SUPPLEMENTARY INFORMATION:

I. Background

DTS supports the DoD in managing temporary duty (TDY) travel by collecting and maintaining records necessary for the authorization, processing, and reimbursement of official travel. Records maintained in DTS include personal information, travel itineraries, financial data, and supporting documentation related to travel claims. These records are used to verify eligibility, facilitate travel arrangements, ensure compliance with applicable regulations, and process payments. DTS also captures audit trails and approval workflows to support oversight, accountability, and reporting requirements across DoD components. Subject to public comment, the DoD proposes revisions to the routine uses section. The routine uses section has been reorganized to present the DoD standard routine uses (A through J) at the beginning of the list, enhancing clarity and consistency. Routine Use (M) has been updated to expand and clarify the scope of disclosures to banking establishments, and routine use (R) was added to include the Department of the Treasury's Do Not Pay routine use clause. Additionally, the system purpose, categories of individuals, and categories of records have been restructured to reflect consolidation with the DHRA 14 DoD system of records. Additional updates include changes to the system location, system manager, authority for maintenance, record source categories, policies and practices for storage, retrieval, and disposal, safeguards, and procedures for access, contesting records, and notification. ( printed page 54851)

DoD SORNs have been published in the Federal Register and are available from the address in FOR FURTHER INFORMATION CONTACT or at the Oversight and Compliance Directorate, Privacy and Civil Liberties Division website at doc.defense.gov/​DIRECTORATES/​Privacy-and-Civil-Liberties-Directorate/​Privacy/​SORNs/​.

II. Privacy Act

Under the Privacy Act, a “system of records” is a group of 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 as a U.S. citizen or lawful permanent resident.

In accordance with 5 U.S.C. 552a(r) and Office of Management and Budget (OMB) Circular No. A-108, DoD has provided a report of this system of records to the OMB and to Congress.

SYSTEM NAME AND NUMBER:

Defense Travel System, DHRA 08 DoD.

SECURITY CLASSIFICATION:

Unclassified.

SYSTEM LOCATION:

A. Department of Defense (Department or DoD), located at 1000 Defense Pentagon, Washington, DC 20301-1000, and other Department installations, offices, or mission locations.

B. Information may also be stored within a government-certified cloud, implemented and overseen by the Department's Chief Information Officer (CIO), 6000 Defense Pentagon, Washington, DC 20301-6000.

SYSTEM MANAGER(S):

The system managers for this system of records are as follows:

A. Deputy Director, Defense Travel Management Office, 4800 Mark Center Drive, Suite 04J25-01, Alexandria, VA 22350-6000; email: dodhra.mc-alex.dhra-hq.mbx.ctim@mail.mil.

B. For DTS Archive records: Deputy Director, Defense Travel System Archive, Defense Manpower Data Center, 4800 Mark Center Drive, Alexandria, VA 22350-9000; email: dodhra.dodc-mb.dmdc.mbx.webmaster@mail.mil.

C. For ATRIP records: Chief, Program Integration Office, Cooperative Threat Reduction, Defense Threat Reduction Agency, 8725 John J. Kingman Road, Stop 6201, Fort Belvoir, VA 22060-6201; email: dtra.belvoir.ct.list.ct-travel-team@mail.mil.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 57, Travel, Transportation, and Subsistence; 10 U.S.C. 135, Under Secretary of Defense (Comptroller); 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 37 U.S.C. 463, Programs of Compliance, Electronic Processing of Travel Claims; 50 U.S.C. 3711, Authority to carry out Department of Defense Cooperative Threat Reduction Program; 41 CFR 300-304, The Federal Travel Regulation (FTR); DTR 4500.9-R, Defense Transportation Regulation, Parts I—Passenger Movement, II Cargo Movement, III Mobility, IV Personal Property, V Customs; The Joint Travel Regulations (JTR), Uniformed Service Members and DoD Civilian Employees; Department of Defense (DoD) Directive 5100.87, Department of Defense Human Resources Activity; DoDD 5105.62, Defense Threat Reduction Agency (DTRA); DoD Instruction 5154.31, Volumes 1-6, Commercial Travel Management: Defense Travel System (DTS); DoD Financial Management Regulation 7000.14-R, Vol. 9, Defense Travel System Regulation, current edition; DoD Directive 4500.09, Transportation and Traffic Management; DoD Instruction 1100.13, Surveys of DoD Personnel and E.O. 9397 (SSN), as amended.

PURPOSE(S) OF THE SYSTEM:

A. DTS provides a DoD-wide travel management process that covers official TDY travel, from pre-travel arrangements to post-travel payments. DTS verifies individual travel information is accurate, current, and meets DoD foreign nation requirements for travel within the continental United States and outside the continental United States. The system facilitates the processing of official travel requests for DoD personnel and other individuals traveling on DoD travel orders. DTS provides information to financial systems to reimburse individual travel expenses, as well as to a commercial system to facilitate a voluntary rewards program for travelers using government travel charge cards (GTCC) for select purchases. DTS includes a tracking and reporting system to monitor travel authorizations, obligations, and payments. Additionally, the DoD uses DTS data to conduct surveys of program effectiveness, provide insight into the gap between product/service delivery and customer expectations, and assist in understanding the drivers of customer satisfaction.

