Notice2022-10190
Privacy Act of 1974; Systems of Records
Primary source
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Published
May 12, 2022
Effective
May 12, 2022
Issuing agencies
Government Ethics Office
Abstract
The U.S. Office of Government Ethics (OGE) proposes to revise one of its existing internal systems of records under the Privacy Act, currently called OGE/INTERNAL-1, Pay, Leave, Travel, and Reasonable Accommodation Records. It contains records related to OGE employees' pay, leave, and travel, including information regarding leave accrual rate, usage, and balances, salary withholdings, travel expenses, and usage of the transit fare subsidy program. OGE proposes to add additional financial reimbursement records and rename the system of records OGE/INTERNAL-1, Employee Leave, Travel, Reasonable Accommodation, and Payment Records.
Full Text
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<title>Federal Register, Volume 87 Issue 92 (Thursday, May 12, 2022)</title>
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[Federal Register Volume 87, Number 92 (Thursday, May 12, 2022)]
[Notices]
[Pages 29158-29160]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-10190]
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OFFICE OF GOVERNMENT ETHICS
Privacy Act of 1974; Systems of Records
AGENCY: Office of Government Ethics (OGE).
ACTION: Notice of a modified system of records.
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SUMMARY: The U.S. Office of Government Ethics (OGE) proposes to revise
one of its existing internal systems of records under the Privacy Act,
currently called OGE/INTERNAL-1, Pay, Leave, Travel, and Reasonable
Accommodation Records. It contains records related to OGE employees'
pay, leave, and travel, including information regarding leave accrual
rate, usage, and balances, salary withholdings, travel expenses, and
usage of the transit fare subsidy program. OGE proposes to add
additional financial reimbursement records and rename the system of
records OGE/INTERNAL-1, Employee Leave, Travel, Reasonable
Accommodation, and Payment Records.
DATES: The revisions and rescindment will be effective on May 12, 2022,
subject to a 30-day period in which to comment on the new routine uses,
described below. Please submit any comments by June 13, 2022. The new
routine uses will be effective on that date.
ADDRESSES: Comments may be submitted to OGE by any of the following
methods:
Email: <a href="/cdn-cgi/l/email-protection#8afff9e5edefcae5edefa4ede5fc"><span class="__cf_email__" data-cfemail="681d1b070f0d28070f0d460f071e">[email protected]</span></a> (Include reference to ``OGE Internal 1'' in
the subject line of the message.)
Mail, Hand Delivery/Courier: Office of Government Ethics, Suite
500, 1201 New York Avenue NW, Attention: Jennifer Matis, Associate
Counsel, Washington, DC 20005-3917.
Instructions: Comments may be posted on OGE's website, <a href="http://www.oge.gov">www.oge.gov</a>.
Sensitive personal information, such as account numbers or Social
Security numbers, should not be included. Comments generally will not
be edited to remove any identifying or contact information before
posting.
FOR FURTHER INFORMATION CONTACT: Jennifer Matis at the U.S. Office of
Government Ethics; telephone: 202-482-9216; TTY: 800-877-8339; Email:
<a href="/cdn-cgi/l/email-protection#284245495c415b68474f4d064f475e"><span class="__cf_email__" data-cfemail="167c7b77627f655679717338717960">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: In accordance with the Privacy Act of 1974,
5 U.S.C. 552a, this document provides public notice that OGE is
proposing to revise the OGE/INTERNAL-1 system of records to include all
records regarding financial reimbursements to employees.
Accordingly, OGE publishes the following notice of revision:
SYSTEM NAME AND NUMBER:
OGE/INTERNAL-1, Employee Leave, Travel, Reasonable Accommodation,
and Payment Records
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Office of Government Ethics, Suite 500, 1201 New York Avenue NW,
Washington, DC 20005-3917.
