Federal Register / Vol. 88, No. 168 / Thursday, August 31, 2023 / Notices 60269 

To a Federal, state, local, or other 

governmental agency maintaining civil 

or criminal violation records, or other 

pertinent information, such as 

employment history, background 

investigations, or personal or 

educational background, to obtain 

information relevant to VA’s hiring, 

transfer, or retention of an employee, 

issuance of a security clearance, letting 

of a contract, or issuance of a license, 

grant, or other benefit. The disclosure of 

the names and addresses of Veterans 

and their dependents from VA records 

under this routine use must also comply 

with the provisions of 38 U.S.C. 5701. 

11. State or Local Agencies, for 

Employment 

To a state, local, or other 

governmental agency, upon its official 

request, as relevant and necessary to 

that agency’s decision on the hiring, 

transfer, or retention of an employee, 

the issuance of a security clearance, the 

letting of a contract, or the issuance of 

a license, grant, or other benefit by that 

agency. The disclosure of the names and 

addresses of Veterans and their 

dependents from VA records under this 

routine use must also comply with the 

provisions of 38 U.S.C. 5701. 

POLICIES AND PRACTICES FOR STORAGE OF

RECORDS: 

Records in this system will be stored 

in a computerized database. The system 

will operate on servers, located on the 

VA EC MAG, Region 1 and Region 2, or 

Region 3. Data backups will reside on 

appropriate media, according to normal 

system backup plans for VA Enterprise 

Operations. 

POLICIES AND PRACTICES FOR RETRIEVAL OF

RECORDS: 

Records in this system may be 

retrieved by: 

1. Organization Name. 

2. Contact Name. 

3. Email Address. 

4. Web Address. 

5. Area Code and Phone Number. 

6. Zip Code. 

7. County Code (NaCO). 

8. State(s). 

9. Service Area Limits (if any). 

10. Year Established. 

POLICIES AND PRACTICES FOR RETENTION AND

DISPOSAL OF RECORDS: 

Records are maintained and disposed 

of in accordance with the schedule 

approved by the Archivist of the United 

States, DAA–0015–2018–0003, 7 years 

from the date the records were last 

modified or updated. 

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL

SAFEGUARDS: 

VA staff and contractors will have 

access to the system via VA Intranet and 

local connections, for operations, 

management and maintenance purposes 

and tasks. Access to the Intranet portion 

of the system is done through VA PIV 

authentication and role-based access 

control at officially approved access 

points. Small business owners and 

Veteran entrepreneurs will establish and 

maintain user ID’s and passwords for 

accessing the VetBiz Portal using VA’s 

DS Logon, ID.me or Login.gov through 

Access VA. Policy regarding issuance of 

user-ids and passwords is formulated in 

VA by the Office of Information and 

Technology, Washington, DC. The 

system is configured so that access to 

the public data elements in the database 

does not lead to access to the non-public 

data elements. 

RECORD ACCESS PROCEDURES: 

Individuals seeking information on 

the existence and content of records in 

this system pertaining to them should 

contact the system manager in writing 

as indicated above. A request for access 

to records must contain the requester’s 

full name, address, telephone number, 

be signed by the requester, and describe 

the records sought in sufficient detail to 

enable VA personnel to locate them 

with a reasonable amount of effort. 

CONTESTING RECORD PROCEDURES: 

Individuals seeking to contest or 

amend records in this system pertaining 

to them should contact the system 

manager in writing as indicated above. 

A request to contest or amend records 

must state clearly and concisely what 

record is being contested, the reasons 

for contesting it, and the proposed 

amendment to the record. 

NOTIFICATION PROCEDURES: 

Generalized notice is provided by the 

publication of this notice. For specific 

notice, see Record Access Procedure, 

above. E 

EXEMPTIONS PROMULGATED FOR THE SYSTEM: 

None. 

HISTORY: 

87 FR 1007 (January 7, 2022). 

[FR Doc. 2023–18874 Filed 8–30–23; 8:45 am] 

BILLING CODE P 

DEPARTMENT OF VETERANS 

AFFAIRS 

Advisory Committee on Minority 

Veterans, Notice of Meeting 

The Department of Veterans Affairs 

(VA) gives notice under the Federal 

Advisory Committee Act, 5. U.S.C. 

ch.10, that the Advisory Committee on 

Minority Veterans will virtually meet on 

September 28, 2023 via Microsoft 

Teams. The meeting sessions will begin, 

and end as follows: 

Dates Times 

September 28, 

2023.

11:00 a.m.–2:30 p.m.— 

Eastern Standard Time 

(EST). 

This meeting is open to the public. 

The purposes of the Committee is to 

advise the Secretary of Veterans Affairs 

with respect to the administration of 

benefits by VA for Veterans who are 

minority group members, by reviewing 

reports and studies on compensation, 

health care, rehabilitation, outreach and 

other benefits and services administered 

by the Department. 

On September 28, the Committee will 

receive briefings and updates from the 

VA Deputy Chief of Staff, Center for 

Minority Veterans, and Board of 

Veterans Appeals. The Committee will 

receive public comments from 1:45 p.m. 

to 2:00 p.m. EST. The Committee will 

conduct an after-action review. 

