48752 Federal Register / Vol. 71, No. 161 / Monday, August 21, 2006 / Notices 

GENERAL SERVICES 

ADMINISTRATION 

Privacy Act of 1974; Notice of Updated 

Systems of Records 

AGENCY: General Services 

Administration. 

ACTION: Notice. 

SUMMARY: GSA reviewed its Privacy Act 

systems to ensure that they are relevant, 

necessary, accurate, up-to-date, and 

covered by the appropriate legal or 

regulatory authority. This notice is a 

compilation of the revised and 

cancelled notices. The notice includes 

thirteen revised GSA-wide system of 

records notices that update 

administrative changes, including 

system managers, office titles, 

addresses, or locations; and cancellation 

of eighteen obsolete systems of records. 

DATES: Effective August 21, 2006. 

FOR FURTHER INFORMATION CONTACT: Call 

or e-mail the GSA Privacy Act Officer: 

telephone 202–501–1452; e-mail 

gsa.privacyact@gsa.gov. 

ADDRESSES: GSA Privacy Act Officer 

(CIB), General Services Administration, 

1800 F Street, NW., Washington, DC 

20405. 

SUPPLEMENTARY INFORMATION: GSA 

undertook and completed an agencywide review of its Privacy Act systems 

of records. As a result of the review, 

GSA is publishing updated Privacy Act 

systems of records notices and canceling 

obsolete systems. Rather than make 

numerous piecemeal revisions, GSA is 

republishing updated notices for 

thirteen of its systems and canceling 

eighteen. Nothing in the revised system 

notices indicates a change in authorities 

or practices regarding the collection and 

maintenance of information. Nor do the 

changes impact individuals’ rights to 

access or amend their records in the 

systems of records. 

The table of contents provides a list 

of the revised notices included in this 

publication and the cancelled notices. 

(See attached.) 

Dated: August 14, 2006. 

June V. Huber, 

Director, Office of Information Management. 

Table of Contents 

List of Revised Notices 

GSA/PPFM–1 Disbursement and Accounts 

Payable Files 

GSA/PPFM–3 Travel System 

GSA/PPFM–6 Employee Credit Reports 

GSA/PPFM–7 Credit Data on Individual 

Debtors 

GSA/PPFM–8 Comprehensive Human 

Resources Integrated System (CHRIS) 

GSA/PPFM–9 Payroll Accounting and 

Reporting (PAR) System 

GSA/PPFM–10 Purchase Card Program 

GSA/OEA–1 Records of Defunct Agencies 

GSA/REGADM–4 Official Correspondence 

Files 

GSA/FSS–13 Personal Property Sales 

Program 

GSA/Childcare–1 GSA Child Care Subsidy 

GSA/Transit–1 Transportation Benefits 

Records 

GSA/Gov–4 Contracted Travel Services 

Program 

List of Cancelled Notices 

GSA/HRO–6 Listing of Physicians 

GSA/HRO–7 Motor Vehicle Operator 

Applications 

GSA/HRO–38 Citizens’ Commission on 

Public Service and Compensation 

(CCPSC) Candidate and Alternate 

Member Files 

GSA/PPFM–5 Payroll, Time, and 

Attendance Reporting System 

GSA/OGC–2 Attorney Placement 

GSA/OGC–4 General Law Files 

GSA/OGC–6 Potential Employee Referrals 

GSA/REGADM–3 Biographical Sketches 

GSA/REGADM–6 Ridesharing System 

GSA/PBS–3 Incident Reporting, 

Investigation, Contingency 

Planning/Analysis, and Security Case Files 

GSA/ADTS–1 Classified Control Files 

GSA/ADTS–2 Congressional Files 

GSA/ADTS–4 Emergency Notification Files 

GSA/ADTS–5 Financial Management Files 

GSA/ADTS–7 Workload Measurement Files 

GSA/ADTS–8 Special Purpose Telephone 

Contact Listings 

GSA/FSS–9 Cataloging Action Master FileWork Measurement 

GSA/FSS–12 Accountability and Property 

Inventory Systems 

GSA/PPFM–1 

SYSTEM NAME: 

Disbursement and Accounts Payable 

Files. 

SYSTEM LOCATION: 

System records are located in GSA’s 

finance centers as follows: 

• Heartland Finance Center, 1500 

East Bannister Road, Kansas City, MO 

64131. 

• Greater Southwest Finance Center, 

819 Taylor Street, Fort Worth, TX 

76102. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Current and former employees; and 

contractual or appointed experts and 

consultants. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

The system provides for reporting 

each account’s status. Records may 

include but are not limited to name, 

address, telephone number, vendor 

identification number, and Social 

Security number. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

31 U.S.C. 3501 et seq.; 40 U.S.C. 311; 

5 U.S.C. 3109. 

PURPOSE: 

To assemble in one system 

disbursement and accounts payable 

records to GSA employees, and on 

experts and consultants procured by 

contract or by appointment. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

To the extent necessary, the records 

are available outside GSA to monitor 

and document adverse action 

proceedings and to advise on credit 

inquiries. 

The following routine uses also apply: 

a. In a legal proceeding, where 

pertinent, to which GSA is a party 

before a court or administrative body. 

b. To authorized officials engaged in 

investigating or settling a grievance, 

complaint, or appeal filed by an 

individual who is the subject of the 

record. 

c. To a Federal agency in connection 

with the hiring or retention of an 

employee; the issuance of a security 

clearance; the reporting of an 

investigation; the letting of a contract; or 

the issuance of a grant, license, or other 

benefit to the extent that the information 

is relevant and necessary to a decision. 

d. To the Office of Personnel 

Management (OPM), the Office of 

Management and Budget (OMB), or the 

Government Accountability Office 

(GAO) when the information is required 

for program evaluation purposes. 

e. To a Member of Congress or staff on 

behalf of and at the request of the 

individual who is the subject of the 

record. 

f. To an expert, consultant, or 

contractor of GSA in the performance of 

a Federal duty to which the information 

is relevant. 

g. To the National Archives and 

Records Administration (NARA) for 

records management purposes. 

h. To the Office of Management and 

Budget in connection with reviewing 

private relief legislation at any stage of 

the coordination and clearance process. 

i. To the Department of Treasury and/ 

or banking institutions so that payments 

may be made by electronic funds 

transfer (EFT). 

j. To the Department of Treasury so 

claims can be collected through cross 

servicing, Treasury Offset Program or 

the Centralized Salary Offset Program. 


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POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND, 

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Paper records are maintained in file 

folders and card files stored in filing 

cabinets, or in electronic form in 

computers. 

RETRIEVABILITY: 

Records are retrieved by name or by 

identifying number. 

SAFEGUARDS: 

Records are stored in guarded 

buildings and/or in areas controlled by 

authorized personnel. Computer files 

are protected by the use of passwords. 

RETENTION AND DISPOSAL: 

Disposition of records is in 

accordance with the Handbook, GSA 

Records Maintenance and Disposition 

System (OAD P 1820.2). 

SYSTEM MANAGER AND ADDRESS: 

Director, Financial and Accounting 

Systems Division (BOA), Office of 

Finance, Office of the Chief Financial 

Officer, General Services 

Administration, 1800 F Street, NW., 

Washington, DC 20405. 

NOTIFICATION PROCEDURE: 

Individuals may obtain information 

about whether they are part of this 

system of records from the system 

manager at the above address. 

RECORD ACCESS PROCEDURES: 

Requests to access records should be 

directed to the system manager at the 

above address. Inquiries should provide, 

as appropriate, full name, Social 

Security number, vendor number, 

address, telephone number, and the 

dates and transactions giving rise to the 

record. For identification requirements, 

refer to the agency regulations in 41 CFR 

part 105–64. 

CONTESTING RECORD PROCEDURES: 

GSA rules for access to records, and 

for contesting the contents and 

appealing initial determinations are 

provided in 41 CFR part 105–64. 

RECORD SOURCE CATEGORIES: 

The individuals themselves, 

employees, other agencies, management 

officials, and non-Federal sources such 

as private firms. 

GSA/PPFM–3 

SYSTEM NAME: 

Travel System. 

SYSTEM LOCATION: 

The system of records is located in the 

General Services Administration (GSA) 

Central Office service and staff offices 

and administrative offices throughout 

GSA. 

PERSONS COVERED BY THE SYSTEM: 

Current and former employees of GSA 

and of commissions, committees, and 

small agencies serviced by GSA, 

including persons other than full-time 

employees authorized to travel on 

Government business. 

TYPE OF RECORD SYSTEM: 

The system provides control over the 

expenditure of funds for travel, 

relocation, and related expenses. 

Therefore, provisions are made to 

authorize travel and relocation, provide 

and account for advances, and to pay for 

travel and relocation costs. The system 

contains records that may include, but 

are not limited to, name, Social Security 

Number, date of birth, residence 

address, dependents names and ages, 

duty stations, itinerary and credit data 

in the form of credit scores (examples of 

credit scores are FICO, an acronym for 

Fair Isaac Corporation, a Beacon score, 

etc.) or commercial and agency 

investigative reports showing debtors’

assets, liabilities, income, expenses, 

bankruptcy petitions, history of wage 

garnishments, repossessed property, tax 

liens, legal judgments on debts owed, 

and financial delinquencies. 

AUTHORITY FOR MAINTAINING THE SYSTEM: 

5 U.S.C. 5701–5709, 5 U.S.C. 5721–

5739, and Section 639 of the 

Consolidated Appropriations Act, 2005 

(Pub. L. 108–447). 

PURPOSE: 

To assemble in one system 

information supporting the day-to-day 

operating needs associated with 

managing the GSA travel and relocation 

programs. The system includes an 

automated information system and 

supporting documents. 

