[Federal Register Volume 73, Number 156 (Tuesday, August 12, 2008)]
[Notices]
[Pages 46888-46890]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E8-18595]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2008-OS-0084]


Privacy Act of 1974; Systems of Records

AGENCY: Defense Logistics Agency, DoD.

ACTION: Notice to Amend a System of Records.

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SUMMARY: The Defense Logistics Agency is amending a system of records 
notice to its existing inventory of record systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: This action will be effective without further notice on 
September 11, 2008 unless comments are received that would result in a 
contrary determination.

ADDRESSES: Send comments to the Privacy Act Officer, Headquarters, 
Defense Logistics Agency, ATTN: DP, 8725 John J. Kingman Road, Stop 
2533, Fort Belvoir, VA 22060-6221.

FOR FURTHER INFORMATION CONTACT: Ms. Jody Sinkler at (703) 767-5045.

SUPPLEMENTARY INFORMATION: The Defense Logistics Agency notices for 
systems of records subject to the Privacy Act of 1974 (5 U.S.C. 552a), 
as amended, have been published in the Federal Register and are 
available from the address above.
    The specific changes to the record system being amended are set 
forth below followed by the notice, as amended, published in its 
entirety. The proposed amendment is not within the purview of 
subsection (r) of the Privacy Act of 1974, (5 U.S.C. 552a), as amended, 
which requires the submission of a new or altered system report.

    Dated: August 5, 2008.
Patricia Toppings,
OSD Federal Register Liaison Officer, Department of Defense.
S700.30

System name:
    Operational Accounting Records for Civilian Employee-Based 
Expenditures (June 13, 2005, 70 FR 34105).

Changes:
* * * * *

System name:
    Delete entry and replace with ``Enterprise Business System (EBS).''

System location:
    Delete entry and replace with ``Financial Compliance and Process 
Management (J-89), Headquarters, Defense Logistics Agency, 8725 John J. 
Kingman Road, Stop 6238, Fort Belvoir, VA 22060-6221.
    EBS Processing Center (EPC), DISA/DECC-Ogden, Building 981, 7879 
Wardleigh Road, Hill AFB, UT 84056-5997''.

Categories of individuals covered by the system:
    Delete entry and replace with ``Defense Logistics Agency (DLA) 
civilian employees and civilian employees of other DOD Components who 
receive accounting and financial management support from DLA under an 
administrative support agreement.''

Categories of records in the system:
    Delete entry and replace with ``Individual's name, Social Security 
Number (SSN), activity code, home address, Country Code, Electronic 
Fund Transfer waiver, Financial Institution, Bank Routing Number, Bank 
Account Number, Account Type, gross pay data (date paid, disbursing 
officer voucher number, disbursing station symbol number, pay period 
ending date, pay system code, grade, pay/straight rate, work schedule, 
temporary position code, gross reconciliation code, job order number, 
hours extended, hours paid, and earnings/employer contributions 
amount), and reconciliation or error data (if applicable).''
* * * * *

Purpose(s):
    Delete entry and replace with ``Records are used to initiate 
reimbursements to enable the Defense Finance and Accounting Service 
(DFAS) to distribute payments to DLA employees for certain 
miscellaneous out-of-pocket expenses (training,

[[Page 46889]]

tuition, Permanent Change of Station, etc). Records are also used to 
identify employee-related costs associated with reimbursable orders 
received by DLA and to enable accurate billing of those reimbursable 
orders.
    Records are used to create a general ledger file containing the 
accounts necessary to reflect DLA operational costs. Operations costs 
consist of operating accounts, liability accounts, budgetary accounts, 
and statistical accounts, maintained for the purposes of establishing, 
in summary form, the status of the DLA accounts and to provide an audit 
trail to verify accuracy of reports.
    Records are used by financial management offices to validate and 
accurately record employee-labor operational expenses.
    Records are used to determine DLA civilian payroll budgetary 
requirements.
    Records are used by internal auditors to conduct audits or 
investigations into the DLA accounting and financial management 
process.
    Records are used by the DOD Components who receive accounting and 
financial management support from DLA under an administrative support 
agreement for accounting and financial management purposes.
    Records devoid of personal identifiers are used for extraction or 
compilation of data and reports for management studies and statistical 
analyses for use internally or externally as required by DOD or other 
government agencies.
    Statistical data, with all personal identifiers removed, may be 
used by management for program evaluation, review, or oversight 
purposes.
* * * * *

Retrievability:
    Delete entry and replace with ``Records are retrieved by 
individual's name, Employee Number, and Social Security Number.''

Safeguards:
    Delete entry and replace with ``Physical entry is restricted by the 
use of locks, guards, and administrative procedures. Access to personal 
information is restricted by access profiles to those who require the 
records in the performance of their official duties. All Personally 
Identifiable Information is encrypted with accessibility limited to 
permitted access profiles. Access to personal information is further 
restricted by the use of passwords that are changed periodically.''

Retention and disposal:
    Delete entry and replace with ``General ledger postings are cutoff 
at the end of the fiscal year and are maintained for 6 years and 3 
months, and then destroyed.
    Reconciliation or error records may remain in the system no longer 
than 2 years. These reconciliations or error records are kept by DFAS 6 
years and 3 months, and then destroyed.
    Ready to pay file disposition is pending (until the National 
Archives and Records Administration has approved the retention and 
disposal of ready to pay files, treated them as permanent.''
* * * * *
S700.30

System name:
    Enterprise Business System (EBS).

