Federal Register Volume 79, Number 81 (Monday, April 28, 2014)]
[Notices]
[Pages 23405-23409]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2014-09506]


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DEPARTMENT OF THE TREASURY


Privacy Act of 1974, as Amended; System of Records Notice

AGENCY: Department of the Treasury.

ACTION: Notice of proposed Privacy Act system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, as amended, 5 
U.S.C. 552a, the Department of the Treasury proposes to establish a new 
Privacy Act system of records titled ``Treasury .016--Reasonable 
Accommodations Records.'' This system will allow Treasury and its 
bureaus to collect and maintain records on applicants for employment, 
as well as employees, who request or receive reasonable accommodations 
from Treasury under the Rehabilitation Act of 1973 and the Americans 
with Disabilities Act Amendments Act of 2008. Reasonable accommodations 
are modifications or adjustments that will allow applicants and 
employees to apply for a job, perform job duties, and/or enjoy the 
benefits and privileges of employment. Reasonable accommodations are 
also made for individuals who seek to participate or participate in 
Treasury programs and activities or attend meetings and events at 
Treasury facilities. This system will be included in the Treasury's 
inventory of record systems.

DATES: Submit comments on or before May 28, 2014. This new system will 
be effective May 28, 2014.

ADDRESSES: You may submit comments, identified by one of the following 
methods:
     Fax: 202-622-3895.
     Mail: Helen Goff Foster, Deputy Assistant Secretary for 
Privacy, Transparency, and Records, Office of Privacy, Transparency, 
and Records, Department of the Treasury, 1500 Pennsylvania Avenue NW., 
Washington, DC 20220.
    Instructions: All submissions received must include the agency name 
for this rulemaking. All comments received will be posted without 
change to http://www.regulations.gov, including any personal 
information provided. For access to read background documents or 
comments received go to http://www.regulations.gov, including any 
personal information provided.

FOR FURTHER INFORMATION CONTACT: For general questions and for privacy 
issues please contact: Helen Goff Foster (202-622-0790), Deputy 
Assistant Secretary for Privacy, Transparency, and Records, Office of 
Privacy, Transparency, and Records, Department of the Treasury,

[[Page 23406]]

1500 Pennsylvania Ave. NW., Washington, DC 20220.

SUPPLEMENTARY INFORMATION: 

