[Federal Register: March 28, 2005 (Volume 70, Number 58)]
[Notices]
[Page 15618-15621]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr28mr05-35]
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DEPARTMENT OF ENERGY
Privacy Act of 1974; Notice of Amendment to an Existing System of
Records
AGENCY: Department of Energy.
ACTION: Notice.
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SUMMARY: As required by the Privacy Act of 1974, 5 U.S.C. 552a, and the
Office of Management and Budget (OMB) Circular A-130, the Department of
Energy (DOE) is publishing a notice of a proposed amendment to an
existing system of records and the deletion of a system that will no
longer be maintained. DOE has acquired a new financial system that
requires new hardware and software. This notice proposes to combine
DOE-18 ``Accounts Payable Financial System'' and DOE-19 ``Accounts
Receivable Financial System'' into a single system of records,
eliminate DOE-19 ``Accounts Receivable Financial System'' from the
Department's inventory of systems of records, rename DOE-18 to
``Financial Accounting System,'' expand the categories of records
maintained in the system, and establish a new routine use provision for
DOE-18.
DATES: The proposed amendment to an existing system of records will
become effective without further notice, on May 12, 2005, unless in
advance of that date, DOE receives adverse comments and determines that
this amendment should not become effective on that date.
ADDRESSES: Written comments should be directed to the following
address: U.S. Department of Energy, Abel Lopez, Director, Freedom of
Information Act and Privacy Act Group, ME-74, 1000 Independence Avenue,
SW., Washington, DC 20585.
FOR FURTHER INFORMATION CONTACT: Abel Lopez, Director, Freedom of
Information Act and Privacy Act Group, ME-74, U.S. Department of
Energy, 1000 Independence Avenue, SW.,
[[Page 15619]]
Washington, DC 20585, 202-586-5955; Wendy L. Miller, Director, Capital
Accounting Operations Division, Office of Financial Management, ME-
14.2, U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585-1290, (301) 903-5858; and Isiah Smith, Deputy
Assistant General Counsel for Administrative Litigation and Information
Law, GC-77, U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585, (202) 586-8618.
SUPPLEMENTARY INFORMATION: DOE has acquired a new financial system,
Integrated Management Navigation System (I-MANAGE) Standard Accounting
and Reporting System (STARS), that requires new hardware and software.
I-MANAGE STARS will provide DOE with a modern, comprehensive and
responsive financial management system that will electronically
integrate financial accounting, financial reporting, cost accounting,
and performance measurement. I-MANAGE STARS will provide critical
strategic support for the DOE mission as the solution for financial,
operational, and reporting requirements to enhance accountability and
improve decision-making. The system will maintain the financial
information that is currently collected and maintained in two DOE
systems of records, DOE-18 ``Accounts Payable Financial System'' and
DOE-19 ``Accounts Receivable Financial System.''
This notice proposes to amend DOE-18 ``Accounts Payable Financial
System'' by expanding the categories of records maintained in the
system and consolidating the information maintained in DOE-19
``Accounts Receivable Financial System'' into the amended DOE-18. This
notice also proposes to change the name of DOE-18 ``Accounts Payable
Financial System'' to DOE-18 ``Financial Accounting System,'' and
establish a new routine use provision. Since the records maintained in
DOE-19 will be incorporated into the amended DOE-18, DOE will delete
DOE-19 ``Accounts Receivable Financial System'' from its inventory of
systems of records.
The categories of records section is being amended to include
employment information and date of birth and gender of the employee,
contractor, and vendor.
In addition, this notice also proposes to add a new routine use to
allow disclosure of information maintained in the system of records to
the Department of the Treasury. These amendments are necessary to
provide procedures for paying creditors who provide products and
services to DOE.
DOE is submitting the report required by OMB Circular A-130
concurrently with the publication of this notice. The text of this
notice contains the information required by the Privacy Act, 5 U.S.C.
552a(e)(4).
Issued in Washington, DC on March 22, 2005.
James T. Campbell,
Deputy Director, Office of Management, Budget and Evaluation/Deputy
Chief Financial Officer.
DOE-18
SYSTEM NAME:
Financial Accounting System.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 19901 Germantown Rd.,
Germantown, MD, 20874
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585
U.S. Department of Energy, National Nuclear Security Administration
(NNSA) Service Center Albuquerque, P.O. Box 5400, Albuquerque, NM
87185-5400
U.S. Department of Energy, Atlanta Regional Support Office, 730
Peachtree, NE, Suite 876, Atlanta, GA 30308
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208
U.S. Department of Energy, Boston Regional Support Office, One
Congress Street, Room 1101, Boston, MA 021144-2021
U.S. Department of Energy, Carlsbad Field Office, P.O. Box 3090,
Carlsbad, NM 88221
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), P.O. Box 880, Morgantown, WV 26507-0880
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), 626 Cochrans Mill Road, Pittsburgh, PA 15236-0940
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, Naval Petroleum and Oil Shale Reserves,
907 N. Poplar, Suite 150, Casper, WY 82601
U.S. Department of Energy, Naval Petroleum Reserves in California,
1601 New Stine Road, Suite 240, Bakersfield, CA 93309
U.S. Department of Energy, NNSA Service Center Nevada, P.O. Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Oak Ridge Operations Office, P.O. Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Office of Scientific & Technical
Information, P.O. Box 62, Oak Ridge, TN 37831
U.S. Department of Energy, Ohio Field Office, P.O. Box 3020,
Miamisburg, OH 45343
U.S. Department of Energy, Philadelphia Regional Support Office,
1880 John F. Kennedy Boulevard, Suite 501, Philadelphia, PA 19103-7483
U.S. Department of Energy, Pittsburgh Naval Reactors Office, P.O.
