[Federal Register: February 7, 2002 (Volume 67, Number 26)]
[Notices]
[Page 5907-5910]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr07fe02-122]
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Part IV
Department of Education
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Privacy Act of 1974; System of Records; Notice
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DEPARTMENT OF EDUCATION
Privacy Act of 1974; System of Records
AGENCY: Office of Chief Financial Officer, Department of Education.
ACTION: Notice of a new system of records.
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SUMMARY: In accordance with the Privacy Act of 1974, as amended, the
Department of Education (the Department) publishes this notice of a new
system of records entitled Travel Manager System. The system will
contain information on employee official travel and related expenses.
The system is designed to prepare, edit, and manage travel documents
including travel authorizations, travel vouchers, and local travel
vouchers. It supports the capability to facilitate electronic
signatures, automatic document routing, tracking, auditing, and
importing and exporting of data. Travel Manager interfaces travel
authorization and voucher information with the Department's core
accounting system.
DATES: The Department seeks comment on the new system of records
described in this notice, in accordance with the requirements of the
Privacy Act. We must receive your comments on or before March 11, 2002.
The Department filed a report describing the new system of records
covered by this notice with the Chair of the Senate Committee on
Governmental Affairs, the Chair of the House Committee on Government
Reform, and the Administrator of the Office of Information and
Regulatory Affairs, Office of Management and Budget (OMB) on February
4, 2002. This new system of records will become effective at the later
date of: (1) The expiration of the 40-day period for OMB review on
March 15, 2002 or at the expiration of a 30-day OMB review period on
March 5, 2002 if OMB grants the Department's request for a ten day
waiver of the review period, or (2) March 11, 2002, unless the system
of records needs to be changed as a result of public comment or OMB
review.
ADDRESSES: Address all comments about the proposed routine uses to
Jeanne Johnson, Office of the Chief Financial Officer, U.S. Department
of Education, 400 Maryland Avenue, SW., room 4E121, Washington, DC
20202-4445. If you prefer to send comments through the Internet, use
the following address: comments@ed.gov.
You must include the term Travel Manager in the subject line of the
electronic message.
During and after the comment period, you may inspect all comments
about this notice in room 4E121, U.S. Department of Education, 400
Maryland Avenue, SW., Washington, DC, between the hours of 8 a.m. and
4:30 p.m., Eastern time, Monday through Friday of each week except
Federal holidays.
Assistance to Individuals With Disabilities in Reviewing the
Rulemaking Record
On request, we supply an appropriate aid, such as a reader or print
magnifier, to an individual with a disability who needs assistance to
review the comments or other documents in the public rulemaking record
for this notice. If you want to schedule an appointment for this type
of aid, please contact the person listed under FOR FURTHER INFORMATION
CONTACT.
FOR FURTHER INFORMATION CONTACT: Jeanne Johnson. Telephone: (202) 401-
8512. If you use a telecommunications device for the deaf (TDD), you
may call the Federal Information Relay Service (FIRS) at 1-800-877-
8339.
Individuals with disabilities may obtain this document in an
alternative format (e.g., Braille, large print, audiotape, or computer
diskette) on request to the contact person listed under FOR FURTHER
INFORMATION CONTACT.
SUPPLEMENTARY INFORMATION:
Introduction
The Privacy Act (5 U.S.C. 552a) (Privacy Act) requires the
Department to publish in the Federal Register this notice of a new
system of records managed by the Department. The Department's
regulations implementing the Act are contained in the Code of Federal
Regulations (CFR) in 34 CFR part 5b.
The Privacy Act applies to information about individuals that
contain individually identifiable information and that are retrieved by
a unique identifier associated with each individual, such as a name or
social security number. The information about each individual is called
a record and the system, whether manual or computer-based, is called a
system of records. The Privacy Act requires each agency to publish
notices of systems of records in the Federal Register and to prepare
reports to the Office of Management and Budget (OMB) whenever the
agency publishes a new system of records.
