[Federal Register: November 15, 1999 (Volume 64, Number 219)]
[Notices]               
[Page 61949-61951]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr15no99-133]                         

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OFFICE OF PERSONNEL MANAGEMENT

 
Privacy Act of 1974; Amendment to a System of Records

AGENCY: Office of Personnel Management (OPM).

ACTION: Notice to amend a system of records.

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SUMMARY: OPM proposes to amend a system of records in its inventory of 
records systems subject to the Privacy Act of 1974 (5 U.S.C. 552a), as 
amended. This action is necessary to meet the requirements of the 
Privacy Act to publish in the Federal Register notice of the existence 
and character of record systems maintained by the agency ((5 U.S.C. 
552a(e)(4)).

DATES: The changes will be effective without further notice December 
27, 1999, unless comments are received that result in further 
modifications.

ADDRESSES: Send written comments to the Office of Personnel Management, 
ATTN: Mary Beth Smith-Toomey, Office of the Chief Information Officer, 
1900 E Street, NW., Room 5415, Washington, DC 20415-7900.

FOR FURTHER INFORMATION CONTACT: Mary Beth Smith-Toomey, (202) 606-
8358.

SUPPLEMENTARY INFORMATION: This amendment changes the name and address 
of the systems manager for the system of records designated as OPM/
INTERNAL 5 (Pay, Leave, and Travel Records) from Assistant Director, 
Office of Contracting and Administrative Services, zip code 20415-0001, 
to Chief Financial Officer, zip code 20415-1200. This amendment also 
adds a new routine use which is to disclose information to the 
Department of Health and Human Services on new hires and quarterly 
wages as required under the Personal Responsibility and Work 
Opportunity Reconciliation Act of 1996.


[[Page 61950]]


Office of Personnel Management.
Janice R. Lachance,
Director.
OPM/INTERNAL-5

SYSTEM NAME:
    Pay, Leave, and Travel Records.

SYSTEM LOCATION:
    Office of the Chief Financial Officer, Office of Personnel 
Management, 1900 E Street NW., Washington, DC 20415, and in the office 
where the individual is currently employed for use by timekeeper, 
budget and finance, travel personnel, or fare subsidy program manager 
or coordinator.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former OPM employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains various records relating to pay, leave, and 
travel. This includes information such as: Name; date of birth; Social 
Security Number; home address; grade; employing organization; 
timekeeper number; salary; pay plan; number of hours worked; leave 
accrual rate, usage, and balances; Civil Service Retirement and Federal 
Retirement System contributions; FICA withholdings; Federal, State, and 
local tax withholdings; Federal Employee's Group Life Insurance 
withholdings; Federal Employee's Health Benefits withholdings; 
charitable deductions; allotments to financial organizations; 
garnishment documents; savings bonds allotments; union and management 
association dues withholding allotments; travel expenses; and 
information on the leave transfer program and fare subsidy program.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Includes the following with any revisions or amendments:
    31 U.S.C. 66a; 5 U.S.C. 5501 et seq., 5525 et seq., 5701 et seq., 
and 6301 et seq.; Executive Order 9397; Pub. L. 100-202, Pub. L. 100-
440, and Pub. L. 101-509.

