[Federal Register Volume 69, Number 133 (Tuesday, July 13, 2004)]
[Pages 42056-42057]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 04-15829]



Privacy Act of 1974: Republication of a System of Records Notice

AGENCY: General Services Administration.

ACTION: Notice of an updated system of records subject to the Privacy 
Act of 1974.


SUMMARY: The General Services Administration (GSA) is updating and 
republishing a notice for the system of records, Payroll Information 
Processing System (PIPS), GSA/PPFM-9, which is being renamed the 
Payroll Accounting, and Reporting (PAR) System and updated to reflect 
organizational and address changes and upgraded automated processes. 
The revisions do not require an advance public comment period since 
they are minor in nature and do not meet the Office of Management and 
Budget criteria for a revised system of records under OMB Circular A-
130, Appendix 1.

EFFECTIVE DATE: The notice is effective on the date of publication.

Telephone: (202) 501-1452. Address: Office of the Chief People Officer 
(C), General Services Administration, 1800 F Street NW., Washington DC 

    Dated: June 28, 2004.
June V. Huber,
Director, Office of Information Management.

System name:
    Payroll Accounting and Reporting (PAR) System, GSA/PPFM-9.

System location:
    The record system is located in the General Services Administration 
(GSA) Heartland Finance Center in Kansas City, Missouri; in 
commissions, committees, and small agencies serviced by GSA; and in 
administrative offices throughout GSA. Data is stored in an Oracle 
database (ORA2) on the HFC1 server. The operational functionality of 
PAR is managed and utilized by the GSA Heartland Finance Center's 
National Payroll Center (NPC) in Kansas City.

Persons 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.

Type of record system:
    PAR provides complete functionality for an employee's entire 
service life from initial hire through final payment and submission of 
retirement records to the 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, 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, 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 
    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 maintaining the system:
    5 U.S.C. part I, chapter 5, section 552a, is the basic authority. 
The authority for using Social Security Numbers is Executive Order 
9397, 26 CFR 31.6011(b)(2), and 26 CFR 31.6109-1. Authority for 
maintaining data on court-ordered support of a dependent child is 
Executive Order 12953, dated February 27, 1995.

    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 record system, including types of users and their 
purposes in 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 agency for performing a Federal duty.
    e. To disclose information to a Federal, State, or local agency 
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.

[[Page 42057]]

    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 
for reviewing private relief legislation at any stage of the clearance 
    i. To provide a copy of the Department of the Treasury 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 Human Resources 
Services in reporting civilian employment.
    k. To disclose information to agency administrative offices who may 
restructure the data for management purposes.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
    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 Center (NPC), which is a secured area at the GSA NPC in Kansas 
City, Missouri.

    Records are filed by name or Social Security Number at each 

     Records are stored in locked power files, within the NPC in Kansas 
City, when not in use by an authorized person. Electronic records are 
protected by a password system. The NPC is a secured access facility.

    The Heartland Finance Center disposes of the records by shredding 
or burning, as scheduled in the handbook GSA Records Maintenance and 
Disposition System (OAD P 1820.2).

System manager and address:
    Director, National Payroll Center, General Services Administration 
(6BCY), 1500 East Bannister Road, Kansas City, MO 64131.

Notification procedure:
    An individual inquiry should be addressed to the system manager.

Record review 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.

Procedure to contest a record:
    GSA rules for contesting the content of a record and appealing an 
initial decision are in 41 CFR 105-64.

Record sources:
    The sources are the individuals themselves, other employees, 
supervisors, officials of other agencies, State governments, record 
systems GSA/HRO-37, OPM/GOVT-1, EEOC/GOVT-1, and private firms.

[FR Doc. 04-15829 Filed 7-12-04; 8:45 am]