Effective Date: July 3, 2002
(67 F.R. 44658)
SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS REQUIRED BY THE PRIVACY ACT OF 1974
System number: 60-0305
System name:
SSA Mass Transportation Subsidy Program System/Social Security
Administration/Office of Personnel
Security classification:
None.
System location:
Social Security Administration
Office of Human Resources
Office of Personnel
6401 Security Boulevard
Baltimore, Maryland 21235
and SSA Regional Offices, Centers for Human Resources (SSA Headquarters).
Social Security Administration
Boston Regional Office
J.F.K. Federal Building, Room 1900
Boston, Massachusetts 02203
Social Security Administration
New York Regional Office, Room 40-102
26 Federal Plaza
New York, NY 10278
Social Security Administration
Philadelphia Regional Office
300 Spring Garden Street
Philadelphia, Pennsylvania 19123
Social Security Administration
Atlanta Regional Office
61 Forsyth Street, S.W. Suite 22T64
Atlanta, Georgia 30303-8907
Social Security Administration
Chicago Regional Office
Harold Washington Social Security Center
P.O. Box 8280, 10th Floor
Chicago, Illinois 60680-8280
Social Security Administration
Dallas Regional Office
1301 Young Street, Suite 500
Dallas, Texas 75202-5433
Social Security Administration
Kansas City Regional Office
Richard Bolling Federal Building, Room 436
601 East 12th Street
Kansas City, Missouri 64106
Social Security Administration
Denver Regional Office
Federal Office Building
1961 Stout Street, Room 325
Denver, Colorado 80294
Social Security Administration
San Francisco Regional Office
Frank Hagel Federal Building
P.O. Box 4200
Richmond, California 94801
Social Security Administration
Seattle Regional Office
701 Fifth Avenue
Suite 2900, M/S 301
Seattle, Washington 98104-7075
Social Security Administration
Office of Central Operations
Center for Management Support
1500 Woodlawn Drive
Room 7030 Security West Tower
Baltimore, Maryland 21241-1500
Categories of individuals covered by the system:
This system covers SSA employees who are applicants for or participants in SSA's
Mass Transportation Subsidy Program.
Categories of records in the system:
Records in the system include any paper and electronic records required by SSA
to administer the mass transportation subsidy program in accordance with legal
requirements. Paper records may include: copies of applications and
certifications; distribution lists; correspondence to applicants/participants;
and administrative reports. Electronic records may include data from the
employee applications and may contain information reflecting: the distribution
of transit passes and authorized cash reimbursements to program participants;
names, office addresses, telephone and fax numbers for Local Transit
Coordinators; the frequency of transit benefit distributions; transit benefit
amounts received by participants during distributions; and the form and method
by which transit passes are issued to program participants. Paper and
electronic records may include information related to program
applicants/participants such as: names; Social Security numbers; office
addresses; office telephone numbers; bargaining unit status; transit providers
and monthly transportation costs; and names, office addresses and office
telephone numbers of supervisors.
Authority for maintenance of the system:
5 U.S.C. § 7905, 26 U.S.C. § 132(f), and Executive Order 13150.
Purpose(s):
Information in the system will be used to administer the SSA Mass Transportation
Subsidy Program. Specifically, the information will assist SSA in managing
and verifying the scheduling and distribution of transportation subsidies, in
accounting for funds expended under the SSA Mass Transportation Subsidy Program,
and in ensuring the integrity of the program.
Routine uses of records maintained in the system, including categories of users
and the purposes of such uses:
Disclosures may be made for routine uses as indicated below. However,
disclosure of any information constituting "return or return information" within
the scope of the Internal Revenue Code (IRC) (26 U.S.C. § 6103) will not be
disclosed unless disclosure is authorized by that statute.
1. To the Office of the President for the purpose of responding to an individual
pursuant to an inquiry received from that individual or from a third party on
his or her behalf.
2. To a congressional office in response to an inquiry from that office made at the
request of the subject of a record.
3. To the Department of Transportation (DOT), so that it may correctly purchase and
distribute transit passes to employees; verify employee eligibility and
participation in the program, and account to SSA for funds expended in
administering SSA's Mass Transportation Subsidy Program.
4. To
a Federal agency for the purpose of responding to surveys and preparing reports
on mass transportation subsidy programs, including compliance with applicable
laws and executive orders relating to such programs.
5. To
the Internal Revenue Service (IRS) and to State and local government tax
agencies in response to inquiries regarding an employee's receipt of qualified
transportation fringe benefits.
6. To
the Department of Justice (DOJ), a court, or other tribunal, or other party
before such tribunal when:
a) SSA, or any component thereof, or
b) any SSA employee in his/her official capacity; or
c) any SSA employee in his/her individual capacity where DOJ (or SSA where it is
authorized to do so) has agreed to represent the employee; or
d) the United States or any agency thereof where SSA determines that the litigation
is likely to affect the operations of SSA or any of its components is a party to litigation or has an interest in such litigation, and SSA
determines that the use of such records by DOJ, a court, or other tribunal is
relevant and necessary to the litigation, provided, however, that in each case,
SSA determines that such disclosure is compatible with the purpose for which the
records were collected.
Wage and other information which are subject to disclosure provisions of the IRC
(26 U.S.C. § 6103) will not be disclosed under this routine use unless
disclosure is expressly permitted by the IRC.
7. To
other Federal agencies having the power to subpoena records, for example, the
Internal Revenue Service (IRS) or the Civil Rights Commission, in response to a
subpoena for information contained in this system of records.
