Document ID: DOT-OST-2015-0160-0001
Agency: dot
Document Type: Notice
Title: Privacy Act; Systems of Records
Posted Date: 2015-10-23T04:00Z

[Federal Register Volume 80, Number 205 (Friday, October 23, 2015)]
[Notices]
[Pages 64493-64495]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2015-26974]

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DEPARTMENT OF TRANSPORTATION

Office of the Secretary

[Docket No. DOT-OST-2015-0160]

Privacy Act of 1974; Department of Transportation/ALL 8, Parking 
and Transit Benefit System

AGENCY: Privacy Office, Office of the Secretary of Transportation, DOT.

ACTION: Notice of Privacy Act system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, the U.S. 
Department of Transportation proposes to rename, update, and reissue 
the Department of Transportation system of records currently titled, 
``Department of Transportation/ALL 8 Employee Transportation 
Facilitation System of Records.'' This system of records allows the 
Department of Transportation/Office of the Secretary to collect and 
maintain records on Department of Transportation employees who 
participate in the Department's transit, carpool/vanpool, bicycle and 
parking benefit program, employees of other Federal agencies for whom 
DOT administers a Federal carpool/vanpool, and/or parking and transit 
benefit program. It also allows the Federal Aviation Administration to 
collect and maintain records on behalf of its employees who participate 
in transit and parking benefit programs administered by the Federal 
Aviation Administration. In addition to non-substantive changes to 
simply the formatting and text of the previously published notice, we 
are revising this notice to reflect System Manager's address change, 
and clarify the routine uses of information in the system. This updated 
system will be renamed and included in the Department of 
Transportation's inventory of record systems and referred to as ``DOT/
ALL 8--Parking and Transit Benefit System.''

DATES: Written comments should be submitted on or before November 23, 
2015. The Department may publish an amended SORN in light of any 
comments received. This revised system will be effective November 23, 
2015.

ADDRESSES: You may submit comments, identified by docket number DOT-
OST-2015-0160 by any of the following methods:
     Federal e-Rulemaking Portal: http://www.regulations.gov. 
Follow the instructions for submitting comments.
     Mail: Docket Management Facility, U.S. Department of 
Transportation, 1200 New Jersey Ave. SE., West Building Ground Floor, 
Room W12-140, Washington, DC 20590-0001.
     Hand Delivery or Courier: West Building Ground Floor, Room 
W12-140, 1200 New Jersey Ave. SE., between 9 a.m. and 5 p.m. ET, Monday 
through Friday, except Federal Holidays.
     Fax: (202) 493-2251.
    Instructions: You must include the agency name and docket number 
DOT-OST-2015-0160. All comments received will be posted without change 
to http://www.regulations.gov, including any personal information 
provided.
    Privacy Act: Anyone is able to search the electronic form of all 
comments received in any of our dockets by the name of the individual 
submitting the comment (or signing the comment, if submitted on behalf 
of an association, business, labor union, etc.). You may review DOT's 
complete Privacy Act statement in the Federal Register published on 
January 17, 2008 (73 FR 3316-3317).
    Docket: For access to the docket to read background documents or 
comments received, go to http://www.regulations.gov or to the street 
address listed above. Follow the online instructions for accessing the 
docket.

FOR FURTHER INFORMATION CONTACT: For questions, please contact: Claire 
W. Barrett, Departmental Chief Privacy Officer, Privacy Office, 
Department of Transportation, Washington, DC 20590; privacy@dot.gov; or 
(202) 527-3284.

SUPPLEMENTARY INFORMATION:

I. Background

    The DOT/Office of the Secretary (OST) manages a Transportation 
Subsidy Program (TSP) and facilitates the distribution of public-
transport fare media to DOT and other Federal Agency employees, to 
schedule distribution of the fare media, to maintain an inventory of 
fare media on hand, and to manage the fare media billing. DOT 
administers the TSP for its employees, and, also, for employees of 
other Federal agencies through Interagency Agreements between DOT and 
the employer-agency. Additionally, the Office of Transportation 
Services (TRANServe), within DOT's Office of the Assistant Secretary 
for Administration, manages the bicycle benefit program and the vehicle 
parking resources at the DOT South East Federal Center (SEFC) 
Headquarters Facility. Parking at the Headquarters Facility is 
allocated via the DOT Headquarters Parking Application (DOT HPA) 
reservation system. The Federal Aviation Administration (FAA) 
administers its own parking and transit benefit program for FAA 
employees in the Washington, DC area (transit and parking benefits for 
FAA field office employees are administered by OST).
    In accordance with the Privacy Act of 1974, 5 U.S.C. 552a, the U.S. 
Department of Transportation (DOT)/Office of the Secretary of 
Transportation (OST) proposes to rename, update, and reissue the DOT 
system of records currently titled, ``DOT/ALL-8 Employee Transportation 
Facilitation.'' This system of records will be renamed ``DOT/ALL-8, 
Parking and Transit Benefit System.''
    In addition, we are updating this system of records notice to 
reflect the change in the system manager's address resulting from DOT's 
move from its previous headquarters location at 400 7th Street SW., 
Washington, DC 20950, to its new location of 1200 New Jersey Ave. SE., 
Washington, DC 20590. We have also updated the system to provide 
greater detail about the categories of records collected and 
maintained, and include additional categories to reflect DOT's 
administration of the bicycle benefit program. Additionally, DOT will 
begin to collect the names of other riders in van pools (in addition to 
those individuals who are participating in the TSP). DOT will collect 
this information to aid in efforts to identify potential waste, fraud, 
and abuse. Finally, we are updating the routine uses to provide greater 
clarity and specificity to our routine uses of the information in this 
system. The current SORN generally describes the routine uses for this 
system in a narrative format. We wish to update this to provide great 
specificity about who we disclose these records to and the purposes for 
which we make the disclosure. We believe that these changes do not 
substantively alter the current routine uses, but merely provide 
greater transparency.
    This updated system will be included in DOT's inventory of record 
systems.

II. Privacy Act

    The Privacy Act (5 U.S.C. 552a) governs the means by which the 
Federal Government collects, maintains, and uses personally 
identifiable information (PII) in a System of Records. A ``System of 
Records'' is a group of any records under the control of a Federal 
agency from which information about individuals is retrieved by name or 
other personal identifier. The Privacy

[[Page 64494]]

Act requires each agency to publish in the Federal Register a System of 
Records notice (SORN) identifying and describing each System of Records 
the agency maintains, including the purposes for which the agency uses 
PII in the system, the routine uses for which the agency discloses such 
information outside the agency, and how individuals to whom a Privacy 
Act record pertains can exercise their rights under the Privacy Act 
(e.g., to determine if the system contains information about them and 
to contest inaccurate information).
    In accordance with 5 U.S.C. 552a(r), DOT has provided a report of 
this system of records to the Office of Management and Budget and to 
Congress.
SYSTEM OF RECORDS:
    DOT/ALL 8

SYSTEM NAME:
    Parking and Transit Benefit System.

SECURITY CLASSIFICATION:
    Unclassified, sensitive.

SYSTEM LOCATION:
    Department of Transportation, Office of the Secretary, Parking and 
Transit Benefit Office, 1200 New Jersey Ave. SE., Washington, DC 20950; 
Federal Aviation Administration, Transit Benefit Office, 800 
Independence Ave. SW., Washington, DC 20591.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Federal employees' who receive transit or bicycle subsidies, who 
hold parking permits, or are members of carpools and vanpools; 
applicants for ridesharing information; recipients of match letters for 
carpooling; applicants for transit subsidies issued by DOT; vanpool 
operators.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Categories of records in the system include:
    The following information about recipients of bicycle or transit 
subsidies; holders of parking permits, participants in carpools or 
vanpools; or applicants for ridesharing information:
    Full name
    Employee identification number (which, depending on the employer, 
may be the employee's social security number, the last four digits of 
the employee's social security number, or some other identification 
number used by a Federal agency as an employee's identification number)
    Employer name
    Employer's address
    Home address
    Business telephone number
    Employee's work email address
    Transit provider name, address, and mode of transportation used for 
commute
    Location employee commutes to/from
    Number of days employee commutes per month
    Subsidy amount
    System identifier (number randomly generated by DOT's system and 
assigned to files)
    Transit card number
    Parking permit number
    License plate number and issuing state
    Parking permit holder payment status (paid/unpaid) and payment 
information
    Bicycle benefit recipients' itemized lists of expenditures eligible 
for bicycle benefit
    The following information may be collected and maintained about van 
pool operators:
    Full name
    Business address
    First and last name of individuals who use the van pool

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 7905; 26 U.S.C. 132; 26 CFR 132f; Executive Order 13150 
(April 21, 2001)

PURPOSE:
    The purpose of this system is to collect and maintain information 
about Federal employees' and vanpool operators who participate in 
carpool/vanpool, transit, parking, or bicycle benefit programs in 
connection with the DOT's administration of these programs for its and 
other Federal agency employees.

