The Bureau of the Fiscal Service 

Privacy Impact Assessment 

The mission of the Bureau of the Fiscal Service (Fiscal Service) is to promote the financial 

integrity and operational efficiency of the federal government through exceptional 

accounting, financing, collections, payments, and shared services.

This Privacy Impact Assessment is a Public document and will be made available to the 

general public via the Fiscal Service Privacy Impact Assessment (PIA) webpage (shown 

below). 

Fiscal Service - Privacy Impact Assessments (PIA): 

http://www.fiscal.treasury.gov/fsreports/fspia/fs_pia.htm

 
Name of Service: Digital Pay Pilot Service (formerly NTAP) 

 

Document Version: 3.0 

 

Document Date: March 6, 2017 

 

SYSTEM GENERAL INFORMATION: 

 

1) System Overview: Describe the purpose of the system. 

 

The Digital Pay Pilot Service (formerly NTAP) facilitates the disbursement of payments 

utilizing online payment networks. Payments are initiated using an email address or cell 

phone number and utilizes the ACH and debit card payments infrastructure. Digital Pay 

provides Federal agencies another electronic alternative to paper checks for disbursement 

of payments. 

 

2) Under which Privacy Act Systems of Records Notice (SORN) does the system 

operate? Provide number and name. 

FMS .002 Payment Records 

 

3) If the system is being modified, will the SORN require amendment or revision? 

___ yes, explain. 

_X_no 

 

4) Does this system contain any personal information about individuals? 

_X_ yes 

___ no 

 

a. Is the information about members of the public? 

Yes 

b. Is the information about employees or contractors?

Yes – Federal Employees 

5) What legal authority authorizes the purchase or development of this system? 

 

5 U.S.C. § 552a; 31 U.S.C. §§ 3332(g), 3321, 3325; 31 CFR Part 208 

 

 

DATA in the SYSTEM: 

 

1) Identify the category of individuals in the system 

Check all that apply: 

_X_ Employees 

__ Contractors 
__ Taxpayers 

_X_ Others (describe) to include members of the public.

 

2) Identify the sources of information in the system 

Check all that apply: 

__ Employee 

X Public 

X Federal agencies 

__ State and local agencies 

__ Third party 

 

a. What information will be collected from employees or contractors? 

The service will collect first and last names, business email addresses, business 

phone numbers. 

b. What information will be collected from the public? 

The service will collect first and last names, personal email addresses, and 

personal phone numbers.

c. What Federal agencies are providing data for use in the system? 

 

Department of Justice; U.S. Marshals Service 

d. What state and local agencies are providing data for use in the system? 

None

 

e. From what other third party sources will data be collected? 

None

 

3) Accuracy, Timeliness, and Reliability

a. How will data collected from sources, other than Fiscal Service records, be 

verified for accuracy? 

Payment data comes from a Federal Program Agency (FPA) certifying agency. 

The FPA certifies the payment request to the Fiscal Service, and the FPA is 

responsible for the accuracy of the payment data submitted. 

 

b. How will data be checked for completeness? 

The FPA certifies data for completeness. 

 

c. What steps or procedures are taken to ensure the data is current? 
The FPA certifying process helps to ensure the data is current. 

 

d. In what document(s) are the data elements described in detail? 

The data elements are described in the Digital Pay Data Field document. 

 

ATTRIBUTES OF THE DATA: 

 

1) How is the use of the data both relevant and necessary to the purpose for which the 

system is being designed?

The use of data is relevant and necessary to properly process payment requests from a 

certifying FPA by accurately controlling which users initiate payments, approve 

payments, receive payments, and otherwise ensures payments are disbursed in the 

correct amount. This process is consistent with the purpose of the system to facilitate 

the accurate and timely disbursement of Federal monies. 

 

2) Will the system derive new data or create previously unavailable data about an 

individual through aggregation from the information collected? How will this be 

maintained and filed? 

No 

 

3) Will the new data be placed in the individual’s record? 

No 

 

4) Can the system make determinations about employees or members of the public 

that would not be possible without the new data? 

No 

5) How will the new data be verified for relevance and accuracy? 

No new data will be placed in the individual’s record.

 

6) If the data is being consolidated, what controls are in place to protect the data from 

unauthorized access or use? 

All data collected in Digital Pay is protected utilizing strong encryption methods. 

 

7) If processes are being consolidated, are the proper controls remaining in place to 

protect the data and prevent unauthorized access? 

Yes, access controls within the system are role-based.

8) How will the data be retrieved? (If personal identifiers are used to retrieve 

information on the individual, explain and list the identifiers that will be used to 

retrieve data.) 
Records are not searchable by personal identifying information. Reports can be 

generated using batch report schedule number and by date. These reports include first 

and last names, email addresses and phone numbers. 

9) What kind of reports can be produced on individuals? What will be the use of 

these reports? Who will have access to them? 

