[Federal Register Volume 86, Number 157 (Wednesday, August 18, 2021)]
[Notices]
[Pages 46281-46287]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-17250]


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POSTAL SERVICE


Privacy Act of 1974; System of Records

AGENCY: Postal Service\TM\.

ACTION: Notice of modified systems of records.

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SUMMARY: The United States Postal Service[supreg] (Postal Service) is 
proposing to modify several General Privacy Act Systems of Records 
(SOR) to support improved communication efforts within USPS Human 
Resources employee applications or systems, to sponsor and support a 
voluntary wellness challenge and program initiative for employees to 
promote fitness and health, and to reflect recent organizational 
changes.

DATES: These revisions will become effective without further notice on 
September 17, 2021, unless, in response to comments received on or 
before that date result in a contrary determination.

ADDRESSES: Comments may be submitted via email to the Privacy and 
Records Management Office, United States Postal Service Headquarters 
([email protected]). To facilitate public inspection, arrangements to 
view copies of any written comments received will be made upon request.

FOR FURTHER INFORMATION CONTACT: Janine Castorina, Chief Privacy and 
Records Management Officer, Privacy and Records Management Office, 202-
268-3069 or [email protected].

SUPPLEMENTARY INFORMATION: This notice is in accordance with the 
Privacy Act requirement that agencies publish their systems of records 
in the Federal Register when there is a revision, change, or addition, 
or when the agency establishes a new system of records. The Postal 
Service is proposing revisions to existing systems of records (SOR) to 
facilitate improved employee communication efforts, to support a 
voluntary wellness challenge and program initiative for employees, and 
to update system manager titles consistent with the current 
organizational structure of the Postal Service.

I. Background

    The Postal Service utilizes a modern integrated Human Resources 
technology system to help optimize, manage, and develop the Postal 
Service workforce to meet identified business needs. It contains 
modules for learning, succession planning, performance evaluation, 
compensation, recruiting/on-boarding and analytical reporting.
    The Postal Service is also developing a voluntary wellness 
initiative to assist participating employees in achieving their 
individual wellness goals. The voluntary wellness challenges and 
programs initiative is designed to provide motivation and enhanced 
engagement to participating employees that have expressed interest in 
improving their health or achieving wellness goals through the use of 
individual or team challenges and related wellness programs.
    The wellness initiative will track and report challenge activities 
and summarize outcomes during each program cycle period using anonymous 
designations for individual employees. For example, participant alias 
names will be used in all wellness program dashboard participant input 
and activity reporting to protect the privacy of individuals. In 
addition, at the end of each program cycle, top tier final results and/
or random prize winners (when applicable) will be reported only after 
obtaining individual employee permission.

II. Rationale for Changes to USPS Privacy Act Systems of Records

    The Postal Service is proposing modifications to USPS SOR 100.000, 
General Personnel Records, USPS SOR 100.100, Recruiting, Examining, and 
Placement Records, USPS SOR 100.300, Employee Development and Training 
Records and USPS SOR 100.400, Personnel Compensation and Payroll 
Records to facilitate improved communication to employees. Human 
Resources requires the need to capture and store an employee's personal 
email and phone number for both pre-hire and after the effective date 
of the appointment in order to:
    Communicate relevant Human Resource information to employees.
    Communicate with employees about human resource related topics, 
employment, and gather feedback through surveys. Communicate with 
employees regarding training assignments and requirements both prior to 
and after effective date of employment or placement.
    New purposes are also being added to SOR 100.300, Employee 
Development and Training Records to reflect enhanced capabilities and 
functionality for the USPS career learning and development portal. This 
portal provides a collaborative employee forum that promotes 
information sharing and cross-functional participation. Opportunities 
are also provided for sharpening professional skills and abilities, 
along with personal development.
    New purposes are being added to SOR 100.400, Personnel Compensation 
and Payroll Records, in support of both improved communication efforts 
and the Voluntary Wellness Challenge and Program initiative described 
above. In addition, Categories of Records, Source Record Categories and 
Retention time for records related to the Wellness Challenge and 
Program participation are being modified to support the initiative and 
align with two new purposes for program administration, along with 
tracking activities and reporting summary results.
    Finally, the Postal Service is proposing administrative changes for 
system managers within the four SORs

[[Page 46282]]

included in this Federal Register Notice to reflect recent 
organizational changes.

