[Federal Register Volume 89, Number 222 (Monday, November 18, 2024)]
[Notices]
[Pages 90829-90832]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-26743]
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DEPARTMENT OF TRANSPORTAION
Office of the Secretary
[Docket No. DOT-OST-2024-0003]
Privacy Act of 1974; System of Records
AGENCY: Office of the Departmental Chief Information Officer, Office of
the Secretary of Transportation (DOT).
ACTION: Notice of a modified system of records.
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SUMMARY: In accordance with the Privacy Act of 1974, the Department of
Transportation (DOT), Office of the Secretary (OST), proposes to
rename, update and reissue an existing system of records notice
currently titled ``DOT/All 11, Integrated Personnel and Payroll System
(IPPS).'' The name of this system of records notice will be changed to
``DOT/ALL 11, Consolidated Automated System for Time and Labor Entry
(CASTLE).'' The modified system of records notice (hereafter referred
to as ``Notice'') uses records in this system for fiscal operations
related to payroll, attendance, leave, insurance, taxes, retirement,
budget, and cost accounting programs. This system is also used to
control and facilitate payment of salaries to DOT employees.
DATES: Submit comments on or before December 18, 2024. The Department
may publish an amended Systems of Records Notice considering any
comments received. This modified system will be effective immediately
upon publication. The routine uses will be effective December 18, 2024.
ADDRESSES: You may submit comments, identified by docket number DOT-
OST-2024-0003 by one of the following methods:
Federal e-Rulemaking Portal: https://www.regulations.gov.
Follow the instructions for submitting comments.
Mail: Department of Transportation Docket Management, Room
W12-140, 1200 New Jersey Ave. SE, Washington, DC 20590.
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.
Instructions: You must include the agency name and docket
number DOT-OST-2024-0003.
Instructions: You must include the agency name and docket
number DOT-OST-2024-0003. All comments received will be posted without
change to https://www.regulations.gov, including any personal
information provided. You may review the Department of Transportation's
complete Privacy Act statement in the Federal Register published on
April 11, 2000 (65 FR 19477-78).
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.).
Docket: For access to the docket to read background documents or
comments received, go to https://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 Karyn
Gorman, Departmental Chief Privacy Officer, Privacy Office, Department
of Transportation, Washington, DC 20590; email: [email protected]; or
202-366-3140.
SUPPLEMENTARY INFORMATION:
Notice Updates
This Notice includes both substantive changes and non-substantive
changes to the previously published Notice. The substantive changes
have been made to the system name, system location, system manager,
authority for maintenance of the system, purpose of the system,
categories of individuals covered by the system, categories of records
in the system, routine uses maintained in the system, policies and
practices for storage of record, policies and practices for retrieval,
retention and disposal of the records in the system, and
administrative, technical, and physical safeguards. Non-substantive
changes have been made to record access procedures and contesting
record procedures as well as revisions to align with the requirements
of Office of Management and Budget Memoranda (OMB) A-108 and to ensure
consistency with other Notices issued by the Department of
Transportation.
Background
In accordance with the Privacy Act of 1974, the Department of
Transportation proposes to modify and re-issue an existing system of
records titled ``DOT/ALL 11, Integrated Personal and Payroll System,
(IPPS)'' and change the name to ``Consolidated Automated System for
Time and Labor Entry, (CASTLE).'' This system of records covers records
collected and maintained for the purposes of fiscal operations related
to payroll, attendance, leave, insurance, taxes, retirement, budget,
and cost accounting programs. This system is also used to control and
facilitate payment of salaries to DOT employees. The following
substantive changes have been made to the Notice:
1. System Name: This Notice updates the system name to
``Consolidated Automated System for Time and Labor Entry, (CASTLE)''
from the previous system name of ``DOT/ALL 11, Integrated Personal and
Payroll System, (IPPS)''. The update to the system name is to better
align with the collection of personally identifiable information in the
system and the purpose of the collection. This system is also used to
facilitate payment of salaries of DOT employees.
2. System Location: This Notice updates the system locations to
notify
[[Page 90830]]
the public the location maintaining the system is changed for all of
DOT and its Operating Administrations. The previous SORN had an
outdated address and information listed as U.S. DOT, OST, 400 7th
Street SW, Washington DC 20590 and additional information that no
longer applies.