Individuals who wish to provide 

public comment are invited to submit a 

1–2-page summary of their comments 

no later than September 21, 2023 for 

inclusion in the official meeting record. 

Members of the public may also submit 

written statements for the Committee’s 

review to Mr. Dwayne Campbell, at 

Dwayne.Campbell3@va.gov. 

To access the Microsoft Teams 

meeting, dial the number shown here: 1 

872–701–0185, 886289631# Phone 

Conference ID: 886 289 631#. 

Any member of the public seeking 

additional information should contact 

Mr. Dwayne Campbell or Mr. Ronald 

Sagudan at (202) 461–6191. 

Dated: August 28, 2023. 

Jelessa M. Burney, 

Federal Advisory Committee Management 

Officer. 

[FR Doc. 2023–18884 Filed 8–30–23; 8:45 am] 

BILLING CODE P 

DEPARTMENT OF VETERANS 

AFFAIRS 

Privacy Act of 1974; System of 

Records 

AGENCY: Department of Veterans Affairs 

(VA), Office of Information of 

Technology, Financial Service Center 

(FSC). 

ACTION: Notice of modified system of 

records. 

SUMMARY: Individuals Submitting 

Invoices-Vouchers for Payment and 

Accounting Transactional Data-VA 

(13VA047) is a compilation of records 


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60270 Federal Register / Vol. 88, No. 168 / Thursday, August 31, 2023 / Notices 

received, controlled, managed, and 

employed for payment processing; 

general accounting; benefit payment 

distribution to veterans and their 

families; commercial vendor invoices 

for contract and reimbursement 

expenditures; payroll payments; and 

commercial government procurement 

and contracting data. 

DATES: Comments on this modified 

system of records must be received no 

later than 30 days after date of 

publication in the Federal Register. If 

no public comment is received during 

the period allowed for comment or 

unless otherwise published in the 

Federal Register by VA, the modified 

system of records will become effective 

a minimum of 30 days after date of 

publication in the Federal Register. If 

VA receives public comments, VA shall 

review the comments to determine 

whether any changes to the notice are 

necessary. 

ADDRESSES: Written comments may be 

submitted through www.Regulation.gov; 

by mail or hand-delivery to Director, 

Regulation Policy and Management 

(00REG), Department of Veterans 

Affairs, 810 Vermont Ave. NW, Room 

1064, Washington, DC 20420; or by fax 

to (202) 273–9026 (not a toll-free 

number). Comments should indicate 

that they are submitted in response to 

‘‘Individuals Submitting InvoicesVouchers for Payment and Accounting 

Transactional Data-VA’’ (13VA047). 

Copies of comments received will be 

available for public inspection in the 

Office of Regulation Policy and 

Management, Room 1063B, between the 

hours of 8:00 a.m. and 4:30 p.m., 

Monday through Friday (except 

holidays). Please call (202) 461–4902 for 

an appointment. (This is not a toll-free 

number.) In addition, comments may be 

viewed online at www.Regulations.gov. 

FOR FURTHER INFORMATION CONTACT: 

Jonathan Lindow, Director, Operations 

and Management Division, Financial 

Services Center, 7600 Metropolis Dr., 

Austin, TX 78744, Jonathan.Lindow@

va.gov, 512–568–0626. 

SUPPLEMENTARY INFORMATION: The Pointof-Contact (POC), system manager and 

routine uses are being modified in this 

‘‘Individuals Submitting Invoices 

Vouchers for Payment and Accounting 

Transactional Data-VA’’ (13VA047), 

along with some changes to covered 

systems. Individuals Submitting 

Invoices-Vouchers for Payment and 

Accounting Transactional Data-VA is a 

VA-wide financial management system 

of records utilized in VA’s IT 

accounting systems for payment of 

benefits, vendor payments, invoice 

payment processing, payroll purposes, 

and acquisition records pertinent to 

maintaining acquisition methods, costs 

and processes. Information is collected 

from recipients, vendors, VA 

administrations, medical centers, and 

other Federal entities for rendering 

payment. This includes information on 

businesses and persons as a business 

conducting business with VA. Business/ 

person’s names may be duplicative 

requiring another method to ensure the 

correct business/person is identified. 

Data Universal Numbers (DUNs), 

Unique Entity Identifier (UEI) and/or 

Tax Identification Numbers (TINs) or 

Employment Identification Numbers 

(EIN) are used by businesses. In some 

cases, persons will use their social 

security number (SSN) as the TIN. 

Updated authorities by which the data 

is collected are 31 U.S. Code 3512— 

Executive Agency Accounting and other 

Financial Management Reports and 

Plans; Federal Managers’ Financial 

Integrity Act section 2 of 1982; Federal 

Financial Management Improvement 

Act of 1996; E-Government Act of 2002 

title III., Federal Information Security 

Management Act (FISMA); Clinger 

Cohen Act of 1996; 38 CFR part 17 

17.120–17.132; OMB Circular A–123, 

Management’s Responsibility for 

Internal Control. 

Additional Routine Uses were added 

based on revised guidelines to A–108 

and updated standards for agency 

breach notification. Moreover, VA must 

be able to provide its own initiative 

information that pertains to a violation 

of laws to law enforcement authorities 

in order for them to investigate and 

enforce those laws. Under 38 U.S.C. 

