Federal Register / Vol. 82, No. 207 / Friday, October 27, 2017 / Notices 49809 

HISTORY: 

This system of records was last 

published at 45 FR 85316 (Dec. 24, 

1980) 

Personnel and Payroll System Records, 

FLRA/Internal-15. 

SECURITY CLASSIFICATION: 

Not applicable. 

SYSTEM LOCATIONS: 

FLRA/Internal-15-Personnel and 

Payroll System Records is centrally 

managed by the Human Resources 

Division, Federal Labor Relations 

Authority (FLRA), 1400 K Street NW., 

Washington, DC 20424. The FLRA has 

entered into an agreement with the 

Department of the Interior (DOI) Interior 

Business Center (IBC), a Federal agency 

shared service provider, to provide 

payroll and personnel processing 

services through DOI’s Federal 

Personnel and Payroll System (FPPS). 

Electronic payroll and personnel 

records processed through FPPS are 

located at the U.S. Department of the 

Interior, Interior Business Center, 

Human Resources and Payroll Services, 

7301 W. Mansfield Ave., MS D–2000, 

Denver, CO 80235. 

SYSTEM MANAGER: 

The FLRA’s Director, Human 

Resources Division, Federal Labor 

Relations Authority, 1400 K Street, NW., 

Washington, DC 20424, manages the 

FLRA’s FPPS account. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

36 U.S.C. 2102; 5 U.S.C. Chapter 55; 

5 CFR part 293; and Executive Order 

9397 as amended by Executive Order 

13478, relating to Federal agency use of 

Social Security numbers. 

PURPOSE OF THE SYSTEM: 

The purpose of the system is to allow 

the FLRA to collect and maintain 

records on current and former 

employees to ensure proper payment for 

salary and benefits, and to track time 

worked, leave, or other absences for 

reporting and compliance purposes. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

The system maintains records 

concerning current and former FLRA 

employees, including volunteers and 

emergency employees, and limited 

information regarding employee 

spouses, dependents, emergency 

contacts, or in the case of an estate, a 

trustee who meets the definition of 

‘‘individual’’ as that term is defined in 

the Privacy Act. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

This system maintains records 

including: 

• Employee biographical and 

employment information: Employee 

name, other names used, citizenship, 

gender, date of birth, group affiliation, 

marital status, Social Security number 

(SSN), truncated SSN, legal status, place 

of birth, records related to position, 

occupation, duty location, security 

clearance, financial information, 

medical information, disability 

information, education information, 

driver’s license, race/ethnicity, personal 

telephone number, personal email 

address, military status/service, 

mailing/home address, Taxpayer 

Identification Number, bank account 

information, professional licensing and 

credentials, family relationships, age, 

involuntary debt (garnishments or child 

support payments), employee common 

identifier (ECI), user identification and 

any other employment information. 

• Third-party information: Spouse 

information, emergency contact, 

beneficiary information, savings bond 

co-owner name(s) and information, 

family members and dependents 

information. 

• Salary and benefits information: 

Salary data, retirement data, tax data, 

deductions, health benefits, allowances, 

union dues, insurance data, Flexible 

Spending Account, Thrift Savings Plan 

contributions, pay plan, payroll records, 

awards, court order information, back 

pay information, debts owed to the 

government as a result of overpayment, 

refunds owed, or a debt referred for 

collection on a transferred employee or 

emergency worker. 

• Timekeeping information: Time and 

attendance records, leave records, the 

system may also maintain records 

including other information required to 

administer payroll, leave, and related 

functions. 

RECORD SOURCE CATEGORIES: 

Information is obtained from 

individuals on whom the records are 

maintained, official personnel records of 

individuals on whom the records are 

maintained, supervisors, timekeepers, 

previous employers, the Internal 

Revenue Service and state tax agencies, 

the Department of the Treasury, other 

Federal agencies, courts, state child 

support agencies, employing agency 

accounting offices, and third-party 

benefit providers. 

