[Federal Register Volume 77, Number 199 (Monday, October 15, 2012)]
[Notices]
[Pages 62602-62618]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2012-25209]
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DEPARTMENT OF THE TREASURY
Fiscal Service
Privacy Act of 1974, as Amended; System of Records Notice
AGENCY: Financial Management Service, Fiscal Service, Treasury.
ACTION: Notice of systems of records.
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SUMMARY: In accordance with the requirements of the Privacy Act of
1974, as amended, 5 U.S.C. 552a, Financial Management Service is
publishing its inventory of Privacy Act systems of records.
SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act of 1974 (5
U.S.C. 552a) and the Office of Management and Budget Circular No. A-
130, Financial Management Service (FMS) has completed a review of its
Privacy Act systems of records notices to identify minor changes to
those notices. The systems of records were last published in their
entirety on May 15, 2009, at 74 FR 23006-23021.
The following system of records was added to FMS's inventory of
Privacy Act notices since May 9, 2000:
FMS .008--Mailing List Records--Treasury/FMS, published on December
16, 2010, at 75 FR 78802.
On August 17, 2011, FMS published a notice in the Federal Register
that amended the scope of the categories of individuals covered by the
system and the categories of records in the system. 76 FR 51123.
On July 19, 2011, FMS published a notice in the Federal Register
that amended system of record FMS .006 (Direct Deposit Enrollment
Records) to modify the scope of the categories of records in the
system, update one routine use and update the record source categories.
76 FR 42765. On February 15, 2012, FMS published a notice in the
Federal Register that: (a) Combined two pre-existing systems of records
(FMS .002-Payment Issue Records for Regular Recurring Benefit Payments
and FMS .016-Payment Records for Other Than Regular Recurring Benefit
Payments) into one system of record. The resulting system of record is
FMS .002 (Payment Records--Financial Management Service). 77 FR 8947.
The same Federal Register notice also modified routine
[[Page 62603]]
use FMS .014 (Debt Collection Operations System) to reflect updated
sources of information, routine uses and other matters.
The systems notices are reprinted in their entirety following the
Table of Contents.
Systems Covered by This Notice
This notice covers all systems of records adopted by the FMS as of
[enter date of FR publication]. The systems notices are reprinted in
their entirety following the Table of Contents.
Dated: October 9, 2012.
Melissa Hartman,
Deputy Assistant Secretary for Privacy, Transparency, and Records,
Financial Management Service (FMS).
Table of Contents
FMS .001--Administrative Records.
FMS .002--Payment Records--Treasury/FMS.
FMS .003--Claims and Inquiry Records on Treasury Checks, and
International Claimants.
FMS .004--Education and Training Records.
FMS .005--FMS Personnel Records.
FMS .006--Direct Deposit Enrollment Records.
FMS .007--Payroll and Pay Administration.
FMS .008--Mailing List Records--Treasury/FMS.
FMS .010--Records of Accountable Officers' Authority With Treasury.
FMS .012--Pre-complaint Counseling and Complaint Activities.
FMS .013--Gifts to the United States.
FMS .014--Debt Collection Operations System.
FMS .017--Collections Records.
TREASURY/FMS .001
SYSTEM NAME:
Administrative Records--Treasury/FMS.
SYSTEM LOCATION:
FMS, U.S. Department of the Treasury, Prince George's Metro Center
II, 3700 East-West Highway, Room 144, Hyattsville, MD 20782. Also,
please see Appendix I.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
FMS personnel.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Motor Vehicle Accident Reports. (2) Parking Permits. (3)
Distribution lists of individuals requesting various Treasury
publications. (4) Treasury Credentials.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to:
(1) Disclose to GSA for driver's permits, parking permits, accident
reports, and credentials;
(2) Disclose to GPO or FMS contractors for servicing the public on
Treasury publications and managing subscriptions to the appropriate
publications;
(3) Disclose to appropriate agencies, entities, and persons when
(a) the Department suspects or has confirmed that the security or
confidentiality of information in the system of records has been
compromised; (b) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
or integrity of this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (c) the disclosure made to such
agencies, entities, and persons is reasonably necessary to assist in
connection with the Department's efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are stored electronically or on paper in
secure facilities in a locked drawer behind a locked door.
RETRIEVABILITY:
Records may be retrieved by name and Treasury publication.
SAFEGUARDS:
Locked containers.
Administrative Procedure--names are only given to those who control
the listing.
RETENTION AND DISPOSAL:
(1) Distribution List [printed materials]--destroyed after
appropriate revision of mailing list or after three months, whichever
is sooner.
(2) Motor Vehicle Accident Reports--destroyed six years after the
end of the fiscal year during which the records were created.
(3) Treasury Credentials--destroyed in accordance with National
Archives and Records Administration (NARA) General Records Schedule 11,
item 4.
(4) Parking Permits--destroyed two years after the end of the
fiscal year during which the records were created.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Facilities Management Division, FMS, U.S. Department of
the Treasury, Prince George's Metro Center II, 3700 East-West Highway,
Room 144, Hyattsville, MD 20782.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974 shall be sent to the
Disclosure Officer, FMS, U.S. Department of the Treasury, Liberty
Center Building, 401 14th Street SW., Washington, DC 20227. All
individuals making inquiries should provide with their request as much
descriptive matter as is possible to identify the particular record
desired. The system manager will advise as to whether the Service
maintains the record requested by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974
concerning procedures for gaining access or contesting records should
write to the Disclosure Officer at the address shown above. All
individuals are urged to examine the rules of the U.S. Department of
the Treasury published in 31 CFR Part 1, subpart C concerning
requirements of this Department with respect to the Privacy Act of
1974.
CONTESTING RECORD PROCEDURES:
See ``Record Access Procedures'' above.
RECORD SOURCE CATEGORIES:
Financial Management Service personnel.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
Appendix I to FMS .001
Motor Vehicle Accident Reports: Prince George's Metro Center II,
3700 East-West Highway, Room 127, Hyattsville, MD 20782.
Parking Permits: 1. Prince George's Metro Center II, 3700 East-West
Highway, Room 127, Hyattsville, MD 20782.
2. Liberty Center Building, 401 14th Street SW., Room 118,
Washington, DC 20227. Distribution List: Prince George's Metro Center
II, 3700 East-West Highway, Hyattsville, MD 20782.
Treasury Credentials: Prince George's Metro Center II, 3700 East-
West Highway, Room 158-B, Hyattsville, MD 20782.
TREASURY/FMS .002
SYSTEM NAME:
Payment Records--Treasury/FMS.
[[Page 62604]]
SYSTEM LOCATION:
The FMS, U.S. Department of the Treasury, Washington, DC 20227.
Records are also located throughout the United States at FMS operations
centers, Federal Records Centers, Federal Reserve Banks acting as
Treasury's fiscal agents, and financial institutions acting as
Treasury's financial agents. Additional addresses may be obtained from
the system managers.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who are the intended or actual recipients of payments
disbursed by the United States Government.
CATEGORIES OF RECORDS IN THE SYSTEM:
Payment records showing a payee's name; Social Security number,
employer identification number, or other agency identification or
account number; physical and/or electronic mailing address; telephone
numbers; payment amount; date of issuance; trace number or other
payment identification number, such as Treasury check number and
symbol; financial institution information, including the routing number
of his or her financial institution and the payee's account number at
the financial institution; and vendor contract and/or purchase order
number.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; 31 U.S.C. 3325, and 31 U.S.C. 3321 note; Executive
Order 6166, dated June 10, 1933.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to:
(1) Disclose to the banking industry for payment verification;
(2) Disclose to Federal investigative agencies, Departments and
agencies for whom payments are made, and payees;
(3) Disclose pertinent information to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violations of, or for enforcing or implementing, a statute, rule,
regulation, order, or license, where the disclosing agency becomes
aware of an indication of a violation or potential violation of civil
or criminal law or regulation;
(4) Disclose information to a Federal, State, or local agency
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant or necessary to the requesting agency's or the bureau's hiring
or retention of an individual, or issuance of a security clearance,
license, contract, grant, or other benefit;
(5) Disclose information to a court, magistrate, mediator, or
administrative tribunal in the course of presenting evidence; to
counsel, experts, or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena, or
in connection with criminal law proceedings;
(6) Disclose information to foreign governments in accordance with
formal or informal international agreements;
(7) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(8) Provide information to the news media in accordance with
guidelines contained in 28 CFR 50.2 which relate to an agency's
functions relating to civil and criminal proceedings;
(9) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114;
(10) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation;
(11) Disclose information concerning delinquent debtors to Federal
creditor agencies, their employees, or their agents for the purpose of
facilitating or conducting Federal administrative offset, Federal tax
refund offset, Federal salary offset, or for any other authorized debt
collection purpose;
(12) Disclose information to any State, Territory or Commonwealth
of the United States, or the District of Columbia to assist in the
collection of State, Commonwealth, Territory or District of Columbia
claims pursuant to a reciprocal agreement between FMS and the State,
Commonwealth, Territory or the District of Columbia, or pursuant to
Federal law that authorizes the offset of Federal payments to collect
delinquent obligations owed to the State, Commonwealth, Territory, or
the District of Columbia;
(13) Disclose to the Defense Manpower Data Center and the United
States Postal Service and other Federal agencies through authorized
computer matching programs for the purpose of identifying and locating
individuals who are delinquent in their repayment of debts owed to the
Department or other Federal agencies in order to collect those debts
through salary offset and administrative offset, or by the use of other
debt collection tools;
(14) Disclose information to a contractor of the FMS for the
purpose of performing routine payment processing services, subject to
the same limitations applicable to FMS officers and employees under the
Privacy Act;
(15) Disclose information to a fiscal or financial agent of the
FMS, its employees, agents, and contractors, or to a contractor of the
FMS, for the purpose of ensuring the efficient administration of
payment processing services, subject to the same or equivalent
limitations applicable to FMS officers and employees under the Privacy
Act;
(16) Disclose information to appropriate agencies, entities, and
persons when (a) the Department suspects or has confirmed that the
security or confidentiality of information in the system of records has
been compromised; (b) the Department has determined that as a result of
the suspected or confirmed compromise there is a risk of harm to
economic or property interests, identity theft or fraud, or harm to the
security or integrity of this system or other systems or programs
(whether maintained by the Department or another agency or entity) that
rely upon the compromised information; and (c) the disclosure made to
such agencies, entities, and persons is reasonably necessary to assist
in connection with the Department's efforts to respond to the suspected
or confirmed compromise and prevent, minimize, or remedy such harm; and
(17) Disclose information to (a) a Federal or state agency, its
employees, agents (including contractors of its agents) or contractors;
or, (b) a fiscal or financial agent designated by the FMS or other
Department of the Treasury bureau or office, including employees,
agents or contractors of such agent; or, (c) a contractor of the FMS,
for the purpose of identifying, preventing, or recouping improper
payments to an applicant for, or recipient of, Federal funds, including
funds disbursed by a state in a state-administered, Federally funded
program; disclosure may be made to conduct computerized comparisons for
this purpose.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are stored electronically or on paper in
secure facilities in a locked drawer behind a locked door.
