Privacy Act of 1974; Amendment to a System of Records

OFFICE OF PERSONNEL MANAGEMENT

Privacy Act of 1974; Amendment to a System of Records

AGENCY: Office of Personnel Management (OPM).

ACTION: Notice to amend a system of records.

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SUMMARY: OPM proposes to amend a system of records in its inventory of

records systems subject to the Privacy Act of 1974 (5 U.S.C. 552a), as

amended. This action is necessary to meet the requirements of the

Privacy Act to publish in the Federal Register notice of the existence

and character of record systems maintained by the agency ((5 U.S.C.

552a(e)(4)).

DATES: The changes will be effective without further notice December

27, 1999, unless comments are received that result in further

modifications.

ADDRESSES: Send written comments to the Office of Personnel Management,

ATTN: Mary Beth Smith-Toomey, Office of the Chief Information Officer,

1900 E Street, NW., Room 5415, Washington, DC 20415-7900.

FOR FURTHER INFORMATION CONTACT: Mary Beth Smith-Toomey, (202) 606-

8358.

SUPPLEMENTARY INFORMATION: This amendment changes the name and address

of the systems manager for the system of records designated as OPM/

INTERNAL 5 (Pay, Leave, and Travel Records) from Assistant Director,

Office of Contracting and Administrative Services, zip code 20415-0001,

to Chief Financial Officer, zip code 20415-1200. This amendment also

adds a new routine use which is to disclose information to the

Department of Health and Human Services on new hires and quarterly

wages as required under the Personal Responsibility and Work

Opportunity Reconciliation Act of 1996.

[[Page 61950]]

Office of Personnel Management.

Janice R. Lachance,

Director.

OPM/INTERNAL-5

SYSTEM NAME:

Pay, Leave, and Travel Records.

SYSTEM LOCATION:

Office of the Chief Financial Officer, Office of Personnel

Management, 1900 E Street NW., Washington, DC 20415, and in the office

where the individual is currently employed for use by timekeeper,

budget and finance, travel personnel, or fare subsidy program manager

or coordinator.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Current and former OPM employees.

CATEGORIES OF RECORDS IN THE SYSTEM:

This system contains various records relating to pay, leave, and

travel. This includes information such as: Name; date of birth; Social

Security Number; home address; grade; employing organization;

timekeeper number; salary; pay plan; number of hours worked; leave

accrual rate, usage, and balances; Civil Service Retirement and Federal

Retirement System contributions; FICA withholdings; Federal, State, and

local tax withholdings; Federal Employee's Group Life Insurance

withholdings; Federal Employee's Health Benefits withholdings;

charitable deductions; allotments to financial organizations;

garnishment documents; savings bonds allotments; union and management

association dues withholding allotments; travel expenses; and

information on the leave transfer program and fare subsidy program.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Includes the following with any revisions or amendments:

31 U.S.C. 66a; 5 U.S.C. 5501 et seq., 5525 et seq., 5701 et seq.,

and 6301 et seq.; Executive Order 9397; Pub. L. 100-202, Pub. L. 100-

440, and Pub. L. 101-509.

PURPOSE(S):

These records are used to administer the pay, leave, and travel

requirements of OPM and in the administration of the fare subsidy

program. These records may also be used to locate individuals for

personnel research.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES

OF USERS AND THE PURPOSES OF SUCH USES:

Routine uses 1 through 10 of the Prefatory Statement at the

beginning of OPM's system notices (60 FR 63075, effective January 17,

1996) apply to the records maintained within this system. The following

routine uses are specific to this system of records only:

a. By the Department of Labor in connection with a claim filed by

an employee for compensation due to a job-connected injury or illness.

b. By the Department of the Treasury to issue checks and U.S.

Savings Bonds.

c. By State offices of unemployment compensation with survivor

annuity or health benefits claims or records reconciliations.

d. By Federal Employee's Group Life Insurance or Health Benefits

carriers in connection with survivor annuity or health benefits claims

or records reconciliations.

e. To disclose information to the Internal Revenue Service and

State and local tax authorities.

f. To provide officials of labor organizations recognized under 5

U.S.C. Chapter 71 with information as to the identity of OPM employees

contributing union dues each pay period and the amount of dues withheld

from each contributor.

g. To disclose information 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.

h. To disclose information to any source from which additional

information is requested relevant to an OPM determination concerning an

individual's pay, leave, or travel expenses, to the extent necessary to

identify the individual, inform the source of the purpose(s) of the

request, and to identify the type of information requested.

i. To disclose information to the Office of Management and Budget

at any stage in the legislative coordination and clearance process in

connection with private relief legislation as set forth in OMB Circular

No. A-19.

j. To disclose, annually, pay data to the Social Security

Administration and the Department of the Treasury as required.

k. To disclose information to a Federal agency or Congressional

inquiry from which additional or statistical information is requested

relevant to the OPM Fare Subsidy Program.

l. To disclose information to the Department of Health and Human

Services on new hires and quarterly wages as required under the

Personal Responsibility and Work Opportunity Reconciliation Act of

1996.

DISCLOSURES TO CONSUMER REPORTING AGENCIES:

Pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made from this

system 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(a)(3)).

POLICIES AND PRACTICES OF STORING, RETRIEVING, SAFEGUARDING, RETAINING

AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

These records are maintained in an automated data base, in file

folders and loose leaf binders, and on cards and magnetic tapes.

RETRIEVABILITY:

These records are retrieved by the names, Social Security Numbers,

or OPM employee identification numbers of the individuals on whom they

are maintained.

SAFEGUARDS:

These records are located in lockable metal filing cabinets or in a

secured facility and are available only to authorized personnel whose

duties require access.

RETENTION AND DISPOSAL:

These records are maintained for varying periods of time, in

accordance with NARA General Records Schedules 2 (pay and leave) and 9

(travel). Disposal of manual records is by shredding or burning;

magnetic tapes are erased.

SYSTEM MANAGER(S) AND ADDRESS:

Chief Financial Officer, Office of Personnel Management, 1900 E

Street NW., Washington, DC 20415-1200.

NOTIFICATION PROCEDURE:

Individuals wishing to determine whether this system of records

contains information on them should contact the system manager

indicated, or the OPM regional office where the individual is or was

employed. Individuals must furnish the following for their records to

be located and identified:

a. Full name.

b. Date of birth.

c. Social Security Number.

d. OPM employment identification number.

RECORD ACCESS PROCEDURE:

Individuals wishing to request access to records about them should

contact the system manager indicated, or the OPM regional office where

the individual is or was employed. Individuals must provide the

following information for their records to be located and identified:

[[Page 61951]]

a. Full name

b. Date of birth

c. Social Security Number

d. OPM employment identification number

Individuals requesting access must also follow the OPM's Privacy

Act regulations regarding verification of identity and access to

records (5 CFR part 297).

CONTESTING RECORD PROCEDURE:

Individuals wishing to request amendment of records about them

should contact the system manager indicated , or the OPM regional

office where the individual is or was employed. Individuals must

furnish the following information for their records to be located and

identified:

a. Full name

b. Date of birth

c. Social Security Number

d. OPM employment identification number

Individuals requesting amendment must also follow the OPM's Privacy

Act regulations regarding verification of identity and amendment of

records (5 CFR part 297).

RECORD SOURCE CATEGORIES:

Information in this system of records is obtained from:

a. The individual to whom the record pertains.

b. OPM officials responsible for pay, leave, and travel

requirements.

c. Other official personnel documents of OPM.

[FR Doc. 99-29687 Filed 11-12-99; 8:45 am]

BILLING CODE 6325-01-P