[Federal Register Volume 63, Number 85 (Monday, May 4, 1998)]
[Notices]
[Pages 24563-24565]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-11718]
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DEPARTMENT OF THE INTERIOR
Privacy Act of 1974, As Amended; Revisions to Existing System of
Records
AGENCY: Department of the Interior.
ACTION: Proposed revisions to an existing system of records.
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SUMMARY: In accordance with the Privacy Act of 1974 (5 U.S.C.
55a(e)(11), as amended (Privacy Act of 1974 (5 U.S.C. 552a(e)(11)), as
amended (Privacy Act), the Department of the Interior (DOI) is issuing
public notice of its intent to amend the existing system of records
entitled ``Payroll, Attendance, Retirement, and Leave Records--
Interior, Office of the Secretary-85'' (OS-85), by adding a new routine
use, and updating several other sections of the system notice.
DATES: Persons wishing to comment on the proposed routine use must do
so by June 3, 1998.
Effective Date: The proposed revised system of records will become
effective without further notice on June 3, 1998, unless comments
received result in a contrary determination. DOI will publish a new
notice if changes are made based on review of comments received.
ADDRESSES: Interested individuals may comment on this publication by
writing to the Privacy Act Officer, Department of the Interior, 1849 C
Street NW, Mail Stop 5312, Washington, DC 20240. Hand delivered
comments may be made to DOI, 1849 C Street NW, room 5312, Washington,
DC 20240, from 8: a.m. to 4:30 p.m. on business days, or they may be
sent by facsimile transmission to FAX number (202) 501-2360. Comments
will be available for inspection at the DOI, 1849 C Street NW, room
5312, from 8 a.m. to 4:30 p.m. on business days.
FOR FURTHER INFORMATION CONTACT:
William W. Wolf, Office of Information Resources Management, DOI, 1849
C Street N.W., Mail Stop 5312, Washington, D.C. 20240, telephone: (202)
208-5339.
SUPPLEMENTARY INFORMATION: Pursuant to Public Law 104-193, the Personal
Responsibility and Work Reconciliation Act of 1996, the DOI will
disclose data from its payroll records (OS-85) to the Office Support
Enforcement, Administration for Children and Families, Department of
Health and Human Services, for use in the National Database of New
Hires, part of the Federal Parent Locator System (FPLS) and Federal Tax
Offset System, DHHS/OCSE No. 09-90-0074, last published in the Federal
Register on July 25, 1996 (61 FR 38754). A description of the Federal
Locator Service was published in the Federal Register on October 2,
1997 (62 FR 51663).
The FPLS is a computerized network through which States request
location information from Federal and State agencies to find non-
custodial parents and their employers for purposes of establishing
paternity and securing support. On October 1, 1997, the FPLS was
expanded to include the National Directory of New Hires, a database
containing employment information on employees recently hired,
quarterly wage data on private and public sector employees, and
information on unemployment compensation benefits. On October 1, 1998,
the FPLS will be expanded further to include a Federal Case Registry.
The Federal Case Registry will contain abstracts on all participants
involved in child support enforcement cases. When the Federal Case
Registry is instituted, its files will be matched on an ongoing basis
against the files in the National Directory of New Hires to determine
if an employee is a participant in a child support case anywhere in the
country. If the FPLS identifies a person as being a participant in a
State child support case, that State will be notified. State requests
to the FPLS for location information will also continue to be processed
after October 1, 1998.
When individuals are hired by the DOI, it may disclose to the FPLS
their names, social security numbers, home address, dates of birth,
dates of hire, and information identifying the DOI as the employer. The
DOI also may disclose to FPLS names, social security numbers, and
quarterly earnings if each DOI employee, within one month of the end of
the quarterly reporting period.
Information submitted by the DOI to the FPLS will be disclosed by
the Office of Child Support Enforcement to the Social Security
Administration for verification to ensure that the social security
number provided is correct. The data disclosed by the DOI to the FPLS
also will be disclosed by the Office of Child Support Enforcement to
the Secretary of the Treasury for use in verifying claims for the
advance payment of the earned income tax credit or to verify a claim of
employment on a tax return.
The DOI also is updating the following sections of the system
notice: System Location; Categories of Records in the System; Storage
and System Manager(s) and address.
Accordingly, the DOI proposes to amend OS-85, originally published
at 51 FR 39918 (November 3, 1986), and amended at 53 FR 51324 (December
21, 1988), as follows:
Dated: April 29, 1998.
William W. Wolf,
Departmental Privacy Act Officer.
INTERIOR/OS-85
System Name:
Payroll, Attendance, Retirement, and Leave Records Interior--Office
of the Secretary-85.
[[Page 24564]]
System Location:
(1) Bureau of Reclamation, Administrative Service Center, Payroll
Operations Division, 7201 West Mansfield Avenue, Denver, CO 80235-2230.