No reports can be produced on individuals. However, reports can be generated using 

batch report schedule number and by date. The Digital Pay FPA reporting users are the 

only ones capable of generating this report. 

 

10) What opportunities do individuals have to decline to provide information (i.e., in 

such cases where providing information is voluntary) or to consent to particular 

uses of the information (other than required or authorized uses)? How can 

individuals grant consent? 

 

Participation is voluntary. 

 

MAINTENANCE AND ADMINISTRATIVE CONTROLS: 

 

1) What are the retention periods of data in this system? How long will the reports 

produced be kept? 

1. Payment records are retained for 7 years. 

2. System Reports (Ad Hoc and Data File Outputs) are retained in accordance with 

GRS 4.3, Items 030/031 whose disposition instructions read “Destroy when 

business use ceases”. 

Note: Excluded are all copies (paper and electronic) of Tribal Trust Litigation 

payment records which are currently under a records legal hold and must be 

preserved indefinitely until case is settled. 

 

2) What are the procedures for disposition of the data at the end of the retention 

period? Where are the disposition procedures documented? 

Excluding Tribal Trust Litigation records, disposition instructions and authority follow: 

Temporary: Cut off at end of fiscal year. Delete / destroy 7 years after cutoff. (N1-425-

09-5, Collections, Payments and Claims, Item 2, Federal Program Agency (FPA) Operation 

Records). 

Disposition procedures are documented and approved by the Bureau of the Fiscal Service 

Records Management Branch. 

 
3) If the system is operated in more than one site, how will consistent use of the system 

and data be maintained at all sites? 

Replication is used to ensure consistent use of the system and data at all sites.

 

4) Is the system using technologies in ways that Fiscal Service has not previously 

employed (e.g., monitoring software, Smart Cards, Caller-ID)? 

Yes, the system is utilizing online payment networks for disbursement of payments. 

5) How does the use of this technology affect employee or public privacy? 

 

N/A 

 

6) Will this system provide the capability to identify, locate, and monitor individuals? 

If yes, explain. 

 

No

 

7) What kind of information is collected as a function of the monitoring of individuals? 

None

 

8) What controls will be used to prevent unauthorized monitoring?

Industry best practices for firewalling; perimeter protection and system monitoring are 

employed. Users are required to sign Rules of Behavior (ROB), vendors are required to 

sign Non-Disclosure Agreements (NDA). Periodic reviews will be performed to prevent 

unauthorized monitoring. 

 

ACCESS TO DATA: 

 

1) Who will have access to the data in the system? 

Check all that apply: 

_X_ Contractors 

___ Users 

_X_ Managers (Certifying Officer) 

_X_ System Administrators 

_X_ System Developers 

_X_ Others (explain) - Treasury authorized users to verify and certify payment. 

 

2) How is access to the data by a user determined? Are criteria, procedures, controls, 

and responsibilities regarding access documented? 

Access to data is granted by roles. The Federal agency designated Account Manager is 

primarily responsible for the determination and management of the agency’s user access 

in the Digital Pay Service Pilot portal and the agency’s data. 
Privilege user accounts are only granted to perform specific procedures and restricted to 

specific roles and responsibilities. 

Audit logs of authentication and provisioning events are recorded. 

All contractor employees working with the Digital Pay undergo a background 

investigation, signs Rules of Behavior and Non-Disclosure Agreements (NDAs), and are 

all subject to personnel security requirements. 

A procedure for USMS provisioning and user access request is documented. User access 

requests are only approved by appropriate USMS personnel prior to granting access. 

Criteria, procedures, and controls are documented.

3) Will users have access to all data on the system or will the user’s access be 

restricted? Explain. 

 

Users access will be restricted to specific roles, responsibilities, and data. 

 

4) What controls are in place to prevent the misuse (e.g., unauthorized browsing) of 

data by those having access? (Please list processes and training materials) 

 

Access to data is granted by roles. Audit logs of authentication and provisioning events 

are recorded. Periodic reviews will be performed to prevent unauthorized monitoring. 

 

5) If contractors are/will be involved with the design, development or maintenance of 

the system, were Privacy Act contract clauses inserted in their contracts and were 

other regulatory measures addressed?

Yes, Privacy Act contract clauses were inserted into contracts.

 

6) Do other systems share data or have access to the data in the system? 

__ yes 

_X_no 

 

If yes, 

 

a. Explain the interface.

N/A 

 

b. Identify the role responsible for protecting the privacy rights of the public and 

employees affected by the interface.

N/A 

 

7) Will other agencies share data or have access to the data in this system? 

 __ yes 

_X_ no 

 
If yes, 

 

a. Check all that apply: 

 __Federal 

 __State 

 __ Local 

 __Other (explain) __________________ 

b. Explain how the data will be used by the other agencies. 

 

c. Identify the role responsible for assuring proper use of the data.