DHS/ALL-019 Payroll, Personnel, and Time and Attendance Records SORN

Federal Register / Vol. 80, No. 187 / Monday, September 28, 2015 / Notices
http://www.dhs.gov/foia or 1–866–431–
0486. In addition, you should:
• Explain why you believe the
Department would have information on
you;
• Identify which Component(s) of the
Department you believe may have the
information about you;
• Specify when you believe the
records would have been created; and
• Provide any other information that
will help the FOIA staff determine
which DHS Component agency may
have responsive records;
If your request is seeking records
pertaining to another living individual,
you must include a statement from that
individual certifying his/her agreement
for you to access his/her records.
Without the above information, the
Component(s) may not be able to
conduct an effective search, and your
request may be denied due to lack of
specificity or lack of compliance with
applicable regulations.
RECORD ACCESS PROCEDURES:

See ‘‘Notification procedure’’ above.
CONTESTING RECORD PROCEDURES:

See ‘‘Notification procedure’’ above.
RECORD SOURCE CATEGORIES:

Records are generated from property
purchase orders and receipts;
acquisition, transfer and disposal of
data; or otherwise from the record
subject.
EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.
Dated: September 18, 2015.
Karen L. Neuman,
Chief Privacy Officer, Department of
Homeland Security.
[FR Doc. 2015–24583 Filed 9–25–15; 8:45 am]
BILLING CODE 9110–9B–P

DEPARTMENT OF HOMELAND
SECURITY
Office of the Secretary
[Docket No. DHS–2015–0038]

Privacy Act of 1974; Department of
Homeland Security/ALL–019 Payroll,
Personnel, and Time and Attendance
Records System of Records
Privacy Office, Department of
Homeland Security.
ACTION: Notice of Privacy Act system of
records.

tkelley on DSK3SPTVN1PROD with NOTICES

AGENCY:

In accordance with the
Privacy Act of 1974, the Department of
Homeland Security proposes to update
and reissue a current Department of

SUMMARY:

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Jkt 235001

Homeland Security system of records
notice titled, ‘‘Department of Homeland
Security/ALL–019 Payroll, Personnel
and Time and Attendance Records
System of Records.’’ This system of
records allows the Department of
Homeland Security to collect and
maintain records on current and former
Department of Homeland Security
employees to track time worked, leave,
or other absences for reporting and
compliance purposes, and also to ensure
proper payment of salary and benefits.
As a result of a biennial review of this
system, records have been updated
within the (1) category of records and
(2) routine uses. Additionally, this
notice includes non-substantive changes
to simplify the formatting and texts of
the previously published notice. This
updated system will be included in the
Department’s inventory of record
systems.
DATES: Submit comments on or before
October 28, 2015. This new system will
be effective October 28, 2015.
ADDRESSES: You may submit comments,
identified by docket number DHS–
2015–0038 by one of the following
methods:
• Federal e-Rulemaking Portal:
http://www.regulations.gov. Follow the
instructions for submitting comments.
• Fax: 202–343–4010.
• Mail: Karen L. Neuman, Chief
Privacy Officer, Privacy Office,
Department of Homeland Security,
Washington, DC 20528–0655.
Instructions: All submissions received
must include the agency name and
docket number for this rulemaking. All
comments received will be posted
without change to http://
www.regulations.gov, including any
personal information provided.
Docket: For access to the docket, to
read background documents, or
comments received go to http://
www.regulations.gov.
FOR FURTHER INFORMATION CONTACT: For
general or privacy questions please
contact: Karen L. Neuman (202) 343–
1717, Chief Privacy Officer, Privacy
Office, Department of Homeland
Security, Washington, DC 20528–0655.
SUPPLEMENTARY INFORMATION:
I. Background
In accordance with the Privacy Act of
1974, 5 U.S.C. 552a, the Department of
Homeland Security (DHS) proposes to
update and reissue a current DHS
system of records titled, ‘‘DHS/ALL–019
Payroll, Personnel, and Time and
Attendance Records System of
Records.’’
This system helps DHS ensure proper
payment of salary and benefits to DHS