III. Description of the Modified Systems of Records

    Pursuant to 5 U.S.C. 552a(e)(11), interested persons are invited to 
submit written data, views, or arguments on this proposal. A report of 
the proposed revisions to these SORs has been sent to Congress and to 
the Office of Management and Budget for their evaluations. The Postal 
Service does not expect that these modified systems of records will 
have any adverse effect on individual privacy rights. Accordingly, for 
the reasons stated above, the Postal Service proposes revisions to 
these four systems of records as follows:

SYSTEM NAME AND NUMBER:
    USPS 100.000 General Personnel Records.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    All USPS facilities and personnel offices; Integrated Business 
Solutions Services Centers; National Personnel Records Center; Human 
Resources Information Systems; Human Resources Shared Services Center; 
Headquarters; Computer Operations Service Centers; and contractor 
sites.

SYSTEM MANAGER(S) AND ADDRESS:
    Vice President, Human Resources, United States Postal Service, 475 
L'Enfant Plaza SW, Washington, DC 20260.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    39 U.S.C. 401, 410, 1001, 1005, and 1206.

PURPOSE(S) OF THE SYSTEM:
    1. To determine suitability for employment.
    2. To provide managers, HR personnel, and medical officers with 
information for recruiting and recommending appointment of qualified 
individuals.
    3. To facilitate communication between the Postal Service and 
individual employees, new hires and applicants, including current and 
former employees.
    4. To share relevant information and topics about the Postal 
Service with individual employees, new hires and applicants, including 
current and former employees.
    5. To gather voluntary feedback from individual employees, new 
hires and applicants, including current and former employees.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former USPS employees, retirees, new hires, applicants 
for employment, and potential applicants with candidate profiles.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Current and former USPS employee's information, retirees, new 
hires, applicants, and potential applicants with candidate profiles: 
Name(s), Social Security Number(s), Candidate Identification Number, 
Employee Identification Number, date(s) of birth, postal assignment or 
vacancy/job posting history information, work contact information, home 
address(es) and phone number(s), SMS text message number, personal 
email address, finance number(s), duty location, and pay location.
    2. Pre-employment investigation information: Records compiled by 
USPS, including criminal, employment, military, and driving records; 
drug screening and medical assessment results. Also includes Special 
Agency Check with Inquiries (SACI) and National Agency Check with 
Inquiry (NACI): Investigative records requested by USPS and compiled by 
the Office of Personnel Management (OPM) for newly hired employees, 
including postal inspectors' investigative reports.
    3. Recruiting, examining, and placement information: Records 
related to candidate profiles, applications, test results, interview 
documentation, and suitability screening.

RECORD SOURCE CATEGORIES:
    Applicants; potential applicants with candidate profiles; OPM; 
police, driving, and military records; former employers and named 
references; medical service providers; school officials; other federal 
agencies; and state divisions of vocational rehabilitation counselors.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Standard routine uses 1. through 9. apply.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Automated database, computer storage media, digital files, and 
paper files.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    By applicant or employee name, Social Security Number, Candidate 
Identification Number, Employee Identification Number, duty or pay 
location, or posting/vacancy to which application was made.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    1. Preemployment investigation records are retained 10 years from 
the date the individual is initially found suitable for employment, or 
10 years from the date action was taken to deny or terminate 
employment.
    2. Candidate information and Candidate Identification Number are 
retained for a minimum of 2 years. Vacancy files, including applicant/
employee name, identification number, posting/vacancy number, and 
information supplied by applicant/employee in response to the vacancy 
posting, are retained 5 years. Employment registers are retained 10 
years. Certain forms related to a successful applicant are filed in the 
electronic Official Personnel Folder as permanent records.
    3. Paper examining answer sheets are retained 6 months; and 
computer media copies are retained 10 years. Scanned Maintenance 
Selection System forms are retained 10 years, and related hiring lists 
are retained 5 years.
    Records existing on paper are destroyed by burning, pulping, or 
shredding. Records existing on computer storage media are destroyed 
according to the applicable USPS media sanitization practice.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Paper records, computers, and computer storage media are located in 
controlled-access areas under supervision of program personnel. Access 
to these areas is limited to authorized personnel, who must be 
identified with a badge.
    Access to records is limited to individuals whose official duties 
require such access. Contractors and licensees are subject to contract 
controls and unannounced on-site audits and inspections.
    Computers are protected by mechanical locks, card key systems, or 
other physical access control methods. The use of computer systems is 
regulated with installed security software, computer logon 
identifications, and operating system controls including access 
controls, terminal and transaction logging, and file management 
software.

