#..GSA/GOVT-2
#....System name: Employment Under
Commercial Activities Contracts.
System location:
Records on former employees are located at the civilian Federal agency
from where the employee was involuntarily separated and at the commercial
contract activity.
Categories of individuals covered by the system:
Former Federal employees involuntarily separated from Government employment
as a result of a commercial activity contract.
Categories of records in the system:
Records in the system include name and social security number of employees
involuntarily separated from Government employment as a result of a contract
and who accepted or rejected offers of employment and the monetary value
of pay and benefits offered.
Authority for maintenance of the system:
Title 5 CFR 550.701(b)(6); E.O. 11257, November 17, 1965; and FPR Temporary
Regulation 63, Supplement 1.
Purpose(s):
The purpose of the system is to provide Government agencies with necessary
information on former Federal employees hired by contractors to ensure
the proper distributions of severance pay by the Government.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
a. In the event that a record
indicates a violation or potential violation of law, whether civil, criminal,
or regulatory in nature, and whether arising by general statute or particular
program statute, or by regulation, rule, or order issued pursuant thereto,
the relevant records in the system of records may be referred, as a routine
use, to the appropriate agency, whether Federal, State, or local, charged
with the responsibility of investigation or prosecuting such violation
or charged with enforcing or implementing the statute or rule, regulation,
or order issued pursuant thereto.
b. A record from this system of
records may be disclosed to a Member of Congress or to a Congressional
staff member in response to an inquiry of the Congressional office made
at the request of the individual about whom the record is maintained.
c. A record from this system if
records may be disclosed to the commercial activity contractor to provide
the contractor with the necessary information on former Federal employees
who could receive employment offers from the contractor.
d. A record from this system of
records may be disclosed to a Federal agency, in response to its request,
in connection with the hiring or retention of any employee to the extent
that the
information is relevant and necessary to the requesting
agency's decision on the matter.
e. A record from this system of
records may be disclosed to an authorized appeal or grievance examiner,
formal complaints examiner, equal employment opportunity investigator,
arbitrator, or other duly authorized official engaged in investigation
or settlement of a grievance, complaint, or appeal filed by an employee.
A record from this system of records may be disclosed to the Office of
Personnel Management in accordance with the agency's responsibility for
evaluation of Federal personal management.
f. The information contained in
this system of records may be disclosed to the Office of Management and
Budget in connection with the review of private relief legislation at any
stage of the legislative coordination and clearance process.
g. The information contained in
this system of records may be disclosed 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.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
The records are maintained in
file folders and on lists and forms.
Retrievability:
These records are retrieved by
name and by Social Security Number.
Safeguards:
When not in use by an authorized
person, the records are stored in lockable file cabinets or in secured
rooms. Information is released only to authorized officials on a need-to-know
basis.
Retention and disposal:
Records in this system are to
be retained for 4 years similar to the contractor requirements of FPR 1-20.301-2(a).
System manager(s) and address:
Personnel officer of the department or agency where a subject individual
was last employed.
Notification procedure:
Individuals wishing to inquire whether this system of records contains
information about them should contact the contracting officer or personnel
officer at the agency where the individual was
last employed. Individuals must furnish the following information for
their records to be located and identified: Full name and the department
of agency and component at which previously employed.
Record access procedures:
Individuals wishing to request access to their records should contact
the contracting officer or personnel officer where the individual was last
employed. Individuals must furnish their full
name and department or agency and component with which employed in
order for their records to be located and identified.
Contesting record procedures:
Individuals wishing to request amendment of their records should contact
the department or agency contracting officer or personnel officer at the
activity where they were last employed. Individuals must furnish their
full name and the name of their last employing agency, including duty station.
Record source categories:
Information in this system is provided by the personnel office, contracting
officer, and finance officer of the department or agency where the individual
was last employed and from the commercial activites contractor.
#.. GSA/GOVT-3
#....System name: Travel Charge
Card Program.
System location:
This system of records is located in the finance office of the local
installation of the Department or Agency which the individual travelled.
Records necessary for the contractor to perform under the contract are
located at the contractor's facility.
Categories of individuals covered by the system:
Individuals covered by the system are current Federal employees who
have their own Government assigned charge card and all other Federal employees
and authorized individuals using the GTS account number who are all on
travel.