Electronic Access to This Document
You may view this document, as well as all other Department of
Education documents published in the Federal Register, in text or Adobe
Portable Document Format (PDF) on the Internet at the following site:
http://www.ed.gov/legislation/FedRegister.
To use PDF you must have Adobe Acrobat Reader, which is available
free at this site. If you have questions about using PDF, call the U.S.
Government Printing Office (GPO), toll free, at 1-888-293-6498; or in
the Washington, DC area at (202) 512-1530.
Note: The official version of this document is the document
published in the Federal Register. Free Internet access to the
official edition of the Federal Register and the Code of Federal
Regulations is available on GPO Access at: http://
www.access.gpo.gov/nara/index.html.
Dated: February 4, 2002.
Mark Carney,
Deputy Chief Financial Officer.
The Office of the Chief Financial Officer of the U.S. Department of
Education publishes a notice of a new system of records to read as
follows:
18-03-05
SYSTEM NAME:
Travel Manager System.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Office of Financial Management Operations, Office of the Chief
Financial Officer, U.S. Department of Education, 400 Maryland Avenue,
room 4W202, Washington, DC 20202.
See the Appendix at the end of this system notice for additional
system locations.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
This system contains records on employees, former employees and
other individuals authorized to travel at government expense for the
Department of Education (the Department).
CATEGORIES OF RECORDS IN THE SYSTEM:
The system contains a variety of records related to travel
expenditures and related expenses in order to reimburse employees,
former employees and other individuals authorized to travel at the
expense of the government for the Department. This system also includes
names, social security numbers, residential addresses, office
locations, phone numbers, itineraries, mode of travel, purpose of
travel, dates of travel, amounts claimed and amounts reimbursed.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. Chapter 57.
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PURPOSE(S):
The records in this system are used to provide the Department with
(1) necessary information on the travel and transportation costs and
(2) management information reports for expense control purposes. The
records in this system also will be used to ensure that travel
reimbursements are appropriately processed.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSE OF SUCH USES:
The Department may disclose information contained in a record in
this system of records under the routine uses listed in this system of
records without the consent of the individual if the disclosure is
compatible with the purposes for which the record was collected. These
disclosures may be made on a case-by-case basis or, if the Department
has complied with the computer matching requirements of the Act, under
a computer matching agreement.
(1) Contractor Disclosure.If the Department contracts with an
entity for the purposes of performing any function that requires
disclosure of records in this system to employees of the contractor,
the Department may disclose the records to those employees. Before
entering into a contract, the Department shall require the contractor
to maintain Privacy Act safeguards as required under 5 U.S.C. 552a(m)
with respect to the records in the system.
(2) Disclosure for Use by Other Law Enforcement Agencies. The
Department may disclose information to any Federal, State, local, or
foreign agency or other public authority responsible for enforcing,
investigating, or prosecuting violations of administrative, civil, or
criminal law or regulation if that information is relevant to any
enforcement, regulatory, investigative, or prosecutorial responsibility
within the receiving entity's jurisdiction.
(3) Enforcement Disclosure. In the event that information in this
system of records indicates, either on its face or in connection with
other information, a violation or potential violation of any applicable
statute, regulation, or order of a competent authority, the Department
may disclose the relevant records to the appropriate agency, whether
foreign, Federal, State, Tribal, or local, charged with the
responsibility of investigating or prosecuting that violation or
charged with enforcing or implementing the statute, Executive order,
rule, regulation, or order issued pursuant thereto.
(4) Litigation and Alternative Dispute Resolution (ADR)
Disclosures.
(a) Introduction. In the event that one of the parties listed below
is involved in litigation or ADR, or has an interest in litigation or
ADR, the Department may disclose certain records to the parties
described in paragraphs (b), (c), and (d) of this routine use under the
conditions specified in those paragraphs:
(i) The Department of Education, or any component of the
Department; or
(ii) Any Department employee in his or her official capacity; or
(iii) Any Department employee in his or her individual capacity if
the Department of Justice (DOJ) has been requested to or has agreed to
provide or arrange for representation for the employee;
(iv) Any Department employee in his or her individual capacity
where the Department has agreed to represent the employee; or
(v) The United States where the Department determines that the
litigation is likely to affect the Department or any of its components.