RECORD ACCESS PROCEDURES:
    Requests for access must be made in accordance with the 
Notification Procedure above and USPS Privacy Act regulations regarding 
access to records and verification of identity under 39 CFR 266.5.

[[Page 46283]]

CONTESTING RECORD PROCEDURES:
    See Notification Procedures below and Record Access Procedures 
above.

NOTIFICATION PROCEDURES:
    Individuals wanting to know if information about them is maintained 
in this system must address inquiries to Human Resources Shared 
Services Center, P.O. Box 970400, Greensboro, NC 27497-0400. Inquiries 
must include full name, Candidate Identification Number (as provided 
during the application process) or Employee Identification Number, name 
and address of facility where last employed, and dates of USPS 
employment or date of application.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established 
regulations at 39 CFR 266.9 that exempt records in this system 
depending on their purpose.

HISTORY:
    February 25, 2019, 84 FR 6022; January 26, 2018, 83 FR 3777; July 
19, 2013, 78 FR 43247; February 22, 2013, 78 FR 12368; June 17, 2011, 
76 FR 35483; April 29, 2005, 70 FR 22516.
* * * * *
    Attorney, Federal Compliance.

SYSTEM NAME AND NUMBER:
    USPS 100.100 Recruiting, Examining, and Placement Records.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Pre-employment investigation records are located at USPS Human 
Resources (HR) offices and contractor locations, except for drug 
screening and medical examination records, which are maintained in USPS 
medical facilities and designee offices.
    Recruiting, examining, and placement records are located at USPS HR 
offices, Headquarters, Human Resources Shared Services Center, 
Integrated Business Solutions Services Centers, the Bolger Center for 
Leadership Development, the National Center for Employee Development, 
and contractor locations.

SYSTEM MANAGER(S) AND ADDRESS:
    Vice President, Human Resources, United States Postal Service, 475 
L'Enfant Plaza SW, Washington, DC 20260.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    39 U.S.C. 401, 410, 1001, 1005, and 1206.

PURPOSE(S) OF THE SYSTEM:
    1. To determine suitability for employment.
    2. To provide managers, HR personnel, and medical officers with 
information for recruiting and recommending appointment of qualified 
individuals.
    3. To administer the USPS fleet card program used to purchase 
commercial fuel and oil, maintenance repair, polishing and washing, 
servicing, shuttling, and towing.
    4. To facilitate communication between the Postal Service and 
individual employees, new hires and applicants, including current and 
former employees.
    5. To share relevant information and topics about the Postal 
Service with individual employees, new hires and applicants, including 
current and former employees.
    6. To gather voluntary feedback from individual employees, new 
hires and applicants, including current and former employees.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former USPS employees, new hires, applicants for 
employment, and potential applicants with candidate profiles.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Applicant, potential applicants with candidate profiles, and 
employee information: Name(s), Social Security Number(s), Candidate 
Identification Number, Employee Identification Number, date(s) of 
birth, postal assignment or vacancy/job posting history information, 
work contact information, home address(es) and phone number(s), SMS 
text message number, personal email address, finance number(s), duty 
location, pay location, and Fuel Purchase Fleet Card Personal 
Identification Number (PIN).
    2. Pre-employment investigation information: Records compiled by 
USPS, including criminal, employment, military, and driving records; 
drug screening and medical assessment results. Also includes Special 
Agency Check with Inquiries (SACI) and National Agency Check with 
Inquiry (NACI): Investigative records requested by USPS and compiled by 
the Office of Personnel Management (OPM) for newly hired employees, 
including postal inspectors' investigative reports.
    3. Recruiting, examining, and placement information: Records 
related to candidate profiles, applications, test results, interview 
documentation, and suitability screening.

