Privacy Act of 1974; System of 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

September 15, 2023

Issuing agencies

Veterans Affairs Department

Abstract

The systems included on this notice are systems used by VA Payroll for processing and reporting on information related to payroll actions for VA employees. The Privacy Act of 1974 requires that all agencies publish in the Federal Register a notice of the existence and character of their systems of records. Notice is hereby given that the Department of Veterans Affairs (VA), Financial Services Center (FSC) is creating a new system of records entitled "Payroll Processing and Reporting--VA" System of Records Notice" (208VA0478C).

Full Text

<html>
<head>
<title>Federal Register, Volume 88 Issue 178 (Friday, September 15, 2023)</title>
</head>
<body><pre>
[Federal Register Volume 88, Number 178 (Friday, September 15, 2023)]
[Notices]
[Pages 63684-63686]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-20051]

-----------------------------------------------------------------------

DEPARTMENT OF VETERANS AFFAIRS

Privacy Act of 1974; System of Records

AGENCY: Financial Services Center (FSC), Department of Veterans Affairs
(VA).

ACTION: Notice of a new system of records.

-----------------------------------------------------------------------

SUMMARY: The systems included on this notice are systems used by VA
Payroll for processing and reporting on information related to payroll
actions for VA employees. The Privacy Act of 1974 requires that all
agencies publish in the Federal Register a notice of the existence and
character of their systems of records. Notice is hereby given that the
Department of Veterans Affairs (VA), Financial Services Center (FSC) is
creating a new system of records entitled ``Payroll Processing and
Reporting--VA'' System of Records Notice'' (208VA0478C).

DATES: Comments on this new system of records must be received no later
than 30 days after date of publication in the Federal Register. If no
public comment is received during the period allowed for comment or
unless otherwise published in the Federal Register by VA, the new
system of records will become effective a minimum of 30 days after date
of publication in the Federal Register. If VA receives public comments,
VA shall review the comments to determine whether any changes to the
notice are necessary.

ADDRESSES: Comments may be submitted through <a href="http://www.Regulations.gov">www.Regulations.gov</a> or
mailed to VA Privacy Service, 810 Vermont Avenue NW, (005R1A),
Washington, DC 20420. Comments should indicate that they are submitted
in response to ``Payroll Processing and Reporting--VA'', 208VA0478C.
Comments received will be available at www.regulations.gov for public
viewing, inspection or copies.

FOR FURTHER INFORMATION CONTACT: Jonathan Lindow, Financial Services
Center, Department of Veterans Affairs, 1615 Woodward Street, Austin,
TX 78772, (512) 981-4871, or <a href="/cdn-cgi/l/email-protection#c48eabaaa5b0aca5aaea88adaaa0abb384b2a5eaa3abb2">[email&#160;protected]</a>.

SUPPLEMENTARY INFORMATION: Kronos webTA (Time and Attendance) is an
automated, centralized, web-based time and attendance system developed
to replace the legacy Enhanced Time and Attendance (ETA) system. Kronos
webTA provides a modern take on quick and accurate transmission of
data, allows for rapid creation of reports, and establishes a flexible
foundation for future enhancements. The system allows employees to see
``day to day'' information like hours worked, leave balances, and a
transparent approval workflow for timesheet certifications, and leave
and premium pay request.
Defense Civilian Pay System (DCPS) is the primary interface of VA
Payroll personnel with the Defense Finance and Accounting Service
(DFAS). DCPS provides the ability to update an employee's payroll
information and view payroll reports.
Nationwide Payroll (SQL) is primarily used for Retirement &
Contingency Pay Audits and Retirement & Contingency Leave Audits. We
use the system to validate retirement codes & contributions, OASDI
wages, TSP GB & GM, and retirement corrections. It serves as a research
tool and provides invaluable Individual Retirement Record, and Military
Service Deposit.
Office of Financial Management Resources Portal (OFMR) application
maintains payroll data for all VA employees, current and separated. It
has the capability to create custom reports and export to excel format.
It is used to search payroll data by SSN and VA EIN for current and
separated VA employees going back to 1999 and forward. It is also used
for audit purposes and serves as a repository for payroll data. We can
gather historical data as needed from one application. It is used daily
by the FSC Payroll Support Division.

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. Kurt D.
DelBene, Assistant Secretary for Information and Technology and Chief
Information Officer, approved this document on August 7, 2023 for
publication.

Dated: September 12, 2023.
Amy L. Rose,
Government Information Specialist, VA Privacy Service, Office of
Compliance, Risk and Remediation, Office of Information and Technology,
Department of Veterans Affairs.

SYSTEM NAME AND NUMBER:
``Payroll Processing and Reporting--VA'' (208VA0478C).

SECURITY CLASSIFICATION:
Unclassified.

SYSTEM LOCATION:
This system of record is located in the Financial Services Center,
Austin, TX.

[[Page 63685]]

SYSTEM MANAGER(S):
Jonathan Lindow, Financial Services Center, Department of Veterans
Affairs, 1615 Woodward Street, Austin, TX 78772, (512) 981-4871, or
<a href="/cdn-cgi/l/email-protection#ade7c2c3ccd9c5ccc383e1c4c3c9c2daeddbcc83cac2db">[email&#160;protected]</a>.
Elaine Walter, Financial Services Center, Department of Veterans
Affairs, 7600 Metropolis Dr., Austin, TX 78744, (512) 516-3263,
<a href="/cdn-cgi/l/email-protection#98fdf4f9f1f6fdb6eff9f4ecfdead8eef9b6fff7ee">[email&#160;protected]</a>.
Wayne Mobley, Financial Services Center, Department of Veterans
Affairs, 7600 Metropolis Dr., Austin, TX 78744, (512) 516-3263,
<a href="/cdn-cgi/l/email-protection#691e0810070c4704060b050c10291f08470e061f">[email&#160;protected]</a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
CFR part 4501, Office of Personnel Management.