(b) Disclosure to the DOJ. If the Department determines that
disclosure of certain records to the DOJ is relevant and necessary to
litigation or ADR, the Department may disclose those records as a
routine use to the DOJ.
(c) Administrative or Judicial Disclosures. If the Department
determines that disclosure of certain records to an adjudicative body
before which the Department is authorized to appear or to an individual
or entity designated by the Department or otherwise empowered to
resolve or mediate disputes is relevant and necessary to the litigation
or ADR, the Department may disclose those records as a routine use to
the adjudicative body, individual, or entity.
(d) Parties, counsels, representatives and witnesses. If the
Department determines that disclosure of certain records to a party,
counsel, representative or witness is relevant and necessary to the
litigation or ADR, the Department may disclose those records as a
routine use to the party, counsel, representative or witness.
(5) Employment, Benefit, and Contracting Disclosure.
(a) For Decisions by the Department. The Department may disclose a
record to a Federal, State, or local agency maintaining civil,
criminal, or other relevant enforcement or other pertinent records, or
to another public authority or professional organization, if necessary
to obtain information relevant to a decision concerning the hiring or
retention of an employee or other personnel action, the issuance of a
security clearance, the letting of a contract, or the issuance of a
license, grant, or other benefit.
(b) For Decisions by Other Public Agencies and Professional
Organizations. The Department may disclose a record to a Federal,
State, local, or foreign agency or other public authority or
professional organization, in connection with the hiring or retention
of an employee or other personnel action, the issuance of a security
clearance, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant, or other
benefit, to the extent that the record is relevant and necessary to the
receiving entity's decision on the matter.
(6) Employee Grievance, Complaint or Conduct Disclosure. The
Department may disclose a record in this system of records to another
agency of the Federal Government if the record is relevant to one of
the following proceedings regarding a present or former employee of the
Department: complaints, grievances, discipline or competence
determination proceedings. The disclosure may only be made during the
course of the proceeding.
(7) Labor Organization Disclosure. A component of the Department
may disclose records to a labor organization if a contract between the
component and a labor organization recognized under Title V of the
United States Code, Chapter 71, provides that the Department will
disclose personal records relevant to the organization's mission. The
disclosures will be made only as authorized by law.
(8) Freedom of Information Act (FOIA) Advice Disclosure. The
Department may disclose records to the Department of Justice and the
Office of Management and Budget if the Department concludes that
disclosure is desirable or necessary in determining whether particular
records are required to be disclosed under the FOIA.
(9) Disclosure to the Department of Justice (DOJ). The Department
may disclose records to the DOJ to the extent necessary for obtaining
DOJ advice on any matter relevant to an audit, inspection, or other
inquiry related to the programs covered by this system.
(10) Research Disclosure. The Department may disclose records to a
researcher if an appropriate official of the Department determines that
the individual or organization to which the disclosure would be made is
qualified to carry out specific research related to functions or
purposes of this system of records. The official may disclose records
from this system of records to that researcher solely for the purpose
of carrying out that research related to the
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functions or purposes of this system of records. The researcher shall
be required to maintain Privacy Act safeguards with respect to the
disclosed records.
(11) Congressional Member Disclosure. The Department may disclose
records to a member of Congress from the record of an individual in
response to an inquiry from the member made at the written request of
that individual. The Member's right to the information is no greater
than the right of the individual who requested it.
(12) Disclosure to the Office of Management and Budget (OMB) for
Credit Reform Act (CRA) Support. The Department may disclose records to
OMB as necessary to fulfill CRA requirements.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): The Department may
disclose to a consumer reporting agency information regarding a claim
by the Department which is determined to be valid and overdue as
follows: (1) The name, address, taxpayer identification number and
other information necessary to establish the identity of the individual
responsible for the claim; (2) the amount, status, and history of the
claim; and (3) the program under which the claim arose. The Department
may disclose the information specified in this paragraph under 5 U.S.C.
552a(b)(12) and the procedures contained in subsection 31 U.S.C.
