Pursuant to the Privacy Act of 1974, notice is hereby given that the VA is modifying the system of records entitled, "Individuals Submitting Invoices--Vouchers for Payment and A...
Department of Veterans Affairs (VA), Office of Information and Technology
ACTION:
Notice of a Modified System of Records.
SUMMARY:
Pursuant to the Privacy Act of 1974, notice is hereby given that the VA is modifying the system of records entitled, “Individuals Submitting Invoices—Vouchers for Payment and Accounting Transactional Data—VA” (13VA047). This system is used for payment processing, general accounting, benefit payment authorization for the benefit of veterans and their families, and government and commercial service providers for contract and/or reimbursement expenses.
DATES:
Comments must be received by November 30, 2026. This modified system of records is effective as of November 30, 2026 unless modified by a subsequent notice incorporating any comments received.
ADDRESSES:
Comments may be submitted through
www.regulations.gov
or mailed to VA Privacy Service, 810 Vermont Avenue NW, (005X6F), Washington, DC 20420. Comments should indicate that they are submitted in response to “Individuals Submitting Invoices—Vouchers for Payment and Accounting Transactional Data—VA” (13VA047). Comments received will be available at
www.regulations.gov
for public viewing, inspection or copies.
VA is modifying the system of records by revising the System Name, System Location, System Managers, Purposes of the System, Categories of Individuals Covered by the System, Categories of Records in the System, Policies and Practices for Storage of Records, Policies and Practices for Retrieval of Records, and Routine Uses. VA is republishing the system notice in its entirety.
The System Name and Purposes of the System are being modified to provide a better representation of the systems it covers as a Consolidated Enterprise Resource Planning System.
The System Location and System Managers are being updated to reflect changes in location and the new Point of Contact, the new system owner, and privacy officer.
The Categories of Individuals Covered by the System and the Categories of Records in the System are being updated to reflect current records and eliminate duplicates.
The Policies and Practices for Storage of Records and Policies and Practices for Retrieval of Records are being updated to represent the adoption of new technologies, such as virtual servers and cloud computing, replacing paper copies and outdated technologies.
The Routine Uses are being amended to comply with Executive Order 14249 titled “Protecting America's Bank Account Against Fraud, Waste, and Abuse” and cover existing and new information-sharing requirements.
The Report of Intent to Amend a System of Records Notice and an advance copy of the system notice have been sent to the appropriate Congressional committees and to the Director of the Office of Management and Budget (OMB) as required by 5 U.S.C. 552a(r) (Privacy Act) and guidelines issued by OMB (65 FR 77677), December 12, 2000.
Signing Authority
The Senior Agency Official for Privacy, or designee, approved this document and authorized the undersigned to sign and submit the document to the Office of the Federal Register for publication electronically as an official document of the Department of Veterans Affairs. Dr. Paul Lawrence, Assistant Secretary for Information and Technology and Chief Information Officer, Department of Veterans Affairs approved this document on March 30, 2026 for publication.
Dated: October 28, 2026.
Stephanie Hotchkiss,
Government Information Specialist, VA Privacy Service, Office of Information and Technology, Department of Veterans Affairs.
SYSTEM NAME:
“Consolidated Enterprise Resource Planning Systems including Financial Reporting and Warehousing—VA” (13VA047)
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Records are stored in the Corporate Data Warehouse, Austin Information Technology Center in Austin, TX.
This system is the Enterprise Resource Planning toolset for VA. The set of related systems provides transactions related to accounts receivable including cash receipts; accounts payable including automated disbursements; acquisitions including asset receipts, obligations, and contract awards; budget execution; fixed asset tracking; ledger management; project cost accounting; travel accounting; payment of benefits; medical claims payments and payroll purposes. Information is collected from recipients, vendors, VA administrations, medical centers, and other Federal entities for rendering payment and screening for improper payments to protect against waste, fraud, and abuse.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Veterans, veteran dependents, veteran caregivers, federal employees, vendors (individual and/or companies), volunteers, intra and inter-agency service providers, and members of the public who have a relationship with the agency.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records include Full name, Address, Phone Number, Social Security Number, Medical Records, Claim/Statement Number, Date of Service, Beneficiary Information, Email Address, Date of Birth, Driver License (Number and State), License Plate, Place of Birth (City, State and Country), Banking Information (Routing/Bank Account Number, and Bank Name), Charge Card Number, Emergency Contact Information, DUNS numbers, IP addresses, retirement information, life insurance information, voluntary separation information, various pay incentives and awards, student loan repayment and Commercial Vendor identification listings, invoiced payment records, and Unique Entity Identifier.