B. The DTS business intelligence tool and archives provide a repository for reporting and archiving travel records. It assists with planning, budgeting, and allocating resources for future DoD travel, conducting oversight operations, analyzing travel, budgetary, or other trends, detecting fraud and abuse, and provides a mechanism for responding to authorized internal and external requests for data relating to DoD official travel and travel-related services.

C. The Commercial Travel Information Management (CTIM) establishes a repository of DoD travel records consisting of travel booked within the DTS as well as through commercial travel vendors in order to satisfy reporting requirements, identify and notify travelers in potential distress due to natural or man-made disaster, assist in the planning, budgeting, and allocation of resources for future DoD travel, conduct oversight operations, analyze travel, budgetary, or other trends, detect potential fraud and abuse, conduct surveys for the evaluation of program effectiveness, calculate travel and housing allowances, provide insight into the gap between product/service delivery and customer expectations, and assist in understanding what drives customer satisfaction, and respond to authorized internal and external requests for data relating to DoD official travel and travel related services, including premium class travel. In addition, CTIM contains rental car program data for US Federal Government travelers. CTIM also provides website-registered guests an online customer support site for submitting inquiries regarding commercial travel within the DoD, including assistance with DTS.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

DoD civilian personnel, active, former, and retired military members, Reserve and National Guard personnel, military academy nominees, applicants, and cadets, all other individuals in receipt of DoD travel orders, dependents of DoD sponsors accompanying the DoD sponsors on travel, and registered website guests submitting inquiries regarding DoD commercial travel.

CATEGORIES OF RECORDS IN THE SYSTEM:

The following personal information is collected across both the Defense Travel System (DTS) and the Commercial Travel Information Management (CTIM) repository for managing DoD Travel.

A. Personal information to include full name, Social Security Number ( printed page 54852) (SSN) or Truncated SSN, DoD ID Number, sex, date of birth, mailing, home, business addresses, email addresses, phone numbers (home, cellular, business), emergency contact information.

B. Employment information to include service/agency, duty station and organizational information, title/rank, civilian/military status information.

C. Travel and Identification to include passport and visa information, frequent flier information and travel preferences, itineraries, reservations, vouchers, receipts, and supporting documentation.

D. Financial information to include government travel charge card (GTCC) and expiration date, personal checking and savings account numbers.

Note 1. Information collected that is unique to DTS includes the last four of the SSN (if requiring assistance with DTS), and bank routing information.

Note 2. Information collected that is unique to the CTIM Repository include truncated SSN, GTCC transactions, government accounting code, budget information, cellular phone provider (for users desiring travel alerts), and Foreign Identification (ID) Numbers or Individual Taxpayer ID Number (for foreign national on invitational orders).

RECORD SOURCE CATEGORIES:

Records and information stored in this system of records are obtained from: individual, authorized DoD personnel, the Defense Travel System Datamart, the General Services Administration data repository, commercial systems (travel global distribution systems including Sabre, Citi), DoD information systems via electronic import such as the Consolidated Travel Information Management (CTIM), Air Reserve Orders Writing System and Navy Reserve Order Writing System.

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 of 1974, as amended, all or a portion of the records or information contained herein may specifically be disclosed outside the DoD as a Routine Use pursuant to 5 U.S.C. 552a(b)(3) as follows:

A. To contractors, grantees, experts, consultants, students, and others performing or working on a contract, service, grant, cooperative agreement, or other assignment for the Federal government when necessary to accomplish an agency function related to this system of records.

B. To the appropriate Federal, State, local, territorial, tribal, foreign, or international law enforcement authority or other appropriate entity where a record, either alone or in conjunction with other information, indicates a violation or potential violation of law, whether criminal, civil, or regulatory in nature.

C. To any component of the Department of Justice for the purpose of representing the DoD, or its components, officers, employees, or members in pending or potential litigation to which the record is pertinent.

D. In an appropriate proceeding before a court, grand jury, or administrative or adjudicative body or official, when the DoD or other Agency representing the DoD determines that the records are relevant and necessary to the proceeding; or in an appropriate proceeding before an administrative or adjudicative body when the adjudicator determines the records to be relevant and necessary to the proceeding.

E. To the National Archives and Records Administration for the purpose of records management inspections conducted under the authority of 44 U.S.C. 2904 and 2906.

F. To a Member of Congress or staff acting upon the Member's behalf when the Member or staff requests the information on behalf of, and at the request of, the individual who is the subject of the record.