5701(a) and (f), VA may only disclose 

the names and addresses of veterans and 

their dependents to Federal entities 

with law enforcement responsibilities. 

This is distinct from the authority to 

disclose records in response to a 

qualifying request from a law 

enforcement entity, as authorized by 

Privacy Act subsection 5 U.S.C. 

552a(b)(7). VA will administer financial 

and transactional information through 

benefit disbursement consuming HIPPA 

related data thus amending the routine 

uses to include: 14. Federal Agencies, 

Hospitals, for Referral by VA.; 15. NonVA Doc, for Referral to VA; 25. Claims 

Representatives; and 26. Third Party, for 

Benefit or Discharge. Location of the 

system of records is a notable change to 

being stored, managed, and secured 

within a momentum cloud application. 

Numerical order of routine uses from 

original SORN listing to revised version 

is amended to the below agency 

standardized format including the first 

ten routine uses: 

1. Congress. 

2. Data breach response and remedial 

efforts. 

3. Data breach response and remedial 

efforts with another Federal agency. 

4. Law Enforcement. 

5. Litigation. 

6. Contractors. 

7. EEOC. 

8. FLRA. 

9. MSPB. 

10. NARA & GSA. 

Data breach response and remedial 

efforts. VA may, on its own initiative, 

disclose information from this system to 

appropriate agencies, entities, and 

persons when (1) VA suspects or has 

confirmed that there has been a breach 

of the system of records; (2) the 

Department has determined that as a 

result of the suspected or confirmed 

compromise there is a risk of harm to 

individuals, the Department (including 

its information systems, programs, and 

operations), the Federal Government, or 

national security; and (3) the disclosure 

is to agencies, entities, or persons whom 

VA determines are reasonably necessary 

to assist or carry out the Department’s 

efforts to respond to the suspected or 

confirmed compromise and prevent, 

minimize, or remedy such harm. This 

routine use permits disclosures by the 

Department to respond to a suspected or 

confirmed data breach, including the 

conduct of any risk analysis or 

provision of credit protection services as 

provided in 38 U.S.C. 5724 and, in 

accordance with Veterans Benefits, 

Health Care, and Information 

Technology Act of 2006 5723–5724. 

Data breach response and remedial 

efforts, for another Federal agency. VA 

may, on its own initiative, disclose 

information from this system to another 

Federal agency or Federal entity, when 

VA determines that information from 

this system of records is reasonably 

necessary to assist the recipient agency 

or entity in (1) responding to a 

suspected or confirmed breach or (2) 

preventing, minimizing, or remedying 

the risk of harm to individuals, the 

recipient agency or entity (including its 

information systems, programs, and 

operations), the Federal Government, or 

national security, resulting from a 

suspected or confirmed breach. In 

accordance with 38 U.S.C. 5723, VA 

will ensure that the Assistant Secretary 

for Information and Technology, in 

coordination with the Under 

Secretaries, Assistant Secretaries, and 

other key officials of the Department 

report to Congress, the Office of 

Management and Budget, and other 

entities as required by law and this 

section of the regulation to cooperate 

with notify and cooperate with officials 

other than officials of the Department of 


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data breaches when required. Use of 

information is necessary and proper to 

initiate investigations into confirmed 

data breaches involving other executive 

branch agencies. 

Law Enforcement. VA may, on its 

own initiative, disclose information in 

this system, except the names and home 

addresses of veterans and their 

dependents, which is relevant to a 

suspected or reasonably imminent 

violation of law, whether civil, criminal 

or regulatory in nature and whether 

arising by general or program statute or 

by regulation, rule or order issued 

pursuant thereto, to a Federal, State, 

local, Tribal, or foreign agency charged 

with the responsibility of investigating 

or prosecuting such violation, or 

charged with enforcing or implementing 

the statute, regulation, rule or order. VA 

may also disclose the names and 

addresses of veterans and their 

dependents to a Federal agency charged 

with the responsibility of investigating 

or prosecuting civil, criminal or 

regulatory violations of law, or charged 

with enforcing or implementing the 

statute, regulation, rule or order issued 

pursuant thereto. Use of information is 

necessary and proper to cooperate with 

other federal agencies while prosecuting 

civil, criminal or regulatory violations of 

law. 

Litigation. VA may disclose 

information to the Department of Justice 

(DoJ) or in a proceeding before a court, 

adjudicative body, or other 

administrative body before which VA is 

authorized to appear, when: 

(a) VA or any component thereof; 

(b) Any VA employee in his or her 

official capacity; 

(c) Any VA employee in his or her 

individual capacity where DoJ has 

agreed to represent the employee; or 

(d) The United States, where VA 

determines that litigation is likely to 

affect the agency or any of its 

components is a party to such 

proceedings or has an interest in such 

proceedings, and VA determines that 

use of such records is relevant and 

necessary to the proceedings. 

