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Notice2021-17250

Privacy Act of 1974; System of Records

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Published

August 18, 2021

Effective

September 17, 2021

Issuing agencies

Postal Service

Abstract

The United States Postal Service[supreg] (Postal Service) is proposing to modify several General Privacy Act Systems of Records (SOR) to support improved communication efforts within USPS Human Resources employee applications or systems, to sponsor and support a voluntary wellness challenge and program initiative for employees to promote fitness and health, and to reflect recent organizational changes.

Full Text

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<title>Federal Register, Volume 86 Issue 157 (Wednesday, August 18, 2021)</title>
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[Federal Register Volume 86, Number 157 (Wednesday, August 18, 2021)]
[Notices]
[Pages 46281-46287]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2021-17250]

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POSTAL SERVICE

Privacy Act of 1974; System of Records

AGENCY: Postal Service\TM\.

ACTION: Notice of modified systems of records.

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SUMMARY: The United States Postal Service[supreg] (Postal Service) is
proposing to modify several General Privacy Act Systems of Records
(SOR) to support improved communication efforts within USPS Human
Resources employee applications or systems, to sponsor and support a
voluntary wellness challenge and program initiative for employees to
promote fitness and health, and to reflect recent organizational
changes.

DATES: These revisions will become effective without further notice on
September 17, 2021, unless, in response to comments received on or
before that date result in a contrary determination.

ADDRESSES: Comments may be submitted via email to the Privacy and
Records Management Office, United States Postal Service Headquarters
(<a href="/cdn-cgi/l/email-protection#58282a312e393b21182d2b282b763f372e"><span class="__cf_email__" data-cfemail="1565677c6374766c55606665663b727a63">[email&#160;protected]</span></a>). To facilitate public inspection, arrangements to
view copies of any written comments received will be made upon request.

FOR FURTHER INFORMATION CONTACT: Janine Castorina, Chief Privacy and
Records Management Officer, Privacy and Records Management Office, 202-
268-3069 or <a href="/cdn-cgi/l/email-protection#2454564d5245475d64515754570a434b52"><span class="__cf_email__" data-cfemail="2d5d5f445b4c4e546d585e5d5e034a425b">[email&#160;protected]</span></a>.

SUPPLEMENTARY INFORMATION: This notice is in accordance with the
Privacy Act requirement that agencies publish their systems of records
in the Federal Register when there is a revision, change, or addition,
or when the agency establishes a new system of records. The Postal
Service is proposing revisions to existing systems of records (SOR) to
facilitate improved employee communication efforts, to support a
voluntary wellness challenge and program initiative for employees, and
to update system manager titles consistent with the current
organizational structure of the Postal Service.

I. Background

The Postal Service utilizes a modern integrated Human Resources
technology system to help optimize, manage, and develop the Postal
Service workforce to meet identified business needs. It contains
modules for learning, succession planning, performance evaluation,
compensation, recruiting/on-boarding and analytical reporting.
The Postal Service is also developing a voluntary wellness
initiative to assist participating employees in achieving their
individual wellness goals. The voluntary wellness challenges and
programs initiative is designed to provide motivation and enhanced
engagement to participating employees that have expressed interest in
improving their health or achieving wellness goals through the use of
individual or team challenges and related wellness programs.
The wellness initiative will track and report challenge activities
and summarize outcomes during each program cycle period using anonymous
designations for individual employees. For example, participant alias
names will be used in all wellness program dashboard participant input
and activity reporting to protect the privacy of individuals. In
addition, at the end of each program cycle, top tier final results and/
or random prize winners (when applicable) will be reported only after
obtaining individual employee permission.

