Source: http://www.thefederalregister.com/d.p/2003-05-02-03-10804
Timestamp: 2013-05-25 07:36:16
Document Index: 642749980

Matched Legal Cases: ['art 7114', 'art 3944', 'art 6726', 'art 140', 'art 5250', 'art 1739', 'art 30206', 'art 514', 'art 9740', 'art 180', 'arts 301304']

14 CFR Part 7114 CFR Part 3944 CFR Part 6726 CFR Part 140 CFR Part 5250 CFR Part 1739 CFR Part 30206 CFR Part 514 CFR Part 9740 CFR Part 180	Federal Register: May 2, 2003 (Volume 68, Number 85)
DOCID: FR Doc 03-10804
DOCUMENT ACTION: Notice of proposed revision to an existing Privacy Act system of records.
SUBJECT CATEGORY: Privacy Act of 1974; Proposed Revisions to a System of Records DATES: Any interested persons may submit written comments on this proposal. It will become effective without further notice on June 2, 2003, unless comments received on or before that date result in a contrary determination.
DOCUMENT SUMMARY: The General Services Administration (GSA) proposes to upgrade the governmentwide system of records, Contracted Travel Services Program (GSA/GOVT4), as part of GSA's responsibility to enhance the Federal government's electronic capability. The revised system will include electronic capabilities under a proposed new contract for a governmentwide electronic travel service (eTS). The procurement is expected to be completed and a contract awarded before the end of the year. With the award of the contract, a new category of travel service provider will be maintaining information in a comprehensive travel services system for travelers on official Federal business, from initial travel authorization to the final accounting. Changes to the system Privacy Act notice include: Addition of the eTS contractor(s) as a system location; new categories of records needed to accommodate the electronic processes; and inclusion of administrative requirements in the routine uses.
GSA Privacy Act Officer, General Services Administration, Office of the Chief People Officer, 1800 F Street NW., Washington, DC 20405; telephone (202) 5011452. Dated: April 28, 2003. Daniel K. Cooper, Director, Information Management Division. GSA/GOVT4 System name: Contracted Travel Services Program.
System records are located at the service providers under contract with a Federal agency and at the Federal agencies using the contracts. Categories of individuals covered by the system: Individuals covered by the system are Federal employees authorized to perform, approve, arrange or reimburse official travel, and individuals being provided travel by the Federal government. Categories of records in the system: System records include a traveler's profile containing: Name of individual; Social Security Number; employee identification number; home and office telephones; home address; home and office email addresses; emergency contact name and telephone number; agency name, address, and telephone number; air travel preference; rental car identification number and car preference; hotel preference; current passport and/or visa number(s); credit card numbers and related information; bank account information needed for electronic funds transfer; frequent traveler account information (e.g., frequent flyer account numbers); trip information (e.g., destinations, reservation information); travel authorization information; travel claim information; monthly reports from travel agent(s) showing charges to individuals, balances, and other types of account analyses; and other official travel related information.
31 U.S.C. 3511, 3512, and 3523; 5 U.S.C. chapter 57; and implementing Federal Travel Regulations (41 CFR parts 301304). Purpose(s): To establish a comprehensive beginningtoend travel services system containing information to enable travel service providers under contract to the Federal government to authorize, issue, and account for travel and travel reimbursements provided to individuals on official Federal government business.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information in the system may be disclosed as a routine use as follows: a. To a Federal, State, local, or foreign agency responsible for investigating, prosecuting, enforcing, or carrying out a statute, rule, regulation, or order, where agencies become aware of a violation or potential violation of civil or criminal law or regulation.
d. To a Federal agency employee, expert, consultant, or contractor in performing a Federal duty for purposes of authorizing, arranging, and/or claiming reimbursement for official travel, including, but not limited to, traveler profile information. e. To a credit card company for billing purposes, including collection of past due amounts. f. To a Federal agency for accumulating reporting data and monitoring the system. g. To a Federal agency by the contractor in the form of itemized statements or invoices, and reports of all transactions, including refunds and adjustments to enable audits of charges to the Federal government. h. To a Federal agency, in response to its request, in connection with the hiring or retention of any employee to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. i. To an authorized appeal or grievance examiner, formal complaints examiner, equal employment opportunity investigator, arbitrator, or other duly authorized official engaged in investigation or settlement of a grievance, complaint, or appeal filed by an employee to whom the information pertains. j. To the Office of Personnel Management (OPM) in accordance with the agency's responsibility for evaluation of Federal personnel management. k. 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. l. To a travel services provider for billing and refund purposes. [[Page 23466]] m. To a carrier or an insurer for settlement of an employee claim for loss of or damage to personal property incident to service under 31 U.S.C. 3721, or to a party involved in a tort claim against the Federal government resulting from an accident involving a traveler.
Paper records are filed by name and/or Social Security Number/
employee identification number at each location. Electronic records are retrievable by any attribute of the system, including but not limited to the traveler profile, passenger name reference, etc.
Paper records are stored in lockable file cabinets or secured rooms. Electronic records are protected by a password system and a secure socket layer encrypted Internet connection. Information is released only to authorized users and officials on a needtoknow basis.
Requests from individuals should be addressed to the appropriate administrative office for the agency that is authorizing and/or reimbursing their travel. Individuals must furnish their full name and/
or Social Security Number to the authorizing agency for their records to be located and identified.
The sources are the individuals themselves, employees, travel authorizations, credit card companies, and travel service providers. [FR Doc. 0310804 Filed 5103; 8:45 am]