[Federal Register Volume 79, Number 124 (Friday, June 27, 2014)]
[Notices]
[Pages 36459-36462]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2014-15110]
-----------------------------------------------------------------------
DEPARTMENT OF COMMERCE
Office of the Secretary
[Docket No. 140605479-4479-01]
Privacy Act of 1974: System of Records
AGENCY: Department of Commerce.
ACTION: Notice of Proposed Amendment to Privacy Act System of Records:
``COMMERCE/DEPT-1, Attendance, Leave, and Payroll Records of Employees
and Certain Other Persons''.
-----------------------------------------------------------------------
SUMMARY: In accordance with the Privacy Act of 1974, as amended, 5
U.S.C. 552a(e)(4) and (11), the Department of Commerce proposes to
amend the system of records entitled ``COMMERCE/DEPT-1, Attendance,
Leave, and Payroll Records of Employees and Certain Other Persons,'' to
include data fields collected by the Defense Manpower Data Center and
previously omitted in this System of Records Notice; to include a new
routine use, for the issuance of Common Access Cards (CAC)
identification cards to eligible National Oceanic and Atmospheric
(NOAA) Commissioned Corps, NOAA civilian employees and NOAA
contractors, to support compliance with HSPD-12, PIV-II requirements
under Federal Information Processing Standard 201 (FIPS 201); to update
notification procedures; and other administrative updates. We invite
public comment on the amended system announced in this publication.
DATES: To be considered, written comments must be submitted on or
before July 28, 2014. Unless comments are received, the new system of
records will become effective as proposed on the date of publication of
a subsequent notice in the Federal Register.
FOR FURTHER INFORMATION CONTACT: Dana Shields, National Oceanic and
Atmospheric Administration, 301-713-0850, extension 193.
ADDRESSES: Comments may be mailed to Dana Shields, National Oceanic and
Atmospheric Administration, Room 5309, 1305 East-West Hwy., Silver
Spring, MD 20910.
SUPPLEMENTARY INFORMATION: The purpose of this amendment is to add
citizenship country code and U.S. citizenship status code. This
amendment will complete all data fields collected by the Defense
Manpower Data Center and previously omitted in this System of Records
Notice; to include a new routine use for the issuance of Common Access
Cards (CAC) identification cards to eligible National Oceanic and
Atmospheric (NOAA) Commissioned Corps, NOAA civilian employees and NOAA
contractors, to support compliance with HSPD-12, PIV-II requirements
under Federal Information Processing Standard 201 (FIPS 201); to update
notification procedures; and other administrative updates.
[[Page 36460]]
COMMERCE/DEPT-1
System Name:
COMMERCE/DEPT-1, Attendance, Leave, and Payroll Records of
Employees and Certain Other Persons.
Security Classification:
None.
System Location:
a. For employees of Office of the Secretary, Bureau of Economic
Analysis, Bureau of Industry and Security, Bureau of the Census,
Economic Development Administration, Economics and Statistics
Administration, International Trade Administration, Minority Business
Development Agency, National Institute of Standards and Technology,
National Oceanic and Atmospheric Administration, National
Telecommunications and Information Administration, National Technical
Information Service, Office of the Inspector General, Patent and
Trademark Office: National Finance Center, U.S. Department of
Agriculture, P.O. Box 60000, New Orleans, Louisiana 70160-0001.
b. For Census Field Representative employees: Field Administrative
Payroll System, Bureau of the Census, 4600 Silver Hill Road, Suitland,
Maryland 20746.
Categories of Individuals Covered by the System:
All Commerce Department employees and certain other persons as
categorized by organizational component above.
Categories of Records in the System:
Name, date of birth, social security number and employee number,
citizenship country code, U.S. citizenship status code, service
computation date, grade, step, and salary; organization (code),
retirement or FICA data as applicable; Federal, State, and local tax
deductions, as appropriate; IRS tax lien data; savings bond and charity
deductions; regular and optional Government life insurance
deduction(s), health insurance deduction and plan of code; cash award
data; jury duty data; military leave data; pay differentials; union
dues deductions; allotments, by type and amount; financial institution
code and employee account number, type of account; leave status and
leave data of all types (including annual, compensatory, jury duty,
maternity, military, retirement disability, sick, transferred, absence
without leave, and without pay); time and attendance records, including
number of regular, overtime, holiday, Sunday, and other hours worked;
pay period number and ending date of living allowances; mailing
address, co-owner and/or beneficiary of bonds, marital status and
number of dependents; and Notification of Personnel Action. The
individual records listed herein are included only as pertinent or
applicable to the individual employee.