PURPOSE(S) OF THE SYSTEM:
To maintain a system(s) for managing payroll related information
including, but not limited to time and attendance, salary, deductions,
and other personal information like addresses and beneficiaries.
Systems and application that are listed above contains SSN, EIN,
Retirement codes and contributions, OASDI Wages, TSP, and Military
Service Deposits. The primary function of OFMR is a tool that we used
to respond to customer service inquiries and data request. Projects
include but are not limited to, Public Law 111-163, Post Quimby and
Adams cases, Premium Pay for Periods of Leave, Clothing Allowance and
Environmental Differential Leave (EDP).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals covered by these systems are current and past VA
employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
Personnel Information like Name, Social Security Number, Addresses,
Telephone number, Employee Type, Employee Status, Occupational Series,
and other ``Non-PII'' information. Payroll Information including Time
and Attendance, Leave Record, Salary, Deductions, Beneficiaries,
Insurance and Retirement Information.

RECORD SOURCE CATEGORIES:
Record source are from users of the three systems.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
1. Congress: VA may disclose information 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: VA may disclose
information to appropriate agencies, entities, and persons when (1) VA
suspects or has confirmed that there has been a breach of the system of
records, (2) 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 (3) 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: VA may disclose information 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 (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.
4. Law Enforcement: VA may disclose information that, either alone
or in conjunction with other information, indicates a violation or
potential violation of law, whether civil, criminal, or regulatory in
nature, to a Federal, state, local, territorial, tribal, or foreign law
enforcement authority or other appropriate entity charged with the
responsibility of investigating or prosecuting such violation or
charged with enforcing or implementing such law. The disclosure of the
names and addresses of veterans and their dependents from VA records
under this routine use must also comply with the provisions of 38
U.S.C. 5701 Confidential nature of claims.
5. DoJ for Litigation or Administrative Proceeding: VA may disclose
information 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:
(a) VA or any component thereof;
(b) Any VA employee in his or her official capacity;
(c) Any VA employee in his or her 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: VA may disclose information 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. OPM: VA may disclose information to the Office of Personnel
Management (OPM) in connection with the application or effect of civil
service laws, rules, regulations, or OPM guidelines in particular
situations.
8. EEOC: VA may disclose information to the Equal Employment
Opportunity Commission (EEOC) 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.
9. FLRA: VA may disclose information to the Federal Labor Relations
Authority (FLRA) 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.
10. MSPB: VA may disclose information to the Merit Systems
Protection Board (MSPB) and the Office of the Special Counsel 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.
11. NARA: VA may disclose information to 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.
12. Treasury, for Withholding VA may disclose information
concerning an individual's indebtedness by virtue of a person's
participation in a benefits program administered by VA, 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.
13. Treasury, to Report Waived Debt as Income VA may disclose
information

[[Page 63686]]

concerning an individual's indebtedness that is waived under 38 U.S.C.
3102, compromised under 4 CFR part 103, otherwise forgiven, or for
which the applicable statute of limitations for enforcing collection
has expired, to the Department of the Treasury as a report of income
under 26 U.S.C. 61(a)(12).
14. Treasury, to Report Earnings as Income VA may disclose
information to the Department of the Treasury to report calendar year
earnings of $600 or more for income tax reporting purposes.
15. Treasury, for Payment or Reimbursement VA may disclose
information 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.
16. Unions VA may disclose information identified in 5 U.S.C.
7114(b)(4) 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.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
The systems on this SORN retains data readily available for a
period of 6 years.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
These records may be retrieved using various combinations of name,
social security number, employee identification number, ticket number,
or by employee user ID.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
In accordance with General Records Schedule 1.1, Item #10, records
are destroyed 6 years after final payment or cancellation, but longer
retention is authorized for business use.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Access to these records is restricted to authorized VA employees or
contractors, on a ``need to know'' basis. Offices where these records
are maintained are locked after working hours and are protected from
outside access by the Federal Protective Service, other security
officers, and alarm systems. Access to computerized records is
restricted to authorized VA employees or contractors, by means of
unique user identification and passwords.

RECORD ACCESS PROCEDURES:
Individuals seeking information concerning the existence of a
record must submit a written request to the current or the last VA
payroll office that the employee worked. Such requests must contain a
reasonable description of the records requested. In addition,
identification of the individual requesting the information will be
required in the written request and will consist of the requester's
name, signature, and address, as a minimum.

CONTESTING RECORD PROCEDURES:
Individuals contesting accuracy of the record should contact their
current or their last VA Payroll Office.

NOTIFICATION PROCEDURES:
Payroll Field Support Branch <a href="/cdn-cgi/l/email-protection#2c5a4d4a5f4f5c4d555e4340405845495e1d6c5a4d024b435a">[email&#160;protected]</a>.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
There is no category of records in this system that has been
identified as exempt from any section of the Privacy Act.

HISTORY:
Not applicable.

[FR Doc. 2023-20051 Filed 9-14-23; 8:45 am]
BILLING CODE P

</pre><script data-cfasync="false" src="/cdn-cgi/scripts/5c5dd728/cloudflare-static/email-decode.min.js"></script></body>
</html>

View on FederalRegister.gov →Plain-text source

Indexed from Federal Register on September 15, 2023.

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.