RETRIEVABILITY:
Records may be retrieved by name, social security number, employer
identification number, agency-supplied identifier, date of payment, or
trace
[[Page 62605]]
number or other payment identifying information, such as check number.
SAFEGUARDS:
All official access to the records is on a need-to-know basis, as
authorized by a business line manager at FMS, or a fiscal or financial
agent of the United States, consistent with agent authority granted by
Treasury or FMS. Procedural and physical safeguards, such as personal
accountability, audit logs, and specialized communications security,
are utilized. Each user of computer systems containing records has
individual passwords (as opposed to group passwords) or other unique,
secure access authentication credentials for which he or she is
responsible. Thus, a security manager can identify access to the
records by user. Access to computerized records is limited, through use
of access codes, encryption techniques, and/or other internal
mechanisms, to those whose official duties require access. Storage
facilities are secured by various means such as security guards, badge
access, and locked doors with key entry.
RETENTION AND DISPOSAL:
FMS has submitted a records schedule to the NARA with a proposed
retention period of seven years. Until NARA approves the proposed
records schedule, disposal is not authorized.
SYSTEM MANAGER(S) AND ADDRESS:
Chief Disbursing Officer, FMS, 401 14th Street SW., Washington, DC
20227.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974 shall be addressed to the
Disclosure Officer, FMS, 401 14th Street SW., Washington, DC 20227. All
individuals making inquiries should provide with their request as much
descriptive matter as is possible to identify the particular record
desired. The system manager will advise as to whether the FMS maintains
the record requested by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974
concerning procedures for gaining access or contesting records should
write to the Disclosure Officer at the address shown above. All
individuals are urged to examine the rules of the U.S. Department of
the Treasury published in 31 CFR, Part 1, subpart C concerning
requirements of this Department with respect to the Privacy Act of
1974.
CONTESTING RECORD PROCEDURES:
See ``Record Access Procedures'' above.
RECORD SOURCE CATEGORIES:
Information in this system is provided by Federal departments and
agencies responsible for certifying, disbursing, and collecting Federal
payments; Treasury or FMS-designated fiscal and financial agents of the
United States that process payments and collections; and commercial
database vendors. Each of these record sources may include information
obtained from individuals.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS .003
SYSTEM NAME:
Claims and Inquiry Records on Treasury Checks, and International
Claimants--Treasury/FMS.
SYSTEM LOCATION:
FMS, U.S. Department of the Treasury, Prince George's Metro Center
II, 3700 East-West Highway, Room 727D, Hyattsville, MD 20782.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
(1) Payees and holders of Treasury checks, (2) Claimants awarded
benefits under the War Claims Act and the International Claims
Settlement Act of 1949.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Treasury check claim file: Treasury check, claim of payee with
name and address, settlement action taken.
(2) Awards for claims for losses sustained by individuals.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; (1) For Treasury check claims--31 U.S.C. 71 with
delegation of authority from Comptroller General of the United States;
(2) International claims--50 U.S.C. 2012; 22 U.S.C. 1627, 1641, 1642.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
(1) Information is routinely disclosed to endorsers concerning
checks for which there is liability, Federal agencies, State and local
law enforcement agencies, General Accountability Office, Congressional
offices and media assistance offices on behalf of payee claimants.
(2) International Claims--Information in files is used by claimants
(awardees) and their representatives, Foreign Claims Settlement
Commission, and Congressmen. These records and information in the
records may be used to:
(a) Disclose pertinent information to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violations of, or for enforcing or implementing, a statute, rule,
regulation, order, or license, where the disclosing agency becomes
aware of an indication of a violation or potential violation of civil
or criminal law or regulation;
(b) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(3) Disclose information to a court, magistrate, or administrative
tribunal of competent jurisdiction;
(4) Disclose information to foreign governments in accordance with
formal or informal international agreements;
(5) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(6) Provide information to the news media in accordance with
guidelines contained in 28 CFR 50.2 which relate to an agency's
functions relating to civil and criminal proceedings;
(7) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114;
(8) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation;
(9) Disclose information to the public when attempts by FMS to
locate the claimant have been unsuccessful. This information is limited
to the claimant's name and city and state of last known address, and
the amount owed to the claimant. (This routine use does not apply to
the Iran Claims Program or the Holocaust Survivors Claims Program or
other claims programs that statutorily prohibit disclosure of claimant
information); and
(10) Disclose information to appropriate agencies, entities, and
persons when (a) the Department suspects or has confirmed that the
security or confidentiality of information in the system of records has
been compromised; (b) the Department has determined that as a result of
the
[[Page 62606]]
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
or integrity of this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (c) the disclosure made to such
agencies, entities, and persons is reasonably necessary to assist in
connection with the Department's efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are stored electronically or on paper in
secure facilities in a locked drawer behind a locked door.
RETRIEVABILITY:
Records may be retrieved by:
(1) Name of payee and check number and symbol;
(2) Alpha cross-reference to case number; and
(3) Name of claimant or alpha reference to claim number.
SAFEGUARDS:
(1) Secured building.
(2) Secured files in secured building.
RETENTION AND DISPOSAL:
Disposal of electronic Treasury check claims records is not
authorized at this time.\1\ Hardcopy international claims records are
scheduled to be destroyed 10 years after the end of the fiscal year in
which the case was closed.
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\1\ FMS has submitted a records schedule to the NARA with a
proposed retention period of seven years for most electronic
Treasury check claims records, and a proposed retention period of 20
years for certain trust-fund-related records. Until NARA approves
the proposed records schedule, disposal is not authorized.
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SYSTEM MANAGER(S) AND ADDRESS:
Category 1: Director, Financial Processing Division, Prince
George's Metro Center II, 3700 East-West Highway, Room 727D,
Hyattsville, MD 20782. Category 2: Director, Funds Management Division,
Prince George's Metro Center II, 3700 East-West Highway, Room 620D,
Hyattsville, MD 20782.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974 shall be addressed to the
Disclosure Officer, Financial Management Service, 401 14th Street SW.,
Washington, DC 20227. All individuals making inquiries should provide
with their request as much descriptive matter as is possible to
identify the particular record desired. The system managers will advise
as to whether FMS maintains the record requested by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974
concerning procedures for gaining access or contesting records should
write to: Disclosure Officer, Financial Management Service, U.S.
Department of the Treasury, 401 14th Street SW., Washington, DC 20227.
All individuals are urged to examine the rules of the U.S.
Department of the Treasury published in 31 CFR Part 1, subpart C
concerning requirements of this Department with respect to the Privacy
Act of 1974.
CONTESTING RECORD PROCEDURES:
See ``Record Access Procedures'' above.
RECORD SOURCE CATEGORIES:
(1) Individual payees of Treasury checks, endorsers of Treasury
checks, investigative agencies, contesting claimants.
(2) Awards certified to Treasury for payment by Foreign Claims
Settlement Commission.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS .004
SYSTEM NAME:
Education and Training Records--Treasury/FMS.
SYSTEM LOCATION:
Washington, DC 20227; Financial Management Service, U.S. Department
of the Treasury, 1990 K Street NW., Suite 300, Washington, DC 20006.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All Government employees (including separated employees, in certain
cases) and other individuals who access and apply for FMS training
services.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Personal Profile--Account Record;
(2) Transcript Record;
(3) Enrollment Status Record;
(4) Job Skills Record;
(5) Individual Development Plan Record;
(6) Assessment Performance Results Record;
(7) Managerial Approval/Disapproval Status Record;
(8) Class Roster Record;
(9) Certificate--Training Program Status Record;
(10) Class Evaluation Record;
(11) Payment Record;
(12) Statistical Reports--retrievable by names: (a) Personnel
Transcript Report, (b) Class Enrollment Report, (c) Class Payment/
Billing Report, (d) Status of Training Report, (e) Ad hoc Training
Report, and (f) Other similar files or registers.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; 31 U.S.C. 321; 31 U.S.C. chapter 33; 31 U.S.C. 3720.