I. Background

    In accordance with the Privacy Act of 1974, as amended, 5 U.S.C. 
552a, the Department of the Treasury (Treasury) proposes to establish a 
new system of records, ``Treasury .016--Reasonable Accommodations 
Records.''
    The purpose of this system of records is to allow Treasury and its 
bureaus to collect and maintain records on applicants for employment as 
well as current employees (including contractors and interns) and 
members of the public who request or receive reasonable accommodations 
from the Treasury and its Bureaus under the Rehabilitation Act of 1973 
and the Americans with Disabilities Act Amendments Act of 2008 (ADAAA). 
Reasonable accommodations are modifications or adjustments that will 
allow applicants and employees to apply for a job, perform job duties, 
and/or enjoy the benefits and privileges of employment. Reasonable 
accommodations are also made for individuals who seek to participate 
and/or participate in Treasury programs and activities or attend 
meetings and events at Treasury facilities. The system will also be 
used to track processing of requests for reasonable accommodations only 
to the extent necessary to ensure Treasury-wide compliance with 
applicable laws and regulations while preserving and maintaining the 
confidentiality and privacy of all information (e.g., medical 
information) provided in support of accommodation request.
    The Rehabilitation Act and the ADAAA require federal agencies to 
provide reasonable accommodations to qualified applicants for 
employment and employees with disabilities if known or requested, 
unless the accommodation would impose an undue hardship on the agency. 
The Rehabilitation Act requires federal agencies to provide reasonable 
accommodations or modifications to allow participation by persons with 
disabilities in agency programs and activities. Reasonable 
accommodations are modifications or adjustments that will allow 
applicants and employees to apply for a job, perform job duties, and/or 
enjoy the benefits and privileges of employment. Reasonable 
accommodations may include, but are not limited to: (1) Making existing 
facilities readily accessible to and usable by individuals with 
disabilities; (2) job restructuring, modification of work schedules or 
place of work, extended leave, telecommuting, or reassignment to a 
vacant position; (3) acquisition or modification of equipment or 
devices, including computer software and hardware, appropriate 
adjustments or modifications of examinations, training materials or 
policies, the provision of qualified readers and/or interpreters, 
personal assistants that enable the individual to perform his or her 
job duties and enjoy the benefits and privileges of employment, and 
other similar accommodations; and/or (4) the manner in which a program 
or activity is offered to the public.
    The Rehabilitation Act and the ADAAA authorize Treasury to 
implement this reasonable accommodation program. Routine uses contained 
in this notice include sharing information: To disclose information to 
medical personnel to meet a bona fide medical emergency; to disclose 
information to another federal agency, to a court, or a party in 
litigation before a court or in an administrative proceeding being 
conducted by a federal agency when the government is a party to the 
judicial or administrative proceeding; to disclose information to a 
congressional office from the record of an individual in response to an 
inquiry from the congressional office made at the request of the 
individual; and to disclose to an authorized appeal grievance examiner, 
formal complaints examiner, administrative judge, equal employment 
opportunity investigator, arbitrator, or other duly authorized official 
engaged in investigation or settlement of a grievance, complaint, or 
appeal filed by an employee. The first and fourth recognized routine 
uses are consistent with the exceptions to confidentiality under 
section 501 of the Rehabilitation Act. The second routine use involves 
disclosure of relevant information as part of a proceeding in which the 
government is a party, and the third disclosure would occur only when 
the individual whose information is being disclosed has requested a 
member of Congress to make an inquiry on the individual's behalf.
    This system will be included in the Department of the Treasury's 
inventory of record systems.

II. Privacy Act of 1974, as Amended

    The Privacy Act embodies fair information principles in a statutory 
framework governing the means by which the United States Government 
collects, maintains, uses, and disseminates individuals' records that 
are maintained in a system of records. The Privacy Act applies to 
information that is maintained in a ``system of records.'' A system of 
records is a group of any records under the control of an agency for 
which information is retrieved by the name of an individual or by some 
identifying number, symbol, or other identifying particular assigned to 
the individual. Individuals may request access to their own records 
that are maintained in a system of records in the possession or under 
the control of Treasury by complying with Treasury's Privacy Act 
regulations found at 31 CFR 1.26.
    The Privacy Act requires each agency to publish in the Federal 
Register a description of the type and character of each system of 
records that the agency maintains, and the routine uses that are 
contained in each system to make agency recordkeeping practices 
transparent, to notify individuals regarding the uses to which their 
records are put, and to assist individuals to more easily find such 
files within the agency.
    In accordance with the Privacy Act, the Department of the Treasury 
proposes to establish a new system of records titled, ``Treasury .016--
Reasonable Accommodations Records.'' The new proposed system of records 
is published in its entirety below.
    In accordance with 5 U.S.C. 552a(r), Treasury has provided a report 
of this system of records to OMB and to Congress.

    Dated: April 10, 2014.
Helen Goff Foster,
Deputy Assistant Secretary for Privacy, Transparency, and Records.
TREASURY .016

System name:
    Treasury .016--Reasonable Accommodations Records.

System location:
    Department of the Treasury, 1500 Pennsylvania Ave. NW., Washington, 
DC 20220. These records are located in personnel, EEO, or designated 
offices in the bureaus in which the reasonable accommodations were 
filed. The locations at which the system is maintained are:
    (1) Departmental Offices: 1500 Pennsylvania Ave. NW., Washington, 
DC 20220;
    (2) Alcohol and Tobacco Tax and Trade Bureau: 1310 G St. NW., 
Washington, DC 20220.
    (3) Office of the Comptroller of the Currency: Constitution Center, 
400 Seventh St. SW., Washington, DC 20024;
    (4) Fiscal Service: Liberty Center Building, 401 14th St. SW., 
Washington, DC 20227;

