SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary, DoD/Joint Staff

SYSTEM NAME:

DoD National Capital Region Mass Transportation Benefit Program (December 9, 2011, 76 FR 76959).

SYSTEM LOCATION:

Washington Headquarters Services, Enterprise Information Technology Services Directorate, Department of Defense, 1155 Defense Pentagon, Washington, DC 20301-1155.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

DoD military and civilian personnel assigned to the National Capital Region applying for and/or obtaining a public fare transportation subsidy.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name, last four of Social Security Number (SSN), point-to-point commuting expenses, type of mass transit used, city, state, and ZIP+4 of residence, organizational affiliation of the individual, office work number, DoD email address, duty/work address, Smartrip card number, and usage history from Washington Metropolitan Area Transit Authority (WMATA).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 7905, Programs to encourage commuting by means other than single-occupancy motor vehicles; 10 U.S.C. 113, Secretary of Defense; DoD Directive 5110.4, Washington Headquarters Services (WHS); DoD Instruction 1000.27, Mass Transportation Benefit Program (MTBP); E.O. 12191, Federal facility ridesharing program; E.O. 13150, Federal Workforce Transportation; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

To manage the DoD National Capital Region Mass Transportation Benefit Program for DoD military and civilian personnel applying for and in receipt of fare subsidies.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
 
To the Department of Transportation for purposes of administering the DoD National Capital Region Public Transportation Benefit Program and/or verifying the eligibility of individuals to receive a fare subsidy pursuant to the transportation benefit program operated by the DoD.

To the Washington Metro Area Transit Authority for the purpose of crediting fare subsidies directly to the Smartrip Card of DoD military or civilian employees participating in the SmartBenefit ­program.

The DoD ‘Blanket Routine Uses’ set forth at the beginning of the Office of the Secretary of Defense compilation of systems of records notices apply to this system of records.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records in file folders and electronic storage media.

RETRIEVABILITY:

Individual’s name and last four of Social Security Number (SSN).

Safeguards:

Records are stored in a secured area accessible only to authorized personnel.  Records are accessed by the custodian of the record system and by persons responsible for using or servicing the system, who are properly screened and have a need-to-know.  Computer hardware is located in controlled areas with access limited to authorized personnel.

RETENTION AND DISPOSAL:

Destroy applications of employees no longer in the program, superseded applications, certification logs, vouchers, spreadsheets and other forms used to document the disbursement of subsidies when three (3) years old.

System Manager(s) and Address:

Chief, Defense Facilities Directorate, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Defense Facilities Directorate, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.

Written requests for information should contain the full name of the individual and last four of Social Security Number (SSN).

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.
 
Written requests for information should contain the full name of the individual, last four of Social Security Number (SSN), and include the name and number of this system of record notice and be signed by the individual.

Contesting Record Procedures:

The Office of the Secretary of Defense rules for accessing records, for contesting contents and appealing initial agency determinations are published in Office of the Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.

Record Source Categories:

Applications for mass transportation benefit program submitted by the individual.

Exemptions Claimed for the System:

None.