[Federal Register: December 20, 2004 (Volume 69, Number 243)]
[Notices]
[Page 75980-75981]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr20de04-88]
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GENERAL SERVICES ADMINISTRATION
Privacy Act of 1974; Revised Privacy Act System of Records
AGENCY: General Services Administration
ACTION: Notice of an amended Privacy Act system of records
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SUMMARY: The General Services Administration (GSA) is publishing an
amended system of records notice for the Government-wide system of
records, Contracted Travel Services Program (GSA/GOVT-4), as part of
GSA's responsibility to enhance the Federal government's electronic
capability. The amendment includes clarification of routine use f., and
the addition of routine use o., which allows disclosure of summary or
statistical information without reference to any identifiable
individual. The system of records is the basis for providing
comprehensive travel services for travelers on official Federal
business, from initial travel authorization to the final accounting.
DATES: The revised system notice is effective on the date of
publication.
FOR FURTHER INFORMATION CONTACT: GSA Privacy Act Officer, Office of
Information Management (CI), General Services Administration, 1800 F
Street NW, Washington DC 20405; telephone (202) 501-1452.
Dated: December 2, 2004
JUNE V. HUBER
Director, Office of Information ManagementOffice of the Chief People
Officer
GSA/GOVT-4
System name: Contracted Travel Services Program.
System location: System records are located at the service
providers under contract with a Federal agency and at the Federal
agencies using the contracts.
Categories of individuals covered by the system: Individuals
covered by the system are Federal employees authorized to perform
official travel, and individuals being provided travel by the Federal
government.
Categories of records in the system: System records include a
traveler's profile containing: name of individual; Social Security
Number; employee identification number; home and office telephones;
home address; home and office e-mail addresses; emergency contact name
and telephone number; agency name, address, and telephone number; air
travel preference; rental car identification number and car preference;
hotel preference; current passport and/or visa number(s); credit card
numbers and related information;
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bank account information needed for electronic funds transfer; frequent
traveler account information (e.g., frequent flyer account numbers);
trip information (e.g., destinations, reservation information); travel
authorization information; travel claim information; monthly reports
from travel agent(s) showing charges to individuals, balances, and
other types of account analyses; and other official travel related
information.
Authorities for maintenance of the system: 31 U.S.C. 3511, 3512,
and 3523; 5 U.S.C. Chapter 57; and implementing Federal Travel
Regulations (41 CFR parts 300-304).
Purpose: To establish a comprehensive beginning-to-end travel
services system containing information to enable travel service
providers under contract to the Federal government to authorize, issue,
and account for travel and travel reimbursements provided to
individuals on official Federal government business.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information in the system may be disclosed as a routine use as
follows:
a. To a Federal, State, local, or foreign agency responsible for
investigating, prosecuting, enforcing, or carrying out a statute, rule,
regulation, or order, where agencies become aware of a violation or
potential violation of civil or criminal law or regulation.
b. To another Federal agency or a court when the Federal government
is party to a judicial proceeding.
c. To a Member of Congress or a congressional staff member in
response to an inquiry from that congressional office made at the
request of the individual who is the subject of the record.
d. To a Federal agency employee, expert, consultant, or contractor
in performing a Federal duty for purposes of authorizing, arranging,
and/or claiming reimbursement for official travel, including, but not
limited to, traveler profile information.
e. To a credit card company for billing purposes, including
collection of past due amounts.
f. To a Federal agency, expert, consultant, or contractor for
accumulating reporting data, conducting surveys, and monitoring the
system in the performance of a Federal duty.
g. To a Federal 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 Federal
government.
h. 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.
i. 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 to whom the
information pertains.
j. To the Office of Personnel Management (OPM) in accordance with
the agency's responsibility for evaluation of Federal personnel
management.
k. 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.
l. To a travel services provider for billing and refund purposes.
m. To a carrier or an insurer for settlement of an employee claim
for loss of or damage to personal property incident to service under 31
U.S.C. Sec. 3721, or to a party involved in a tort claim against the
Federal government resulting from an accident involving a traveler.
n. To a credit reporting agency or credit bureau, as allowed and
authorized by law, for the purpose of adding to a credit history file
when it has been determined that an individual's account with a
creditor with input to the system is delinquent.
o. Summary or statistical data from the system with no reference to
an identifiable individual may be released publicly.
Policies and practices for storing, retrieving, reviewing,
retaining, and disposing of records in the system:
Storage: Paper records are stored in file cabinets. Electronic
records are maintained within a computer (e.g., PC, server, etc.) and
attached equipment.
Retrievability: Paper records are filed by a traveler's name and/or
Social Security Number/employee identification number at each location.
Electronic records are retrievable by any attribute of the system.
Safeguards: Paper records are stored in lockable file cabinets or
secured rooms. Electronic records are protected by a password system
and a secure socket layer encrypted Internet connection. Information is
released only to authorized users and officials on a need-to-know
basis.
Retention and disposal: Records kept by a Federal agency are
maintained in accordance with the General Records Retention Schedules
issued by the National Archives and Records Administration (NARA).
System manager(s) and address: Assistant Commissioner, Office of
Transportation and Property Management (FB), Federal Supply Service,
General Services Administration, Crystal Mall Building 4, 1941
Jefferson Davis Highway, Arlington VA 22202.
Notification procedure: Inquiries from individuals should be
addressed to the appropriate administrative office for the agency that
is authorizing and/or reimbursing their travel.
Records access procedures: Requests from individuals should be
addressed to the appropriate administrative office for the agency that
is authorizing and/or reimbursing their travel. Individuals must
furnish their full name and/or Social Security Number to the
authorizing agency for their records to be located and identified.
Contesting record procedures: Individuals wishing to request
amendment of their records should contact the appropriate
administrative office for the agency that authorized and/or reimbursed
their travel. Individuals must furnish their full name and/or Social
Security Number along with the name of the authorizing agency,
including duty station where they were employed at the time travel was
performed.
Record source categories: The sources are the individuals
themselves, employees, travel authorizations, credit card companies,
and travel service providers.
[FR Doc. 04-27749 Filed 12-17-04; 8:45 am]
BILLING CODE 6820-34-S