Box 109, West Mifflin, PA 15122-0109
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808 Highway
93, Unit A, Golden, CO 80403-8200
U.S. Department of Energy, Savannah River Operations Office, P.O.
Aiken, SC 29801
U.S. Department of Energy, Seattle Regional Support Office, 800
Fifth Avenue, Suite 3950, Seattle, WA 98104
U.S. Department of Energy, Schenectady Naval Reactors Office, P.O.
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-4578
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103U.S.
Department of Energy, Strategic Petroleum Reserve Project Office, 900
Commerce Road East, New Orleans, LA 70123
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 3402, Golden, CO 80401
U.S. Department of Energy, Office of Repository Development, P.O.
Box 364629, North Las Vegas, NV 89036-8629
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees, former employees, current and former contractor
employees, vendors, and others who are either due money from or owe
money to the Department of Energy (DOE).
[[Page 15620]]
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number, date of birth, employment date,
gender, tax payer identification number; amount owed and services or
goods received; amounts due; underpayments, overpayments, and/or other
accounting information; invoice number; servicing bank name and
address; account number; amount and status of claim; and history of
claim, including collection actions taken.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; the GAO Policy and
Procedures Manual; Statement of Federal Financial Accounting Standards
published by the Government Accountability Office and the Office of
Management and Budget; Debt Collection Improvement Act of 1996, 31
U.S.C. 3512; 5 U.S.C. 5701-09; Federal Property Management Regulations
101-107; Treasury Financial Manual; Executive Order 12009; and
Executive Order 9397.
PURPOSE(S):
The records are maintained and used by the DOE to substantiate
obligations and payments to individuals for goods and services received
by the agency and to record and manage the Department's accounts
payable and receivable.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
the appropriate local, State or Federal agency when that record alone
or in conjunction with other information, indicates a violation or
potential violation of law, whether civil, criminal, or regulatory in
nature, and whether arising by general statute or particular program
thereto.
2. A record from this system may be disclosed as a routine use to a
Federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
3. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; and
(3) witness, potential witness, or their representatives and
assistants, and any other person who possesses information pertaining
to the matter, when it is necessary to obtain information or testimony
relevant to the matter.
4. A record from this system may be disclosed as a routine use to
other Federal agencies, consumer reporting agencies for acquiring
credit information, and collection agencies to aid in the collection of
outstanding debts owed to the Federal Government.
5. A record from this system may be disclosed as a routine use to
Defense Manpower Data Center, Department of Defense, the United States
Postal Service, and other Federal, State, or local agencies to identify
and locate, through computer matching, individuals indebted to DOE who
are receiving Federal salaries or benefit payments. Information from
the match will be used to collect the debts by voluntary repayment, by
administrative offset, or by salary offset procedures.
6. A record from this system may be disclosed as a routine use to
the Internal Revenue Service (1) to collect the debt by offset against
the debtor's tax refunds under the Federal Tax Refund Offset Program,
and (2) to obtain the mailing address of a taxpayer to collect a debt
owed to the DOE. Subsequent disclosure by DOE to a consumer reporting
agency is limited to the purpose of obtaining a commercial credit
report on the particular taxpayer. The mailing address information will
not be used for any other DOE purpose or disclosed by DOE to another
Federal, State, or local agency that seeks to locate the same
individual for its own debt collection purpose.
7. A record from this system may be disclosed as a routine use to
the Department of the Treasury for the purpose of administrative offset
and debt recovery under section 31001 (m)(1) of the Debt Collection
Improvement Act of 1996 (Pub. L. 104-134).
8. A record from this system may be disclosed as a routine use to
the Department of the Treasury for the purpose of paying creditors for
services or goods provided to the Department.
9. A record from this system may be disclosed as a routine use to a
``consumer reporting agency'' as defined by the Fair Credit Reporting
Act, 15 U.S.C. 1681a(f), or the Federal Claims Collections Act of 1966,
31 U.S.C. 3701(a)(3), in accordance with 31 U.S.C. 3711(f).
10. A record from this system may be disclosed as a routine use to
DOE contractors in performance of their contracts and their officers
and employees who have a need for the record in the performance of
their duties. Those individuals provided information under this routine
use are subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
11. A record from this system of records may be disclosed as a
routine use to a Member of Congress submitting a request involving the
constituent when the constituent has requested assistance from the
member concerning the subject matter of the record. The member of
Congress must provide a copy of the constituent's request for
assistance.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records, electronic media, and
magnetic tapes.
RETRIEVABILITY:
Records may be retrieved by name, taxpayer identification number,
voucher, invoice, or payment reports.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office of Management, Budget and
Evaluation/Chief Financial Officer, U.S. Department of Energy, 1000
Independence Avenue, SW., Washington, DC 20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of
[[Page 15621]]
records contains information about him/her should be directed to the
Director, Headquarters Freedom of Information Act and Privacy Act
Group, U.S. Department of Energy. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Subject individual, contracting officer, and accounting records.
SYSTEM EXEMPT FROM CERTAIN PROVISIONS OF THE ACT:
None.
[FR Doc. 05-6036 Filed 3-28-05; 8:45 am]
BILLING CODE 6450-01-P