[Federal Register Volume 69, Number 20 (Friday, January 30, 2004)]
[Notices]
[Pages 4517-4518]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 04-1946]
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GENERAL SERVICES ADMINISTRATION
Privacy Act of 1974; Proposed Revisions to a Privacy Act System
of Records
AGENCY: General Services Administration.
ACTION: Notice of proposed revision to an existing Privacy Act system
of records.
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SUMMARY: The General Services Administration (GSA) proposes to revise
the government-wide system of records, Travel Charge Card Program (GSA/
GOVT-3). The purpose of the system is to maintain information that
enables Federal government agencies to operate, manage, and control
commercial travel and transportation by individuals on official
government business and to provide cost data on travel, transportation,
and related expenses worldwide. The system is being revised to include
the date of birth of individuals whose records are in the system to
facilitate identification of persons traveling for the Federal
government. This notice also updates the authorities for maintaining
the system and System Manager contact information; clarifies the scope
of the system to show that it applies to all agencies; and includes
editorial changes, also for clarification purposes.
DATES: Interested persons may submit written comments on this proposal.
The revision will become effective without further notice on March 1,
2004 unless comments received on or before that date require changes to
the proposal.
ADDRESSES: Comments should be submitted to the GSA Privacy Act Officer
(CI), Office of the Chief People Officer, General Services
Administration, 1800 F Street NW., Washington DC 20405.
FOR FURTHER INFORMATION CONTACT: Contact the GSA Privacy Act Officer at
the above address, or call 202-501-1452.
Dated: January 26, 2004.
Fred Alt,
Chief Information Officer, Office of the Chief People Officer.
GSA/GOVT-3
System name:
Travel Charge Card Program.
System location:
This system of records is located in the finance office of the
local installation of the Federal agency for which an individual has
traveled. Records necessary for a contractor to perform under a
contract are located at the contractor's facility.
Categories of individuals covered by the system:
Individuals covered by the system are current Federal employees who
have their own government assigned charge card and all other Federal
employees
[[Page 4518]]
and authorized individuals who use a Federal account number for travel
purposes.
Categories of records in the system:
Records include name, address, Social Security Number, date of
birth, employment information, telephone numbers, information needed
for identification verification, travel authorizations and vouchers,
charge card applications, charge card receipts, terms and conditions
for use of charge cards, and monthly reports from contractor(s) showing
charges to individual account numbers, balances, and other types of
account analyses.
Authority for maintenance of the system:
5 U.S.C. 5707 and implementing Federal Travel Regulation, 41 CFR
300-304; 5 U.S.C. 5738; E.O. 11609; 36 CFR 13747 (1971); 31 U.S.C.
1348; Public Law. 107-56 Sec. 326.
Purpose(s):
To assemble in one system information to provide government
agencies with: (1) Necessary information on the commercial travel and
transportation payment and expense control system which provides
travelers charge cards and the agency an account number for official
travel and related travel expenses on a worldwide basis; (2) attendant
operational and control support; and (3) management information reports
for expense control purposes.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
a. To disclose information to a Federal, State, local, or foreign
agency responsible for investigating, prosecuting, enforcing,
implementing, or carrying out a statute, rule, regulation, or order,
where an agency becomes aware of a violation or potential violation of
civil or criminal law or regulation.
b. To disclose information to a Member of Congress or a
congressional staff member in response to an inquiry made at the
request of the individual who is the subject of the record.
c. To disclose information to the contractor in providing necessary
information for issuing credit cards.
d. To disclose information to a requesting Federal agency in
connection with hiring or retaining an employee; issuing a security
clearance; reporting an employee investigation; clarifying a job;
letting a contract; or issuing a license, grant, or other benefit by
the requesting agency where the information is relevant and necessary
for a decision.
e. To disclose information to an appeal, grievance, or formal
complaints examiner; equal employment opportunity investigator;
arbitrator; exclusive representative; or other official engaged in
investigating, or settling a grievance, complaint, or appeal filed by
an employee.
f. To disclose information to officials of labor organizations
recognized under Pub. L. 95-454, when necessary to their duties of
exclusive representation on personnel policies, practices, and matters
affecting working conditions.
g. To disclose information to a Federal agency for accumulating
reporting data and monitoring the system.
h. To disclose information in the form of listings, reports, and
records of all common carrier transactions including refunds and
adjustments to an agency by the contractor to enable audits of carrier
charges to the Federal government.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are stored in file folders. Electronic records are
stored within a computer and associated equipment.
Retrievability:
Records are filed by name, Social Security Number, and/or credit
card number.
Safeguards:
Paper records are stored in lockable file cabinets or secured
rooms. Electronic records are protected by passwords, access codes, and
entry logs. There is restricted access to credit card account numbers,
and information is released only to authorized users and officials on a
need-to-know basis.
Retention and disposal:
Records are kept for 3 years and then destroyed, as required by the
General Records Retention Schedules issued by the National Archives and
Records Administration (NARA).
System manager and address:
Assistant Commissioner, Office of Acquisition (FC), Federal Supply
Service, General Services Administration, Crystal Mall Building 4, 1941
Jefferson Davis Highway, Arlington, VA 22202.
Notification procedure:
Inquiries by individuals should be addressed to the Finance Officer
of the agency for which they traveled.
Record access procedures:
Requests from individuals should be addressed to the Finance
Officer of the agency for which they traveled. Individuals must furnish
their full name and the authorizing agency and its component to
facilitate the location and identification of their records.
Contesting record procedures:
Individuals wishing to request amendment of their records should
contact the Finance Officer of the agency for which they traveled.
Individuals must furnish their full name and the authorizing agency and
component for which they traveled.
Record source categories:
Charge card applications, monthly reports from the contractor,
travel authorizations and vouchers, credit card companies, and data
interchanged between agencies.
[FR Doc. 04-1946 Filed 1-29-04; 8:45 am]
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