[Federal Register Volume 77, Number 226 (Friday, November 23, 2012)]
[Notices]
[Pages 70136-70137]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2012-28412]
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Notices
Federal Register
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This section of the FEDERAL REGISTER contains documents other than rules
or proposed rules that are applicable to the public. Notices of hearings
and investigations, committee meetings, agency decisions and rulings,
delegations of authority, filing of petitions and applications and agency
statements of organization and functions are examples of documents
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Federal Register / Vol. 77, No. 226 / Friday, November 23, 2012 /
Notices
[[Page 70136]]
AGENCY FOR INTERNATIONAL DEVELOPMENT
Privacy Act of 1974, System of Records
AGENCY: United States Agency for International Development.
ACTION: Altered system of records.
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SUMMARY: The United States Agency for International Development (USAID)
is issuing public notice of its intent to alter a system of records
maintained in accordance with the Privacy Act of 1974 (5 U.S.C. 552a),
as amended, entitled ``USAID-33, Phoenix Financial Management System''.
This action is necessary to meet the requirements of the Privacy Act to
publish in the Federal Register notice of the existence and character
of record systems maintained by the agency (5 U.S.C. 522a(e)(4)).
DATES: Public comments must be received on or before January 10, 2013.
Unless comments are received that would require a revision; this update
to the system of records will become effective on January 10, 2013.
ADDRESSES: You may submit comments:
Paper Comments
Fax: (703) 666-5670.
Mail: Chief Privacy Officer, United States Agency for
International Development, 2733 Crystal Drive, 11th Floor, Arlington,
Va. 22202.
Electronic Comments
Federal eRulemaking Portal: http://www.regulations.gov.
Follow the instructions on the Web site for submitting comments.
Email: [email protected].
FOR FURTHER INFORMATION CONTACT: For general questions, please contact,
USAID Privacy Office, United States Agency for International
Development, 2733 Crystal Drive, 11th Floor, Arlington, Va. 22202.
Email: [email protected].
SUPPLEMENTARY INFORMATION: The Phoenix Financial Management System was
established as an Agency-wide system of record since it is required to
collect, maintain or store personal data requiring protection under the
Privacy Act. It is USAID's core financial management system and
accounting system of record. Phoenix enables USAID to effectively and
efficiently analyze, allocate and report on US foreign assistance
funds. Phoenix includes modules such as General Ledger, Accounts
Payable, Accounts Receivables, and Budget Execution, which are required
to perform necessary accounting operations. Phoenix falls under strict
regulatory audit requirements from the Office of Management and Budget,
as well as the General Accountability Office.
Dated: November 15, 2012.
William Morgan,
Chief Information Security Officer--Chief Privacy Officer.
USAID-33
SYSTEM NAME:
Phoenix Financial Management System.
SECURITY CLASSIFICATION:
Sensitive But Unclassified.
SYSTEM LOCATION:
Terremark, 50 NE 9th Street, Miami, FL 33132.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
This system contains records of current employees, contractors,
personal service contractors (PSCs), consultants, partners, and those
receiving foreign assistance funds.
CATEGORIES OF RECORDS COVERED BY THE SYSTEM:
This system contains USAID organizational information. Phoenix
imports the following data elements from NFC Payroll files for
Personnel Services Contractors (PSC) and direct hires: name, social
security number, details of payroll transactions and work phone
numbers. Phoenix imports the following data elements from the E2 Travel
system for each traveler: name, date of travel (month/year) and
destination.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Privacy Act of 1974 (Pub. L. 93-579), sec. 552a (c), (e), (f), and
(p).
PURPOSE(S):
Records in this system will be used:
(1) The payroll information is used to associate PSC payroll-
related payments with their contracts and track direct hire payroll
payments in the system in order to produce 1099 files. If this
information is not imported form NFC to Phoenix, then USAID cannot
comply with IRS regulations to maintain and produce 1099s.
(2) The travel information is used to associate E2 travel records
with Phoenix accounting information regarding travel authorization and
funding.
ROUTINE USE OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
USAID may disclose relevant system records in accordance with any
current and future blanket routine uses established for its record
systems. These may be for internal communications or with external
partners.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
These records are not disclosed to consumer reporting agencies
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Electronic records are maintained in user-authenticated, password-
protected systems.
RETRIEVABILITY:
All records are accessed only by authorized personnel who have a
need to access the records in the performance of their official duties.
Information is retrieved by name or by a system specific ID (Vendor ID,
Traveller ID, etc.). SSN is not employed as a key, but only present for
tax reporting purposes.
SAFEGUARDS:
Administrative, managerial and technical controls are in place.
Phoenix has a current C&A in place. Phoenix is secured through access
control provided to only those individuals with a need to know within
the Agency. Further, access to the PII is limited to the staff within
the CMP and CAR divisions. Phoenix is maintained by the US government,
not contractors.
[[Page 70137]]
RETENTION AND DISPOSAL:
Records are retained using the appropriate, approved National
Archives Records Administration--Schedules for the type of record being
maintained.
SYSTEM MANAGER(S) AND ADDRESS:
David Ostermeyer, United States Agency for International
Development, U.S. Department of State Annex 44, 455, 301 4th Street
SW., Washington, DC 20547.
NOTIFICATION PROCEDURES:
Individuals requesting notification of the existence of records on
them must send the request in writing to the Chief Privacy Officer,
USAID, 2733 Crystal Drive, 11th Floor, Arlington, Va. 22202. The
request must include the requestor's full name, his/her current address
and a return address for transmitting the information. The request
shall be signed by either notarized signature or by signature under
penalty of perjury and reasonably specify the record contents being
sought.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to a record must submit the
request in writing according to the ``Notification Procedures'' above.
An individual wishing to request access to records in person must
provide identity documents, such as government-issued photo
identification, sufficient to satisfy the custodian of the records that
the requester is entitled to access.
CONTESTING RECORD PROCEDURES:
An individual requesting amendment of a record maintained on
himself or herself must identify the information to be changed and the
corrective action sought. Requests must follow the ``Notification
Procedures'' above.
RECORD SOURCE CATEGORIES:
The records contained in this system will be provided by and
updated by the individual who is the subject of the record.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
Meredith Snee,
Privacy Analyst.
[FR Doc. 2012-28412 Filed 11-21-12; 8:45 am]
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