Federal Register / Vol. 83, No. 245 / Friday, December 21, 2018 / Notices 65705 

redesigned to more directly fund ACE 

enhancements? 

Dated: December 18, 2018. 

Brenda B. Smith, 

Executive Assistant Commissioner, Office of 

Trade. 

[FR Doc. 2018–27716 Filed 12–20–18; 8:45 am] 

BILLING CODE 9111–14–P 

DEPARTMENT OF HOMELAND 

SECURITY 

[Docket No. DHS–2018–0067] 

Privacy Act of 1974; System of 

Records. 

AGENCY: Department of Homeland 

Security. 

ACTION: Notice of a modified system of 

records. 

SUMMARY: In accordance with the 

Privacy Act of 1974, the Department of 

Homeland Security (DHS) proposes to 

modify a current DHS system of records 

titled ‘‘DHS/ALL–007 Accounts Payable 

System of Records.’’ This system of 

records allows DHS to collect and 

maintain payment records. DHS is 

updating this system of records notice 

(SORN) to change the system location 

and clarify the authorities for which the 

records are collected. DHS is also 

expanding the categories of records 

collected by including invoices, 

receipts, and bank account numbers. 

DHS is modifying routine use E and 

adding routine use F to this SORN to 

comply with Office of Management and 

Budget (OMB) Memorandum M–17–12. 

Routine use L is also being modified to 

account for sharing payment 

information with the Department of 

Treasury to determine an individual’s 

eligibility to receive federal payments. 

Additionally, this notice includes nonsubstantive changes to simplify the 

formatting and text of the previously 

published notice. 

DATES: Submit comments on or before 

January 22, 2019. This modified system 

will be effective upon publication. New 

or modified routine uses will be 

effective January 22, 2019. 

ADDRESSES: You may submit comments, 

identified by docket number DHS– 

2018–0067 by one of the following 

methods: 

• Federal e-Rulemaking Portal: http:// 

www.regulations.gov. Follow the 

instructions for submitting comments. 

• Fax: 202–343–4010. 

• Mail: Philip S. Kaplan, Chief 

Privacy Officer, Privacy Office, 

Department of Homeland Security, 

Washington, DC 20528–0655. 

Instructions: All submissions received 

must include the agency name and 

docket number DHS–2018–0067. All 

comments received will be posted 

without change to http://

www.regulations.gov, including any 

personal information provided. 

Docket: For access to the docket to 

read background documents or 

comments received, go to http://

www.regulations.gov. 

FOR FURTHER INFORMATION CONTACT: For 

general questions and for privacy issues, 

please contact: Philip S. Kaplan, 

Privacy@hq.dhs.gov, (202) 343–1717, 

Chief Privacy Officer, Privacy Office, 

Department of Homeland Security, 

Washington, DC 20528–0655. 

SUPPLEMENTARY INFORMATION: 

I. Background 

DHS is modifying and reissuing DHS/ 

ALL–007 Accounts Payable SORN. DHS 

uses records covered by this SORN to 

meet its obligation to manage 

Departmental funds and ensure that 

DHS pays its creditors, including DHS 

employees for travel related 

reimbursements, and ensures that DHS 

has an accurate accounting of money it 

owes. DHS is updating this SORN to 

provide notice that the location of 

financial management activities for all 

DHS Components will be housed at 

DHS facilities and on DHS information 

systems, instead of the Department of 

Interior as was stated in the previous 

SORN. DHS is also clarifying its 

authorities to collect accounts payable 

information. 

The Department is expanding the 

categories of records contained in this 

SORN to include bank account 

information, invoices, and receipts, to 

more accurately reflect the financial 

records needed by DHS to verify monies 

owed and track payments to 

individuals. Further, routine use E is 

being modified and routine use F is 

being added to be in conformity with 

OMB Memorandum M–17–12. Routine 

Use L is being modified to incorporate 

information sharing with the 

Department of Treasury’s ‘‘Do Not Pay’’ 

program, which determines federal 

eligibility for dispersment of payments 

by checking death records, federal debt 

records, and lists of sanctioned 

individuals. Additionally, this notice 

includes non-substantive changes to 

simplify the formatting and text of the 

previously published notice. 

This system of records does not 

include information to enable travel 

service providers under contract to the 

Federal Government to authorize, issue, 

or account for travel and travel 

reimbursements provided to individuals 

on official Federal Government 

business, which are covered under 

GSA/GOVT–4 Contracted Travel 

Services Program, 74 FR 26700 (June 3, 

2009), and GSA/GOVT–4 Contracted 

Travel Services Program, 74 FR 28048 

(June 12, 2009). 