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, all or a 

portion of the records or information 

maintained in this system may be 

disclosed to authorized entities outside 

FLRA for purposes determined to be 

relevant and necessary as a routine use 

pursuant to 5 U.S.C. 552a(b)(3) as 

follows: 

a. To the Department of Justice (DOJ), 

including Offices of the U.S. Attorneys, 

or other Federal agencies conducting 

litigation or in proceedings before any 

court, adjudicative, or administrative 

body, when it is relevant or necessary to 

the litigation and one of the following 

is a party to the litigation or has an 

interest in such litigation: 

(1) The FLRA; 

(2) Any employee or former employee 

of FLRA in his or her official capacity; 

(3) Any employee or former employee 

of FLRA in his or her individual 

capacity when DOJ or the FLRA has 

agreed to represent the employee; or 

(4) The U.S. Government or any 

agency thereof. 

b. To a congressional office in 

response to a written inquiry that an 

individual covered by the system, or the 

heir of such individual if the covered 

individual is deceased, has made to the 

office. 

c. To the Office of Management and 

Budget (OMB) during the coordination 

and clearance process in connection 

with legislative affairs as mandated by 

OMB Circular A–19. 

d. To other Federal agencies that 

provide payroll and personnel 

processing services under a crossservicing agreement for purposes 

relating to FLRA employee payroll and 

personnel processing. 

e. To another Federal agency as 

required for payroll purposes, including 

to the Department of the Treasury for 

preparation of payroll and to issue 

checks and electronic funds transfer. 

f. To the Office of Personnel 

Management, the Merit Systems 

Protection Board, or the Equal 

Employment Opportunity Commission 

when requested in the performance of 

their authorized duties. 

g. To appropriate Federal and state 

agencies to provide reports including 

data on unemployment insurance. 

h. To State offices of unemployment 

compensation to assist in processing an 

individual’s unemployment, survivor 

annuity, or health benefit claim, or for 

records reconciliation purposes. 

i. To Federal employees’ Group Life 

Insurance or Health Benefits carriers in 

connection with survivor annuity or 

health benefits claims or records 

reconciliations. 

j. To the Internal Revenue Service and 

State and local tax authorities for which 


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49810 Federal Register / Vol. 82, No. 207 / Friday, October 27, 2017 / Notices 

an employee is or was subject to tax 

regardless of whether tax is or was 

withheld in accordance with Treasury 

Fiscal Requirements, as required. 

k. To the Internal Revenue Service or 

to another Federal agency or its 

contractor to disclose debtor 

information solely to aggregate 

information for the Internal Revenue 

Service to collect debts owed to the 

Federal government through the offset 

of tax refunds. 

l. To any creditor Federal agency 

seeking assistance for the purpose of 

that agency implementing 

administrative or salary offset 

procedures in the collection of unpaid 

financial obligations owed the United 

States Government from an individual. 

m. To any Federal agency where the 

individual debtor is employed or 

receiving some form of remuneration for 

the purpose of enabling that agency to 

collect debts on the employee’s behalf 

by administrative or salary offset 

procedures under the provisions of the 

Debt Collection Act of 1982. 

n. To the Internal Revenue Service, 

and state and local authorities for the 

purposes of locating a debtor to collect 

a claim against the debtor. 

o. To any source from which 

additional information is requested by 

the FLRA relevant to an FLRA 

determination concerning an 

individual’s pay, leave, or travel 

expenses, to the extent necessary to 

identify the individual, inform the 

source of the purpose(s) of the request, 

and to identify the type of information 

requested. 

p. To the Social Security 

Administration and the Department of 

the Treasury to disclose pay data on an 

annual basis. 

q. To the Social Security 

Administration to credit the employee 

or emergency worker account for OldAge, Survivors, and Disability Insurance 

(OASDI) and Medicare deductions. 

r. To the Federal Retirement Thrift 

Investment Board’s record keeper, 

which administers the Thrift Savings 

Plan, to report deductions, 

contributions, and loan payments. 

s. To a Federal agency or in response 

to a congressional inquiry when 

additional or statistical information is 

requested relevant to the FLRA Transit 

Fare Subsidy Program. 

t. To the Department of Health and 

Human Services for the purpose of 

providing information on new hires and 

quarterly wages as required under the 

Personal Responsibility and Work 

Opportunity Reconciliation Act of 1996. 

u. To the Office of Child Support 

Enforcement, Administration for 

Children and Families, Department of 

Health and Human Services for the 

purposes of locating individuals to 

establish paternity; establishing and 

modifying orders of child support; 

identifying sources of income; and for 

other child support enforcement actions 

as required by the Personal 

Responsibility and Work Opportunity 

Reconciliation Act (Welfare Reform 

Law, Pub. L. 104–193). 

v. To the Office of Personnel 

Management or its contractors in 

connection with programs administered 

by that office, including, but not limited 

to, the Federal Long Term Care 

Insurance Program, the Federal Dental 

and Vision Insurance Program, the 

Flexible Spending Accounts for Federal 

Employees Program, and the electronic 

Human Resources Information Program. 