PURPOSE(S):
The purpose of this system is to maintain records about Government
employees and other individuals who participate in FMS' education and
training program. The information contained in the records will assist
FMS in properly tracking individual training and accurately account for
training revenue and expenditures generated through the FMS' training
programs (for example, Learning Management System (LMS)). For FMS
personnel, the records contained in FMS' training records will also
assist managers' active participation in their employees' learning
plans. FMS maintains the information necessary to ensure that FMS keeps
accurate records related to classes, including a training participant's
training and enrollment status, class completion information,
transcripts and certificates of accomplishment. FMS also maintains the
records to ensure that financial records pertaining to a training
participant's payment for training fees are maintained accurately. FMS'
training records will serve to report receipts to the appropriate
Federal agency (currently the Treasury Department's Bureau of Public
Debt) responsible for maintaining FMS' financial records for training.
Finally, the information contained in the covered records will be used
for collateral purposes related to the training processes, such as the
collection of statistical information on training programs, development
of computer systems, investigation of unauthorized or fraudulent
activity related to submission of information to FMS for training
program purposes and the collection of debts arising out of such
activity.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to disclose information to:
(1) Appropriate Federal, State, local or foreign agencies
responsible for
[[Page 62607]]
investigating or prosecuting the violation of, or for enforcing or
implementing, a statute, rule, regulation, order, or license;
(2) A court, magistrate, or administrative tribunal, in the course
of presenting evidence, including disclosures to opposing counsel or
witnesses, for the purpose of civil discovery, litigation, or
settlement negotiations or in response to a subpoena, where relevant or
potentially relevant to a proceeding, or in connection with criminal
law proceedings;
(3) A congressional office in response to an inquiry made at the
request of the individual to whom the record pertains;
(4) Federal agencies, financial institutions, and contractors for
the purpose of performing financial management services, including, but
not limited to, processing payments, investigating and rectifying
possible erroneous reporting information, testing and enhancing related
computer systems, creating and reviewing statistics to improve the
quality of services provided, or conducting debt collection services;
(5) Federal agencies, their agents and contractors for the purposes
of facilitating the collection of receipts, determining the acceptable
method of collection, the accounting of such receipts, and the
implementation of programs related to the receipts being collected as
well as status of their personnel training, statistical training
information;
(6) Financial institutions, including banks and credit unions, and
credit card companies for the purpose of collections and/or
investigating the accuracy of information required to complete
transactions using electronic methods and for administrative purposes,
such as resolving questions about a transaction;
(7) Unions recognized as exclusive bargaining representatives under
the Civil Service Reform Act of 1978, 5 U.S.C. 7111 and 7114;
(8) Foreign governments in accordance with formal or informal
international agreements and if they maintain proper administrative or
financial controls related to the training activity;
(9) Third parties during the course of an investigation to the
extent necessary to obtain information pertinent to the investigation;
(10) Federal agencies, their agents and contractors, credit
bureaus, and employers of individuals who owe delinquent debt when the
debt arises from the unauthorized use of electronic payment methods.
The information will be used for the purpose of collecting such debt
through offset, administrative wage garnishment, referral to private
collection agencies, litigation, reporting the debt to credit bureaus,
or for any other authorized debt collection purpose;
(11) Representatives of the NARA who are conducting records
management inspections under authority of 44 U.S.C. 2904 and 2906; and
(12) Appropriate agencies, entities, and persons when (a) the
Department suspects or has confirmed that the security or
confidentiality of information in the system of records has been
compromised; (b) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
or integrity of this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (c) the disclosure made to such
agencies, entities, and persons is reasonably necessary to assist in
connection with the Department's efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are stored electronically or on paper in
secure facilities in a locked drawer behind a locked door.
RETRIEVABILITY:
Electronic training data can be retrieved by Class Name and/or
Organization Name and Participant Name. Electronic financial data can
be retrieved by Name, Organization and payment information (Credit
Card, Form 182, DD Form 1556, for example).
SAFEGUARDS:
All hardcopy records are maintained in a secured building, secured
room, and locked cabinets. FMS personnel access to training data is
primarily for the purpose of using the training services or
administering the LMS. For technical and administrative purposes, non-
FMS personnel access is limited to contractors who are maintaining the
LMS system in the normal performance of their duties and have completed
non-disclosure statements and undergone security background checks
consistent with their access in accordance with the existing contract.
RETENTION AND DISPOSAL:
Retention periods vary by record type, up to a maximum of 7 years
after last training activity.
SYSTEM MANAGER AND ADDRESS:
Assistant Commissioner, Management, Human Resources Division, FMS,
U.S. Department of the Treasury, Prince George's Metro Center II, 3700
East-West Highway, Hyattsville, MD 20782.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974 shall be addressed to the
Disclosure Officer, FMS, 401 14th Street SW., Washington, DC 20227. All
individuals making inquiries should provide with their request as much
descriptive matter as is possible to identify the particular record
desired. The system manager will advise as to whether the Service
maintains the record requested by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974,
as amended, concerning procedures for gaining access to or contesting
records should write to the Disclosure Officer. All individuals are
urged to examine the rules of the U.S. Department of the Treasury
published in 31 CFR Part 1, subpart C, and appendix G, concerning
requirements of this Department with respect to the Privacy Act of
1974.
CONTESTING RECORD PROCEDURES:
See ``Record Access Procedures'' above.
RECORD SOURCE CATEGORIES:
Information in this system is provided by: The individual on whom
the record is maintained; the individual's employer, other governmental
agency or educational institutions.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS .005
SYSTEM NAME:
FMS Personnel Records--Treasury/FMS.
SYSTEM LOCATION:
FMS, U.S. Department of the Treasury, 401 14th Street SW.,
Washington, DC 20227; FMS, U.S. Department of the Treasury, Prince
George's Metro Center II, 3700 East-West Highway, Hyattsville, MD
20782.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All Government employees (including separated employees, in certain
cases) and applicants.
[[Page 62608]]
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Locator Cards.
(2) Incentive Awards Record.
(3) Official Personnel Folder.
(4) Personnel Roster.
(5) Logs of SF-52's.
(6) Correspondence File.
(7) Position Listings.
(8) Position Descriptions with Evaluation Statements.
(9) Personnel Management Evaluation Survey Reports.
(10) Request for Certification File.
(11) Merit Promotion File.
(12) Exit Interview File.
(13) Performance File.
(14) Statistical Reports--retrievable by names: (a) Personnel
Status Report, (b) Ad Hoc Retiree Report, (c) Monthly EEO report, (d)
Direct Hire Authority Report, (e) Registers Worked File, (f) Statements
of Employment and Financial Interest, and (g) Other similar files or
registers.
(15) Training Course Nominations.
(16) Evaluation of Training Program.
(17) Tuition Assistance Files.
(18) Senior Executive Service Development File.
(19) Management Development File.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order 10561, dated September 13, 1954, Federal Personnel
Manual, and Title 5 of U.S.C. Code.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to:
(1) Disclose pertinent information to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violations of, or for enforcing or implementing, a statute, rule,
regulation, order, or license, where the disclosing agency becomes
aware of an indication of a violation or potential violation of civil
or criminal law or regulation;
(2) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(3) Disclose information to a court, magistrate, or administrative
tribunal in the course of presenting evidence, including disclosures to
opposing counsel or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena, or
in connection with criminal law proceedings;
(4) Disclose information to foreign governments in accordance with
formal or informal international agreements;
(5) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(6) Provide information to the news media in accordance with
guidelines contained in 28 CFR 50.2 which relate to an agency's
functions relating to civil and criminal proceedings;
(7) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114;
(8) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation; and
(9) Disclose information to appropriate agencies, entities, and
persons when (a) the Department suspects or has confirmed that the
security or confidentiality of information in the system of records has
been compromised; (b) the Department has determined that as a result of
the suspected or confirmed compromise there is a risk of harm to
economic or property interests, identity theft or fraud, or harm to the
security or integrity of this system or other systems or programs
(whether maintained by the Department or another agency or entity) that
rely upon the compromised information; and (c) the disclosure made to
such agencies, entities, and persons is reasonably necessary to assist
in connection with the Department's efforts to respond to the suspected
or confirmed compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Hardcopy/Electronic.
RETRIEVABILITY:
Alphabetically by name; also in some instances by organization,
then Social Security number.
SAFEGUARDS:
Secured building, secured room, and locked cabinets. Non-FMS access
is limited to investigators from OPM, etc., members of Fair Employment
staff and Union officials.
RETENTION AND DISPOSAL:
Delete/destroy in accordance with NARA General Records Schedule 1.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Personnel Management Division, FMS, U.S. Department of
the Treasury, Prince George's Metro Center II, 3700 East-West Highway,
Room 115-F, Hyattsville, MD 20782.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974 shall be addressed to the
Disclosure Officer, FMS, 401 14th Street SW., Washington, DC 20227. All
individuals making inquiries should provide with their request as much
descriptive matter as is possible to identify the particular record
desired. The system manager will advise as to whether the Service
maintains the record requested by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974
concerning procedures for gaining access or contesting records should
write to the Disclosure Officer at the address shown above. All
individuals are urged to examine the rules of the U.S. Department of
the Treasury published in 31 CFR Part 1, subpart C concerning
requirements of this Department with respect to the Privacy Act of
1974.