RECORD SOURCE CATEGORIES:
    Applicants; potential applicants with candidate profiles; OPM; 
police, driving, and military records; former employers and named 
references; medical service providers; school officials; other federal 
agencies; and state divisions of vocational rehabilitation counselors.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Standard routine uses 1. through 9. apply.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Automated database, computer storage media, and paper.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    By applicant or employee name, Social Security Number, Candidate 
Identification Number, Employee Identification Number, duty or pay 
location, or posting/vacancy to which application was made, and Fleet 
Card Personal Identification Number (PIN).

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    1. Pre-employment investigation records are retained 10 years from 
the date the individual is initially found suitable for employment, or 
10 years from the date action was taken to deny or terminate 
employment.
    2. Candidate information and Candidate Identification Number are 
retained for a minimum of 2 years. Vacancy files, including applicant/
employee name, identification number, posting/vacancy number, and 
information supplied by applicant/employee in response to the vacancy 
posting, are retained 5 years. Employment registers are retained 10 
years. Certain forms related to a successful applicant are filed in the 
electronic Official Personnel Folder as permanent records.
    3. Paper examining answer sheets are retained 6 months; and 
computer media copies are retained 10 years. Scanned Maintenance 
Selection System forms are retained 10 years, and related hiring lists 
are retained 5 years.
    4. Records pertaining to the USPS fuel fleet card purchase program 
are retained for 10 years.
    Records existing on paper are destroyed by burning, pulping, or 
shredding. Records existing on computer storage media are destroyed 
according to the applicable USPS media sanitization practice.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Paper records, computers, and computer storage media are located in

[[Page 46284]]

controlled-access areas under supervision of program personnel. Access 
to these areas is limited to authorized personnel, who must be 
identified with a badge.
    Access to records is limited to individuals whose official duties 
require such access. Contractors and licensees are subject to contract 
controls and unannounced on-site audits and inspections.
    Computers are protected by mechanical locks, card key systems, or 
other physical access control methods. The use of computer systems is 
regulated with installed security software, computer logon 
identifications, and operating system controls including access 
controls, terminal and transaction logging, and file management 
software.

RECORD ACCESS PROCEDURES:
    Requests for access must be made in accordance with the 
Notification Procedure above and USPS Privacy Act regulations regarding 
access to records and verification of identity under 39 CFR 266.5.

CONTESTING RECORD PROCEDURES:
    See Notification Procedure and Record Access Procedures above.

NOTIFICATION PROCEDURES:
    Individuals wanting to know if information about them is maintained 
in this system must address inquiries to Human Resources Shared 
Services Center, P.O. Box 970400, Greensboro, NC 27497-0400. Inquiries 
must include full name, Candidate Identification Number (as provided 
during the application process) or Employee Identification Number, name 
and address of facility where last employed, and dates of USPS 
employment or date of application.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    February 25, 2019, 84 FR 6022; July 19, 2013, 78 FR 43247; June 17, 
2011, 76 FR 35483; April 29, 2005, 70 FR 22516.
* * * * *
    Attorney, Federal Compliance.

SYSTEM NAME AND NUMBER:
    USPS 100.300 Employee Development and Training Records.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Management training centers, Integrated Business Solutions Services 
Centers, other USPS facilities where career development and training 
records are stored, and contractor sites.

SYSTEM MANAGER(S) AND ADDRESS:
    Vice President, Human Resources, United States Postal Service, 475 
L'Enfant Plaza SW, Washington, DC 20260.
    Vice President, Organization Development, United States Postal 
Service, 475 L'Enfant Plaza SW, Washington DC 20260.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    39 U.S.C. 401, 410, 1001, 1005, and 1206.