ROUTINE USES OF THE RECORD SYSTEM, 

INCLUDING TYPES OF USERS AND THEIR

PURPOSES IN USING THE SYSTEM: 

System information may be accessed 

and used by authorized GSA employees 

or contractors to conduct official duties 

associated with the management and 

operation of the travel and relocation 

program. Information from this system 

also may be disclosed as a routine use: 

a. In any legal proceeding, where 

pertinent, to which GSA is a party 

before a court or administrative body. 

b. To authorized officials engaged in 

investigating or settling a grievance, 

complaint, or appeal filed by an 

individual who is the subject of the 

record. 

c. To a Federal agency in connection 

with the hiring or retention of an 

employee; the issuance of a security 

clearance; the reporting of an 

investigation; the letting of a contract; or 

the issuance of a grant, license, or other 

benefit to the extent that the information 

is relevant and necessary to a decision. 

d. To the Office of Personnel 

Management (OPM), the Office of 

Management and Budget (OMB), or the 

Government Accountability Office 

(GAO) when the information is required 

for program evaluation purposes. 

e. To a Member of Congress or staff on 

behalf of and at the request of the 

individual who is the subject of the 

record. 

f. To an expert, consultant, or 

contractor of GSA in the performance of 

a Federal duty to which the information 

is relevant. 

g. To the National Archives and 

Records Administration (NARA) for 

records management purposes. 

h. To the Office of Management and 

Budget in connection with reviewing 

private relief legislation at any stage of 

the coordination and clearance process. 

i. To banking institutions so that 

travelers may receive travel 

reimbursements by electronic funds 

transfer (EFT). 

j. To the Department of the Treasury 

regarding overseas travel allowances 

that are excluded from taxable income, 

so that reports can be compiled and 

submitted to the Congress. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Paper records are stored in file 

folders, card files and cabinets; 

magnetic tapes and cards are stored in 

cabinets and storage libraries; and 

computer records are stored within 

computers and attached equipment. 

RETRIEVABILITY: 

Paper records are filed by name. 

Electronic records are retrievable by 

name, vendor number (an identifier 

assigned by GSA to all payees, 

including companies and individuals), 

or Social Security Number. 

SAFEGUARDS: 

System records are safeguarded in 

accordance with the requirements of the 

Privacy Act, the Computer Security Act, 

and OMB Circular A–130. Technical, 

administrative, and personnel security 

measures are implemented to ensure 

confidentiality and integrity of the 

system data stored, processed, and 

transmitted. Paper records are stored in 

secure cabinets or rooms. Electronic 


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records are protected by passwords and 

other appropriate security measures. 

DISPOSAL: 

The agency disposes of the records as 

described in the HB, GSA Records 

Maintenance and Disposition System 

(OAD P 1820.2A and CIO P 1820.1). 

SYSTEM MANAGER AND ADDRESS: 

Director, Financial Initiative Division 

(BCD), Office of Finance, Office of the 

Chief Financial Officer, General 

Services Administration, 1800 F Street, 

NW., Washington, DC 20405. 

NOTIFICATION PROCEDURE: 

Employees may obtain information 

about whether they are a part of this 

system of records from the system 

manager at the above address. 

RECORD REVIEW PROCEDURES: 

Requests from individuals for access 

to their records should be addressed to 

the system manager. 

PROCEDURE TO CONTEST A RECORD: 

GSA rules for access to systems of 

records, contesting the contents of 

systems of records, and appealing initial 

determinations are published at 41 CFR 

part 105–64. 

RECORD SOURCES: 

The sources are individuals, other 

employees, supervisors, other agencies, 

management officials, and non-Federal 

sources such as private firms. 

GSA/PPFM–6 

SYSTEM NAME: 

Employee Credit Reports. 

SYSTEM LOCATION: 

The system is located in the General 

Services Administration, Heartland 

Finance Center, Financial Information 

Control Division, 1500 East Bannister 

Road, Kansas City, MO 64131. 

PERSONS COVERED BY THE SYSTEM: 

Present and former employees who 

have refused to abide by the terms of 

their training agreement or other 

employment-related contracts, and 

thereby have incurred a liability to the 

Government. When appropriate, similar 

information is gathered on their 

spouses. 

TYPES OF RECORDS IN THE SYSTEM: 

Name and address, age, number of 

dependents, name of employer, nature 

of business, position held/time held, 

full or part-time employment, net worth 

and what it consists of, annual earned 

income, other income, reputation, credit 

record, financial records, and personal 

history. The records are used in GSA to 

investigate employees who default on 

employment-related contracts. 

AUTHORITY FOR MAINTAINING THE SYSTEM: 

31 U.S.C. 3711 (e). 

PURPOSE: 

To assemble and maintain 

information on individuals who are 

indebted to GSA and other Federal 

entities for the purpose of effecting 

enforced collections from the debtors. 

The information contained in the 

records is maintained for the purpose of 

taking action to facilitate collection and 

resolution of debts using various 

methods, including, but not limited to, 

requesting repayment of debt by 

telephone or in writing, pursuing offset, 

administrative wage garnishment, 

centralized salary offset, referral to 

collection agencies or litigation, and 

using other collection or resolution 

methods authorized or required by law. 

The information is also maintained for 

the purpose of providing collection 

information about the debt to other 

Federal entities collecting the debt, and 

providing statistical information on debt 

collection operations. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING TYPES OF USERS AND THE

PURPOSES OF SUCH USES: 

a. In any legal proceeding, where 

pertinent, to which GSA is a party 

before a court or administrative body. 

b. To authorized officials engaged in 

investigating or settling a grievance, 

complaint, or appeal filed by an 

individual who is the subject of the 

record. 

c. To a Federal agency in connection 

with the hiring or retention of an 

employee; the issuance of a security 

clearance; the reporting of an 

investigation; the letting of a contract; or 

the issuance of a grant, license, or other 

benefit to the extent that the information 

is relevant and necessary to a decision. 

d. To the Office of Personnel 

Management (OPM), the Office of 

Management and Budget (OMB), or the 

Government Accountability Office 

(GAO) when the information is required 

for program evaluation purposes. 

e. To a Member of Congress or staff on 

behalf of and at the request of the 

individual who is the subject of the 

record. 

f. To an expert, consultant, or 

contractor of GSA in the performance of 

a Federal duty to which the information 

is relevant. 

g. To the National Archives and 

Records Administration (NARA) for 

records management purposes. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

The records for both GSA and the 

expert, consultant or contractor are 

stored on paper. 

RETRIEVABILITY: 

The records are in alphabetical order 

by name. 

SAFEGUARDS: 

Correspondence between the GSA and 

the expert, consultant or contractor is 

kept in a locked cabinet in the Financial 

Information Control Division, Credit 

and Finance Section. Only persons 

given authority to do so handle this 

information. The contractor keeps his or 

her records in a secured office. 

RECORD DISPOSAL: 

The records are disposed of as 

scheduled in the handbook GSA 

Records Maintenance and Disposition 

System (OAD P 1820.2). 

SYSTEM MANAGER AND ADDRESS: 

Chief, Accounts Receivable Branch, 

Regional Finance Division, 1500 East 

Bannister Road, Kansas City, MO 64131. 

NOTIFICATION PROCEDURE: 

Obtain this information from the 

official named above. 

PROCEDURES TO ACCESS OR TO CONTEST

RECORDS: 

See 41 CFR, part 105–64 for the 

procedures. 

SOURCES OF RECORDS: 

Credit companies, individuals, 

employers/supervisors, former 

employers, banks, and GSA credit 

investigators. 

GSA/PPFM–7 

SYSTEM NAME: 

Credit Data on Individual Debtors. 

SYSTEM LOCATION: 

Records are located at the following 

GSA Central Office and regional 

addresses of the GSA Office of Finance: 

GSA Building, 1800 F Street, NW., 

Washington, DC 20405, 1500 East 

Bannister Road, Kansas City, MO 64131, 

Fritz G. Lanham Federal Building, 819 

Taylor Street, Fort Worth, TX 76102. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Individuals covered include 

employees, former employees, and other 

individuals who are indebted to GSA or 

any other agency or department of the 

United States; a State, territory or 

commonwealth of the United States, or 


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the District of Columbia (hereinafter 

collectively referred to as ‘‘States’’); or 

individuals that may become indebted 

to GSA or another agency or department 

of the United States as the result of a 

privately owned vehicle (POV) being 

involved in an accident with a GSA 

Fleet vehicle. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

The records may contain information 

from commercial and agency 

investigative reports showing debtors’

assets, liabilities, income, and expenses; 

identifying information, such as names 

and taxpayer identification numbers 

(TINs) (i.e., Social Security Numbers or 

employer identification numbers); 

debtor contact information, such as 

work and home address, and work and 

home telephone numbers; and name of 

employer and employer address. The 

records for claims against 

nongovernmental individuals (i.e., 

claims arising from vehicle accidents) 

may contain information on privately 

owned vehicles (POVs), including, but 

not limited to: (a) The owner, year, 

make, model, tag number and State of 

the vehicle; and (b) the driver’s or 

owner’s insurance company 

information, including name, address, 

telephone number and policy number. 

Debts include unpaid taxes, loans, 

assessments, fines, fees, penalties, 

overpayments, advances, extensions of 

credit from sales of goods or services, 

third party claims, and other amounts of 

money or property owed to, or collected 

by, GSA, any other Federal entity or a 

State, including past due support that is 

being enforced by a State. 

The records also may contain 

information about: (a) The debt, such as 

the original amount of the debt, the debt 

account number, the date of debt 

origination, the amount of delinquency 

or default, date of delinquency or 

default, the basis for the debt, the 

amounts accrued for interest, penalties, 

and administrative costs; and the 

payments on the account; (b) actions 

taken to collect or resolve the debt, such 

as demand letters or invoices sent, 

documents or information required for 

referral of accounts to collection 

agencies, to other Federal entities, or for 

litigation, and notes taken regarding 

telephone or other communications 

related to the collection or resolution of 

the debt; and (c) the referring or 

collecting governmental entity that is 

collecting or is owed the debt, such as 

the name, telephone number, and 

address of the governmental entity 

contact. 

AUTHORITIES FOR MAINTENANCE OF THE SYSTEM: 

5 U.S.C. 5514, 31 U.S.C.3701 and 

3702, 31 U.S.C. 3711 et seq., 31 U.S.C. 

