[Federal Register: March 21, 2006 (Volume 71, Number 54)]
[Notices]
[Page 14182-14186]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr21mr06-44]
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DEPARTMENT OF DEFENSE
Defense Finance and Accounting Service; Privacy Act of 1974;
Systems of Records
AGENCY: Defense Finance and Accounting Service.
ACTION: Notice to alter a system of records.
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SUMMARY: The Defense Finance and Accounting Service is proposing to
alter a system of records notice in its existing inventory of records
systems subject to
[[Page 14183]]
the Privacy Act of 1974, (5 U.S.C. 552a), as amended.
DATES: This proposed action will be effective without further notice on
April 20, 2006 unless comments are received which result in a contrary
determination.
ADDRESSES: Freedom of Information Act/Privacy Act Program Manager,
Defense Finance and Accounting Service, Denver, 6760 E. Irvington
Place, Denver, CO 80279-8000.
FOR FURTHER INFORMATION CONTACT: Ms. Linda Krabbenhoft at (303) 676-
6045.
SUPPLEMENTARY INFORMATION: The Defense Finance and Accounting Service
systems of records notices subject to the Privacy Act of 1974, (5
U.S.C. 552a), as amended, have been published in the Federal Register
and are available from the address above.
The proposed system report, as required by 5 U.S.C. 552a(r) of the
Privacy Act of 1974, as amended, was submitted on March 9, 2006, to the
House Committee on Government Reform, the Senate Committee on Homeland
Security and Governmental Affairs, and the Office of Management and
Budget (OMB) pursuant to paragraph 4c of Appendix I to OMB Circular No.
A-130, `Federal Agency Responsibilities for Maintaining Records About
Individuals,' dated February 8, 1996 (February 20, 1996, 61 FR 6427).
Dated: March 15, 2006.
L.M. Bynum,
OSD Federal Register Liaison Officer, Department of Defense.
T7346
System name:
Defense Joint Military Pay System--Reserve Component (April 12,
1999, 64 FR 17629).
Changes:
* * * * *
System location:
Delete entry and replace with: ``Director, Area Command
Mechanicsburg, 5450 Carlisle Pike, Building 309, Mechanicsburg, PA
17055-0975.
Defense Finance and Accounting Service, Cleveland, Reserve Center
of Excellence, 1240 East Ninth Street, Cleveland, OH 44199-2055.''
Categories of individuals covered by the system:
Delete the third sentence in the first paragraph.
Delete second paragraph and replace with: ``Reserve military on
extended active duty are covered under the Defense Joint Military Pay
System--Active Component, system number T7340.''
Categories of records in the system:
Delete third paragraph and replace with: ``DEDUCTIONS FROM PAY:
Federal and state income tax withholding rate and amount (including
authorization control files), withholding for Federal Insurance
Contributions Act (FICA), Serviceman's Group Life Insurance (SGLI)
deductions, Thrift Savings Plan (TSP), voluntary deductions, allotments
(including allottee name and address, amount, term ( in months), and
account or policy number), bond authorizations (including bond owner
and co-owner/beneficiary names and Social Security numbers, and
recipient's address), health care coverage deductions, and indebtedness
and collections.''
* * * * *
Purpose(s):
In the first sentence delete the following words: ``Voluntary
Separation Incentive (VSI)''
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Delete fifth paragraph and replace with: ``To the Department of
Veterans Affairs to report compensation, waivers, and audits, life
insurance accounting; disbursement and benefit determinations, death
notices, and payroll information for members who participated in making
contributions to the Veterans Educational Assistance program (VEAP),
the Montgomery GI Bill program, and Reserve Educational Assistance
Program (REAP).''
Add the following words to the seventh paragraph: ``or
reimbursements form the state due to the member.''
Add the following new paragraphs:
``To the Department of Justice in connection with litigation, law
enforcement or other matters under the legal representative of the
Executive Branch agencies.''
``To Federal, state and local governmental agencies in response to
an official request for information with respect to law enforcement,
investigatory procedures, criminal prosecution, civil court action and
regulatory order.''
``To Federal, state and local revenue departments to credit members
for taxes withheld.''
``To the National Finance Center, Office of Thrift Savings Plan for
participating service members.''
