[Federal Register Volume 80, Number 205 (Friday, October 23, 2015)]
[Notices]
[Pages 64493-64495]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2015-26974]
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DEPARTMENT OF TRANSPORTATION
Office of the Secretary
[Docket No. DOT-OST-2015-0160]
Privacy Act of 1974; Department of Transportation/ALL 8, Parking
and Transit Benefit System
AGENCY: Privacy Office, Office of the Secretary of Transportation, DOT.
ACTION: Notice of Privacy Act system of records.
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SUMMARY: In accordance with the Privacy Act of 1974, the U.S.
Department of Transportation proposes to rename, update, and reissue
the Department of Transportation system of records currently titled,
``Department of Transportation/ALL 8 Employee Transportation
Facilitation System of Records.'' This system of records allows the
Department of Transportation/Office of the Secretary to collect and
maintain records on Department of Transportation employees who
participate in the Department's transit, carpool/vanpool, bicycle and
parking benefit program, employees of other Federal agencies for whom
DOT administers a Federal carpool/vanpool, and/or parking and transit
benefit program. It also allows the Federal Aviation Administration to
collect and maintain records on behalf of its employees who participate
in transit and parking benefit programs administered by the Federal
Aviation Administration. In addition to non-substantive changes to
simply the formatting and text of the previously published notice, we
are revising this notice to reflect System Manager's address change,
and clarify the routine uses of information in the system. This updated
system will be renamed and included in the Department of
Transportation's inventory of record systems and referred to as ``DOT/
ALL 8--Parking and Transit Benefit System.''
DATES: Written comments should be submitted on or before November 23,
2015. The Department may publish an amended SORN in light of any
comments received. This revised system will be effective November 23,
2015.
ADDRESSES: You may submit comments, identified by docket number DOT-
OST-2015-0160 by any of the following methods:
Federal e-Rulemaking Portal: http://www.regulations.gov.
Follow the instructions for submitting comments.
Mail: Docket Management Facility, U.S. Department of
Transportation, 1200 New Jersey Ave. SE., West Building Ground Floor,
Room W12-140, Washington, DC 20590-0001.
Hand Delivery or Courier: West Building Ground Floor, Room
W12-140, 1200 New Jersey Ave. SE., between 9 a.m. and 5 p.m. ET, Monday
through Friday, except Federal Holidays.
Fax: (202) 493-2251.
Instructions: You must include the agency name and docket number
DOT-OST-2015-0160. All comments received will be posted without change
to http://www.regulations.gov, including any personal information
provided.
Privacy Act: Anyone is able to search the electronic form of all
comments received in any of our dockets by the name of the individual
submitting the comment (or signing the comment, if submitted on behalf
of an association, business, labor union, etc.). You may review DOT's
complete Privacy Act statement in the Federal Register published on
January 17, 2008 (73 FR 3316-3317).
Docket: For access to the docket to read background documents or
comments received, go to http://www.regulations.gov or to the street
address listed above. Follow the online instructions for accessing the
docket.
FOR FURTHER INFORMATION CONTACT: For questions, please contact: Claire
W. Barrett, Departmental Chief Privacy Officer, Privacy Office,
Department of Transportation, Washington, DC 20590; [email protected]; or
(202) 527-3284.
SUPPLEMENTARY INFORMATION:
I. Background
The DOT/Office of the Secretary (OST) manages a Transportation
Subsidy Program (TSP) and facilitates the distribution of public-
transport fare media to DOT and other Federal Agency employees, to
schedule distribution of the fare media, to maintain an inventory of
fare media on hand, and to manage the fare media billing. DOT
administers the TSP for its employees, and, also, for employees of
other Federal agencies through Interagency Agreements between DOT and
the employer-agency. Additionally, the Office of Transportation
Services (TRANServe), within DOT's Office of the Assistant Secretary
for Administration, manages the bicycle benefit program and the vehicle
parking resources at the DOT South East Federal Center (SEFC)
Headquarters Facility. Parking at the Headquarters Facility is
allocated via the DOT Headquarters Parking Application (DOT HPA)
reservation system. The Federal Aviation Administration (FAA)
administers its own parking and transit benefit program for FAA
employees in the Washington, DC area (transit and parking benefits for
FAA field office employees are administered by OST).
