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Travel and Transportation System
None.
A. All component offices in Washington DC
B. Regional and area offices of the components.
All individuals who travel in an official capacity for the Department
of Labor.
Various records are created and maintained in support of official
travel. The forms or succeeding forms may include the following:
| DL 1-33 |
Travel Authorization |
| SF 1038 |
Advance of Funds Application and Account |
| SF 1012 |
Travel Voucher |
| DL 1-2024 |
Request and Authorization for Exception From Standard
Contract Terms for City-Pair Service |
| DL 1-289 |
Request for Approval of GSA Vehicle Option or
Exemption |
| DL 1-473 |
Employment Agreement for Transfers Within the
Continental U.S. |
| DL 1-474 |
Employment Agreement for Persons Assigned to Posts
Outside the Continental U.S. |
| DL-1-2030 |
Estimated PCS Travel and Transportation Data for
Travel Authorization |
| DL-1-2031 |
Claim Form for Payment of Relocation Income Tax
Allowance |
| DL-1-2032 |
Covered Taxable Reimbursements |
| DL-1-2033R |
Withholding Tax Allowance, Summary of Transactions,
Withholding of Taxes, and W-2 Reporting |
| DL 1-472 |
Employee Application for Reimbursement of Expenses
Incurred in Sale or Purchase (or both) of Residence Upon Change of Official
Station |
| SF 1164 |
Claim for Reimbursement for Expenditures on Official
Business |
| DL 1-101 |
Training Authorization and Evaluation Form |
| DL 1-478 |
Administrative Exception to Travel Claim |
| DL 1-423 |
Expense Record for Temporary Quarters |
| SF 1169 |
Government Transportation Request (will be phased out
within next 5 years) |
Telephone charge cards.
As a result of travel, individuals may become indebted to the
Government. Records used to cure these claims include: consumer credit reports,
information or records relating to the debtor's current whereabouts, assets,
liabilities, income and expenses, debtor's personal financial statements, and
other information such as the nature, amount and history of the debt, and other
records and reports relating to the implementation of the Debt Collection Act
of 1982, including any investigative reports or administrative review
matters.
Individuals expecting to travel at least two times per year are
required to have charge cards provided by Government contract. Besides the
application for such cards, records created include transaction, payment and
account status data.
Travel arrangement services are also available by Government contract.
Records include traveler's profile containing name of individual, social
security number, home and office telephones, agency's name, address, and
telephone number, air travel preference, rental car identification number and
preference of car, hotel preference, current passport and/or visa number,
personal credit card numbers, and additional information; travel authorization;
and monthly reports from travel agent(s) showing charges to individuals,
balances, and other types of account analyses. Permanent change of station
travel arrangements may include information about real estate and movement of
household goods. To provide more efficient processing of travel documents,
travel document processing software will be used by employees to record travel
planning information, expenses incurred, traveler/employer identification
information (SSN, and other identifying information used in conjunction with
the purposes of the software), user ID's, passwords, electronic signatures,
routing lists and other information used by the system to track and process
travel documentation.
Vendors and contractors provide to the Department itemized statements
of invoices, and reports of transactions including refunds and adjustments to
enable audits of charges to the Government.
41 CFR Part 101-7 (Federal Travel Regulations); interpret or apply 31
U.S.C. 3511, 3512, and 3523; 31 U.S.C. 3711 et seq. (Debt Collection Act of
1982); section 206 of Executive Order 11222 (May 8, 1965); 5 CFR 735.207
(Office of Personnel Management Regulations).
To facilitate performance of official Government travel by documenting
the authorization of travel; payment of advances; payment of claims, invoices,
vouchers, judgments; debts created by advance payments and overpayments;
provision and use of government contractor-issued charge cards; and to make
travel arrangements.
Data received from a charge card company under government contract will
be used to perform responsibilities under section 206 of Executive Order 11222
(May 8, 1965) and 5 CFR 735.207 (Office of Personnel Management Regulations)
concerning requirements for employees to pay their just financial obligations
in a proper and timely manner. Reports will also be monitored to insure that
the charge cards are used only in the course of official travel as required by
the contract. Data will also be analyzed to permit more efficient and cost
effective travel planning and management, including negotiated costs of
transportation, lodging, subsistence and related services.
A. Transmittal of data to the U.S. Treasury to effect issuance of
checks and Electronic Funds Transfer (EFT) payments to payees.
B. Information may be forwarded to the Department of Justice as
prescribed in the Joint Federal Claims Collection Standards (4 CFR Chapter II).
When debtors fail to make payment through normal collection routines, the files
are analyzed to determine the feasibility of enforced collection by referring
the cases to the Department of Justice for litigation.
C. 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, or for other purposes connected with the collection of debts owed to
the United States.
D. 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.
E. Information may be disclosed to the Internal Revenue Service
concerning the discharge of an indebtedness owed by an individual, or other
taxable benefits received by the employee.
F. Information will be disclosed:
1. to credit card companies for billing purposes.
2. to Departmental and other Federal agencies such as GSA for travel
management purposes.
3. to airlines, hotels, car rental companies, travel management centers
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.
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 and
attached equipment.
Filed by name and/or social security number of traveler or by travel
document number at each location.
Records stored in lockable file cabinets or secured rooms. Computerized
records protected by password system. Information released only to authorized
officials on a need-to-know basis.
Records are held for 6 years or until audit whichever is sooner and
then destroyed.
Office of the Chief Financial Officer, Division of Planning and
Internal Control, Department of Labor, 200 Constitution Avenue, NW, Washington,
DC 20210.
Inquiries from individuals should be addressed to the appropriate
agency's administrative office for which they traveled.
Requests from individuals should be addressed to the appropriate
Department of Labor agency's administrative office for which they traveled.
Individuals must furnish their full name and the authorizing agency component
for their records to be located and identified.
Individuals wishing to request amendment of their records should
contact the appropriate Department of Labor administrative office of which they
traveled. Individuals must furnish their full name and the name of the
authorizing agency, including duty station where they were employed when
traveling if applicable.
Individuals, employees, other Federal agencies, consumer reporting
agencies, credit card companies, government contractors, state and local law
enforcement.
None.
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