RECORD SOURCE CATEGORIES:
Commercial vendors; individual or legal representative as part of an application for a benefit, contract or reimbursement request; VA administration, medical facility and/or medical center; Department of Treasury; Internal Revenue Service; and other Federal entities.
( printed page 68622)
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND PURPOSES OF SUCH USES:
1. Congress:
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.
2. Data Breach Response and Remediation, for VA:
To appropriate agencies, entities, and persons when (a) VA suspects or has confirmed that there has been a breach of the system of records, (b) VA has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, VA (including its information systems, programs, and operations), the Federal Government, or national security; and (c) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with VA's efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.
3. Data Breach Response and Remediation, for Another Federal Agency:
To another Federal agency or Federal entity, when VA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (a) responding to a suspected or confirmed breach or (b) 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.
4. Law Enforcement Authorities, for Reporting Violations of Law:
To a Federal, State, local, territorial, Tribal, or foreign law enforcement authority or other appropriate entity charged with the responsibility of investigating or prosecuting a violation or potential violation of law, whether civil, criminal, or regulatory in nature, or charged with enforcing or implementing such law, provided that the disclosure is limited to information that, either alone or in conjunction with other information, indicates such a violation or potential violation. A disclosure of information about veterans or their dependents from VA claims files under this routine use must also comply with the requirements of 38 U.S.C. 5701(f).
5. Department of Justice, Litigation, Administrative Proceeding:
To the Department of Justice (DoJ), or in a proceeding before a court, adjudicative body, or other administrative body before which VA is authorized to appear, when any of the following is a party to such proceedings or has an interest in such proceedings, and VA determines that use of such records is relevant and necessary to the proceedings:
(a) VA or any component thereof;
(b) A VA employee in their official capacity;
(c) A VA employee in their individual capacity where DoJ has agreed to represent the employee; or
(d) The United States, where VA determines that litigation is likely to affect the agency or any of its components.
6. Contractors:
To contractors, grantees, experts, consultants, students, and others performing or working on a contract, service, grant, cooperative agreement, or other assignment for VA, when reasonably necessary to accomplish an agency function related to the records.
7. Equal Employment Opportunity Commission:
To the Equal Employment Opportunity Commission in connection with investigations of alleged or possible discriminatory practices, examination of Federal affirmative employment programs, or other functions of the Commission as authorized by law.
8. Federal Labor Relations Authority:
To the Federal Labor Relations Authority in connection with the investigation and resolution of allegations of unfair labor practices, the resolution of exceptions to arbitration awards when a question of material fact is raised, matters before the Federal Service Impasses Panel, and the investigation of representation petitions and the conduct or supervision of representation elections.
9. Merit Systems Protection Board:
To the Merit Systems Protection Board in connection with appeals, special studies of the civil service and other merit systems, review of rules and regulations, investigation of alleged or possible prohibited personnel practices, and such other functions promulgated in 5 U.S.C. 1205 and 1206, or as authorized by law.
10. National Archives and Records Administration:
To the National Archives and Records Administration (NARA) in records management inspections conducted under 44 U.S.C. 2904 and 2906, or other functions authorized by laws and policies governing NARA operations and VA records management responsibilities.
11. Federal Agencies, for Computer Matching Agreements:
To other Federal agencies for the purpose of conducting computer matches, such as Department of Treasury/Department of Veteran Affairs Financial Services Center (Treasury/VA FSC) Do Not Pay (86 FR 38561), to obtain information to determine or verify the eligibility of veterans receiving VA benefits or medical care under title 38.