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58283

personnel and track time worked and
leave or other absences (both excused
and unexcused) for reporting and
compliance purposes. The categories of
records have been modified to include
more specific details about information
collected from current and former
employees of DHS. In some instances,
DHS Components may use a
timekeeping system that relies on a hash
identification number calculated from a
finger scan. The hash identification
number cannot be used to recreate a
readable fingerprint to confirm the
employee’s identity. DHS is also
modifying routine uses (A), (G), and (I)
to provide greater clarity and nonsubstantive grammatical changes. DHS
is amending the previous routine use (J)
to eliminate a redundancy with 5 U.S.C.
552a (b)(11). New routine uses (P)
through (Z) provide notice and
transparency about external disclosures
as part of the DHS payroll, time, and
attendance process.
Consistent with DHS’s information
sharing mission, information stored in
the DHS/ALL–019 Payroll, Personnel,
and Time and Attendance Records may
be shared with other DHS Components
that have a need to know the
information to carry out their national
security, law enforcement, immigration,
intelligence, or other homeland security
functions. In addition, DHS may share
information with appropriate federal,
state, local, tribal, territorial, foreign,
and international government agencies,
members of the public, and other
entities consistent with the routine uses
set forth in this system of records notice.
This updated system will be included
in DHS’s inventory of record systems.
II. Privacy Act
The Privacy Act embodies fair
information principles in a statutory
framework governing the means by
which federal government agencies
collect, maintain, use, and disseminate
individuals’ records. The Privacy Act
applies to information that is
maintained in a ‘‘system of records.’’ A
‘‘system of records’’ is a group of any
records under the control of an agency
from which information is retrieved by
the name of an individual or by some
identifying number, symbol, or other
identifying particular assigned to the
individual. In the Privacy Act, an
individual is defined to encompass U.S.
citizens and lawful permanent
residents. This system covers that
defined group, but as a matter of policy,
DHS extends administrative Privacy Act
protections to all individuals when
systems of records maintain information
on U.S. citizens, lawful permanent
residents, and visitors. Below is the

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Federal Register / Vol. 80, No. 187 / Monday, September 28, 2015 / Notices

description of the DHS/ALL–019
Payroll, Personnel, and Time and
Attendance Records System of Records.
In accordance with 5 U.S.C. 552a(r),
DHS has provided a report of this
revised system of records to the Office
of Management and Budget and to
Congress.
System of Records:

Department of Homeland Security
(DHS)/ALL–019
SYSTEM NAME:

DHS/ALL–019 Payroll, Personnel, and
Time and Attendance Records.
SECURITY CLASSIFICATION:

Unclassified.
SYSTEM LOCATION:

Records are maintained at several
Headquarters locations; in Component
offices of DHS, in both Washington, DC
and at field locations; and at DHS
contractual or other federal agency
payroll service provider locations.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:

Current and former employees of
DHS.

tkelley on DSK3SPTVN1PROD with NOTICES

CATEGORIES OF RECORDS IN THE SYSTEM:

Categories of records in this system
include:
Payroll Records:
• Social Security number;
• Employee’s name;
• Date of birth;
• Gender, Race/National Origin, and
Disability Data;
• Address data such as home mailing
address, email address, work address,
etc.;
• Duty location;
• Position Data such as job title,
occupational series, grade, step, pay
plan, etc.;
• Awards and bonuses;
• Employment verification
information;
• Education and training data;
• Military and veteran data;
• Taxes;
• Other deductions;
• Garnishments;
• Salary data;
• Retirement data;
• Pay period;
• Fiscal year data;
• Benefits; and
• Direct deposit information.
Time and Attendance Records:
• Employee’s name;
• Duty location such as work address
or Port of Entry;
• Supervisor name;
• Timekeeper name;
• Position Data such as job title,
occupational series, grade, step, pay
plan;

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• Fingerprint hash identification
number calculated from a finger scan
that cannot be used to recreate a
readable fingerprint;
• Time-off awards or incentives;
• Number and type of hours worked.
Type of hours worked may include:
D Regular Hours Worked;
D Regular law enforcement availability
pay (LEAP);
D Overtime (including
administratively uncontrollable
overtime (AUO));
D Telework;
D Night Differential;
D Compensatory time earned and used;
D Compensatory travel earned and
used;
D Training time;
D Tour of duty; and
D Military leave.
• All forms of leave requests,
balances, and credits, including Leave
Without Pay (LWOP);
• All other absence types, including
Absent Without Leave (AWOL) and
Suspension;
• Information necessary to administer
any of the agency’s voluntary leave
transfer programs including leave
donated or used and any supporting
documentation from the leave requestor
(which may include medical records);
• Any other forms of leave available
to current and former employees of
DHS;
• Investigative case title and tracking
number (used to track time worked
associated with a specific case); and
• Fair Labor Standards Act (FLSA)
compensation.
Data Reporting and Personnel and
Pay Processing Tables
• Nature of action codes;
• Civil service authority codes;
• Standard remarks;
• Signature block table;
• Position title table;
• Financial organization table; and
• Salary tables.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

31 U.S.C. 66a; 5 U.S.C. 5501 et seq.,
5525 et seq., 5701 et seq., and 6301 et
seq.; Executive Order 9397, as amended
by Executive Order 13478; Pub. L. 100–
202, Pub. L. 100–440, and Pub. L. 101–
509.
PURPOSE(S):

The purpose of this system is to
ensure proper payment of salary and
benefits to DHS personnel, and to track
time worked, leave, or other absences
for reporting and compliance purposes.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:

In addition to those disclosures
generally permitted under 5 U.S.C.

