Federal Register / Vol. 64, No. 247 / Monday, December 27, 1999 / Notices 72389 

contact the system manager at the 

appropriate office or region where the 

original FOIA or Privacy Act requests 

were sent, or from where the response 

was received. Your request must meet 

the requirements of the Department’s 

Privacy Act regulations at 34 CFR 5b.5, 

including proof of identity. 

CONTESTING RECORD PROCEDURES: 

If you wish to contest the content of 

a record regarding you in the system of 

records, contact the system manager at 

the appropriate office or region where 

the original FOIA or Privacy Act 

requests were sent, or from where the 

response was received. Your request 

must meet the requirements of the 

Department’s Privacy Act regulations at 

34 CFR 5b.7. 

RECORD SOURCE CATEGORIES: 

Information in this system of records 

is obtained from the individual who 

submitted the request, officials of the 

Department, and official Department 

documents. 

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS 

OF THE ACT: 

None. 

Appendix to 18–04–02 

Additional System Locations 

Office of the Secretary, U.S. Department of 

Education, 400 Maryland Avenue, SW, room 

7C122, Washington, DC 20202. 

Office of the Deputy Secretary, U.S. 

Department of Education, 400 Maryland 

Avenue, SW, room 7W310, Washington, DC 

20202. 

Office of the Under Secretary, U.S. 

Department of Education, 400 Maryland 

Avenue, SW, room 6W300, Washington, DC 

20202. 

Office of Postsecondary Education, U.S. 

Department of Education, Seventh and D 

Streets, SW, room 4913, ROB–3, Washington, 

DC 20202. 

Office of the Chief Financial Officer, U.S. 

Department of Education, 400 Maryland 

Avenue, SW, room 4E223, Washington, DC 

20202. 

Office of Educational Research and 

Improvement, 555 New Jersey Avenue, NW, 

room 602E, Capitol Place, Washington, DC 

20208. 

Office of Special Education and 

Rehabilitative Services, U.S. Department of 

Education, 330 C Street, SW, Room 3613, 

Switzer Building, Washington, DC 20202. 

Office of Vocational and Adult Education, 

U.S. Department of Education, 330 C Street, 

SW, room 4064, Switzer Building, 

Washington, DC 20202. 

Office of the General Counsel, U.S. 

Department of Education, 400 Maryland 

Avenue, SW, room 6C142, Washington, DC 

20202. 

Office of Management, U.S. Department of 

Education, 400 Maryland Avenue, SW, room 

2W211, Washington, DC 20202. 

Office of Inspector General, U.S. 

Department of Education, 330 C Street, SW, 

room 4200, Switzer Building, Washington, 

DC 20202. 

Office of Elementary and Secondary 

Education, U.S. Department of Education, 

400 Maryland Avenue, SW, room 3W341, 

Washington, DC 20202. 

Office of Public Affairs, U.S. Department of 

Education, 400 Maryland Avenue, SW, room 

7E201, Washington, DC 20202. 

Office of Student Financial Assistance, 

U.S. Department of Education, Seventh and 

D Streets, SW, room 4913, ROB–3, 

Washington, DC 20202. 

Office for Civil Rights, U.S. Department of 

Education, 330 C Street, SW, room 5424, 

Switzer Building, Washington, DC 20202. 

Office of Bilingual Education and Minority 

Affairs, U.S. Department of Education, 330 C 

Street, SW, room 5616, Switzer Building, 

Washington, DC 20202. 

Office of Educational Research and 

Improvement, U.S. Department of Education, 

400 Maryland Avenue, SW, room 4W332, 

Washington, DC 20202. 

Office of Legislation and Congressional 

Affairs, U.S. Department of Education, 400 

Maryland Avenue, SW, room 7E307, 

Washington, DC 20202. 

Region I: U.S. Department of Education, 

John W. McCormack P.O. and Courthouse, 

Room 540, Post Office Square, Boston, MA 

02109–4557. 

Region II: U.S. Department of Education, 

75 Park Place, 12th Floor, New York, NY 

10278–0043. 

Region III: U.S. Department of Education, 

3535 Market Street, Room 16350, 

Philadelphia, PA 19104–3398. 

Region IV: U.S. Department of Education, 

61 Forsyth Street, SW., Suite 19T40, Atlanta, 

GA 30303. 

Region V: U.S. Department of Education, 

111 N. Canal Street, Suite 1094, Chicago, IL 

60606. 

Region VI: U.S. Department of Education, 

1200 Main Tower Building, #2260, Dallas, TX 

75202–4309. 

Region VII: U.S. Department of Education, 

10220 N. Executive Hills Blvd., 8th Floor, 

Kansas City, MO 64153–1367. 

Region VIII: U.S. Department of Education, 

Federal Office Building, 1244 Speer Blvd., 

Room 300, Denver, CO 80204–3582. 

Region IX: U.S. Department of Education, 

50 United Nations Plaza, San Francisco, CA 

94102. 

