[Federal Register Volume 88, Number 178 (Friday, September 15, 2023)]
[Notices]
[Pages 63674-63677]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2023-20052]


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DEPARTMENT OF VETERANS AFFAIRS


Privacy Act of 1974; System of Records

AGENCY: Financial Services Center (FSC), Department of Veterans Affairs 
(VA).

ACTION: Notice of a modified system of records.

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SUMMARY: Pursuant to the Privacy Act of 1974, notice is hereby given 
that the VA is modifying the system of records entitled, ``Corporate 
Travel and Charge Cards--VA'' (131VA047). This system is used for 
operating, auditing and managing the charge card program involving 
commercial purchases authorized by VA employees. It is an end-to-end 
travel management service that includes all aspects of official Federal 
business travel including travel planning, authorization, reservations, 
ticketing, fulfillment, expense reimbursement and travel management 
reporting. These records will include permanent change of station moves 
that have been approved for relocation entitlements. The system serves 
as a repository that captures all required documentation that would 
assist with providing instructions to obtain a government passport, 
visa and country clearance, as applicable, as well as timely approval 
routing, as outlined in VA travel policy for VA employees traveling in 
an official capacity to a foreign country.

DATES: Comments on this modified system of records must be received no 
later than 30 days after date of publication in the Federal Register. 
If no public comment is received during the period allowed for comment 
or unless otherwise published in the Federal Register by VA, the 
modified system of records will become effective a minimum of 30 days 
after date of publication in the Federal Register. If VA receives 
public comments, VA shall review the comments to determine whether any 
changes to the notice are necessary.

ADDRESSES: Comments may be submitted through www.regulations.gov or 
mailed to VA Privacy Service, 810 Vermont Avenue NW, (005X6F), 
Washington, DC 20420. Comments should indicate that they are submitted 
in response to Corporate Travel and Charge Cards--VA (131VA047). 
Comments received will be available at www.regulations.gov for public 
viewing, inspection or copies.

FOR FURTHER INFORMATION CONTACT: For Charge Cards: Lori Thomas, Chief 
Charge Card Service Division, 512-460-5189 or va.gov">Lori.Thomas2@va.gov.
    For iMove: Adrian Quesada, Division Chief of Permanent Change of 
Station (PCS) Division, 512-460-5204 or va.gov">Adrian.Quesada@va.gov. For 
Temporary Travel: Gary McWilson, Chief, TDY Travel Service Division, 
512-460-5111 or Gary.McWilson@

[[Page 63675]]

va.gov. For Foreign Travel Portal (FTP): Jessie Murphy, Division Chief 
of Travel Logistics and Conference (TLCD) Division, Financial Services 
Center, Department of Veterans Affairs, 1615 Woodward Street, Austin, 
TX 78772, 202-461-6294, 202-815-9397 or va.gov">Jessie.Murphy@va.gov.

SUPPLEMENTARY INFORMATION: VA is modifying the systems of records by 
revising the following sections: System Name, System Location, 
Authority for Maintenance of the System, Categories of Individuals 
Covered by the System, Categories of Records in the System, Record 
Source Categories, Policies and Practices for Storage of Records, 
Policies and Practices for Retrieval of Records, Policies and Practices 
for Retention and Disposal of Records, Record Access Procedures, 
Contesting Records Procedures and Notification Procedures and History.
    System Name will be removed and now include: ``Corporate Travel and 
Charge Cards--VA''
    The System Location will include: ``Records are located at the 
Financial Services Center in Austin, Texas.''
    Categories of Individuals Covered by the System will include: ``The 
users will cover current and former VA employees and VA employees' 
spouses and children.''
    The Categories of Records in the System will include: ``Employee 
information to include name, social security number, tax identification 
number, home address (prior/new), phone numbers (work, home and cell), 
title, salary information (grade/rank), retirement plan, W-2 tax 
information and employee email address. Family information will include 
names of family members (spouse/children), birth dates of family 
members (spouse, children) and salary information of spouse (if 
available).
    Policies and Practices for Storage of Records will now include: 
``Records are maintained electronically on computer storage devices 
such as servers and cloud storage. The computer storage devices are 
located at the FSC-Austin; iMove backups will be maintained at a 
disaster recovery site designated by Microsoft Azure Government. 
Computer records are maintained in a secure password protected 
environment.''
    Record Source Categories will now include: ``employee submitted 
information and VA's HRSmart system''.
    Police and Practices for Retrieval of Records will now include: 
``Records in this system are retrieved by name, social security number 
or other assigned identifier.''
    Policies and Practices for Retention and Disposal of Records will 
now include ``Records in this system are retained and disposed of in 
accordance with the schedule approved by the Archivist of the United 
States, Records Control Schedule 1.1, Item 10.''
    Contesting Records Procedures will now include ``Individuals 
seeking to contest or amend records in this system pertaining to them 
should contact the system manager in writing as indicated above. A 
request to contest or amend records must state clearly and concisely 
what record is being contested, the reasons for contesting it, and the 
proposed amendment to the record.
    Record Access Procedures will now include: ``Individuals seeking 
information on the existence and content of records in this system 
pertaining to them should contact the system manager in writing as 
indicated above. A request for access to records must contain the 
requester's full name, address, telephone number, be signed by the 
requester, and describe the records sought in sufficient detail to 
enable VA personnel to locate them with a reasonable amount of 
effort.''
    Notification Procedures will now include: ``Generalized notice is 
provided by the publication of this notice. For specific notice, see 
Record Access Procedure, above.''
    VA is republishing this system of records notice in its entirety.