Consistent with DHS’s information 

sharing mission, information stored in 

the DHS/ALL–007 Accounts Payable 

system of records may be shared with 

other DHS Components that have a need 

to know the information to carry out 

their national security, law enforcement, 

immigration, intelligence, or other 

homeland security functions. In 

addition, DHS may share information 

with appropriate federal, state, local, 

tribal, territorial, foreign, and 

international government agencies, 

members of the public, and other 

entities consistent with the routine uses 

set forth in this system of records notice. 

This updated system will be included in 

DHS’s inventory of record systems. 

II. Privacy Act 

The Privacy Act embodies fair 

information practice principles in a 

statutory framework governing the 

means by which Federal Government 

agencies collect, maintain, use, and 

disseminate individuals’ records. The 

Privacy Act applies to information that 

is maintained in a ‘‘system of records.’’ 

A ‘‘system of records’’ is a group of any 

records under the control of an agency 

from which information is retrieved by 

the name of an individual or by some 

identifying number, symbol, or other 

identifying particular assigned to the 

individual. In the Privacy Act, an 

individual is defined to encompass U.S. 

citizens and lawful permanent 

residents. Additionally, the Judicial 

Redress Act (JRA) provides covered 

persons with a statutory right to make 

requests for access and amendment to 

covered records, as defined by the JRA, 

along with judicial review for denials of 

such requests. In addition, the JRA 

prohibits disclosures of covered records, 

except as otherwise permitted by the 

Privacy Act. 

Below is a description of the DHS/ 

ALL–007 Accounts Payable System of 

Records. In accordance with 5 U.S.C. 

552a(r), DHS has provided a report of 

this revised system of records to the 

Office of Management and Budget and 

to Congress. 

SYSTEM NAME AND NUMBER 

Department of Homeland Security 

(DHS)/ALL–007 Accounts Payable. 

SECURITY CLASSIFICATION: 

Unclassified. 


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65706 Federal Register / Vol. 83, No. 245 / Friday, December 21, 2018 / Notices 

SYSTEM LOCATION: 

Records are maintained at several 

Headquarters locations and in 

Component offices of DHS, in both 

Washington, DC and field offices. 

SYSTEM MANAGER(S): 

The Chief Financial Officer, Financial 

Management Division, ocfo-fmd@

hq.dhs.gov, Department of Homeland 

Security, Washington, DC 20528. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

5 U.S.C. 5701 et seq., Travel, 

Transportation, and Subsistence; 44 

U.S.C. 3101; 19 U.S.C. 1451; 31 U.S.C. 

7701(c); the Chief Financial Officers Act 

of 1990, Public Law 101–576; Digital 

Accountability and Transparency Act 

(DATA Act) of 2014, Public Law 113– 

101, sec. 5; Debt Collection 

Improvement Act of 1996, Public Law 

104–134; and 6 CFR part 11, subpart 

A—Debt Collection. 

PURPOSE(S) OF THE SYSTEM: 

The purpose of this system is to 

collect and maintain information from 

individuals in connection with 

reimbursable services provided to DHS 

to ensure the Department properly pays 

these individuals. This system will 

allow DHS to maintain payment records 

and record monies owed. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Categories of individuals include any 

individual or organization that serves as 

a creditor to DHS, including parties in 

interest for which reimbursable services 

are performed and employees for travel 

related reimbursements. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Categories of records in this system 

includes: 

• Individual’s name; 

• Date of birth; 

• Employee identification number; 

• Tax identification number, which 

may be a Social Security number in 

certain instances; 

• Addresses and other general contact 

information, such as phone numbers, 

facsimile numbers, or email addresses; 

• Importer of record number; 

• Records of expenses (bills, refund 

checks, receipts, out-of-pocket travel 

expenses); 

• Records of payments; 

• Disbursement schedules; 

• Bank account information; 

• Invoices 

• Monies owed; and 

• Electronic financial institution data. 

RECORD SOURCE CATEGORIES: 

Records are obtained from DHS, its 

Components and offices, and 

individuals submitting supporting 

documentation for reimbursement. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

PURPOSES OF SUCH USES: 

In addition to those disclosures 

generally permitted under 5 U.S.C. 

552a(b) of the Privacy Act, all or a 

portion of the records or information 

contained in this system may be 

disclosed outside DHS as a routine use 

pursuant to 5 U.S.C. 552a(b)(3) as 

follows: 

A. To the Department of Justice (DOJ), 

including Offices of the United States 

Attorneys, or other federal agency 

conducting litigation or in proceedings 

before any court, adjudicative, or 

administrative body when it is relevant 

or necessary to the litigation and one of 

the following is a party to the litigation 

or has an interest in such litigation: 

1. DHS or any Component thereof; 

2. Any employee or former employee 

of DHS in his/her official capacity; 

3. Any employee or former employee 

of DHS in his/her individual capacity 

when DOJ or DHS has agreed to 

represent the employee; or 

4. The United States or any agency 

thereof. 