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§ 552a(b) of the Privacy Act, all or a
portion of the records or information
contained in this system may be
disclosed outside DHS as a routine use
pursuant to 5 U.S.C. § 552a(b)(3) as
follows:
A. To the Department of Justice (DOJ),
including Offices of the U.S. Attorneys,
or other federal agencies conducting
litigation or in proceedings before any
court, adjudicative, or administrative
body, when it is relevant or necessary to
the litigation and one of the following
is a party to the litigation or has an
interest in such litigation:
1. DHS or any Component thereof;
2. Any employee or former employee
of DHS in his or her official capacity;
3. Any employee or former employee
of DHS in his or her individual capacity
when DOJ or DHS has agreed to
represent the employee; or
4. The U.S. Government or any agency
thereof.
B. To a congressional office from the
record of an individual in response to
an inquiry from that congressional office
made at the request of the individual to
whom the record pertains.
C. To the National Archives and
Records Administration (NARA) or
General Services Administration
pursuant to records management
inspections being conducted under the
authority of 44 U.S.C. §§ 2904 and 2906.
D. To an agency or organization for
the purpose of performing audit or
oversight operations as authorized by
law, but only such information as is
necessary and relevant to such audit or
oversight function.
E. To appropriate agencies, entities,
and persons when:
1. DHS suspects or has confirmed that
the security or confidentiality of
information in the system of records has
been compromised;
2. DHS has determined that as a result
of the suspected or confirmed
compromise, there is a risk of identity
theft or fraud, harm to economic or
property interests, harm to an
individual, or harm to the security or
integrity of this system or other systems
or programs (whether maintained by
DHS 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 DHS’s efforts to
respond to the suspected or confirmed
compromise and prevent, minimize, or
remedy such harm.
F. To contractors and their agents,
grantees, experts, consultants, and
others performing or working on a
contract, service, grant, cooperative

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Federal Register / Vol. 80, No. 187 / Monday, September 28, 2015 / Notices
agreement, or other assignment for DHS,
when necessary to accomplish an
agency function related to this system of
records. Individuals provided
information under this routine use are
subject to the same Privacy Act
requirements and limitations on
disclosure as are applicable to DHS
officers and employees.
G. To an appropriate federal, state,
tribal, territorial, local, international, or
foreign law enforcement agency or other
appropriate authority charged with
investigating or prosecuting a violation
or enforcing or implementing a law,
rule, regulation, or order, when a record,
either on its face or in conjunction with
other information, indicates a violation
or potential violation of law, which
includes criminal, civil, or regulatory
violations and such disclosure is proper
and consistent with the official duties of
the person making the disclosure.
H. To provide information to unions
recognized as exclusive bargaining
representatives under the Civil Service
Reform Act of 1978, 5 U.S.C. §§ 7111
and 7114.
I. To designated officers and
employees of federal, state, tribal,
territorial, local, or international
agencies in connection with the hiring
or continued employment of an
individual, the conduct of a suitability
or security investigation of an
individual, the grant, renewal,
suspension, or revocation of a security
clearance, or the certification of security
clearances, to the extent that DHS
determines the information is relevant
and necessary to the hiring agency’s
decision.
J. 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 or in connection with
criminal law proceedings.
K. To the other federal agencies who
provide payroll personnel processing
services under a cross-servicing
agreement for purposes relating to the
conversion of DHS employee payroll
and personnel processing services; the
issuance of paychecks to employees and
distribution of wages; and the
distribution of allotments and
deductions to financial and other
institutions, some through electronic
funds transfer.
L. To federal, state, tribal, territorial,
or local agencies for use in locating
individuals and verifying their income
sources to enforce child support orders,
to establish and modify orders of
support, and for enforcement of related
court orders.

