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DoD COMPONENT NOTICES

Defense Logistics Agency

S340.10

SYSTEM NAME:

DLA Civilian Time and Attendance, Project and Workload Records (February 17,
2012 77 FR 9632)

SYSTEM LOCATION:

Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite
2533, Fort Belvoir, VA 22060-6221, and each Defense Logistics Agency (DLA)
Primary Level Field Activity.

Official mailing addresses are published as an appendix to DLA's compilation
of systems of records notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

DLA civilian employees and certain former DLA civilian employees.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records maintained include individual's name, Social Security Number (SSN),
User ID, citizenship; pay; employee's status, position, supervisor, timekeeper,
project manager, system access level, accounting codes, organization and office
location, e-mail address, rate, leave balances; work and shift schedule, project
and workload records, regular and overtime work hours and leave hours, time and
attendance records (timesheet), and information on telework, temporary duty and
special assignments.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. Chapter 61, Hours of Work; Chapter 53, Pay Rates and Systems;
Chapter 57, Travel, Transportation, and Subsistence; and Chapter 63, Leave; 5
U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under Secretary of Defense
for Personnel and Readiness; 31 U.S.C., Chapter 35, Accounting and Collection;
and E.O. 9397 (SSN), as amended.

PURPOSE(S):

Records are used to prepare time and attendance records, to record employee
pay rates and status, including overtime, the use of leave, and work absences;
to track workload, project activity for analysis and reporting purposes; for
statistical reporting on leave and overtime use/usage patterns, number of
employees teleworking, etc.; and to answer employee queries on leave, overtime,
and pay.

Information from this system of records is provided to the Defense Finance
and Accounting Service for issuing payroll to DLA civilian 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 of 1974, these records contained therein may specifically be
disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as
follows:

The DoD "Blanket Routine Uses" also apply to this system of records.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Records may be stored on paper and on electronic storage media.

RETRIEVABILITY:

Records are retrieved by employee's name, Social Security Number (SSN), or
User ID.

Safeguards:

Records are maintained in a controlled facility. Physical entry is restricted
by the use of locks, guards, and is accessible only to authorized personnel.
Access to computerized data is restricted by passwords, which are changed
periodically or by Common Access Cards (CACs). Access to records is limited to
person(s) responsible for servicing the records in the performance of their
official duties and who are properly screened and cleared for need-to-know. All
individuals granted access to this system of records are required to have
Information Assurance and Privacy Act training.

RETENTION AND DISPOSAL:

Initialed Leave Application Files (LAF) are destroyed at end of following pay
period, un-initialed LAFs are destroyed after GAO audit or when 3 years old,
whichever is sooner. Time and Attendance Source Records and Input Records are
destroyed after GAO audit or when 6 years old, whichever is sooner. Leave
Records are destroyed when 3 years old. Payroll system reports and data used for
personnel management purposes are destroyed when 2 years old.

Project and workload records will be destroyed after 6 years, 3 months or
when no longer needed.

System Manager(s) and Address:

Defense Logistics Agency, ATTN: Director, DLA Information Operations at Ogden
(J6O), 5851 F Avenue, Building 849, Room A70, Hill AFB, UT 84056. For a list of
system managers at the DLA Primary Level Field Activities, write to the J6O
Director.

Notification Procedure:

Individuals seeking to determine whether information about themselves is
contained in this system of records should address written inquiries to the DLA
FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725
John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.

Inquiry should contain the record subject's full name, User ID or DLA email
address, return mailing address, and organizational location of employee.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this
system of records should address written inquiries to the DLA FOIA/Privacy Act
Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman
Road, Suite 1644, Fort Belvoir, VA 22060-6221.

Inquiry should contain the record subject's full name, User ID or DLA email
address, return mailing address, and organizational location of employee.

Contesting Record Procedures:

The DLA rules for accessing records, for contesting contents, and appealing
initial agency determinations are contained in 32 CFR part 323, or may be
obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics
Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA
22060-6221.

Record Source Categories:

Record subject, supervisors, timekeepers, leave slips, payroll office and
payroll records, including automated payroll systems.

Exemptions Claimed for the System:

None.

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