Document ID: DOT-OST-2008-0328-0001
Agency: dot
Document Type: Rule
Title: Privacy Act of 1974: System of Records
Posted Date: 2008-11-07T05:00Z

[Federal Register: November 7, 2008 (Volume 73, Number 217)]
[Notices]               
[Page 66285-66287]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr07no08-104]                         

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DEPARTMENT OF TRANSPORTATION

Office of the Secretary

 
Privacy Act of 1974: System of Records

AGENCY: Department of Transportation (DOT), Office of the Secretary.

ACTION: Notice to add a system of records.

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SUMMARY: DOT proposes to add a system of records under the Privacy Act 
of 1974. The system is DOT's implementation of the Department of 
Interior's (DOI's) Federal Personnel and Payroll System (FPPS). The 
system of records consists of human resources (HR) and payroll data 
moved from DOT's legacy HR and payroll systems to FPPS as well as new 
data added to FPPS. This system would not duplicate any other DOT 
system of records.

DATES: Effective Date: This notice will be effective, without further 
notice, on December 17, 2008, unless modified by a subsequent notice to 
incorporate comments received by the public. Comments must be received 
by December 17, 2008 to be assured consideration.

ADDRESSES: Send comments to Habib Azarsina, Departmental Privacy 
Officer, S-80, United States Department of Transportation, Office of 
the Secretary of Transportation, 1200 New Jersey Avenue, SE., 
Washington, DC 20590 or habib.azarsina@dot.gov.

FOR FURTHER INFORMATION CONTACT: Habib Azarsina, Departmental Privacy 
Officer, S-80, United States Department of Transportation, Office of 
the Secretary of Transportation, 1200 New Jersey Avenue, SE., 
Washington, DC 20590; telephone 202.366.1965, or 
habib.azarsina@dot.gov.

[[Page 66286]]

SUPPLEMENTARY INFORMATION: The DOT system of records notice subject to 
the Privacy Act of 1974 (5 U.S.C. 552a), as amended, as proposed to be 
added, is available from the above mentioned address and appears below:
SYSTEM NUMBER:
    DOT/ALL 19.

SYSTEM NAME:
    Federal Personnel and Payroll System (FPPS).

SECURITY CLASSIFICATION:
    Unclassified, sensitive.

SYSTEM LOCATION:
    This system of record is in the National Business Center, U.S. 
Department of the Interior, 7301 West Mansfield Avenue, MS D-2400, 
Denver, CO 80235-2230.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Prospective, present, and former employees in the Office of the 
Secretary of Transportation, OST; 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; St. Lawrence Seaway Development 
Corporation, SLSDC; Federal Motor Carrier Safety Administration, FMCSA; 
Pipeline and Hazardous Materials Safety Administration, PHMSA; Research 
and Innovative Technology Safety Administration, RITA; and the Surface 
Transportation Board, STB.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Employee name, Social Security number, and organizational code; pay 
rate and grade, retirement, and location data; length of service; pay, 
leave, time and attendance, allowances, and cost distribution records; 
deductions for Medicare or FICA, savings bonds, FEGLI, union dues, 
taxes, allotments, quarters, charities, health benefits, and Thrift 
Savings Fund contributions; awards, shift schedules, pay differentials, 
IRS tax lien data, commercial garnishments, child support and/or 
alimony wage assignments; and related payroll and personnel data. Also 
included is information on debts owed to the Government as a result of 
overpayment, refunds owed, or a debt referred for collection on a 
transferred employee. The payroll, attendance, retirement, and leave 
records described in this notice form a part of the information 
contained in DOI's integrated Federal Personnel Payroll System (FPPS). 
Personnel, but not payroll, records contained in the system are covered 
under the Government-wide system of records notice published by the 
Office of Personnel Management (OPM/GOVT-1).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 5101, et seq.; 31 U.S.C. 3512.