Contractors. VA may disclose 

information from this system of records 

to contractors, grantees, experts, 

consultants, students, and others 

performing or working on a contract, 

service, grant, cooperative agreement, or 

other assignment for VA, when 

reasonably necessary to accomplish an 

agency function related to the records., 

in order for the contractor, 

subcontractor, public or private agency, 

or other entity or individual with whom 

VA has a contract or agreement to 

perform services under the contract or 

agreement. This routine use includes 

disclosures by an individual or entity 

performing services for VA to any 

secondary entity or individual to 

perform an activity that is necessary for 

individuals, organizations, private or 

public agencies, or other entities or 

individuals with whom VA has a 

contract or agreement to provide the 

service to VA. This routine use also 

applies to agreements that do not 

qualify as contracts defined by Federal 

procurement laws and regulations. VA 

may disclose information from this 

system of records to individuals, 

organizations private or public agencies, 

or other entities or individuals with 

whom VA has a contract or agreement 

to perform such services by contract or 

agreement, and performing duties on 

behalf of VA. 

EEOC. VA may disclose information 

from this system to the Equal 

Employment Opportunity Commission 

(EEOC) when requested in connection 

with investigations of alleged or 

possible discriminatory practices, 

examination of Federal affirmative 

employment programs, or other 

functions of the Commission as 

authorized by law or regulation. VA 

must be able to provide information to 

EEOC to assist it in fulfilling its duties 

to protect employees’ rights, as required 

by statute and regulation, and to protect 

VA employee rights. 

FLRA. VA may disclose information 

from this system to the Federal Labor 

Relations Authority (FLRA), including 

its General Counsel, information related 

to the establishment of jurisdiction, 

investigation, and resolution of 

allegations of unfair labor practices, or 

in connection with the resolution of 

exceptions to arbitration awards when a 

question of material fact is raised; for it 

to address matters properly before the 

Federal Services Impasses Panel, 

investigate representation petitions, and 

conduct or supervise representation 

elections. VA must be able to provide 

information to FLRA to comply with the 

statutory mandate under which it 

operates and to cooperate with labor 

relation investigations. 

MSPB. VA may disclose information 

from this system to the Merit Systems 

Protection Board (MSPB) when 

requested in connection with appeals, 

special studies of the civil service and 

other merit systems, review of rules and 

regulations, investigation of alleged or 

possible prohibited personnel practices, 

and such other functions promulgated 

in 5 U.S.C. 1205 and 1206, or as 

authorized by law. VA must be able to 

provide information to MSPB to assist it 

in fulfilling its duties as required by 

statute and regulation and to cooperate 

with Merit Systems Protection Board 

concerning allegations of prohibited 

personnel practices. Disclosure may be 

made to a congressional office from the 

record of an individual in response to 

an inquiry from the congressional office 

made at the request of that individual. 

Federal Agencies, for Computer 

Matches. VA may disclose identifying 

information, including social security 

number, concerning veterans, spouses of 

veterans, and the beneficiaries of 

veterans to other federal agencies for the 

purpose of conducting computer 

matches to obtain information to 

determine or verify eligibility of 

veterans receiving VA medical care 

under Title 38, U.S.C. VA must be able 

to provide limited personally 

identifiable information to other federal 

agencies for computer matching 

activities for the purpose of benefit 

payments to veterans and beneficiaries. 

Federal Agencies, Hospitals, for 

Referral by VA. VA may disclose 

relevant health care information to: (1) 

a federal agency or non-VA health care 

provider or institution when VA refers 

a patient for hospital or nursing home 

care or medical services, or authorizes a 

patient to obtain non-VA medical 

services and the information is needed 

by the federal agency or non-VA 

institution on provider to perform the 

services; or (2) a federal agency or to a 

non-VA hospital (federal, state, and 

local public or private) or other medical 

installation having hospital facilities, 

organ banks, blood banks, or similar 

institutions, medical schools or clinics, 

or other groups or individuals that have 

contracted or agreed to provide medical 

services or share the use of medical 

resources under the provisions of 38 

U.S.C. 513, 7409, 8111, or 8153, when 

treatment is rendered by VA under the 

terms of such contract or agreement or 

the issuance of an authorization, and the 

information is needed for purposes of 

medical treatment and/or follow-up, 

determining entitlement to a benefit, or 

for VA to effect recovery of the costs of 

the medical care. VA must be able to 

provide patient referral information for 

authorized hospital and/or nursing 

home care to a non-VA medical services 

provider for recovery of the costs of the 

medical care. 

Federal Agencies, for Recovery of 

Medical Care Costs. VA may disclose 

patient identifying information to 

federal agencies and VA and 

government-wide third-party insurers 

responsible for payment of the cost of 

medical care for the identified patients, 

in order for VA to seek recovery of the 

medical care costs. These records may 

also be disclosed as part of a computer 

matching program to accomplish this 

purpose. Use of information is necessary 


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and proper as data within this system 

does not exclusively include financial, 

transactional, and benefit payout data. 

Treasury, IRS. VA may disclose the 

name of a veteran or beneficiary, other 

information as is reasonably necessary 

to identify such individual, and any 

other information concerning the 

individual’s indebtedness by virtue of a 

person’s participation in a benefits 

program administered by VA, may be 

disclosed to the Department of the 

Treasury, Internal Revenue Service, for 

the collection of Title 38 benefit 

overpayments, overdue indebtedness, 

and/or costs of services provided to an 

individual not entitled to such services, 

by the withholding of all or a portion of 

the person’s Federal income tax refund. 

