Notice2023-05346
Privacy Act of 1974; System of Records-OPM/Internal-23 Financial Management Records
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
March 16, 2023
Issuing agencies
Personnel Management Office
Abstract
In accordance with the Privacy Act of 1974, the Office of Personnel Management (OPM) proposes to modify and republish its existing system of records titled "OPM/Internal-23 Financial Management Records." This system of records contains financial records that OPM collects, maintains, and uses to manage its critical financial responsibilities. This modified system of records will be included in OPM's inventory of record systems.
Full Text
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<title>Federal Register, Volume 88 Issue 51 (Thursday, March 16, 2023)</title>
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[Federal Register Volume 88, Number 51 (Thursday, March 16, 2023)]
[Notices]
[Pages 16282-16285]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-05346]
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OFFICE OF PERSONNEL MANAGEMENT
Privacy Act of 1974; System of Records--OPM/Internal-23 Financial
Management Records
AGENCY: U.S. Office of Personnel Management, Office of the Chief
Financial Officer.
ACTION: Notice of a modified system of records.
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SUMMARY: In accordance with the Privacy Act of 1974, the Office of
Personnel Management (OPM) proposes to modify and republish its
existing system of records titled ``OPM/Internal-23 Financial
Management Records.'' This system of records contains financial records
that OPM collects, maintains, and uses to manage its critical financial
responsibilities. This
[[Page 16283]]
modified system of records will be included in OPM's inventory of
record systems.
DATES: Please submit comments on or before April 17, 2023. This
modified system is applicable upon publication in today's Federal
Register.
ADDRESSES: You may submit written comments via the Federal Rulemaking
Portal: <a href="http://www.regulations.gov">http://www.regulations.gov</a>. All submissions received must
include the agency name and docket number for this Federal Register
document. The general policy for comments and other submissions from
members of the public is to make these submissions available for public
viewing on the internet at <a href="http://www.regulations.gov">http://www.regulations.gov</a> as they are
received without change, including any personal identifiers or contact
information.
FOR FURTHER INFORMATION CONTACT: For general questions, please contact:
Erica Roach, Senior Program Manager, Office of the Chief Financial
Officer, Office of Personnel Management, at <a href="/cdn-cgi/l/email-protection#521d021f143b3c13222221123d223f7c353d24"><span class="__cf_email__" data-cfemail="80cfd0cdc6e9eec1f0f0f3c0eff0edaee7eff6">[email protected]</span></a>. For
privacy questions, please contact Kellie Cosgrove Riley, Chief Privacy
Officer, Office of Personnel Management, at <a href="/cdn-cgi/l/email-protection#cabab8a3bcaba9b38aa5baa7e4ada5bc"><span class="__cf_email__" data-cfemail="c9b9bba0bfa8aab089a6b9a4e7aea6bf">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: The Office of Personnel Management (OPM) is
modifying and republishing the OPM/Internal-23 Financial Management
Records system of records in order to effectuate some administrative
changes and provide additional clarity and transparency regarding its
financial records. OPM's Office of the Chief Financial Officer (OCFO)
uses the records in this system of records to support its financial
management obligations and successfully implement OPM OCFO's internal
and external budget and finance responsibilities.
These records are a comprehensive source of financial, budget, and
performance information for OPM. They include records pertaining to
purchasing, accounts receivables, accounts payable, disbursements, and
other budget activities. The records are used for billing and
collection, project costing, retirement, health and life insurance
contributions and collections, and funds control, as well as to update
budgets, financial plans, and the general ledger. The records include
those that are used to support the acquisition management lifecycle,
from requisitioning through source selection, award, post-award
management, blanket purchase agreements, interagency agreements, and
closeout. The records are also critical to required financial auditing
and reporting requirements.