PURPOSE(S) OF THE SYSTEM:
    1. To provide managers, supervisors, and training and development 
professionals with decision-making information for employee career 
development, succession planning, training, and assignment.
    2. To make and track employee job assignments, to place employees 
in new positions, and to assist in career planning and training in 
general.
    3. To provide statistics for personnel and workload management.
    4. To provide employees with an online platform that supports 
individual and career development.
    5. To facilitate voluntary information sharing through an enhanced 
employee profile tool that highlights individual education, knowledge 
and experience.
    6. To provide employees with convenient and flexible online 
learning options.
    7. To create a forum that promotes a culture for participation in 
voluntary career development activities and opportunities.
    8. To create a readily available source of information about 
current employee talents, skills, and abilities.
    9. To communicate with and provide notification to individuals 
about training assignments and requirements, both prior to and after 
effective date of employment or placement.
    10. To facilitate communication between the Postal Service and 
individual employees, new hires and applicants, including current and 
former employees.
    11. To share relevant information and topics about the Postal 
Service with individual employees, new hires and applicants, including 
current and former employees.
    12. To request and gather voluntary feedback from individual 
employees, new hires and applicants, including current and former 
employees.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former USPS employees, new hires and applicants.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Employee information: Name, Social Security Number, Employee 
Identification Number, phone number(s), SMS text message number, 
personal email address, demographic information, photograph, years of 
service, retirement eligibility, postal assignment information, work 
contact information, finance number(s), duty location, and pay 
location.
    2. Employee development and training information: Records related 
to career development, work history, assessments, skills bank 
participation, USPS- and non-USPS-sponsored training, examinations, 
evaluations of training, and USPS lodging when a discrepancy report is 
filed against the student about unauthorized activities while occupying 
the room.

RECORD SOURCE CATEGORIES:
    Employees; employees' supervisor or manager; and other systems of 
records.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Standard routine uses 1. through 9. apply.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Automated database, computer storage media, digital files, and 
paper files.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    By employee name, Social Security Number, or Employee 
Identification Number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    1. Training records are retained 5 years. Training-related travel 
records are retained 1 year.
    2. Records related to succession planning and individual 
development planning are retained 10 years.
    3. Examination records are retained 1 year after employee 
separation.
    4. Skills bank records are retained up to 2 years.
    Records existing on paper are destroyed by burning, pulping, or 
shredding. Records existing on computer storage media are destroyed 
according to the applicable USPS media sanitization practice.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Paper records, computers, and computer storage media are located in

[[Page 46285]]

controlled-access areas under supervision of program personnel. Access 
to these areas is limited to authorized personnel, who must be 
identified with a badge.
    Access to records is limited to individuals whose official duties 
require such access. Contractors and licensees are subject to contract 
controls and unannounced on-site audits and inspections.
    Computers are protected by mechanical locks, card key systems, or 
other physical access control methods. The use of computer systems is 
regulated with installed security software, computer logon 
identifications, and operating system controls including access 
controls, terminal and transaction logging, and file management 
software.

RECORD ACCESS PROCEDURES:
    Requests for access must be made in accordance with the 
Notification Procedure above and USPS Privacy Act regulations regarding 
access to records and verification of identity under 39 CFR 266.5.

CONTESTING RECORD PROCEDURES:
    See Notification Procedures below and Record Access Procedures 
above.

NOTIFICATION PROCEDURES:
    Individuals wanting to know if information about them is maintained 
in this system must address inquiries to the facility head where 
currently or last employed. Headquarters employees must submit 
inquiries to Corporate Personnel Management, 475 L'Enfant Plaza SW, 
Washington, DC 20260. Inquiries must include full name, Social Security 
Number or Employee Identification Number, name and address of facility 
where last employed, and dates of USPS employment.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established 
regulations at 39 CFR 266.9 that exempt records in this system 
depending on their purpose. The USPS has also claimed exemption from 
certain provisions of the Act for several of its other systems of 
records at 39 CFR 266.9. To the extent that copies of exempted records 
from those other systems are incorporated into this system, the 
exemptions applicable to the original primary system continue to apply 
to the incorporated records.