The purpose of this disclosure is to 

collect a debt owed the VA by an 

individual by offset of his or her Federal 

income tax refund. 

Treasury, to Report Waived Debt as 

Income. VA may disclose an 

individual’s name, address, social 

security number, and the amount 

(excluding interest) of any indebtedness 

which is waived under 38 U.S.C. 3102, 

compromised under 4 CFR part 103, 

otherwise forgiven, or for which the 

applicable statute of limitations for 

enforcing collection has expired, to the 

Department of the Treasury, Internal 

Revenue Service, as a report of income 

under 26 U.S.C. 61(a)(12). 

Treasury, for Payment or 

Reimbursement. VA may disclose 

information to the Department of the 

Treasury to facilitate payments to 

physicians, clinics, and pharmacies for 

reimbursement of services rendered, 

and to veterans for reimbursements of 

authorized expenses, or to collect, by set 

off or otherwise, debts owed the United 

States. Justification—VA established 

standardized Guardians Ad Litem, for 

Representation.VA may disclose 

information to a fiduciary or guardian 

ad litem in relation to his or her 

representation of a claimant in any legal 

proceeding, but only to the extent 

necessary to fulfill the duties of the 

fiduciary or guardian ad litem. This 

disclosure permits VA to provide 

individual information to an appointed 

VA Federal fiduciary or to the 

individual’s guardian ad litem that is 

needed to fulfill appointed duties. 

Guardians, for Incompetent Veterans. 

VA may disclose relevant information 

from this system of records in the course 

of presenting evidence to a court, 

magistrate, or administrative tribunal; in 

matters of guardianship, inquests, and 

commitments; to private attorneys 

representing veterans rated incompetent 

in conjunction with issuance of 

Certificates of Incompetency; and to 

probation and parole officers in 

connection with court-required duties. 

Claims Representatives. VA may 

disclose information from this system of 

records relevant to a claim of a veteran 

or beneficiary, such as the name, 

address, the basis and nature of a claim, 

amount of benefit payment information, 

medical information, and military 

service and active duty separation 

information, at the request of the 

claimant to accredited service 

organizations, VA-approved claim 

agents, and attorneys acting under a 

declaration of representation, so that 

these individuals can aid claimants in 

the preparation, presentation, and 

prosecution of claims under the laws 

administered by VA. The name and 

address of a claimant will not, however, 

be disclosed to these individuals under 

this routine use if the claimant has not 

requested the assistance of an accredited 

service organization, claims agent or an 

attorney. VA must be able to disclose 

this information to accredited service 

organizations, VA-approved claim 

agents, and attorneys representing 

veterans so they can assist veterans by 

preparing, presenting, and prosecuting 

claims under the laws administered by 

VA. 

Third Party, for Benefit or Discharge. 

Health care information concerning a 

non-judicially declared incompetent 

patient may be disclosed to a third party 

upon the written authorization of the 

patient’s next of kin in order for the 

patient, or, consistent with the best 

interest of the patient, a member of the 

patient’s family, to receive a benefit to 

which the patient or family member is 

entitled, or, to arrange for the patient’s 

discharge from a VA medical facility. 

Sufficient data to make an informed 

determination will be made available to 

such next of kin. If the patient’s next of 

kin are not reasonably accessible, the 

Chief of Staff, Director, or designee of 

the custodial VA medical facility may 

disclose health information for these 

purposes. 

Signing Authority 

The Senior Agency Official for 

Privacy, or designee, approved this 

document and authorized the 

undersigned to sign and submit the 

document to the Office of the Federal 

Register for publication electronically as 

an official document of the Department 

of Veterans Affairs. Kurt D. DelBene, 

Assistant Secretary for Information and 

Technology and Chief Information 

Officer, approved this document on July 

25, 2023 for publication. 

Dated: August 28, 2023. 

Amy L. Rose, 

Government Information Specialist, VA 

Privacy Service, Office of Compliance, Risk 

and Remediation, Office of Information and 

Technology, Department of Veterans Affairs. 

SYSTEM NAME: 

‘‘Individuals Submitting InvoicesVouchers for Payment and Accounting 

Transactional Data-VA’’ (13VA047). 

SECURITY CLASSIFICATION: 

The information in this system is 

unclassified. 

SYSTEM LOCATION: 

VA Data Processing Center, Austin, 

Texas and fiscal offices of Central 

Office; field stations where fiscal 

transactions are processed; and 

application servers located in the VA 

managed enterprise service cloud 

enclave. 

SYSTEM MANAGER(S): 

Jonathan Lindow, Information System 

Owner, VA Financial Services Center 

(FSC), 7600 Metropolis Dr., Austin, TX 

78744, Jonathan.Lindow@va.gov, (512) 

981–4871. Pamela Smith, VA FSC 

Privacy Officer, Financial Services 

Center, 7600 Metropolis Dr., Austin, TX 

78744, Pamela.Smith6@va.gov, (512) 

937–4824. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

31 U.S. Code 3512- Executive Agency 

Accounting and other Financial 

Management Reports and Plans; Federal 

Managers’ Financial Integrity Act 

section 2 of 1982; Federal Financial 

Management Improvement Act of 1996; 

E-Government Act of 2002 title III., 

Federal Information Security 

Modernization Act (FISMA) of 2014; 

Clinger Cohen Act of 1996; 38 CFR part 

17 17.120–17.132; OMB Circular A–123, 

Management’s Responsibility for 

Internal Control. 

