[Federal Register Volume 62, Number 172 (Friday, September 5, 1997)]
[Notices]
[Pages 47105-47108]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-23651]


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DEPARTMENT OF TRANSPORTATION


Privacy Act of 1974; Notice To Amend System of Records To Include 
New Routine Uses

AGENCY: Department of Transportation.

ACTION: Notice to amend system of records to include new routine uses.

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SUMMARY: In accordance with the Privacy Act (5 U.S.C. 552a(e)(11)), the 
Department of Transportation is issuing notice of our intent to amend 
the system of records entitled DOT/ALL 11, Integrated Personnel and 
Payroll System (IPPS) to include new routine uses. We invite public 
comment on this publication.

EFFECTIVE DATE: October 6, 1997.


[[Page 47106]]


ADDRESSES: Interested individuals may comment on this publication by 
writing to U.S. Department of Transportation, Office of the Chief 
Information Officer (S-80), Attn: Privacy Act Officer, 400 7th Street, 
SW., Washington, DC 20590.

FOR FURTHER INFORMATION CONTACT: Crystal M. Bush, Privacy Act 
Coordinator, Office of the Chief Information Officer (S-80), U.S. 
Department of Transportation, 400 7th Street, SW., Washington, DC 
20590. Telephone: (202) 366-9713, Fax: (202) 366-7066, Internet 
Address: <a href="/cdn-cgi/l/email-protection#680b1a111b1c0904460a1d1b0028071b1c460c071c460f071e"><span class="__cf_email__" data-cfemail="0261707b7176636e2c6077716a426d71762c666d762c656d74">[email protected]</span></a>.

SUPPLEMENTARY INFORMATION:

I. Discussion of Proposed Additions to Routine Use

    Pursuant to section 453A(b)(1)(c) of Pub. L. 104-193, the Personal 
Responsibility and Work Opportunity Reconciliation Act of 1996, the 
Department of Transportation will disclose data from its Integrated 
Personnel and Payroll System (IPPS) to the Office of Child Support 
Enforcement, Administration for Children and Families, Department of 
Health and Human Services for use in its Federal Parent Locator System 
(FPLS) and Federal Tax Offset System, DHHS/OCSE No. 09-90-0074. 
Information on this system was last published at 61 FR 38754, July 25, 
1996.
    FPLS is a computerized network through which States may request 
location information from Federal and State agencies to find non-
custodial parents and/or their employers for purposes of establishing 
paternity and securing support. Effective October 1, 1997, the FPLS 
will be enlarged to include the National Directory of New Hires, a 
database containing information on employees commencing employment, 
quarterly wage data on private and public sector employees, and 
information on unemployment compensation benefits. Effective October 1, 
1998, the FPLS will be expanded to include a Federal Case Registry. The 
Federal Case Registry will contain abstracts on all participants 
involved in child support enforcement cases. When the Federal Case 
Registry is instituted, its files will be matched on an ongoing basis 
against the files in the National Directory of New Hires to determine 
if an employee is a participant in a child support case anywhere in the 
country. If the FPLS identifies a person as being a participant in a 
State child support case, that State will be notified of the 
participant's current employer. State requests to the FPLS for location 
information will also continue to be processed after October 1, 1998.
    The data to be disclosed by DOT to the FPLS include: employee name, 
employee date of birth, employee social security number, employee 
address, employee date of hire, employee state of hire, employer name, 
employer address, employer ID number.
    In addition, names and social security numbers submitted by DOT to 
the FPLS will be disclosed by the Office of Child Support Enforcement 
to the Social Security Administration for verification to ensure that 
the social security number provided is correct.
    The data disclosed by DOT to the FPLS will also be disclosed by the 
Office of Child Support Enforcement to the Secretary of the Treasury 
for use in verifying claims for the advance payment of the earned 
income tax credit or to verify a claim of employment on a tax return.

II. Compatibility of Proposed Routine Uses

    We are proposing these routine uses in accordance with the Privacy 
Act (5 U.S.C. 552a(b)(3)). The Privacy Act permits the disclosure of 
information about individuals without their consent for a routine use 
where the information will be used for a purpose which is compatible 
with the purpose for which the information was originally collected. 
The Office of Management and Budget has indicated that a ``compatible'' 
use is a use which is necessary and proper. See OMB Guidelines, 51 FR 
18982, 18985, May 23, 1986. Since the proposed uses of the data are 
required by Pub. L. 104-193, they are clearly necessary and proper 
uses, and therefore ``compatible'' uses which meet Privacy Act 
requirements.

III. Effect of the Proposed Changes on Individuals

    We will disclose information under the proposed routine uses only 
as required by Pub. L. 104-193 and as permitted by the Privacy Act.
    Accordingly, the DOT ALL/11 Integrated Personnel and Payroll system 
notice originally published at 59 FR 46078, Sept. 6, 1994, and most 
recently amended at 61 FR 42301, Aug. 14, 1996, is further amended as 
set forth below.
DOT/ALL 11

SYSTEM NAME:
    Integrated Personnel and Payroll System (IPPS).

