[Privacy Act Issuances (2003)]
[From the U.S. Government Publishing Office, www.gpo.gov]
JAPAN-UNITED STATES FRIENDSHIP COMMISSION
TABLE OF CONTENTS
JUSFC--1 Payroll Records.
JUSFC--2 General Financial Records.
JUSFC--3 General Informal Personnel Files.
JUSFC--1
System name: Payroll Records--Japan-United States Friendship
Commission
System location: General Services Administration, Region 3 Office;
copies held by the Commission. (GSA holds records for the Japan-
United Friendship Commission under contract.)
Categories of records in the system: Varied payroll records,
including, among other documents, time and attendance cards; payment
vouchers; comprehensive listing of employees; health benefits
records, requests for deductions; tax forms, W-2 forms, overtime
requests; leave data; retirement records. Records are used by
Commission and GSA employees to maintain adequate payroll information
for Commission employees, and otherwise by Commission and GSA
employees who have a need for the record in the performance of their
duties.
Authority for maintenance of the system: 31 U.S.C., generally.
Also, Pub.L. 94-118.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: See Appendix.
Records also are disclosed to GAO for audits; to the Internal Revenue
Service for investigation; and to private attorneys, pursuant to a
power of attorney.
A copy of an employee's Department of the Treasury Form W-2, Wage
and Tax Statement, also is disclosed to the State, city, or other
local jurisdiction which is authorized to tax the employee's
compensation. The record will be provided in accordance with a
withholding agreement between the State, city, or other local
jurisdiction and the Department of the Treasury pursuant to 5 U.S.C.
5516, 5517, or 5520, or, in the absence thereof, in response to a
written request from an appropriate official of the taxing
jurisdiction to the Assistant Executive Director, Japan-United States
Friendship Commission, 1875 Connecticut Avenue, NW, Washington, DC
20009. The request must include a copy of the applicable statute or
ordinance authorizing the taxation of compensation and should
indicate whether the authority of the jurisdiction to tax the
employee is based on place of residence, place of employment, or
both.
Pursuant to a withholding agreement between a city and the
Department of the Treasury (5 U.S.C. 5520), copies of executed city
tax withholding certificates shall be furnished the city in response
to written request from an appropriate city official to the Assistant
Executive Director.
In the absence of a withholding agreement, the Social Security
Number will be furnished only to a taxing jurisdiction which has
furnished this agency with evidence of its independent authority to
compel disclosure of the Social Security Number, in accordance with
Section 7 of the Privacy Act, Pub. L. 93-579.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Retrievability: Social Security Number.
Safeguards: Stored in guarded building; released only to authorized
personnel.
Retention and disposal: Disposition of records shall be in
accordance with the HB GSA Records Maintenance and Disposition System
(OAD P 1820.2).
System manager(s) and address: Assistant Executive Director, Japan-
United States Friendship Commission, 1875 Connecticut Avenue, NW,
Washington, DC 20009.
Notification procedure: Refer to Commission access regulations
contained in 22 CFR ch. XII.
Record access procedures: Refer to Commission access regulations
contained in 22 CFR ch. XII.
Contesting record procedures: Refer to Commission access
regulations contained in 22 CFR ch. XII.
Record source categories: The subject individual; the Commission.
JUSFC--2
System name: General Financial Records--Japan-United States
Friendship Commission.
System location: General Services Administration, Central Office;
copies held by the Commission. (GSA holds records for the Japan-
United States Friendship Commission under contract.)
Categories of individuals covered by the system: Employees of the
Japan-United States Friendship Commission and members of its
Commission.
Categories of records in the system: SF-1038, Application and
account for advance of funds; vendor register and vendor payment
tape. Information is used by accounting technicians to maintain
adequate financial information and by other officers and employees of
GSA and the Commission who have a need for the record in the
performance of their duties.
Authority for maintenance of the system: 31 U.S.C., generally;
also, Pub. L. 94-118.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: See appendix.
Records also are released to GAO for audits; to the IRS for
investigation; and to private attorneys, pursuant to power of
attorney.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper and tape.
Retrievability: Manual and automated by name.
Safeguards: Stored in guarded building; released only to authorized
personnel.
Retention and disposal: Disposition of records shall be in
accordance with the HB GSA Records Maintenance and Disposition.
System manager(s) and address: Assistant Executive Director, Japan-
United States Friendship Commission, 1875 Connecticut Avenue, NW,
Washington, DC 20009.
Notification procedure: Refer to Commission access regulations
contained in 22 CFR ch. XII.
Record access procedures: Refer to Commission access regulations
contained in 22 CFR ch. XII.
Contesting record procedures: Refer to Commission access
regulations contained in 22 CFR ch. XII.
Record source categories: The subject individual; the Commission.
JUSFC--3
System name: General Informal Personnel Files--Japan-United
States Friendship Commission.
System location: Japan-United States Friendship Commission, 1875
Connecticut Avenue, NW, Washington, DC 20009.
Categories of individuals covered by the system: The Commission
members, staff and consultants, past and present.
Categories of records in the system: Personnel action requests and
notifications, statements of employment and financial interests,
training material and correspondence with members of the Commission,
7-B cards, delegations of authority.
Authority for maintenance of the system: Title 5, U.S.C.,
generally. Also Pub. L. 94-118.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: See Appendix.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper.
Retrievability: Manual.
Safeguards: Stored in lockable file cabinets, released only to
authorized personnel.
Retention and disposal: Disposition of records shall be in
accordance with the GSA records maintenance and disposition system.
System manager(s) and address: Assistant Executive Director, Japan-
United States Friendship Commission, 1875 Connecticut Avenue, NW,
Washington, DC 20009.
Notification procedure: Refer to Commission access regulations
contained in 22 CFR ch. XII.
Record access procedures: Refer to Commission access regulations
contained in 22 CFR ch. XII.
Contesting record procedures: Refer to Commission access
regulations contained in 22 CFR ch. XII.
Record source categories: The subject individual; the Commission.
APPENDIX--Japan-United States Friendship Commission
In the event that a system of records maintained by this agency
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 statute,
or by regulation, rule or order issued 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.
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 an agency decision concerning the
hiring or retention of an employee, the issuance of a security
clearance, the letting of a contract or the issuance of a license,
grant or other benefit.
A record from this system of records may be disclosed to a
federal agency, in response to its request, in connection with the
hiring or retention of an employee, the issuance of a security
clearance, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant or other
benefit by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision in the
matter.
A record from this system of records may be disclosed to an
authorized appeal grievance examiner, formal complaints examiner,
equal employment opportunity investigator, arbitrator or other duly
authorized official engaged in investigation or settlement or a
grievance, complaint, or appeal filed by an employee. A record from
the system of records may be disclosed to the United States Civil
Service Commission in accordance with the agency's responsibility for
evaluation and oversight of federal personnel management.
A record from this system of records may be disclosed to officers
and employees of a federal agency for purposes of audit.
The information contained in this system of records will be
disclosed to the Office of Management and Budget in connection with
the review of private relief legislation as set forth in OMB Circular
No. A-19 at any stage of the legislative coordination and clearance
process as set forth in that Circular.
A record from this system of records may be disclosed as a
routine use to a Member of Congress or to a congressional staff
member in response to an inquiry of the congressional office made at
the request of the individual about whom the record is maintained.
A record from this system of records may be disclosed to officers
and employees of the General Services Administration in connection
with administrative services provided to this agency under agreement
with GSA.