[Federal Register Volume 61, Number 98 (Monday, May 20, 1996)]
[Notices]
[Pages 25239-25241]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 96-12399]
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INTERNATIONAL DEVELOPMENT COOPERATION AGENCY
Overseas Private Investment Corporation
Privacy Act of 1974, Systems of Records: Employees' Payroll
Records
AGENCY: Overseas Private Investment Corporation, IDCA.
ACTION: Request for comments.
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SUMMARY: Pursuant to 5 U.S.C., 522a(e)(4) of the Privacy Act of 1974,
the Overseas Private Investment Corporation (the ``Corporation'')
hereby amends the system of records titled OPIC 23, Employees' Payroll
Records. On July 7, 1996, the Corporation will convert its existing
personnel and payroll systems to the integrated, automated payroll and
personnel system maintained by the Denver Administrative Services
Center, U.S. Bureau of Reclamation, U.S. Department of Interior.
Therefore, the Corporation is updating and republishing an existing
system of records, OPIC 23. This system of records, OPIC 23, was
originally
[[Page 25240]]
published at 41 FR 51570, November 22, 1976.
DATES: Comments must be received within 30 calendar days of this notice
(June 10, 1996). This updated system will become effective on July 7,
1996, unless otherwise published in the Federal Register.
ADDRESSES: Written comments on the updated system may be addressed to
the Director, Human Resources Management, Overseas Private Investment
Corporation, 1100 New York Avenue, NW, Washington, DC 20527.
FOR FURTHER INFORMATION CONTACT: Stephanie Wrightson, Human Resources
Management, Overseas Private Investment Corporation, 1100 New York,
Avenue, NW, Washington, DC 20527; 202/336-8531.
Summary of System
OPIC 23
System name:
Employees' Payroll Records.
Security classification:
Sensitive but unclassified.
System location:
a. Human Resources Management Overseas Private Investment
Corporation 1100 New York Avenue, NW Washington, DC 20527
b. U.S. Bureau of Reclamation Administration Service Center Payroll
Operations Division, Mail Stop D-2600 7301 West Mansfield Avenue
Lakewood, CO 80235-2230
c. For Retired Personnel Files: National Archives and Records
Administration National Personnel Records Center (Civilian Personnel
Records Center) 111 Winnebago Street St. Louis, MO 63118
Categories of individuals covered by the system:
All employees of the Corporation.
Categories of records in the system:
The Corporations's system consists of four files. Official
personnel files held by the Corporation are governed by the U.S. Office
of Personnel Management regulations found in Parts 293 and 297 of Title
5 of the Code of Federal Regulations (CFR). The four categories of
Corporation files are described below:
a. Official personnel file--This file consists of the employees'
Standard Form 50's and copies of benefits election forms. This is a
manual file.
b. Service history file--These records contain name, Social
Security number, birth date, effective date, nature of action, pay
plan, grade and salary related to personnel actions for OPIC service
prior to July 7, 1996. These are automated records.
c. Payroll file--This system consists of documents related to
employees' pay and related payroll deductions that are not properly
filed in the official personnel file. These files may contain copies of
income tax forms, savings bond elections, net deposits and allotments,
union dues elections, Corporation benefits elections, and legal process
related to garnishments. This is a manual file.
d. Time and attendance reports--This system consists of credit hour
records, biweekly summaries of hours worked and leave taken, flextime
records, leave applications, authorized premium pay, danger pay
requests, and corrections. This information is maintained in an
automated system, in supporting documentation, and on microfiche.
Authority for maintenance of the system:
Executive Order 12107, dated December 28, 1978 and 5 C.F.R. Parts
293 and 297.
PURPOSE(S):
These records are used to establish and maintain employee
qualifications, benefits and pay.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The records are transmitted by the Corporation directly to the
Denver Administrative Services Center, U.S. Bureau of Reclamation, U.S.
Department of Interior which in turn transmits them to the following:
(a) To the Treasury Department for payroll purposes.
(b) To the Treasury Department for issuance of savings bonds.
