Privacy Act of 1974; System of Records
| Published date | 03 May 2021 |
| Citation | 86 FR 23441 |
| Record Number | 2021-09038 |
| Section | Notices |
| Court | Personnel Management Office |
Federal Register, Volume 86 Issue 83 (Monday, May 3, 2021)
[Federal Register Volume 86, Number 83 (Monday, May 3, 2021)]
[Notices]
[Pages 23441-23443]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-09038]
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OFFICE OF PERSONNEL MANAGEMENT
Privacy Act of 1974; System of Records
AGENCY: Office of the Chief Financial Officer, Office of Personnel
Management.
ACTION: Notice of a New System of Records.
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SUMMARY: In accordance with the Privacy Act of 1974, the Office of
Personnel Management (OPM) proposes to add a new system of records,
titled ``OPM/Internal-23 Financial Management Records.'' This system of
records contains financial records that OPM collects, maintains, and
uses to manage its critical financial responsibilities. This system of
records will be included in OPM's inventory of record systems.
DATES: Please submit comments on or before June 2, 2021. This new
system is effective upon publication in today's Federal Register, with
the exception of the routine uses, which are effective June 7, 2021.
ADDRESSES: You may submit written comments via the Federal Rulemaking
Portal: http://www.regulations.gov. All submissions received must
include the agency name and docket number for this Federal Register
document. The general policy for comments and other submissions from
members of the public is to make these submissions available for public
viewing on the internet at http://www.regulations.gov as they are
received without change, including any personal identifiers or contact
information.
FOR FURTHER INFORMATION CONTACT: For general questions, please contact:
Rochelle Bayard, Associate Chief Financial Officer, Office of Personnel
Management, at 202-606-1918 or [email protected]. For privacy
questions, please contact: Kellie Cosgrove Riley, Chief Privacy
Officer, Office of Personnel Management at [email protected].
SUPPLEMENTARY INFORMATION: The Office of Personnel Management (OPM) is
establishing the OPM/Internal 23 Financial Management Records system of
records in order to clarify and provide greater transparency regarding
its financial records. OPM's Office of the Chief Financial Officer
(OCFO) uses the records covered by this SORN in support of its
financial management responsibilities, and to successfully implement
OPM OCFO's internal and external budget and finance responsibilities.
The records in this system of records are used to meet accounting
and financial reporting requirements and are a comprehensive source of
financial, budget, and performance information to OPM program offices.
They include records pertaining to purchasing, accounts receivables,
accounts payable, disbursements, and other budget activities. The
records are used for billing and collection, project costing, and funds
control as well as to update budgets, financial plans, and the general
ledger. The records are also critical to required financial auditing
and reporting requirements.
The records include those that are used to support the acquisition
management lifecycle, from requisitioning through source selection,
award, post award management, blanket purchase agreements, interagency
agreements, and closeout.
This system of records does not include those records used to
administer the pay, leave, and travel requirements of OPM or the
administration of the fare subsidy program, which are included in the
OPM Internal-5 Pay, Leave, and Travel system of records. It also does
not include records that are used to enable travel service providers
under contract to the Federal Government to authorize, issue, or
account for travel and travel reimbursements provided to individuals 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).
SYSTEM NAME AND NUMBER:
Financial Management Records, OPM/Internal-23.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
The Office of the Chief Financial Officer, Office of Personnel
Management is responsible for the records in this system of records.
Records are located at 1900 E Street NW, Washington, DC and, pursuant
to an inter-agency agreement with the Department of Transportation,
Federal Aviation Authority, in Oklahoma City, Oklahoma.
SYSTEM MANAGER(S):
Associate Chief Financial Officer for Financial Strategy and
Operations, Office of Personnel Management, 1900 E Street NW,
Washington, DC 20415-1100.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
31 U.S.C. Title 31, Subtitles II and III; Public Law 101-576;
Public Law 104-208; OMB Circular A-123; OMB Memorandum 16-11; OMB
Memorandum 13-08, Executive Order 9397, as amended by Executive Order
13478.
PURPOSE(S) OF THE SYSTEM:
The purpose of this system of records is to permit OPM to collect
and maintain records to administer its financial management
responsibilities. This includes conducting all activities related to
accounts receivable and accounts payable, budgeting, purchasing,
acquisitions, reimbursement, settlements, and debt collections for OPM.
The records are also used to meet financial auditing and reporting
requirements, both within OPM and external to OPM, such as to other
Federal and private sector entities as required and necessary in
accordance with existing laws and regulations; and to support the
acquisition management lifecycle, from requisitioning through source
selection, award, post award management, blanket purchase agreements,
interagency agreements, and closeout.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals to whom OPM has a financial obligation, including
current and former federal employees, vendors, contractors, experts,
and others who are owed monies from OPM; and individuals who are
indebted to OPM, including those who receive goods and services from
OPM, those indebted for advancements or overpayments, and those who are
otherwise financially liable to OPM.
CATEGORIES OF RECORDS:
a. Name,
b. Social Security number,
c. Bank account information,
d. Credit card number,
e. Data Universal Numbering System (DUNS) number
f. Employee identification number.
g. Tax identification number.
h. addresses and other general contact information, such as phone
numbers, facsimile numbers, and email addresses.
i. records of expenses, such as bills, receipts.
j. records of payments.
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k. invoices,
l. any other record necessary to document and make payment for a
financial obligation owed to or from OPM.
Records in this system are subject to the Privacy Act only to the
extent, if any, they are about an individual within the meaning of the
Act, and not if they are about a business or other non-individual.
RECORD SOURCE CATEGORIES:
Records are obtained from individuals to whom OPM has a financial
obligation, individuals who are indebted to OPM, OPM program offices,
the Department of the Treasury, and the General Services
Administration.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
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 OPM as a
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
a. To the Department of Justice, including Offices of the U.S.
