[Federal Register Volume 78, Number 250 (Monday, December 30, 2013)]
[Notices]
[Pages 79457-79458]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2013-31166]
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GENERAL SERVICES ADMINISTRATION
[Notice-CIB-2013-06; Docket No. 2013-0002; Sequence No. 33]
Privacy Act of 1974; Notice of an Updated System of Records
AGENCY: General Services Administration.
ACTION: Notice.
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SUMMARY: The U.S. General Services Administration (GSA) reviewed its
Privacy Act systems to ensure that they are relevant, necessary,
accurate, up-to-date, and covered by the appropriate legal or
regulatory authority.
DATES: Effective date: January 29, 2014.
FOR FURTHER INFORMATION CONTACT: Call or email the GSA Privacy Act
Officer: Telephone 202-208-1317; email [email protected].
ADDRESSES: GSA Privacy Act Officer (ISP), U.S. General Services
Administration, 1800 F Street NW., Washington, DC 20405.
SUPPLEMENTARY INFORMATION: GSA completed an agency-wide review of its
Privacy Act systems of records. As a result of the review, the GSA is
publishing an updated Privacy Act system of records notice (SORN). A
new routine use was added under the Routine Use Section (Item d) to
allow GSA to send reports, data, and information directly to a client
agency's contract employees. Nothing in the revised system notice
indicates a change in authorities or practices regarding the collection
and maintenance of information, and the changes do not affect
individuals' rights to access or amend their records in the system of
records.
Dated: December 19, 2013.
James L. Atwater,
Director, Policy and Compliance Division, Office of the Chief
Information Security Officer.
GSA/PPFM-9
SYSTEM NAME:
Payroll Accounting and Reporting (PAR) System.
SYSTEM LOCATION:
The system is located in the Office of the Chief Financial Officer,
U.S. General Services Administration (GSA) in Kansas City, Missouri; in
commissions, committees, and small agencies serviced by GSA; and in
administrative offices throughout GSA.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Those covered are present and former employees of GSA and of
commissions, committees, and small agencies serviced by GSA; and
persons in intern, youth employment, and work/study programs.
CATEGORIES OF RECORDS IN THE SYSTEM:
The PAR system provides complete functionality for an employee's
entire service life from initial hire through final payment and
submission of retirement records to the U.S. Office of Personnel
Management (OPM). The system holds payroll records, and includes
information received by operating officials as well as personnel and
finance officials administering their program areas, including
information regarding nonsupport of dependent children. The system also
contains data needed to perform detailed accounting distributions and
provide for tasks such as mailing checks and bonds and preparing and
mailing tax returns and reports. The record system may contain:
a. Employee's name, Social Security Number, home address, date of
birth, sex, work schedule, and type of appointment.
b. Service computation date for assigning leave, occupational
series, position, grade, step, salary, award amounts, and accounting
distribution.
c. Time, attendance, and leave; Federal, State, and local tax;
allotments; savings bonds; and other pay allowances and deductions.
d. Tables of data for editing, reporting, and processing personnel
and pay actions, which include nature-of-action code, organization
table, and salary table.
e. Information regarding court-ordered payments to support
dependent children, including amounts in arrears.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. Part III, Subparts D and E; 26 U.S.C. Chapters 24 and 25;
and E.O. 9397, as amended.
PURPOSE:
To maintain an automated information system to support the day-to-
day operating needs of the payroll program. The system can provide
payroll statistics for all types of Government organizations and allows
many uses for each data element entered. The system has a number of
outputs. For the payroll office, outputs include. comprehensive payroll
reports; accounting distribution of costs; leave data summary reports;
each employee's statement of earnings, deductions, and leave every
payday; State, city, and local unemployment compensation reports;
Federal, State, and local tax reports; Forms W-2, Wage and Tax
Statement; and reports of withholding and contributions.
For the Office of Human Resources Services, outputs include data
for reports of Federal civilian employment. The system also provides
data to GSA staff and administrative offices to use for management
purposes.