``To states to provide information in order to reimburse reservists
for their payment of Servicemember's Group Life Insurance (SGLI)
premiums.''
* * * * *
Retrievability:
Delete entry and replace with: ``Computerized, conventional
indices, other identification numbers or system identifiers are
required to retrieve individual records from the system. Normally,
information is retrieved by individual's name and Social Security
Number.''
Safeguards:
Delete entry and replace with: ``Records are stored in office
buildings protected by guards, controlled screening, use of visitor
registers, electronic access, and/or locks. Access to records is
limited to individuals who are properly screened and cleared on a need-
to-know basis in the performance of their official duties. Passwords
and digital signatures are used to control access to the systems data,
and procedures are in place to deter and detect browsing and
unauthorized access. Physical and electronic access are limited to
persons responsible for servicing and authorized to use the record
system.''
Retention and disposal:
Delete entry and replace with: ``Records may be temporary in nature
and destroyed when actions are completed, superseded, obsolete, or no
longer needed. Other records may be cut off at the end of the payroll
year or fiscal year, and destroyed 6 years and 3 months after cutoff.
Reserve pay records created prior to automation were cut off on
conversion to the Joint Uniformed Military Payroll System (JUMPS), and
will be destroyed 56 years after the year in which created. Records
created after conversion to Defense Joint Military Pay System--Reserve
Component (DJMS-RC) are cut off at end of payroll year and destroyed 56
years after year in which created. The records are destroyed by
tearing, shredding, pulping, macerating, burnings or degaussing the
electronic storage media.''
System manager(s) and address:
Delete entry and replace with: ``For Navy, Air Force, and Army
reserve military members, the system manager is the Director, Military
Pay Operations, Military and Civilian Pay Services, Defense Finance and
Accounting Service, Indianapolis, 8899 East 56th Street, Indianapolis,
IN 46249.''
``For Marine Corps reserve military members see the Marine Corps'
Privacy Act system notice MFD00003, Marine Corps Total Forces System
(MCTFS) on
[[Page 14184]]
the procedures for obtaining your personnel and payroll records.''
* * * * *
T7346
System name:
Defense Joint Military Pay System--Reserve Component.
System location:
Director, Area Command Mechanicsburg, 5450 Carlisle Pike, Building
309, Mechanicsburg, PA 17055-0975.
Defense Finance and Accounting Service, Cleveland, Reserve Center
of Excellence, 1240 East Ninth Street, Cleveland, OH 44199-2055.
Categories of individuals covered by the system:
Active Air Reserve and Air National Guard Forces in a military pay
status. U.S. Army Reserve and National Guard members in a military pay
status. Active Naval reservists in pay and non-pay drill units. Naval
Reserve Officer Training Corps students.
Reserve military on extended active duty are covered under the
Defense Joint Military Pay System--Active Component, system number
T7340.
Categories of records in the system:
Types of Records: Master individual military pay accounts; wage and
tax summaries; leave and earnings statements; and other generated
records substantiating or authorizing Reserve Forces military pay and
allowance entitlement, deduction, or collection actions.
Pay Entitlements and Allowances: Base pay; allowances (such as
basic allowance for subsistence, basic allowance for quarters, family
separations, clothing maintenance and monetary allowances); special
compensation for positions such as medical, dental, veterinary, and
optometry; special pay and bonus, such as foreign duty, proficiency,
hostile fire, and diving duty; incentive pay such as flying duty,
parachute duty, and submarine duty; and other entitlements in
accordance with the DoD Financial Management Regulations, Volume 7A.
Deductions From Pay: Federal and state income tax withholding rate
and amount (including authorization control files), withholding for
Federal Insurance Contributions Act (FICA), Serviceman's Group Life
Insurance (SGLI) deductions, Thrift Savings Plan (TSP), voluntary
deductions, allotments (including allottee name and address, amount,
term (in months), and account or policy number), bond authorizations
(including bond owner and co-owner/beneficiary names and Social
Security numbers, and recipient's address), health care coverage
deductions, and indebtedness and collections.
Other Pay Information: Name, pay grade, Social Security Number,
Reserve Forces calendar day performances (drill record), check issue,
pay dates, leave account, payment address, and Form W-2 address.