Categories of records in the system:
Records include name, address, social security number, employment information,
telephone numbers, information needed for identification verification,
travel authorizations and vouchers, charge card applications, charge card
receipts, terms and conditions for use of charge cards, and monthly reports
from contractor(s) showing charges to individual account numbers, balances,
and other types of account analyses.
Authority for maintenance of the system:
5 U.S.C. 5707 and implementing Federal Travel Regulations, FPMR 101-7.
Purpose(s):
To assemble in one system information to provide Government agencies
with (1) necessary information on the commercial travel and transportation
payment and expense control system which provides travelers charge cards
and the agency an account number for official travel and related travel
expenses on a worldwide basis, (2) attendant operational and control support,
and (3) management information reports for expense control purposes.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 General Services Administration becomes aware of a violation
or potential violation of civil or criminal law or regulation.
b. To disclose information to
a Member of Congress or a congressional staff member in response to an
inquiry from that congressional office made in behalf of a constituent.
c. To disclose information to
the contractor in providing necessary information for issuing credit cards.
d. To disclose information to
a requesting Federal agency in connection with hiring or retaining an employee;
issuing a security clearance; reporting an employee investigation; clarifying
a job; letting a contract; or issuing a license, grant, or other benefit
by the requesting agency where the information is relevant and necessary
for a decision.
e. To disclose information to
an appeal, grievance, or formal complaints examiner; equal employment opportunity
investigator; arbitrator; exclusive representative; or other official engaged
in investigating, or settling a grievance, complaint, or appeal filed by
an employee.
f. To disclose information to
officials of labor organizations recognized under Pub. L. 95-454, when
necessary to their duties of exclusive representation on personnel policies,
practices, and
matters affecting working conditions.
g. To disclose information to
a Federal agency for accummulating reporting data and monitoring the system.
h. To disclose information in
the form of listings, reports, and records of all common carrier transactions
including refunds and adjustments to GSA by the contractor to enable audits
of carrier charges to the Government.
i. To disclose information to
GSA contract agents assigned to participating agencies for billing of travel
expenses.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders.
Computer records within a computer and attached equipment.
Retrievability:
Filed by name, Social Security
Number, and/or credit card number.
Safeguards:
Paper records stored in lockable
file cabinets or secured rooms. Computerized records protected by use of
access codes and entry logs. There is restricted access to credit
card account numbers.
Retention and disposal:
Records are kept for 3 years and
then destroyed.
System manager(s) and address:
Director, Office of Transportation Office of Federal Supply and
Services, General Services Administration (FT), Crystal Mall Building 4,
1941 Jefferson Davis Highway, Arlington, VA 22202.
Notification procedure:
Inquiries by individuals should be addressed to the agency Finance
Officer for which they travelled.
Record access procedures:
Requests from individuals should be addressed to the agency Finance
Officer for which they travelled. Individuals must furnish their full name
and the authorizing department or agency and component of their records
to be located and identified.
Contesting record procedures:
Individuals wishing to request amendment of their records should contact
the agency Finance Officer for which they travelled. Individuals must furnish
their full name and the authorizing agency and component for which the
individual travelled.
Record source categories:
Charge card applications, monthly reports from the contractor, travel
authorizations and vouchers, and data interchanged between agencies.
#.. GSA/GOVT-4
#....System name: Contracted Travel
Services Program.
System location:
This system of records is located in the travel agencies under contract
with a Federal agency and in the administrative offices of Federal agencies.
Categories of individuals covered by the system:
Individuals covered by the system are current Federal employees on
travel and individuals being provided travel by the Government.
Categories of records in the system:
Records include traveler's profile which contains name of individual,
social security number, home and office telephones, agency's name, address,
and telephone number, air travel preference, rental car identification
number and preference of car, hotel preference, current passport and/or
visa number, personal credit card numbers, and additional information;
travel authorization; and monthly reports from travel agent(s) showing
charges to individuals, balances, and other types of
account analyses.