CONTESTING RECORD PROCEDURES:
See ``Record Access Procedures'' above.
RECORD SOURCE CATEGORIES:
Applicant Personnel Action Forms (SF-50), SF-171 (completed by
applicant), Payroll Actions References, Educational Institutions, etc.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS .006
SYSTEM NAME:
Direct Deposit Enrollment Records--Treasury/FMS.
SYSTEM LOCATION:
Records are located at the Federal Reserve Bank, acting in its
capacity as Treasury's fiscal agent, 2200 North Pearl Street, Dallas,
TX 75201.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who enroll with the FMS to receive Federal payments
from the Federal Government via an electronic funds transfer program
known as ``Direct Deposit.''
CATEGORIES OF RECORDS IN THE SYSTEM:
The records may contain identifying information, such as an
individual's name(s), social security number, home
[[Page 62609]]
address, home and work telephone number, and personal email address
(home and work), and date of birth; about an individual's bank
account(s) and other types of accounts to which payments are made, such
as the individual's bank account number and the financial institution
routing and transit number; information about an individual's payments
received from the United States, including the type of payment received
and the Federal agency responsible for authorizing the payment;
information related to the cancellation or suspension of an
individual's Direct Express(R) debit card \2\ by FMS's financial agent;
and information provided by an individual regarding a hardship due to a
remote geographic location or about his or her inability to manage a
bank account or prepaid debit card due to mental impairment.
---------------------------------------------------------------------------
\2\ Direct Express(R) is a registered service mark of the FMS,
U.S. Department of the Treasury. The Direct Express(R) debit card is
issued by FMS's financial agent, Comerica Bank.
---------------------------------------------------------------------------
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; 31 U.S.C. 321; 31 U.S.C. chapter 33; 31 U.S.C. 3332.
PURPOSE(S):
The purpose of this system is to maintain records about individuals
who wish to enroll in the Direct Deposit program in order to receive
Federal payments directly to a bank account or other similar type of
account via electronic funds transfer, rather than by paper check. The
records are used to process Direct Deposit enrollment applications that
may be received directly by FMS, its fiscal agents, and/or contractors.
The records are collected and maintained to guarantee that Direct
Deposit enrollment applications are processed properly to ensure that a
recipient's Federal payment will be disbursed to the correct account.
Without the appropriate information, FMS, its fiscal agents and
contractors, would not be able to process the Direct Deposit enrollment
application as requested by the individual authorizing the Direct
Deposit. The information will also be used for collateral purposes
related to the processing of Direct Deposit enrollments, such as
collection of statistical information on operations, development of
computer systems, investigation of unauthorized or fraudulent activity,
and the collection of debts arising out of such activity.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to disclose information to:
(1) Appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of, or for
enforcing or implementing, a statute, rule, regulation, order, or
license, where the disclosing agency becomes aware of a potential
violation of civil or criminal law or regulation;
(2) A court, magistrate, or administrative tribunal, in the course
of presenting evidence, including disclosures to opposing counsel or
witnesses, for the purpose of civil discovery, litigation, or
settlement negotiations or in response to a subpoena, where relevant or
potentially relevant to a proceeding, or in connection with criminal
law proceedings;
(3) A congressional office in response to an inquiry made at the
request of the individual to whom the record pertains;
(4) Fiscal agents, financial agents, financial institutions, and
contractors for the purposes of (a) Processing Direct Deposit
enrollment applications, including, but not limited to, processing
Direct Deposit enrollment forms and implementing programs related to
Direct Deposit; investigating and rectifying possible erroneous
information; creating and reviewing statistics to improve the quality
of services provided; conducting debt collection services for debts
arising from Direct Deposit activities; or developing, testing and
enhancing computer systems; and (b) processing waivers from the
requirement to receive payments electronically, including, but not
limited to, processing automatic waivers and applications for waivers,
as well as implementing the waivers; investigating and rectifying
possible erroneous information or fraud; creating and reviewing
statistics to improve the quality of services provided; or developing,
testing and enhancing computer systems.
(5) Federal agencies, their agents and contractors for the purposes
of facilitating the processing of Direct Deposit enrollment
applications and the implementation of programs related to Direct
Deposit;
(6) Federal agencies, their agents and contractors, credit bureaus,
and employers of individuals who owe delinquent debt for the purpose of
garnishing wages, only when the debt arises from the unauthorized or
improper use of the Direct Deposit program. The information will be
used for the purpose of collecting such debt through offset,
administrative wage garnishment, referral to private collection
agencies, litigation, reporting the debt to credit bureaus, or for any
other authorized debt collection purpose;
(7) Financial institutions, including banks and credit unions, for
the purpose of disbursing payments and/or investigating the accuracy of
information required to complete transactions using Direct Deposit and
for administrative purposes, such as resolving questions about a
transaction;
(8) Representatives of the NARA who are conducting records
management inspections under authority of 44 U.S.C. 2904 and 2906; and
(9) Appropriate agencies, entities, and persons when (a) the
Department suspects or has confirmed that the security or
confidentiality of information in the system of records has been
compromised; (b) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
or integrity of this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (c) the disclosure made to such
agencies, entities, and persons is reasonably necessary to assist in
connection with the Department's efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Debt information concerning a government claim against a debtor
when the debt arises from the unauthorized use of Direct Deposit is
also furnished, in accordance with 5 U.S.C. 552a(b)(12) and 31 U.S.C.
3711(e), to consumer reporting agencies, as defined by the Fair Credit
Reporting Act, 5 U.S.C. 1681(f), to encourage repayment of a delinquent
debt.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are stored electronically or on paper in
secure facilities in a locked drawer behind a locked door.
RETRIEVABILITY:
Records are retrieved by name, social security number, telephone
number, transaction identification number, or other alpha/numeric
identifying information.
[[Page 62610]]
SAFEGUARDS:
All official access to the system of records is on a need-to-know
basis only, as authorized by a business line manager at FMS or FMS's
fiscal agent. Procedural and physical safeguards, such as personal
accountability, audit logs, and specialized communications security,
are utilized. Each user of computer systems containing records has
individual passwords (as opposed to group passwords) for which he or
she is responsible. Thus, a security manager can identify access to the
records by user. Access to computerized records is limited, through use
of access codes, encryption techniques, and/or other internal
mechanisms, to those whose official duties require access. Storage
facilities are secured by various means such as security guards, badge
access, and locked doors with key entry.
RETENTION AND DISPOSAL:
Electronic and paper records for enrollments and associated
transactions will be retained for six (6) months or as otherwise
required by statute or court order. Records in electronic media are
electronically erased using industry-accepted techniques, and in
accordance with applicable FMS policies regarding the retention and
disposal of fiscal agency records. Paper records are destroyed in
accordance with fiscal agency archive and disposal procedures and
applicable FMS policies regarding the retention and disposal of fiscal
agency records.
SYSTEM MANAGER(S) AND ADDRESS:
Assistant Commissioner, Payment Management, EFT Strategy Division,
Financial Management Service, 401 14th Street SW., Washington, DC
20227.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974, as amended, shall be
addressed to the Disclosure Officer, Financial Management Service, 401
14th Street SW., Washington, DC 20227. All individuals making inquiries
should provide with their request as much descriptive matter as is
possible to identify the particular record desired. The system manager
will advise as to whether FMS maintains the records requested by the
individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974,
as amended, concerning procedures for gaining access to or contesting
records should write to the Disclosure Officer. All individuals are
urged to examine the rules of the U.S. Department of the Treasury
published in 31 CFR Part 1, subpart C, and appendix G, concerning
requirements of this Department with respect to the Privacy Act of
1974, as amended.
CONTESTING RECORD PROCEDURES:
See ``Record Access Procedures'' above.
RECORD SOURCE CATEGORIES:
Information in this system is provided by the individual on whom
the record is maintained (or by his or her authorized representative),
other persons who electronically authorize payments from the Federal
government, Federal agencies responsible for authorizing payments,
Federal agencies responsible for disbursing payments, Treasury
financial agents, and Treasury fiscal agents that process Direct
Deposit enrollment applications, and contractors.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS .007
SYSTEM NAME:
Payroll and Pay Administration--Treasury/FMS.
SYSTEM LOCATION:
FMS, U.S. Department of the Treasury, Prince George's Metro Center
II, 3700 East-West Highway, Room 133 and 101A, Hyattsville, MD 20782;
and Room 120, Liberty Center Building, Washington, DC 20227.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All employees of the Service and separated employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Official Payroll Folder (a) Levy and Garnishment Records. (b)
SF-1192--Savings Bond Authorization. (c) SF-1199A--Allotment of Pay to
Savings Account. (d) Copies of SF-50--Notification of Personnel Action.
(e) Withholding Tax Exemptions. (f) Copy of Health Benefit Designation.