Duty Status: Status adjustments relating to leave, entrance on
active duty, absent without leave, confinement, desertion, sick or
injured, mentally incompetent, missing, interned, promotions and
demotions, and separation document code.
Personnel Information: Rank; enlistment contract or officer
acceptance form identification; duty information (duty station,
personnel assignment, and unit); security investigation; test scores;
language proficiency; military and civilian off-duty education;
training; awards; combat tours; aviation, pilot, and flying time data;
lineal precedence number; limited duty officer/warrant officer
footnote; temporary active duty data; power of attorney; years in
service; promotional data.
Personal Information: Date of birth, citizenship, marital status,
home of record, dependent information, record of emergency data,
population group, sex, ethnic group, and health care coverage.
Supporting Documentation: Includes, but is not limited to, travel
orders and requests; payroll attendance lists and rosters; document
records establishing, supporting, reducing, or canceling entitlements;
certificates and statements changing address, name, military
assignment, and other individual data necessary to identify and provide
accurate and timely Air Reserve Forces military pay and performance
credit; allotment start, stop, or change records; declarations of
benefits and waivers; military pay and personnel orders; medical
certifications and determinations; death and disability documents;
check issuing and cancellation records and schedules; payroll vouchers;
money lists and accounting records; pay adjustment authorization
records; system input certifications; member indebtedness and tax levy
documentation; earnings statements; employees' wage and tax reports and
statements; casual payment authorization and control logs; and other
documentation authorizing or substantiating Reserve Forces military pay
and allowances, entitlements, deductions, or collections. Also inquiry
files, sundry lists, reports, letters, correspondence, and rosters
including, but not limited to, Congressional inquiries, Internal
Revenue Service notices and reports, state tax and insurance reports,
Social Security Administration reports, Department of Veterans Affairs
reports, Treasury Department reports, inter-DoD requests, and health
education and institution inquiries.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapter 11; 37
U.S.C.; and E.O. 9397 (SSN).
Purpose(s):
To ensure accurate and timely pay and allowances to Active Reserve
component military members (including those who participate in Armed
Forces Health Professional Scholarship Program, Basic Military
Training, and Naval Reserve Officers Training Corps programs) or
payment to a financial organization through electronic fund transfer
program (including allotments and issuance and cancellation of United
States treasury checks and bonds); to document and account for reserve
military pay and allowance disbursements and collections; to verify and
account for system input transactions; to identify, correct, and
collect overpayments; to establish, control, and maintain member
indebtedness notices and levies; to provide timely, complete master
individual pay account review; to provide internal and external
managers with statistical and monetary reports and to maintain a record
of related personnel data.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
To the Treasury Department to provide information on check issues
and electronic funds transfers.
To the Internal Revenue Service to report taxable earnings and
taxes withheld, accounting, and tax audits; to compute or resolve tax
liability or tax levies.
To the Social Security Administration to report earned wages by
members for FICA; accounting or tax audits; and death notices.
To the Department of Veterans Affairs to report compensation,
waivers, and audits, life insurance accounting; disbursement and
benefit determinations, death notices, and
[[Page 14185]]
payroll information for members who participated in making
contributions to the Veterans Educational Assistance Program (VEAP),
the Montgomery GI Bill program, and Reserve Educational Assistance
Program (REAP).
To National Guard Bureaus to furnish budget data to account for
expenditures within established categories.
To individual National Guard state associations to furnish reports
and associated checks regarding state sponsored life insurance premiums
withheld or reimbursements from the state due to the member.
To the American Red Cross and military relief societies to assist
military personnel and their dependents in determining the status of
monthly pay, dependents' allotments, loans, and related financial
transactions, and to perform other relief-related duties as requested
by the service member.
To Federal Reserve banks to distribute payments made through the
direct deposit system to financial organizations or their processing
agents authorized by individuals to receive and deposit payments in
their accounts.
To Federal, state, and local agencies to conduct computer matching
programs regulated by the Privacy Act of 1974 for those programs
authorized by law.
To the Department of Justice in connection with litigation, law
enforcement or other matters under the legal representatives of the
Executive Branch agencies.
To Federal, state and local government agencies in response to an
official request for information with respect to law enforcement,
investigatory procedures, criminal prosecution, civil court action and
regulatory order.