Signing Authority

    The Senior Agency Official for Privacy, or designee, approved this 
document and authorized the undersigned to sign and submit the document 
to the Office of the Federal Register for publication electronically as 
an official document of the Department of Veterans Affairs. Kurt D. 
DelBene, Assistant Secretary for Information and Technology and Chief 
Information Officer, approved this document on August 7, 2023 for 
publication.

    Dated: September 12, 2023.
Amy L. Rose,
Government Information Specialist, VA Privacy Service, Office of 
Compliance, Risk and Remediation, Office of Information and Technology, 
Department of Veterans Affairs.

SYSTEM NAME AND NUMBER:
    Corporate Travel and Charge Cards--VA (131VA047).

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records are located in the Financial Services Center (FSC), Austin, 
TX.
    iMove: Backup, recovery and archived digital media is stored by 
Amazon Web Services.

SYSTEM MANAGER(S):
    For Charge Cards: Lori Thomas, Chief Charge Card Service Division, 
512-460-5189 or va.gov">Lori.Thomas2@va.gov.
    For iMove: Adrian Quesada, Division Chief of Permanent Change of 
Station (PCS) Division, 512-460-5204 or va.gov">Adrian.Quesada@va.gov.
    For Temporary Travel: Gary McWilson, Chief, TDY Travel Service 
Division, 512-460-5111 or va.gov">Gary.McWilson@va.gov.
    For Foreign Travel Portal: Jessie Murphy, Division Chief of Travel 
Logistics and Conference (TLCD) Division, Financial Services Center, 
Department of Veterans Affairs, 1615 Woodward Street, Austin, TX 78772, 
202-461-6294, 202-815-9397 or va.gov">Jessie.Murphy@va.gov.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    48 CFR 13; 31 U.S.C. 3511; VA Financial Policy, vol. XIV; Federal 
Acquisition Regulation (FAR) part 13; 48 CFR part 13; and Public Law 
93-579 section 7(b).

PURPOSE(S) OF THE SYSTEM:
    The purposes of this system are operating, auditing and managing 
the purchase card program involving commercial purchases by authorized 
VA employees; processing and managing official VA relocation 
obligations and payments to maintain records on current VA employees 
who are relocating to another office location within VA and have been 
approved for relocation entitlements; record relocation disbursements 
in order to compute and record taxes and W-2s; establish a 
comprehensive beginning-to-end foreign travel service system containing 
required information to facilitate issuance of a Government passport, 
visa, and country clearance, as applicable, while also ensuring the 
processing and reporting of foreign travel is centralized, auditable 
and complies with all applicable rules and regulations.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals covered by the system are current VA employees who have 
their own Government assigned charge card, or who have had a charge 
card. Records cover current and former VA employees and VA employees' 
spouses and children.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records include name, work addresses, work telephone numbers, 
information needed for identification verification, charge card 
applications, charge card statements, terms and

[[Page 63676]]

conditions for use of the charge card and monthly reports from 
contractor(s) showing charges to individual account numbers, balances 
and other types of account analysis. Records encompass the following 
employee Information: name; social security number; tax identification 
number; home address both prior and current; phone numbers including 
work, home and cell; title; salary information including grade and/or 
rank; retirement plan; W-2 tax information; and employee email address. 
Records also encompass the following family information: names of 
family members including spouses and children; birth dates of family 
members including spouse and children; and salary information of 
spouse, if available. This information is entered based on a 
questionnaire that the employee submits.