B. To a congressional office from the 

record of an individual in response to 

an inquiry from that congressional office 

made at the request of the individual to 

whom the record pertains. 

C. To the National Archives and 

Records Administration or General 

Services Administration pursuant to 

records management inspections being 

conducted under the authority of 44 

U.S.C. 2904 and 2906. 

D. To an agency or organization for 

the purpose of performing audit or 

oversight operations as authorized by 

law, but only such information as is 

necessary and relevant to such audit or 

oversight function. 

E. To appropriate agencies, entities, 

and persons when (1) DHS suspects or 

has confirmed that there has been a 

breach of the system of records; (2) DHS 

has determined that as a result of the 

suspected or confirmed breach there is 

a risk of harm to individuals, DHS 

(including its information systems, 

programs, and operations), the Federal 

Government, or national security; and 

(3) the disclosure made to such 

agencies, entities, and persons is 

reasonably necessary to assist in 

connection with DHS’s efforts to 

respond to the suspected or confirmed 

breach or to prevent, minimize, or 

remedy such harm. 

F. To another Federal agency or 

Federal entity, when DHS determines 

that information from this system of 

records is reasonably necessary to assist 

the recipient agency or entity in (1) 

responding to a suspected or confirmed 

breach or (2) preventing, minimizing, or 

remedying the risk of harm to 

individuals, the recipient agency or 

entity (including its information 

systems, programs, and operations), the 

Federal Government, or national 

security, resulting from a suspected or 

confirmed breach. 

G. To an appropriate federal, state, 

tribal, local, international, or foreign law 

enforcement agency or other appropriate 

authority charged with investigating or 

prosecuting a violation or enforcing or 

implementing a law, rule, regulation, or 

order, when a record, either on its face 

or in conjunction with other 

information, indicates a violation or 

potential violation of law, which 

includes criminal, civil, or regulatory 

violations and such disclosure is proper 

and consistent with the official duties of 

the person making the disclosure. 

H. To contractors and their agents, 

grantees, experts, consultants, and 

others performing or working on a 

contract, service, grant, cooperative 

agreement, or other assignment for DHS, 

when necessary to accomplish an 

agency function related to this system of 

records. Individuals provided 

information under this routine use are 

subject to the same Privacy Act 

requirements and limitations on 

disclosure as are applicable to DHS 

officers and employees. 

I. To unions recognized as exclusive 

bargaining representatives under the 

Civil Service Reform Act of 1978, 5 

U.S.C. 7111 and 7114. 

J. To the Merit Systems Protection 

Board, arbitrators, the Federal Labors 

Relations Authority, Equal Employment 

Opportunity Commission, and other 

parties responsible for the 

administration of the Federal LaborManagement Program for the purpose of 

processing any corrective actions, 

grievances, or conducting 

administrative hearings or appeals, or if 

needed in the performance of other 

similar authorized duties. 

K. To federal agencies that provide 

financial management services for DHS 

Components under a cross-servicing 

agreement for purposes such as 

budgeting, purchasing, procurement, 

reimbursement, reporting, and 

collection functions. 

L. To the Department of the Treasury 

to verify eligibility for payment and to 

effect disbursement of authorized 

payments. 

M. To the news media and the public, 

with the approval of the Chief Privacy 

Officer in consultation with counsel, 

when there exists a legitimate public 


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Federal Register / Vol. 83, No. 245 / Friday, December 21, 2018 / Notices 65707 

interest in the disclosure of the 

information, when disclosure is 

necessary to preserve confidence in the 

integrity of DHS, or when disclosure is 

necessary to demonstrate the 

accountability of DHS’s officers, 

employees, or individuals covered by 

the system, except to the extent the 

Chief Privacy Officer determines that 

release of the specific information in the 

context of a particular case would 

constitute an unwarranted invasion of 

personal privacy. 

POLICIES AND PRACTICES FOR STORAGE OF

RECORDS: 

DHS stores records in this system 

electronically or on paper in secure 

facilities in a locked drawer behind a 

locked door. The records may be stored 

on magnetic disc, tape, and digital 

media. 

POLICIES AND PRACTICES FOR RETRIEVAL OF

RECORDS: 

Records may be retrieved by an 

individual’s name, tax identification 

number/Social Security number, 

employee identification number, or 

other personal identifier referenced in 

the categories of records in the system. 

POLICIES AND PRACTICES FOR RETENTION AND

DISPOSAL OF RECORDS: 

DHS destroys records six years after 

final payment or cancellation, or longer 

if required for a business use, in 

accordance with National Archives and 

Records Administration (NARA) 

General Records Schedule 1.1, Financial 

Management and Reporting Records, 

item 010, and DAA–GRS–2013–0003– 

0001. 