Authority for Maintenance of the System:
Title 5 U.S.C., Title 31 U.S.C. 66a, 492, Title 44 U.S.D. 3101,
3309.
Purpose(s):
The purpose of this system is to allow for access to attendance,
leave and payroll records.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. Transmittal of data of U.S. Department of Agriculture, and
Treasury, and employee designated financial institutions to effect
issuance of paycheck to employees and distributions of pay according to
employee directions for savings bonds, allotments, alimony, child
support, and other authorized purposes.
2. Reporting: Tax withholding to Internal Revenue Service and
appropriate State and local taxing authorities; FICA deductions to the
Social Security Administration; dues deductions to labor unions;
withholding for health and life insurance to the insurance carriers and
the U.S. Office of Personnel Management; charity contribution
deductions to the agents of charitable institutions; annual W-2
statements to taxing authorities and the individuals; wage, employment,
and separation information to state unemployment compensation agencies,
to the U.S. Department of Labor to determine eligibility for
unemployment compensation, and to housing authorities for low-cost
housing applications; and NOAA Corps data to U.S. Office of Personnel
Management for preparation of statistical materials. Disclosure of
information from this system of records may also be made to commercial
contractors (debt collection agencies) for the purpose of collecting
delinquent debts as authorized by the Debt Collection Act (31 U.S.C.
3718).
3. The names, social security numbers, home addresses, dates of
birth, dates of hire, quarterly earnings, employer information, and
State of hire of employees may be disclosed to the Office of Child
Support Enforcement, Administration for Children and Families,
Department of Health and Human Services, for the purpose of locating
individuals to establish paternity, establishing and modifying orders
of child support, identifying sources of income, and for other child
support enforcement actions as required by the Personal Responsibility
and Work Opportunity Reconciliation Act (PRWORA; Pub.-193).
4. Disclosure to consumer reporting agencies: Disclosures 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), and the Federal Claims Collection Act of 1966 (31
U.S.C. 3701(a)(3)).
5. A record in this system of records may be disclosed, as a
routine use, to appropriate agencies, entities, and persons when (1) it
is suspected or determined that the security or confidentiality of
information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identify theft or fraud, or harm to the security or
integrity of this system or other systems or programs (whether
maintained by the Department 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 Department's efforts to respond to the suspected or
confirmed compromise and to prevent, minimize, or remedy such harm.
6. In the event that a system of records maintained by the
Department to carry out its functions indicates a violation or
potential violation of law or contract, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute or contract, or rule, regulation, or order
issued pursuant thereto, or the necessity to protect an interest of the
Department, the relevant records in the system of records may be
referred 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 contract, or rule, regulation or order issued pursuant
thereto, or protecting the interest of the Department.
7. A record from this system of records may be disclosed 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
Department decision concerning the assignment, hiring or retention of
an individual, the issuance of a security clearance, the letting of a
contract, or
[[Page 36461]]
the issuance of a license, grant or other benefit.
8. A record from this system of records may be disclosed to a
Federal, state, local or international agency, in response to its
request, in connection with the assignment, hiring or retention of an
individual, the issuance of a security clearance, the reporting of an
investigation of an individual, 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 on the matter.
9. A record from this system of records may be disclosed in the
course of presenting evidence to a court, magistrate or administrative
tribunal, including disclosures to opposing counsel in the course of
settlement negotiations.
10. A record in this system of records may be disclosed to a Member
of Congress submitting a request involving an individual when the
individual has requested assistance from the Member with respect to the
subject matter of the record.
11. A record from this system of records may be disclosed to the
Department of Justice in connection with determining whether disclosure
thereof is required by the Freedom of Information Act 5 U.S.C. 552.
12. A record from this system of records may be disclosed to a
contractor of the Department having need for the information in the
performance of the contract, but not operating a system of records
within the meaning of 5 U.S.C. 552a(m).
13. A record from this system of records may be disclosed to the
National Archives and Records Administration or to the Administrator,
General Services, or his designee during an inspection of records
conducted by GSA as part of that agency's responsibility to recommend
improvements in records management practices and programs, under
authority of 44 U.S.C. 2904 and 2906. Such disclosure shall be made in
accordance with the GSA regulations governing inspection of records for
this purpose, and any other relevant (i.e. GSA or Commerce) directive.
Such disclosure shall not be used to make determinations about
individuals.
14. A record from this system of records may 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.
15. A record from this system of records may be transferred to the
Office of Personnel Management: For personnel research purposes; as a
data source for management information; for the production of summary
descriptive statistics and analytical studies in support of the
function for which the records are collected and maintained; or for
related manpower studies.
