80 FR 58283 - Privacy Act of 1974; Department of Homeland Security/ALL-019 Payroll, Personnel, and Time and Attendance Records System of Records

DEPARTMENT OF HOMELAND SECURITY
Office of the Secretary

Federal Register Volume 80, Issue 187 (September 28, 2015)

Page Range		58283-58286
FR Document		2015-24589

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 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.

Federal Register, Volume 80 Issue 187 (Monday, September 28, 2015)

[Federal Register Volume 80, Number 187 (Monday, September 28, 2015)]
[Notices]
[Pages 58283-58286]
From the Federal Register Online [www.thefederalregister.org]
[FR Doc No: 2015-24589]

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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

AGENCY: Privacy Office, Department of Homeland Security.

ACTION: Notice of Privacy Act system of records.

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SUMMARY: 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 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 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
non-substantive 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

[[Page 58284]]

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.

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;
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:
[ssquf] Regular Hours Worked;
[ssquf] Regular law enforcement availability pay (LEAP);
[ssquf] Overtime (including administratively uncontrollable
overtime (AUO));
[ssquf] Telework;
[ssquf] Night Differential;
[ssquf] Compensatory time earned and used;
[ssquf] Compensatory travel earned and used;
[ssquf] Training time;
[ssquf] Tour of duty; and
[ssquf] 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.
Sec. 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. Sec. 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. Sec. Sec.
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

[[Page 58285]]

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. Sec. Sec. 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.
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 job-connected 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.
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. Sec. 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. Sec. 1681a(f)) or the Federal Claims
Collection Act of 1966 (31 U.S.C. Sec. 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),

[[Page 58286]]

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 months-old.

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.

Notification procedure:
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-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, 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.
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.

Record access procedures:
See ``Notification procedure'' above.

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

Document Created: 2018-02-26 10:22:00
Document Modified: 2018-02-26 10:22:00

Category		Regulatory Information
Collection		Federal Register
sudoc Class		AE 2.7: GS 4.107: AE 2.106:
Publisher		Office of the Federal Register, National Archives and Records Administration
Section		Notices
Action		Notice of Privacy Act system of records.
Dates		Submit comments on or before October 28, 2015. This new system will be effective October 28, 2015.
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.
FR Citation		80 FR 58283

80 FR 58283 - Privacy Act of 1974; Department of Homeland Security/ALL-019 Payroll, Personnel, and Time and Attendance Records System of Records

DEPARTMENT OF HOMELAND SECURITYOffice of the Secretary

Federal Register Volume 80, Issue 187 (September 28, 2015)

DEPARTMENT OF HOMELAND SECURITY
Office of the Secretary