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    (5) Internal Revenue Service: 1111 Constitution Ave. NW., 
Washington, DC 20224;
    (6) United States Mint: 801 Ninth St. NW., Washington, DC 20220;
    (7) Bureau of Engraving and Printing: Eastern Currency Facility, 
14th and C Streets SW., Washington, DC 20228 and Western Currency 
Facility, 9000 Blue Mound Rd., Fort Worth, TX 76131;
    (8) Financial Crimes Enforcement Network: P.O. Box 39, Vienna, VA 
22183-0039;
    (9) Special Inspector General for the Troubled Asset Relief 
Program: 1801 L St. NW., Washington, DC 20220;
    (10) Office of Inspector General: 740 15th St. NW., Washington, DC 
20220; and
    (11) Office of the Treasury Inspector General for Tax 
Administration: 1125 15th St. NW., Suite 700A, Washington, DC 20005.

Categories of individuals covered by the system:
    Categories of individuals covered by this system include applicants 
for employment and employees who request or receive reasonable 
accommodations under the Rehabilitation Act of 1973 or ADAAA. This also 
includes participants in Treasury programs and activities, visitors at 
Treasury facilities, authorized individuals or representatives (e.g., 
family member or attorney) who request a reasonable accommodation on 
behalf of an applicant for employment or employee, as well as former 
employees and members of the public who request or receive a reasonable 
accommodation during their employment with Treasury or when visiting a 
Treasury facility.

Categories of records in the system:
     Requestor's status (applicant or anybody who identifies or 
recognizes the need for an accommodation at a Treasury facility);
     Name of the person who requires the accommodation;
     Address, phone, and email of the person who requires 
accommodations;
     Date of request;
     Meeting or other event for which request was made (room 
number, date and time of meeting/event);
     Program or activity for which request was made;
     Jobs (occupational series, grade level, and bureau or 
office) for which reasonable accommodation was requested;
     Information concerning the nature of the disability and 
the need for accommodation, including appropriate medical documentation 
when the disability and/or need for accommodation is not obvious or the 
accommodation cannot be easily provided with little effort or expense; 
and
     Medical documentation supporting the reasonable 
accommodation request should be kept in a confidential file separate 
and apart from the requestor's Official Personnel Folder, Employee 
Performance File, or drop file.
    Information concerning the nature of the disability and need for 
accommodation includes:
     Medical documentation provided by the requester;
     Type(s) of accommodation(s) requested;
     Expense(s) associated with the requested accommodation;
     Whether the request came from someone planning to visit a 
Treasury facility;
     Whether an accommodation requested was pre-employment, 
during employment, or post-employment with the Treasury or bureau;
     How the requested accommodation would assist in job 
performance, participation in a Treasury program or activity, or 
attendance at a Treasury-sponsored meeting or event;
     The amount of time taken to process the request;
     Whether the request was granted or denied and reason; and
     The sources of technical assistance consulted in trying to 
identify a possible reasonable accommodation.

Authority for maintenance of the system:
    The Rehabilitation Act of 1973, Sec. Sec.  501 and 504; ADAAA; 
Executive Order 13164 (July 28, 2000); and Executive Order 13548 (July 
26, 2010).