(g) Copy of Life Insurance Forms. (h) Payroll Change Slips. (i)
Combined Federal Campaign Designations. (j) Copy of SF-1150. (2) Time
and Attendance Reports (a) SF-71 Request for Leave. (b) Court Leave
Documents. (c) Request for Advancement of Leave. (3) Payroll
Comprehensive Listing (a) Current Payment Information. (b) Record of
Leave Earned and Used. (c) All Deductions from Pay. (d) Personnel
Information such as Grade, Step, Salary, Title, Date of Birth, Social
Security Number, Veterans Preference, Tenure, etc. (4) Payroll Control
Registers.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Title 5--Pay, Leave and Allowances.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to disclose information:
(1) To Federal Agencies and to State and Local Agencies for tax
purposes; and
(2) To appropriate agencies, entities, and persons when (1) the
Department suspects or has confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
or integrity of this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure made to such
agencies, entities, and persons is reasonably necessary to assist in
connection with the Department's efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are stored electronically or on paper in
secure facilities in a locked drawer behind a locked door. The records
are stored on magnetic disc, tape, digital media, and CD-ROM.
RETRIEVABILITY:
Records may be retrieved by Social Security Number.
SAFEGUARDS:
Records in this system are safeguarded in a secured building,
secured room and locked cabinets.
RETENTION AND DISPOSAL:
Dispose of in accordance with NARA General Records Schedule 2.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Personnel Management Division, FMS, Prince George's Metro
Center II, 3700 East-West Highway, Room 115-F, Hyattsville, MD 20782.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974 shall be addressed to the
Disclosure Officer, 401 14th Street SW., Washington, DC 20227. All
individuals making inquiries should provide with
[[Page 62611]]
their request as much descriptive matter as is possible to identify the
particular record desired. The system manager will advise as to whether
FMS maintains the record requested by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974
concerning procedures for gaining access or contesting records should
write to the Disclosure Officer at the address shown above. All
individuals are urged to examine the rules of the U.S. Department of
the Treasury published in 31 CFR Part 1, subpart C concerning
requirements of this Department with respect to the Privacy Act of
1974.
CONTESTING RECORD PROCEDURES:
See ``Record Access Procedures'' above.
RECORD SOURCE CATEGORIES:
From individual Service employees.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
Treasury/FMS .008
SYSTEM NAME:
Mailing List Records--Treasury/FMS.
SYSTEM LOCATION:
Records are located at the offices of FMS, 401 14th Street SW.,
Washington, DC 20227, or its fiscal or financial agents at various
locations. The addresses of the fiscal or financial agents may be
obtained by contacting the System Manager below.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Low- to moderate-income individuals, who are more likely to be
unbanked or underbanked, who could potentially receive Federal tax
refund payments, and whose names and addresses are included on mailing
lists purchased from commercial providers.
CATEGORIES OF RECORDS IN THE SYSTEM:
The records may contain identifying information, such as an
individual's name(s) and address.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; 31 U.S.C. 321; 31 U.S.C. chapter 33; 31 U.S.C. 3332;
Title XII of the Dodd-Frank Wall Street Reform and Consumer Protection
Act (Pub. L. 111-203, Jul. 21, 2010).
PURPOSE(S):
The purpose of this system is to maintain limited records (names
and addresses) about low to moderate income individuals, who are more
likely to be unbanked or under-banked, and who could potentially
receive Federal tax refund payments. The records are used to send
letters to individuals informing them of the benefits of electronic
payments and Treasury-recommended account options for receiving
payments electronically. Without the information, FMS, its fiscal or
financial agents and contractors, would not be able to directly notify
prospective payment recipients about the benefits of electronic
payments and the Treasury-recommended account options for the receipt
of Federal payments electronically.
The information will also be used to study the effectiveness of
offering account options to individuals for the purpose of receiving
Federal payments. To study program efficacy, FMS may use its mailing
list records to collect aggregate statistical information on the
success and benefits of direct mail and the use of commercial database
providers.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to disclose information to:
(1) The U.S. Department of Justice (``DOJ'') for its use in
providing legal advice to the Department or in representing the
Department in a proceeding before a court, adjudicative body, or other
administrative body before which the Department is authorized to
appear, where the use of such information by the DOJ is deemed by the
Department to be relevant and necessary to the litigation, and such
proceeding names as a party or interests: (a) The Department or any
component thereof; (b) Any employee of the Department in his or her
official capacity; (c) Any employee of the Department in his or her
individual capacity where DOJ has agreed to represent the employee; or
(d) The United States, where the Department determines that litigation
is likely to affect the Department or any of its components.
(2) A congressional office in response to an inquiry made at the
request of the individual to whom the record pertains.
(3) Fiscal agents, financial agents, and contractors for the
purpose of mailing information to individuals about the benefits of
electronic Federal payments and Treasury-recommended account options
for receipt of federal payments electronically, including, but not
limited to, processing direct mail or performing other marketing
functions; and creating and reviewing statistics to improve the quality
of services provided.
(4) Federal agencies, their agents and contractors for the purposes
of implementing and studying options for encouraging current and
prospective Federal payment recipients to receive their Federal
payments electronically.
(5) Representatives of the NARA who are conducting records
management inspections under authority of 44 U.S.C. 2904 and 2906.
(6) Appropriate agencies, entities, and persons when: (a) FMS
suspects or has confirmed that the security or confidentiality of
information in the system of records has been compromised; (b) FMS has
determined that as a result of the suspected or confirmed compromise
there is a risk of harm to economic or property interests, identity
theft or fraud, or harm to the security or integrity of this system or
other systems or programs (whether maintained by FMS or another agency
or entity) that rely upon the compromised information; and (c) the
disclosure made to such agencies, entities, and persons is reasonably
necessary to assist in connection with FMS's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are stored electronically or on paper in
secure facilities in a locked drawer behind a locked door. The records
are store on magnetic disc, tape, digital media, and CD-ROM.
RETRIEVABILITY:
Records are retrieved by name, address, or other alpha/numeric
identifying information.
SAFEGUARDS:
All official access to the system of records is on a need-to-know
basis only, as authorized by a business line manager at FMS or FMS's
fiscal or financial agent. Procedural and physical safeguards, such as
personal accountability, audit logs, and specialized communications
security, are utilized. Each user of computer systems containing
records has individual passwords (as opposed to group passwords) for
which he or she is responsible. Thus, a security manager can identify
access to the records by user. Access to computerized records is
limited, through use of access codes, encryption techniques, and/or
other
[[Page 62612]]
internal mechanisms, to those whose official duties require access.
Storage facilities are secured by various means such as security
guards, badge access, and locked doors with key entry.
RETENTION AND DISPOSAL:
Electronic and paper records for mail operations based on the use
of the mailing list records will be retained in accordance with FMS's
record retention requirements or as otherwise required by statute or
court order. FMS disposes, or arranges for the disposal of records in
electronic media using industry-accepted techniques, and in accordance
with applicable FMS policies regarding the retention and disposal of
fiscal or financial agency records. Paper records are destroyed in
accordance with fiscal or financial agency archive and disposal
procedures and applicable FMS policies regarding the retention and
disposal of fiscal agency records.
SYSTEM MANAGER(S) AND ADDRESS:
Agency Enterprise Solutions Division, Payment Management, FMS, 401
14th Street SW., Washington, DC 20227.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974, as amended, shall be
addressed to the Disclosure Officer, Financial Management Service, 401
14th Street SW., Washington, DC 20227. All individuals making inquiries
should provide with their request as much descriptive matter as is
possible to identify the particular record desired. The system manager
will advise as to whether FMS maintains the records requested by the
individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974,
as amended, concerning procedures for gaining access to or contesting
records should write to the Disclosure Officer. All individuals are
urged to examine the rules of the U.S. Department of the Treasury
published in 31 CFR Part 1, subpart C, and appendix G, concerning
requirements of this Department with respect to the Privacy Act of
1974, as amended.
CONTESTING RECORD PROCEDURES:
See ``Record Access Procedures'' above.
RECORD SOURCE CATEGORIES:
Information in this system is provided by commercial database
providers based on publicly available information.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS .010
SYSTEM NAME:
Delegations and Designations of Authority for Disbursing
Functions--Treasury/FMS.
SYSTEM LOCATION:
Kansas City Regional Financial Center (KFC), FMS, Department of the
Treasury, 4241 NE 34th Street, Kansas City, MO 64117.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Heads of Agencies, Certifying Officers, Designated Agents, and
other Federal employees designated to perform specific disbursement-
related functions.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records are maintained on the designation or removal of individuals
to act in a specified capacity pursuant to a proper authorization.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; Executive Order 6166, dated June 10, 1933.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to:
(1) Disclose to banking institutions, Federal Reserve Banks, and
Government agencies for verification of information on authority of
individuals to determine propriety of actions taken by such
individuals;
(2) Disclose pertinent information to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violations of, or for enforcing or implementing, a statute, rule,
regulation, order, or license, where the disclosing agency becomes
aware of an indication of a violation or potential violation of civil
or criminal law or regulation;
(3) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(4) Disclose information to a court, magistrate, or administrative
tribunal in the course of presenting evidence, including disclosures to
opposing counsel or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena, or
in connection with criminal law proceedings;
(5) Disclose information to foreign governments in accordance with
formal or informal international agreements;
(6) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(7) Provide information to the news media in accordance with
guidelines contained in 28 CFR 50.2 which relate to an agency's
functions relating to civil and criminal proceedings;
(8) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114;
(9) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation; and
(10) Disclose information to appropriate agencies, entities, and
persons when (a) the Department suspects or has confirmed that the
security or confidentiality of information in the system of records has
been compromised; (b) the Department has determined that as a result of
the suspected or confirmed compromise there is a risk of harm to
economic or property interests, identity theft or fraud, or harm to the
security or integrity of this system or other systems or programs
(whether maintained by the Department or another agency or entity) that
rely upon the compromised information; and (c) the disclosure made to
such agencies, entities, and persons is reasonably necessary to assist
in connection with the Department's efforts to respond to the suspected
or confirmed compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are stored electronically or on paper in
secure facilities in a locked drawer behind a locked door.