6503, and 26 U.S.C. 6402. 

PURPOSE: 

The purpose of the system is to 

assemble and maintain information on 

individuals who are indebted to GSA, 

other Federal entities, and States for the 

purpose of effecting enforced collections 

from the debtors, including past due 

support enforced by States. The 

information contained in the records is 

maintained for the purpose of taking 

action to facilitate collection and 

resolution of debts using various 

methods, including, but not limited to, 

requesting repayment of debt by 

telephone or in writing, pursuing offset, 

levy, administrative wage garnishment, 

centralized salary offset, referral to 

collection agencies or litigation, and 

using other collection or resolution 

methods authorized or required by law. 

The information is also maintained for 

the purpose of providing collection 

information about the debt to other 

Federal entities or States collecting the 

debt, providing statistical information 

on debt collection operations, and 

testing and developing enhancements to 

computer systems containing the 

records. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THEIR PURPOSE FOR USING THE SYSTEM: 

In addition to the disclosures 

permitted under subsection (b) of the 

Privacy Act, 5 U.S.C. 552a(b), GSA may 

disclose information contained in this 

system of records without the consent of 

the subject individual if the disclosure 

is compatible with the purpose for 

which the record was collected under 

the following routine uses: 

a. In any legal proceeding, where 

pertinent, to which GSA is a party 

before a court or administrative body. 

b. To authorized officials engaged in 

investigating or settling a grievance, 

complaint, or appeal filed by an 

individual who is the subject of the 

record. 

c. To a Federal agency in connection 

with the hiring or retention of an 

employee; the issuance of a security 

clearance; the reporting of an 

investigation; the letting of a contract; or 

the issuance of a grant, license, or other 

benefit to the extent that the information 

is relevant and necessary to a decision. 

d. To any Federal agency where the 

debtor is employed or receiving some 

form of remuneration for the purpose of 

enabling that agency to collect a debt 

owed the Federal government on GSA’s 

behalf. GSA may negotiate with the 

debtor for voluntary repayment or may 

initiate administrative or salary offset 

procedures or other authorized debt 

collection methods under the provisions 

of the Debt Collection Act of 1982, 5 

U.S.C. 5514, or the Debt Collection 

Improvement Act of 1996, 31 U.S.C. 

3701 et seq. 

e. To the Office of Personnel 

Management (OPM), the Office of 

Management and Budget (OMB), or the 

Government Accountability Office 

(GAO) when the information is required 

for program evaluation purposes. 

f. To any Federal, State or local 

agency, U.S. Territory or 

commonwealth, or the District of 

Columbia, or their agents or contractors, 

including private collection agencies 

(consumer and commercial): 

(1) To facilitate the collection of debts 

through the use of any combination of 

various debt collection methods 

required or authorized by law, 

including, but not limited to: Requests 

for repayment by telephone or in 

writing; negotiation of voluntary 

repayment or compromise agreements; 

offsets of Federal payments, which may 

include the disclosure of information 

contained in the records for the purpose 

of providing the debtor with appropriate 

pre-offset notice and to otherwise 

comply with offset prerequisites, to 

facilitate voluntary repayment in lieu of 

offset, and to otherwise effectuate the 

offset process; referral of debts to private 

collection agencies, to Treasurydesignated debt collection centers, or for 

litigation; obtaining administrative and 

court-ordered wage garnishment; 

conducting debt sales; publishing names 

and identities of delinquent debtors in 

the media or other appropriate places; 

creating a Centralized Salary Offset 

program; and pursuing any other debt 

collection method authorized by law. 

(2) To conduct computerized 

comparisons to locate Federal payments 

to be made to debtors. 

(3) To conduct authorized computer 

matching programs in compliance with 

the Privacy Act of 1974, as amended, 5 

U.S.C. 552a, to identify and locate 

individuals receiving Federal payments 

(including but not limited to salaries, 

wages and benefits), which may include 

the disclosure of information contained 

in the records for the purpose of 

requesting voluntary repayment or 

implementing Federal employee salary 

offset or other offset procedures. 

(4) To collect a debt owed to GSA, 

another Federal entity, or State through 

the offset of payments made by States, 

territories, commonwealths, or the 

District of Columbia. 

(5) To account for or report on the 

status of debts for which such entity has 


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a financial or other legitimate need for 

the information in the performance of 

official duties. 

(6) To deny Federal financial 

assistance in the form of loans or loan 

guarantees to an individual who owes a 

delinquent debt to GSA or another 

Federal entity or who owes delinquent 

child support that has been referred to 

GSA for collection by administrative 

offset. 

(7) To develop, enhance, and/or test 

databases, matching communications, or 

other computerized systems that 

facilitate debt collection processes. 

(8) To provide assistance with any 

other appropriate debt collection 

purpose. 

g. To a Member of Congress or staff on 

behalf of and at the request of the 

individual who is the subject of the 

record. 

h. To any individual or entity: 

(1) To facilitate the collection of debts 

through the use of any combination of 

various debt collection methods 

required or authorized by law, 

including, but not limited to: Pursuing 

administrative or court-ordered wage 

garnishment; reporting information to 

commercial credit bureaus; conducting 

asset searches; publishing the names 

and identities of delinquent debtors in 

the media or other appropriate places; 

conducting debt sales; or initiating 

Centralized Salary Offsets. 

(2) To deny Federal financial 

assistance in the form of loans or loan 

guarantees to an individual who owes a 

delinquent debt to the United States or 

delinquent child support that has been 

referred to GSA for collection by 

administrative offset. 

(3) To pursue any other appropriate 

debt collection purpose, such as to 

credit reporting agencies or credit 

bureaus for the purpose of adding to a 

credit history file or obtaining a credit 

history file or comparable credit 

information for use in debt collection. 

As authorized by the Debt Collection 

Improvement Act of 1996, 31 U.S.C. 

3701 et seq., GSA may report current 

(not delinquent) and delinquent 

consumer or commercial debts to these 

entities to aid the collection of debts, 

typically by providing an incentive to 

the person to repay the debt in a timely 

manner. GSA may report on delinquent 

debts to the Department of Housing and 

Urban Development’s Credit Alert 

Interactive Voice Response System 

(CAIVRS). 

i. To the Internal Revenue Service and 

applicable State and local governments 

for tax reporting purposes. Under the 

provisions of the Debt Collection 

Improvement Act of 1996, 31 U.S.C. 

3701 et seq., GSA is permitted to 

provide the Department of Treasury 

with Form 1099–C information on 

canceled or forgiven debts so that the 

Department of Treasury may file the 

form on GSA’s behalf with the IRS. W–

2 and 1099 Forms contain information 

on items to be considered as income to 

an individual, including payments to 

persons not treated as employees (e.g., 

fees paid to consultants and experts) 

and amounts written-off as legally or 

administratively uncollectible in whole 

or in part. 

j. To banks enrolled in the Treasury 

Credit Card Network to collect a 

payment or debt when the individual 

has given his or her credit card number 

for this purpose. 

k. To the Department of Treasury or 

other Federal agency with whom GSA 

has entered into an agreement 

establishing the terms and conditions 

for debt collection cross servicing 

operations on behalf of GSA to satisfy, 

in whole or in part, debts owed to the 

United States. Cross servicing includes 

the possible use of all debt collections 

tools such as administrative offset, 

referral to debt collection contractors, 

and referral to the Department of Justice. 

I. To the Department of Treasury, 

government corporations, State or local 

agencies, or other Federal agencies to 

conduct computer matching programs 

for the purpose of identifying and 

locating individuals who are receiving 

Federal salaries or benefit payments and 

are delinquent in their repayment of 

debts owed to the United States under 

certain programs administered by the 

GSA in order to collect the debts under 

the provisions of the Debt Collection 

Act of 1982, as amended, 5 U.S.C. 5514, 

or the Debt Collection Improvement Act 

of 1996, 31 U.S.C. 3701 et seq., by 

voluntary payment or administrative or 

salary offset procedures. 

m. To the National Archives and 

Records Administration (NARA) for 

records management purposes. 

n. To or from the Department of 

Treasury for the purpose of allowing the 

GSA National Payroll Center (NPC) to 

participate in the Centralized Salary 

Offset (CSO) program, or similar offset 

program. Agencies must notify the 

Department of Treasury of all 

delinquent debts over 180 days past due 

so that recovery may be made by 

centralized administrative offset. This 

includes debts that GSA seeks to recover 

from the pay account of an employee of 

another agency by salary offset, or by 

another agency seeking recovery from a 

GSA employee, including client agency 

employees, by salary offset. 

o. To or from another agency or 

department of the United States when a 

GSA Fleet vehicle has been involved in 

an accident with an individual or 

commercial POV. Disclosure to 

consumer reporting agencies: 

Disclosures pursuant to 5 U.S.C. 

552a(b)(12) 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, as 

amended, 31 U.S.C. 3701(a)(3) and 

3711(e). 

p. To an expert, consultant, or 

contractor of GSA in the performance of 

a Federal duty to which the information 

is relevant. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Records are maintained in paper form 

in file folders stored in lockable filing 

cabinets and in electronic form in 

computers or on electronic media. 

RETRIEVABILITY: 

Credit data is maintained by debtor 

name and claim number and is crossreferenced with the Social Security 

Number (when available) to verify name 

and address. 

SAFEGUARDS: 

When not in use by authorized 

personnel, records are stored in lockable 

filing cabinets. Electronic files are 

protected by the use of passwords. 

RETENTION AND DISPOSAL: 

The records are a part of the GAO site 

auditing collection files and are cut off 

at the end of the fiscal year, held 1 year, 

and then retired under Record Group 

217 (GAO). Records created prior to July 

2, 1975, will be retained by GAO for 10 

years and 3 months after the period of 

the account. Records created on or after 

July 2, 1975, will be retained by GAO 

for 6 years and 3 months after the period 

of the account. 