8. To
the Equal Employment Opportunity Commission (EEOC) when requested in connection
with investigations into alleged or possible discriminatory practices in the
Federal sector, examination of Federal affirmative employment programs,
compliance by Federal agencies with the Uniform Guidelines on Employee Selection
Procedures, or other functions vested in the Commission.
9. To the Federal Labor Relations Authority, the General Counsel, the Federal
Mediation and Conciliation Service, the Federal Service Impasses Panel, or an
arbitrator when information is requested in connection with investigations of
allegations of unfair practices, matters before an arbitrator or the Federal
Service Impasses Panel.
10. To student volunteers, individuals working under a personal services contract,
and other individuals performing functions for SSA but technically not having
the status of agency employees, if they need access to the records in order to
perform their assigned agency functions.
11. Non-tax return information which is not restricted from disclosure by federal
law may be disclosed to the General Services Administration (GSA) and the
National Archives and Records Administration (NARA) under 44 U.S.C. § 2904 and §
2906, as amended by NARA Act of 1984, for the use of those agencies in
conducting records management studies.
12. We may disclose information to appropriate Federal, State, and local agencies,
entities, and persons when (1) we suspect or confirm that the security or
confidentiality of information in this system of records has been compromised;
(2) we determine that as a result of the suspected or confirmed compromise there
is a risk of harm to economic or property interests, identity theft or fraud, or
harm to the security or integrity of this system or other systems or programs of
SSA that rely upon the compromised information; and (3) we determine that
disclosing the information to such agencies, entities, and persons is necessary
to assist in our efforts to respond to the suspected or confirmed compromise and
prevent, minimize, or remedy such harm. SSA will use this routine use to respond
only to those incidents involving an unintentional release of its records.
Disclosure to Consumer Reporting Agencies:
Disclosure pursuant to 5 U.S.C. § 552a(b)(12) may be made 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, et. Seq.) as
amended. The disclosure will be made in accordance with 31 U.S.C. §
3711(e) when authorized by sections 204(f), 808(e), or 1631(b)(4) of the Social
Security Act (42 U.S.C. 404(f), 1008(e), or 1383(b)(4)). The purpose of
this disclosure is to aid in the collection of outstanding debts owed to the
Federal government, typically, to provide an incentive for debtors to repay
delinquent Federal government debts by making these debts part of their credit
records. The information to be disclosed is limited to the individual's
name, address, SSN, and other information necessary to establish the
individual's identity, the amount, status, and history of the debt and the
agency or program under which the debt arose.
Policies and practices for storing, retrieving, accessing, retaining and
disposing of records in the system:
Storage:
Records are maintained in both electronic and paper form at the system locations
identified above.
Retrievability:
Records are retrieved by employee name and/or SSN.
Safeguards:
Only authorized personnel who have a need for the information in the performance
of official duties will be permitted access to the information in this system of
records.
Retention and disposal:
Records in this system are retained for three years at which time they are
destroyed. The means of disposal will be appropriate to the storage medium
(e.g., deletion of individual electronic records or shredding of paper records).
System manager(s) and address(es):
For Paper Files - In Headquarters:
Associate Commissioner
Office of Personnel
Office of Human Resources
Social Security Administration
6401 Security Boulevard
Baltimore, Maryland 21235
In the Field:
Center for
Human Resources, Office of the Regional Commissioner (see systems location above
for addresses).
For Electronic Records:
Associate Commissioner
Office of Personnel
Office of Human Resources
Social Security Administration
6401 Security Boulevard
Baltimore, Maryland 21235
Notification procedure(s):
An individual can determine if this system contains a record about him/her by
writing to the systems manager(s) at the above address and providing his/her
name, SSN or other information that may be in the system of records that will
identify him/her. An individual requesting notification of records in
person should provide the same information, as well as provide an identity
document, preferably with a photograph, such as a driver’s license. If an
individual does not have identification documents sufficient to establish
his/her identity, the individual must certify in writing that he/she is the
person claimed to be and that he/she understands that the knowing and willful
request for, or acquisition of, a record pertaining to another individual under
false pretenses is a criminal offense.
If notification is requested by telephone, an individual must verify his/her
identity by providing identifying information that parallels the record to which
notification is being requested. If it is determined that the identifying
information provided by telephone is insufficient, the individual will be
required to submit a request in writing or in person. If an individual is
requesting information by telephone on behalf of another individual, the subject
individual must be connected with SSA and the requesting individual in the same
phone call. SSA will establish the subject individual’s identity (his/her
name, SSN, address, date of birth and place of birth along with one other piece
of information such as mother’s maiden name) and ask for his/her consent in
providing information to the requesting individual.
If a request for notification is submitted by mail, an individual must include a
notarized statement to SSA to verify his/her identity or must certify in the
request that he/she is the person claimed to be and that he/she understands that
the knowing and willful request for, or acquisition of, a record pertaining to
another individual under false pretenses is a criminal offense. These
procedures are in accordance with SSA Regulations (20 C.F.R.§ 401.40).
Record access procedure(s):
Same as "Notification" procedures. Requesters also should reasonably
specify the record contents they are seeking. These procedures are in
accordance with SSA Regulations (20 C.F.R. 401.50).
Contesting record procedure(s):
Same as "Notification" procedures. Requesters also should reasonably
identify the record, specify the information they are contesting, and state the
corrective action sought and the reasons for the correction with supporting
justification showing how the record is untimely, incomplete, inaccurate or
irrelevant. These procedures are in accordance with SSA Regulations (20
C.F.R. 401.65).
Record source categories:
Information in this system of records is:
(1) supplied directly by the individual;
(2) supplied by the Department of Transportation; or
(3) supplied by SSA officials.
Systems exempted from certain provisions of the Privacy Act:
None.
Privacy Policy