RETRIEVABILITY:
Records may be retrieved by name.
SAFEGUARDS:
Access to computerized records is limited through use of access
codes, encryption techniques, and/or other internal mechanisms, to
those whose official duties require access. Storage facilities are
secured by various means such as security guards, badge access, locked
doors and locked cabinets.
[[Page 62613]]
RETENTION AND DISPOSAL:
Hardcopy records--destroy three years after authority is revoked.
Electronic records--disposal is not authorized at this time.\3\
---------------------------------------------------------------------------
\3\ FMS must submit a records schedule to NARA. Until NARA
approves the proposed records schedule, disposal is not authorized.
---------------------------------------------------------------------------
SYSTEM MANAGER(S) AND ADDRESS:
Director, Kansas City Regional Financial Center (KFC), FMS,
Department of the Treasury, 4241 NE. 34th Street, Kansas City, MO
64117.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974 shall be addressed to the
Disclosure Officer, FMS, 401 14th Street SW., Washington, DC 20227. All
individuals making inquiries should provide with their request as much
descriptive matter as is possible to identify the particular record
desired. The system managers will advise as to whether the Service
maintains the record requested by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974
concerning procedures for gaining access or contesting records should
write to the Disclosure Officer. All individuals are urged to examine
the rules of the U.S. Department of the Treasury published in 31 CFR
Part 1, subpart C concerning requirements of this Department with
respect to the Privacy Act of 1974.
CONTESTING RECORD PROCEDURES:
See ``Record Access Procedures'' above.
RECORD SOURCE CATEGORIES:
Government Departments and Agencies requiring services of Treasury
Department for issuance and payment of Treasury checks.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS .012
SYSTEM NAME:
Pre-complaint Counseling and Complaint Activities--Treasury/FMS.
SYSTEM LOCATION:
Financial Management Service, U.S. Treasury Department, Prince
George's Metro Center II, 3700 East-West Highway, Room 132,
Hyattsville, MD 20782.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees seeking services of EEO Counselors.
CATEGORIES OF RECORDS IN THE SYSTEM:
Monthly pre-complaint activity reports from seven Financial Centers
and Headquarters.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 7154; 42 U.S.C. 200e-16; Executive Order 11478; and 5 CFR
Part 713.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to:
(1) Keep records on EEO Counseling activities for annual submission
to Treasury; and
(2) Disclose information to appropriate agencies, entities, and
persons when (a) the Department suspects or has confirmed that the
security or confidentiality of information in the system of records has
been compromised; (b) the Department has determined that as a result of
the suspected or confirmed compromise there is a risk of harm to
economic or property interests, identity theft or fraud, or harm to the
security or integrity of this system or other systems or programs
(whether maintained by the Department or another agency or entity) that
rely upon the compromised information; and (c) the disclosure made to
such agencies, entities, and persons is reasonably necessary to assist
in connection with the Department's efforts to respond to the suspected
or confirmed compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are stored on paper in secure facilities in
a locked drawer behind a locked door.
RETRIEVABILITY:
Records may be retrieved by station and date of receipt.
SAFEGUARDS:
Staff supervision is maintained during the day. Records are kept
locked in the files.
RETENTION AND DISPOSAL:
Destroy EEO case files 4 years after final adjustment. Destroy pre-
complaint counseling reports after 1 year.
SYSTEM MANAGER(S) AND ADDRESS:
EEO Officer, FMS, Prince George's Metro Center II, 3700 East-West
Highway, Room 132, Hyattsville, MD 20782.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974 shall be addressed to the
Disclosure Officer, 401 14th Street SW., Washington, DC 20227. All
individuals making inquiries should provide with their request as much
descriptive matter as is possible to identify the particular record
desired. The system manager will advise as to whether FMS maintains the
record requested by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974
concerning procedures for gaining access or contesting records should
write to the Disclosure Officer. All individuals are urged to examine
the rules of the U.S. Department of the Treasury published in 31 CFR
Part 1, subpart C concerning requirements of this Department with
respect to the Privacy Act of 1974.
CONTESTING RECORD PROCEDURES:
See ``Record Access Procedures'' above.
RECORD SOURCE CATEGORIES:
Monthly submissions by Financial Centers and Headquarters.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS .013
SYSTEM NAME:
Gifts to the United States--Treasury/FMS.
SYSTEM LOCATION:
FMS, U.S. Department of the Treasury, Prince George's Metro Center
II, 3700 East-West Highway, Hyattsville, MD 20782.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Donors of intervivos and testamentary gifts to the United States.
CATEGORIES OF RECORDS IN THE SYSTEM:
Correspondence, copies of wills and court proceedings, and other
material related to gifts to the United States.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
31 U.S.C. 3113.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
The records may be used to disclose information to appropriate
agencies, entities, and persons when (1) the Department suspects or has
confirmed that the security or confidentiality of information in the
system of records has been compromised; (2) the Department
[[Page 62614]]
has determined that as a result of the suspected or confirmed
compromise there is a risk of harm to economic or property interests,
identity theft or fraud, or harm to the security or integrity of this
system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure made to such agencies, entities,
and persons is reasonably necessary to assist in connection with the
Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are stored on paper in secure facilities in
a locked drawer behind a locked door.
RETRIEVABILITY:
Records may be retrieved by name of donor.
SAFEGUARDS:
Access is limited to persons on official business.
RETENTION AND DISPOSAL:
Permanent retention.
SYSTEM MANAGER(S) AND ADDRESS:
Financial Information Management, Directorate, FMS, Prince George's
Metro Center II, 3700 East-West Highway, Hyattsville, MD 20782.
NOTIFICATION PROCEDURE:
Individuals wishing to be notified if they are named in this system
of records, or gain access to records maintained in this system must
submit a written request containing the following elements:
(1) Identify the record system;
(2) Identify the category and type of records sought; and
(3) Provide at least two items of secondary identification (date of
birth, employee identification number, dates of employment or similar
information). Address inquiries to Disclosure Officer (See ``Record
Access Procedures'' below).
RECORD ACCESS PROCEDURES:
Disclosure Officer, Financial Management Service, U.S. Department
of the Treasury, Liberty Center Building, 401 14th Street SW.,
Washington, DC 20227.
CONTESTING RECORD PROCEDURES:
See ``Record Access Procedures'' above.
RECORD SOURCE CATEGORIES:
Individuals, executors, administrators and other involved persons.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS .014
SYSTEM NAME:
Debt Collection Operations System--Treasury/FMS.
SYSTEM LOCATION:
Records are also located throughout the United States at FMS
operations centers, Federal Records Centers, Federal Reserve Banks
acting as Treasury's fiscal agents, and financial institutions acting
as Treasury's financial agents. Additional addresses may be obtained
from the system managers.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who owe debts to: (a) The United States, through one or
more of its departments and agencies; and/or (b) States, territories
and commonwealths of the United States, and the District of Columbia
(hereinafter collectively referred to as ``States'').
CATEGORIES OF RECORDS IN THE SYSTEM:
Debt records containing information about the debtor(s), the type
of debt, the governmental entity to which the debt is owed, and the
debt collection tools utilized to collect the debt. The records may
contain identifying information, such as name(s) and taxpayer
identifying number (i.e., Social Security Number or employer
identification number); debtor contact information, such as work and
home address, and work and home telephone numbers; information
concerning the financial status of the debtor and his/her household,
including income, assets, liabilities or other financial burdens, and
any other resources from which the debt may be recovered; and name of
employer and employer address. Debts include unpaid taxes, loans,
assessments, fines, fees, penalties, overpayments, advances, extensions
of credit from sales of goods or services, and other amounts of money
or property owed to, or collected by, the Federal Government or a
State, including past due support which is being enforced by a State.
The records also may contain information about: (a) The debt, such as
the original amount of the debt, the debt account number, the date the
debt originated, the amount of the delinquency or default, the date of
delinquency or default, basis for the debt, amounts accrued for
interest, penalties, and administrative costs, and payments on the
account; (b) Actions taken to collect or resolve the debt, such as
copies of demand letters or invoices, documents or information required
for the referral of accounts to collection agencies or for litigation,
and collectors' notes regarding telephone or other communications
related to the collection or resolution of the debt; and (c) The
referring or governmental agency that is collecting or owed the debt,
such as name, telephone number, and address of the agency contact.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Claims Collection Act of 1966 (Pub. L. 89-508), as amended
by the Debt Collection Act of 1982 (Pub. L. 97-365, as amended);
Deficit Reduction Act of 1984 (Pub. L. 98-369, as amended); Debt
Collection Improvement Act of 1996 (Pub. L. 104-134, sec. 31001);
Taxpayer Relief Act of 1997 (Pub. L. 105-34); Internal Revenue Service
Restructuring and Reform Act of 1998 (Pub. L. 105-206); 26 U.S.C. 6402;
26 U.S.C. 6331; 31 U.S.C. Chapter 37 (Claims), Subchapter I (General)
and Subchapter II (Claims of the U.S. Government); 31 U.S.C. 3321 note.