II. Rationale for Changes to USPS Privacy Act Systems of Records

The Postal Service is proposing modifications to USPS SOR 100.000,
General Personnel Records, USPS SOR 100.100, Recruiting, Examining, and
Placement Records, USPS SOR 100.300, Employee Development and Training
Records and USPS SOR 100.400, Personnel Compensation and Payroll
Records to facilitate improved communication to employees. Human
Resources requires the need to capture and store an employee's personal
email and phone number for both pre-hire and after the effective date
of the appointment in order to:
Communicate relevant Human Resource information to employees.
Communicate with employees about human resource related topics,
employment, and gather feedback through surveys. Communicate with
employees regarding training assignments and requirements both prior to
and after effective date of employment or placement.
New purposes are also being added to SOR 100.300, Employee
Development and Training Records to reflect enhanced capabilities and
functionality for the USPS career learning and development portal. This
portal provides a collaborative employee forum that promotes
information sharing and cross-functional participation. Opportunities
are also provided for sharpening professional skills and abilities,
along with personal development.
New purposes are being added to SOR 100.400, Personnel Compensation
and Payroll Records, in support of both improved communication efforts
and the Voluntary Wellness Challenge and Program initiative described
above. In addition, Categories of Records, Source Record Categories and
Retention time for records related to the Wellness Challenge and
Program participation are being modified to support the initiative and
align with two new purposes for program administration, along with
tracking activities and reporting summary results.
Finally, the Postal Service is proposing administrative changes for
system managers within the four SORs

[[Page 46282]]

included in this Federal Register Notice to reflect recent
organizational changes.

III. Description of the Modified Systems of Records

Pursuant to 5 U.S.C. 552a(e)(11), interested persons are invited to
submit written data, views, or arguments on this proposal. A report of
the proposed revisions to these SORs has been sent to Congress and to
the Office of Management and Budget for their evaluations. The Postal
Service does not expect that these modified systems of records will
have any adverse effect on individual privacy rights. Accordingly, for
the reasons stated above, the Postal Service proposes revisions to
these four systems of records as follows:

SYSTEM NAME AND NUMBER:
USPS 100.000 General Personnel Records.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
All USPS facilities and personnel offices; Integrated Business
Solutions Services Centers; National Personnel Records Center; Human
Resources Information Systems; Human Resources Shared Services Center;
Headquarters; Computer Operations Service Centers; and contractor
sites.

SYSTEM MANAGER(S) AND ADDRESS:
Vice President, Human Resources, United States Postal Service, 475
L'Enfant Plaza SW, Washington, DC 20260.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 410, 1001, 1005, and 1206.

PURPOSE(S) OF THE SYSTEM:
1. To determine suitability for employment.
2. To provide managers, HR personnel, and medical officers with
information for recruiting and recommending appointment of qualified
individuals.
3. To facilitate communication between the Postal Service and
individual employees, new hires and applicants, including current and
former employees.
4. To share relevant information and topics about the Postal
Service with individual employees, new hires and applicants, including
current and former employees.
5. To gather voluntary feedback from individual employees, new
hires and applicants, including current and former employees.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former USPS employees, retirees, new hires, applicants
for employment, and potential applicants with candidate profiles.

CATEGORIES OF RECORDS IN THE SYSTEM:
1. Current and former USPS employee's information, retirees, new
hires, applicants, and potential applicants with candidate profiles:
Name(s), Social Security Number(s), Candidate Identification Number,
Employee Identification Number, date(s) of birth, postal assignment or
vacancy/job posting history information, work contact information, home
address(es) and phone number(s), SMS text message number, personal
email address, finance number(s), duty location, and pay location.
2. Pre-employment investigation information: Records compiled by
USPS, including criminal, employment, military, and driving records;
drug screening and medical assessment results. Also includes Special
Agency Check with Inquiries (SACI) and National Agency Check with
Inquiry (NACI): Investigative records requested by USPS and compiled by
the Office of Personnel Management (OPM) for newly hired employees,
including postal inspectors' investigative reports.
3. Recruiting, examining, and placement information: Records
related to candidate profiles, applications, test results, interview
documentation, and suitability screening.