This system of records does not include those records used to
administer OPM's pay, leave, and travel requirements or the
administration of the fare subsidy program, which are included in the
OPM Internal-5 Pay, Leave, and Travel system of records. It also does
not include records that are used to enable travel service providers
under contract to the Federal Government to authorize, issue, or
account for travel and travel reimbursements provided to individuals on
official Federal Government business, which are covered under GSA/GOVT-
4 Contracted Travel Services Program, 74 FR 26700 (June 3, 2009), and
GSA/GOVT-4. Contracted Travel Services Program, 74 FR 28048 (June 12,
2009).
OPM is modifying this system of records notice to:
(1) Name the agency's Chief Financial Officer as the System
Manager.
(2) Update the Categories of Records to clearly include records
related to retirement benefits and health and life insurance and to add
account claim number and the Unique Entity Identity (UEI), which
replaces the DUNS number in the financial records.
(3) Update the Purpose section to clearly address the collection of
records related to the management of financial records related to the
retirement and health and life insurance programs.
(4) Update the Authorities to include those attendant to the
retirement and health and life insurance programs.
(5) Add an additional location to the System Location section to
reflect the location of records subject to an inter-agency agreement
with the Department of Treasury.
(6) Update the Records Source Categories to include the Department
of Labor, which provides financial records to OPM relevant to workers'
compensation cases.
OPM provided a report of this modified system of records to the
Committee on Oversight and Government Reform of the House of
Representatives, the Committee on Homeland Security and Governmental
Affairs of the Senate, and the Office of Management and Budget (OMB),
pursuant to 5 U.S.C. 552a(r) and OMB Circular A-108, ``Federal Agency
Responsibilities for Review, Reporting, and Publication under the
Privacy Act,'' dated December 23, 2016. OPM will include this system in
its inventory of record systems.
U.S. Office of Personnel Management.
Stephen Hickman,
Federal Register Liaison.
SYSTEM NAME AND NUMBER:
Financial Management Records, OPM/Internal-23.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
The Office of the Chief Financial Officer, Office of Personnel
Management is responsible for the records in this system of records.
Records are located at 1900 E Street NW, Washington, DC; pursuant to an
inter-agency agreement with the Department of Transportation, Federal
Aviation Authority, Enterprise Resource Center, in Oklahoma City,
Oklahoma; and, pursuant to an inter-agency agreement with the
Department of Treasury, Bureau of the Fiscal Service (Fiscal Service)
Administrative Resource Center (ARC), in Parkersburg, West Virginia.
SYSTEM MANAGER(S):
Chief Financial Officer, Office of Personnel Management, 1900 E
Street NW, Washington, DC 20415-1100.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
31 U.S.C. Title 31, Subtitles II and III; Public Law 101-576;
Public Law 104-208; 5 U.S.C. 8334 (CSRS retirement); 5 U.S.C. 8422 and
8423 (FERS retirement); 5 U.S.C. 8906 (health), 5 U.S.C. 8708 (life); 5
CFR 831.111 (CSRS retirement); 5 CFR 841 Subpart D and Subpart E (FERS
retirement); 5 CFR 890.501 (health); 5 CFR 870 Subpart D (life); OMB
Circular A-123; OMB Memorandum 16-11; OMB Memorandum 13-08, OMB
Memorandum M-19-16, Executive Order 9397, as amended by Executive Order
13478.
PURPOSE(S) OF THE SYSTEM:
The purpose of this system of records is to permit OPM to collect
and maintain records to administer its financial management
responsibilities. This includes conducting all activities related to
accounts receivable and accounts payable, budgeting, purchasing,
acquisitions, reimbursement, settlements, and debt collections for OPM.
It also includes Trust Funds financial management responsibilities in
support of the Federal retirement and health and life insurance
benefits programs. The records in this system of records are also used
to meet financial auditing and reporting requirements, both within OPM
and external to OPM, such as to other Federal and private sector
entities
[[Page 16284]]
as required and necessary in accordance with existing laws and
regulations; and to support the acquisition management lifecycle, from
requisitioning through source selection, award, post award management,
blanket purchase agreements, interagency agreements, and closeout.