Attorneys; another Federal agency conducting litigation or in
proceedings before any court, adjudicative, or administrative body;
another party in litigation before a court, adjudicative, or
administrative body; or to a court, an adjudicative body, or an
administrative body. Such disclosure is permitted only when it is
relevant or necessary to the litigation or proceeding and one of the
following is a party to the litigation or has an interest in such
litigation:
(1) OPM, or any component thereof;
(2) Any employee or former employee of OPM in his or her official
capacity;
(3) Any employee or former employee of OPM in his or her individual
capacity where the Department of Justice or OPM has agreed to represent
the employee;
(4) The United States, a Federal agency, or another party in
litigation before a court, adjudicative, or administrative body, upon
the OPM General Counsel's approval, pursuant to 5 CFR part 295 or
otherwise.
b. To the appropriate Federal, State, or local agency responsible
for investigating, prosecuting, enforcing, or implementing a statute,
rule, regulation, or order, when a record, either on its face or in
conjunction with other information, indicates or is relevant to a
violation or potential violation of civil or criminal law or
regulation.
c. To a member of Congress from the record of an individual in
response to an inquiry made at the request of the individual to whom
the record pertains.
d. To the National Archives and Records Administration (NARA) for
records management inspections being conducted under the authority of
44 U.S.C. 2904 and 2906.
e. To appropriate agencies, entities, and persons when (1) OPM
suspects or has confirmed that there has been a breach of the system of
records; (2) OPM has determined that, as a result of the suspected or
confirmed breach, there is a risk of harm to individuals, OPM
(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 OPM'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 OPM determines
that information from this system of 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 contractors, grantees, experts, consultants, or volunteers
performing or working on a contract, service, grant, cooperative
agreement, or other assignment for OPM when OPM determines that it is
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 OPM employees.
h. To an external auditor 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.
i. To the Equal Employment Opportunity Commission, the Merit
Systems Protection Board, the Federal Labor Relations Authority, or
other person or entity responsible for the administration of the
Federal Labor-Management Program, for the purpose of processing any
corrective actions, presiding over grievances, or conducting
administrative hearings or appeals, or if needed in the performance of
similar authorized duties.
j. To the United States Department of the Treasury to verify
eligibility for payment and to effect disbursement of authorized
payments.
k. To the United States Department of the Treasury in order to
identify programs and activities susceptible to improper payments in
accordance with the Improper Payment Information Act of 2002 and the
Improper Payments Elimination and Recovery Act of 2010.
l. To the General Service Administration's Federal Procurement Data
System, a central
repository for statistical information on Government contracting,
information pertaining to OPM's acquisition activities for the purpose
of providing public access to Government-wide data about agency
contract actions.
m. To a Federal, state, or local agency for the purpose of
adjudicating an individual's eligibility for a benefit or for any other
legally mandated purpose in accordance with its authorizing statute or
regulation where an approved Computer Matching Agreement or other
information sharing agreement is in place between OPM and the agency.
n. To another Federal agency to obtain financial management
services for OPM under a cross-servicing or inter-agency agreement,
including for budgeting, purchasing, procurement, reimbursement,
reporting, and collection functions.
o. To the Department of Justice, another Federal agency, or a debt
collection agency for any purpose related to collecting a debt owed to
the Federal government.
p. 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)), pursuant to 5 U.S.C. 552a(b)(12) and in
accordance with 31 U.S.C. 3711(e).
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
The records in this system of records are stored electronically in
an automated application database and storage area network and in paper
in locked offices or cabinets with restricted access.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
The records may be retrieved by name, DUNs, Social Security number,
tax identification number, or other personal identifier available in
this system of records.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
The records in this system of records are retained and disposed of
in
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accordance with General Records Schedule 1.1. The record requires that
the records be destroyed six years after final payment or cancellation,
but longer retention is authorized if required for business use.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Records in the system are protected from unauthorized access and
misuse through various administrative, technical and physical security
measures in compliance with the Federal Information Security
Modernization Act (Pub. L.113-283), associated OMB policies, and
applicable standards and guidance from the National Institute of
Standards and Technology (NIST). Electronic records are located in a
secured information technology hosting facility and are available only
to authorized personnel whose duties require access. Paper records are
located in locked offices and locked cabinets with restricted access.
RECORD ACCESS PROCEDURES:
Individuals seeking notification of and access to their records in
this system of records may submit a request in writing to the Office of
Personnel Management, Office of Privacy and Information Management--
FOIA, 1900 E Street NW, Washington, DC 20415-7900 or by emailing
[email protected].
Individuals must furnish the following information for their
records to be located:
1. Full name.
2. Social Security number or Tax identification number.
3. The type of information requested.
4. The address to which the information should be sent.
Individuals requesting access must also comply with OPM's Privacy
Act regulations regarding verification of identity and access to
records (5 CFR 297).
CONTESTING RECORD PROCEDURES:
Individuals wishing to request amendment of records about them
should write to the Office of Personnel Management, Office of Privacy
and Information Management--FOIA, 1900 E Street NW, Washington, DC
20415-7900.
Individuals must furnish the following information in writing for
their records to be located:
1. Full name.
2. Social Security number or Tax identification number.
3. Precise identification of the information to be amended.
Individuals requesting amendment must also follow OPM's Privacy Act
regulations regarding verification of identity and amendment to records
(5 CFR 297).
NOTIFICATION PROCEDURES:
See ``Record Access Procedure.''
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
None.
Office of Personnel Management.
Alexys Stanley,
Regulatory Affairs Analyst.
[FR Doc. 2021-09038 Filed 4-30-21; 8:45 am]
BILLING CODE 6325-38-P