SYSTEM MANAGER(S):
Deputy Director for Compliance, Office of Government Ethics, Suite
500, 1201 New York Avenue NW, Washington, DC 20005-3917, email:
<a href="/cdn-cgi/l/email-protection#8afff9e5edefcae5edefa4ede5fc"><span class="__cf_email__" data-cfemail="a8dddbc7cfcde8c7cfcd86cfc7de">[email protected]</span></a>.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 5525; 5 U.S.C. App. (Ethics in Government Act of 1978); 44
U.S.C. 3101, 3102; 29 U.S.C. 701 et seq. (Rehabilitation Act of 1973);
42 U.S.C. Section 2000e (Title VII of the Civil Rights Act); 31 U.S.C.
3511; Executive Order 13164; 29 CFR 1605 and 1614.
PURPOSE(S) OF THE SYSTEM:
These records are used to administer the pay, leave, and travel
requirements of the Office of Government Ethics, including the
administration of the transit fare subsidy program and the
authorization of reimbursement payments to employees. The records are
also used to collect and maintain records on employees who request or
receive reasonable accommodation as required by the Rehabilitation Act
of 1973 and Title VII of the Civil Rights Act.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current employees of the Office of Government Ethics. The records
may be retained after an employee leaves the Office of Government
Ethics.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system contains various records relating to pay, leave,
travel, reimbursements, and requests for reasonable accommodations
pursuant to the Rehabilitation Act of 1973 and Title VII of the Civil
Rights Act. This includes information such as: Name; date of birth;
social security number; home address; grade; employing organization;
disability status, religious affiliation, accommodation requested and/
or granted, timekeeper number; salary; pay plan; number of hours
worked; leave accrual rate, usage, and balances; Civil Service
Retirement and Federal Employees Retirement System contributions; FICA
withholdings; Federal, state, and local tax withholdings; Federal
Employee's Group Life Insurance withholdings; Federal Employee's Health
Benefits withholdings; charitable deductions; allotments; garnishment
documents; travel and other expenses; and information on the leave
transfer program and fare subsidy program.
RECORD SOURCE CATEGORIES:
Information in this system of records is obtained from:
a. The individual to whom the record pertains.
b. Office of Government Ethics officials responsible for
administering agency leave, travel, reasonable accommodation, and
payment functions.
c. Other official personnel documents of the Office of Government
Ethics.
[[Page 29159]]
ROUTINE USES:
a. To disclose pertinent information to the appropriate Federal,
State, or local agency responsible (hereinafter ``responsible agency'')
for investigating, prosecuting, enforcing, or implementing a statute,
rule, regulation, or order, when the record either alone or in
conjunction with other information indicates a violation or potential
violation of civil or criminal law or regulation.
b. To disclose information when OGE determines that that the
records are arguably relevant and necessary to a proceeding before a
court, grand jury, or administrative or adjudicative body; or in a
proceeding before an administrative or adjudicative body when the
adjudicator determines the records to be relevant and necessary to the
proceeding.
c. To disclose information to the National Archives and Records
Administration or the General Services Administration in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
d. To disclose information 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.
e. To disclose information to a Member of Congress or a
congressional office in response to an inquiry made on behalf of, and
at the request of, an individual who is the subject of the record.
f. To disclose information to contractors, grantees, experts,
consultants, detailees, and other non-OGE employees performing or
working on a contract, service, or other assignment for the Federal
Government, when necessary to accomplish an agency function related to
this system of records.
g. To disclose information to the Department of Labor in connection
with a claim filed by an employee for compensation due to a job-
connected injury or illness.
h. To disclose information to the Social Security Administration
(SSA) and the Department of the Treasury as required in accordance with
their authorized functions, including Federal Insurance Collections Act
withholding and benefits for the SSA and the issuance of paychecks and
savings bonds for the Treasury.
i. To disclose information to State offices of unemployment
compensation.
j. To disclose information to Federal Employees Group Life
Insurance or Health Benefits carriers in connection with survivor
annuity or health benefits claims or records reconciliations.