3. System Manager: This Notice updates the system manager name and
address to reflect the change in system owner and address. The previous
address listed was U.S. DOT, 400 7th Street SW, Washington, DC 20590.
4. Authority: This Notice updates the authorities of Maintenance of
the System to expand and include relevant regulations to align with the
collection of personally identifiable information and data in the
system.
5. Purpose: This Notice updates the purpose to better clarify the
how records are used in the system and for what purpose.
6. Categories of Individuals: This Notice updates categories of
individuals to clearly define and identify who is covered by this
system of records.
7. Categories of Records: This Notice updates categories of records
to better describe the type of records maintained in the system to
include employee biographical and employment information, salary and
benefits information, timekeeping information.
8. Routine Uses: This Notice updates routine uses to include system
specific routine uses that allows sharing between the DOT and the
Department of Interior for payroll purposes. This notice also includes
the Department of Transportation's general routine uses applicable to
this system as they were previously only incorporated by reference. OMB
Circular A-108 recommends that agencies include all routine uses in one
notice rather than incorporating general routine uses by reference.
9. Records Storage: This Notice updates policies and practices for
the storage of records to inform the public that records are no longer
stored on magnetic tape or disks, microfiche, and paper and now are
digitized and input records are maintained on electronic storage media.
10. Records Retrieval: This Notice updates the policies and
practices for the retrieval of records to inform the public records may
be retrieved by a combination of Social Security Number (SSN), employee
ID number, organization code or home address.
11. Retention and Disposal: This Notice updates the policies and
practices for the retrieval of records to reflect updated NARA record
schedules. The previous NARA record schedule no longer applies to the
records in the system.
12. Administrative, Technical, and Physical Safeguards: Updated to
account for the agency's transition from paper to electronic
recordkeeping and the Information Technology measures that are in place
to protect the records.
The following non-substantive changes have been made to the Notice:
13. Record Access: This Notice updates the record access procedures
to reflect signatures on signed requests for records must either be
notarized or accompanied by a statement made under penalty of perjury
in compliance with 28 U.S.C. 1746.
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 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 NAME AND NUMBER:
Department of Transportation, DOT/ALL 11, Consolidated Automated
System for Time and Labor Entry (CASTLE).
SECURITY CLASSIFICATION:
Sensitive, Unclassified.
SYSTEM LOCATION:
Mike Monroney Aeronautical Center, 6500 South MacArthur Blvd.,
Oklahoma City, OK 73169.
SYSTEM MANAGER(S):
Director of Financial Management, OST-B30, 1200 New Jersey Avenue
SE, Washington, DC 20590.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
49 U.S.C. 322, 5 U.S.C. 5101, 5 U.S.C. 3512; and E.O. 9397 (SSN),
as amended.
PURPOSE(S) OF THE SYSTEM:
Records in this system are used for fiscal operations related to
payroll, attendance, leave, insurance, taxes, retirement, budget,
telework, remote work, employee offboarding and cost accounting
programs. This system is also used to facilitate payment of salaries of
DOT employees.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All current and former U.S. DOT Federal employees and DOT
components. This system may include limited information regarding
employee family members, emergency contacts, and medical provider
contact information.
CATEGORIES OF RECORDS IN THE SYSTEM:
Employee Biographical and Employment Information: Employee name,
other names used, union and association affiliation, Social Security
Number (SSN), records related to position, occupation, duty location,
medical information, disability information, personal and/or work
telephone number, personal and/or work email address, home mailing
address, involuntary debt (garnishments or child support payments),
employee common identifier (ECI), organization code, user
identification and any other employment information. Family member
information, emergency contact, and medical provider contact
information. Salary and Benefits Information: Salary data, retirement
fund data, retirement plan, tax data, deductions, health benefit
enrollment code and deduction, union dues, flexible spending account
deduction, Thrift Savings Plan deductions, pay plan, and award amount.
Timekeeping Information: Time and attendance records and leave records.
This system may also contain correspondence, documents and other
relevant information required to administer payroll, leave, and related
functions.
RECORD SOURCE CATEGORIES:
Data are collected from individual employees, time and attendance
clerks, supervisors, official personnel records, personal financial
statements, correspondence with the debtor, records relating to
hearings on the debt, and from the Departmental Accounting and
Financial Information system of records.
