Privacy Act of 1974: System of Records

SUMMARY: In accordance with the Privacy Act of 1974, as amended, 5 U.S.C. 552a(e)(4) and (11), the Department of Commerce proposes to amend the system of records entitled "COMMERCE/DEPT-1, Attendance, Leave, and Payroll Records of Employees and Certain Other Persons," to include data fields collected by the Defense Manpower Data Center and previously omitted in this System of Records Notice; to include a new routine use, for the issuance of Common Access Cards (CAC) identification cards to eligible National Oceanic and Atmospheric (NOAA) Commissioned Corps, NOAA civilian employees and NOAA contractors, to support compliance with HSPD-12, PIV-II requirements under Federal Information Processing Standard 201 (FIPS 201); to update notification procedures; and other administrative updates. We invite public comment on the amended system announced in this publication.

DATES: To be considered, written comments must be submitted on or before July 28, 2014. Unless comments are received, the new system of records will become effective as proposed on the date of publication of a subsequent notice in the Federal Register .

FOR FURTHER INFORMATION CONTACT: Dana Shields, National Oceanic and Atmospheric Administration, 301-713-0850, extension 193.

ADDRESSES: Comments may be mailed to Dana Shields, National Oceanic and Atmospheric Administration, Room 5309, 1305 East-West Hwy., Silver Spring, MD 20910.

SUPPLEMENTARY INFORMATION: The purpose of this amendment is to add citizenship country code and U.S. citizenship status code. This amendment will complete all data fields collected by the Defense Manpower Data Center and previously omitted in this System of Records Notice; to include a new routine use for the issuance of Common Access Cards (CAC) identification cards to eligible National Oceanic and Atmospheric (NOAA) Commissioned Corps, NOAA civilian employees and NOAA contractors, to support compliance with HSPD-12, PIV-II requirements under Federal Information Processing Standard 201 (FIPS 201); to update notification procedures; and other administrative updates.

COMMERCE/DEPT-1

System Name:

COMMERCE/DEPT-1, Attendance, Leave, and Payroll Records of Employees and Certain Other Persons.

Security Classification:

None.

System Location:

a. For employees of Office of the Secretary, Bureau of Economic Analysis, Bureau of Industry and Security, Bureau of the Census, Economic Development Administration, Economics and Statistics Administration, International Trade Administration, Minority Business Development Agency, National Institute of Standards and Technology, National Oceanic and Atmospheric Administration, National Telecommunications and Information Administration, National Technical Information Service, Office of the Inspector General, Patent and Trademark Office: National Finance Center, U.S. Department of Agriculture, P.O. Box 60000, New Orleans, Louisiana 70160-0001.

b. For Census Field Representative employees: Field Administrative Payroll System, Bureau of the Census, 4600 Silver Hill Road, Suitland, Maryland 20746.

Categories of Individuals Covered by the System:

All Commerce Department employees and certain other persons as categorized by organizational component above.

Categories of Records in the System:

Name, date of birth, social security number and employee number, citizenship country code, U.S. citizenship status code, service computation date, grade, step, and salary; organization (code), retirement or FICA data as applicable; Federal, State, and local tax deductions, as appropriate; IRS tax lien data; savings bond and charity deductions; regular and optional Government life insurance deduction(s), health insurance deduction and plan of code; cash award data; jury duty data; military leave data; pay differentials; union dues deductions; allotments, by type and amount; financial institution code and employee account number, type of account; leave status and leave data of all types (including annual, compensatory, jury duty, maternity, military, retirement disability, sick, transferred, absence without leave, and without pay); time and attendance records, including number of regular, overtime, holiday, Sunday, and other hours worked; pay period number and ending date of living allowances; mailing address, co-owner and/or beneficiary of bonds, marital status and number of dependents; and Notification of Personnel Action. The individual records listed herein are included only as pertinent or applicable to the individual employee.

Authority for Maintenance of the System:

Title 5 U.S.C., Title 31 U.S.C. 66a, 492, Title 44 U.S.D. 3101, 3309.

Purpose(s):

The purpose of this system is to allow for access to attendance, leave and payroll records.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

1. Transmittal of data of U.S. Department of Agriculture, and Treasury, and employee designated financial institutions to effect issuance of paycheck to employees and distributions of pay according to employee directions for savings bonds, allotments, alimony, child support, and other authorized purposes.

2. Reporting: Tax withholding to Internal Revenue Service and appropriate State and local taxing authorities; FICA deductions to the Social Security Administration; dues deductions to labor unions; withholding for health and life insurance to the insurance carriers and the U.S. Office of Personnel Management; charity contribution deductions to the agents of charitable institutions; annual W-2 statements to taxing authorities and the individuals; wage, employment, and separation information to state unemployment compensation agencies, to the U.S. Department of Labor to determine eligibility for unemployment compensation, and to housing authorities for low-cost housing applications; and NOAA Corps data to U.S. Office of Personnel Management for preparation of statistical materials. Disclosure of information from this system of records may also be made to commercial contractors (debt collection agencies) for the purpose of collecting delinquent debts as authorized by the Debt Collection Act (31 U.S.C. 3718).

3. The names, social security numbers, home addresses, dates of birth, dates of hire, quarterly earnings, employer information, and State of hire of employees may be disclosed to the Office of Child Support Enforcement, Administration for Children and Families, Department of Health and Human Services, for the purpose of locating individuals to establish paternity, establishing and modifying orders of child support, identifying sources of income, and for other child support enforcement actions as required by the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA; Pub.-193).

4. Disclosure to consumer reporting agencies: Disclosures to 5 U.S.C. 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. 1681a(f), and the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

5. A record in this system of records may be disclosed, as a routine use, to appropriate agencies, entities, and persons when (1) it is suspected or determined that the security or confidentiality of information in the system of records has been compromised; (2) the Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identify theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department 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 the Department's efforts to respond to the suspected or confirmed compromise and to prevent, minimize, or remedy such harm.

6. In the event that a system of records maintained by the Department to carry out its functions indicates a violation or potential violation of law or contract, whether civil, criminal or regulatory in nature, and whether arising by general statute or particular program statute or contract, or rule, regulation, or order issued pursuant thereto, or the necessity to protect an interest of the Department, the relevant records in the system of records may be referred to the appropriate agency, whether Federal, state, local or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute or contract, or rule, regulation or order issued pursuant thereto, or protecting the interest of the Department.

7. A record from this system of records may be disclosed to a Federal, state or local agency maintaining civil, criminal or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a Department decision concerning the assignment, hiring or retention of an individual, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit.

8. A record from this system of records may be disclosed to a Federal, state, local or international agency, in response to its request, in connection with the assignment, hiring or retention of an individual, the issuance of a security clearance, the reporting of an investigation of an individual, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.

9. A record from this system of records may be disclosed in the course of presenting evidence to a court, magistrate or administrative tribunal, including disclosures to opposing counsel in the course of settlement negotiations.

--This is a summary of a Federal Register article originally published on the page number listed below--

Notice of Proposed Amendment to Privacy Act System of Records: "COMMERCE/DEPT-1, Attendance, Leave, and Payroll Records of Employees and Certain Other Persons".

Citation: "79 FR 36459"

Document Number: "Docket No. 140605479-4479-01"

Federal Register Page Number: "36459"

"Notices"