RECORD SOURCE CATEGORIES:
Applicants; potential applicants with candidate profiles; OPM;
police, driving, and military records; former employers and named
references; medical service providers; school officials; other federal
agencies; and state divisions of vocational rehabilitation counselors.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1. through 9. apply.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Automated database, computer storage media, digital files, and
paper files.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
By applicant or employee name, Social Security Number, Candidate
Identification Number, Employee Identification Number, duty or pay
location, or posting/vacancy to which application was made.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. Preemployment investigation records are retained 10 years from
the date the individual is initially found suitable for employment, or
10 years from the date action was taken to deny or terminate
employment.
2. Candidate information and Candidate Identification Number are
retained for a minimum of 2 years. Vacancy files, including applicant/
employee name, identification number, posting/vacancy number, and
information supplied by applicant/employee in response to the vacancy
posting, are retained 5 years. Employment registers are retained 10
years. Certain forms related to a successful applicant are filed in the
electronic Official Personnel Folder as permanent records.
3. Paper examining answer sheets are retained 6 months; and
computer media copies are retained 10 years. Scanned Maintenance
Selection System forms are retained 10 years, and related hiring lists
are retained 5 years.
Records existing on paper are destroyed by burning, pulping, or
shredding. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.

RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.5.

[[Page 46283]]

CONTESTING RECORD PROCEDURES:
See Notification Procedures below and Record Access Procedures
above.

NOTIFICATION PROCEDURES:
Individuals wanting to know if information about them is maintained
in this system must address inquiries to Human Resources Shared
Services Center, P.O. Box 970400, Greensboro, NC 27497-0400. Inquiries
must include full name, Candidate Identification Number (as provided
during the application process) or Employee Identification Number, name
and address of facility where last employed, and dates of USPS
employment or date of application.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established
regulations at 39 CFR 266.9 that exempt records in this system
depending on their purpose.

HISTORY:
February 25, 2019, 84 FR 6022; January 26, 2018, 83 FR 3777; July
19, 2013, 78 FR 43247; February 22, 2013, 78 FR 12368; June 17, 2011,
76 FR 35483; April 29, 2005, 70 FR 22516.
* * * * *
Attorney, Federal Compliance.

SYSTEM NAME AND NUMBER:
USPS 100.100 Recruiting, Examining, and Placement Records.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Pre-employment investigation records are located at USPS Human
Resources (HR) offices and contractor locations, except for drug
screening and medical examination records, which are maintained in USPS
medical facilities and designee offices.
Recruiting, examining, and placement records are located at USPS HR
offices, Headquarters, Human Resources Shared Services Center,
Integrated Business Solutions Services Centers, the Bolger Center for
Leadership Development, the National Center for Employee Development,
and contractor locations.

SYSTEM MANAGER(S) AND ADDRESS:
Vice President, Human Resources, United States Postal Service, 475
L'Enfant Plaza SW, Washington, DC 20260.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 410, 1001, 1005, and 1206.

PURPOSE(S) OF THE SYSTEM:
1. To determine suitability for employment.
2. To provide managers, HR personnel, and medical officers with
information for recruiting and recommending appointment of qualified
individuals.
3. To administer the USPS fleet card program used to purchase
commercial fuel and oil, maintenance repair, polishing and washing,
servicing, shuttling, and towing.
4. To facilitate communication between the Postal Service and
individual employees, new hires and applicants, including current and
former employees.
5. To share relevant information and topics about the Postal
Service with individual employees, new hires and applicants, including
current and former employees.
6. To gather voluntary feedback from individual employees, new
hires and applicants, including current and former employees.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former USPS employees, new hires, applicants for
employment, and potential applicants with candidate profiles.