HISTORY:
    July 19, 2013, 78 FR 43247; June 17, 2011, 76 FR 35483; April 29, 
2005, 70 FR 22516.
* * * * *
    Attorney, Federal Compliance.

SYSTEM NAME AND NUMBER:
    USPS 100.400 Personnel Compensation and Payroll Records.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    USPS Area and District Human Resources offices, the Human Resources 
Shared Services Center, Integrated Business Solutions Services Centers, 
Computer Operations Services Centers, Accounting Services Centers, 
other area and district facilities, USPS Headquarters, contractor 
sites, and all organizational units.

SYSTEM MANAGER(S) AND ADDRESS:
    Deputy Postmaster General and Chief Human Resources Officer, United 
States Postal Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
    Vice President, Human Resources, United States Postal Service, 475 
L'Enfant Plaza SW, Washington, DC 20260.
    Vice President, Controller, United States Postal Service, 475 
L'Enfant Plaza SW, Washington, DC 20260.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    39 U.S.C. 401, 409, 410, 1001, 1003, 1004, 1005, and 1206; and 29 
U.S.C. 2601 et seq.

PURPOSE(S) OF THE SYSTEM:
    1. To support all necessary compensation and payroll activities and 
related management functions.
    2. To generate lists of employee information for home mailings, 
dues membership, and other personnel support functions.
    3. To generate retirement eligibility information and analysis of 
employees in various salary ranges.
    4. To administer the purchase of uniforms.
    5. To administer monetary awards programs and employee contests.
    6. To detect improper payment related to injury compensation 
claims.
    7. To adjudicate employee claims for loss or damage to their 
personal property in connection with or incident to their postal 
duties.
    8. To process garnishment of employee wages.
    9. To support statistical research and reporting.
    10. To generate W-2 and 1095-C information for use with external 
third-party tax preparation services at the request of the individual 
employee.
    11. To administer the USPS fleet card program used to purchase 
commercial fuel and oil, maintenance repair, polishing and washing, 
servicing, shuttling, and towing.
    12. To develop and administer voluntary wellness challenges and 
programs to support individual employee wellness goals.
    13. To track and summarize voluntary wellness challenge activities 
during each program cycle for individual employees and employee team 
participants
    14. To facilitate communication between the Postal Service and 
current and former employees.
    15. To share relevant information and topics about the Postal 
Service with current and former employees.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    1. Current and former USPS employees and postmaster relief/leave 
replacement employees.
    2. Current and former employees' family members, beneficiaries, and 
former spouses who apply and qualify for benefits.
    3. An agent or survivor of an employee who makes a claim for loss 
or damage to personal property.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Employee and family member information: Name(s), Social Security 
Number(s), Employee Identification Number, ACE ID, date(s) of birth, 
postal assignment information, work contact information, home 
address(es) and phone number(s), SMS text message number, personal 
email address, finance number(s), occupation code, occupation title, 
duty location, and pay location, and Fuel Purchase Fleet Card Personal 
Identification Number (PIN).
    2. Compensation and payroll information: Records related to 
payroll, annual salary, hourly rate, Rate Schedule Code (RSC) or pay 
type, payments, deductions, compensation, and benefits; uniform items 
purchased; proposals and decisions under monetary awards; suggestion 
programs and contests; injury compensation; monetary claims for 
personal property loss or damage; and garnishment of wages.
    3. Voluntary Employee Wellness Participant Challenge and Program 
Tracking and Reporting Activities: Type of wellness activity or 
program, wellness activities and points tracked and reported, self-
selected alias names for participants, department or team name, work 
duty location, gender, weight, reporting of top tier final results and/
or prize winners by wellness challenge or program with employee 
permission.