PURPOSE(S) OF THE SYSTEM: 

Individuals Submitting InvoicesVouchers for Payment and Accounting 

Transactional Data-VA is a VA-wide 

financial management system of records 

utilized in VA’s IT accounting systems 

for payment of benefits, vendor 

payments, invoice payment processing, 

and payroll purposes. Information is 

collected from recipients, vendors, VA 

administrations, medical centers, and 

other Federal entities for rendering 

payment. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

VA Employees, VA Contractors, VA 

Volunteers, Veterans or Dependents, 

and Members of the Public and 

Individuals. 


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CATEGORIES OF RECORDS IN THE SYSTEM: 

Commercial Vendor identification 

listings, invoiced payment records, 

claimant information, and banking and 

financial accounting information, 

including Full name, Address, Phone 

Number, Social Security Number, 

Medical Records, Claim/Statement 

Number, Date of Service, Beneficiary 

Information, Email Address, Date of 

Birth, Driver License (Number and 

State), License Plate, Place of Birth 

(City, State and Country), Banking 

Information (Routing/Bank Account 

Number, and Bank Name), Charge Card 

Number, Emergency Contact 

Information, and Unique Entity 

Identifier (UEI). 

RECORD SOURCE CATEGORIES: 

Commercial vendors; individual or 

legal representative as part of an 

application for a benefit, contract or 

reimbursement; Data could potentially 

be obtained from a VA administration, 

facility and/or medical center; 

Department of the Treasury; Internal 

Revenue Service; and other Federal 

entities. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

1. Congress: To a Member of Congress 

or staff acting upon the Member’s behalf 

when the Member or staff requests the 

information on behalf of, and at the 

request of, the individual who is the 

subject of the record. 

2. Data breach response and 

remediation, for VA: To appropriate 

agencies, entities, and persons when (1) 

VA suspects or has confirmed that there 

has been a breach of the system of 

records,· (2) VA has determined that as 

a result of the suspected or confirmed 

breach there is a risk of harm to 

individuals, VA (including its 

information systems, programs, and 

operations), the Federal Government, or 

national security; and (3) the disclosure 

made to such agencies, entities, and 

persons is reasonably necessary to assist 

in connection with VA’s efforts to 

respond to the suspected or confirmed 

breach or to prevent, minimize, or 

remedy such harm. 

3. Data breach response and 

remediation, for another Federal 

agency: To another Federal agency or 

Federal entity, when VA determines 

that information from this system of 

records is reasonably necessary to assist 

the recipient agency or entity in (1) 

responding to a suspected or confirmed 

breach or (2) preventing, minimizing, or 

remedying the risk of harm to 

individuals, the recipient agency or 

entity (including its information 

systems, programs, and operations), the 

Federal Government, or national 

security, resulting from a suspected or 

confirmed breach. 

4. Law Enforcement: To a Federal, 

state, local, territorial, tribal, or foreign 

law enforcement authority or other 

appropriate entity charged with the 

responsibility of investigating or 

prosecuting such violation or charged 

with enforcing or implementing such 

law, provided that the disclosure is 

limited to information that, either alone 

or in conjunction with other 

information, indicates a violation or 

potential violation of law, whether civil, 

criminal, or regulatory in nature. The 

disclosure of the names and addresses 

of veterans and their dependents from 

VA records under this routine use must 

also comply with the provisions of 38 

U.S.C. 5701. 

5. DoJ for Litigation or Administrative 

Proceeding: To the Department of 

Justice (DoJ), or in a proceeding before 

a court, adjudicative body, or other 

administrative body before which VA is 

authorized to appear, when: 

(a) VA or any component thereof; 

(b) Any VA employee in his or her 

official capacity; 

(c) Any VA employee in his or her 

individual capacity where DoJ has 

agreed to represent the employee; or 

(d) The United States, where VA 

determines that litigation is likely to 

affect the agency or any of its 

components, is a party to such 

proceedings or has an interest in such 

proceedings, and VA determines that 

use of such records is relevant and 

necessary to the proceedings. 

6. Contractors: To contractors, 

grantees, experts, consultants, students, 

and others performing or working on a 

contract, service, grant, cooperative 

agreement, or other assignment for VA, 

when reasonably necessary to 

accomplish an agency function related 

to the records. 

7. OPM: To the Office of Personnel 

Management (OPM) in connection with 

the application or effect of civil service 

laws, rules, regulations, or OPM 

guidelines in particular situations. 

8. EEOC: To the Equal Employment 

Opportunity Commission (EEOC) in 

connection with investigations of 

alleged or possible discriminatory 

practices, examination of Federal 

affirmative employment programs, or 

other functions of the Commission as 

authorized by law. 