CATEGORIES OF RECORDS IN THE SYSTEM:
1. Applicant, potential applicants with candidate profiles, and
employee information: Name(s), Social Security Number(s), Candidate
Identification Number, Employee Identification Number, date(s) of
birth, postal assignment or vacancy/job posting history information,
work contact information, home address(es) and phone number(s), SMS
text message number, personal email address, finance number(s), duty
location, pay location, and Fuel Purchase Fleet Card Personal
Identification Number (PIN).
2. Pre-employment investigation information: Records compiled by
USPS, including criminal, employment, military, and driving records;
drug screening and medical assessment results. Also includes Special
Agency Check with Inquiries (SACI) and National Agency Check with
Inquiry (NACI): Investigative records requested by USPS and compiled by
the Office of Personnel Management (OPM) for newly hired employees,
including postal inspectors' investigative reports.
3. Recruiting, examining, and placement information: Records
related to candidate profiles, applications, test results, interview
documentation, and suitability screening.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1. through 9. apply.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Automated database, computer storage media, and paper.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. Pre-employment investigation records are retained 10 years from
the date the individual is initially found suitable for employment, or
10 years from the date action was taken to deny or terminate
employment.
2. Candidate information and Candidate Identification Number are
retained for a minimum of 2 years. Vacancy files, including applicant/
employee name, identification number, posting/vacancy number, and
information supplied by applicant/employee in response to the vacancy
posting, are retained 5 years. Employment registers are retained 10
years. Certain forms related to a successful applicant are filed in the
electronic Official Personnel Folder as permanent records.
3. Paper examining answer sheets are retained 6 months; and
computer media copies are retained 10 years. Scanned Maintenance
Selection System forms are retained 10 years, and related hiring lists
are retained 5 years.
4. Records pertaining to the USPS fuel fleet card purchase program
are retained for 10 years.
Records existing on paper are destroyed by burning, pulping, or
shredding. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Paper records, computers, and computer storage media are located in

[[Page 46284]]

controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge.
Access to records is limited to individuals whose official duties
require such access. Contractors and licensees are subject to contract
controls and unannounced on-site audits and inspections.
Computers are protected by mechanical locks, card key systems, or
other physical access control methods. The use of computer systems is
regulated with installed security software, computer logon
identifications, and operating system controls including access
controls, terminal and transaction logging, and file management
software.

CONTESTING RECORD PROCEDURES:
See Notification Procedure and Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.

HISTORY:
February 25, 2019, 84 FR 6022; July 19, 2013, 78 FR 43247; June 17,
2011, 76 FR 35483; April 29, 2005, 70 FR 22516.
* * * * *
Attorney, Federal Compliance.

SYSTEM NAME AND NUMBER:
USPS 100.300 Employee Development and Training Records.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Management training centers, Integrated Business Solutions Services
Centers, other USPS facilities where career development and training
records are stored, and contractor sites.

SYSTEM MANAGER(S) AND ADDRESS:
Vice President, Human Resources, United States Postal Service, 475
L'Enfant Plaza SW, Washington, DC 20260.
Vice President, Organization Development, United States Postal
Service, 475 L'Enfant Plaza SW, Washington DC 20260.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 410, 1001, 1005, and 1206.

PURPOSE(S) OF THE SYSTEM:
1. To provide managers, supervisors, and training and development
professionals with decision-making information for employee career
development, succession planning, training, and assignment.
2. To make and track employee job assignments, to place employees
in new positions, and to assist in career planning and training in
general.
3. To provide statistics for personnel and workload management.
4. To provide employees with an online platform that supports
individual and career development.
5. To facilitate voluntary information sharing through an enhanced
employee profile tool that highlights individual education, knowledge
and experience.
6. To provide employees with convenient and flexible online
learning options.
7. To create a forum that promotes a culture for participation in
voluntary career development activities and opportunities.
8. To create a readily available source of information about
current employee talents, skills, and abilities.
9. To communicate with and provide notification to individuals
about training assignments and requirements, both prior to and after
effective date of employment or placement.
10. To facilitate communication between the Postal Service and
individual employees, new hires and applicants, including current and
former employees.
11. To share relevant information and topics about the Postal
Service with individual employees, new hires and applicants, including
current and former employees.
12. To request and gather voluntary feedback from individual
employees, new hires and applicants, including current and former
employees.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former USPS employees, new hires and applicants.

CATEGORIES OF RECORDS IN THE SYSTEM:
1. Employee information: Name, Social Security Number, Employee
Identification Number, phone number(s), SMS text message number,
personal email address, demographic information, photograph, years of
service, retirement eligibility, postal assignment information, work
contact information, finance number(s), duty location, and pay
location.
2. Employee development and training information: Records related
to career development, work history, assessments, skills bank
participation, USPS- and non-USPS-sponsored training, examinations,
evaluations of training, and USPS lodging when a discrepancy report is
filed against the student about unauthorized activities while occupying
the room.