[[Page 90831]]
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, all or portion of the records or
information contained in this system may be disclosed outside of DOT as
a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
System Specific Routine Uses:
1. To the Department of Interior Federal Personnel and Payroll
System (DOI FPPS) for the purpose of facilitating employee wage
payments.
Departmental Routine Uses:
2. In the event that a system of records maintained by DOT to carry
out its functions indicates a violation or potential violation of law,
whether civil, criminal or regulatory in nature, and whether arising by
general statute or particular program pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation, or order issued pursuant thereto.
3. A record from this system of records may be disclosed, as a
routine use, to a Federal, State, or local agency maintaining civil,
criminal, or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to a DOT decision concerning the hiring or
retention of an employee and/or the issuance of a security clearance.
4a. Routine Use for Disclosure for Use in Litigation. It shall be a
routine use of the records in this system of records to disclose them
to the Department of Justice or other Federal agency conducting
litigation when--
(a) DOT, or any agency thereof, or
(b) Any employee of DOT or any agency thereof, in his/her official
capacity, or
(c) Any employee of DOT or any agency thereof, in his/her
individual capacity where the Department of Justice has agreed to
represent the employee, or
(d) The United States or any agency thereof, where DOT determines
that litigation is likely to affect the United States, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice or other Federal agency conducting
the litigation is deemed by DOT to be relevant and necessary in the
litigation, provided, however, that in each case, DOT determines that
disclosure of the records in the litigation is a use of the information
contained in the records that is compatible with the purpose for which
the records were collected.
4b. Routine Use for Agency Disclosure in Other Proceedings. It
shall be a routine use of records in this system to disclose them in
proceedings before any court or adjudicative or administrative body
before which DOT or any agency thereof, appears, when--
(a) DOT, or any agency thereof, or
(b) Any employee of DOT or any agency thereof in his/her official
capacity, or
(c) Any employee of DOT or any agency in his/her individual
capacity where DOT has agreed to represent the employee, or
(d) The United States or any agency thereof, where DOT determines
that the proceeding is likely to affect the United States, is a party
to the proceeding or has an interest in such proceeding, and DOT
determines that use of such records is relevant and necessary in the
proceeding, provided, however, that in each case, DOT determines that
disclosure of the records in the proceeding is a use of the information
contained in the records that is compatible with the purpose for which
the records were collected.
5. Disclosure may be made to a Congressional office from the record
of an individual in response to an inquiry from the Congressional
office made at the request of that individual. In such cases, however,
the Congressional office does not have greater rights to records than
the individual. Thus, the disclosure may be withheld from delivery to
the individual where the file contains investigative or actual
information or other materials which are being used, or are expected to
be used, to support prosecution or fines against the individual for
violations of a statute, or of regulations of the Department based on
statutory authority. No such limitations apply to records requested for
Congressional oversight or legislative purposes; release is authorized
under 49 CFR 10.35(9).
6. One or more records from a system of records may be disclosed
routinely to the National Archives and Records Administration in
records management inspections being conducted under the authority of
44 U.S.C. 2904 and 2906.
7a. To appropriate agencies, entities, and persons when (1) DOT
suspects or has confirmed that there has been a breach of the system of
records; (2) DOT has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, DOT (including
its information systems, programs, and operations), the Federal (3) the
disclosure made to such agencies, entities, and persons is reasonably
necessary to assist in connection with DOT's efforts to respond to the
suspected or confirmed breach or to prevent, minimize, or remedy such
harm.
7b. To another Federal agency or Federal entity, when DOT
determines that 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. resolving disputes between FOIA
requesters and Federal agencies and reviewing agencies' policies,
procedures, and compliance in order to recommend policy changes to
Congress and the President.
8. DOT may disclose records from this system, as a routine use, to
an agency, organization, or individual for the purpose of performing
audit or oversight operations related to this system of records, but
only such records as are necessary and relevant to the audit or
oversight activity. This routine use does not apply to intra-agency
sharing authorized under Section (b)(1) of the Privacy Act.
9. DOT may disclose from this system, as a routine use, records
consisting of, or relating to, terrorism information (6 U.S.C.