SYSTEM MANAGER AND ADDRESS: 

Branch Chief (BCDR), Financial 

Initiatives Division, Office of Finance, 

Office of the Chief Financial Officer, 

General Services Administration, Room 

3121, 1800 F Street, NW., Washington, 

DC 20405. 

NOTIFICATION PROCEDURE: 

Inquiries by individuals under the 

Privacy Act of 1974, as amended (5 

U.S.C. 552a) regarding claims pertaining 

to themselves should be addressed to 

the system manager. All individuals 

making inquiries should provide as 

much descriptive information as 

possible to identify the particular record 

desired. The system manager will advise 


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as to whether GSA maintains the 

records requested by the individual. 

RECORD ACCESS PROCEDURES: 

Requests from individuals for access 

to records should be addressed to the 

system manager and should include the 

individual’s name and address. 

CONTESTING RECORDS PROCEDURES: 

GSA rules for contesting the contents 

of the records and for appealing initial 

determinations are promulgated in 41 

CFR 105.64. 

RECORD SOURCE CATEGORIES: 

Information in this system is obtained 

from individual debtors; credit bureaus; 

agency investigative reports; other GSA 

systems of records; Federal and State 

agencies to which debts are owed; 

Federal employing agencies and other 

entities that employ the individual; 

Federal and State agencies issuing 

payments; collection agencies; locator 

and asset search companies; Federal, 

State or local agencies furnishings 

identifying information and/or 

addresses of debtors; or from public 

documents. 

GSA/PPFM–8 

SYSTEM NAME: 

Comprehensive Human Resources 

Integrated System (CHRIS) 

SYSTEM LOCATION: 

The record system is an Oracle webbased application used by GSA Services 

and Staff Offices, Presidential Boards 

and Commissions, and small agencies 

serviced by GSA, at the addresses 

below: 

• GSA Central Office, 1800 F Street, 

NW., Washington, DC 20405. 

• National Capital Region, 7th & D 

Streets, SW., Washington, DC 20407. 

• New England Region, 10 Causeway 

Street, Boston, MA 02222. 

• Northeast and Caribbean Region, 26 

Federal Plaza, New York, NY 10278. 

• Mid-Atlantic Region, 20 N. Eighth 

Street, Philadelphia, PA 19107. 

• Southeast Sunbelt Region, 77 

Forsyth Street, Atlanta, GA 30303. 

• Great Lakes Region, 230 South 

Dearborn Street, Chicago, IL 60604. 

• The Heartland Region, 1500 East 

Bannister Road, Kansas City, MO 64131. 

• Greater Southwest Region, 819 

Taylor Street, Fort Worth, TX 76102. 

• Pacific Rim Region, 450 Golden 

Gate Avenue, San Francisco, CA 95102. 

• NARA, 9700 Page Blvd., St. Louis, 

MO. 

• NARA, 8601 Adelphi Road, College 

Park, MD 20740–6001. 

• OPM, 1900 E Street, NW., 

Washington, DC 20415. 

• OPM, 1137 Branchton Road, 

Boyers, PA 16020. 

• RRB, 844 N. Rush, Chicago, IL 

60611. 

• NCUA, 1775 Duke Street, 

Alexandria, VA 22314. 

• Export-Import Bank of the U.S., 

Washington, DC 20571. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Current and former employees of the 

General Services Administration, 

Presidential Boards and Commissions, 

and small agencies serviced by GSA, 

including persons in intern, youth 

employment, and work-study programs. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

The system contains personnel and 

training records. The records include 

information collected by operating 

officials and personnel officials 

administering programs for or about 

employees. The system has data needed 

to update the Central Personnel Data 

File (CPDF), the Enterprise Human 

Resources Integration (EHRI), and the 

Electronic Official Personnel Folder 

(eOPF) at the Office of Personnel 

Management (OPM), as well as process 

and document personnel actions. It may 

include, but is not limited to, the data 

maintained in each employee’s Official 

Personnel Folder, including: 

a. Employee’s name, Social Security 

Number, date of birth, gender, work 

schedule, type of appointment, 

education, veteran’s preference, military 

service, and race or national origin. 

b. Employee’s service computation 

date for leave, date probationary period 

began, and date of performance rating. 

c. Pay data such as pay plan, 

occupational series, grade, step, salary, 

and organizational location. 

d. Performance rating and types and 

amounts of awards. 

e. Position description number, 

special employment program, and target 

occupational series and grade. 

f. Training records that show what 

classes employees have taken. 

AUTHORITY FOR MAINTAINING THE SYSTEM: 

5 U.S.C., part III, is the authority for 

maintaining personnel information. 

Authorities for recording Social Security 

Numbers are E.O. 9397, 26 CFR 

31.6011(b)2, and 26 CFR 31.6109–1. 

PURPOSE: 

To maintain a computer based 

information system supporting the dayto-day operating needs of human 

resource operations and management. 

The system is designed to meet 

information and statistical needs of all 

types of Government organizations and 

provides a number of outputs. 

For the Office of the Chief People 

Officer, the system tracks, produces and 

stores personnel actions, and supplies 

HR data used to generate reports 

(organizational rosters, retention 

registers, retirement calculations, 

Federal civilian employment, length-ofservice lists, award lists, etc.). It also 

provides reports for monitoring 

personnel actions to determine the 

impact of GSA policies and practices on 

minorities, women, and disabled 

persons, analyzing their status in the 

work force; and for establishing 

affirmative action goals and timetables. 

The system also provides management 

data for administrative and staff offices. 

ROUTINE USES OF THE RECORDS MAINTAINED IN

THE SYSTEM, INCLUDING CATEGORIES OF USERS

AND THE PURPOSES OF SUCH USES: 

The information in the system is used 

by GSA associates and designated client 

agency representatives in the 

performance of their official duties as 

authorized by law and regulation and 

for the following routine uses: 

a. To disclose information to the 

Office of Personnel Management (OPM) 

for the Central Personnel Data File 

(CPDF) and the Enterprise Human 

Resources Integration (EHRI). 

b. To disclose information to sources 

outside GSA, including other agencies 

and persons; for employees seeking 

employment elsewhere; and for 

documenting adverse actions, 

conducting counseling sessions, and 

preparing biographical sketches on 

employees for release to other agencies 

and persons. 

c. To disclose information in the 

personnel file to GSA’s Office of the 

Chief People Officer. 

d. To disclose information to agency 

staff and administrative offices who may 

restructure the data for management 

purposes. 

e. In any legal proceeding, where 

pertinent, to which GSA is a party 

before a court or administrative body. 

f. To authorized officials engaged in 

investigating or settling a grievance, 

complaint, or appeal filed by an 

individual who is the subject of the 

record. 

g. To a Federal agency in connection 

with the hiring or retention of an 

employee; the issuance of a security 

clearance; the reporting of an 

investigation; the letting of a contract; or 

the issuance of a grant, license, or other 

benefit to the extent that the information 

is relevant and necessary to a decision. 

h. To the Office of Personnel 

Management (OPM), the Office of 

Management and Budget (OMB), or the 

Government Accountability Office 

(GAO) when the information is required 

for program evaluation purposes. 


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i. To a Member of Congress or staff on 

behalf of and at the request of the 

individual who is the subject of the 

record. 

j. To an expert, consultant, or 

contractor of GSA in the performance of 

a Federal duty to which the information 

is relevant. 

k. To the National Archives and 

Records Administration (NARA) for 

records management purposes. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, REVIEWING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Computer records are stored on a 

secure server and accessed over the web 

using encryption software. Paper 

records, when created, are kept in file 

folders and cabinets in secure rooms. 

RETRIEVABILITY: 

Records are retrieved by name, Social 

Security Number, or Employee ID. 

SAFEGUARDS: 

Computer records are protected by a 

password system. Paper output is stored 

in locked metal containers or in secured 

rooms when not in use. Information is 

released to authorized officials based on 

their need to know. 

RETENTION AND DISPOSAL: 

Records are disposed of by shredding 

or burning as scheduled in the 

handbook, GSA Records Maintenance 

and Disposition System (OAD P 1820.2). 

SYSTEM MANAGER AND ADDRESS: 

CHRIS Program Manager (CID), Office 

of the Chief Information Officer, Office 

of the Chief People Officer, General 

Services Administration, 1800 F Street, 

NW., Washington, DC 20405. 

NOTIFICATION PROCEDURE: 

Address inquiries to: Director of 

Human Resources Services (CP), Office 

of the Chief People Officer, General 

Services Administration, 1800 F Street, 

NW., Washington, DC 20405; or, for 

regional personnel records, to the 

regional Human Resources Officer at the 

addresses listed above under System 

Location. 

CONTESTING RECORD PROCEDURES: 

Rules for contesting the content of a 

record and appealing a decision are 

contained in 41 CFR 105–64. 

RECORD SOURCE CATEGORIES: 

The sources for the system 

information are the individuals 

themselves, other employees, 

supervisors, management officials, 

officials of other agencies, and record 

systems GSA/HRO–37, OPM/GOVT–1, 

and EEOC/GOVT–1. 

GSA/PPFM–9 

SYSTEM NAME: 

Payroll Accounting and Reporting 

(PAR) System. 

SYSTEM LOCATION: 

The record system is located in the 

General Services Administration (GSA) 

Heartland Finance Center in Kansas 

City, Missouri; in commissions, 

committees and small agencies serviced 

by GSA; and in administrative offices 

throughout GSA. Data is stored in an 

Oracle database (ORA2) on the HFC1 

server. The operational functionality of 

PAR is managed and utilized by the 

GSA Heartland Finance Center’s 

National Payroll Center (NPC) in Kansas 

City. 

PERSONS COVERED BY THE SYSTEM: 

Those covered are present and former 

employees of GSA and of commissions, 

committees, and small agencies serviced 

by GSA; and persons in intern, youth 

employment, and work/study programs. 