9. FLRA: To the Federal Labor 

Relations Authority (FLRA) in 

connection with the investigation and 

resolution of allegations of unfair labor 

practices, the resolution of exceptions to 

arbitration awards when a question of 

material fact is raised, matters before the 

Federal Service Impasses Panel, and the 

investigation of representation petitions 

and the conduct or supervision of 

representation elections. 

10. MSPB: To the Merit Systems 

Protection Board (MSPB) in connection 

with appeals, special studies of the civil 

service and other merit systems, review 

of rules and regulations, investigation of 

alleged or possible prohibited personnel 

practices, and such other functions 

promulgated in 5 U.S.C. 1205 and 1206, 

or as authorized by law. 

11. NARA: To the National Archives 

and Records Administration (NARA) in 

records management inspections 

conducted under 44 U.S.C. 2904 and 

2906, or other functions authorized by 

laws and policies governing NARA 

operations and VA records management 

responsibilities. 

12. Federal Agencies, for Computer 

Matches: To other federal agencies for 

the purpose of conducting computer 

matches to obtain information to 

determine or verify eligibility of 

veterans receiving VA benefits or 

medical care under title 38. 

13. Federal Agencies, Courts, 

Litigants, for Litigation or 

Administrative Proceedings: To another 

federal agency, court, or party in 

litigation before a court or in an 

administrative proceeding conducted by 

a Federal agency, when the government 

is a party to the judicial or 

administrative proceeding. 

14. Health Care Providers, for Referral 

by VA: To: (1) a federal agency or health 

care provider when VA refers a patient 

for medical and other health services, or 

authorizes a patient to obtain such 

services and the information is needed 

by the federal agency or health care 

provider to perform the services; or (2) 

a federal agency or to health care 

provider under the provisions of 38 

U.S.C. 513, 7409, 8111, or 8153, when 

treatment is rendered by VA under the 

terms of such contract or agreement or 

the issuance of an authorization, and the 

information is needed for purposes of 

medical treatment or follow-up, 

determination of eligibility for benefits, 

or recovery by VA of the costs of the 

treatment. 

15. Health Care Providers, for Referral 

to VA: To a non-VA health care provider 

when that health care provider has 

referred the individual to VA for 

medical or other health services. 

16. Federal Agencies, for Recovery of 

Medical Care Costs: To Federal agencies 

and government-wide third-party 

insurers responsible for payment of the 

cost of medical care for the identified 

patients, to seek recovery of the medical 

care costs. These records may also be 


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disclosed as part of a computer 

matching program to accomplish this 

purpose. 

17. Treasury, for Withholding: To the 

Department of the Treasury for the 

collection of title 38 benefit 

overpayments, overdue indebtedness, or 

costs of services provided to an 

individual not entitled to such services, 

by the withholding of all or a portion of 

the person’s Federal income tax refund, 

provided that the disclosure is limited 

to information concerning an 

individual’s indebtedness by virtue of a 

person’s participation in a benefits 

program administered by VA. 

18. Treasury, to Report Waived Debt 

as Income: To the Department of the 

Treasury as a report of income under 26 

U.S.C. 61(a)(12), provided that the 

disclosure is limited to information 

concerning an individual’s indebtedness 

that is waived under 38 U.S.C. 3102, 

compromised under 4 CFR part 103, 

otherwise forgiven, or for which the 

applicable statute of limitations for 

enforcing collection has expired. 

19. Treasury, for Payment or 

Reimbursement: To the Department of 

the Treasury to facilitate payments to 

physicians, clinics, and pharmacies for 

reimbursement of services rendered or 

to veterans for reimbursement of 

authorized expenses, as well as to 

collect, by set off or otherwise, debts 

owed the United States. 

20. Guardians Ad Litem, for 

Representation: To a fiduciary or 

guardian ad litem in relation to his or 

her representation of a claimant in any 

legal proceeding as relevant and 

necessary to fulfill the duties of the 

fiduciary or guardian ad litem. 

21. Guardians, Courts, for 

Incompetent Veterans: To a court, 

magistrate, or administrative tribunal in 

matters of guardianship, inquests, and 

commitments; to private attorneys 

representing veterans rated incompetent 

in conjunction with issuance of 

Certificates of Incompetency; or to 

probation and parole officers in 

connection with court-required duties. 

22. Claims Representatives: To 

accredited service organizations, VAapproved claim agents, and attorneys 

acting under a declaration of 

representation, so that these individuals 

can aid claimants in the preparation, 

presentation, and prosecution of claims 

under the laws administered by VA 

upon the request of the claimant and 

provided that the disclosure is limited 

to information relevant to a claim, such 

as the name, address, the basis and 

nature of a claim, amount of benefit 

payment information, medical 

information, and military service and 

active duty separation information. 

23. Third Party, for Benefit or 

Discharge: To a third party upon the 

written request of the patient’s next-ofkin in order for a non-judicially 

declared incompetent patient or, 

consistent with the best interest of the 

patient, a member of the patient’s family 

to receive a benefit to which the patient 

or family member is entitled or to 

arrange for the patient’s discharge from 

a VA medical facility. Sufficient data to 

make an informed determination will be 

made available to such next-of-kin. If 

the patient’s next-of-kin is not 

reasonably accessible, the Chief of Staff, 

Director, or designee of the custodial VA 

medical facility may disclose the 

information for these purposes. 