Purpose(s):
    The purpose of this system is to allow Treasury and its bureaus to 
collect and maintain records on individuals who seek accommodations to 
facilitate their participation in a Treasury program or activity, their 
attendance at a meeting, training, conference or event at a Treasury 
facility or sponsored by Treasury, applicants for employment who have 
disabilities, and employees with disabilities who request or receive 
reasonable accommodation by the Department as the Rehabilitation Act of 
1973 and the ADAAA require. Another purpose of this system is to track 
and report the processing of requests for reasonable accommodation 
Treasury-wide to comply with applicable laws and regulations and to 
preserve and maintain the confidentiality of information provided in 
support of the accommodation request.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    These records and information in these records may be disclosed 
from the system as follows:
    A. To medical personnel to meet a bona fide medical emergency;
    B. To another federal agency, a court, or a party in litigation 
before a court or in an administrative proceeding being conducted by a 
federal agency when the Government is a party to the judicial or 
administrative proceeding;
    C. To a congressional office from the record of an individual in 
response to an inquiry from the congressional office made at the 
request of the individual; and
    D. To an authorized appeal grievance examiner, formal complaints 
examiner, administrative judge, equal employment opportunity 
investigator, arbitrator or other duly authorized official engaged in 
investigation or settlement of a grievance, complaint or appeal filed 
by an employee;
    E. To the National Archives and Records Administration (NARA) or 
other federal government agencies pursuant to general records 
management and records management inspections conducted under the 
authority of 44 U.S.C. 2904 and 2906;
    F. To an actual or potential party to litigation or the party's 
authorized representative for the purpose of negotiation or discussion 
on such matters as settlement, plea bargaining, or in information 
discovery proceedings;
    G. To contractors, grantees, experts, consultants, students, 
interns, and others performing or working on a contract, service, 
grant, cooperative agreement, or other assignment for the federal 
government, when necessary to accomplish an agency function related to 
this system of records; and
    H. To a Member of Congress or staff acting upon the Member's behalf 
when the Member or staff requests the information on behalf of an 
individual who is the subject of the record.

Disclosure to consumer reporting agencies:
    None.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records in this system are on paper and/or in digital or other 
electronic form. Digital and other electronic images are stored on a 
storage area network in a secured environment. Records, whether paper 
or electronic,

[[Page 23408]]

may be stored in a separate, secure location at the Treasury 
Headquarters or at the bureau or office level.

Retrievability:
    Records may be retrieved by name of the requester, employing bureau 
or office, or any unique identifying number assigned to the request if 
applicable.

Safeguards:
    Records in this system are safeguarded in accordance with 
applicable rules and policies, including all applicable Treasury 
automated systems security and access policies. Strict controls have 
been imposed to minimize the risk of compromising the information. 
Access to the computer system containing the records in this system is 
limited to those individuals who have a need to know the information 
for the performance of their official duties and who have appropriate 
clearances or permissions.
    All medical information, including information about functional 
limitations and reasonable accommodation needs obtained in connection 
with a request for reasonable accommodation must be kept confidential 
and shall be maintained in secure files separate from the Official 
Personnel Folder, Employee Performance File, or drop file. 
Additionally, employees who obtain or receive such information are 
strictly bound by these confidentiality requirements. Whenever medical 
information is disclosed, the individual disclosing the information 
must inform the information recipients regarding the confidentiality 
requirements that the recipient must continue to apply to the 
information after it is received.

Retention and disposal:
    In accordance with NARA General Records Schedule (GRS) 1 Section 24 
``Reasonable Accommodation Request Records'' this schedule includes all 
requests for reasonable accommodation and/or assistive technology 
devices and services offered through the agency or the Computer/
Electronic Accommodation Program that are made by or on behalf of 
applicants, current or former employees. Also included are medical 
records, supporting notes and documentation, as well as procedures and 
records related to processing, deciding, implementing, and tracking 
requests for reasonable accommodation(s). Disposition of records 
follows:
    A. General Files--Destroy three years after supersession or when no 
longer needed for reference, whichever is later. (N1-GRS-04-2 item 1a);
    B. Employee Case Files--Destroy three years after employee 
separation from the agency or all appeals are concluded, whichever is 
later. (N1-GRS-04-2 item 1b);
    C. Supplemental Files--Destroy three years after end of fiscal year 
in which accommodation is decided or all appeals are concluded, 
whichever is later. (N1-GRS-04-2 item 1c). Note: These records are 
neither part of an employee's OPF nor part of a supervisor's unofficial 
personnel file;
    D. Tracking System--Delete/destroy three years after compliance 
report is filed or when no longer needed for reference. (N1-GRS-04-2 
item 1d).