w. To charitable institutions, when an 

employee designates an institution to 

receive contributions through salary 

deduction. 

x. To any criminal, civil, or regulatory 

law enforcement authority (whether 

Federal, state, territorial, local, tribal or 

foreign) when a record, either alone or 

in conjunction with other information, 

indicates a violation or potential 

violation of law—criminal, civil, or 

regulatory in nature. 

y. To the National Archives and 

Records Administration (NARA) to 

conduct records management 

inspections under the authority of 44 

U.S.C. 2904 and 2906. 

z. To an expert, consultant, grantee, or 

contractor (including employees of the 

contractor) of the FLRA that performs 

services requiring access to these 

records on the FLRA’s behalf to carry 

out the purposes of the system, 

including employment verifications, 

unemployment claims, and W–2 

services. 

aa. To the Department of Labor for 

processing claims for employees, 

emergency workers, or volunteers 

injured on the job or claiming 

occupational illness. 

bb. To appropriate agencies, entities, 

and persons when: 

(1) The FLRA suspects or has 

confirmed that there has been a breach 

of the system of records; 

(2) The FLRA has determined that as 

a result of the suspected or confirmed 

breach there is a risk of harm to 

individuals, the FLRA (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 the FLRA’s efforts to 

respond to the suspected or confirmed 

breach or to prevent, minimize, or 

remedy such harm. 

cc. To another Federal agency or 

Federal entity, when the FLRA 

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. 

dd. To another Federal agency to 

provide information needed in the 

performance of official duties related to 

reconciling or reconstructing data files 

or to enable that agency to respond to 

an inquiry by the individual to whom 

the record pertains. 

ee. To Federal, state, territorial, local, 

tribal, or foreign agencies that have 

requested information relevant or 

necessary to the hiring, firing or 

retention of an employee or contractor, 

or to the issuance of a security 

clearance, license, contract, grant or 

other benefit. 

ff. To an agency or organization for 

the purpose of performing audit or 

oversight operations as authorized by 

law, but only such information as is 

necessary and relevant to such audit or 

oversight function. 

gg. In an appropriate proceeding 

before a court, grand jury, or 

administrative or adjudicative body, 

when the FLRA determines that the 

records are arguably relevant to the 

proceeding, or in an appropriate 

proceeding before an administrative or 

adjudicative body when the adjudicator 

determines the records to be relevant to 

the proceeding. 

hh. To the news media and the 

public, with the approval of the Agency 

Privacy Officer in consultation with 

counsel, when there exists a legitimate 

public interest in the disclosure of the 

information or when disclosure is 

necessary to preserve confidence in the 

integrity of the FLRA or is necessary to 

demonstrate the accountability of the 

FLRA’s officers, employees, or 

individuals covered by the system, 

except to the extent it is determined that 

release of the specific information in the 

context of a particular case would 

constitute an unwarranted invasion of 

personal privacy. 


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Federal Register / Vol. 82, No. 207 / Friday, October 27, 2017 / Notices 49811 

POLICIES AND PRACTICES FOR STORAGE OF

RECORDS: 

Paper records are maintained in file 

folders stored within locking filing 

cabinets or locked rooms in secured 

facilities with controlled access. 

Electronic records are stored in 

computers, removable drives, storage 

devices, electronic databases, and other 

electronic media under the control of 

the FLRA, and in other Federal agency 

systems pursuant to interagency sharing 

agreements. 

POLICIES AND PRACTICES FOR RETRIEVAL OF

RECORDS: 

Records may be retrieved by name, 

SSN, ECI, birth date, organizational 

code, or other assigned person. 

POLICIES AND PRACTICES FOR RETENTION AND

DISPOSAL OF RECORDS: 

Records are maintained in accordance 

with General Records Schedule (GRS) 

1.0 ‘‘Finance’’, and GRS 2.0 ‘‘Human 

Resources,’’ which are approved by the 

National Archives and Records 

Administration. The system generally 

maintains temporary records, and 

retention periods vary based on the type 

of record under each item and the needs 

of the agency. Paper records are 

disposed of by shredding, and records 

maintained on electronic media are 

degaussed or erased in accordance with 

the applicable records retention 

schedule and NARA guidelines. 