PURPOSE(S):
The purpose of this system is to maintain records about individuals
who owe debt(s) to the United States, through one or more of its
departments and agencies, and/or to States, including past due support
enforced by States. The information contained in the records is
maintained for the purpose of taking action to facilitate the
collection and resolution of the debt(s) using various collection
methods, including, but not limited to, requesting repayment of the
debt by telephone or in writing, offset, levy, administrative wage
garnishment, referral to collection agencies or for litigation, and
other collection or resolution methods authorized or required by law.
The information also is maintained for the purpose of providing
collection information about the debt to the agency collecting the
debt, to provide statistical information on debt collection operations,
and for the purpose of testing and developing enhancements to the
computer systems which contain the records. The information also is
maintained for the purpose of resolving delinquent debts owed by
debtors who are ineligible for Federally funded programs until the
delinquency is resolved, and for identifying, preventing, or recouping
improper payments to individuals who owe delinquent obligations to
Federal and/or state agencies.
[[Page 62615]]
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to disclose information to:
(1) Appropriate Federal, State, local or foreign agencies
responsible for investigating or implementing, a statute, rule,
regulation, order, or license;
(2) A court, magistrate, mediator, or administrative tribunal in
the course of presenting evidence; counsel, experts, or witnesses in
the course of civil discovery, litigation, or settlement negotiations,
in response to a subpoena, or in connection with criminal law
proceedings;
(3) A congressional office in response to an inquiry made at the
request of the individual to whom the record pertains;
(4) Any Federal agency, State or local agency, U.S. territory or
commonwealth, or the District of Columbia, or their agents or
contractors, including private collection agencies (consumer and
commercial):
a. To facilitate the collection of debts through the use of any
combination of various debt collection methods required or authorized
by law, including, but not limited to;
(i) Request for repayment by telephone or in writing;
(ii) Negotiation of voluntary repayment or compromise agreements;
(iii) Offset of Federal payments, which may include the disclosure
of information contained in the records for the purpose of providing
the debtor with appropriate pre-offset notice and to otherwise comply
with offset prerequisites, to facilitate voluntary repayment in lieu of
offset, and to otherwise effectuate the offset process;
(iv) Referral of debts to private collection agencies, to Treasury-
designated debt collection centers, or for litigation;
(v) Administrative and court-ordered wage garnishment;
(vi) Debt sales;
(vii) Publication of names and identities of delinquent debtors in
the media or other appropriate places; and
(viii) Any other debt collection method authorized by law;
b. To conduct computerized comparisons to locate Federal payments
to be made to debtors;
c. To conduct computerized comparisons to locate employers of, or
obtain taxpayer identifying numbers or other information about, an
individual for debt collection purposes;
d. To collect a debt owed to the United States through the offset
of payments made by States, territories, commonwealths, or the District
of Columbia;
e. To account or report on the status of debts for which such
entity has a financial or other legitimate need for the information in
the performance of official duties;
f. For the purpose of denying Federal financial assistance in the
form of a loan or loan guaranty to an individual who owes delinquent
debt to the United States or who owes delinquent child support that has
been referred to FMS for collection by administrative offset;
g. To develop, enhance and/or test database, matching,
communications, or other computerized systems which facilitate debt
collection processes; or
h. For any other appropriate debt collection purpose.
(5) The Department of Defense, the U.S. Postal Service, or other
Federal agency for the purpose of conducting an authorized computer
matching program in compliance with the Privacy Act of 1974, as
amended, to identify and locate individuals receiving Federal payments
including, but not limited to, salaries, wages, and benefits, which may
include the disclosure of information contained in the records for the
purpose of requesting voluntary repayment or implementing Federal
employee salary offset or other offset procedures;
(6) The Department of Justice or other Federal agency:
a. when requested in connection with a legal proceeding, or
b. to obtain concurrence in a decision to compromise, suspend, or
terminate collection action on a debt;
(7) Any individual or other entity who receives Federal payments as
a joint payee with a debtor for the purpose of providing notice of, and
information about, offsets from such Federal payments; and
(8) Any individual or entity:
a. To facilitate the collection of debts through the use of any
combination of various debt collection methods required or authorized
by law, including, but not limited to:
(i) Administrative and court-ordered wage garnishment;
(ii) Report information to commercial credit bureaus;
(iii) Conduct asset searches or locate debtors;
(iv) Publish names and identities of delinquent debtors in the
media or other appropriate places; or
(v) Debt sales;
b. For the purpose of denying Federal financial assistance in the
form of a loan or loan guaranty to an individual who owes delinquent
debt to the United States or who owes delinquent child support that has
been referred to FMS for collection by administrative offset; or
c. For any other appropriate debt collection purpose. Disclosure to
consumer reporting agencies including for the provision of routine debt
collection services by an FMS contractor subject to the same
limitations applicable to FMS officers and employees under the Privacy
Act; and
(9) Appropriate agencies, entities, and persons when (A) the
Department suspects or has confirmed that the security or
confidentiality of information in the system of records has been
compromised; (B) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
or integrity of this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (C) the disclosure made to such
agencies, entities, and persons is reasonably necessary to assist in
connection with the Department's efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm.
(10) (a) A Federal or state agency, its employees, agents
(including contractors of its agents) or contractors; or, (b) a fiscal
or financial agent designated by the FMS or other Department of the
Treasury bureau or office, including employees, agents or contractors
of such agent; or, (c) a contractor of the FMS, for the purpose of
identifying, preventing, or recouping improper payments to an applicant
for, or recipient of, Federal funds, including funds disbursed by a
state in a state-administered, Federally funded program; disclosure may
be made to conduct computerized comparisons for this purpose.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Debt information concerning a government claim against a debtor is
also furnished, in accordance with 5 U.S.C. 552a(b)(12) and 31 U.S.C.
3711(e), to consumer reporting agencies, as defined by the Fair Credit
Reporting Act, 5 U.S.C. 1681(f), to encourage repayment of a delinquent
debt.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are stored electronically or on paper in
secure facilities in a locked drawer behind a locked door.
[[Page 62616]]
RETRIEVABILITY:
Records may be retrieved by various combinations of name, taxpayer
identifying number (i.e., social security number or employer
identification number), or debt account number.
SAFEGUARDS:
All officials access the system of records on a need-to-know basis
only, as authorized by the system manager. Procedural and physical
safeguards are utilized, such as accountability, receipt records, and
specialized communications security. Access to computerized records is
limited, through use of access codes, entry logs, and other internal
mechanisms, to those whose official duties require access. Hard-copy
records are held in steel cabinets, with access limited by visual
controls and/or lock systems. During normal working hours, files are
attended by responsible officials; files are locked up during non-
working hours. The building is patrolled by uniformed security guards.
RETENTION AND DISPOSAL:
Retention periods vary by record type, up to a maximum of seven
years after the end of the fiscal year in which a debt is resolved or
returned to the agency as uncollectible.
SYSTEM MANAGER(S) AND ADDRESS:
System Manager, Debt Management Services, FMS, 401 14th Street SW.,
Washington, DC 20227.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974, as amended, shall be
addressed to the Disclosure Officer, FMS, 401 14th Street SW.,
Washington, DC 20227. All individuals making inquiries should provide
with their request as much descriptive matter as is possible to
identify the particular record desired. The system manager will advise
as to whether FMS maintains the records requested by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974,
as amended, concerning procedures for gaining access or contesting
records should write to the Disclosure Officer. All individuals are
urged to examine the rules of the U.S. Department of the Treasury
published in 31 CFR Part 1, subpart C, and appendix G, concerning
requirements of this Department with respect to the Privacy Act of
1974, as amended.
CONTESTING RECORD PROCEDURES:
See ``Record Access Procedures'' above.
RECORD SOURCE CATEGORIES:
Information in this system is provided by the individual on whom
the record is maintained; Federal and State agencies to which the debt
is owed; Federal agencies and other entities that employ the individual
or have information concerning the individual's employment or financial
resources; Federal and State agencies issuing payments; collection
agencies; locator and asset search companies, credit bureaus, and other
database vendors; Federal, State or local agencies furnishing
identifying information and/or debtor address information; and/or
public documents.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
TREASURY/FMS .017
SYSTEM NAME:
Collections Records--Treasury/FMS.
SYSTEM LOCATION:
Records are located at the FMS, U.S. Department of the Treasury,
Liberty Center Building (Headquarters), 401 14th Street SW.,
Washington, DC 20227. Records are also located throughout the United
States at various Federal Reserve Banks and financial institutions,
which act as Treasury's fiscal and financial agents. The address(es) of
the fiscal and financial agents may be obtained from the system manager
below.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who electronically authorize payments to the Federal
government through the use of communication networks, such as the
Internet, via means such as Automated Clearing House (ACH), check
conversion, credit card, and/or stored value card.