RECORD SOURCE CATEGORIES:
    Record sources include transactional data from the contracting 
bank, employee submitted information and VA's HRSmart system.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    1. Congress: To a Member of Congress or staff acting upon the 
Member's behalf when the Member or staff requests the information on 
behalf of, and at the request of, the individual who is the subject of 
the record.
    2. Data breach response and remediation, for VA: To appropriate 
agencies, entities and persons when (1) VA suspects or has confirmed 
that there has been a breach of the system of records; (2) VA has 
determined that as a result of the suspected or confirmed breach there 
is a risk of harm to individuals, VA (including its information 
systems, programs, and operations), the Federal Government, or national 
security; and (3) the disclosure made to such agencies, entities and 
persons is reasonably necessary to assist in connection with VA's 
efforts to respond to the suspected or confirmed breach or to prevent, 
minimize or remedy such harm involving.
    3. Data breach response and remediation, for another Federal 
agency: To another Federal agency or Federal entity, when VA determines 
that the information from this system of records is reasonably 
necessary to assist the recipient agency or entity in (1) responding to 
a suspected or confirmed breach or (2) preventing, minimizing or 
remedying the risk of harm to individuals, the recipient agency or 
entity (including its information systems, programs and operations), 
the Federal Government or national security, resulting from a suspected 
or confirmed breach.
    4. Law Enforcement: To a Federal, State, local, Territorial, 
Tribal, or foreign law enforcement authority or other appropriate 
entity charged with the responsibility of investigating or prosecuting 
a violation or potential violation of law, whether civil, criminal, or 
regulatory in nature, or charged with enforcing or implementing such 
law, provided that the disclosure is limited to information that, 
either alone or in conjunction with other information, indicates such a 
violation or potential violation of law. The disclosure of the names 
and addresses of veterans and their dependents from VA records under 
this routine use must also comply with the provisions of 38 U.S.C. 
5701.
    5. Department of Justice for Litigation or Administrative 
Proceeding: To the Department of Justice (DoJ), or in a proceeding 
before a court, adjudicative body or other administrative body before 
which VA is authorized to appear, when:
    (a) VA or any component thereof;
    (b) Any VA employee in his or her official capacity;
    (c) Any VA employee in his or her individual capacity where DoJ has 
agreed to represent the employee; or
    (d) The United States, where VA determines that litigation is 
likely to affect the agency or any of its components is a party to such 
proceedings or has an interest in such proceedings, and VA determines 
that use of such records is relevant and necessary to the proceedings.
    6. Contractors: To contractors, grantees, experts, consultants, 
students and others performing or working on a contract, service, 
grant, cooperative agreement or other assignment for VA, when 
reasonably necessary to accomplish an agency function related to the 
records.
    7. Office of Personnel Management (OPM): To OPM in connection with 
the application or effect of civil service laws, rules, regulations or 
OPM guidelines in particular situations.
    8. Equal Employment Opportunity Commission (EEOC): To the EEOC in 
connection with investigations of alleged or possible discriminatory 
practices, examination of Federal affirmative employment programs, or 
other functions of the Commission as authorized by law.
    9. Federal Labor Relations Authority (FLRA): To the FLRA in 
connection with the investigation and resolution of allegations of 
unfair labor practices, the resolution of exceptions to arbitration 
awards when a question of material fact is raised; matters before the 
Federal Service Impasses Panel, and the investigation of representation 
petitions and the conduct or supervision of representation elections.
    10. Merit Systems Protection Board (MSPB): To the MSPB in 
connection with appeals, special studies of the civil service and other 
merit systems, review of rules and regulations, investigation of 
alleged or possible prohibited personnel practices and such other 
functions promulgated in 5 U.S.C. 1205 and 1206, or as authorized by 
law.
    11. Nation Archives and Records Administration (NARA): To NARA in 
records management inspections conducted under 44 U.S.C. 2904 and 2906, 
or other functions authorized by laws and policies governing NARA 
operations and VA records management responsibilities.
    12. Federal Agencies, Courts, Litigants, for Litigation or 
Administrative Proceedings: To another Federal agency, court or party 
in litigation before a court or in an administrative proceeding 
conducted by a Federal Agency when the government is a party to the 
judicial or administrative proceeding.
    13. Law Enforcement for Locating Fugitive: To any Federal, State, 
local, Territorial, Tribal or foreign law enforcement agency in order 
to identify, locate or report a known fugitive felon, in compliance 
with 38 U.S.C. 5313B(d).
    14. Office of Management and Budget (OMB): To the OMB for the 
performance of its statutory responsibilities for evaluating Federal 
programs.
    15. Treasury, to Report Earnings as Income: To the Department of 
the Treasury to report calendar year earnings of $600 or more for 
income tax reporting purposes.
    16. Federal Register, for Rulemaking: To make available for public 
review comments submitted in response to VA's solicitation of public 
comments as part of the agency's notice and rulemaking activities under 
the Administrative Procedure Act (APA), provided that the disclosure is 
limited to information necessary to comply with the requirements of the 
APA, if VA determines that release of personally identifiable 
information, such as an individual's telephone number, is integral to 
the public's understanding of the comment submitted.
    17. Unions: To officials of labor organizations recognized under 5 
U.S.C. 71 provided that the disclosure is limited to information 
identified in 5 U.S.C. 7114(b)(4) that is relevant and necessary to 
their duties of exclusive representation concerning personnel