Authority for maintenance of the system:
31 U.S.C. 711; interpret or apply 31 U.S.C. 3511, 3512, and 3523.
Purpose(s):
To assemble in one system information to enable travel agents who are
under contract to the Federal Government to issue and account for travel
provided to individuals.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
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 gencies become aware of a violation or potential violation
of civil or criminal law or regulation.
b. To disclose information to
another Federal agency or a court when the Government is party to a judicial
proceeding.
c. To disclose information to
a Member of Congress or a congressional staff member in response to an
inquiry from that congressional office made at the request of that individual.
d. To disclose information to
an expert, a consultant, or contractor of the agency in performing a Federal
duty.
e. To disclose information to
a credit card company for billing purposes.
f. To disclose information to
a Federal agency for accumulating reporting data and monitoring the system.
g. To disclose information to
the agency by the contractor in the form of itemized statements or invoices,
and reports of all transactions including refunds and adjustments to enable
audits of
charges to the Government.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file cabinets.
Computer records within a computer and attached equipment.
Retrievability:
Filed by name and/or social security
number at each location.
Safeguards:
Records stored in lockable file
cabinets or secured rooms. Computerized records protected by password system.
Information released only to authorized officials on a need-to-know
basis.
Retention and disposal:
Records kept by the Federal agency
are held for 3 years and then destroyed. Records kept by the travel agency
are held and destroyed no longer than 3 years.
System manager(s) and address:
Director, Office of Transportation, Office of Federal Supply and Services,
General Services Administration (FT), Crystal Mall Building 4, 1941 Jefferson
Davis Highway, Arlington, VA 22202.
Notification procedure:
Inquiries from individuals should be addressed to the appropriate agency's
administrative office for which they traveled.
Record access procedures:
Requests from individuals should be addressed to the appropriate agency's
administrative office for which they traveled. Individuals must furnish
their full name and the authorizing department or agency and components
for their records to be located and identified.
Contesting record procedures:
Individuals wishing to request amendment of their records should contact
the appropriate agency's administrative office for which they traveled.
Individuals must furnish their full name and the name of the authorizing
agency, including duty station where they were employed when traveling
if applicable.
Record source categories:
Individuals, employees, travel authorization, credit card companies.
#..GSA/GOVT-5
#....System name: Access Certificates
for Electronic Services (ACES).
System location:
System records are maintained for the General Services Administration
(GSA) by contractors at various physical locations. A complete list of
locations is available from: Administrative Contracting Officer, FEDCAC,
Federal Technology Service, General Services Administration, 7th and D
Streets, SW, Room 5060, Washington, DC 20407; telephone (202) 708-6099.
Categories of individuals covered by the system:
Individuals covered are persons who have applied for the issuance of
a digital signature certificate under the ACES program; have had their
certificates amended, renewed, replaced, suspended, revoked, or denied;
have used their certificates to electronically make contact with, retrieve
information from, or submit information to an automated information system
of a participating agency; have requested access to ACES records under
the Freedom of Information Act (FOIA) or Privacy Act; and have corresponded
with GSA or its ACES contractors concerning ACES services.
Categories of records in the system:
The system contains information needed to establish and verify the
identity of ACES users, to maintain the system, and to establish accountability
and audit controls. System records include:
a. Applications for the issuance,
amendment, renewal, replacement, or revocation of digital signature certificates
under the ACES program, including evidence provided by applicants or proof
of identity and authority, and sources used to verify an applicant's identify
and authority.
b. Certificates issued.
c. Certificates denied, suspended,
and revoked, including reasons for denial, suspension, and revocation.
d. A list of currently valid certificates.
e. A list of currently invalid
certificates.
f. A file of individuals requesting
access and those granted access to ACES information under FOIA or the Privacy
Act.
g. A file of individuals requesting
access and those granted access for reasons other than FOIA or the Privacy
Act.
h. A record of validation transactions
attempted on digital signature certificates issued by the system.
i. A record of validation transactions
completed on digital signature certificates issued by the system.
Authority for maintenance of the system:
Section 5124(b) of the Clinger-Cohen Act of 1996, 40 U.S.C. 1424, which
provides authority for GSA to develop and facilitate governmentwide electronic
commerce resources and services, and the Paperwork Reduction Act, 44 U.S.C.
3501, et seq., which provides authority for GSA to manage Federal information
resources.