POLICIES AND PRACTICES FOR STORAGE OF

RECORDS: 

Records are stored electronically on a 

VA server, in paper folders, magnetic 

discs, magnetic tape, and in a 

momentum cloud application. Paper 

documents may be scanned/digitized 

and stored for viewing electronically. 

POLICIES AND PRACTICES FOR RETRIEVAL OF

RECORDS: 

Alphabetically by name and 

numerically by identification number. 

Access to the records is restricted to VA 

Finance employees. These records are 

protected from outside access by 

Federal Protective Service. 

POLICIES AND PRACTICES FOR RETENTION AND

DISPOSAL OF RECORDS: 

Individuals Submitting InvoicesVouchers for Payment and Accounting 

Transactional Data-VA system of 

records is retained as defined by its 

NARA approved the General Records 

Schedule (GRS) GRS 1.1: Financial 

Management and Reporting Records, 

item 010. Unscheduled records within 

this System of Records are indefinitely 

retained within the rules GRS, ERA 

Number DAA–GRS–2013–0003–0001 

(Financial transaction records). Per 

NARA practice, documentation for 

permanent electronic records must be 

transferred with the related records 

using the disposition authority of the 

related electronic records rather than 

the GRS disposition authority. 

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL

SAFEGUARDS: 

VA will store records produced 

within this system of records in an area 

that is physically and technologically 

secure from access by unauthorized 

persons at all times. Only authorized 

personnel will transport records within 

this system of records. VA will process 

records produced within this system of 

records under immediate supervision 

and control of authorized personnel in 

a manner that will protect the 

confidentiality of the records, so that 

unauthorized persons cannot retrieve 

any records by computer, remote 

terminal, or other means. VA will store 

records using FIPS 140–2 compliant 

encryption. Systems personnel must 

enter personal identification numbers 

when accessing records on the agencies’ 

systems. VA will strictly limit 

authorization to those electronic records 

areas necessary for the authorized 

analyst to perform his or her official 

duties. 

RECORD ACCESS PROCEDURES: 

An individual wanting notification or 

access, including contesting the record, 

should mail or deliver a request to the 

office identified in the SORN. If an 

individual does not know the ‘‘office 

concerned,’’ the request may be 

addressed to the following with below 

requirements: PO or FOIA/PO of any VA 

field station or the Department of 

Veterans Affairs Central Office, 810 

Vermont Avenue NW, Washington, DC 

20420. The receiving office must 

promptly forward the mail request 

received to the office of jurisdiction 

clearly identifying it as ‘‘Privacy Act 

Request’’ and notify the requester of the 

referral. Approved VA authorization 

forms may be provided to individuals 

for use. 

CONTESTING RECORD PROCEDURES: 

An individual may request 

amendment of a record pertaining to 

him or her contained in a specific VA 

system of records by mailing or 

delivering the request to the office 

concerned. The request must be in 

writing and must conform to the 

following requirements: It must state the 

nature of the information in the record 

the individual believes to be inaccurate, 

irrelevant, untimely, or incomplete; why 

the record should be changed; and the 

amendment desired. The requester must 

be advised of the title and address of the 

VA official who can assist in preparing 

the request to amend the record if 

assistance is desired. Not later than 

business 10 days after the date of a 

request to amend a record, the VA 

official concerned will acknowledge in 

writing such receipt. If a determination 

for correction or amendment has not 

been made, the acknowledgement will 

inform the individual of when to expect 

information regarding the action taken 

on the request. VA will complete a 

review of the request to amend or 

correct a record within 30 business days 

of the date of receipt. Where VA agrees 

with the individual’s request to amend 

his or her record(s), the requirements of 

5 U.S.C. 552a(d) will be followed. The 


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Federal Register / Vol. 88, No. 168 / Thursday, August 31, 2023 / Notices 60275 

record(s) will be corrected promptly, 

and the individual will be advised 

promptly of the correction. 

If the record has previously been 

disclosed to any person or agency, and 

an accounting of the disclosure was 

made, prior recipients of the record will 

be informed of the correction. An 

approved VA notification of amendment 

form letter may be used for this purpose. 

An individual wanting notification or 

access, including contesting the record, 

should mail or deliver a request to the 

Privacy Office or FOIA/Privacy Office of 

any VA field station or the Department 

of Veterans Affairs Central Office, 810 

Vermont Avenue NW, Washington, DC 

20420. 

NOTIFICATION PROCEDURES: 

Notification for correcting the 

information will be accomplished by 

informing the individual to whom the 

record pertains by mail. The individual 

making the amendment must be advised 

in writing that the record has been 

amended and provided with a copy of 

the amended record. System Manager 

for the concerned VA system of records, 

Privacy Officer, or their designee, will 

notify the relevant persons or 

organizations who had previously 

received the record about the 

amendment. 

EXEMPTIONS PROMULGATED FOR THE SYSTEM: 

N/A 

HISTORY: 

Last full publication provided in 85 

FR 22788 dated April 23, 2020. 

[FR Doc. 2023–18807 Filed 8–30–23; 8:45 am] 

BILLING CODE P 


ddrumheller on DSK120RN23PROD with NOTICES1