RECORD SOURCE CATEGORIES:
Employees; employees' supervisor or manager; and other systems of
records.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1. through 9. apply.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Automated database, computer storage media, digital files, and
paper files.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
By employee name, Social Security Number, or Employee
Identification Number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. Training records are retained 5 years. Training-related travel
records are retained 1 year.
2. Records related to succession planning and individual
development planning are retained 10 years.
3. Examination records are retained 1 year after employee
separation.
4. Skills bank records are retained up to 2 years.
Records existing on paper are destroyed by burning, pulping, or
shredding. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Paper records, computers, and computer storage media are located in

[[Page 46285]]

CONTESTING RECORD PROCEDURES:
See Notification Procedures below and Record Access Procedures
above.

NOTIFICATION PROCEDURES:
Individuals wanting to know if information about them is maintained
in this system must address inquiries to the facility head where
currently or last employed. Headquarters employees must submit
inquiries to Corporate Personnel Management, 475 L'Enfant Plaza SW,
Washington, DC 20260. Inquiries must include full name, Social Security
Number or Employee Identification Number, name and address of facility
where last employed, and dates of USPS employment.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established
regulations at 39 CFR 266.9 that exempt records in this system
depending on their purpose. The USPS has also claimed exemption from
certain provisions of the Act for several of its other systems of
records at 39 CFR 266.9. To the extent that copies of exempted records
from those other systems are incorporated into this system, the
exemptions applicable to the original primary system continue to apply
to the incorporated records.

HISTORY:
July 19, 2013, 78 FR 43247; June 17, 2011, 76 FR 35483; April 29,
2005, 70 FR 22516.
* * * * *
Attorney, Federal Compliance.

SYSTEM NAME AND NUMBER:
USPS 100.400 Personnel Compensation and Payroll Records.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
USPS Area and District Human Resources offices, the Human Resources
Shared Services Center, Integrated Business Solutions Services Centers,
Computer Operations Services Centers, Accounting Services Centers,
other area and district facilities, USPS Headquarters, contractor
sites, and all organizational units.

SYSTEM MANAGER(S) AND ADDRESS:
Deputy Postmaster General and Chief Human Resources Officer, United
States Postal Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
Vice President, Human Resources, United States Postal Service, 475
L'Enfant Plaza SW, Washington, DC 20260.
Vice President, Controller, United States Postal Service, 475
L'Enfant Plaza SW, Washington, DC 20260.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 409, 410, 1001, 1003, 1004, 1005, and 1206; and 29
U.S.C. 2601 et seq.

PURPOSE(S) OF THE SYSTEM:
1. To support all necessary compensation and payroll activities and
related management functions.
2. To generate lists of employee information for home mailings,
dues membership, and other personnel support functions.
3. To generate retirement eligibility information and analysis of
employees in various salary ranges.
4. To administer the purchase of uniforms.
5. To administer monetary awards programs and employee contests.
6. To detect improper payment related to injury compensation
claims.
7. To adjudicate employee claims for loss or damage to their
personal property in connection with or incident to their postal
duties.
8. To process garnishment of employee wages.
9. To support statistical research and reporting.
10. To generate W-2 and 1095-C information for use with external
third-party tax preparation services at the request of the individual
employee.
11. To administer the USPS fleet card program used to purchase
commercial fuel and oil, maintenance repair, polishing and washing,
servicing, shuttling, and towing.
12. To develop and administer voluntary wellness challenges and
programs to support individual employee wellness goals.
13. To track and summarize voluntary wellness challenge activities
during each program cycle for individual employees and employee team
participants
14. To facilitate communication between the Postal Service and
current and former employees.
15. To share relevant information and topics about the Postal
Service with current and former employees.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
1. Current and former USPS employees and postmaster relief/leave
replacement employees.
2. Current and former employees' family members, beneficiaries, and
former spouses who apply and qualify for benefits.
3. An agent or survivor of an employee who makes a claim for loss
or damage to personal property.