16. A record from this system of records may be disclosed to the
Defense Manpower Data Center in connection with the issuance of Common
Access Cards (CAC) identification cards to eligible National Oceanic
and Atmospheric (NOAA) Commissioned Corps, NOAA civilian employees and
NOAA contractors.
Policies and Practiced for Storing, Retrieving, Accessing, Retaining
and Disposing of Records in the System:
Storage:
Paper records are contained in file folders stored in file
cabinets; electronic records are contained in computers, electronic
databases, and servers.
Retrievability:
By name and/or employee or social security number.
Safeguards:
Records in this system are safeguarded in accordance with
applicable security rules and policies. Paper records are kept in
locked cabinets in secure facilities and access to them is restricted
to individuals whose official duties require access. Access to
computers, electronic databases, and servers containing the records in
this system is limited to personnel who have the need to know the
information for the performance of their official duties. The computer
servers in which records are stored are located in facilities with
access codes, security codes, and security guards. Access to networks
and data requires a valid username and password.
Retention and Disposal:
Retained on site until after GAO audit, then disposed of, or
transferred either to Federal Records Storage Centers in accordance
with the fiscal records program approved by GAO, as appropriate or
general Record Schedules of GSA.
System Manager(s) and Address:
National Finance Center, U.S. Department of Agriculture, P.O. Box
70160, New Orleans, Louisiana 70160.
Field Administrative Payroll System, Demographic and Decennial
Census Staff, Bureau of the Census, 4600 Silver Hill Road, Suitland, MD
20746.
Notification Procedures:
For Economics and Statistics Administration and Bureau of the
Census records of employees employed in the Washington, DC,
metropolitan area, a Census Regional Office, the Census Hagerstown
Telephone Center and the Census Tucson Telephone Center, information
may be obtained from: Bureau of the Census, Human Resources Division,
4600 Silver Hill Road, Room 2J423, Washington, DC 20233, (301) 763-
4748.
For records of Census employees employed by the Jeffersonville
Census Data Preparation Division, information may be obtained from:
Bureau of the Census, National Processing Center, Human Resource
Branch, Room 126, Bldg. 66, Jeffersonville, Indiana 47132, (812) 218-
3161.
For Patent and Trademark Office records, information may be
obtained from: Office of Human Resources, U.S. Patent and Trademark
Office, 550 Elizabeth Lane, 1A72, Alexandria, VA 22314, (571) 272-6000.
For records of International Trade Administration employees
employed in the Washington, DC, metropolitan area, information may be
obtained from: Office of Human Resource Management, Human Resource
Operations Center, Office of the Secretary, Room 7412, 1401
Constitution Avenue NW., Washington, DC 20230, (202) 482-3301.
For records of International Trade Administration, U.S. Foreign
Commercial Service employees, information may be obtained from: Office
of Foreign Service Resources, Room 3227, 1401 Constitution Avenue NW.,
Washington, DC 20230, (202) 482-4938.
For records of National Institute of Standards and Technology
employees other than those employed in Colorado and Hawaii and for
Personnel Officer, Office of Human Resource Management, 100 Bureau
Drive, Mail Stop 1720, Gaithersburg, Maryland 20899, (301) 975-3000.
For National Technical Information Service records, information may
be obtained from: National Institute of Standards and Technology,
Office of Human Resource Management, 100 Bureau Drive, Mail Stop 1720,
Gaithersburg, MD 20899, (301) 975-3000.
For Office of Inspector General records, information may be
obtained from: Human Resource Management Office, Room 7089, 1401
Constitution Avenue NW., Washington, DC 20230, (202) 482-4948.
For records of National Oceanic and Atmospheric Administration
employees in the Washington, DC, metropolitan
[[Page 36462]]
area, information may be obtained from: Office of Work Force
Management, National Oceanic and Atmospheric Administration, 1305 East-
West Highway, SSMC4, Room 12434, Silver Spring, Maryland
20910, (301) 713-6302.
For records of Office of the Secretary, Bureau of Economic
Analysis, Bureau of Industry and Security, Economic Development Agency,
Minority Business Development Agency, National Telecommunications and
Information Administration employees in the Washington, DC,
metropolitan area, information may be obtained from: Office of Human
Resource Management, Human Resource Operations Center, Office of the
Secretary, Room 7412, 1401 Constitution Avenue NW., Washington, DC
20230, (202) 482-3301.
