52550 Federal Register / Vol. 86, No. 180 / Tuesday, September 21, 2021 / Notices 

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. 

11. VA may disclose to other Federal 

agencies to assist such agencies in 

preventing and detecting possible fraud 

or abuse by individuals in their 

operations and programs. 

12. VA may disclose any information 

or records 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 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, or persons is 

reasonably necessary to assist in 

connection with VA efforts to respond 

to the suspected or confirmed breach or 

to prevent, minimize, or remedy such 

harm. 

13. VA may 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. 

POLICIES AND PRACTICES FOR STORAGE OF

RECORDS: 

All registry data is stored 

electronically in the registry database. 

POLICIES AND PRACTICES FOR RETRIEVAL OF

RECORDS: 

Records are indexed by name of 

Veteran and Social Security number. 

POLICIES AND PRACTICES FOR RETENTION AND

DISPOSAL OF RECORDS: 

Records are scheduled in accordance 

with RCS 10–1, 1202.1e, permanent 

disposition; cutoff at the end of calendar 

year. Records are transferred to NARA 

in 5-year blocks 1 year after the cutoff 

of the most recent records in the block. 

(N1–015–00–2, item 2e) 

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL

SAFEGUARDS: 

Access to electronic and paper 

records at VA Central Office is only 

authorized to VA personnel on a ‘‘need 

to know’’ basis. Records are maintained 

in manned rooms during working hours. 

During non-working hours, there is 

limited access to the building with 

visitor control by security personnel. 

Registry data maintained at the AITC 

can only be updated by authorized AITC 

personnel. 

There are multiple levels of security 

to ensure the confidentiality of all data 

stored within the GWR. The registry is 

stored on a password protected system 

located in a locked room. Registry 

application is web-based and accessible 

behind the VA firewall. Access to the 

facility is limited by Personal Identity 

Verification (PIV) access, security card, 

metal scanners at the entrance, and 

security guards. 

RECORD ACCESS PROCEDURE: 

An individual who seeks access to 

records maintained under his or her 

name may write or visit the nearest VA 

medical facility or write to the Deputy 

Chief Consultant, Post Deployment 

Health Services (12POP5), VA Central 

Office, 810 Vermont Avenue NW, 

Washington, DC 20420. 

CONTESTING RECORD PROCEDURES: 

(See Record Access Procedures 

above.) 

NOTIFICATION PROCEDURE: 

An individual who wishes to 

determine whether a record is being 

maintained in this system under his or 

her name or other personal identifier, or 

wants to determine the contents of such 

record, should submit a written request 

or apply in person to the last VA 

medical facility where medical care was 

provided or submit a written request to 

the Deputy Chief Consultant, Post 

Deployment Health Services (12POP5), 

VA Central Office, 810 Vermont Avenue 

NW, Washington, DC 20420. Inquiries 

should include the Veteran’s name, 

Social Security number, service serial 

number, and return address. 

EXEMPTIONS PROMULGATED FOR THE SYSTEM: 

None. 

HISTORY: 

Last full publication provided in 69 

FR 2962. 

[FR Doc. 2021–20361 Filed 9–20–21; 8:45 am] 

BILLING CODE;P 

DEPARTMENT OF VETERANS 

AFFAIRS 

Privacy Act of 1974; System of 

Records 

AGENCY: Department of Veterans Affairs 

(VA), Financial Services Center (FSC). 

ACTION: Notice of a modified system of 

records. 

SUMMARY: The system maintains a 

system for operating, auditing, and 

managing the charge card program 

involving commercial purchases 

authorized by VA employees. 

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: Comments may be 

submitted through www.Regulations.gov 

or mailed to VA Privacy Service, 810 

Vermont Avenue NW, (005R1A), 

Washington, DC 20420. Comments 

should indicate that they are submitted 

in response to Purchase Credit Card 

Program-VA (131VA047). Comments 

received will be available at 

regulations.gov for public viewing, 

inspection or copies. 

FOR FURTHER INFORMATION CONTACT: Lori 

Thomas, Financial Services Center, 

Department of Veterans Affairs, 1615 

Woodward Street, Austin, TX 78772, 

(512) 460–5189 or Lori.Thomas2@

va.gov. 