SECURITY CLASSIFICATION:
    Unclassified sensitive.

SYSTEM LOCATION:
    U.S. Department of Transportation (DOT), Office of the Secretary 
(OST), 400 7th Street, SW., Washington, DC 20590. Working copies of 
certain records are held by OST, all DOT Operating Administrations, 
Office of the Inspector General (OIG), and the National Transportation 
Safety Board (NTSB). (DOT provides personnel and payroll services to 
NTSB on a reimbursable basis, although NTSB is not a DOT entity. This 
is done for economy and convenience since both organizations' missions 
are transportation oriented and located in the same geographic areas.).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Prospective, present, and former employees in the Office of the 
Secretary of Transportation (OST), Bureau of Transportation Statistics 
(BTS), Federal Aviation Administration (FAA), Federal Highway 
Administration (FHWA), Federal Railroad Administration (FRA), Federal 
Transit Administration (FTA), Maritime Administration (MARAD), National 
Highway Traffic Safety Administration (NHTSA), Office of the Inspector 
General (OIG), Research and Special Programs Administration (RSPA), St. 
Lawrence Seaway Development Corporation (SLSDC), Transportation 
Administrative Service Center (TASC), National Transportation Safety 
Board (NTSB), and civilian employees of the United States Coast Guard 
(USCG).

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains those records required to insure that an 
employee receives his or her pay and personnel benefits as required by 
law. It includes, as appropriate: Service Record, Employee Record, 
Position Identification Strip, Claim for 10-Point Veteran Preference, 
Request for Referral Eligibles, Request and Justification for Selective 
Factors and Quality Ranking Factors, Certification of Insured 
Employee's Retired Status (Federal Employees' Group Life Insurance 
(FEGLI)), Notification of Personnel Action, Notice of Short-Term 
Employment, Request for Insurance (FEGLI), Designation of Beneficiary 
(FEGLI), Notice of Conversion Privilege, Agency Certification of 
Insurance Status (FEGLI), Request for Approval of Non-Competitive 
Action, Appointment Affidavits, Declaration of Appointee, Agency 
Request to Pass Over a Preference Eligible or Object to an Eligible, 
Official Personnel Folder, Official Personnel Folder Tab Insert, 
Incentive Awards Program Annual

[[Page 47107]]

Report, Application for Leave, Monthly Report of Federal Civilian 
Employment, Payroll Report of Federal Civilian Employment, Semi-annual 
Report of Federal Participation in Enrollee Programs, Request for 
Official Personnel Folder (Separated Employee), Statement of Prior 
Federal Civilian and Military Service, Personal Qualifications 
Statement, Continuation Sheet for Standard Form 171 ``Personal 
Qualifications Statement'', amendment to Personal Qualifications 
Statement, Job Qualifications Statement, Statement of Physical Ability 
for Light Duty Work, Request, Authorization, Agreement and 
Certification for Training, United States (U.S.) Government Payroll 
Savings Plan-Consolidated Quarterly Report, Financial Disclosure 
Report, Information Sheet-Financial Disclosure Report, Payroll for 
Personal Services, Pay Receipt for Cash Payment--Not Transferable, 
Payroll Change Slip, Payroll for Personal Service--Payroll 
Certification and Summary--Memorandum, Record of Leave Data, 
Designation of Beneficiary--Unpaid Compensation of Deceased Civilian 
Employee, U.S. Savings Bond Issue File Action Request, Subscriber List 
for Issuance of United States Savings Bonds, Request for Payroll 
Deductions for Labor Organization Dues, Revocation of Voluntary 
Authorization for Allotment of Compensation for Payment of Labor 
Organization dues, Request by Employee for Payment of Salaries or Wages 
by Credit to Account at a Financial Organization, Designation of 
Beneficiary--Unpaid Compensation of Deceased Civilian Employee, U.S. 
Savings Bond Issue File Action Request, Subscriber List for Issuance of 
United States Savings Bonds, Request for Payroll Deductions for Labor 
Organization Dues, Revocation of Voluntary Authorization for Allotment 
of Compensation for Payment of Labor Organization Dues, Request by 
Employee for Payment of Salaries or Wages by Credit to Account at a 
Financial Organization, Authorization for Purchase and Request for 
Change: U.S. Series EE Savings Bond, Request by Employee for Allotment 
of Pay for Credit to Savings Accounts with a Financial Organization, 
Application for Death Benefits--Civil Service Retirement System, 
Application for Retirement--Civil Service Retirement System, Superior 
Officer's Statement in Connection with Disability Retirement, 
Physician's Statement for Employee Disability Retirement Purposes, 
Transmittal of Medical and Related Documents for Employee Disability 
Retirement, Request for Medical Records (To Hospital or Institution) in 
Connection with Disability Retirement, Application for Refund of 
Retirement Deductions, Application to Make Deposit or Redeposit, 
Application to Make Voluntary Contribution, Request for Recovery of 
Debt Due the United States (Civil Service Retirement System), Register 
of Separations and Transfers--Civil Service Retirement System, Register 
of Adjustments--Civil Service Retirement System, Annual Summary 
Retirement Fund Transactions, Designation of Beneficiary--Civil Service 
Retirement System, Health Benefits Registration Form-Federal Employees 
Health Benefits Program, Notice of Change in Health Benefits 
Enrollment, Transmittal and Summary Report to Carrier--Federal 
Employees Health Benefits Program, Report of Withholding and 
Contributions for Health Benefits, Group Life Insurance, and Civil 
Service Retirement, Report of Withholdings and Contributions, Employee 
Service Statement, Election of Coverage and Benefits, Designation of 
Beneficiary, Position Description, Inquiry for United States Government 
Use Only, Application for Retirement--Foreign Service Retire System, 
Designation of Beneficiary, Application for Refund of Retirement 
Contributions (Foreign Service Retirement System), Election to Receive 
Extra Service Credit Towards Retirement (or Revocation Thereof), 
Application for Service Credit, Employee Suggestion Form, Meritorious 
Service Increase Certificate, Foreign Service Emergency Locator 
Information, Leave Record, Leave Summary, Individual Pay Card, Time and 
Attendance Report, Time and Attendance Report (For Use Abroad).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    49 U.S.C 322.