[[Page 46286]]

RECORD SOURCE CATEGORIES:
    Employees; employees' supervisor or manager; other systems of 
records; claimants or their survivors or agents who make monetary 
claims; witnesses; investigative sources; courts; and insurance 
companies.
    Voluntary employee wellness participant challenge and program 
initiative records.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Standard routine uses 1. through 9. apply. In addition:
    (a) Records pertaining to financial institutions and to nonfederal 
insurance carriers and benefits providers elected by an employee may be 
disclosed for the purposes of salary payment or allotments, eligibility 
determination, claims, and payment of benefits.
    (b) Records pertaining to supervisors and postmasters may be 
disclosed to supervisory and other managerial organizations recognized 
by USPS.
    (c) Records pertaining to recipients of monetary awards may be 
disclosed to the news media when the information is of news interest 
and consistent with the public's right to know.
    (d) Disclosure of records about current or former Postal Service 
employees may be made to requesting states under an approved computer 
matching program to determine employee participation in, and 
eligibility under, unemployment insurance programs administered by the 
states (and by those states to local governments), to improve program 
integrity, and to collect debts and overpayments owed to those 
governments and their components.
    (e) Disclosure of records about current or former Postal Service 
employees may be made to requesting federal agencies or nonfederal 
entities under approved computer matching programs to make a 
determination of employee participation in, and eligibility under, 
particular benefit programs administered by those agencies or entities 
or by USPS; to improve program integrity; to collect debts and 
overpayments owed under those programs and to provide employees with 
due process rights prior to initiating any salary offset; and to 
identify those employees who are absent parents owing child support 
obligations and to collect debts owed as a result.
    (f) Disclosure of records about current or former Postal Service 
employees may be made, upon request, to the Department of Defense (DoD) 
under approved computer matching programs to identify Postal Service 
employees who are ready reservists for the purposes of updating DoD's 
listings of ready reservists and to report reserve status information 
to USPS and the Congress; and to identify retired military employees 
who are subject to restrictions under the Dual Compensation Act and to 
take subsequent actions to reduce military retired pay or collect debts 
and overpayments.
    (g) Disclosure of records may be made to the Internal Revenue 
Service under approved computer matching programs to identify current 
or former Postal Service employees who owe delinquent federal taxes or 
returns and to collect the unpaid taxes by levy on the salary of those 
individuals pursuant to Internal Revenue Code; and to make a 
determination as to the proper reporting of income tax purposes of an 
employee's wages, expenses, compensation, reimbursement, and taxes 
withheld and to take corrective action as warranted.
    (h) Disclosure of the records about current or recently terminated 
Postal Service employees may be made to the Department of 
Transportation (DOT) under an approved computer matching program to 
identify individuals who appear in DOT's National Driver Register 
Problem Driver Pointer System. The matching results are used only to 
determine as a general matter whether commercial license suspension 
information within the pointer system would be beneficial in making 
selections of USPS motor vehicle and tractor-trailer operator personnel 
and will not be used for actual selection decisions.
    (i) Disclosure of records about current or former Postal Service 
employees may be made to the Department of Health and Human Services 
under an approved computer matching program for further release to 
state child support enforcement agencies when needed to locate 
noncustodial parents, to establish and/or enforce child support 
obligations, and to locate parents who may be involved in parental 
kidnapping or child custody cases.
    (j) Disclosure of records about current or former Postal Service 
employees may be made to the Department of the Treasury under Treasury 
Offset Program computer matching to establish the identity of the 
employee as an individual owing a delinquent debt to another federal 
agency and to offset the salary of the employee to repay that debt.
    (k) Disclosure of employment and wage data records about current 
Postal Service employees may be made to the Bureau of Labor Statistics 
for use in their Occupational Employment Statistics program for the 
purpose of developing estimates of the number of jobs in certain 
occupations, and estimates of the wages paid to them.
    (l) Disclosure of W-2 and 1095-C tax information records to 
external third-party tax preparation services.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Automated database, computer storage media, digital files, and 
paper files.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    By employee name, Social Security Number, Employee Identification 
Number, Fuel Purchase Fleet Card Personal Identification Number (PIN), 
or duty or pay location.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    1. Leave application and unauthorized overtime records are retained 
3 years. Time and attendance records (other than payroll) and local 
payroll records are retained 3 years. Automated payroll records are 
retained 10 years.
    2. Uniform allowance case files are retained 3 years; and automated 
records are retained 6 years.
    3. Records of monetary awards with a status that they have been 
processed, failed processing, cancelled, or reported (Service Award 
Pins, Retirement Service Awards, Posthumous Service Awards) are 
retained 7 years, as payroll records would have been affected/
processed. Records of award submissions with the status approved, 
deleted, or as a draft are retained 31 days, as payroll records would 
not have been affected/processed.
    4. Records of employee-submitted ideas are maintained for 90 days 
after being closed.
    5. Injury compensation records are retained 5 years. Records 
resulting in affirmative identifications become part of a research case 
file, which if research determines applicability, become either part of 
an investigative case record or a remuneration case record that is 
retained 2 years beyond the determination.
    6. Monetary claims records are retained 3 years.
    7. Automated records of garnishment cases are retained 6 months. 
Records located at a Post Office are retained 3 years.
    8. Overtime administrative records are retained for 7 years.
    9. Tax preparation records are limited to an employee's previous 
year's wages, tax documentation, and health insurance coverage as 
required by the Affordable Care Act.