SUPPLEMENTARY INFORMATION: The 

General Services Administration 

established a governmentwide charge 

card service. This service is used as a 

payment mechanism and is designed to 

provide better financial and cash 

management controls over the Federal 

Government’s low dollar value 

procurements. Individual employees are 

selected by their agencies to obtain and 

use the Government’s purchase card, 

called SmartPay3, to aid in the 

employee’s procurement 

responsibilities. An individual 

employee obtains a purchase card by 

applying to a private contractor bank. 

This application is given to the Agency/ 

Organization Program Coordinator, who 

serves as the focal point for 

coordination of applications, issuance 

and destruction of cards, establishment 

of reports, and administrative training. 

This Program Coordinator also serves as 

a liaison between the agency and the 

bank. Prior to obtaining this account, an 

employee receives a delegation of 

authority from his/her agency, which 

indicates the maximum dollar amount 


lotter on DSK11XQN23PROD with NOTICES1
Federal Register / Vol. 86, No. 180 / Tuesday, September 21, 2021 / Notices 52551 

for each single purchase made and a 

monthly dollar limit for total purchases. 

At the close of each billing cycle, each 

employee receives a ‘‘Statement of 

Account’’ from the bank that itemizes 

each transaction. In order to 

successfully participate in the 

SmartPay3 purchase card program, VA 

must maintain certain records on the 

employees who have obtained a 

purchase card. This information 

includes name, address, employment 

information, telephone numbers, 

information needed for identification 

verification, charge card applications, 

charge card statements, terms and 

conditions for use of the charge card, 

and monthly report from contractor(s) 

showing charges to individual account 

numbers, balances and other types of 

account analysis. 

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. Dominic A. Cussatt, 

Acting Assistant Secretary of 

Information and Technology and Chief 

Information Officer, approved this 

document on August 4, 2021 for 

publication. 

Dated: September 16, 2021. 

Amy L. Rose, 

Program Analyst, VA Privacy Service, Office 

of Information Security, Office of Information 

and Technology, Department of Veterans 

Affairs. 

SYSTEM NAME AND NUMBER: 

Purchase Credit Card Program-VA 

(131VA047). 

SECURITY CLASSIFICATION: 

Unclassified. 

SYSTEM LOCATION: 

This system of record is located in the 

Financial Services Center, Austin, TX. 

SYSTEM MANAGER(S): 

Lori Thomas, Division Chief of Charge 

Card Services Division, Financial 

Services Center, Department of Veterans 

Affairs, 1615 Woodward Street, Austin, 

TX, 78772, (512) 460– 5189 or 

Lori.Thomas2@va.gov. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

Federal Acquisition Regulation (FAR), 

part 13, 48 CFR, part 13, and Public Law 

93–579. Section 7(b). 

PURPOSE(S) OF THE SYSTEM: 

To maintain a system for operating, 

auditing, and managing the purchase 

card program involving commercial 

purchases by authorized VA employees. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Individuals covered by the system are 

current VA employees who have their 

own Government assigned charge card, 

or who have had a charge card. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Records include name, work 

addresses, work telephone numbers, 

information needed for identification 

verification, charge card applications, 

charge card statements, terms and 

conditions for use of the charge card, 

and monthly report from contractor(s) 

showing charges to individual account 

numbers, balances, and other types of 

account analysis. 

RECORD SOURCE CATEGORIES: 

Transactional data from the 

contracting bank. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

PURPOSES OF SUCH USES: 

1. Congress. VA may disclose 

information 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. VA may disclose 

information 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 involving. 

3. Data Breach Response and 

Remediation, for Another Federal 

Agency. VA may disclose information to 

another Federal agency or Federal 

entity, when VA determines that the 

information 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. VA may disclose 

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, 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. The disclosure of the names and 

addresses of VA employees, 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. 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 

official 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. VA may disclose 

information 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. VA may disclose information 

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. VA may disclose 

information 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. VA may disclose information 

to the Federal Labor Relations Authority 

(FLRA) in connection with: The 

investigation and resolution of 

allegations of unfair labor practices, the 


lotter on DSK11XQN23PROD with NOTICES1
52552 Federal Register / Vol. 86, No. 180 / Tuesday, September 21, 2021 / Notices 

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. VA may disclose 

information to the Merit Systems 

Protection Board (MSPB) and the Office 

of the Special Counsel 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. VA may disclose 

information to 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, Courts, 

Litigants, for Litigation or 

Administrative Proceedings. VA may 

disclose information 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. 

