DHS/ALL-007 Accounts Payable SORN

Federal Register / Vol. 83, No. 245 / Friday, December 21, 2018 / Notices
redesigned to more directly fund ACE
enhancements?
Dated: December 18, 2018.
Brenda B. Smith,
Executive Assistant Commissioner, Office of
Trade.
[FR Doc. 2018–27716 Filed 12–20–18; 8:45 am]
BILLING CODE 9111–14–P

DEPARTMENT OF HOMELAND
SECURITY

Privacy Act of 1974; System of
Records.
Department of Homeland
Security.
ACTION: Notice of a modified system of
records.
AGENCY:

In accordance with the
Privacy Act of 1974, the Department of
Homeland Security (DHS) proposes to
modify a current DHS system of records
titled ‘‘DHS/ALL–007 Accounts Payable
System of Records.’’ This system of
records allows DHS to collect and
maintain payment records. DHS is
updating this system of records notice
(SORN) to change the system location
and clarify the authorities for which the
records are collected. DHS is also
expanding the categories of records
collected by including invoices,
receipts, and bank account numbers.
DHS is modifying routine use E and
adding routine use F to this SORN to
comply with Office of Management and
Budget (OMB) Memorandum M–17–12.
Routine use L is also being modified to
account for sharing payment
information with the Department of
Treasury to determine an individual’s
eligibility to receive federal payments.
Additionally, this notice includes nonsubstantive changes to simplify the
formatting and text of the previously
published notice.
DATES: Submit comments on or before
January 22, 2019. This modified system
will be effective upon publication. New
or modified routine uses will be
effective January 22, 2019.
ADDRESSES: You may submit comments,
identified by docket number DHS–
2018–0067 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: Philip S. Kaplan, Chief
Privacy Officer, Privacy Office,
Department of Homeland Security,
Washington, DC 20528–0655.

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For
general questions and for privacy issues,
please contact: Philip S. Kaplan,
[email protected], (202) 343–1717,
Chief Privacy Officer, Privacy Office,
Department of Homeland Security,
Washington, DC 20528–0655.
SUPPLEMENTARY INFORMATION:
FOR FURTHER INFORMATION CONTACT:

[Docket No. DHS–2018–0067]

SUMMARY:

Instructions: All submissions received
must include the agency name and
docket number DHS–2018–0067. 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.

I. Background
DHS is modifying and reissuing DHS/
ALL–007 Accounts Payable SORN. DHS
uses records covered by this SORN 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 money it
owes. DHS is updating this SORN to
provide notice that the location of
financial management activities for all
DHS Components will be housed at
DHS facilities and on DHS information
systems, instead of the Department of
Interior as was stated in the previous
SORN. DHS is also clarifying its
authorities to collect accounts payable
information.
The Department is expanding the
categories of records contained in this
SORN to include bank account
information, invoices, and receipts, to
more accurately reflect the financial
records needed by DHS to verify monies
owed and track payments to
individuals. Further, routine use E is
being modified and routine use F is
being added to be in conformity with
OMB Memorandum M–17–12. Routine
Use L is being modified to incorporate
information sharing with the
Department of Treasury’s ‘‘Do Not Pay’’
program, which determines federal
eligibility for dispersment of payments
by checking death records, federal debt
records, and lists of sanctioned
individuals. Additionally, this notice
includes non-substantive changes to
simplify the formatting and text of the
previously published notice.
This system of records does not
include information to enable travel
service providers under contract to the
Federal Government to authorize, issue,
or account for travel and travel
reimbursements provided to individuals

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on official Federal Government
business, which are covered under
GSA/GOVT–4 Contracted Travel
Services Program, 74 FR 26700 (June 3,
2009), and GSA/GOVT–4 Contracted
Travel Services Program, 74 FR 28048
(June 12, 2009).
Consistent with DHS’s information
sharing mission, information stored in
the DHS/ALL–007 Accounts Payable
system of 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 practice 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. Additionally, the Judicial
Redress Act (JRA) provides covered
persons with a statutory right to make
requests for access and amendment to
covered records, as defined by the JRA,
along with judicial review for denials of
such requests. In addition, the JRA
prohibits disclosures of covered records,
except as otherwise permitted by the
Privacy Act.
Below is a description of the DHS/
ALL–007 Accounts Payable 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 NAME AND NUMBER

Department of Homeland Security
(DHS)/ALL–007 Accounts Payable.
SECURITY CLASSIFICATION:

Unclassified.