CATEGORIES OF RECORDS IN THE SYSTEM:
1. Employee and family member information: Name(s), Social Security
Number(s), Employee Identification Number, ACE ID, date(s) of birth,
postal assignment information, work contact information, home
address(es) and phone number(s), SMS text message number, personal
email address, finance number(s), occupation code, occupation title,
duty location, and pay location, and Fuel Purchase Fleet Card Personal
Identification Number (PIN).
2. Compensation and payroll information: Records related to
payroll, annual salary, hourly rate, Rate Schedule Code (RSC) or pay
type, payments, deductions, compensation, and benefits; uniform items
purchased; proposals and decisions under monetary awards; suggestion
programs and contests; injury compensation; monetary claims for
personal property loss or damage; and garnishment of wages.
3. Voluntary Employee Wellness Participant Challenge and Program
Tracking and Reporting Activities: Type of wellness activity or
program, wellness activities and points tracked and reported, self-
selected alias names for participants, department or team name, work
duty location, gender, weight, reporting of top tier final results and/
or prize winners by wellness challenge or program with employee
permission.

[[Page 46286]]

RECORD SOURCE CATEGORIES:
Employees; employees' supervisor or manager; other systems of
records; claimants or their survivors or agents who make monetary
claims; witnesses; investigative sources; courts; and insurance
companies.
Voluntary employee wellness participant challenge and program
initiative records.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1. through 9. apply. In addition:
(a) Records pertaining to financial institutions and to nonfederal
insurance carriers and benefits providers elected by an employee may be
disclosed for the purposes of salary payment or allotments, eligibility
determination, claims, and payment of benefits.
(b) Records pertaining to supervisors and postmasters may be
disclosed to supervisory and other managerial organizations recognized
by USPS.
(c) Records pertaining to recipients of monetary awards may be
disclosed to the news media when the information is of news interest
and consistent with the public's right to know.
(d) Disclosure of records about current or former Postal Service
employees may be made to requesting states under an approved computer
matching program to determine employee participation in, and
eligibility under, unemployment insurance programs administered by the
states (and by those states to local governments), to improve program
integrity, and to collect debts and overpayments owed to those
governments and their components.
(e) Disclosure of records about current or former Postal Service
employees may be made to requesting federal agencies or nonfederal
entities under approved computer matching programs to make a
determination of employee participation in, and eligibility under,
particular benefit programs administered by those agencies or entities
or by USPS; to improve program integrity; to collect debts and
overpayments owed under those programs and to provide employees with
due process rights prior to initiating any salary offset; and to
identify those employees who are absent parents owing child support
obligations and to collect debts owed as a result.
(f) Disclosure of records about current or former Postal Service
employees may be made, upon request, to the Department of Defense (DoD)
under approved computer matching programs to identify Postal Service
employees who are ready reservists for the purposes of updating DoD's
listings of ready reservists and to report reserve status information
to USPS and the Congress; and to identify retired military employees
who are subject to restrictions under the Dual Compensation Act and to
take subsequent actions to reduce military retired pay or collect debts
and overpayments.
(g) Disclosure of records may be made to the Internal Revenue
Service under approved computer matching programs to identify current
or former Postal Service employees who owe delinquent federal taxes or
returns and to collect the unpaid taxes by levy on the salary of those
individuals pursuant to Internal Revenue Code; and to make a
determination as to the proper reporting of income tax purposes of an
employee's wages, expenses, compensation, reimbursement, and taxes
withheld and to take corrective action as warranted.
(h) Disclosure of the records about current or recently terminated
Postal Service employees may be made to the Department of
Transportation (DOT) under an approved computer matching program to
identify individuals who appear in DOT's National Driver Register
Problem Driver Pointer System. The matching results are used only to
determine as a general matter whether commercial license suspension
information within the pointer system would be beneficial in making
selections of USPS motor vehicle and tractor-trailer operator personnel
and will not be used for actual selection decisions.
(i) Disclosure of records about current or former Postal Service
employees may be made to the Department of Health and Human Services
under an approved computer matching program for further release to
state child support enforcement agencies when needed to locate
noncustodial parents, to establish and/or enforce child support
obligations, and to locate parents who may be involved in parental
kidnapping or child custody cases.
(j) Disclosure of records about current or former Postal Service
employees may be made to the Department of the Treasury under Treasury
Offset Program computer matching to establish the identity of the
employee as an individual owing a delinquent debt to another federal
agency and to offset the salary of the employee to repay that debt.
(k) Disclosure of employment and wage data records about current
Postal Service employees may be made to the Bureau of Labor Statistics
for use in their Occupational Employment Statistics program for the
purpose of developing estimates of the number of jobs in certain
occupations, and estimates of the wages paid to them.
(l) Disclosure of W-2 and 1095-C tax information records to
external third-party tax preparation services.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Automated database, computer storage media, digital files, and
paper files.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
By employee name, Social Security Number, Employee Identification
Number, Fuel Purchase Fleet Card Personal Identification Number (PIN),
or duty or pay location.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. Leave application and unauthorized overtime records are retained
3 years. Time and attendance records (other than payroll) and local
payroll records are retained 3 years. Automated payroll records are
retained 10 years.
2. Uniform allowance case files are retained 3 years; and automated
records are retained 6 years.
3. Records of monetary awards with a status that they have been
processed, failed processing, cancelled, or reported (Service Award
Pins, Retirement Service Awards, Posthumous Service Awards) are
retained 7 years, as payroll records would have been affected/
processed. Records of award submissions with the status approved,
deleted, or as a draft are retained 31 days, as payroll records would
not have been affected/processed.
4. Records of employee-submitted ideas are maintained for 90 days
after being closed.
5. Injury compensation records are retained 5 years. Records
resulting in affirmative identifications become part of a research case
file, which if research determines applicability, become either part of
an investigative case record or a remuneration case record that is
retained 2 years beyond the determination.
6. Monetary claims records are retained 3 years.
7. Automated records of garnishment cases are retained 6 months.
Records located at a Post Office are retained 3 years.
8. Overtime administrative records are retained for 7 years.
9. Tax preparation records are limited to an employee's previous
year's wages, tax documentation, and health insurance coverage as
required by the Affordable Care Act.

