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A.I.D. 15 – Employees Payroll Records
Systems of Records Notice
AGENCY FOR INTERNATIONAL DEVELOPMENT
A.I.D.--15
System name: Employees Payroll Records.
System location: - Office of Information Resource Management,
Agency for International Development, 1100 Wilson Boulevard, Rossyln,
Virginia 22209.
- For employee case file--Employee Services Division, Office of
the Controller, Agency for International Development, 1975 Florida
Avenue, Washington, DC.
- For alimony and child support garnishment file - Employee
Relations Branch, Office of Personnel and Manpower, Agency for
International Development, 515 22nd Street NW, Washington, DC 20523.
- For retired files - Washington National Records Center, 4205
Suitland Road, Suitland, Maryland.
Categories of individuals covered by the system: A.I.D. employees
including: Direct-hire employees assigned to positions in the United
States, U.S. citizen direct-hire employees assigned to positions
overseas, personal services contractors, other contract employees;
and employees of Federal, state, or local government agencies
assigned to A.I.D.
Categories of records in the system: This system consists of five
files, three of which are computerized records maintained on magnetic
discs and magnetic tapes. The other two are manual files maintained
in filing cabinets. These files are described below.
- Employee Case File - this manual file contains copies of SF-
50's, withholding statements, bond allotment slips, health benefits
forms, life insurance forms, retirement forms and other papers
concerning payroll matters.
- New American Payroll System Automated Master Employee File
this is an automated file. Individual records contain the following
types of information; name, Social Security account number, country
post, union indicator, timekeeper code, W-2 mail indicator,
retirement system federal government life insurance, health benefits,
birth date, a wide variety of dates including those that indicate
suspense actions which are due at a future date, and other dates for
the use of financial managers such as limited appointment expiration
date, effective date of pay change; allowances, deductions, hours
worked, leave severance pay, and federal and state income tax.
- Payroll History File - this file is an automated file.
Individual records contain Social Security account number, current
pay, year to date pay, tax status, allotments, bonds, time and
attendance, retirement, insurance and other pay data.
- Address File - This is an automated file. Individual records
contain address records for bonds, allotment, paychecks; W-2 mailing
address, agency, Social Security account number, bond number,
checkline code and financial organization.
- Alimony and Child Support Garnishment File - this is a manual
file which contains court judgment and writ and other legal orders
concerning alimony and/or child support payments.
Authority for maintenance of the system: Foreign Assistance Act of
1961 (as amended) 621(a), 625, 636(b), (c); Chapter 51 title 5
U.S.C.; Executive Order 10927; Pub.L. 93-647; Foreign Service Act of
1946, as amended; and Social Security Act (42 U.S.C. 659).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: To Treasury
Department for payroll purposes.
To Treasury Department for issuance of savings bonds.
To Office of Personnel Management for retirement, health and life
insurance purposes.
To the Social Security Administration for Federal Insurance
Compensation Act purposes.
To the Internal Revenue Service for taxable earnings and
withholding purposes.
To the Combined Federal Campaign for charitable contribution
purposes.
To American Federation of Government Employees for union dues.
To American Foreign Service Association for union dues.
To the States of California, New York, Pennsylvania, Maryland,
Virginia, and the District of Columbia, under agreements entered into
by the Secretary of the Treasury, wage and tax information consisting
of name, address, social security number, wages (as defined in
Section 3401(a) of the Internal Revenue Code, 26 U.S.C. 3401(a)), and
tax withheld, if any. This data is provided generally with respect to
employees of the Agency who are employed in the State and subject to
the tax (whether or not tax is withheld); or, who have opted for
voluntary withholding for their taxing jurisdiction.
To the Attorney General of the United States or his authorized
representative in connection with litigation, law enforcement, or
other matters under the direct jurisdiction of the Department of
Justice, or carried out as the legal representative of the Executive
Branch agencies.
To the Internal Revenue Service for audit and inspection and
investigation purposes.
To the Department of Health and Human Services for microfilming
and producing microfiche.
To the Chesapeake and Potomac Telephone Company (a contractor)
and its employees for the purpose of telecommunications transmission
of data between the central computer facility and the remote
terminal.
To the Department of State for retirement and microfilming
purposes.
To judgment holder for the purposes of garnishment for the
payment of alimony or child support.
To a duly appointed hearing examiner or abritrator (an employee
of another federal agency) for the purpose of conducting a hearing in
connection with an employee's appeal involving disclosures of records
of A.I.D. financial systems.
To an arbitrator who is given a contract pursuant to a negotiated
labor agreement to hear an employee's grievance involving disclosure
of records of the financial management system.
To the Civil Service Commission concerning pay, benefits,
retirement deductions, and other information necessary for the
Commission to carry out its Government-wide personnel management
functions.
To law enforcement agencies, U.S. Government agencies, courts,
the Department of State, foreign governments and international
agencies, and Members of Congress, for the purposes set forth in the
Statement of General Routine Uses immediately preceding these
specific notices of systems of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Automated records are stored on magnetic disc and/or
magnetic tape. The manual files contain microfilm, microfiche,
printed forms, punched cards, and correspondence.
Retrievability: The five files described above are indexed in the
following manner; - Employee Case File - By name of employee.
- New American Payroll System Automated Master Employee File -
by Social Security account number.
- Payroll History File - by Agency (A.I.D. and O.P.I.C.) and
Social Security account number.
- Address File - by Social Security account number.
- Alimony and Child Support Garnishment File - by name.
Safeguards: For the automated system, a `password' is assigned to
A.I.D. employees who in the performance of their official duties,
must have access to these files. For the manual files they are
located in metal file cabinets with three-way combination locks or in
secured premises with access limited to those whose official duties
require access. The computer facility, including the tape library, is
located in secured premises with combination-lock door and, access is
limited to persons of verified identity who require access.
Retention and disposal: - The Employee Case Files are maintained
for ten years after the date of an employee's separation. The file is
transferred to the Washington National Records Center one year after
audit.
- The new American Payroll System Automated Master Employee File
is maintained for a two-week period; then it is updated by writing
over the old record. This automated record duplicates the information
in the employee case file.
- The Payroll History File is maintained for five years; then it
is written over.
- The Address File is updated periodically as needed and the old
version is written over.
- The Alimony and Child Support Garnishment File is maintained
in the office for a period of seven years after an employee is
transferred or separated.
System manager(s) and address: For Alimony and Child Support
Garnishment File: Chief, Employee Relations Branch, Office of
Personnel and Manpower, Agency for International Development, 515
22nd Street NW, Washington, DC 20523.
For all other files: Assistant Controller, Employee Services
Division, Financial Management, Agency for International Development,
1975 Florida Avenue, Washington, DC.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523
or presented in person at State Annex 2, 515 22nd Street NW,
Washington, DC 20523.
Information Required: Individual's name, place and date of birth.
The determination as to the existence of a record will be facilitated
by the provision of the individual's Social Security number and dates
and places of service.
Record access procedures: Requests from individuals should be
addressed or presented in person to the same addresses as stated in
the Notification Section above.
Requests should be accompanied by information sufficient to
identify the individual pursuant to Sec. 215.4(c) or (d) of the
Agency's Regulations as published in this issue of the Federal
Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same addresses as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made
in writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary--Privacy Review Request.
Both the envelope and the letter should be clearly marked
Attention: Executive Secretary--Privacy Review Request.
Record source categories: The individual concerned and A.I.D.
employees acting in their official capacities.
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