TYPE OF RECORD SYSTEM: 

PAR provides complete functionality 

for an employee’s entire service life 

from initial hire through final payment 

and submission of retirement records to 

the Office of Personnel Management 

(OPM). The system holds payroll 

records, and includes information 

received by operating officials as well as 

personnel and finance officials 

administering their program areas, 

including information regarding 

nonsupport of dependent children. The 

system also contains data needed to 

perform detailed accounting 

distributions, provide for tasks such as 

mailing checks and bonds, and 

preparing and mailing tax returns and 

reports. The record system may contain: 

a. Employee’s name, Social Security 

Number, date of birth, sex, work 

schedule, and type of appointment. 

b. Service computation date for 

assigning leave, occupational series, 

position, grade, step, salary, award 

amounts, and accounting distribution. 

c. Time, attendance, and leave; 

Federal, State, and local tax; allotments; 

savings bonds; and other pay 

allowances and deductions. 

d. Tables of data for editing, reporting, 

and processing personnel and pay 

actions, which include nature-of-action 

code, organization table, and salary 

table. 

e. Information regarding court-ordered 

payments to support dependent 

children, including amounts in arrears. 

AUTHORITY FOR MAINTAINING THE SYSTEM: 

5 U.S.C. Part III, Subparts D and E, 26 

U.S.C. Chapter 24 and 2501, and E.O. 

9397. 

PURPOSE: 

To maintain automated information 

system to support the day-to-day 

operating needs of the payroll program. 

The system can provide payroll 

statistics for all types of Government 

organizations, and allows many uses for 

each data element entered. The system 

has a number of outputs: 

For the payroll office, outputs include 

comprehensive payroll reports; 

accounting distribution of costs; leave 

data summary reports; each employee’s 

statement of earnings, deductions, and 

leave every payday; State, city, and local 

unemployment compensation reports; 

Federal, State, and local tax reports; 

Forms W–2, Wage and Tax Statement; 

and reports of withholding and 

contributions. 

For the Office of Human Resources 

Services, outputs include data for 

reports of Federal civilian employment. 

The system also provides data to GSA 

staff and administrative offices to use 

for management purposes. 

ROUTINE USES OF THE RECORD SYSTEM, 

INCLUDING TYPES OF USERS AND THEIR PURPOSE

IN USING THE SYSTEM: 

a. To disclose information to a 

Federal, State, local, or foreign agency 

responsible for investigating, 

prosecuting, enforcing, or carrying out a 

statute, rule, regulation, or order, where 

the agency becomes aware of a violation 

or potential violation of civil or criminal 

law or regulation. 

b. To disclose requested information 

to a court or other authorized agency 

regarding payment or nonpayment of 

court-ordered support for a dependent 

child. 

c. To disclose information to 

Congressional staff in response to a 

request from the person who is the 

subject of the record. 

d. To disclose information to an 

expert, consultant, or contractor of the 

agency for performing a Federal duty. 

e. To disclose information to a 

Federal, State, or local agency 

maintaining civil, criminal, 

enforcement, or other information to 

obtain information needed to make a 

decision on hiring or retaining an 

employee; issuing a security clearance; 

letting a contract; or issuing a license, 

grant, or other benefit. 

f. To disclose requested information 

to a Federal agency in connection with 

hiring or retaining an employee; issuing 

a security clearance; reporting an 

employee investigation; or clarifying a 

job. 

g. To disclose information to an 

appeal, grievance, or formal complaints 

examiner; equal employment 

opportunity investigator; arbitrator; 


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union official or other official engaged 

in investigating or settling a grievance, 

complaint, or appeal filed by an 

employee. 

h. To disclose information to the 

Office of Management and Budget for 

reviewing private relief legislation at 

any stage of the clearance process. 

i. To provide a copy of the 

Department of the Treasury Form W–2, 

Wage and Tax Statement, to the State, 

city, or other local jurisdiction that is 

authorized to tax the employee’s 

compensation. The record is provided 

by a withholding agreement between the 

State, city, or other local jurisdiction 

and the Department of the Treasury 

under 5 U.S.C. 5516, 5517, and 5520. 

j. To disclose information to the 

Office of Human Resources Services in 

reporting civilian employment. 

k. To disclose information to agency 

administrative offices who may 

restructure the data for management 

purposes. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Paper records are kept in file folders, 

within locked power files; microfiches 

in cabinets; and computer records 

within a computer and attached 

equipment. All paper records are 

secured with the National Payroll 

Center (NPC), which is a secured area at 

the GSA NPC in Kansas City, Missouri. 

RETRIEVAL: 

Records are filed by name or Social 

Security Number at each location. 

SAFEGUARDS: 

Records are stored in locked power 

files, within the NPC in Kansas City, 

when not in use by an authorized 

person. Electronic records are protected 

by a password system. The NPC is a 

secured access facility. 

DISPOSAL: 

The Heartland Finance Center 

disposes of the records by shredding or 

burning, as scheduled in the handbook 

GSA Records Maintenance and 

Disposition System (OAD P 1820.2). 

SYSTEM MANAGER AND ADDRESS: 

Director, National Payroll Center, 

General Services Administration 

(6BCY), 1500 East Bannister Road, 

Kansas City, MO 64131. 

NOTIFICATION PROCEDURE: 

An individual inquiry should be 

addressed to the system manager. 

RECORD REVIEW PROCEDURES: 

An individual request should be 

addressed to the 33 system manager. 

Furnish full name, Social Security 

Number, address, telephone number, 

approximate dates and places of 

employment, and nature of the request. 

PROCEDURE TO CONTEST A RECORD: 

GSA rules for contesting the content 

of a record and appealing an initial 

decision are in 41 CFR part 105–64. 

RECORD SOURCES: 

The sources are the individuals 

themselves, other employees, 

supervisors, officials of other agencies, 

State governments, record systems GSA/ 

HRO–37, OPM/GOVT–1, EEOC/GOVT–

1, and private firms. 

GSA/PPFM–10 

SYSTEM NAME: 

Purchase Card Program. 

SYSTEM LOCATION: 

System records are maintained by the 

Office of Finance, General Services 

Administration (GSA), at 1800 F Street, 

NW., Washington, DC 20405, and by 

designated purchase card coordinators’

offices in GSA regions. Contact the 

System Manager for additional 

information. 

PERSONS COVERED BY THE SYSTEM: 

The system includes employees of 

GSA, and of independent offices and 

commissions serviced by GSA, who 

qualify to use Federal Government 

charge cards for making authorized 

purchases for official business. 

TYPE OF RECORD SYSTEM: 

The system provides control over 

expenditure of funds through the use of 

Federal Government purchase cards. 

System records include: 

a. Personal information on charge 

card users, including names, home or 

business telephone numbers and 

addresses, Social Security Numbers, 

date of birth, employment information, 

and credit data in the form of credit 

scores (examples of credit scores are 

FICO, an acronym for Fair Isaac 

Corporation, a Beacon score, etc.) or 

commercial and agency investigative 

reports showing debtors’ asset, 

liabilities, income, expenses, 

bankruptcy petitions, history of wage 

garnishments, repossessed property, tax 

liens, legal judgments on debts owed, 

and financial delinquencies; and 

b. Account processing and 

management information, including 

charge card transactions, contractor 

monthly reports showing charges to 

individual account numbers, account 

balances, and other data needed to 

authorize, account for, and pay 

authorized purchase card expenses. 

AUTHORITY FOR MAINTAINING THE SYSTEM: 

41 U.S.C. 252a, 252b, 427, 428; E.O. 

12931, and Section 639 of the 

Consolidated Appropriations Act, 2005 

(Pub. L. 108–447). 

PURPOSE: 

To establish and maintain a system 

for operating, controlling, and managing 

the purchase card program involving 

commercial purchases by authorized 

Government employees. 

ROUTINE USES OF THE RECORD SYSTEM, 

INCLUDING TYPES OF USERS AND THEIR

PURPOSES IN USING THE SYSTEM: 

System information may be accessed 

and used by authorized GSA employees 

or contractors to conduct official duties 

associated with the management and 

operation of the purchase card program. 

Information from this system also may 

be disclosed as a routine use: 

a. In any legal proceeding, where 

pertinent, to which GSA is a party 

before a court or administrative body. 

b. To authorized officials engaged in 

investigating or settling a grievance, 

complaint, or appeal filed by an 

individual who is the subject of the 

record. 

c. To a Federal agency in connection 

with the hiring or retention of an 

employee; the issuance of a security 

clearance; the reporting of an 

investigation; the letting of a contract; or 

the issuance of a grant, license, or other 

benefit to the extent that the information 

is relevant and necessary to a decision. 

d. To the Office of Personnel 

Management (OPM), the Office of 

Management and Budget (OMB), or the 

Government Accountability Office 

(GAO) when the information is required 

for program evaluation purposes. 

e. To a Member of Congress or staff on 

behalf of and at the request of the 

individual who is the subject of the 

record. 

f. To an expert, consultant, or 

contractor of GSA in the performance of 

a Federal duty to which the information 

is relevant. 

g. To the National Archives and 

Records Administration (NARA) for 

records management purposes. 

h. To the GSA Office of Finance for 

debt collection purposes (see GSA/ 

PPFM–7). 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Information may be collected on 

paper or electronically and may be 

stored on paper or on electronic media, 

as appropriate. 


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RETRIEVAL: 

Records are retrievable by a personal 

identifier or by other appropriate type of 

designation approved by GSA. 

SAFEGUARDS: 

System records are safeguarded in 

accordance with the requirements of the 

Privacy Act, the Computer Security Act, 

and OMB Circular A–130. Technical, 

administrative, and personnel security 

measures are implemented to ensure 

confidentiality and integrity of the 

system data stored, processed, and 

transmitted. Paper records are stored in 

secure cabinets or rooms. Electronic 

records are protected by passwords and 

other appropriate security measures. 

DISPOSAL: 

Disposition of records is according to 

the National Archives and Records 

Administration (NARA) guidelines, as 

set forth in the handbook, GSA Records 

Maintenance and Disposition System 

(OAD P 1820.2A and cia P 1820.1), and 

authorized GSA records schedules. 