CATEGORIES OF RECORDS:
a. Name,
b. Social Security number,
c. Bank account information,
d. Credit card number,
e. Data Universal Numbering System (DUNS) number,
f. Unique Entity Identifier (UEI),
g. Account claim number,
h. Employee identification number,
i. Tax identification number,
j. addresses and other general contact information, such as phone
numbers, facsimile numbers, and email addresses,
k. records of expenses, such as bills, receipts,
l. records of payments,
m. invoices, and
n. any other record necessary to document and make payment for a
financial obligation owed to or from OPM.
Records in this system are subject to the Privacy Act only to the
extent, if any, they are about an individual within the meaning of the
Act, and not if they are about a business or other non-individual.
RECORD SOURCE CATEGORIES:
Records are obtained from individuals to whom OPM has a financial
obligation, individuals who are indebted to OPM, OPM program offices,
the Department of the Treasury, the Department of Labor, and the
General Services Administration.
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, all or a portion of the records or
information contained in this system may be disclosed outside OPM as a
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
a. To the Department of Justice, including Offices of the U.S.
Attorneys; another Federal agency conducting litigation or in
proceedings before any court, adjudicative, or administrative body;
another party in litigation before a court, adjudicative, or
administrative body; or to a court, an adjudicative body, or an
administrative body. Such disclosure is permitted only when it is
relevant or necessary to the litigation or proceeding and one of the
following is a party to the litigation or has an interest in such
litigation: (1) OPM, or any component thereof; (2) Any employee or
former employee of OPM in his or her official capacity; (3) Any
employee or former employee of OPM in his or her individual capacity
where the Department of Justice or OPM has agreed to represent the
employee; (4) The United States, a Federal agency, or another party in
litigation before a court, adjudicative, or administrative body, upon
the OPM General Counsel's approval, pursuant to 5 CFR part 295 or
otherwise.
b. To the appropriate Federal, State, or local agency responsible
for investigating, prosecuting, enforcing, or implementing a statute,
rule, regulation, or order, when a record, either on its face or in
conjunction with other information, indicates or is relevant to a
violation or potential violation of civil or criminal law or
regulation.
c. To a member of Congress from the record of an individual in
response to an inquiry made at the request of the individual to whom
the record pertains.
d. To the National Archives and Records Administration (NARA) for
records management inspections being conducted under the authority of
44 U.S.C. 2904 and 2906.
e. To appropriate agencies, entities, and persons when (1) OPM
suspects or has confirmed that there has been a breach of the system of
records; (2) OPM has determined that, as a result of the suspected or
confirmed breach, there is a risk of harm to individuals, OPM
(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 OPM's efforts to respond to the suspected or
confirmed breach or to prevent, minimize, or remedy such harm.
f. To another Federal agency or Federal entity, when OPM 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.
g. To contractors, grantees, experts, consultants, or volunteers
performing or working on a contract, service, grant, cooperative
agreement, or other assignment for OPM when OPM determines that it is
necessary to accomplish an agency function related to this system of
records. Individuals provided information under this routine use are
subject to the same Privacy Act requirements and limitations on
disclosure as are applicable to OPM employees.
h. To an external auditor for the purpose of performing audit or
oversight operations as authorized by law, but only such information as
is necessary and relevant to such audit or oversight function.
i. To the Equal Employment Opportunity Commission, the Merit
Systems Protection Board, the Federal Labor Relations Authority, or
other person or entity responsible for the administration of the
Federal Labor Management Program, for the purpose of processing any
corrective actions, presiding over grievances, or conducting
administrative hearings or appeals, or if needed in the performance of
similar authorized duties.
j. To the United States Department of the Treasury to verify
eligibility for payment and to effect disbursement of authorized
payments.
k. To the United States Department of the Treasury in order to
identify programs and activities susceptible to improper payments in
accordance with the Improper Payment Information Act of 2002 and the
Improper Payments Elimination and Recovery Act of 2010.