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 contained in this system may be disclosed outside DOT as a 
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

    1. To the Federal agency for whom DOT administers a transit benefit 
program, for purposes of verifying that agency's employee's 
participation in the program, and auditing and verifying disbursements;
    2. To the operators of transit systems or vanpools for purposes of 
activating, distributing, and verifying benefits;
    3. To the entity that manages the parking facility at the DOT 
Headquarters in Southeast Washington, DC, information about individuals 
who have delinquent daily parking fees for purpose of ensuring 
eligibility of daily parkers;
    4. To the Department of Treasury's approved Financial Agent for 
purposes of distributing transit benefits;
    5. To consumer reporting agencies (collecting on behalf of the 
United States Government) 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));
    6. See ``Prefatory Statement of General Routine Uses'' (available 
at http://www.dot.gov/privacy/privacyactnotices). Other possible 
routine uses of the information, applicable to all DOT Privacy Act 
systems of records, are published in the Federal Register at 75 FR 
82132, December 29, 2010, and 77 FR 42796, July 20, 2012, under 
``Prefatory Statement of General Routine Uses'' (available at http://www.dot.gov/privacy/privacyactnotices).

DISCLOSURES TO CONSUMER REPORTING AGENCIES:
    Disclosures may be made from this system to consumer reporting 
agencies (collecting on behalf of the United States Government) 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:
    Hard copy or electronically. Hard copies are maintained at the 
System Manager address.

RETRIEVABILITY:
    Records can be retrieved by employer agency name, participant name, 
or any other identifier in the system

SAFEGUARDS:
    Records in this system are safeguarded in accordance with 
applicable rules and policies, including all applicable DOT automated 
systems security and access policies. Appropriate controls have been 
imposed to minimize the risk of compromising the information that is 
being stored. Access to records in this system is limited to those 
individuals who have a need to know the information for the performance 
of their official duties and who have appropriate permissions.

RETENTION AND DISPOSAL:
    Records in this system are retained for three years and then 
destroyed, in

[[Page 64495]]

accordance with General Record Schedule 9, Item 7. Source documents 
provided to DOT by its Federal agencies customers are considered 
temporary records and are destroyed not more than 120 after of receipt 
by DOT.

SYSTEM MANAGER(S) AND ADDRESS:
    OST Parking and Transit Office, 1200 New Jersey Ave. SE., 
Washington, DC 20950; FAA Transit Benefit Office, 800 Independence Ave. 
SW., Washington, DC 20591.

NOTIFICATION PROCEDURE:
    Individuals seeking notification of and access to any record 
contained in this system of records, or seeking to contest its content, 
may submit a request in writing to the OST Parking and Transit Office 
at the contact information provided under ``System Manager and 
Address.'' FAA employees in the National Capital Region seeking 
notification of and access to any record contained in this system, or 
seeking to contest its content, may submit a request in writing to the 
FAA Transit Benefit Office at the contact information provided under 
``System Manager and Address.''
    When seeking records about yourself from this system of records or 
any other Departmental system of records your request must conform with 
the Privacy Act regulations set forth in 49 CFR part 10. You must sign 
your request, and your signature must either be notarized or submitted 
under 28 U.S.C. 1746, a law that permits statements to be made under 
penalty of perjury as a substitute for notarization. While no specific 
form is required, you may obtain forms for this purpose from the 
Departmental Freedom of Information Act Officer, http://www.dot.gov/foia or 202.366.4542. In addition you should provide the following:
     An explanation of why you believe the Department would 
have information on you;
     Identify which component(s) of the Department you believe 
may have the information about you;
     Specify when you believe the records would have been 
created;
     Provide any other information that will help the FOIA 
staff determine which DOT component agency may have responsive records; 
and
    If your request is seeking records pertaining to another living 
individual, you must include a statement from that individual 
certifying his/her agreement for you to access his/her records. Without 
this bulleted information the component(s) may not be able to conduct 
an effective search, and your request may be denied due to lack of 
specificity or lack of compliance with applicable regulations.

RECORD ACCESS PROCEDURES:
    See ``Notification procedure'' above.

CONTESTING RECORD PROCEDURES:
    See ``Notification procedure'' above.

RECORD SOURCE CATEGORIES:
    Records are obtain from applications submitted by individuals for 
parking permits, carpool and vanpool membership, ridesharing 
information, and fare subsidies; from notifications from other Federal 
agencies in the program; and from periodic certifications or 
recertifications and reports regarding fare subsidies.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

Claire W. Barrett,
Departmental Chief Privacy Officer.
[FR Doc. 2015-26974 Filed 10-22-15; 8:45 am]
BILLING CODE 4910-9X-P