SYSTEM MANAGER AND ADDRESS: 

Director, Financial Initiative Division 

(BCD), Office of Finance, Office of the 

Chief Financial Officer, General 

Services Administration, 1800 F Street, 

NW., Washington, DC 20405. 

NOTIFICATION PROCEDURE: 

A Privacy Act Statement on the 

purchase card data collection form 

notifies individuals of the purpose and 

uses of the information they provide. 

Employees may obtain information 

about whether they are a part of this 

system of records from the system 

manager at the above address. 

RECORD REVIEW PROCEDURES: 

Requests from individuals for access 

to their records should be addressed to 

the system manager. 

PROCEDURE TO CONTEST A RECORD: 

GSA rules for access to systems of 

records, contesting the contents of 

systems of records, and appealing initial 

determinations are published at 41 CFR 

part 105–64. 

RECORD SOURCES: 

Information is obtained from 

individuals submitting charge card 

applications, monthly contractor 

reports, purchase records, managers, 

other agencies, non-Federal sources 

such as private firms, and other agency 

systems containing information 

pertaining to the purchase card 

program. 

GSA/OEA–1 

SYSTEM NAME: 

Records of Defunct Agencies. 

LOCATION: 

The system of records is located in the 

GSA regional office building, 7th & D 

Streets, SW., Washington, DC 20407, 

and at the GSA National Payroll Center, 

6BCY, 1500 E. Bannister Road, Kansas 

City, MO 64131–3088. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Employees of defunct agencies, 

including but not limited to, 

presidential commissions, committees, 

small agencies, and boards, whose 

records the GSA services under a 

reimbursable agreement. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Payroll and financial records, 

including but not limited to, time and 

attendance cards, payment vouchers, 

employee health benefit records, 

requests for deductions, tax forms, 

including W–2 forms, overtime requests, 

leave data, retirement records, and 

vendor register and payment tapes. 

AUTHORITY FOR MAINTAINING THE SYSTEM: 

5 U.S.C. Part III, Subparts D and E, 26 

U.S.C. Chapter 24 and 3501, E.O. 9397, 

and 31 U.S.C. 1531. 

PURPOSE: 

To notify the public of the routine use 

and storage of payroll, personnel and 

financial records stored by GSA for 

defunct agencies that are sensitive in 

nature. 

ROUTINE USES OF THE RECORDS IN THE SYSTEM, 

INCLUDING TYPES OF USERS AND THE PURPOSES

OF THE USES: 

The GSA uses the records for 

concluding the administrative 

operations of the defunct agency. 

Routine uses include providing a copy 

of an employee’s Department of the 

Treasury Form W–2, and Wage and Tax 

Statement, to the State, city, or other 

local jurisdiction that has authority to 

tax the employee’s pay. The agency also 

provides a record under a withholding 

agreement between a State, city, or other 

jurisdiction and the Department of the 

Treasury under 5 U.S.C. 5516, 5517, and 

5520, or in response to the written 

request of an authorized official of the 

taxing jurisdiction to the Director, GSA 

National Payroll Center (6BCY), 1500 

East Bannister Road, Kansas City, MO 

64131–3088. The request must include 

a copy of the statute or ordinance 

showing the authority of the jurisdiction 

to tax the employee based on place of 

residence, place of employment, or 

both. 

Under a withholding agreement 

between a city and the Department of 

the Treasury (5 U.S.C. 5520), the GSA 

furnishes copies of executed city tax 

withholding certificates to the city in 

response to a written request from the 

proper city official to the GSA official 

named in the paragraph above. 

Records are also released to the 

Government Accountability Office for 

audits and to the Internal Revenue 

Service for use in investigations. 

Additional routine uses are: 

a. To disclose a record to the 

appropriate Federal, State, or local 

agency responsible for investigating, 

prosecuting, enforcing, or implementing 

a statute, rule, or regulation, or order, 

where the GSA becomes aware of an 

indication of a violation, or potential 

violation of a civil or criminal law or 

regulation. 

b. In any legal proceeding, where 

pertinent, to which GSA is a party 

before a court or administrative body. 

c. To authorized officials engaged in 

investigating or settling a grievance, 

complaint, or appeal filed by an 

individual who is the subject of the 

record. 

d. To a Federal agency in connection 

with the hiring or retention of an 

employee; the issuance of a security 

clearance; the reporting of an 

investigation; the letting of a contract; or 

the issuance of a grant, license, or other 

benefit to the extent that the information 

is relevant and necessary to a decision. 

e. To the Office of Personnel 

Management (OPM), the Office of 

Management and Budget (OMS), or the 

Government Accountability Office 

(GAO) when the information is required 

for program evaluation purposes. 

f. To an expert, consultant, or 

contractor of GSA in the performance of 

a Federal duty to which the information 

is relevant and a physician to conduct 

a fitness-for-duty examination of a GSA 

officer or employee. 

g. To disclose a record to the OPM 

concerning pay, benefits, retirement 

deductions, and other information 

needed under that agency’s 

responsibility to evaluate Federal 

personnel management. 

h. To the National Archives and 

Records Administration (NARA) for 

records management purposes. 

To the extent that official personnel 

records in the GSA’s custody are 

covered 40 within systems of records 

published by the OPM as Governmentwide records, the records are considered 

part of the Government-wide system. 

Other personnel records covered by 

notices published by the GSA and 

considered to be separate systems of 

records may be transferred to the OPM 


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under personnel programs as a routine 

use. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Paper records are in file folders and 

card files. Microfiche records on 

microfiche sheets are stored in cabinets. 

CD–ROMs and floppy disks are stored 

in file cabinets. 

RETRIEVABILITY: 

Payroll records are retrievable by 

social security number and other 

records by name. 

SAFEGUARDS: 

When not in use by an authorized 

person, the records are stored in locked 

metal containers or in secured rooms. 

RETENTION AND DISPOSAL: 

The Division Director of the Agency 

Liaison Division disposes of the records 

as scheduled in the handbook, GSA 

Records Maintenance and Disposition 

System (OAD P 1820.2). 

SYSTEM MANAGER AND ADDRESS: 

The system managers are the Director, 

Agency Liaison Division (WB–E), 

General Services Administration, 7th & 

D Streets, SW., Washington, DC 20407 

and the GSA National Payroll Center, 

6BCY, 1500 E. Bannister Road, Kansas 

City, MO 64131–3088. 

NOTIFICATION PROCEDURE: 

Requests to review or receive a copy 

of a record should be sent to the system 

manager named above. 

RECORD ACCESS PROCEDURE: 

See 41 CFR part 105–64, published in 

the Federal Register, for the procedures. 

Address your written request to review 

or copy records to the system manager, 

with the words ‘‘Privacy Act Request’’

written on the letter and on the 

envelope. 

CONTESTING RECORD PROCEDURE: 

See 41 CFR part 105–64. 

RECORD SOURCES: 

When it shuts down, the agency that 

the GSA services, publishes a notice in 

the Federal Register transferring 

administrative responsibility for the 

records to the GSA. 

GSA/REGADM–4 

SYSTEM NAME: 

Official Correspondence Files. 

SYSTEM LOCATION: 

The system is located in the offices of 

the Regional Administrators listed 

below. 

New England Region (R1), Office of 

the Regional Administrator (1A), Room 

1008, 10 Causeway Street, Boston, MA 

02222. 

Southeast Sunbelt Region (R4), Office 

of the Regional Administrator (4A), 77 

Forsyth Street, Atlanta, GA 30303. 

The Heartland Region (R6), Office of 

the Regional Administrator (6A), 1500 

East Bannister Road, Kansas City, MO 

64131. 

Greater Southwest Region (R7), Office 

of the Regional Administrator (7A), 819 

Taylor Street, Fort Worth, TX 76102. 

Rocky Mountain Region (R8), Office 

of the Regional Administrator (8A), 

Building 41, Denver Federal Center, 

Denver CO 80225–0006. 

Pacific Rim Region (R9), Office of the 

Regional Administrator (9A), 450 

Golden 42 Gate Avenue, San Francisco, 

CA 94102–3400. 

Northwest/Arctic Region (R10), Office 

of the Regional Administrator (10A), 

400 15th Street SW., Auburn, WA 

98001. 

INDIVIDUALS COVERED BY THE SYSTEM: 

The individuals are those who 

correspond with the Regional 

Administrators regarding savings bond 

campaigns, employees receiving letters 

of appreciation or commendation, 

Members of Congress, mayors and their 

staffs, and other persons. 

TYPES OF RECORDS IN THE SYSTEM: 

The records are incoming letters, 

background material, and outgoing 

letters to the persons named in the 

system. The system serves as a record 

and reference source of correspondence 

in the offices of the Regional 

Administrators. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

The authority for maintaining the 

system comes from Title 5, U.S.C., 

section 301. 

ROUTINE USES OF THE RECORDS IN THE SYSTEM, 

INCLUDING THE TYPES OF USERS AND THEIR

PURPOSES IN USING THE SYSTEM: 

a. In any legal proceeding, where 

pertinent, to which GSA is a party 

before a court or administrative body. 

b. To authorized officials engaged in 

investigating or settling a grievance, 

complaint, or appeal filed by an 

individual who is the subject of the 

record. 

c. To a Federal agency in connection 

with the hiring or retention of an 

employee; the issuance of a security 

clearance; the reporting of an 

investigation; the letting of a contract; or 

the issuance of a grant, license, or other 

benefit to the extent that the information 

is relevant and necessary to a decision. 

d. To the U.S. Department of Justice 

or in a proceeding before a court or 

adjudicative body when: 

1. GSA, including any component or 

employee being represented by GSA or 

the U.S. Department of Justice, has an 

interest in the litigation or proceeding; 

2. GSA deems disclosure necessary 

and relevant to the nature of the 

proceedings; and 

3. GSA determines that disclosure is 

compatible with the purpose for which 

the record was compiled. 

e. To the Office of Personnel 

Management (OPM), the Office of 

Management and Budget (OMB), or the 

Government Accountability Office 

(GAO) when the information is required 

for program evaluation purposes. 

f. To a Member of Congress or staff on 

behalf of and at the request of the 

individual who is the subject of the 

record. 

g. To an expert, consultant, or 

contractor of GSA in the performance of 

a Federal duty to which the information 

is relevant. 

h. To the National Archives and 

Records Administration (NARA) for 

records management purposes. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF SYSTEM RECORDS: 

STORAGE: 

Paper records are kept in file folders; 

electronic records are stored in 

computers and attached equipment. 