485(a)(5)), homeland security information (6 U.S.C. 482(f)(1)), or Law
enforcement information (Guideline 2 Report attached to White House
Memorandum, ``Information Sharing Environment, November 22, 2006) to a
Federal, State, local, tribal, territorial, foreign government and/or
multinational agency, either in response to its request or upon the
initiative of the Component, for purposes of sharing such information
as is necessary and relevant for the agencies to detect, prevent,
disrupt, preempt, and mitigate the effects of terrorist activities
against the territory, people, and interests of the United States of
America, as contemplated by the Intelligence Reform and Terrorism
Prevention Act of 2004 (Pub. L. 108-458) and Executive Order 13388
(October 25, 2005).
10. Disclosure pursuant to 5 U.S.C. 552a (b)(12). Disclosures may
be made from this system to consumer reporting agencies as defined in
the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal
Claims Act of 1966 (31 U.S.C. 3701(a)(3)).
[[Page 90832]]
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Pre-existing paper and microfiche records were digitized. Input
records are maintained digitally on electronic storage media in
accordance with the safeguards below.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records can be retrieved by name, SSN, employee IDs, organizational
code, home address, or a combination of the information listed in the
categories of records.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records in the system are maintained in accordance with the
following NARA's records retention and schedules: General Records
Schedule (GRS) 2.3, Employee Relations Records, Item 10, Employee
relations programs' administrative records, DAA-GRS-2018-0002-0001,
Temporary. Destroy when 3 years old, but longer retention is authorized
if required for business use; Item 40, Telework/alternate worksite
program, DAA GRS-2018-0002-0004, Temporary. Destroy when 3 years old,
but longer retention is authorized if required for business use. GRS
2.4, Employee Compensation and Benefits Records, Item 10, Records used
to calculate payroll, arrange paycheck deposit, and change previously
issued paychecks, DAA-2018-0002-0001: Temporary. Destroy when 3 years
old, but longer retention is authorized if required for business use.
Item 30, Time and attendance records, DAAGRS-2019-0004-0002, Temporary,
destroy when 3 years old, but longer retention is authorized if
required for business use. Item 40, Agency payroll record for each pay
period, DAA-GRS-2016-00015-0004, Destroy when 56 years old. GRS 4.2,
Information Access, and Protection Records, Item 130, Personally
identifiable information extracts, DAA-GRS-2013-0007-0012, Temporary.
Destroy when 90 days old or no longer needed pursuant to supervisory
authorization, whichever is appropriate.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Administrative Procedures: Access to the records is limited to
person(s) responsible for servicing the records in performance of their
official duties, who are properly screened, trained on policies and
procedures, and cleared for need to-know. Personnel who access the
system and its data must take security awareness training and sign a
Rules of Behavior initially (prior to access) and, at least, annually
thereafter. Technical: Regular monitoring of users and the system are
implemented to ensure only authorized personnel have access to
information in the system. Strict controls are in place to minimize the
compromise of stored or accessed in the system. Physical: The system
and the data are housed in secure data center.
RECORD ACCESS PROCEDURES:
Individuals seeking access to records about themselves contained in
this system should address inquiries to the System Manager at the
address identified in ``System Manager and Address'' above. Request
must be in writing, include SORN ID and name of this system of records
notice, information on the Operating Administration-Department,
specific date range and specific type of records seeking. Request must
be signed by the requester, must be notarized as required by 28 U.S.C.
1746 in the following format: If executed without the United States:
``I declare (or certify, verify, or state) under penalty of perjury
under the laws of the United States of America that the foregoing is
true and correct. Executed on (date). (Signature)''. If executed within
the United States, its territories, possessions, or commonwealths: ``I
declare (or certify, verify, or state) under penalty of perjury that
the foregoing is true and correct. Executed on (date). (Signature)''.
CONTESTING RECORD PROCEDURES:
See ``Records Access Procedures'' above.
NOTIFICATION PROCEDURES:
See ``Records Access Procedures'' above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
A full notice of this system of records, DOT/ALL 11, Integrated
Personnel Payroll System, was published in the Federal Register on
November 7, 2008 (73 FR 66285), April 11, 2000 (65 FR 19845).
Issued in Washington, DC.
Karyn Gorman,
Chief Privacy Officer.
[FR Doc. 2024-26743 Filed 11-15-24; 8:45 am]
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