To Federal, state and local revenue departments to credit members
for taxes withheld.
To the National Finance Center, office of Thrift Savings Plan for
participating service members.
To states to provide information in order to reimburse reservists
for their payment of Servicemember's Group Life Insurance (SGLI)
premiums.
The `Blanket Routine Uses' published at the beginning of the DFAS
compilation of systems of records notices apply to this system.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this
system to `consumer reporting agencies' as defined in the Fair Credit
Reporting Act, 15 U.S.C. 1681a(f) or the Federal Claims Collection Act
of 1966, 31 U.S.C. 3701(a)(3). The purpose of this disclosure is to aid
in the collection of outstanding debts owed to the Federal government;
typically to provide an incentive for debtors to repay delinquent
Federal government debts by making these debts part of their credit
records.
The disclosure is limited to information necessary to establish the
identity of the individual, including name, address, and taxpayer
identification number (Social Security Number); the amount, status, and
history of the claim; and the agency or program under which the claim
arose for the sole purpose of allowing the consumer reporting agency to
prepare a commercial credit report.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Data is recorded on magnetic tapes and disks, computer printouts,
computer output products (microform and reports) ; file folders,
notebooks, binders, card files, and bulk storage, and other documents.
Retrievability:
Computerized, conventional indices, other identification numbers or
system identifiers are required to retrieve individual records from the
system. Normally, information is retrieved by individual's name and
Social Security Number.
Safeguards:
Records are stored in office buildings protected by guards,
controlled screening, use of visitor registers, electronic access, and/
or locks. Access to records is limited to individuals who are properly
screened and cleared on a need-to- know basis in the performance of
their official duties. Passwords and digital signatures are used to
control access to the systems data, and procedures are in place to
deter and detect browsing and unauthorized access. Physical and
electronic access are limited to persons responsible for servicing and
authorized to use the record system.
Retention and disposal:
Records may be temporary in nature and destroyed when actions are
completed, superseded, obsolete, or no longer needed. Other records may
be cut off at the end of the payroll year or fiscal year, and destroyed
6 years and 3 months after cutoff. Reserve pay records created prior to
automation were cut off on conversion to the Joint Uniformed Military
Payroll System (JUMPS), and will be destroyed 56 years after the year
in which created. Records created after conversion to Defense Joint
Military Pay System--Reserve Component (DJMS-RC) are cut off at end of
payroll year and destroyed 56 years after year in which created. The
records are destroyed by tearing, shredding, pulping, macerating,
burnings or degaussing the electronic storage media.
System manager(s) and address:
For Navy, Air Force, and Army reserve military members, the system
manager is the Director, Military Pay Operations, Military and Civilian
Pay Services, Defense Finance and Accounting Service, Indianapolis,
8899 East 56th Street, Indianapolis, IN 46249.
For Marine Corps reserve military members see the Marine Corps'
Privacy Act system notice MFD00003, Marine Corps Total Forces System
(MCTFS) on the procedures for obtaining your personnel and payroll
records.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to the Privacy Act officer at the appropriate DFAS
Center.
Individuals should provide name, Social Security Number, or other
information verifiable from the record itself.
Record access procedures:
Individuals seeking access to information about themselves in this
system of records should address written inquiries to the Privacy Act
Officer at the appropriate DFAS Center.
Individuals should provide name, Social Security Number, or other
information verifiable from the record itself.
Contesting record procedures:
The DFAS rules for accessing records, for contesting contents and
appealing initial agency determinations are published in DFAS
Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the
Freedom of Information/Privacy Act Program Manager, Office of Corporate
Communications, 6760 E. Irvington Place, , Denver, CO 80279-8000.
Record source categories:
Individual members; DoD staff and field installations; recruiting,
disbursing, and administrative offices; allotment and bond
authorization forms; Social Security Administration, Treasury
Department, Internal Revenue Service, Department of Veterans Affairs,
and other federal agencies; financial, medical, and educational
institutions;
[[Page 14186]]
DoD components; the on-line Allotment/Bond Authorization process, and
the End-User Computer Equipment (EUCE); and state and local agencies.
Exemptions claimed for the system:
None.
[FR Doc. 06-2682 Filed 3-20-06; 8:45 am]
BILLING CODE 5001-06-M