RETRIEVAL: 

Records are filed alphabetically by 

name of person or firm. 

SAFEGUARDS: 

Access is limited to the Regional 

Administrator and staff who have a 

need to know. 

RETENTION AND DISPOSAL: 

The schedules in the handbook, GSA 

Records Maintenance and Disposition 

System (GAD P 1820.2A), govern the 

disposal of the records. 

SYSTEM MANAGERS AND ADDRESSES: 

The officials responsible for the 

record system are the Regional 

Administrators at the addresses given at 

the beginning of this notice. 

NOTIFICATION PROCEDURE: 

A requester may learn whether the 

system contains a record on him-or 

herself from the Regional 

Administrators at the addresses given 

above. 

RECORD ACCESS PROCEDURE: 

A request to view a record must be 

addressed to the Regional Administrator 

at one of the addresses given above. 


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CONTESTING RECORD PROCEDURE: 

For GSA rules to contest the content 

of a record or to appeal a denial of a 

request to amend a record, see 41 CFR 

part 105–64, published in the Federal 

Register. 

RECORD SOURCES: 

The sources are the correspondence 

and related records. 

GSA/FSS–13 

SYSTEM NAME: 

Personal Property Sales Program. 

SYSTEM LOCATION: 

System records are maintained by the 

General Services Administration (GSA) 

at several locations. A complete list of 

the locations is available from the 

System Manager. 

INDIVIDUALS COVERED BY THE SYSTEM: 

The system will include those 

individuals 45 who request to be added 

to GSA bidders’ mailing lists, register to 

bid on GSA sales, and enter into 

contracts to buy Federal personal 

property at sales conducted by GSA. 

RECORDS IN THE SYSTEM: 

The system contains information 

needed to identify potential and actual 

bidders and awardees, and transaction 

information involving personal property 

sales. System records include: 

a. Personal information provided by 

bidders and buyers, including names, 

phone numbers, addresses, Social 

Security Numbers, and credit card 

numbers or other banking information; 

and 

b. Contract information on Federal 

personal property sales, including 

whether payment was received, the 

form of the payment, notices of default, 

and contract claim information. 

AUTHORITY FOR MAINTAINING THE SYSTEM: 

40 U.S.C. 121 (c) and 40 U.S.C. 541, 

et seq. 

PURPOSE: 

To establish and maintain a system of 

records for conducting public sales of 

Federal personal property by GSA. 

ROUTINE USES OF THE SYSTEM RECORDS, 

INCLUDING CATEGORIES OF USERS AND THEIR

PURPOSES FOR USING THE SYSTEM: 

System information may be accessed 

and used by authorized GSA employees 

or contractors to prepare for and 

conduct personal property sales, 

administer sales contracts, perform 

oversight or maintenance of the GSA 

electronic systems and, when necessary, 

for sales contract litigation or nonprocurement suspension or debarment 

purposes. 

INFORMATION FROM THIS SYSTEM ALSO MAY BE

DISCLOSED AS A ROUTINE USE: 

a. In any legal proceeding, where 

pertinent, to which GSA is a party 

before a court or administrative body. 

b. To authorized officials engaged in 

investigating or settling a grievance, 

complaint, or appeal filed by an 

individual who is the subject of the 

record. 

c. To a Federal agency in connection 

with the hiring or retention of an 

employee; the issuance of a security 

clearance; the reporting of an 

investigation; the letting of a contract; or 

the issuance of a grant, license, or other 

benefit to the extent that the information 

is relevant and necessary to a decision. 

d. To the Office of Personnel 

Management (OPM), the Office of 

Management and Budget (OMB), or the 

Government Accountability Office 

(GAO) when the information is required 

for program evaluation purposes. 

e. To a Member of Congress or his or 

her staff on behalf of and at the request 

of the individual who is the subject of 

the record. 

f. To an expert, consultant, or 

contractor of GSA in the performance of 

a Federal duty to which the information 

is relevant. 

g. To the GSA Office of Finance for 

debt collection purposes (see GSA/ 

PPFM–7). 

h. To the National Archives and 

Records Administration (NARA) for 

records management purposes. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF SYSTEM RECORDS: 

STORAGE: 

Information may be collected on 

paper or electronically and may be 

stored on paper or on electronic media, 

as appropriate. 

RETRIEVABILITY: 

Records are retrievable by a personal 

identifier or by other appropriate type of 

designation approved by GSA. 

SAFEGUARDS: 

System records are safeguarded in 

accordance with the requirements of the 

Privacy Act, the Computer Security Act, 

and OMB Circular A-130. Technical, 

administrative, and personnel security 

measures are implemented to ensure 

confidentiality and integrity of the 

system data stored, processed, and 

transmitted. Paper records are stored in 

secure cabinets or rooms. Electronic 

records are protected by passwords and 

other appropriate security measures. 

RETENTION AND DISPOSAL: 

Disposition of records is according to 

the National Archives and Records 

Administration (NARA) guidelines, as 

set forth in the handbook, GSA Records 

Maintenance and Disposition System 

(OAD P 1820.2), and authorized GSA 

records schedules. 

SYSTEM MANAGER AND ADDRESS: 

Director, Property Management 

Division (FBP), Federal Supply Service, 

General Services Administration, 2200 

Crystal Drive, Crystal Plaza 4, Arlington, 

VA 22202. 

NOTIFICATION PROCEDURE: 

Individuals may submit a request on 

whether a system contains records about 

them to the system manager at the above 

address. 

RECORD ACCESS PROCEDURES: 

Requests from individuals for access 

to their records should be addressed to 

the system manager. 

CONTESTING RECORD PROCEDURES: 

GSA rules for access to systems of 

records, contesting the contents of 

systems of records, and appealing initial 

determinations are published in the 

Federal Register, 41 CFR part 105–64. 

RECORD SOURCE CATEGORIES: 

Information is provided by 

individuals who wish to participate in 

the GSA personal property sales 

program, and system transactions 

designed to gather and maintain data 

and to manage and evaluate the Federal 

personal property disposal program. 

GSA/Childcare-1 

SYSTEM NAME: 

Child Care Subsidy. 

SYSTEM LOCATION: 

This system of records is maintained 

by the Office of the Chief People Officer 

(C), 1800 F Street, NW., Washington, 

DC. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

The individuals in the system are 

employees of the General Services 

Administration who voluntarily apply 

for child care subsidies. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Application forms for child care 

subsidy containing personal 

information, including employee 

(parent) name, Social Security Number, 

grade, home and work numbers 

addresses, telephone numbers, total 

income, number of dependent children, 

and number of children on whose behalf 

the parent is applying for a subsidy; 

information on child care providers 

used, including name, address, provider 

license number and State where issued, 


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tuition cost, and provider tax 

identification number; and copies of IRS 

Form 1040 and 1040A for verification 

purposes. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

Pub. L. 106–58 and E.O. 9397. 

PURPOSE: 

To establish and verify GSA 

employees’ eligibility for child care 

subsidies in order for GSA to provide 

monetary assistance to its employees. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

Information from this system may be 

disclosed as a routine use: 

a. In any legal proceeding, where 

pertinent, to which GSA is a party 

before a court or administrative body. 

b. To authorized officials engaged in 

investigating or settling a grievance, 

complaint, or appeal filed by an 

individual who is the subject of the 

record. 

c. To a Federal agency in connection 

with the hiring or retention of an 

employee; the issuance of a security 

clearance; the reporting of an 

investigation; the letting of a contract; of 

the issuance of a grant, license, or other 

benefit to the extent that the information 

is relevant and necessary to a decision. 

d. To the Office of Personnel 

Management (OPM), the Office of 

Management and Budget (OMB), or the 

Government Accountability Office 

(GAO) when the information is required 

for program evaluation purposes. 

e. To a Member of Congress or staff on 

behalf of and at the request of the 

individual who is the subject of the 

record. 

f. To an expert, consultant, or 

contractor of GSA in the performance of 

a Federal duty to which the information 

is relevant. 

g. To the National Archives and 

Records Administration (NARA) for 

records management purposes. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Information may be collected on 

paper or electronically and may be 

stored as paper forms or on computers. 

RETRIEVABILLITY: 

By name; may also be crossreferenced to Social Security Number. 

SAFEGUARDS: 

When not in use by an authorized 

person, paper records are stored in 

lockable metal file cabinets or secured 

rooms. Electronic records are protected 

by the use of passwords. 

RETENTION AND DISPOSAL: 

Disposition of records is according to 

the National Archives and Records 

Administration (NARA) guidelines, as 

set forth in the handbook, GSA Records 

Maintenance and Disposition System 

(OAD P 1820.2) and authorized GSA 

records schedules. 

SYSTEM MANAGER AND ADDRESS: 

Office of the Chief People Officer (C), 

Office of Human Capital Management 

(CH), General Services Administration, 

1800 F Street, NW., Washington, DC 

20405. 

NOTIFICATION PROCEDURE: 

Individuals may submit a request on 

whether a system contains records about 

them to: Office of the Chief People 

Officer (C), General Services 

Administration, 1800 F Street, NW., 

Washington, DC 20405. 

RECORD ACCESS PROCEDURES: 

Requests from individuals for access 

to their records should be addressed to 

the system manager. 

CONTESTING RECORD PROCEDURES: 

GSA rules for access to systems of 

records, contesting the contents of 

systems of records, and appealing initial 

determinations are published in the 

Federal Register, 41 CFR part 105–64. 

RECORD SOURCE CATEGORIES: 

Information is provided by GSA 

employees who apply for child care 

subsidies. Furnishing of the information 

is voluntary. 

