[Federal Register Volume 64, Number 219 (Monday, November 15, 1999)]
[Notices]
[Pages 61949-61951]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-29687]
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OFFICE OF PERSONNEL MANAGEMENT
Privacy Act of 1974; Amendment to a System of Records
AGENCY: Office of Personnel Management (OPM).
ACTION: Notice to amend a system of records.
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SUMMARY: OPM proposes to amend a system of records in its inventory of
records systems subject to the Privacy Act of 1974 (5 U.S.C. 552a), as
amended. 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.
552a(e)(4)).
DATES: The changes will be effective without further notice December
27, 1999, unless comments are received that result in further
modifications.
ADDRESSES: Send written comments to the Office of Personnel Management,
ATTN: Mary Beth Smith-Toomey, Office of the Chief Information Officer,
1900 E Street, NW., Room 5415, Washington, DC 20415-7900.
FOR FURTHER INFORMATION CONTACT: Mary Beth Smith-Toomey, (202) 606-
8358.
SUPPLEMENTARY INFORMATION: This amendment changes the name and address
of the systems manager for the system of records designated as OPM/
INTERNAL 5 (Pay, Leave, and Travel Records) from Assistant Director,
Office of Contracting and Administrative Services, zip code 20415-0001,
to Chief Financial Officer, zip code 20415-1200. This amendment also
adds a new routine use which is to disclose information to the
Department of Health and Human Services on new hires and quarterly
wages as required under the Personal Responsibility and Work
Opportunity Reconciliation Act of 1996.
[[Page 61950]]
Office of Personnel Management.
Janice R. Lachance,
Director.
OPM/INTERNAL-5
SYSTEM NAME:
Pay, Leave, and Travel Records.
SYSTEM LOCATION:
Office of the Chief Financial Officer, Office of Personnel
Management, 1900 E Street NW., Washington, DC 20415, and in the office
where the individual is currently employed for use by timekeeper,
budget and finance, travel personnel, or fare subsidy program manager
or coordinator.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former OPM employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system contains various records relating to pay, leave, and
travel. This includes information such as: Name; date of birth; Social
Security Number; home address; grade; employing organization;
timekeeper number; salary; pay plan; number of hours worked; leave
accrual rate, usage, and balances; Civil Service Retirement and Federal
Retirement System contributions; FICA withholdings; Federal, State, and
local tax withholdings; Federal Employee's Group Life Insurance
withholdings; Federal Employee's Health Benefits withholdings;
charitable deductions; allotments to financial organizations;
garnishment documents; savings bonds allotments; union and management
association dues withholding allotments; travel expenses; and
information on the leave transfer program and fare subsidy program.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Includes the following with any revisions or amendments:
31 U.S.C. 66a; 5 U.S.C. 5501 et seq., 5525 et seq., 5701 et seq.,
and 6301 et seq.; Executive Order 9397; Pub. L. 100-202, Pub. L. 100-
440, and Pub. L. 101-509.
PURPOSE(S):
These records are used to administer the pay, leave, and travel
requirements of OPM and in the administration of the fare subsidy
program. These records may also be used to locate individuals for
personnel research.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Routine uses 1 through 10 of the Prefatory Statement at the
beginning of OPM's system notices (60 FR 63075, effective January 17,
1996) apply to the records maintained within this system. The following
routine uses are specific to this system of records only:
a. By the Department of Labor in connection with a claim filed by
an employee for compensation due to a job-connected injury or illness.
b. By the Department of the Treasury to issue checks and U.S.
Savings Bonds.
c. By State offices of unemployment compensation with survivor
annuity or health benefits claims or records reconciliations.
d. By Federal Employee's Group Life Insurance or Health Benefits
carriers in connection with survivor annuity or health benefits claims
or records reconciliations.
e. To disclose information to the Internal Revenue Service and
State and local tax authorities.
f. To provide officials of labor organizations recognized under 5
U.S.C. Chapter 71 with information as to the identity of OPM employees
contributing union dues each pay period and the amount of dues withheld
from each contributor.
g. To disclose information to officials of labor organizations
recognized under 5 U.S.C. Chapter 71 when relevant and necessary to
their duties of exclusive representation concerning personnel policies,
practices, and matters affecting working conditions.
h. To disclose information to any source from which additional
information is requested relevant to an OPM determination concerning an
individual's pay, leave, or travel expenses, to the extent necessary to
identify the individual, inform the source of the purpose(s) of the
request, and to identify the type of information requested.
i. To disclose information to the Office of Management and Budget
at any stage in the legislative coordination and clearance process in
connection with private relief legislation as set forth in OMB Circular
No. A-19.
j. To disclose, annually, pay data to the Social Security
Administration and the Department of the Treasury as required.
k. To disclose information to a Federal agency or Congressional
inquiry from which additional or statistical information is requested
relevant to the OPM Fare Subsidy Program.
l. To disclose information to the Department of Health and Human
Services on new hires and quarterly wages as required under the
Personal Responsibility and Work Opportunity Reconciliation Act of
1996.
DISCLOSURES TO CONSUMER REPORTING AGENCIES:
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 Collection Act
of 1966 (31 U.S.C. 3701(a)(3)).
POLICIES AND PRACTICES OF STORING, RETRIEVING, SAFEGUARDING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
These records are maintained in an automated data base, in file
folders and loose leaf binders, and on cards and magnetic tapes.
RETRIEVABILITY:
These records are retrieved by the names, Social Security Numbers,
or OPM employee identification numbers of the individuals on whom they
are maintained.
SAFEGUARDS:
These records are located in lockable metal filing cabinets or in a
secured facility and are available only to authorized personnel whose
duties require access.
RETENTION AND DISPOSAL:
These records are maintained for varying periods of time, in
accordance with NARA General Records Schedules 2 (pay and leave) and 9
(travel). Disposal of manual records is by shredding or burning;
magnetic tapes are erased.
SYSTEM MANAGER(S) AND ADDRESS:
Chief Financial Officer, Office of Personnel Management, 1900 E
Street NW., Washington, DC 20415-1200.
NOTIFICATION PROCEDURE:
Individuals wishing to determine whether this system of records
contains information on them should contact the system manager
indicated, or the OPM regional office where the individual is or was
employed. Individuals must furnish the following for their records to
be located and identified:
a. Full name.
b. Date of birth.
c. Social Security Number.
d. OPM employment identification number.
RECORD ACCESS PROCEDURE:
Individuals wishing to request access to records about them should
contact the system manager indicated, or the OPM regional office where
the individual is or was employed. Individuals must provide the
following information for their records to be located and identified:
[[Page 61951]]
a. Full name
b. Date of birth
c. Social Security Number
d. OPM employment identification number
Individuals requesting access must also follow the OPM's Privacy
Act regulations regarding verification of identity and access to
records (5 CFR part 297).
CONTESTING RECORD PROCEDURE:
Individuals wishing to request amendment of records about them
should contact the system manager indicated , or the OPM regional
office where the individual is or was employed. Individuals must
furnish the following information for their records to be located and
identified:
a. Full name
b. Date of birth
c. Social Security Number
d. OPM employment identification number
Individuals requesting amendment must also follow the OPM's Privacy
Act regulations regarding verification of identity and amendment of
records (5 CFR part 297).
RECORD SOURCE CATEGORIES:
Information in this system of records is obtained from:
a. The individual to whom the record pertains.
b. OPM officials responsible for pay, leave, and travel
requirements.
c. Other official personnel documents of OPM.
[FR Doc. 99-29687 Filed 11-12-99; 8:45 am]
BILLING CODE 6325-01-P