3711(e). A consumer reporting agency to which these disclosures may be
made is defined at 31 U.S.C. 3701(a)(3).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained on a database server and in file folders in
the Principal Offices of the traveler.
RETRIEVABILITY:
Records are retrieved by social security number and by name of
individual.
SAFEGUARDS:
The system of records will be secured by permitting only designated
individuals within the Department to access the database. Furthermore,
the designated individual's access to personal computers, the network,
and the system of records will require personal identifiers and unique
passwords, which will be periodically changed to prevent unauthorized
access. The building in which the system of records is housed is
monitored by security personnel during business and non-business hours.
RETENTION AND DISPOSAL:
All records are to be retained for six years after which time they
will be destroyed in accordance with the National Archives and Records
Administration's General Records Schedule (GRS) 9, Item 3.
SYSTEM MANAGER(S) AND ADDRESS:
Deputy Chief Financial Officer, Office of the Chief Financial
Officer, U.S. Department of Education, 400 Maryland Avenue, SW.,
Washington, DC 20202
NOTIFICATION PROCEDURE:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her from the system manager. A request for
information pertaining to an individual should be in writing and should
contain: name, address, social security number and particulars
involved.
RECORD ACCESS PROCEDURE:
If you wish to gain access to your record in this system, provide
the system manager with your name, date of birth, and social security
number. Your request must meet the regulatory requirements of 34 CFR
5b.5, including proof of identity.
CONTESTING RECORD PROCEDURE:
If you wish to contest the content of a record, contact the system
manager. Your request must meet the regulatory requirements of 34 CFR
5b.7, including proof of identity.
RECORD SOURCE CATEGORIES:
Information in this system comes primarily from individuals who
submit travel vouchers for reimbursement after travel is performed.
Some of the information is obtained from the payroll and personnel
systems maintained by the Department of the Interior.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
Appendix to 18-03-05
Additional System Locations
Capitol Place, 555 New Jersey Avenue, NW, Washington, DC 20208.
Federal Building No. 6, 400 Maryland Avenue, SW Washington, DC
20202.
L'Enfant Plaza, 2100 Corridor, Washington, DC 20202.
Mary E. Switzer Building, 330 C Street, SW, Washington, DC
20202.
1990 K Street, NW, Washington, DC 20006.
Regional Office Building, 7th and D Streets, SW, Washington, DC
20202.
2100 M Street, NW, Washington, DC 20037.
1775 I Street, NW, Washington, DC 20006.
1255 22nd Street, NW, Washington, DC 20037.
400 Virginia Avenue, SW, Washington, DC 20202.
800 North Capitol Street, NW, Washington, DC 20001.
525 School Street, SW, 6th Street Entrance, Washington, DC
20407.
Union Center Plaza, 830 First Street, NE, Washington, DC 20202.
Region I McCormack PO & Ct Hs, Boston, MA 02109-4557.
Region II 65 Court St., Brooklyn, NY 11201-4916.
Region II Federal Building 150 Carlos Chardon Avenue Hato Rey,
Puerto Rico 00918-1721.
Region III 100 Penn Square East, Suite 505, Philadelphia, PA
19107.
Region IV 61 Forsyth Street, SW, Atlanta, GA 30303.
Region IV 7890 Peters Road, Suite G-100, Plantation, FL 33324.
Region V 600 Superior Avenue, E Cleveland, OH 44114.
Region V 111 North Canal Street, Chicago, IL 60606.
Region VI 1999 Bryan Street, Suite 2700, Dallas, TX 75201.
Region VII 10220 N. Executive Hills Blvd, Suite 720, Kansas
City, MO 64153-1367.
Region VIII Federal Building, 1244 Speer Blvd. Suite 310,
Denver, CO 80204-3582.
Region IX 50 United Nations Plaza, San Francisco, CA 94102-4987.
Region X Jackson Federal Bldg. 915 Second Avenue, Seattle, WA
98174-1099.
[FR Doc. 02-2995 Filed 2-6-02; 8:45 am]
BILLING CODE 4000-01-U