PURPOSE(S):
    This system integrates personnel and payroll functions.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    1. Records are maintained for control and accountability of: Pay 
and allowances; permanent and temporary pay changes; pay adjustments; 
travel advances and allowances; leave balances for employees; earnings 
and deductions by pay periods, and pay and earning statements for 
employees; management information as required on an ad hoc basis; 
payroll checks and bond history; union dues; withholdings to financial 
institutions, charitable organizations and professional associations; 
summary of earnings and deductions; claims for reimbursement sent to 
the General Accounting Office (GAO); federal, state, and local taxes 
withholdings; and list of FICA employees for management reporting.
    2. To the Office of Child Support Enforcement, Administration for 
Children and Families, Department of Health and Human Services Federal 
Parent Locator System (FPLS) and Federal Tax Offset System for use in 
locating individuals and identifying their income sources to establish 
paternity, establish and modify orders of support and for enforcement 
action.
    3. To the Office of Child Support Enforcement for release to the 
Social Security Administration for verifying social security numbers in 
connection with the operation of the FPLS by the Office of Child 
Support Enforcement.
    4. To Office of Child Support Enforcement for release to the 
Department of Treasury for purposes of administering the Earned Income 
Tax Credit Program (Section 32, Internal Revenue Code of 1986) and 
verifying a claim with respect to employment in a tax return.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures 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 1982 (31 U.S.C. 3701(a)(3)).

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Storage is on magnetic disks, magnetic tape, microforms, and paper 
forms in file folders.

RETRIEVABILITY:
    Retrieval from the system is by social security number, employee 
number, organization code, or home address; these can be accessed only 
by individuals authorized such access.

SAFEGUARDS:
    Computers provide privacy and access limitations by requiring a 
user name and password match. Access to decentralized segments are 
similarly controlled. Only those personnel with a need to have access 
to the system are given user names and passwords. Data are manually 
and/or electronically stored in locked rooms with limited access.

[[Page 47108]]

RETENTION AND DISPOSAL:
    The IPPS records are retained and disposed in compliance with the 
General Records Schedules, National Archives and Records 
Administration, Washington, DC 20408. The following schedules apply: 
General Records Schedule 1, Civilian Personnel Records, Pages 1 thru 
22, Items 1 through 39; and General Records Schedule 2, Payrolling and 
Pay Administration Records, Pages 1 thru 6, Items 1 thru 28.

SYSTEM MANAGER(S) AND ADDRESS:
    For personnel-related issues, contact Chief, Strategic Planning/
Systems Division (M-10) and, for payroll-related issues, contact Chief, 
Financial Management Staff (B-35) at the following address: U.S. 
Department of Transportation, Office of the Secretary, 400 Seventh 
Street SW., Washington, DC 20590.

NOTIFICATION PROCEDURE:
    Individuals wishing to know if their records appear in this system 
of records may inquire in person or in writing to the system manager.

RECORD ACCESS PROCEDURES:
    Same as ``System Manager.''

CONTESTING RECORD PROCEDURES:
    Same as ``System Manager.'' Correspondence contesting records must 
include the full name and social security number of the individual 
concerned and documentation justifying the claims.

RECORD SOURCE CATEGORIES:
    Data are collected from the individual employees, time and 
attendance clerks, supervisors, official personnel records, personal 
financial statements, correspondence with the debtor, records relating 
to hearings on the debt, and from the Departmental Accounting and 
Financial Information system of records.

EXEMPTIONS CLAIMED FOR THIS SYSTEM:
    None.

    Dated: August 29, 1997.
Crystal M. Bush,
Acting Manager, Information Resource Management Division, Office of the 
Chief Information Officer, Department of Transportation.
[FR Doc. 97-23651 Filed 9-4-97; 8:45 am]
BILLING CODE 4210-62-P


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