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M. To provide wage and separation
information to another federal agency as
required by law for payroll purposes.
N. To the Office of Personnel
Management, the Merit System
Protection Board, Federal Labor
Relations Authority, or the Equal
Employment Opportunity Commission
when requested in the performance of
their authorized duties.
O. To the Department of Labor in
connection with a claim filed by an
employee for compensation due to a jobconnected injury or illness.
P. To the Department of the Treasury
to issue checks.
Q. To State offices of unemployment
compensation with survivor annuity or
health benefits claims or records
reconciliations.
R. To Federal Employee’s Group Life
Insurance or Health Benefits carriers in
connection with survivor annuity or
health benefits claims or records
reconciliations.
S. To the Internal Revenue Service
and State and local tax authorities for
which an employee is or was subject to
tax regardless of whether tax is or was
withheld in accordance with Treasury
Fiscal Requirements, as required.
T. To officials of labor organizations
recognized under 5 U.S.C. Chapter 71
for the purpose of providing information
as to the identity of DHS employees
contributing union dues each pay
period and the amount of dues withheld
from each contributor.
U. To any source from which
additional information is requested by
DHS relevant to a DHS determination
concerning an individual’s pay, leave,
or travel expenses, to the extent
necessary to identify the individual,
inform the source of the purpose(s) of
the request, and to identify the type of
information requested.
V. To the Office of Management and
Budget at any stage in the legislative
coordination and clearance process in
connection with private relief
legislation as set forth in OMB Circular
No. A–19.
W. To the Social Security
Administration and the Department of
the Treasury to disclose pay data on an
annual basis.
X. To a federal agency or in response
to a congressional inquiry when
additional or statistical information is
requested relevant to the DHS Transit
Fare Subsidy Program.
Y. To the Department of Health and
Human Services for the purpose of
providing information on new hires and
quarterly wages as required under the
Personal Responsibility and Work
Opportunity Reconciliation Act of 1996.

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Z. To the news media and the public,
with the approval of the Chief Privacy
Officer in consultation with counsel,
when there exists a legitimate public
interest in the disclosure of the
information or when disclosure is
necessary to preserve confidence in the
integrity of DHS or is necessary to
demonstrate the accountability of DHS’s
officers, employees, or individuals
covered by the system, except to the
extent it is determined that release of
the specific information in the context
of a particular case would constitute an
unwarranted invasion of personal
privacy.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:

Pursuant to 5 U.S.C. § 552a(b)(12):
Disclosures may be made from this
system to consumer reporting agencies
as defined in the Fair Credit Reporting
Act (15 U.S.C. § 1681a(f)) or the Federal
Claims Collection Act of 1966 (31 U.S.C.
§ 3701(a)(3)).
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:

DHS stores records in this system
electronically or on paper in secure
facilities in a locked drawer behind a
locked door. The records are stored on
magnetic disc, tape, and digital media.
RETRIEVABILITY:

DHS may retrieve records by an
individual’s name, Social Security
number, position, organizational
element, pay period, investigative case
title or tracking number (for time
worked associated with a specific case),
and/or fiscal year.
SAFEGUARDS:

DHS safeguards records in this system
in accordance with applicable rules and
policies, including all applicable DHS
automated systems security and access
policies. DHS has imposed strict
controls to minimize the risk of
compromising the stored information.
DHS limits access to the computer
system containing the records in this
system to those individuals who have a
need to know the information for the
performance of their official duties and
who have appropriate clearances or
permissions.
RETENTION AND DISPOSAL:

In accordance with NARA General
Records Schedule 2, Item 7, time and
attendance records are destroyed after a
Government Accountability Office audit
or when six years-old; whichever is
sooner. In accordance with NARA
General Records Schedule 2, Item 1(b),

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individual employee payroll records are
destroyed when 56 years-old. In
accordance with NARA General Records
Schedule 1, Item 18, supervisor
personnel files are reviewed annually
and destroyed when a file is
superseded/obsolete, or within one year
after separation or transfer of an
employee. Duplicate official personnel
records are destroyed when six monthsold.
SYSTEM MANAGER AND ADDRESS:

For DHS Headquarters, the System
Manager is the Office of the Chief
Human Capital Officer, Department of
Homeland Security, Washington, DC
20528. For Components of DHS, the
System Manager is the respective
Human Capital Officer of the
component.

RECORD ACCESS PROCEDURES:

tkelley on DSK3SPTVN1PROD with NOTICES

NOTIFICATION PROCEDURE:

See ‘‘Notification procedure’’ above.