In accordance with the Privacy Act of 1974, 5 U.S.C. 552a, the U.S.
Department of Transportation (DOT)/Office of the Secretary of
Transportation (OST) proposes to rename, update, and reissue the DOT
system of records currently titled, ``DOT/ALL-8 Employee Transportation
Facilitation.'' This system of records will be renamed ``DOT/ALL-8,
Parking and Transit Benefit System.''
In addition, we are updating this system of records notice to
reflect the change in the system manager's address resulting from DOT's
move from its previous headquarters location at 400 7th Street SW.,
Washington, DC 20950, to its new location of 1200 New Jersey Ave. SE.,
Washington, DC 20590. We have also updated the system to provide
greater detail about the categories of records collected and
maintained, and include additional categories to reflect DOT's
administration of the bicycle benefit program. Additionally, DOT will
begin to collect the names of other riders in van pools (in addition to
those individuals who are participating in the TSP). DOT will collect
this information to aid in efforts to identify potential waste, fraud,
and abuse. Finally, we are updating the routine uses to provide greater
clarity and specificity to our routine uses of the information in this
system. The current SORN generally describes the routine uses for this
system in a narrative format. We wish to update this to provide great
specificity about who we disclose these records to and the purposes for
which we make the disclosure. We believe that these changes do not
substantively alter the current routine uses, but merely provide
greater transparency.
This updated system will be included in DOT's inventory of record
systems.
II. Privacy Act
The Privacy Act (5 U.S.C. 552a) governs the means by which the
Federal Government collects, maintains, and uses personally
identifiable information (PII) in a System of Records. A ``System of
Records'' is a group of any records under the control of a Federal
agency from which information about individuals is retrieved by name or
other personal identifier. The Privacy
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Act requires each agency to publish in the Federal Register a System of
Records notice (SORN) identifying and describing each System of Records
the agency maintains, including the purposes for which the agency uses
PII in the system, the routine uses for which the agency discloses such
information outside the agency, and how individuals to whom a Privacy
Act record pertains can exercise their rights under the Privacy Act
(e.g., to determine if the system contains information about them and
to contest inaccurate information).
In accordance with 5 U.S.C. 552a(r), DOT has provided a report of
this system of records to the Office of Management and Budget and to
Congress.
SYSTEM OF RECORDS:
DOT/ALL 8
SYSTEM NAME:
Parking and Transit Benefit System.
SECURITY CLASSIFICATION:
Unclassified, sensitive.
SYSTEM LOCATION:
Department of Transportation, Office of the Secretary, Parking and
Transit Benefit Office, 1200 New Jersey Ave. SE., Washington, DC 20950;
Federal Aviation Administration, Transit Benefit Office, 800
Independence Ave. SW., Washington, DC 20591.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Federal employees' who receive transit or bicycle subsidies, who
hold parking permits, or are members of carpools and vanpools;
applicants for ridesharing information; recipients of match letters for
carpooling; applicants for transit subsidies issued by DOT; vanpool
operators.
CATEGORIES OF RECORDS IN THE SYSTEM:
Categories of records in the system include:
The following information about recipients of bicycle or transit
subsidies; holders of parking permits, participants in carpools or
vanpools; or applicants for ridesharing information:
Full name
Employee identification number (which, depending on the employer,
may be the employee's social security number, the last four digits of
the employee's social security number, or some other identification
number used by a Federal agency as an employee's identification number)
Employer name
Employer's address
Home address
Business telephone number
Employee's work email address
Transit provider name, address, and mode of transportation used for
commute
Location employee commutes to/from
Number of days employee commutes per month
Subsidy amount
System identifier (number randomly generated by DOT's system and
assigned to files)
Transit card number
Parking permit number
License plate number and issuing state
Parking permit holder payment status (paid/unpaid) and payment
information
Bicycle benefit recipients' itemized lists of expenditures eligible
for bicycle benefit
The following information may be collected and maintained about van
pool operators:
Full name
Business address
First and last name of individuals who use the van pool
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 7905; 26 U.S.C. 132; 26 CFR 132f; Executive Order 13150
(April 21, 2001)
PURPOSE:
The purpose of this system is to collect and maintain information
about Federal employees' and vanpool operators who participate in
carpool/vanpool, transit, parking, or bicycle benefit programs in
connection with the DOT's administration of these programs for its and
other Federal agency employees.