G. To appropriate agencies, entities, and persons when (1) the DoD suspects or confirms a breach of the system of records; (2) the DoD determines as a result of the suspected or confirmed breach there is a risk of harm to individuals, the DoD (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 the DoD's efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

H. To another Federal agency or Federal entity, when the DoD 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.

I. To another Federal, State or local agency for the purpose of comparing to the agency's system of records or to non-Federal records, in coordination with an Office of Inspector General in conducting an audit, investigation, inspection, evaluation, or other review as authorized by the Inspector General Act of 1978, as amended.

J. To such recipients and under such circumstances and procedures as are mandated by Federal statute or treaty.

K. To Federal and private entities providing travel services for purposes of arranging transportation at Government expense for official business.

L. To the Internal Revenue Service to provide information concerning the pay of travel allowances which are subject to federal income tax.

M. To banking establishments for the purpose of confirming billing or expense data, reconciling financial transactions, validating payment accuracy, and supporting audits or investigations related to travel expenditures.

N. To foreign or international law enforcement, security, or investigatory authorities to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements, including those regulating the stationing and status in foreign countries of DoD military and civilian personnel.

O. To a federal agency, in response to its request in connection with an investigation of an employee, service member, or other authorized individual to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.

P. To the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies.

Q. To the Merit Systems Protection Board, including the Office of the Special Counsel, for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; and administrative proceedings involving any individual subject of a DoD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law.

R. To the U.S. Department of the Treasury when disclosure of the information is relevant to review payment and award eligibility through the Do No Pay Working System for the purposes of identifying, preventing, or ( printed page 54853) recouping improper payments to an applicant for, or recipient of, Federal funds, including funds disbursed by a state (meaning a state of the United States, the District of Columbia, a territory or possession of the United States, or a federally recognized Indian tribe) in a state-administered, federally funded program.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:

Records may be stored electronically or on paper in secure facilities in a locked drawer behind a locked door. Electronic records may be stored locally on digital media; in agency-owned cloud environments; or in vendor Cloud Service Offerings certified under the Federal Risk and Authorization Management Program (FedRAMP).

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:

Records may be retrieved by an individual's name, partial or full SSN, DoD Identification Number, passport number, email address, trip number, travel dates, travel destination, and DoD component. For U.S. citizens, retrieval may also include trip-specific details. For dependents, records may be accessed using the host employee's name, SSN, and DoD component affiliation.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:

A. For DTS records: Most records will be destroyed 6 years after the final payment or cancellation. Records relating to a claim will be destroyed 6 years and 3 months after the claim is closed, or when any applicable court order is lifted. In the case of a waiver of a claim, the record will be destroyed 6 years and 3 months after the close of the fiscal year in which the waiver was approved. In the case of a claim for which the Government's right to collect was not extended, the record will be destroyed 10 years and 3 months after the year in which the Government's right to collect first accrued. Employee Rewards System records are cutoff and destroyed when no longer needed for business use. ATRIP records will be destroyed 6 years after the final payment or cancellation.

B. CTIM: Records are destroyed 6 years after final payment or cancellation.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:

Records are stored in office buildings protected by security guards, closed circuit TV, controlled screening, use of visitor registers, electronic access, key cards, ID badges, and/or locks. Access to the system's data is controlled using intrusion detection systems, firewalls, a virtual private network, and DoD public key infrastructure certificates. Procedures are in place to deter and detect browsing and unauthorized access. To access the records, personnel are assigned role-based access and must complete two-factor authentication using a common access card credential and password/PIN. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their official duties. Physical and electronic access is limited to persons responsible for servicing and authorized to use the record system. The backups of data are encrypted and secured. The program office conducts security audits and monitors security practices.

RECORD ACCESS PROCEDURES:

Individuals seeking access to their records should follow the procedures in 32 CFR part 310. Individuals seeking access to the records contained in DTS, the DTS Archive, or CTIM should address written inquiries to: Office of the Secretary of Defense/Joint Staff, Freedom of Information Act Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.

Requests for records maintained in the ATRIP: the Defense Threat Reduction Agency (DTRA) Freedom of Information/Privacy Act Office Request Center, Defense Threat Reduction Agency (DTRA), 8725 John J. Kingman Road, Stop 6201, Fort Belvoir, VA 22060-6201.

Signed, written requests for DTS, DTS Archive, and ATRIPS records should include: the name and number of this system of records notice, along with full name, SSN (if applicable), office or organization where assigned when trip was taken, travel destination, and dates of travel.

Signed, written requests for CTIM records should include: the name and number of this system of records notice along with full name, current address, phone number, and personal email address of the individual. In addition, the requester must provide either a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the appropriate format:

If executed outside the United States: “I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).”

If executed within the United States, its territories, possessions, or commonwealths: “I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).”

CONTESTING RECORD PROCEDURES:

Individuals seeking to amend or correct the content of records about them should follow the procedures in 32 CFR part 310.

NOTIFICATION PROCEDURES:

Individuals seeking to determine whether information about themselves is contained in this system of records should follow the instructions for Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:

None

HISTORY:

March 27, 2020, 85 FR 17319; March 24, 2010, 75 FR 14142.

91 FR 54850