GSA/Transit–1 

SYSTEM NAME: 

Transportation Benefits Records. 

SYSTEM LOCATION: 

System records are maintained by the 

Office of the Chief People Officer (C), 

1800 F Street, NW., Washington, DC 

20405; and by each of GSA’s regional 

offices. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Employees applying for transit 

subsidies for use of public 

transportation and van pools to and 

from the workplace. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Record categories may include name, 

home address, Social Security Number, 

work organization and location, mode of 

transportation, and commuting costs. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

E.O. 13150; 26 U.S.C. 132(f); and 

Federal Employees Clean Air Incentives 

Act (section 2(a) of Pub. L. 103–172, 

found at 5 U.S.C. 7905), as amended. 

PURPOSE: 

To establish and maintain systems for 

providing transportation fringe benefits 

to employees who use mass 

transportation to commute to and from 

work. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSE OF SUCH USES: 

System information is used to 

determine the eligibility of applicants 

for transportation benefits and to 

disburse benefits to eligible employees 

through the Department of 

Transportation. Information also may be 

disclosed as a routine use: 

a. In any legal proceeding, where 

pertinent, to which GSA is a party 

before a court or administrative body. 

b. To authorized officials engaged in 

investigating or settling a grievance, 

complaint, or appeal filed by an 

individual who is the subject of the 

record. 

c. To a Federal agency in connection 

with the hiring or retention of an 

employee; the issuance of a security 

clearance; the reporting of an 

investigation; the letting of a contract; or 

the issuance of a grant, license, or other 

benefit to the extent that the information 

is relevant and necessary to a decision. 

d. To the Office of Personnel 

Management (OPM), the Office of 

Management and Budget (OMB), or the 

Government Accountability Office 

(GAO) when the information is required 

for program evaluation purposes. 

e. To a Member of Congress or staff on 

behalf of and at the request of the 

individual who is the subject of the 

record. 

f. To an expert, consultant, or 

contractor of GSA in the performance of 

a Federal duty to which the information 

is relevant. 

g. To the National Archives and 

Records Administration (NARA) for 

records management purposes. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

System records are stored 

electronically and on paper. 

RETRIEVABILITY: 

Records may be retrieved by name, 

Social Security Number, or other 

identifier in the system. 

SAFEGUARDS: 

Records are safeguarded in 

accordance with the Privacy Act and the 

Computer Security Act. Technical, 

administrative, and personnel security 

measures ensure confidentiality and 


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integrity of system data. Access is 

limited to 53 authorized individuals. 

RETENTION AND DISPOSAL: 

Applications will be maintained for as 

long as the applicant is an eligible 

participant in the subsidy program. 

System records are retained and 

disposed of according to GSA records 

maintenance and disposition schedules 

and the requirements of the National 

Archives and Records Administration 

(NARA). 

SYSTEM MANAGER AND ADDRESS: 

Office of the Chief People Officer (C), 

Office of Human Capital Management 

(CH), General Services Administration, 

1800 F Street, NW, Washington, DC 

20405. 

NOTIFICATION PROCEDURES: 

Inquiries should be directed to the 

system manager at the above address. 

RECORD ACCESS PROCEDURES: 

Requests for access to records should 

be directed to the system manager. GSA 

rules for accessing records under the 

Privacy Act are provided in 41 CFR part 

105–64. 

RECORD CONTESTING PROCEDURES: 

Requests to correct records should be 

directed to the system manager. GSA 

rules for contesting record contents and 

for appealing determinations are 

provided in 41 CFR part 105–64. 

RECORD SOURCE CATEGORIES: 

Sources for information in the system 

are: employees submitting applications 

for transit subsidies. 

GSA/GOVT–4 

SYSTEM NAME: 

Contracted Travel Services Program. 

SYSTEM LOCATION: 

System records are located at the 

service providers under contract with a 

Federal agency and at the Federal 

agencies using the contracts. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Individuals covered by the system are 

Federal employees authorized to 

perform official travel, and individuals 

being provided travel by the Federal 

government. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

System records include a traveler’s 

profile containing: name of individual; 

Social Security Number; employee 

identification number; home and office 

telephones; home address; home and 

office e-mail addresses; emergency 

contact name and telephone number; 

agency name, address, and telephone 

number; air travel preference; rental car 

identification number and car 

preference; hotel preference; current 

passport and/or visa number(s); credit 

card numbers and related information; 

bank account information needed for 

electronic funds transfer; frequent 

traveler account information (e.g., 

frequent flyer account numbers); trip 

information (e.g., destinations, 

reservation information); travel 

authorization information; travel claim 

information; monthly reports from 

travel agent(s) showing charges to 

individuals, balances, and other types of 

account analyses; and other official 

travel related information. 

AUTHORITIES FOR MAINTENANCE OF THE SYSTEM: 

31 U.S.C. 3511, 3512, and 3523; 5 

U.S.C. Chapter 57; and implementing 

Federal Travel Regulations (41 CFR 

parts 300–304). 

PURPOSE: 

To establish a comprehensive 

beginning-to-end travel services system 

containing information to enable travel 

service providers under contract to the 

Federal government to authorize, issue, 

and account for travel and travel 

reimbursements provided to individuals 

on official Federal government business. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: INFORMATION IN

THE SYSTEM MAY BE DISCLOSED AS A ROUTINE

USE AS FOLLOWS: 

a. To a Federal, State, local, or foreign 

agency responsible for investigating, 

prosecuting, enforcing, or carrying out a 

statute, rule, regulation, or order, where 

agencies become aware of a violation or 

potential violation of civil or criminal 

law or regulation. 

b. To another Federal agency or a 

court when the Federal government is 

party to a judicial proceeding. 

c. To a Member of Congress or staff on 

behalf and at the requests of the 

individual who is the subject of the 

record. 

d. To a Federal agency employee, 

expert, consultant, or contractor in 

performing a Federal duty for purposes 

of authorizing, arranging, and/or 

claiming reimbursement for official 

travel, including, but not limited to, 

traveler profile information. 

e. To a credit card company for billing 

purposes, including collection of past 

due amounts. 

f. To an expert, consultant, or 

contractor in the performance of a 

Federal duty to which the information 

is relevant. 

g. To a Federal agency by the 

contractor in the form of itemized 

statements or invoices, and reports of all 

transactions, including refunds and 

adjustments to enable audits of charges 

to the Federal government. 

h. To a Federal agency in connection 

with the hiring or retention of an 

employee; the issuance of a security 

clearance; the reporting of an 

investigation; the letting of a contract; or 

the issuance of a grant, license, or other 

benefit to the extent that the information 

is relevant and necessary to a decision. 

i. To an authorized appeal or 

grievance examiner, formal complaints 

examiner, equal employment 

opportunity investigator, arbitrator, or 

other duly authorized official engaged 

in investigation or settlement of a 

grievance, complaint, or appeal filed by 

an employee to whom the information 

pertains. 

j. To the Office of Personnel 

Management (OPM), the Office of 

Management and Budget (OMB), or the 

Government Accountability Office 

(GAO) when the information is required 

for program evaluation purposes. 

k. 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. 

l. To a travel services provider for 

billing and refund purposes. 

m. To a carrier or an insurer for 

settlement of an employee claim for loss 

of or damage to personal property 

incident to service under 31 U.S.C. 

3721, or to a party involved in a tort 

claim against the Federal government 

resulting from an accident involving a 

traveler. 

n. To a credit reporting agency or 

credit bureau, as allowed and 

authorized by law, for the purpose of 

adding to a credit history file when it 

has been determined that an 

individual’s account with a creditor 

with input to the system is delinquent. 

o. Summary or statistical data from 

the system with no reference to an 

identifiable individual may be released 

publicly. 

p. To the National Archives and 

Records Administration (NARA) for 

records management purposes. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, REVIEWING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Paper records are stored in file 

cabinets. Electronic records are 

maintained within a computer (e.g., PC, 

server, etc.) and attached equipment. 


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RETRIEVABILITY: 

Paper records are filed by a traveler’s 

name and/or Social Security Number/ 

employee identification number at each 

location. Electronic records are 

retrievable by any attribute of the 

system. 

SAFEGUARDS: 

Paper records are stored in lockable 

file cabinets or secured rooms. 

Electronic records are protected by a 

password system and a FIPS 140–2 

compliant encrypted Internet 

connection. Information is released only 

to authorized users and officials on a 

need-to-know basis. 

RETENTION AND DISPOSAL: 

Records kept by a Federal agency are 

maintained in accordance with the 

General Records Retention Schedules 

issued by the National Archives and 

Records Administration (NARA). 

SYSTEM MANAGER AND ADDRESS: 

Assistant Commissioner, Office of 

Transportation and Property 

Management (FB), Federal Acquisition 

Service, General Services 

Administration, Room 300, 2200 Crystal 

Drive, Arlington, VA 20406. 

NOTIFICATION PROCEDURE: 

Inquiries from individuals should be 

addressed to the appropriate 

administrative office for the agency that 

is authorizing and/or reimbursing their 

travel. 

RECORDS ACCESS PROCEDURES: 

Requests from individuals should be 

addressed to the appropriate 

administrative office for the agency that 

is authorizing and/or reimbursing their 

travel. Individuals must furnish their 

full name and/or Social Security 

Number to the authorizing agency for 

their records to be located and 

identified. 

CONTESTING RECORD PROCEDURES: 

Individuals wishing to request 

amendment of their records should 

contact the appropriate administrative 

office for the agency that authorized 

and/or reimbursed their travel. 

Individuals must furnish their full name 

and/or Social Security Number along 

with the name of the authorizing 

agency, including duty station where 

they were employed at the time travel 

was performed. 

RECORD SOURCE CATEGORIES: 

The sources are the individuals 

themselves, employees, travel 

authorizations, credit card companies, 

and travel service providers. 

[FR Doc. 06–7003 Filed 8–18–06; 8:45 am] 

BILLING CODE 6820–34–M 


sroberts on PROD1PC70 with NOTICES