k. To disclose information to the Internal Revenue Service and
State and local tax authorities.
l. To disclose information to any source from which additional
information is requested relevant to an OGE determination concerning an
individual's pay, leave, or 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.
m. To disclose information to a Federal agency, in response to its
request in connection with the hiring or retention of an employee, the
issuance of a security clearance, the conducting of a suitability or
security 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.
n. To disclose information to the authorized employees of another
Federal agency that provides the Office of Government Ethics with
manual and automated assistance in processing payments, leave, and
travel.
o. To disclose information to officials of the Office of Special
Counsel, Office of Personnel Management, Federal Labor Relations
Authority, Merit Systems Protection Board or the Equal Employment
Opportunity Commission when requested in the performance of their
authorized duties, including respectively in connection with cases and
appeals, special studies of the civil service and other merit systems,
review of personnel matters and practices, investigations of alleged or
possible prohibited personnel and discrimination practices, Hatch Act
matters, whistleblower protections, compliance with employee selection
procedures and investigations of allegations of unfair labor practices
or matters before the Federal Service Impasses Panel.
p. To provide information to officials of labor organizations
recognized under 5 U.S.C. chapter 71 when relevant and necessary to
their duties of exclusive representation concerning personnel policies,
practices, and matters affecting working conditions.
q. To disclose the names, social security numbers, home addresses,
date of birth, date of hire, quarterly earnings, employer identifying
information, and State of hire of employees to the Office of Child
Support Enforcement, Administration for Children and Families,
Department of Health and Human Services for the purposes 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, Public Law 104-193, as
amended.
r. To disclose information to appropriate agencies, entities, and
persons when: (1) OGE suspects or has confirmed that there has been a
breach of the system of records; (2) OGE has determined that as a
result of the suspected or confirmed breach there is a risk of harm to
individuals, the agency (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 OGE's efforts to
respond to the suspected or confirmed breach or to prevent, minimize,
or remedy such harm.
s. To disclose information to another Federal agency or Federal
entity, when OGE 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.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
These records are maintained in paper and/or electronic form.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
These records are retrieved by the name, social security number, or
other identifier assigned to the individual on whom they are
maintained.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
These records are retained in accordance with the National Archives
and Records Administration General Records Schedule (GRS) as follows:
a. GRS 2.3: Employee Relations Records;
b. GRS 2.4: Employee Compensation and Benefits Records; and
c. GRS 1.1: Financial Management and Reporting Records.
Disposal of paper records is by shredding, and disposal of
electronic records is by deletion.
[[Page 29160]]
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Paper records are maintained in locked file storage areas or in
specified areas to which only authorized personnel have access.
Electronic records are protected from unauthorized access through
password identification procedures, limited access, firewalls, and
other system-based protection methods.
RECORD ACCESS PROCEDURES:
Individuals requesting access to this system of records must follow
the procedures set forth in OGE's Privacy Act regulations at 5 CFR part
2606.
CONTESTING RECORD PROCEDURES:
Individuals wishing to request amendment of records about
themselves should contact the System Manager. Individuals must furnish
the following information for their records to be located and
identified:
a. Full name.
b. Social Security Number.
c. Dates of employment.
Individuals requesting amendment must also follow OGE's Privacy Act
regulations regarding verification of identity and amendment of records
(5 CFR part 2606).
NOTIFICATION PROCEDURES:
Individuals wishing to inquire whether this system of records
contains information about themselves must follow the procedures set
forth in OGE's Privacy Act regulations at 5 CFR part 2606.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
86 FR 62537.
Approved: May 9, 2022.
Emory Rounds,
Director, U.S. Office of Government Ethics.
[FR Doc. 2022-10190 Filed 5-11-22; 8:45 am]
BILLING CODE 6345-03-P
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</html>Indexed from Federal Register on May 12, 2022.
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.