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL

SAFEGUARDS: 

DHS safeguards records in this system 

according to applicable rules and 

policies, including all applicable DHS 

automated systems security and access 

policies. DHS has imposed strict 

controls to minimize the risk of 

compromising the information that is 

being stored. Access to the computer 

system containing the records in this 

system is limited to those individuals 

who have a need to know the 

information for the performance of their 

official duties and who have appropriate 

clearances or permissions. 

RECORD ACCESS PROCEDURES: 

Individuals seeking access to and 

notification of any record contained in 

this system of records, or seeking to 

contest its content, may submit a 

request in writing to the Chief Privacy 

Officer and Headquarters or 

Component’s Freedom of Information 

Act (FOIA) Officer, whose contact 

information can be found at http://

www.dhs.gov/foia under ‘‘Contact 

Information.’’ If an individual believes 

more than one Component maintains 

Privacy Act records concerning him or 

her, the individual may submit the 

request to the Chief Privacy Officer and 

Chief Freedom of Information Act 

Officer, Department of Homeland 

Security, Washington, DC 20528–0655. 

Even if neither the Privacy Act nor the 

Judicial Redress Act provide a right of 

access, certain records about you may be 

available under the Freedom of 

Information Act. 

When an individual is seeking records 

about himself or herself from this 

system of records or any other 

Departmental system of records, the 

individual’s request must conform with 

the Privacy Act regulations set forth in 

6 CFR part 5. The individual must first 

verify his or her identity, meaning that 

the individual must provide his or her 

full name, current address, and date and 

place of birth. The individual must sign 

the request, and the individual’s 

signature must either be notarized or 

submitted under 28 U.S.C. 1746, a law 

that permits statements to be made 

under penalty of perjury as a substitute 

for notarization. While no specific form 

is required, an individual may obtain 

forms for this purpose from the Chief 

Privacy Officer and Chief Freedom of 

Information Act Officer, http://

www.dhs.gov/foia or 1–866–431–0486. 

In addition, the individual should: 

• Explain why he or she believes the 

Department would have information on 

him or her; 

• Identify which Component(s) of the 

Department the individual believes may 

have the information about him or her; 

• Specify when the individual 

believes the records would have been 

created; and 

• Provide any other information that 

will help the FOIA staff determine 

which DHS Component agency may 

have responsive records. 

If an individual’s request is seeking 

records pertaining to another living 

individual, the person seeking the 

records must include a statement from 

the subject individual certifying his or 

her agreement for the requestor to access 

his or her records. 

Without the above information, the 

Component(s) may not be able to 

conduct an effective search, and the 

individual’s request may be denied due 

to lack of specificity or lack of 

compliance with applicable regulations. 

CONTESTING RECORD PROCEDURES: 

For records covered by the Privacy 

Act or covered JRA records, individuals 

may make a request for amendment or 

correction of a record of the Department 

about the individual by writing directly 

to the Department component that 

maintains the record, unless the record 

is not subject to amendment or 

correction. The request should identify 

each particular record in question, state 

the amendment or correction desired, 

and state why the individual believes 

that the record is not accurate, relevant, 

timely, or complete. The individual may 

submit any documentation that would 

be helpful. If the individual believes 

that the same record is in more than one 

system of records, the request should 

state that and be addressed to each 

component that maintains a system of 

records containing the record. 

NOTIFICATION PROCEDURES: 

See ‘‘Record Access Procedures.’’ 

EXEMPTIONS PROMULGATED FOR THE SYSTEM: 

None. 

HISTORY: 

80 FR 58289 (September 28, 2015); 73 

FR 61885 (October 17, 2008). 

Philip S. Kaplan, 

Chief Privacy Officer, Department of 

Homeland Security. 

[FR Doc. 2018–27606 Filed 12–20–18; 8:45 am] 

BILLING CODE 9110–9B–P 

DEPARTMENT OF HOMELAND 

SECURITY 

U.S. Citizenship and Immigration 

Services 

[OMB Control Number 1615–0028] 

Agency Information Collection 

Activities; Revision of a Currently 

Approved Collection: Petition To 

Classify Orphan as an Immediate 

Relative; Application for Advance 

Processing of an Orphan Petition; 

Supplement 1, Listing of an Adult 

Member of the Household; Supplement 

2, Consent To Disclose Information 

AGENCY: U.S. Citizenship and 

Immigration Services, Department of 

Homeland Security. 

ACTION: 30-Day notice. 

SUMMARY: The Department of Homeland 

Security (DHS), U.S. Citizenship and 

Immigration Services (USCIS) will be 

submitting the following information 

collection request to the Office of 

Management and Budget (OMB) for 

review and clearance in accordance 

with the Paperwork Reduction Act of 

1995. The purpose of this notice is to 

allow an additional 30 days for public 

comments. 


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