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, all or a portion of the records or
information contained in this system may be disclosed outside DOT as a
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
1. To the Federal agency for whom DOT administers a transit benefit
program, for purposes of verifying that agency's employee's
participation in the program, and auditing and verifying disbursements;
2. To the operators of transit systems or vanpools for purposes of
activating, distributing, and verifying benefits;
3. To the entity that manages the parking facility at the DOT
Headquarters in Southeast Washington, DC, information about individuals
who have delinquent daily parking fees for purpose of ensuring
eligibility of daily parkers;
4. To the Department of Treasury's approved Financial Agent for
purposes of distributing transit benefits;
5. To consumer reporting agencies (collecting on behalf of the
United States Government) as defined in the Fair Credit Reporting Act
(15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1982 (31
U.S.C. 3701(a)(3));
6. See ``Prefatory Statement of General Routine Uses'' (available
at http://www.dot.gov/privacy/privacyactnotices). Other possible
routine uses of the information, applicable to all DOT Privacy Act
systems of records, are published in the Federal Register at 75 FR
82132, December 29, 2010, and 77 FR 42796, July 20, 2012, under
``Prefatory Statement of General Routine Uses'' (available at http://www.dot.gov/privacy/privacyactnotices).
DISCLOSURES TO CONSUMER REPORTING AGENCIES:
Disclosures may be made from this system to consumer reporting
agencies (collecting on behalf of the United States Government) as
defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the
Federal Claims Collection Act of 1982 (31 U.S.C. 3701(a)(3)).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Hard copy or electronically. Hard copies are maintained at the
System Manager address.
RETRIEVABILITY:
Records can be retrieved by employer agency name, participant name,
or any other identifier in the system
SAFEGUARDS:
Records in this system are safeguarded in accordance with
applicable rules and policies, including all applicable DOT automated
systems security and access policies. Appropriate controls have been
imposed to minimize the risk of compromising the information that is
being stored. Access to 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 permissions.
RETENTION AND DISPOSAL:
Records in this system are retained for three years and then
destroyed, in
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accordance with General Record Schedule 9, Item 7. Source documents
provided to DOT by its Federal agencies customers are considered
temporary records and are destroyed not more than 120 after of receipt
by DOT.
SYSTEM MANAGER(S) AND ADDRESS:
OST Parking and Transit Office, 1200 New Jersey Ave. SE.,
Washington, DC 20950; FAA Transit Benefit Office, 800 Independence Ave.
SW., Washington, DC 20591.
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 to the OST Parking and Transit Office
at the contact information provided under ``System Manager and
Address.'' FAA employees in the National Capital Region seeking
notification of and access to any record contained in this system, or
seeking to contest its content, may submit a request in writing to the
FAA Transit Benefit Office at the contact information provided under
``System Manager and Address.''
When seeking records about yourself from this system of records or
any other Departmental system of records your request must conform with
the Privacy Act regulations set forth in 49 CFR part 10. You must sign
your request, and your signature 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 obtain forms for this purpose from the
Departmental Freedom of Information Act Officer, http://www.dot.gov/foia or 202.366.4542. In addition you should provide the following:
An explanation of why you believe the Department would
have information on you;
Identify which component(s) of the Department you believe
may have the information about you;
Specify when you believe the records would have been
created;
Provide any other information that will help the FOIA
staff determine which DOT component agency may have responsive records;
and
If your request is seeking records pertaining to another living
individual, you must include a statement from that individual
certifying his/her agreement for you to access his/her records. Without
this bulleted information the component(s) may not be able to conduct
an effective search, and your request may be denied due to lack of
specificity or lack of compliance with applicable regulations.
RECORD ACCESS PROCEDURES:
See ``Notification procedure'' above.
CONTESTING RECORD PROCEDURES:
See ``Notification procedure'' above.
RECORD SOURCE CATEGORIES:
Records are obtain from applications submitted by individuals for
parking permits, carpool and vanpool membership, ridesharing
information, and fare subsidies; from notifications from other Federal
agencies in the program; and from periodic certifications or
recertifications and reports regarding fare subsidies.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
Claire W. Barrett,
Departmental Chief Privacy Officer.
[FR Doc. 2015-26974 Filed 10-22-15; 8:45 am]
BILLING CODE 4910-9X-P