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Department of Labor Accounting and Related Systems
None.
A. All Departmental component offices in Washington DC:
B. All Departmental component offices in the Regions and the Areas.
All persons who receive or who owe a payment from agency/regional
financial offices. Persons receiving payments include, but are not limited to:
employees, vendors, travelers on official business, grantees, contractors,
consultants, and recipients of loans and scholarships. Persons owing monies
include, but are not limited, to persons who have been overpaid and who owe DOL
a refund and persons who have received from DOL goods or services for which
there is a charge or fee (e.g., Freedom of Information Act requesters).
Name, identification number (Taxpayer Identification Number or other
identifying number), address, purpose of payment, accounting classification,
amount to be paid, and amount paid.
5 U.S.C. 301
These records are an integral part of the accounting systems at
principal operating components, agency regional offices and specific area
locations. The records are used to keep track of all payments to individuals,
exclusive of salaries and wages, based upon prior entry into the systems of the
official commitment and obligation of government funds. When an individual is
to repay funds advanced as a loan or scholarship, etc., the records will be
used to establish a receivable record and to track repayment status. In event
of an overpayment to an individual, the record is used to establish a
receivable record for recovery of the amount claimed. The records are also used
internally to develop reports to the Internal Revenue Service and applicable
state and local taxing officials of taxable income. This is a Department-wide
notice of payment and collection activities at all locations listed under
systemlocations.
A. Transmittal of the records to the U.S. Treasury to effect issuance
of payments to payees.
B. Pursuant to section 13 of the Debt Collection Act of 1982, the name,
address(es), telephone number(s), social security number, and nature, amount
and history of debts of an individual may be disclosed to private debt
collection agencies for the purpose of collecting or compromising a debt
existing in this system.
C. Information may be forwarded to the Department of Justice as
prescribed in the Joint Federal Claims Collection Standards (4 CFR Chapter II)
for the purpose of determining the feasibility of enforced collection, by
referring the cases to the Department of Justice for litigation.
D. Pursuant to sections 5 and 10 of the Debt Collection Act of 1982,
information relating to the implementation of the Debt Collection Act of 1982
may be disclosed to other Federal Agencies to effect salary or administrative
offsets.
E. Information contained in the system of records may be disclosed to
the Internal Revenue Service to obtain taxpayer mailing addresses for the
purpose of locating such taxpayer to collect, compromise, or write off a
Federal claim against the taxpayer.
F. Information may be disclosed to the Internal Revenue Service
concerning the discharge of an indebtedness owed by an individual.
H. Information will be disclosed:
1. To credit card companies for billing purposes;
2. To other Federal agencies for travel management
purposes;
3. To airlines, hotels, car rental companies and
other
travel related companies for the purpose of serving the traveler. This
information will generally include the name, phone number, addresses, charge
card information and itineraries.
4. To state and local taxing officials informing them of taxable
income.
The amount, status, and history of overdue debts; the name and address,
taxpayer identification number (SSN), and other information necessary to
establish the identity of a debtor, the agency and program under which the
claim arose, are disclosed pursuant to 5 U.S.C. 552a(b)(12) to consumer
reporting agencies as defined by section 603(f) of the Fair Credit Reporting
Act (15 U.S.C. 1681a(f)), in accordance with section 3(d)(4)(A)(ii) of the
Federal Claims Collection Act of 1966, as amended (31 U.S.C. 3711(f)) for the
purpose of encouraging the repayment of an overdue debt.
Debts incurred by use of the
official travel charge card are personal and the charge card company may report
account information to credit collection and reporting agencies.
Paper records in file cabinets. Computer records within a computer, its
attached equipment or some magnetic form.
This varies according to the particular operating accounting system
within the Operating Division, Agency and Regional Office. Usually the hard
copy document is retrieved by name within accounting classification. Computer
records may be retrieved by social security number and voucher number or on any
field in the record.
Records stored in lockable file cabinets or secured rooms. Computerized
records protected by password system.
Records are purged from automated files once the accounting purpose has
been served; printed copy and manual documents are retained and disposed of
after six years and three months. Generally, on the accounting side,
information is kept until at least the employee has left the Department, and
perhaps longer, until all existing activity for the employee is closed out.
Generally, on the payroll side, the information stays on the Master Employee
Record until the retirement has been reconciled for the year in which the
employee has left.
Director, Office of Accounting and Payment Services, Office of the
Chief Financial Officer, Department of Labor, 200 Constitution Avenue, NW,
Washington, DC 20210.
Inquiries should be mailed or presented to the system manager noted at
the address listed above.
A request for access shall be addressed to the system manager at the
address listed above.
A petition for amendment shall be addressed to the System Manager.
Individuals, employees, other DOL systems, other Federal agencies,
consumer reporting agencies, credit card companies, government contractors,
state and local law enforcement.
None.
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