Effective Date: April 4, 2001
(66 F.R. 17985)
SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS REQUIRED BY THE PRIVACY ACT OF 1974
System Number: 60-0295
System Name:
Ticket–to–Work and Self-Sufficiency Program Payment Database
Security Classification:
None
System location:
Social Security Administration
Office of Systems Operations
Contractor sites:
Addresses may be obtained by writing to the system manager(s) at the address below.
Categories of individuals covered by the System:
All title II and title XVI disability beneficiaries who are eligible to receive a Ticket under the Ticket-to-Work program and individuals who have been placed on inactive status.
Categories of records in the System:
The information maintained in this system of records is collected from title II and title XVI disability beneficiaries and from other systems of records maintained by SSA. Specifically, it will contain the beneficiaries’ name, ticket number (which represents the SSN), payments requested by and made to employment networks (ENs) for specific beneficiaries under the Ticket Program. This information will be housed under both the EN’s employer identification number (EIN) and each beneficiary’s ticket number (SSN). Additional records will include: type, amount and date of the payments made, as well as EN payment requests that are denied.
Authority for maintenance of the system:
Section 1148 of the Social Security Act.
Purpose(s):
Information in this system of records will be used by SSA to implement and administer the Ticket-to-Work Program under section 1148 of the Act. Information in this system of records will also be used to produce management information and program evaluation data and reports providing such information as:
· Number and classification of beneficiaries being served by ENs.
· Number and classification of beneficiaries with increased work activity.
· Classifications of ENs providing service.
· Type of payments requested.
· Amount of payments requested.
· Type of payments made.
· Amount of payments made.
· Disposition of payment requests.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
Disclosures may be made for routine uses as indicated below. However, disclosure of any information constituting “returns or return information” within the scope of the Internal Revenue Code (IRC) will not be disclosed unless disclosure is authorized by that statute.
1. To the Office of the President for the purpose of responding to an individual pursuant to an inquiry received from that individual or from a third party on his or her behalf.
2. To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
3. To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions.
4. Disclosure to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs.
5. Non-tax return information which is not restricted from disclosure by federal law may be disclosed to the General Services Administration (GSA) and the National Archives and Records Administration (NARA) under 44 U.S.C. Sec. 2904 and Sec. 2906, as amended by NARA Act of 1984, for the use of those agencies in conducting records management studies.
6. To the Department of Justice (DOJ), a court or other tribunal, or another party before such tribunal when:
(a) SSA, or any component thereof; or
(b) Any SSA employee in his/her official capacity; or
(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
(d) The
is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the court, or other tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
Wage and other information which are subject to the disclosure provisions of the IRC (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
7. Information may be disclosed to State or private alternate providers having an approved business arrangement with SSA to perform vocational rehabilitation services for SSA disability beneficiaries and recipients.
Policies and practices for storing, retrieving, accessing, retaining and disposing of records in the system:
Storage:
Data are stored in electronic and paper form.
Retrievability:
Records in this system are retrieved by name and SSN of the beneficiary, the employer identification number and the name of the employment network (EN).
Safeguards:
Only authorized SSA personnel who have a need for the information in the performance of their official duties will be permitted access to the information.
Security measures include the use of access codes to enter the database and storage of the electronic records in secured areas that are accessible only to employees who require the information in performing their official duties. Any manually maintained records will be kept in locked cabinets or in otherwise secure areas. Also, all entrances and exits to SSA buildings and related facilities are patrolled by security guards.
Contractor personnel having access to data in the systems of records and contractor personnel involved in the evaluation of the Ticket Program will be required to adhere to SSA rules concerning safeguards, access and use of the data. Specifically, the contractor will maintain the data in their data center, access to which will be restricted to those with electronic proximity cards. Access to the data files is further restricted by use of a three-tiered password which allows access to:
(1) the system;
(2) the specific application; and
(3) the specific portion where the Ticket-to-Work and Self-Sufficiency Program Payment Database is stored. Further, this data will be stored on a secure server separate from other health benefit information the contractor maintains.
Retention and disposal:
Payment and management information maintained in this system are retained 10 years or until it is determined that they are no longer needed. Means of disposal is appropriate to storage medium (e.g., deletion of individual records from the electronic site when appropriate or shredding of paper records that are produced from the system).
System manager and address:
Associate Commissioner
Office of Systems Operations
Notification procedure:
An individual can determine if this system contains a record about him/her by writing to the systems manager(s) at the above address and providing his/her name, SSN or other information that may be in the system of records that will identify him/her. An individual requesting notification of records in person should provide the same information, as well as provide an identity document, preferably with a photograph, such as a driver’s license or some other means of identification, such as a voter registration card, credit card, etc. If an individual does not have any identification documents sufficient to establish his/her identity, the individual must certify in writing that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense.
If notification is requested by telephone, an individual must verify his/her identity by providing identifying information that parallels the record to which notification is being requested. If it is determined that the identifying information provided by telephone is insufficient, the individual will be required to submit a request in writing or in person. If an individual is requesting information by telephone on behalf of another individual, the subject individual must be connected with SSA and the requesting individual in the same phone call. SSA will establish the subject individual’s identity (his/her name, SSN, address, date of birth and place of birth along with one other piece of information such as mother’s maiden name) and ask for his/her consent in providing information to the requesting individual.
If a request for notification is submitted by mail, an individual must include a notarized statement to SSA to verify his/her identity or must certify in the request that he/she is the person claimed to be and that he/she understands that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with SSA Regulations (20 CFR § 401.40).
Record access procedures:
Same as notification procedures. Requesters also should reasonably specify the record contents they are seeking. These procedures are in accordance to SSA Regulations (20 CFR § 401.50).
Contesting record procedures:
Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is untimely, incomplete, inaccurate or irrelevant. These procedures are in accordance with SSA Regulations (20 CFR § 401.65).
Record source categories:
Data contained in the Ticket-to-Work Self-Sufficiency Program Database are obtained from SSA, Employment Networks and Program Managers. Records from this system are also derived from the Supplemental Security Income Record and Special Veterans Benefits (SVB), 60-0103, Master Beneficiary Record, 60-0090, and the Completed Determination Record – Continuing Disability Determinations, 60-0050.
Systems exempt from certain provisions of the Privacy Act:
None.