[[Page 46287]]

10. Records pertaining to the USPS fuel fleet card purchase program
are retained for 10 years.
11. Records related to voluntary wellness challenges and programs
will be retained for 30 days after the conclusion of each challenge or
program cycle.
Records existing on paper are destroyed by burning, pulping, or
shredding. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge.
Access to records is limited to individuals whose official duties
require such access. Contractors and licensees are subject to contract
controls and unannounced on-site audits and inspections.
Computers are protected by mechanical locks, card key systems, or
other physical access control methods. The use of computer systems is
regulated with installed security software, computer logon
identifications, and operating system controls including access
controls, terminal and transaction logging, and file management
software.
For the voluntary employee wellness initiative, employees will
create their own profile and enter their own challenge activity
progress. Employees without access to U.S. Postal Service computers and
employees voluntarily participating in the weight loss challenges may
opt-in to a manual process to have their profile created and entries
updated by a designated wellness challenge coordinator for their
geographic location.
Participant alias names will be used in all wellness program
dashboard participant input and activity reporting to protect the
privacy of individuals. In addition, weight loss challenge dashboards
will only display the percentage of weight loss for the employee by
alias names, rather than actual weights.

CONTESTING RECORD PROCEDURES:
See Notification Procedure and Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
Records in this system relating to injury compensation that have
been compiled in reasonable anticipation of a civil action or
proceeding are exempt from individual access as permitted by 5 U.S.C.
552a(d)(5). The USPS has also claimed exemption from certain provisions
of the Act for several of its other systems of records at 39 CFR 266.9.
To the extent that copies of exempted records from those other systems
are incorporated into this system, the exemptions applicable to the
original primary system continue to apply to the incorporated records.

HISTORY:
June 15, 2020, 85 FR 29492; February 25, 2019, 84 FR 6022; February
23, 2017, 82 FR 11489; March 2, 2015, 80 FR 11241; June 17, 2011, 76 FR
35483; April 29, 2005, 70 FR 22516.

Joshua J. Hofer,
Attorney, Ethics & Legal Compliance.
[FR Doc. 2021-17250 Filed 8-17-21; 8:45 am]
BILLING CODE 7710-12-P

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This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.