(2) All Departmental Offices and locations which prepare and
provide input documents and information for data processing and
administrative actions.
Categories of Individuals Covered by the Systems:
All employees of the Department of the Interior, and employees of
Independent Agencies, Councils, and Commissions who are provided
payroll administrative support by the Department.
Categories of Records in the Systems:
Employee identification, 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, 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 the Department's
integrated payroll and personnel automated information system.
Personnel records contained in the system are covered under the
governmentwide system of records notice published by the Office of
Personnel Management (OPM/GOVT-1).
Authority for Maintenance of the Systems:
5 U.S.C. 5101, et seq; 31 U.S.C. 3512.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purpose of Such Uses:
The primary uses of the records are for fiscal operations for
payroll, attendance, leave, insurance, tax, retirement 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 the Department of the
Interior may be made: (1) To the Department of the Treasury for
preparation of payroll checks and other checks 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 another Federal agency to which an employee has
transferred; (5) to the U.S. Department of Justice or in a proceeding
before a court or adjudicative body when (a) the United States, the
Department of the Interior, a component of the Department or, when
represented by the government, an employee of the Department is a party
to litigation or anticipated litigation or has an interest in such
litigation, and (b) the Department of the Interior determines that the
disclosure is relevant or necessary to the litigation and is compatible
with the purpose for which the records were compiled; (6) to disclose
pertinent information to an appropriate Federal, State, local, or
foreign agency responsible for investigating, prosecuting, enforcing,
or implementing a statute, rule, regulation, or order, where the
disclosing agency becomes aware of an indication of a violation or
potential violation of civil or criminal law or regulation; (7) to a
congressional office from the record of an individual in response to an
inquiry from that congressional office made at the request of the
individual; (8) to a Federal agency which has requested information
relevant or necessary to its hiring or retention of an employee, or
issuance of a security clearance, license, contract, grant or other
benefit; (9) to Federal, State or local agencies where necessary to
enable the Department of the Interior to obtain information relevant to
the hiring or retention of an employee, or the issuance of a security
clearance, contract, license, grant or other benefit; (10) to
appropriate Federal and State agencies to provide required reports
including data on unemployment insurance; (11) to the Social Security
administration to report FICA deductions; (12) to labor unions to
report union dues deductions; (13) to insurance carriers to report
withholdings for health insurance; (14) to charitable institutions to
report contributions; (15) to a Federal agency for the purpose of
collecting a debt owed the Federal government through administrative or
salary offset; (16) to other Federal agencies conducting computer
matching programs to help eliminate fraud and abuse and to detect
unauthorized overpayments made to individuals; (17) 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) with respect to Bureau of Indian
Affairs employee records, to a Federal, State, local agency, or Indian
tribal group or any establishment or individual that assumes
jurisdiction, either by contract or legal transfer, of any program
under the control of the Bureau of Indian Affairs; (19) with respect to
Bureau of Reclamation employee records, to non-Federal auditors under
contract with the Department of the Interior or Energy or water user
and other organizations with which the Bureau of Reclamation has
written agreements permitting access to financial records to perform
financial audits; (20) to the Federal Retirement Thrift Investment
Board with respect to Thrift Savings Fund contributions; (21) to
disclose debtor information to the IRS, or another Federal agency or
its contractor solely to aggregate information for the IRS, to collect
debts owed to the Federal government through the offset of tax refunds;
(22) 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 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:
Maintained in manual, microfilm, microfiche, imaged and printout
form in the Payroll Office. Currently applicable records are stored on
magnetic media at the computer processing center, historic records are
stored on magnetic media at the computer center. Original input
documents are kept in standard office
[[Page 24565]]
filing equipment and/or stored as imaged documents on magnetic media.
Retrievability:
Indexed by name, social security number, and organizational code.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51.
Retention and Disposal:
The records contained in this system of records have varying
retention periods as described in General Records Schedule 2 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 Department's integrated payroll and personnel
automated information system. These records are pertinent to all
Department of the Interior bureaus and offices and client agencies.
Personnel records contained in the system fall under the jurisdiction
of the Office of Personnel Management as prescribed in 5 CFR part 293
and 5 CFR part 297.
Chief, Benefits and Program Information Branch, Bureau of
Reclamation, Administrative Service Center, Payroll Operations
Division, 7201 West Mansfield Avenue, Denver, CO 80235-2230.
Notification Procedures:
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 43 CFR 2.60.
Records 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 43 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 43 CFR 2.71.
Records Source Categories:
Individuals on whom the records are maintained, supervisors,
timekeepers, official personnel records, previous employers, and the
Internal Revenue Service.
[FR Doc. 98-11718 Filed 5-1-98; 8:45 am]
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