58 FR 51846, 51874 / 10-05-93
JUSTICE/FBI-007
System Name: FBI Automated Payroll System
System Location: Federal Bureau of Investigation, J. Edgar Hoover Bldg., 10th and Pennsylvania Avenue NW, Washington, DC 20535.
Categories of Individuals Covered by the System:
(A) Current employees of the Federal Bureau of Investigation (FBI),
(B) Resigned employees of the FBI are retained in the automated file for the current year for the purpose of clearing all pay actions and providing for any retroactive actions and accounting that might be legislated.
Categories of Records in the System: System contains full record for each employee reflecting all elements relative to payroll status, plus accounting records and authorization records through which payrolls are issued and by which payrolls are issued and by which payrolls are audited. For example, this system contains the employees' Social Security Number, annual salary, time and attendance data, and place assignment.
Authority for Maintenance of the System: System is established and maintained in accordance with Federal pay requirements, and all legislative enactments, Office of Personnel Management regulations, General Accounting Office rulings and decisions. Treasury Department regulation, and Office of Management and Budget regulations relative thereto, Title 5, U.S. Code, section 301 and title 44, U.S. Code, section 3101.
Routine Uses of Records Maintained in the System, Including Categories of Users and the Purposes of Such Uses: Biweekly issuance of payroll and related matters. Quarterly issuance of State Tax Report and Federal Insurance Contributions Act Report. Resign and End-of-Year Federal Tax Records (W-2's), Biweekly, quarterly, fiscal and annual Budget and Accounting Reports. Appropriate information is made available to the Internal Revenue Service, Social Security Administration (to compute future entitlement to Social Security payments and Medicare/Medicaid benefits), Thrift Board (to report Thrift Savings Plan contributions so the Thrift Board can compute future annuities), and state and city tax bureaus.
In addition, information may be released to the news media and the public pursuant to 28 CFR 50.2 unless it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy;
- To a Member of Congress or staff acting upon the member's behalf when the member or staff requests the information on behalf of and at the request of the individual who is the subject of the record; and,
- To the National Archives and Records Administration and the General Services Administration in records management inspections conducted under the authority of 44 U.S.C. 2904 and 2906.
Pursuant to Subsection (b)(3) of the Privacy Act, the Department of Justice May Disclose Relevant and Necessary Information to a Former Employee of the Department for Purposes of: responding to an official inquiry by a federal, state, or local government entity or professional licensing authority, in accordance with applicable Department regulations; or facilitating communications with a former employee that may be necessary for personnel-related or other official purposes where the Department requires information and/or consultation assistance from the former employee regarding a matter within that person's former area of responsibility.
Policies and Practices for Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System:
Storage: Information maintained in the system is stored electronically on magnetic tapes and disks for use in a computer environment.
Retrievability: Information is retrieved by Social Security Number. (The authority to solicit an employee's Social Security Number is based on title 26, Code of Federal Regulations, section 31.601(b)-2(b).)
Safeguards: Information contained in the system is relative to the individual employee's payroll status and is considered confidential to that employee and to official business conducted for that employee's pay and accounting purposes. It is safeguarded and protected in accordance with the FBI's Computer Center's regulations that permit access and use by only authorized personnel.
Retention and Disposal: Master payroll and accounting records are stored electronically and retained for a period of three years. Federal tax files are retained for four years. Auxiliary files pertinent to main payroll functions are retained for periods varying from three pay periods to three years, depending on support files needed for any retroactive or audit purposes. (GRS 2; GSA Reg. 3; GSA Bulletin FPMR B-47, "Archives and Records"; and Job No. NC1-65-82-4, part E. 13c. (1))
System Manager(s) and Address: Director, Federal Bureau of Investigation, Ninth and Pennsylvania Avenue, NW, Washington DC 20535.
Notification Procedure: Same as the above.
Record Access Procedures: A request of access to information may be made by an employee through his supervisor or by a former employee by writing to the Federal Bureau of Investigation, 9th and Pennsylvania Avenue, NW, Washington, DC 20535, Attention Payroll Office.
Contesting Record Procedures: Contest of any information should be set out in detail and a check of all supportive records will be made to determine the factual data in existence, which is predetermined by source documents and accounting procedures governing pay matters.
Record Source Categories: Source of information is derived from personnel actions, employee authorizations, and time records which are issued and recorded in accordance with regulations governing Federal pay.
Systems Exempted from Certain Provisions of the Act: None.