Purpose(s):
To establish and maintain an electronic system to facilitate secure,
on-line communication between Federal automated information systems and
the public, using digital signature technologies to authenticate and verify
identity.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Information from this system may be disclosed as a routine use:
a. To GSA ACES program contractors
to compile and maintain documentation on applicants for proofing applicants'
identity and their authority to access information system applications
of
participating agencies.
b. To GSA ACES program contractors
to establish and maintain documentation on information sources for verifying
applicants' identities.
c. To Federal agencies participating
in the ACES program to determine the validity of applicants' digital signature
certificates in an on-line, near real time environment.
d. To GSA, participating Federal
agencies, and ACES contractors, for ensuring proper management, ensuring
data accuracy, and evaluation of the system.
e. To Federal, State, local or
foreign agencies responsible for investigating, prosecuting, enforcing,
or carrying out a statute, rule, regulation, or order when GSA becomes
awares of a violation or potential violation of civil or criminal law or
regulation.
f. To a member of Congress or
to a congressional staff member in response to a request from the person
who is the subject of the record.
g. To an expert, consultant, or
contractor of GSA in the performance of a Federal duty to which the information
is relevant.
Disclosure to consumer reporting agencies:
Disclosure of system records to consumer reporting systems is not permitted.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
All records are stored by GSA
ACES contractors or by GSA as hard copy documents and/or on electronic
media.
Retrievability:
Records are retrievable by a personal
identifier or by other appropriate type of designation approved by GSA
and made available to ACES participants at the time of their application
for ACES services.
Safeguards:
System records are safeguarded
in accordance with the requirements of the Privacy Act, the Computer Security
Act, and OMB Circular A-130, Appendices I and III. Technical, administrative,
and personnel security measures are implemented to ensure confidentiality
and integrity of the system data stored, processed, and transmitted.
The ACES System Security Plan, approved by GSA for each
ACES contractor, provides for inspections, testing, continuity of operations,
and technical certification of security safeguards. GSA accredits and annually
re-accredits each contractor system prior to its operation.
Retention and disposal:
System records are retained and
disposed of according to GSA records maintenance and disposition schedules
and the requirements of the National Archives and Records Administration.
System manager(s) and address:
Administrative Contracting Officer, FEDCAC, Federal Technology Service,
General Services Administration, Room 5060, 7th and D Streets, SW, Washington,
DC 20407.
Notification procedure:
Inquiries from individuals should be addressed to the system manager.
Applicants for digital signature certificates will be notified by the GSA
ACES contractor which facilitates individual access to the relevant Federal
agency database as follows:
a. Each applicant will be provided,
on a Government-approved form that can be retained by the individual applicant,
the principal purposes of the ACES program; the authority for collecting
the information; the fact that participation is voluntary; the fact that
identity and authority information must be provided and verified before
a certificate will be issued; the fact that the information provided is
covered by the Privacy Act and the Computer Security Act; the routine uses
that will be made of the information being provided; the limitations on
the uses of the information being provided; the procedures to be followed
for requesting access to the individual's
own records; and the possible consequences of failing
to provide all or part of the required information or intentionally providing
false information.
b. Written notification in response
to an individual's request to be advised if the system contains a record
pertaining to him/her.
c. Written notification to an individual when
any record on the individual is made available to any person under compulsory
legal process when such process becomes a matter of public record.
d. Written notification of the
right to appeal to GSA by any individual on any dispute concerning the
accuracy of his/her record.
Record access procedures:
GSA ACES contractors will provide notification of, access to, review
of, or copies of an individual's record upon his/her request as required
by the Privacy Act.
Contesting record procedure:
GSA ACES contractors will amend an individual's record upon his/her
written request, as required by the Privacy Act and GSA's implementing
regulations, 41 CFR part 105-64. If the ACES contractor determines that
an amendment is inappropriate, the contractor shall submit the request
to the System Manager for a determination by GSA whether to grant or deny
the request for amendment and direct response to the requester.
Record source categories:
The sources for information in the system are the individuals who apply
for digital signature certificates, GSA ACES contractors using independent
sources to verify identities, and internal system transactions designed
to gather and maintain data needed to manage and evaluate the ACES program.
Exemptions claims for the system:
None. |