Region X: U.S Department of Education, 

room 3362, Mail Code 10–9060, 915 2nd 

Avenue, Seattle, WA 98174–1099. 

Metro Region: U.S. Department of 

Education, Office for Civil Rights, 1100 

Pennsylvania Avenue, NW., Washington, DC 

20044. 

Additional System Managers 

Region I: Deputy Regional Director, U.S. 

Department of Education, John W. 

McCormack PO and Courthouse, Room 540, 

Post Office Square, Boston, MA 02105–4557. 

Region II: Secretary’s Regional 

Representative, U.S. Department of 

Education, 75 Park Place, 12th Floor, New 

York, NY 10278–0043. 

Region III: Assistant to the Secretary’s 

Regional Representative, U.S. Department of 

Education, 3535 Market Street, Room 16350, 

Philadelphia, PA 19104–3398. 

Region IV: Deputy Secretary’s Regional 

Representative, U.S. Department of 

Education, 61 Forsyth Street, SW., Suite 

19T40, Atlanta, GA 30303. 

Region V: Secretary’s Regional 

Representative , U.S. Department of 

Education, 111 N. Canal Street, Suite 1094, 

Chicago, IL 60606. 

Region VI: Administrative Officer, U.S. 

Department of Education, 1200 Main Tower 

Building, #2260, Dallas, TX 75202–4309. 

Region VII: Secretary’s Regional 

Representative, U.S. Department of 

Education, 10220 N. Executive Hills Blvd., 

8th Floor, Kansas City, MO 64153–1367. 

Region VIII: Secretary’s Regional 

Representative, U.S. Department of 

Education, Federal Office Building, 1244 

Speer Blvd., room 300, Denver, CO 80204– 

3582. 

Region IX: Secretary’s Regional 

Representative, U.S. Department of 

Education, 50 United Nations Plaza, San 

Francisco, CA 94102. 

Region X: Secretary’s Regional 

Representative, U.S. Department of 

Education, room 3362, Mail Code 10–9060, 

915 2nd Avenue, Seattle, WA 98174–1099. 

Metro Region: Program Specialist, Office 

for Civil Rights, U.S. Department of 

Education, 1100 Pennsylvania Avenue, NW, 

Washington, DC 20044. 

18–05–03 

SYSTEM NAME: 

Federal Personnel Payroll System 

SECURITY CLASSIFICATION: 

None. 

SYSTEM LOCATION: 

Department of Interior, Bureau of 

Reclamation, Management Operations 

Center, Division of Payroll Operations, 

7333 West Jefferson Ave., Academy 

Place 1, Denver, CO 80235 

CATEGORIES OF INDIVIDUALS COVERED BY THE 

SYSTEMS: 

This system contains records on all 

employees of U.S. Department of 

Education, the National Commission of 

Library and Learning and the National 

Goals Panel. 

CATEGORIES OF RECORDS IN THE SYSTEMS: 

This system consists of a variety of 

records relating to pay and leave 

determinations made about each 

employee of the Department of 

Education, the National Commission of 

Library and Learning and the National 

Goals Panel, including the name of the 

employee, the employee’s date of birth, 

social security number, home address, 

grade, employing organization, 

timekeeper number, salary, Civil Service 

retirement fund contributions, pay plan, 

number of hours worked, annual and 

sick leave accrual rate and usage, annual 

and sick leave balance, FICA 

72390 Federal Register / Vol. 64, No. 247 / Monday, December 27, 1999 / Notices 

withholdings, Federal, state, and local 

tax withholdings, Federal Employees 

Government Life Insurance 

withholdings, garnishment documents, 

savings allotments, union and 

management association dues 

withholding, savings bonds allotments, 

and Combined Federal Campaign 

allotments. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEMS: 

5 U.S.C. 5101, et seq; 31 U.S.C. 3512; 

20 U.S.C. 3461. 

PURPOSE(S): 

The records in this system are 

maintained in order to facilitate fiscal 

operations for payroll, attendance, 

leave, insurance, tax, retirement and 

cost accounting programs; and to 

prepare related reports to other Federal 

agencies including the Department of 

the Treasury and the Office of Personnel 

Management. 

ROUTINE USES OF RECORDS MAINTAINED IN THE 

SYSTEM, INCLUDING CATEGORIES OF USERS AND 

THE PURPOSE OF SUCH USES: 

The Department of Education (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 

Privacy Act, under a computer matching 

agreement. 

(1) 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 prosecutive responsibility within the 

receiving entity’s jurisdiction. 

(2) 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. 

(3) 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 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, 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 agreed 

to provide or arrange for representation 

for the employee; 

(iv) Any Department employee in his 

or her individual capacity where the 

agency 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 Disclosures. If the 

Department determines that disclosure 

of certain records to an adjudicative 

body before which the Department is 

authorized to appear, an individual or 

entity designated by the Department or 

otherwise empowered to resolve or 

mediate disputes is relevant and 

necessary to the administrative 

litigation, 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 in an 

administrative proceeding is relevant 

and necessary to the litigation, the 

Department may disclose those records 

as a routine use to the party, counsel, 

representative or witness. 