12. Federal Agencies, Courts, Litigants, for Litigation or Administrative Proceedings:
To another Federal agency, court, or party in litigation before a court or in an administrative proceeding conducted by a Federal agency, when the government is a party to the judicial or administrative proceeding.
13. Health Care Providers, for Referral by VA:
To: (1) a Federal agency or health care provider when VA refers a patient for medical and other health services, or authorizes a patient to obtain such services and the information is needed by the federal agency or health care provider to perform the services; or (2) a Federal agency or to health care provider under the provisions of 38 U.S.C. 513, 7409, 8111, or 8153, when treatment is rendered by VA under the terms of such contract or agreement or the issuance of an authorization, and the information is needed for purposes of medical treatment or follow-up, determination of eligibility for benefits, or recovery by VA of the costs of the treatment.
14. Health Care Providers, for Referral to VA:
To a non-VA health care provider when that health care provider has referred the individual to VA for medical or other health services.
15. Federal Agencies, for Recovery of Medical Care Costs:
To Federal agencies and government-wide third-party insurers responsible for payment of the cost of medical care for the identified patients, to seek recovery of the medical care costs. These records may also be disclosed as part of a computer matching program to accomplish this purpose.
16. Treasury, for Withholding:
To the Department of the Treasury for the collection of title 38 benefit overpayments, overdue indebtedness, or costs of services provided to an individual not entitled to such services, by the withholding of all or a portion of the person's Federal income tax refund, provided that the disclosure is limited to information concerning an individual's indebtedness by virtue of a person's participation in a benefits program administered by VA.
17. Treasury, to Report Waived Debt as Income:
To the Department of the Treasury as a report of income under 26 U.S.C. 61(a)(12), provided that the disclosure is limited to information concerning an individual's indebtedness that is waived under 38 U.S.C. 3102, compromised under 4 CFR part 103,
( printed page 68623)
otherwise forgiven, or for which the applicable statute of limitations for enforcing collection has expired.
18. Treasury, for Payment or Reimbursement:
To the Department of the Treasury to facilitate payments to physicians, clinics, and pharmacies for reimbursement of services rendered or to veterans for reimbursement of authorized expenses, as well as to collect, by set off or otherwise, debts owed the United States.
19. Treasury, for the Do Not Pay Working System:
To the Department of the Treasury when disclosure of the information is relevant to review payment and award eligibility through the Do Not Pay Working System for the purposes of identifying, preventing, or 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.
20. Treasury, to Report Earnings as Income:
To the Department of the Treasury to report calendar year earnings of $600 or more for income tax reporting purposes.
21. Guardians ad Litem, for Representation:
To a fiduciary or guardian ad litem in relation to his or her representation of a claimant in any legal proceeding as relevant and necessary to fulfill the duties of the fiduciary or guardian ad litem.
22. Guardians, Courts, for Incompetent Veterans:
To a court, magistrate, or administrative tribunal in matters of guardianship, inquests, and commitments; to private attorneys representing veterans rated incompetent in conjunction with issuance of Certificates of Incompetency; or to probation and parole officers in connection with court-required duties.
23. Claims Representatives, for Title 38 Benefits:
To accredited service organizations, VA-approved claim agents, and attorneys acting under a declaration of representation, so that these individuals can aid claimants in the preparation, presentation, and prosecution of claims under the laws administered by VA upon the request of the claimant and provided that the disclosure is limited to information relevant to a claim, such as the name, address, the basis and nature of a claim, amount of benefit payment information, medical information, and military service and active duty separation information.
24. Third Party, for Benefit or Discharge:
To a third party upon the written request of the patient's next-of-kin in order for a non-judicially declared incompetent patient or, consistent with the best interest of the patient, a member of the patient's family to receive a benefit to which the patient or family member is entitled or to arrange for the patient's discharge from a VA medical facility. Sufficient data to make an informed determination will be made available to such next-of-kin. If the patient's next-of-kin is not reasonably accessible, the Chief of Staff, Director, or designee of the custodial VA medical facility may disclose the information for these purposes.