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Federal Register / Vol. 83, No. 245 / Friday, December 21, 2018 / Notices

SYSTEM LOCATION:

individuals submitting supporting
documentation for reimbursement.

Records are maintained at several
Headquarters locations and in
Component offices of DHS, in both
Washington, DC and field offices.

ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
PURPOSES OF SUCH USES:

SYSTEM MANAGER(S):

The Chief Financial Officer, Financial
Management Division, ocfo-fmd@
hq.dhs.gov, Department of Homeland
Security, Washington, DC 20528.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 5701 et seq., Travel,
Transportation, and Subsistence; 44
U.S.C. 3101; 19 U.S.C. 1451; 31 U.S.C.
7701(c); the Chief Financial Officers Act
of 1990, Public Law 101–576; Digital
Accountability and Transparency Act
(DATA Act) of 2014, Public Law 113–
101, sec. 5; Debt Collection
Improvement Act of 1996, Public Law
104–134; and 6 CFR part 11, subpart
A—Debt Collection.
PURPOSE(S) OF THE SYSTEM:

The purpose of this system is to
collect and maintain information from
individuals in connection with
reimbursable services provided to DHS
to ensure the Department properly pays
these individuals. This system will
allow DHS to maintain payment records
and record monies owed.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:

Categories of individuals include any
individual or organization that serves as
a creditor to DHS, including parties in
interest for which reimbursable services
are performed and employees for travel
related reimbursements.

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CATEGORIES OF RECORDS IN THE SYSTEM:

Categories of records in this system
includes:
• Individual’s name;
• Date of birth;
• Employee identification number;
• Tax identification number, which
may be a Social Security number in
certain instances;
• Addresses and other general contact
information, such as phone numbers,
facsimile numbers, or email addresses;
• Importer of record number;
• Records of expenses (bills, refund
checks, receipts, out-of-pocket travel
expenses);
• Records of payments;
• Disbursement schedules;
• Bank account information;
• Invoices
• Monies owed; and
• Electronic financial institution data.
RECORD SOURCE CATEGORIES:

Records are obtained from DHS, its
Components and offices, and

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In addition to those disclosures
generally permitted under 5 U.S.C.
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 United States
Attorneys, or other federal agency
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/her official capacity;
3. Any employee or former employee
of DHS in his/her individual capacity
when DOJ or DHS has agreed to
represent the employee; or
4. The United States 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 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 there has been a
breach of the system of records; (2) DHS
has determined that as a result of the
suspected or confirmed breach there is
a risk of harm to individuals, DHS
(including its information systems,
programs, and operations), the Federal
Government, or national security; 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
breach or to prevent, minimize, or
remedy such harm.
F. To another Federal agency or
Federal entity, when DHS determines
that information from this system of

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records is reasonably necessary to assist
the recipient agency or entity in (1)
responding to a suspected or confirmed
breach or (2) preventing, minimizing, or
remedying the risk of harm to
individuals, the recipient agency or
entity (including its information
systems, programs, and operations), the
Federal Government, or national
security, resulting from a suspected or
confirmed breach.
G. To an appropriate federal, state,
tribal, 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 contractors and their agents,
grantees, experts, consultants, and
others performing or working on a
contract, service, grant, cooperative
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.
I. To unions recognized as exclusive
bargaining representatives under the
Civil Service Reform Act of 1978, 5
U.S.C. 7111 and 7114.
J. To the Merit Systems Protection
Board, arbitrators, the Federal Labors
Relations Authority, Equal Employment
Opportunity Commission, and other
parties responsible for the
administration of the Federal LaborManagement Program for the purpose of
processing any corrective actions,
grievances, or conducting
administrative hearings or appeals, or if
needed in the performance of other
similar authorized duties.
K. To federal agencies that provide
financial management services for DHS
Components under a cross-servicing
agreement for purposes such as
budgeting, purchasing, procurement,
reimbursement, reporting, and
collection functions.
L. To the Department of the Treasury
to verify eligibility for payment and to
effect disbursement of authorized
payments.
M. 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

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Federal Register / Vol. 83, No. 245 / Friday, December 21, 2018 / Notices
interest in the disclosure of the
information, when disclosure is
necessary to preserve confidence in the
integrity of DHS, or when disclosure is
necessary to demonstrate the
accountability of DHS’s officers,
employees, or individuals covered by
the system, except to the extent the
Chief Privacy Officer determines that
release of the specific information in the
context of a particular case would
constitute an unwarranted invasion of
personal privacy.
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:

DHS stores records in this system
electronically or on paper in secure
facilities in a locked drawer behind a
locked door. The records may be stored
on magnetic disc, tape, and digital
media.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:

Records may be retrieved by an
individual’s name, tax identification
number/Social Security number,
employee identification number, or
other personal identifier referenced in
the categories of records in the system.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:

DHS destroys records six years after
final payment or cancellation, or longer
if required for a business use, in
accordance with National Archives and
Records Administration (NARA)
General Records Schedule 1.1, Financial
Management and Reporting Records,
item 010, and DAA–GRS–2013–0003–
0001.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:

DHS safeguards records in this system
according to 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 information that is
being stored. Access to the computer
system containing the records in this
system is limited 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.
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RECORD ACCESS PROCEDURES:

Individuals seeking access to and
notification of any record contained in
this system of records, or seeking to
contest its content, may submit a
request in writing to the Chief Privacy
Officer and Headquarters or
Component’s Freedom of Information
Act (FOIA) Officer, whose contact

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information can be found at http://
www.dhs.gov/foia under ‘‘Contact
Information.’’ 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 and
Chief Freedom of Information Act
Officer, Department of Homeland
Security, Washington, DC 20528–0655.
Even if neither the Privacy Act nor the
Judicial Redress Act provide a right of
access, certain records about you may be
available under the Freedom of
Information Act.
When an individual is seeking records
about himself or herself from this
system of records or any other
Departmental system of records, the
individual’s request must conform with
the Privacy Act regulations set forth in
6 CFR part 5. The individual must first
verify his or her identity, meaning that
the individual must provide his or her
full name, current address, and date and
place of birth. The individual must sign
the request, and the individual’s
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, an individual may obtain
forms for this purpose from the Chief
Privacy Officer and Chief Freedom of
Information Act Officer, http://
www.dhs.gov/foia or 1–866–431–0486.
In addition, the individual should:
• Explain why he or she believes the
Department would have information on
him or her;
• Identify which Component(s) of the
Department the individual believes may
have the information about him or her;
• Specify when the individual
believes 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 an individual’s request is seeking
records pertaining to another living
individual, the person seeking the
records must include a statement from
the subject individual certifying his or
her agreement for the requestor to access
his or her records.
Without the above information, the
Component(s) may not be able to
conduct an effective search, and the
individual’s request may be denied due
to lack of specificity or lack of
compliance with applicable regulations.
CONTESTING RECORD PROCEDURES:

For records covered by the Privacy
Act or covered JRA records, individuals
may make a request for amendment or

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correction of a record of the Department
about the individual by writing directly
to the Department component that
maintains the record, unless the record
is not subject to amendment or
correction. The request should identify
each particular record in question, state
the amendment or correction desired,
and state why the individual believes
that the record is not accurate, relevant,
timely, or complete. The individual may
submit any documentation that would
be helpful. If the individual believes
that the same record is in more than one
system of records, the request should
state that and be addressed to each
component that maintains a system of
records containing the record.
NOTIFICATION PROCEDURES:

See ‘‘Record Access Procedures.’’
EXEMPTIONS PROMULGATED FOR THE SYSTEM:

None.
HISTORY:

80 FR 58289 (September 28, 2015); 73
FR 61885 (October 17, 2008).
Philip S. Kaplan,
Chief Privacy Officer, Department of
Homeland Security.
[FR Doc. 2018–27606 Filed 12–20–18; 8:45 am]
BILLING CODE 9110–9B–P

DEPARTMENT OF HOMELAND
SECURITY
U.S. Citizenship and Immigration
Services
[OMB Control Number 1615–0028]

Agency Information Collection
Activities; Revision of a Currently
Approved Collection: Petition To
Classify Orphan as an Immediate
Relative; Application for Advance
Processing of an Orphan Petition;
Supplement 1, Listing of an Adult
Member of the Household; Supplement
2, Consent To Disclose Information
U.S. Citizenship and
Immigration Services, Department of
Homeland Security.
ACTION: 30-Day notice.
AGENCY:

The Department of Homeland
Security (DHS), U.S. Citizenship and
Immigration Services (USCIS) will be
submitting the following information
collection request to the Office of
Management and Budget (OMB) for
review and clearance in accordance
with the Paperwork Reduction Act of
1995. The purpose of this notice is to
allow an additional 30 days for public
comments.

SUMMARY:

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