System manager(s) and address:
    EEO Program Manager (202-622-0341), Office of Civil Rights and 
Diversity, Department of the Treasury, 1500 Pennsylvania Ave. NW., 
Washington, DC 20220.
    Records pertaining to reasonable accommodations filed at the 
Departmental level: EEO Program Manager (202-622-0341), Office of Civil 
Rights and Diversity, Department of the Treasury, 1550 Pennsylvania 
Ave. NW., Washington, DC 20220. The locations at which the system is 
maintained by Treasury's bureaus are:
    (1) Departmental Offices: 1500 Pennsylvania Ave. NW., Washington, 
DC 20220;
    (2) Alcohol and Tobacco Tax and Trade Bureau: 1310 G St. NW., 
Washington, DC 20220;
    (3) Office of the Comptroller of the Currency: Constitution Center, 
407 Seventh St. SW., Washington, DC 20024;
    (4) Financial Management Service: 401 14th St. SW., Washington, DC 
20227;
    (5) Internal Revenue Service: 1111 Constitution Ave. NW., 
Washington, DC 20224;
    (6) United States Mint: 801 Ninth St. NW., Washington, DC 20220;
    (7) Bureau of Engraving and Printing: Eastern Currency Facility, 
14th and C Streets SW., Washington, DC 20228 and Western Currency 
Facility, 9000 Blue Mound Rd., Fort Worth, TX 76131;
    (8) Financial Crimes Enforcement Network: P.O. Box 39, Vienna, VA 
22183-0039;
    (9) Special Inspector General for the Troubled Asset Relief 
Program: 1801 L St. NW., Washington, DC 20220;
    (10) The Office of Inspector General: 740 15th St. NW., Washington, 
DC 20220; and
    (11) Treasury Inspector General for Tax Administration: 1125 15th 
St. NW., Suite 700A, Washington, DC 20005.

Notification procedure:
    Individuals seeking notification of and access to any record 
contained in this system of records, or seeking to contest its content, 
may submit a request in writing in accordance with Treasury's Privacy 
Act regulations (located at 31 CFR 1.26) to the Freedom of Information 
Act (FOIA) and Transparency Liaison, whose contact information can be 
found at http://www.treasury.gov/FOIA/Pages/index.aspx under ``FOIA 
Requester Service Centers and FOIA Liaison.'' If an individual believes 
more than one bureau maintains Privacy Act records concerning him or 
her, the individual may submit the request to the Office of Privacy, 
Transparency, and Records, FOIA and Transparency, Department of the 
Treasury, 1500 Pennsylvania Ave. NW., Washington, DC 20220.
    The request must be signed, and must either be notarized or 
submitted under 28 U.S.C. 1746, a law that permits statements to be 
made under penalty of perjury as a substitute for notarization. While 
no specific form is required, you may submit your request online at 
https://rdgw.treasury.gov/foia/pages/gofoia.aspx or call for 1-202-622-
0930 for questions. The requester must submit a written and signed 
request that:
     States that the request is made pursuant to the FOIA and/
or Privacy Act disclosure regulations;
     Includes information that will enable the processing 
office to determine the fee category of the user;
     Is addressed to the bureau that maintains the record (in 
order for a request to be properly received by the Department, the 
request must be received in the appropriate bureau's disclosure 
office);
     Reasonably describe the records;
     Gives the address where the determination letter is to be 
sent;
     States whether or not the requester wishes to inspect the 
records or have a copy made without first inspecting them; and
     Include a firm agreement from the requester to pay fees 
for search, duplication or review, as appropriate. In the absence of a 
firm agreement to pay, the requester may submit a request for a waiver 
or reduction of fees, along with justification of how such a waiver 
request meets the criteria for a waiver or reduction of fees found in 
the FOIA statute at 5 U.S.C. 552(a)(4)(A)(iii).
    This bulleted information will assist the FOIA and Transparency 
staff in conducting an effective search for your records.

Record access procedures:
    See ``Notification procedure'' above.

Contesting record procedures:
    See ``Notification procedure'' above.

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Record source categories:
    Information is obtained from applicants for employment with 
disabilities as well as employees with disabilities who requested or 
received reasonable accommodations from the Treasury or a bureau as 
required by the Rehabilitation Act of 1973 and the ADAAA.

Exemptions claimed for the system:
    None.
[FR Doc. 2014-09506 Filed 4-25-14; 8:45 am]
BILLING CODE 4811-33-P