For records of regional employees of the National Oceanic and
Atmospheric Administration, National Institute of Standards and
Technology, Bureau of Industry and Security, Economic Development
Administration, Minority Business Development Agency, International
Trade Administration, and National Telecommunications and Information
Administration, information may be obtained from the Human Resources
Manager servicing the region or state in which they are employed as
follows:
a. Central Region. For National Oceanic and Atmospheric
Administration employees in the States of Arkansas, Florida, Georgia,
Illinois, Indiana, Iowa, Kentucky, Louisiana, Michigan, Minnesota,
Mississippi, Missouri, Ohio, Tennessee, and Wisconsin; for National
Marine Fisheries Service employees in the States of North Carolina,
South Carolina and Texas; and for National Weather Service employees in
the States of Colorado, Kansas, Nebraska, North Dakota, South Dakota,
and Wyoming; for employees in the Bureau of Industry and Security,
Economic Development Administration, Minority Business Development
Agency, and International Trade Administration in the States of
Arkansas, Connecticut, Illinois, Indiana, Iowa, Kansas, Kentucky,
Louisiana, Maine, Massachusetts, Michigan, Minnesota, Mississippi,
Missouri, Nebraska, New Hampshire, New York, Ohio, Oklahoma,
Pennsylvania, Rhode Island, South Carolina, South Dakota, Tennessee,
Texas, Vermont, and Wisconsin: Human Resources Manager, Central
Administrative Support Center (CASC), Federal Building, Room 1736, 601
East 12th Street, Kansas City, Missouri 64106, (816) 426-2056.
b. Eastern Region. For National Oceanic and Atmospheric
Administration employees in the States of Connecticut, Delaware, Maine,
Massachusetts, New Hampshire, New Jersey, New York, North Carolina,
Ohio, Pennsylvania, Rhode Island, South Carolina, Vermont, Virginia,
West Virginia, Puerto Rico, and the Virgin Islands; for employees in
the Bureau of Industry and Security, Economic Development
Administration, Minority Business Development Agency, and International
Trade Administration in the States of Alabama, Delaware, Florida,
Georgia, Maryland, New Jersey, New York, North Carolina, Pennsylvania,
South Carolina, Tennessee, Virginia, West Virginia, Puerto Rico, and
the Virgin Islands: Human Resources Manager, Eastern Administrative
Support Center (EASC), National Oceanic and Atmospheric Administration
EC, 200 World Trade Center, Norfolk, Virginia 23510, (757) 441-6517.
c. Mountain Region. For National Oceanic and Atmospheric
Administration employees in the States of Alaska, Colorado, Florida,
Hawaii, Idaho and Oklahoma, at the South Pole and in American Samoa;
and for the National Weather Service employees in the States of
Alabama, Arkansas, Florida, Georgia, Louisiana, Mississippi, New
Mexico, Oklahoma, Tennessee, Texas and in Puerto Rico; for employees in
Bureau of Industry and Security, Economic Development Administration,
Minority Business Development Agency, National Institute of Standard
and Technology, and National Telecommunications and Information
Administration in the States of Arkansas, Colorado, Hawaii, Iowa,
Louisiana, Missouri, Montana, South Dakota, Texas, Utah and Wisconsin:
Human Resources Office, Mountain Administrative Support Center (MASC),
MC22A, 325 Broadway, Boulder, Colorado 80303-3328, (303) 497-3578.
d. Western Region. For National Oceanic and Atmospheric
Administration employees in the States of Arizona, California, Montana,
Nevada, Oregon, Utah, Washington, and the Trust Territories; for
employees in Bureau of Industry and Security, Economic Development
Administration, Minority Business Development Agency, and International
Trade Administration in the States of Arizona, California, Nevada,
Oregon, Utah, Washington, and the Trust Territories: Human Resources
Manager, Western Administrative Support Center (WASC), National Oceanic
and Atmospheric Administration WC2, 7600 Sand Point Way NE., Bin
C15700, Seattle, Washington 98115-0070, (206) 6057.
For all other records, information may be obtained from: Office of
Human Resources Management, Human Resources Operations Center, U.S.
Department of Commerce, Office of the Secretary, Room 7412 HCHB, 1401
Constitution Avenue NW., Washington, DC, 20230, (202) 482-3301.
Record Access Procedures:
Requests from individuals should be addressed to: Same address of
the desired location as stated in the Notification section above.
Contesting Records Procedures:
The Department's rules for access, for contesting contents, and
appealing initial determinations by the individuals concerned appear in
15 CFR part 4b. Use above address for desired location.
Record Source Categories:
Subject individuals; those authorized by the individual to furnish
information, supervisors, timekeepers, official personnel records, and
Internal Revenue Service.
Exemptions Claimed for the System:
None.
Dated: June 23, 2014.
Brenda Dolan,
Department of Commerce, Freedom of Information and Privacy Act Officer.
[FR Doc. 2014-15110 Filed 6-26-14; 8:45 am]
BILLING CODE 3510-12-P