PURPOSE(S):
    The purpose for collecting the data in the FPPS System of Records 
is to control and facilitate payment of salaries to DOT civilian 
employees.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    The primary uses of the records are for fiscal operations for 
payroll, attendance, leave, insurance, tax, retirement, budget, and 
cost accounting programs; and to prepare related reports to other 
Federal agencies including the Department of the Treasury and the 
Office of Personnel Management. Disclosures outside DOT and DOI may be 
made:
    (1) To the Department of the Treasury for preparation of payroll 
(and other) checks and electronic funds transfers to Federal, State, 
and local government agencies, non-governmental organizations, and 
individuals.
    (2) To the Internal Revenue Service and to State, local, tribal, 
and territorial governments for tax purposes.
    (3) To the Office of Personnel Management in connection with 
programs administered by that office.
    (4) To any other Federal agency to which an employee has 
transferred.
    (5) To the Department of Justice, or to a court, adjudicative or 
other administrative body, or to a party in litigation before a court 
or adjudicative or administrative body, when:
    (a) One of the following is a party to the proceeding or has an 
interest in the proceeding:
    (1) The Department or any component of the Department;
    (2) Any Departmental employee acting in his or her official 
capacity;
    (3) Any Departmental employee acting in his or her individual 
capacity where the Department or the Department of Justice has agreed 
to represent the employee; or
    (4) The United States, when the Department determines that the 
Department is likely to be affected by the proceeding; and
    (b) The Department deems the disclosure to be:
    (1) Relevant and necessary to the proceeding; and
    (2) Compatible with the purpose for which it compiled the 
information.
    (6) To the appropriate Federal, State, tribal, local or foreign 
governmental agency that is responsible for investigating, prosecuting, 
enforcing or implementing a statute, rule, regulation order or license, 
when the Department becomes aware of an indication of a violation or 
potential violation of the statute, rule, regulation, order or license.
    (7) To appropriate Federal and State agencies to provide required 
reports including data on unemployment insurance.
    (8) To the Social Security administration to report FICA 
deductions.
    (9) To labor unions to report union dues deductions.
    (10) To insurance carriers to report withholdings for health 
insurance.
    (11) To charitable institutions to report contributions.
    (12) To a Federal agency for the purpose of collecting a debt owed 
the Federal government through administrative or salary offset.
    (13) To provide addresses obtained from the Internal Revenue 
Service to debt collection agencies for purposes of locating a debtor 
to collect or compromise a Federal claim against the debtor.
    (18) To the Federal Retirement Thrift Investment Board with respect 
to Thrift Savings Fund contributions.
    (19) To disclose debtor information to the Internal Revenue Service 
or to another Federal agency or its contractor solely to aggregate 
information for the Internal Revenue Service, to collect debts owed to 
the Federal Government through the offset of tax refunds.
    (20) To disclose the names, social security numbers, home 
addresses, dates of birth, dates of hire, quarterly earnings, employer 
identifying information, and State of hire of employees 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).

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Disclosure 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

[[Page 66287]]

Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Act of 1966 
(31 U.S.C. 3701(a)(3)).

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE:
    Records are maintained in manual, microfilm, microfiche, 
electronic, imaged and computer printout form. Current records are 
stored on magnetic media at DOI's central computer processing center; 
historic records are stored on magnetic media at DOI's central computer 
center. Original input documents are stored in standard office filing 
equipment and/or as imaged documents on magnetic media at all locations 
which prepare and provide input documents and information for data 
processing.

RETRIEVABILITY:
    Records are retrieved by name, Social Security number, and 
organizational code.

SAFEGUARDS:
    Access to all records in the system is limited to authorized 
personnel whose official duties require such access. Paper or micro 
format records are maintained in locked metal file cabinets in secured 
rooms. Electronic records are maintained with safeguards meeting the 
security requirements of 49 CFR 10.3.

RETENTION AND DISPOSAL:
    The records contained in this system of records have varying 
retention periods as described in General Records Schedule 2, 
(available on-line at http://www.nara.gov), issued by the Archivist of 
the United States, and are disposed of in accordance with the National 
Archives and Records Administration Regulations, 36 CFR part 1228 et 
seq.

SYSTEM MANAGER(S) AND ADDRESS:
    The following system manager is responsible for the payroll records 
contained in the Federal Personnel Payroll System (FPPS). Personnel 
records contained in the system fall under the jurisdiction of the 
Office of Personnel Management as prescribed in 5 CFR part 253 and 5 
CFR part 297: Chief, FPPS Management Division, National Business 
Center, U.S. Department of the Interior, 7301 West Mansfield Avenue, 
Denver, CO 80235-2230.

NOTIFICATION PROCEDURE:
    Inquiries regarding the existence of records should be addressed to 
the System Manager. The request must be in writing, signed by the 
requester, and meet the content requirements of 49 CFR 10.31.

RECORD ACCESS PROCEDURES:
    A request for access may be addressed to the System Manager. The 
request must be in writing, signed by the requester, and meet the 
content requirements of 49 CFR 2.63.

CONTESTING RECORD PROCEDURES:
    A petition for amendment should be addressed to the System Manager.
    The request must be in writing, signed by the requester, and meet 
the content requirements of 49 CFR 10.41.

RECORD SOURCE CATEGORIES:
    Individuals on whom the records are maintained, official personnel 
records of individuals on whom the records are maintained, supervisors, 
timekeepers, previous employers, and the Internal Revenue Service.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

    Dated: November 3, 2008.
Habib Azarsina,
Departmental Privacy Officer.
 [FR Doc. E8-26595 Filed 11-6-08; 8:45 am]

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