26. Governmental Agencies, Health Organizations, for Claimants' Benefits:
To Federal, State, and local government agencies and National Health Organizations (National Institute of Health, American Medical Association and American Cancer Society) as reasonably necessary to assist in the development of programs that will be beneficial to claimants, to protect their rights under law, and ensure that they are receiving all benefits to which they are entitled.
27. Consumer Reporting Agencies:
To a consumer reporting agency for the purpose of locating the individual, obtaining a consumer report to determine the ability of the individual to repay an indebtedness to the United States, or assisting in the collection of such indebtedness, provided that the provisions of 38 U.S.C. 5701(g)(2) and (4) have been met, provided that the disclosure is limited to information that is reasonably necessary to identify such individual or concerning that individual's indebtedness to the United States by virtue of the person's participation in a benefits program administered by the Department.
28. Attorneys, Insurers, Employers, for Preparation, Presentation, Prosecution of Claims:
To attorneys, insurance companies, employers, third parties liable or potentially liable under health plan contracts, and courts, boards, or commissions as relevant and necessary to aid VA in the preparation, presentation, and prosecution of claims authorized by law.
29. Nonprofits, for Release of Names and Addresses:
To a nonprofit organization if the release is directly connected with the conduct of programs and the utilization of benefits under title 38, provided that the disclosure is limited the names and addresses of present or former members of the armed services or their beneficiaries, the records will not be used for any purpose other than that stated in the request, and the organization is aware of the penalty provision of 38 U.S.C. 5701(f).
30. Outreach, for Title 38 Benefits:
To any State, local, territorial, Tribal, or other governmental agency upon request for the purpose of outreach concerning a benefit under title 38 U.S.C.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are stored electronically on a VA server, in paper folders, magnetic discs, magnetic tape, and in a momentum cloud application. Paper documents may be scanned/digitized and stored for viewing electronically.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved by name and identification number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records in this system are retained and disposed of in accordance with the schedule approved by the Archivist of the United States, General Records Schedule 1.1: Financial Management and Reporting Records, Item #010.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
VA will store records produced within this system of records in an area that is physically and technologically secure from access by unauthorized individuals. Only authorized personnel will transport records within this system of records. VA will process records produced within this system of records under the immediate supervision and control of authorized personnel in a manner that will protect the confidentiality of the records, ensuring that unauthorized persons cannot retrieve any records by computer, remote terminal, or other means. VA will store records using FIPS 140-2 compliant encryption. Systems personnel must enter personal identification numbers when accessing records on the agency's systems. VA will strictly limit authorization to those electronic records areas necessary for the authorized analyst to perform his or her official duties.
RECORD ACCESS PROCEDURES:
Individuals seeking information on the existence and content of records in this system pertaining to them should contact the system manager in writing as indicated above or may write or visit the VA facility location where they normally receive their care. A request for access to records must contain the requester's full name, address, telephone number, be signed by the requester, and describe the records sought in sufficient detail to enable VA
( printed page 68624)
personnel to locate them with a reasonable amount of effort.
CONTESTING RECORD PROCEDURES:
Individuals seeking to contest or amend records in this system pertaining to them should contact the system manager in writing as indicated above or may write or visit the VA facility location where they normally receive their care. A request to contest or amend records must state clearly and concisely what record is being contested, the reasons for contesting it, and the proposed amendment to the record.
NOTIFICATION PROCEDURES:
Individuals who wish to be notified if a record in this system of records pertains to them should submit the request following the procedures described in “Record Access Procedure,” above.
Use this for formal legal and research references to the published document.
91 FR 68621
Web Citation
Suggested Web Citation
Use this when citing the archival web version of the document.
“Privacy Act of 1974; System of Records,” thefederalregister.org (October 30, 2026), https://thefederalregister.org/documents/2026-22254/privacy-act-of-1974-system-of-records.
www.regulations.gov
5 U.S.C. 552a(r)
38 CFR 17.120