(4) 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 an a Department 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. 

(5) 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: Complaint, 

grievance, discipline or competence 

determination proceedings. The 

disclosure may only be made during the 

course of the proceeding. 

(6) 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. 

(7) 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. 

(8) 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. 

(9) Contract 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 such a contract, the 

Department shall require the contractor 

to maintain Privacy Act safeguards as 

Federal Register / Vol. 64, No. 247 / Monday, December 27, 1999 / Notices 72391 

required under 5 U.S.C. 552a(m) with 

respect to the records in the 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 

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. 

(13) Payroll Disclosure. The 

Department may disclose records to the 

Department of the Treasury for 

preparation of payroll checks, payroll 

deductions, U.S. Saving bonds, and 

other checks to Federal, State, and local 

government agencies, non-governmental 

organizations and individuals. 

(14) Tax Disclosure. The Department 

may disclose records to the Internal 

Revenue Service and to state and local 

government agencies having taxing 

authority in order to prepare W–2 

Forms. 

(15) Personnel Management 

Disclosure. The Department may 

disclose records to the Office of 

Personnel Management, Merit Systems 

Protection Board, Equal Employment 

Opportunity Commission, and the 

Federal Labor Relations Authority 

(including the General Counsel of the 

Authority and Federal Service Impasses 

Panel) to carry out their functions. 

(16) Workers’ Compensation 

Disclosure. The Department may 

disclose records to the Department of 

Labor to make a compensation 

determination in connection with a 

claim filed by an employee for 

compensation on account of a jobconnected injury or disease. 

(17) Wage Garnishment Disclosure. 

The Department may disclose records to 

the IRS in order to respond to orders 

from IRS for garnishment of an 

employee’s pay for Federal income tax 

purposes. 

(18) Unemployment Compensation 

Disclosure. The Department may 

disclose records to state offices of 

unemployment compensation in 

connection with claims filed by former 

Department employees for 

unemployment compensation. 

(19) Association Dues Disclosure. The 

Department may disclose records to 

financial organizations designated to 

receive labor organization or 

management association dues withheld 

from an employee’s pay, in order to 

account for the amounts of the withheld 

dues which they receive. 

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 electronic 

media and in hard copy. 

RETRIEVABILITY: 

Records are retrieved by the 

employee’s name and Social Security 

number. 

SAFEGUARDS: 

Access to and use of these records are 

limited to personnel whose official 

duties require such access. Personnel 

screening is employed to prevent 

unauthorized disclosure. All physical 

access to the Department’s sites, and the 

sites of Department contractors where 

this system of records is maintained, is 

controlled and monitored by security 

personnel who check each individual 

entering the building for an employee or 

visitor badge. 

The computer system employed by 

the Department offers a high degree of 

resistance to tampering and 

circumvention. This security system 

limits data access to Department and 

contract staff on a ‘‘need to know’’ basis, 

and controls individual users’ ability to 

access and alter records within the 

system. All users of this system of 

records are given a unique user ID with 

user defined password. All interactions 

by individual users with the system are 

recorded. 

RETENTION AND DISPOSAL: 

Records submitted by the individual, 

such as allotment authorization forms, 

home address forms, and tax 

withholding forms are retained until 

superseded by new updated 

transactions whether electronically or 

paper, or until the individual leaves the 

Department. Some of these records must 

be retained for an additional period, or 

forwarded to the new employing 

agency. Records are retired to the 

Federal Personnel Records Center and 

subsequently disposed of in accordance 

with the General Records Schedules 

issued by the National Archives and 

Records Administration. 

SYSTEM MANAGER(S) AND ADDRESS: 

Director, Human Resources Systems, 

Human Resources Group, Office of 

Management, Department of Education, 

400 Maryland Ave., SW, Room 2E108, 

Washington, DC 20202. 

NOTIFICATION PROCEDURES: 

If you wish to determine whether a 

record exists regarding you in the 

system of records, contact the executive 

officer in your office. Your request must 

meet the requirements of the 

Department’s Privacy Act regulations at 

34 CFR 5b.5, including proof of identity. 

RECORD ACCESS PROCEDURES: 

If you wish to gain access to a record 

regarding you in the system of records, 

contact the executive officer in your 

office. Your request must meet the 

requirements of the Department’s 

Privacy Act regulations at 34 CFR 5b.5, 

including proof of identity. 

CONTESTING RECORD PROCEDURES: 

If you wish to contest the content of 

a record regarding you in the system of 

records, contact the executive officer in 

your office. Your request must meet the 

requirements of the Department’s 

Privacy Act regulations at 34 CFR 5b.7. 

RECORDS SOURCE CATEGORIES: 

Information in this system of records 

is obtained from individual employees, 

timekeepers and supervisors. 

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS 

OF THE ACT: 

None.