CATEGORIES OF RECORDS IN THE SYSTEM:
Collections records containing information about individuals who
electronically authorize payments to the Federal government to the
extent such records are covered by the Privacy Act of 1974. The records
may contain identifying information, such as an individual's name(s),
taxpayer identifying number (i.e., Social Security Number or employer
identification number), home address, home telephone number, and
personal email address (home and work); an individual's employer's
name, address, telephone number, and email address; an individual's
date of birth and driver's license number; information about an
individual's bank account(s) and other types of accounts from which
payments are made, such as financial institution routing and account
number; credit card numbers; information about an individual's payments
made to or from the United States (or to other entities such as private
contractors for the Federal government), including the amount, date,
status of payments, payment settlement history, and tracking numbers
used to locate payment information; user name and password assigned to
an individual; other information used to identify and/or authenticate
the user of an electronic system to authorize and make payments, such
as a unique question and answer chosen by an individual; information
concerning the authority of an individual to use an electronic system
(access status) and the individual's historical use of the electronic
system. The records also may contain information about the governmental
agency to which payment is made and information required by such agency
as authorized or required by law. The information contained in the
records covered by FMS's system of records is necessary to process
financial transactions while protecting the government and the public
from financial risks that could be associated with electronic
transactions. It is noted that the system covers records obtained in
connection with various mechanisms that are either used currently or
may be used in the future for electronic financial transactions. Not
every transaction will require the maintenance of all of the
information listed in this section. The categories of records cover the
broad spectrum of information that might be connected to various types
of transactions.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; 31 U.S.C. 321; 31 U.S.C. chapter 33; 31 U.S.C. 3720
PURPOSE(S):
The purpose of this system is to maintain records about individuals
who electronically authorize payments to the Federal government. The
information contained in the records is maintained for the purpose of
facilitating the collection and reporting of receipts from the public
to the Federal government and to minimize the financial risk to the
Government and the public of unauthorized use of electronic payment
methods. Examples of payment mechanisms authorized electronically
include ACH, check conversion, credit card, or stored value cards.
Individuals may authorize payments using paper check conversion or
Internet-based systems through programs such as ``Pay.gov'' and
``Electronic Federal
[[Page 62617]]
Taxpayer Payment System (EFTPS).'' The information also is maintained
to:
(a) Provide collections information to the Federal agency
collecting the public receipts;
(b) Authenticate the identity of individuals who electronically
authorize payments to the Federal government;
(c) Verify the payment history and eligibility of individuals to
electronically authorize payments to the Federal government;
(d) Provide statistical information on collections operations;
(e) Test and develop enhancements to the computer systems that
contain the records; and
(f) Collect debts owed to the Federal government from individuals
when the debt arises from the unauthorized use of electronic payment
methods.
FMS's use of the information contained in the records is necessary
to process financial transactions while protecting the government and
the public from financial risks that could be associated with
electronic transactions. The records are collected and maintained for
three primary reasons. First, in order to process a payment
electronically, a payor needs to submit his or her name and bank
account or credit card account information. Without such information,
FMS would not be able to process the payment as requested by the
individual authorizing the payment. Second, to authenticate the
identity of the person initiating the electronic transaction, FMS may,
in some instances, require some or all of the information described in
``Categories of records in the system,'' above, depending upon the
level of risk associated with a particular type of transaction. Third,
to verify the financial and other information provided by the person
initiating the electronic transaction and to evaluate the payor's
ability to make the payment authorized, FMS may compare information
submitted with information available in FMS's electronic transaction
historical database or commercial databases used for verification
purposes, much like a store clerk determines whether someone paying by
paper check has a history of writing bad checks. The ability to
research historical transaction information will help eliminate the
risk of fraudulent activity, such as the purchase of government
products using an account with insufficient funds or using a stolen
identity. By collecting and maintaining a certain amount of unique
personal information about an individual who purchases goods from the
government, FMS can help ensure that the individual's sensitive
financial information will not be fraudulently accessed or used by
anyone other than the individual.
In addition, the information contained in the covered records will
be used for collateral purposes related to the processing of financial
transactions, such as collection of statistical information on
operations, development of computer systems, investigation of
unauthorized or fraudulent activity related to electronic transactions,
and the collection of debts arising out of such activity.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records may be used to disclose information to:
(1) Appropriate Federal, state, local or foreign agencies
responsible for investigating or prosecuting the violation of, or for
enforcing or implementing, a statute, rule, regulation, order, or
license, but only if the investigation, prosecution, enforcement or
implementation concerns a transaction(s) or other event(s) that
involved (or contemplates involvement of), in whole or part, an
electronic method of collecting receipts for the Federal government.
The records and information may also be disclosed to commercial
database vendors to the extent necessary to obtain information
pertinent to such an investigation, prosecution, enforcement or
implementation;
(2) Commercial database vendors for the purposes of authenticating
the identity of individuals who electronically authorize payments to
the Federal government, to obtain information on such individuals'
payment or check writing history, and for administrative purposes, such
as resolving a question about a transaction. For purposes of this
notice, the term ``commercial database vendors'' means vendors who
maintain and disclose information from consumer credit, check
verification, and address databases;
(3) A court, magistrate, or administrative tribunal, in the course
of presenting evidence, including disclosures to opposing counsel or
witnesses, for the purpose of civil discovery, litigation, or
settlement negotiations or in response to a subpoena, where arguably
relevant to the litigation, or in connection with criminal law
proceedings;
(4) A congressional office in response to an inquiry made at the
request of the individual to whom the record pertains;
(5) Fiscal agents, financial agents, financial institutions, and
contractors for the purpose of performing financial management
services, including, but not limited to, processing payments,
investigating and rectifying possible erroneous reporting information,
creating and reviewing statistics to improve the quality of services
provided, conducting debt collection services, or developing, testing
and enhancing computer systems;
(6) Federal agencies, their agents and contractors for the purposes
of facilitating the collection of receipts, determining the acceptable
method of collection, the accounting of such receipts, and the
implementation of programs related to the receipts being collected;
(7) Federal agencies, their agents and contractors, credit bureaus,
and employers of individuals who owe delinquent debt for the purpose of
garnishing wages only when the debt arises from the unauthorized use of
electronic payment methods. The information will be used for the
purpose of collecting such debt through offset, administrative wage
garnishment, referral to private collection agencies, litigation,
reporting the debt to credit bureaus, or for any other authorized debt
collection purpose;
(8) Financial institutions, including banks and credit unions, and
credit card companies for the purpose of collections and/or
investigating the accuracy of information required to complete
transactions using electronic methods and for administrative purposes,
such as resolving questions about a transaction; and
(9) Appropriate agencies, entities, and persons when (a) the
Department suspects or has confirmed that the security or
confidentiality of information in the system of records has been
compromised; (b) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
or integrity of this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (c) the disclosure made to such
agencies, entities, and persons is reasonably necessary to assist in
connection with the Department's efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm.
[[Page 62618]]
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Debt information concerning a government claim against a debtor
when the debt arises from the unauthorized use of electronic payment
methods is also furnished, in accordance with 5 U.S.C. 552a(b)(12) and
31 U.S.C. 3711(e), to consumer reporting agencies, as defined by the
Fair Credit Reporting Act, 5 U.S.C. 1681(f), to encourage repayment of
a delinquent debt.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are stored electronically in secure
facilities in a locked drawer behind a locked door.
RETRIEVABILITY:
Records may be retrieved by account number (such as financial
institution account number or credit card account number), name
(including an authentication credential, e.g., a user name), social
security number, transaction identification number, or other alpha/
numeric identifying information.
SAFEGUARDS:
All officials access the system of records on a need-to-know basis
only, as authorized by the system manager after security background
checks. Procedural and physical safeguards, such as personal
accountability, audit logs, and specialized communications security,
are utilized. Accountability and audit logs allow systems managers to
track the actions of every user of the system. Each user has an
individual password (as opposed to a group password) for which he or
she is responsible. Thus, a system manager can identify access to the
records by user. Access to computerized records is limited, through use
of encryption, access codes, and other internal mechanisms, to those
whose official duties require access. Storage facilities are secured by
various means such as security guards, locked doors with key entry, and
limited virtual access requiring a physical token.
RETENTION AND DISPOSAL:
Disposal is not authorized at this time.\4\
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\4\ FMS is updating its records schedules for these records to
provide for a retention period of seven years for most collections
records, and a retention period of 20 years for certain trust-fund-
related records. FMS must submit the record schedules to NARA. Until
NARA approves the updated records schedules, disposal is not
authorized.
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SYSTEM MANAGER(S) AND ADDRESS:
Assistant Commissioner, Federal Finance, FMS, 401 14th Street SW.,
Washington, DC 20227.
NOTIFICATION PROCEDURE:
Inquiries under the Privacy Act of 1974, as amended, shall be
addressed to the Disclosure Officer, FMS, 401 14th Street SW.,
Washington, DC 20227. All individuals making inquiries should provide
with their request as much descriptive matter as is possible to
identify the particular record desired. The system manager will advise
as to whether FMS maintains the records requested by the individual.
RECORD ACCESS PROCEDURES:
Individuals requesting information under the Privacy Act of 1974,
as amended, concerning procedures for gaining access to or contesting
records should write to the Disclosure Officer. All individuals are
urged to examine the rules of the U.S. Department of the Treasury
published in 31 CFR Part 1, subpart C, and appendix G, concerning
requirements of this Department with respect to the Privacy Act of
1974, as amended.
CONTESTING RECORD PROCEDURES:
See ``Record Access Procedures'' above.
RECORD SOURCE CATEGORIES:
Information in this system is provided by the individual on whom
the record is maintained (or by his or her authorized representative),
other persons who electronically authorize payments to the Federal
government, Federal agencies responsible for collecting receipts,
Federal agencies responsible for disbursing and issuing Federal
payments, Treasury fiscal and financial agents that process
collections, and commercial database vendors.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
[FR Doc. 2012-25209 Filed 10-12-12; 8:45 am]
BILLING CODE 4810-35-P
| File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
| Author | Ramsay, John R |
| File Modified | 0000-00-00 |
| File Created | 2021-01-23 |