PURPOSE(S):
    These records are used to administer the pay, leave, and travel 
requirements of OPM and in the administration of the fare subsidy 
program. These records may also be used to locate individuals for 
personnel research.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Routine uses 1 through 10 of the Prefatory Statement at the 
beginning of OPM's system notices (60 FR 63075, effective January 17, 
1996) apply to the records maintained within this system. The following 
routine uses are specific to this system of records only:
    a. By the Department of Labor in connection with a claim filed by 
an employee for compensation due to a job-connected injury or illness.
    b. By the Department of the Treasury to issue checks and U.S. 
Savings Bonds.
    c. By State offices of unemployment compensation with survivor 
annuity or health benefits claims or records reconciliations.
    d. By Federal Employee's Group Life Insurance or Health Benefits 
carriers in connection with survivor annuity or health benefits claims 
or records reconciliations.
    e. To disclose information to the Internal Revenue Service and 
State and local tax authorities.
    f. To provide officials of labor organizations recognized under 5 
U.S.C. Chapter 71 with information as to the identity of OPM employees 
contributing union dues each pay period and the amount of dues withheld 
from each contributor.
    g. To disclose information 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.
    h. To disclose information to any source from which additional 
information is requested relevant to an OPM determination concerning an 
individual's pay, leave, or travel expenses, to the extent necessary to 
identify the individual, inform the source of the purpose(s) of the 
request, and to identify the type of information requested.
    i. To disclose information to the Office of Management and Budget 
at any stage in the legislative coordination and clearance process in 
connection with private relief legislation as set forth in OMB Circular 
No. A-19.
    j. To disclose, annually, pay data to the Social Security 
Administration and the Department of the Treasury as required.
    k. To disclose information to a Federal agency or Congressional 
inquiry from which additional or statistical information is requested 
relevant to the OPM Fare Subsidy Program.
    l. To disclose information to the Department of Health and Human 
Services on new hires and quarterly wages as required under the 
Personal Responsibility and Work Opportunity Reconciliation Act of 
1996.

DISCLOSURES TO CONSUMER REPORTING AGENCIES:
    Pursuant to 5 U.S.C. 552a(b)(12): Disclosures 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)).

POLICIES AND PRACTICES OF STORING, RETRIEVING, SAFEGUARDING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    These records are maintained in an automated data base, in file 
folders and loose leaf binders, and on cards and magnetic tapes.

RETRIEVABILITY:
    These records are retrieved by the names, Social Security Numbers, 
or OPM employee identification numbers of the individuals on whom they 
are maintained.

SAFEGUARDS:
    These records are located in lockable metal filing cabinets or in a 
secured facility and are available only to authorized personnel whose 
duties require access.

RETENTION AND DISPOSAL:
    These records are maintained for varying periods of time, in 
accordance with NARA General Records Schedules 2 (pay and leave) and 9 
(travel). Disposal of manual records is by shredding or burning; 
magnetic tapes are erased.

SYSTEM MANAGER(S) AND ADDRESS:
    Chief Financial Officer, Office of Personnel Management, 1900 E 
Street NW., Washington, DC 20415-1200.

NOTIFICATION PROCEDURE:
    Individuals wishing to determine whether this system of records 
contains information on them should contact the system manager 
indicated, or the OPM regional office where the individual is or was 
employed. Individuals must furnish the following for their records to 
be located and identified:
    a. Full name.
    b. Date of birth.
    c. Social Security Number.
    d. OPM employment identification number.

RECORD ACCESS PROCEDURE:
    Individuals wishing to request access to records about them should 
contact the system manager indicated, or the OPM regional office where 
the individual is or was employed. Individuals must provide the 
following information for their records to be located and identified:


[[Page 61951]]


a. Full name
b. Date of birth
c. Social Security Number
d. OPM employment identification number

    Individuals requesting access must also follow the OPM's Privacy 
Act regulations regarding verification of identity and access to 
records (5 CFR part 297).

CONTESTING RECORD PROCEDURE:
    Individuals wishing to request amendment of records about them 
should contact the system manager indicated , or the OPM regional 
office where the individual is or was employed. Individuals must 
furnish the following information for their records to be located and 
identified:

a. Full name
b. Date of birth
c. Social Security Number
d. OPM employment identification number

    Individuals requesting amendment must also follow the OPM's Privacy 
Act regulations regarding verification of identity and amendment of 
records (5 CFR part 297).

RECORD SOURCE CATEGORIES:
    Information in this system of records is obtained from:
    a. The individual to whom the record pertains.
    b. OPM officials responsible for pay, leave, and travel 
requirements.
    c. Other official personnel documents of OPM.

[FR Doc. 99-29687 Filed 11-12-99; 8:45 am]
BILLING CODE 6325-01-P