l. To the General Service Administration's Federal Procurement Data
System, a central repository for statistical information on Government
contracting, information pertaining to OPM's acquisition activities for
the purpose of providing public access to Government-wide data about
agency contract actions.
m. To a Federal, state, or local agency for the purpose of
adjudicating an individual's eligibility for a benefit or for any other
legally mandated purpose in accordance with its authorizing statute or
regulation where an approved Computer Matching Agreement or other
information sharing agreement is in place between OPM and the agency.
n. To another Federal agency to obtain financial management
services for OPM under a cross-servicing or inter-agency agreement,
including for budgeting, purchasing, procurement, reimbursement,
reporting, and collection functions.
o. To the Department of Justice, another Federal agency, or a debt
collection agency for any purpose related to collecting a debt owed to
the Federal government.
[[Page 16285]]
p. To consumer reporting agencies, as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims Collection Act
of 1966 (31 U.S.C. 3701(a)(3)), pursuant to 5 U.S.C. 552a(b)(12) and in
accordance with 31 U.S.C. 3711(e).
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
The records may be retrieved by name, DUNs, UEIs, Social Security
number, tax identification number, claim number, or other personal
identifiers available in this system of records.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
The records in this system of records are retained and disposed of
in accordance with General Records Schedule 1.1. The record schedule
requires that the records be destroyed six years after final payment or
cancellation, but longer retention is authorized if required for
business use.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Records in this system of records are protected from unauthorized
access and misuse through various administrative, technical and
physical security measures. OPM's security measures are in compliance
with the Federal Information Security Modernization Act (Pub. L. 113-
283), associated Office of Management and Budget policies, and
applicable standards and guidance from the National Institute of
Standards and Technology. Strict controls have been imposed to minimize
the risk of compromising the information that is stored. Access to the
paper and electronic records in this system of records is limited to
those individuals who have a need to know the information for the
performance of their official duties and who have appropriate
clearances or permissions.
RECORD ACCESS PROCEDURES:
Individuals seeking notification of and access to their records in
this system of records may submit a request in writing to the Office of
Personnel Management, Office of Privacy and Information Management--
FOIA, 1900 E Street NW, Washington, DC 20415-7900 or by emailing
<a href="/cdn-cgi/l/email-protection#35535a5c54755a45581b525a43"><span class="__cf_email__" data-cfemail="d0b6bfb9b190bfa0bdfeb7bfa6">[email protected]</span></a>.
Individuals must furnish the following information for their
records to be located:
1. Full name.
2. Social Security number or Tax identification number.
3. Claim number, where applicable.
4. The type of information requested.
5. The address to which the information should be sent.
Individuals requesting access must also comply with OPM's Privacy
Act regulations regarding verification of identity and access to
records (5 CFR 297).
CONTESTING RECORD PROCEDURES:
Individuals wishing to request amendment of records about them
should write to the Office of Personnel Management, Office of Privacy
and Information Management--FOIA, 1900 E Street NW, Washington, DC
20415-7900, ATTN: OPM CFO; or by emailing <a href="/cdn-cgi/l/email-protection#dabcb5b3bb9ab5aab7f4bdb5ac"><span class="__cf_email__" data-cfemail="44222b2d25042b34296a232b32">[email protected]</span></a>. Requests for
amendment of records should include the words ``PRIVACY ACT AMENDMENT
REQUEST'' in capital letters at the top of the request letter or in the
subject line of the email. Individuals must furnish the following
information in writing for their records to be located:
1. Full name.
2. Social Security number or Tax identification number.
3. Claim number, if applicable.
4. Precise identification of the information to be amended.
Individuals requesting amendment must also follow OPM's Privacy Act
regulations regarding verification of identity and amendment to records
(5 CFR 297).
NOTIFICATION PROCEDURES:
See ``Record Access Procedure.''
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
86 FR 23441 (May 3, 2021).
[FR Doc. 2023-05346 Filed 3-15-23; 8:45 am]
BILLING CODE 6325-67-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.