System location:
    Financial Compliance and Process Management (J-89), Headquarters, 
Defense Logistics Agency, 8725 John J. Kingman Road, Stop 6238, Fort 
Belvoir, VA 22060-6221.
    EBS Processing Center (EPC), DISA/DECC-Ogden, Building 981, 7879 
Wardleigh Road, Hill AFB, UT 84056-5997.

Categories of individuals covered by the system:
    Defense Logistics Agency (DLA) civilian employees and civilian 
employees of other DOD Components who receive accounting and financial 
management support from DLA under an administrative support agreement.

Categories of records in the system:
    Individual's name, Social Security Number (SSN), activity code, 
home address, Country Code, Electronic Fund Transfer waiver, Financial 
Institution, Bank Routing Number, Bank Account Number, Account Type, 
gross pay data (date paid, disbursing officer voucher number, 
disbursing station symbol number, pay period ending date, pay system 
code, grade, pay/straight rate, work schedule, temporary position code, 
gross reconciliation code, job order number, hours extended, hours 
paid, and earnings/employer contributions amount), and reconciliation 
or error data (if applicable).

Authority for maintenance of the system:
    10 U.S.C. 136, Under Secretary of Defense for Personnel and 
Readiness; 31 U.S.C. 3512, Executive agency accounting and other 
financial management reports and plans, as amended by Pub.L. 104-208, 
Federal Financial Management Improvement Act of 1996; and E.O. 9397 
(SSN).

Purpose(s):
    Records are used to initiate reimbursements to enable the Defense 
Finance and Accounting Service (DFAS) to distribute payments to DLA 
employees for certain miscellaneous out-of-pocket expenses (training, 
tuition, Permanent Change of Station, etc). Records are also used to 
identify employee-related costs associated with reimbursable orders 
received by DLA and to enable accurate billing of those reimbursable 
orders.
    Records are used to create a general ledger file containing the 
accounts necessary to reflect DLA operational costs. Operations costs 
consist of operating accounts, liability accounts, budgetary accounts, 
and statistical accounts, maintained for the purposes of establishing, 
in summary form, the status of the DLA accounts and to provide an audit 
trail to verify accuracy of reports.
    Records are used by financial management offices to validate and 
accurately record employee-labor operational expenses.
    Records are used to determine DLA civilian payroll budgetary 
requirements.
    Records are used by internal auditors to conduct audits or 
investigations into the DLA accounting and financial management 
process.
    Records are used by the DOD Components who receive accounting and 
financial management support from DLA under an administrative support 
agreement for accounting and financial management purposes.
    Records devoid of personal identifiers are used for extraction or 
compilation of data and reports for management studies and statistical 
analyses for use internally or externally as required by DOD or other 
government agencies.
    Statistical data, with all personal identifiers removed, may be 
used by management for program evaluation, review, or oversight 
purposes.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the DOD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    To the Office of Management and Budget for the purposes of 
conducting reviews, audits, or inspections of agency practices.
    The DOD ``Blanket Routine Uses'' apply to this system of records.

[[Page 46890]]

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records may be stored on both paper and electronic media.

Retrievability:
    Records are retrieved by individual's name, Employee number, and 
Social Security Number (SSN).

Safeguards:
    Physical entry is restricted by the use of locks, guards, and 
administrative procedures. Access to personal information is restricted 
by access profiles to those who require the records in the performance 
of their official duties. All Personally Identifiable Information is 
encrypted with accessibility limited to permitted access profiles. 
Access to personal information is further restricted by the use of 
passwords that are changed periodically.

Retention and disposal:
    General ledger postings are cut off at the end of the fiscal year 
and are maintained for 6 years and 3 months, and then destroyed.
    Reconciliation or error records may remain in the system no longer 
than 2 years. These reconciliations or error records are kept by the 
DFAS 6 years and 3 months, and are then destroyed.
    Ready to pay file disposition is pending (until the National 
Archives and Records Administration has approved the retention and 
disposal of ready to pay files, treated them as permanent).

System manager(s) and address:
    Staff Director, Financial Compliance and Process Management (J-89), 
Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Stop 
6238, Fort Belvoir, VA 22060-6221.

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information about themselves should address written inquiries 
to the Privacy Act Office, Headquarters Defense Logistics Agency, ATTN: 
DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-
6221.
    Individuals should provide their full name, Social Security Number 
(SSN), current address, telephone number, and office or organization 
where currently assigned, if applicable.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system of records should address written inquiries to 
the Privacy Act Office, Headquarters Defense Logistics Agency, ATTN: 
DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-
6221.
    Individuals should provide their full name, Social Security Number 
(SSN), current address, telephone number, and office or organization 
where currently assigned, if applicable.

Contesting record procedures:
    The DLA rules for accessing records, for contesting contents and 
appealing initial agency determinations are contained in 32 CFR part 
323, or may be obtained from the Privacy Act Office, Headquarters 
Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 
1644, Fort Belvoir, VA 22060-6221.

Record source categories:
    Existing DLA and DFAS databases.

Exemptions claimed for the system:
    None.

[FR Doc. E8-18595 Filed 8-11-08; 8:45 am]
BILLING CODE 5001-06-P