[[Page 46287]]

    10. Records pertaining to the USPS fuel fleet card purchase program 
are retained for 10 years.
    11. Records related to voluntary wellness challenges and programs 
will be retained for 30 days after the conclusion of each challenge or 
program cycle.
    Records existing on paper are destroyed by burning, pulping, or 
shredding. Records existing on computer storage media are destroyed 
according to the applicable USPS media sanitization practice.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Paper records, computers, and computer storage media are located in 
controlled-access areas under supervision of program personnel. Access 
to these areas is limited to authorized personnel, who must be 
identified with a badge.
    Access to records is limited to individuals whose official duties 
require such access. Contractors and licensees are subject to contract 
controls and unannounced on-site audits and inspections.
    Computers are protected by mechanical locks, card key systems, or 
other physical access control methods. The use of computer systems is 
regulated with installed security software, computer logon 
identifications, and operating system controls including access 
controls, terminal and transaction logging, and file management 
software.
    For the voluntary employee wellness initiative, employees will 
create their own profile and enter their own challenge activity 
progress. Employees without access to U.S. Postal Service computers and 
employees voluntarily participating in the weight loss challenges may 
opt-in to a manual process to have their profile created and entries 
updated by a designated wellness challenge coordinator for their 
geographic location.
    Participant alias names will be used in all wellness program 
dashboard participant input and activity reporting to protect the 
privacy of individuals. In addition, weight loss challenge dashboards 
will only display the percentage of weight loss for the employee by 
alias names, rather than actual weights.

RECORD ACCESS PROCEDURES:
    Requests for access must be made in accordance with the 
Notification Procedure above and USPS Privacy Act regulations regarding 
access to records and verification of identity under 39 CFR 266.5.

CONTESTING RECORD PROCEDURES:
    See Notification Procedure and Record Access Procedures above.

NOTIFICATION PROCEDURES:
    Individuals wanting to know if information about them is maintained 
in this system must address inquiries to the facility head where 
currently or last employed. Headquarters employees must submit 
inquiries to Corporate Personnel Management, 475 L'Enfant Plaza SW, 
Washington, DC 20260. Inquiries must include full name, Social Security 
Number or Employee Identification Number, name and address of facility 
where last employed, and dates of USPS employment.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    Records in this system relating to injury compensation that have 
been compiled in reasonable anticipation of a civil action or 
proceeding are exempt from individual access as permitted by 5 U.S.C. 
552a(d)(5). The USPS has also claimed exemption from certain provisions 
of the Act for several of its other systems of records at 39 CFR 266.9. 
To the extent that copies of exempted records from those other systems 
are incorporated into this system, the exemptions applicable to the 
original primary system continue to apply to the incorporated records.

HISTORY:
    June 15, 2020, 85 FR 29492; February 25, 2019, 84 FR 6022; February 
23, 2017, 82 FR 11489; March 2, 2015, 80 FR 11241; June 17, 2011, 76 FR 
35483; April 29, 2005, 70 FR 22516.

Joshua J. Hofer,
Attorney, Ethics & Legal Compliance.
[FR Doc. 2021-17250 Filed 8-17-21; 8:45 am]
BILLING CODE 7710-12-P