Individuals seeking notification of
and access to any record contained in
this system of records, including DHS
records hosted by another federal
agency under a cross-servicing
agreement for financial management
services, or seeking to contest its
content, may submit a request in writing
to the Chief Privacy Officer and the
Headquarters or Component’s Freedom
of Information Act (FOIA) Officer,
whose contact information can be found
at http://www.dhs.gov/foia-contactinformation. If an individual believes
more than one Component maintains
Privacy Act records concerning him or
her the individual may submit the
request to the Chief Privacy Officer,
Department of Homeland Security, 245
Murray Drive, SW., Building 410,
STOP–0655, Washington, DC 20528–
0655.
When seeking records about yourself
from this system of records or any other
Departmental system of records your
request must conform with the Privacy
Act regulations set forth in 6 CFR part
5. You must first verify your identity,
meaning that you must provide your full
name, current address, and date and
place of birth. You must sign your
request, and your signature must either
be notarized or submitted under 28
U.S.C. 1746, a law that permits
statements to be made under penalty of
perjury as a substitute for notarization.
While no specific form is required, you
may obtain forms for this purpose from
the Chief FOIA Officer on the
Department’s Web site at http://
www.dhs.gov or by calling toll free 1–
866–431–0486. In addition you should:
• Explain why you believe the
Department would have information on
you.

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17:19 Sep 25, 2015

• Identify which Component(s) of the
Department you believe may have the
information about you.
• Specify when you believe the
records would have been created.
• Provide any other information that
will help the FOIA staff determine
which DHS component agency may
have responsive records.
If your request is seeking records
pertaining to another living individual,
you must include a statement from that
individual certifying his/her agreement
for you to access his/her records.
Without this bulleted information the
Component(s) may not be able to
conduct an effective search, and your
request may be denied due to lack of
specificity or lack of compliance with
applicable regulations.

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CONTESTING RECORD PROCEDURES:

See ‘‘Notification procedure’’ above.
RECORD SOURCE CATEGORIES:

Records are obtained from the
individual.
EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.
Dated: September 18, 2015.
Karen L. Neuman
Chief Privacy Officer, Department of
Homeland Security.
[FR Doc. 2015–24589 Filed 9–25–15; 8:45 am]
BILLING CODE 9110–9B–P

DEPARTMENT OF HOMELAND
SECURITY
Office of the Secretary
[Docket No. DHS–2015–0061]

Privacy Act of 1974; Department of
Homeland Security/ALL–007 Accounts
Payable System of Records
Privacy Office, Department of
Homeland Security.
ACTION: Notice of Privacy Act system of
records.
AGENCY:

In accordance with the
Privacy Act of 1974, the Department of
Homeland Security proposes to update
and reissue a current Department of
Homeland Security system of records
titled ‘‘Department of Homeland
Security/ALL–007 Accounts Payable
System of Records.’’ This system allows
the Department of Homeland Security to
collect and maintain payment records.
As a result of a biennial review of this
system, the Department of Homeland
Security is updating this system of

SUMMARY:

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records notice to reflect an updated
category of records, an additional
system location, an updated routine use,
and an updated retention schedule.
Additionally, this notice includes nonsubstantive changes to simplify the
formatting and text of the previously
published notice.
DATES: Submit comments on or before
October 28, 2015. This updated system
will be effective October 28, 2015.
ADDRESSES: You may submit comments,
identified by docket number DHS–
2015–0061 by one of the following
methods:
• Federal e-Rulemaking Portal:
http://www.regulations.gov. Follow the
instructions for submitting comments.
• Fax: 202–343–4010.
• Mail: Karen L. Neuman, Chief
Privacy Officer, Privacy Office,
Department of Homeland Security,
Washington, DC 20528–0655.
Instructions: All submissions received
must include the agency name and
docket number for this rulemaking. All
comments received will be posted
without change to http://
www.regulations.gov, including any
personal information provided.
Docket: For access to the docket to
read background documents or
comments received, please visit http://
www.regulations.gov.
FOR FURTHER INFORMATION CONTACT: For
general and privacy questions please
contact: Karen L. Neuman, (202) 343–
1717, Chief Privacy Officer, Privacy
Office, Department of Homeland
Security, Washington, DC 20528–0655.
SUPPLEMENTARY INFORMATION:
I. Background
In accordance with the Privacy Act of
1974, 5 U.S.C. 552a, the Department of
Homeland Security (DHS) proposes to
update and reissue a current DHS
system of records titled, ‘‘DHS/ALL–007
Accounts Payable System of Records.’’
DHS uses the information collected in
this system of records to meet its
obligation to manage Departmental
funds and ensure that DHS pays its
creditors, including DHS employees for
travel related reimbursements, and
ensures that DHS has an accurate
accounting of the money it owes. DHS
is updating this SORN to provide notice
that financial management activities for
three DHS Components: Domestic and
Nuclear Detection Office (DNDO),
Transportation Security Administration
(TSA), and the United States Coast
Guard (USCG), are transferring their
financial management services to the
Department of Interior’s (DOI) Oracle
Federal Financials (OFF) Virtual
Environment. OFF is an application

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