(c) To the U.S. Office of Personnel Management for retirement,
health and life insurance purposes, and to carry out the Corporation's
Government-wide personnel management functions.
(d) To the National Finance Center, U.S. Department of Agriculture
for the Thrift Savings Plan and Temporary Continuation of Coverage.
(e) To the Social Security Administration for compliance with the
Federal Insurance Compensation Act.
(f) To the Internal Revenue Service for taxable earnings and
withholding purposes.
(g) To the Combined Federal Campaign for charitable contribution
purposes.
(h) To the American Federal of Government Employees for union dues.
(i) To state and local government tax entities for income tax
purposes.
(j) To the Attorney General of the United States or an authorized
representative in connection with litigation, law enforcement, or other
matters under the direct jurisdiction of the Department of Justice, or
carried out as a legal representative of the Executive Branch agencies.
(k) To the Internal Revenue Service for audit and inspection and
investigation purposes.
(l) For employment verifications as authorized in writing by the
current or former employee.
(m) To judgment holders for the purposes of garnishments.
(n) To arbitrators pursuant to a negotiated labor agreement or to
Equal Employment Opportunity investigators given a contract to hear or
investigate employee grievances or complaints of discrimination.
(o) To congressional offices in response to inquiries from
congressional offices made at the request of individuals to whom the
record pertains.
Disclosure to consumer reporting agencies:
No disclosure to consumer reporting agencies is made from these
records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Official personnel files, payroll files, and time and attendance
reports are kept in file folders. Service history files prior to July
7, 1996, are maintained in an automated system.
Retrievability:
Official personnel files and payroll files are filed alphabetically
by surname. Time and attendance reports are filed by date, type of
report, and then by surname. Service history files are retrieved from
the automated system by surname or Social Security number.
Safeguards:
All manual records are stored in a key-locked metal file cabinet.
The doors to OPIC's offices in which these cabinets are located are
locked outside of business hours or anytime the office is not staffed.
Access to the service history files requires a user identification
number and password.
Retention and disposal:
(i) The official personnel file is retained until the end of the
first thirty days following the date of the individual's separation
from the Corporation if the individual is not thereafter employed by a
Federal Agency. After the thirty days, records are sent to the National
Archives and Records Administration, National
[[Page 25241]]
Personnel Records Center, 111 Winnebago Street, St. Louis, Missouri.
However, if following the separation from the Corporation, the
individual is employed by a Federal Agency, records are maintained
until that Federal Agency requests said records from the Corporation;
(ii) Service history records are kept for three years following an
employee's separation; (iii) Payroll records of the Corporation are
maintained for four calendar years following the year in which the
employee separates; and (iv) Time and attendance reports are maintained
for six years after the year of the employee's separation.
System manager(s) and address:
Director, Human Resources Management, Overseas Private Investment
Corporation, 1100 New York Ave., NW., Washington, DC 20527, Telephone
(202) 336-8525.
Notification procedure:
Requests by individuals concerning the existence of a record may be
addressed to the systems manager above or presented in person at the
Overseas Private Investment Corporation, 1100 New York Avenue, NW.,
Washington, DC 20527. The request shall be in writing, signed by the
individual, with their full name, any aliases used, their place and
date of birth, and their Social Security number.
Record access procedures:
Requests from individuals should be addressed or presented in
person to the same address as stated in the Notification section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to 22 CFR 707.21(b).
Contesting record procedures:
Written requests from individuals to amend their record should be
mailed or presented in person to the same address as stated in the
Notification section above. Requests for amendments to records and
requests for review of a refusal to amend a record must comply with the
requirements of 22 CFR 707.22(b)-(e).
Record source categories:
The individual concerned and OPIC employees acting in their
official capacities.
Systems exempted from certain provisions of the Act:
None.
Dated: May 15, 1996.
James R. Offutt,
Assistant General Counsel Department of Legal Affairs.
[FR Doc. 96-12399 Filed 5-17-96; 8:45 am]
BILLING CODE 3210-01-M