13. Law Enforcement, for Locating 

Fugitive. In compliance with 38 U.S.C. 

5313B(d), VA may disclose information 

to any Federal, state, local, territorial, 

tribal, or foreign law enforcement 

agency in order to identify, locate, or 

report a known fugitive felon. If the 

disclosure is in response to a request 

from a law enforcement entity, the 

request must meet the requirements for 

a qualifying law enforcement request 

under the Privacy Act, 5 U.S.C. 

552a(b)(7). 

14. OMB. VA may disclose 

information to the Office of 

Management and Budget (OMB) for the 

performance of its statutory 

responsibilities for evaluating Federal 

programs. 

15. Treasury, to Report Earnings as 

Income. VA may disclose information to 

the Department of the Treasury to report 

calendar year earnings of $600 or more 

for income tax reporting purposes. 

16. APA. VA may disclose 

information as necessary, to comply 

with the requirements of the 

Administrative Procedure Act (APA) to 

make available for public review 

comments submitted in response to 

VA’s solicitation of public comments as 

part of the agency’s notice and 

rulemaking activities under the APA if 

VA determines that release of personally 

identifiable information, such as an 

individual’s telephone number, is 

integral to the public’s understanding of 

the comment submitted 

17. Unions. VA may disclose 

information identified in 5 U.S.C. 

7114(b)(4) 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. 

POLICIES AND PRACTICES FOR STORAGE OF

RECORDS: 

The FSC Purchase Card program 

retains only electronic data on its 

servers for transaction purposes for a 

period of 6 years. 

POLICIES AND PRACTICES FOR RETRIEVAL OF

RECORDS: 

These records may be retrieved using 

various combinations of name or 

identification number (charge card 

number) of the individual on whom the 

records are maintained. 

POLICIES AND PRACTICES FOR RETENTION AND

DISPOSAL OF RECORDS: 

In accordance with General Records 

Schedule 1.1, Item #10, records are 

destroyed 6 years after final payment or 

cancellation, but longer retention is 

authorized for business use. 

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL

SAFEGUARDS: 

Access to these records is restricted to 

authorized VA employees or 

contractors, on a ‘‘need to know’’ basis. 

Offices where these records are 

maintained are locked after working 

hours and are protected from outside 

access by the Federal Protective Service, 

other security officers, and alarm 

systems. Access to computerized 

records is restricted to authorized VA 

employees or contractors, by means of 

unique user identification and 

passwords. 

RECORD ACCESS PROCEDURES: 

Individuals seeking information 

concerning the existence of a record 

pertaining to them must submit a 

written request to the VA station where 

the records are maintained. Such 

requests must contain a reasonable 

description of the records requested. In 

addition, identification of the individual 

requesting the information will be 

required in the written request and will 

consist of the requester’s name, 

signature, and address, as a minimum. 

CONTESTING RECORD PROCEDURES: 

(See Notification procedure above.) 

NOTIFICATION PROCEDURES: 

Please contact Lori Thomas, Division 

Chief of Charge Card Services Division, 

Financial Services Center, Department 

of Veterans Affairs, 1615 Woodward 

Street, Austin, TX 78772, (512) 460– 

5189 or Lori.Thomas2@va.gov. 

EXEMPTIONS PROMULGATED FOR THE SYSTEM: 

There is no category of records in this 

system that has been identified as 

exempt from any section of the Privacy 

Act. 

HISTORY: 

Purchase Credit Card Program-VA 

(131VA047) was published on February 

11, 2005 at 70 FR 7320. 

[FR Doc. 2021–20362 Filed 9–20–21; 8:45 am] 

BILLING CODE P 


lotter on DSK11XQN23PROD with NOTICES1