[[Page 63677]]

policies, practices, and matters affecting working conditions.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are maintained electronically on computer storage devices 
such as servers and cloud storage. The computer storage devices are 
located at the FSC-Austin; iMove backups will be maintained at a 
disaster recovery site designated by Microsoft Azure Government. 
Computer records are maintained in a secure password protected 
environment.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    These records may be retrieved using various combinations of name 
or charge card number of the individual on whom the records are 
maintained. Electronic file records are retrieved by name and/or travel 
authorization number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records in this system are retained and disposed of in accordance 
with the schedule approved by the Archivist of the United States, 
General Records Schedule 1.1, Item number 10.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Access to these records is restricted to authorized VA employees or 
contractors, on a ``need to know'' basis. Offices where these records 
are maintained are locked after working hours and are protected from 
outside access by the Federal Protective Service, other security 
officers and alarm systems. Access to computerized records is 
restricted to authorized VA employees or contractors, by means of 
unique user identification and passwords.
    Security controls used to protect personal sensitive data are 
commensurate with those required for an information system rated 
moderate for confidentiality, integrity, and availability, as 
prescribed in NIST Special Publication, 800-53, ``Recommended Security 
Controls for Federal Information Systems,'' Revision 4. Administrative 
controls include the policies and procedures governing the agency 
program and systems operated within, background investigations for 
privileged users, and rules of behavior. Technical controls include 
role-based, user access controls and data encryption.

RECORD ACCESS PROCEDURES:
    Individuals seeking information on the existence and content of 
records in this system pertaining to them should contact the system 
manager in writing as indicated above. A request for access to records 
must contain the requester's full name, address, telephone number, be 
signed by the requester, and describe the records sought in sufficient 
detail to enable VA personnel to locate them with a reasonable amount 
of effort.

CONTESTING RECORD PROCEDURES:
    Individuals seeking to contest or amend records in this system 
pertaining to them should contact the system manager in writing as 
indicated above. A request to contest or amend records must state 
clearly and concisely what record is being contested, the reasons for 
contesting it, and the proposed amendment to the record.

NOTIFICATION PROCEDURES:
    Generalized notice is provided by the publication of this notice. 
For specific notice, see Record Access Procedure, above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    70 FR 7320 (February 11, 2005); 74 FR 14618 (March 31, 2009); 80 FR 
54370 (September 9, 2015); 86 FR 52550 (September 21, 2021).

[FR Doc. 2023-20052 Filed 9-14-23; 8:45 am]
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