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL

SAFEGUARDS: 

The records maintained in this system 

are safeguarded in accordance with 

FLRA security and privacy rules and 

policies. During normal hours of 

operations, paper records are 

maintained in locked files cabinets 

under the control of authorized 

personnel. Information technology 

systems follow the National Institute of 

Standards and Technology privacy and 

security standards developed to comply 

with the Privacy Act of 1974 as 

amended, 5 U.S.C. 552a; the Paperwork 

Reduction Act of 1995, Public Law 104– 

13; the Federal Information Security 

Modernization Act of 2014, Public Law 

113–283, as codified at 44 U.S.C. 3551 

et seq.; and the Federal Information 

Processing Standard 199, Standards for 

Security Categorization of Federal 

Information and Information Systems. 

Computer servers on which electronic 

records are stored are located in secured 

FLRA and DOI facilities with physical, 

technical and administrative levels of 

security to prevent unauthorized access 

to FLRA and DOI network and 

information assets. Security controls 

include encryption, firewalls, audit logs, 

and network system security 

monitoring. Electronic data is protected 

through user identification, passwords, 

database permissions and software 

controls. Access to records in the system 

is limited to authorized personnel who 

have a need to access the records in the 

performance of their official duties, and 

each person’s access is restricted to only 

the functions and data necessary to 

perform that person’s job 

responsibilities. System administrators 

and authorized users for both the FLRA 

and DOI are trained and required to 

follow established internal security 

protocols and must complete all 

security, privacy, and records 

management training, and sign Rules of 

Behavior for each agency. 

RECORD ACCESS PROCEDURES: 

Individuals wishing access to records 

about them should contact the System 

Manager. Individuals must furnish the 

following information for their records 

to be located and identified: 

a. Full name. 

b. Date of birth. 

Individuals requesting access must 

comply with the FLRA’s Privacy Act 

regulations regarding access to records 

(5 CFR 2412.5). 

CONTESTING RECORD PROCEDURES: 

Individuals wishing to request 

amendment of records about them 

should contact the System Manager. 

Individuals must furnish the following 

information for their records to be 

located and identified: 

a. Full name. 

b. Date of birth. 

Individuals requesting amendment must 

follow the FLRA’s Privacy Act 

regulations regarding amendment of 

records (5 CFR 2412.10). 

NOTIFICATION PROCEDURES: 

Individuals wishing to determine 

whether this system of records contains 

information about them should contact 

the System Manager. Individuals must 

furnish the following for their records to 

be located and identified: 

a. Full name. 

b. Date of birth. 

Individuals making inquiries must 

comply with the FLRA’s Privacy Act 

regulations regarding the existence of 

records (5 CFR 2412.4). 

EXEMPTIONS PROMULGATED FOR THE SYSTEM: 

None. 

HISTORY: 

This system of records was last 

published at 45 FR 85316 (Dec. 24, 

1980); 63 FR 1110 (Jan. 8, 1998). 

Office of Inspector General Investigative 

Files, FLRA/OIG–1. 

SECURITY CLASSIFICATION: 

Unclassified. 

SYSTEM LOCATION: 

Office of Inspector General (OIG), 

Federal Labor Relations Authority, 1400 

K Street, NW., Washington, DC 20424. 

SYSTEM MANAGER: 

Inspector General, Federal Labor 

Relations Authority, 1400 K Street NW., 

Washington, DC 20424. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

The Inspector General Act of 1978, as 

amended, 5 U.S.C. Appendix 3. 

PURPOSE OF THE SYSTEM: 

These records are maintained to fulfill 

the purposes of the Inspector General 

Act of 1978, as amended and to fulfill 

responsibilities assigned by that Act 

concerning investigative activities. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Subjects of OIG investigations relating 

to the programs and operations of the 

FLRA. Subject individuals include, but 

are not limited to, current and former 

employees; contractors, subcontractors, 

their agents or employees; and others 

whose actions affect the FLRA, its 

programs, and operations. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Correspondence relating to the 

investigation; internal staff memoranda; 

copies of subpoenas issued during the 

investigation, affidavits, statements from 

witnesses, transcripts of testimony taken 

in the investigation and accompanying 

exhibits; documents, records, or copies 

obtained during the investigation; 

interview notes, investigative notes, 

staff working papers, draft materials, 

and other documents and records 

relating to the investigation; opening 

reports, progress reports, and closing 

reports; and other investigatory 

information or data relating to alleged or 

suspected criminal, civil, or 

administrative violations or similar 

wrongdoing by subject individuals. 

RECORD SOURCE CATEGORIES: 

Employees or other individuals on 

whom the record is maintained, nontarget witnesses, FLRA and non-FLRA 

records. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

In addition to the disclosure generally 

permitted under 5 U.S.C. 552a(b) of the 

Privacy Act, these records or 

information in these records may be 

used pursuant to 5 U.S.C. 552a(b)(3): 


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