ROUTINE USES OF THE SYSTEM RECORDS, INCLUDING CATEGORIES OF USERS AND
THEIR PURPOSE FOR USING THE SYSTEM:
a. To disclose information to a Federal, State, local, or foreign
agency responsible for investigating, prosecuting, enforcing, or
carrying out a statute, rule, regulation, or order, where the agency
becomes aware of a violation or potential violation of civil or
criminal law or regulation.
b. To disclose requested information to a court or other authorized
agency regarding payment or nonpayment of court-ordered support for a
dependent child.
c. To disclose information to Congressional staff in response to a
request from the person who is the subject of the record.
d. To disclose information to an expert, consultant, or contractor
of the GSA in the performance of a Federal duty to which the
information is relevant; to a board, committee, commission, or small
agency receiving administrative services from the GSA to which the
information relates; or an expert, consultant, or contractor of a
board, committee, commission, or small agency receiving administrative
services from the GSA to which the information relates in the
performance of a Federal duty to which the information is relevant.
e. To disclose information to a Federal, State, or local agency
[[Page 79458]]
maintaining civil, criminal, enforcement, or other information to
obtain information needed to make a decision on hiring or retaining an
employee, issuing a security clearance, letting a contract, or issuing
a license, grant, or other benefit.
f. To disclose requested information to a Federal agency in
connection with hiring or retaining an employee, issuing a security
clearance, reporting an employee investigation, or clarifying a job.
g. To disclose information to an appeal, grievance, or formal
complaints examiner; equal employment opportunity investigator;
arbitrator; union official or other official engaged in investigating
or settling a grievance, complaint, or appeal filed by an employee.
h. To disclose information to the Office of Management and Budget
(OMB) for reviewing private relief legislation at any stage of the
clearance process.
i. To provide a copy of the U.S. Department of the Treasury
Internal Revenue Service (IRS) Form W-2, Wage and Tax Statement, to the
State, city, or other local jurisdiction that is authorized to tax the
employee's compensation. The record is provided by a withholding
agreement between the State, city, or other local jurisdiction and the
Department of the Treasury under 5 U.S.C. 5516, 5517, and 5520.
j. To disclose information to the Office of the Chief People
Officer in reporting civilian employment.
k. To disclose information to agency administrative offices who may
restructure the data for management purposes.
l. To appropriate agencies, entities, and persons when (1) the
Agency suspects or has confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Agency has determined that as a result of the suspected or confirmed
compromise there is a risk of harm to economic or property interests,
identity theft or fraud, or harm to the security or integrity of this
system or other systems or programs (whether maintained by the GSA or
another agency or entity) that rely upon the compromised information;
and (3) the disclosure made to such agencies, entities, and persons is
reasonably necessary to assist in connection with the GSA's efforts to
respond to the suspected or confirmed compromise and prevent, minimize,
or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records are kept in file folders, within locked power files;
microfiches in cabinets; and computer records within a computer and
attached equipment. All paper records are secured with the National
Payroll Branch (NPB), which is a secured area at the GSA NPB in Kansas
City, Missouri.
RETRIEVAL:
Records are filed by name or Social Security Number at each
location.
SAFEGUARDS:
Records are stored in locked power files, within the NPB in Kansas
City, when not in use by an authorized person. Electronic records are
protected by a password system and other appropriate security measures.
The NPB is a secured access facility.
RETENTION AND DISPOSAL:
The Financial and Payroll Services Division disposes of the records
by shredding or burning, as scheduled in the handbook GSA Records
Maintenance and Disposition System (CIO P 1820.1).
SYSTEM MANAGER AND ADDRESS:
Deputy Chief Financial Officer, Office of Financial Policy and
Operations, U.S. General Services Administration, 1800 F Street NW.,
Washington, DC 20405.
NOTIFICATION PROCEDURE:
An individual inquiry should be addressed to the system manager.
RECORD ACCESS PROCEDURES:
An individual request should be addressed to the system manager.
Furnish full name, Social Security Number, address, telephone number,
approximate dates and places of employment, and nature of the request.
CONTESTING RECORD PROCEDURES:
The GSA rules for contesting the content of a record and appealing
an initial decision are in 41 CFR 105-64.
RECORD SOURCE CATEGORIES:
The sources are the individuals themselves, other employees,
supervisors, officials of other agencies, State governments, record
systems including GSA/PPFM-8, OPM/GOVT-1, and private firms.
[FR Doc. 2013-31166 Filed 12-27-13; 8:45 am]
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