Notice2023-20052
Privacy Act of 1974; System of Records
Primary source
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Published
September 15, 2023
Issuing agencies
Veterans Affairs Department
Abstract
Pursuant to the Privacy Act of 1974, notice is hereby given that the VA is modifying the system of records entitled, "Corporate Travel and Charge Cards--VA" (131VA047). This system is used for operating, auditing and managing the charge card program involving commercial purchases authorized by VA employees. It is an end-to-end travel management service that includes all aspects of official Federal business travel including travel planning, authorization, reservations, ticketing, fulfillment, expense reimbursement and travel management reporting. These records will include permanent change of station moves that have been approved for relocation entitlements. The system serves as a repository that captures all required documentation that would assist with providing instructions to obtain a government passport, visa and country clearance, as applicable, as well as timely approval routing, as outlined in VA travel policy for VA employees traveling in an official capacity to a foreign country.
Full Text
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<title>Federal Register, Volume 88 Issue 178 (Friday, September 15, 2023)</title>
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[Federal Register Volume 88, Number 178 (Friday, September 15, 2023)]
[Notices]
[Pages 63674-63677]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-20052]
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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 modified system of records.
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SUMMARY: Pursuant to the Privacy Act of 1974, notice is hereby given
that the VA is modifying the system of records entitled, ``Corporate
Travel and Charge Cards--VA'' (131VA047). This system is used for
operating, auditing and managing the charge card program involving
commercial purchases authorized by VA employees. It is an end-to-end
travel management service that includes all aspects of official Federal
business travel including travel planning, authorization, reservations,
ticketing, fulfillment, expense reimbursement and travel management
reporting. These records will include permanent change of station moves
that have been approved for relocation entitlements. The system serves
as a repository that captures all required documentation that would
assist with providing instructions to obtain a government passport,
visa and country clearance, as applicable, as well as timely approval
routing, as outlined in VA travel policy for VA employees traveling in
an official capacity to a foreign country.
DATES: Comments on this modified 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
modified 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, (005X6F),
Washington, DC 20420. Comments should indicate that they are submitted
in response to Corporate Travel and Charge Cards--VA (131VA047).
Comments received will be available at <a href="http://www.regulations.gov">www.regulations.gov</a> for public
viewing, inspection or copies.
FOR FURTHER INFORMATION CONTACT: For Charge Cards: Lori Thomas, Chief
Charge Card Service Division, 512-460-5189 or <a href="/cdn-cgi/l/email-protection#c488abb6adea90acaba9a5b7f684f8a5e4acb6a1a2f9" http: va.gov">va.gov</a>">Lori.Thomas2@<a href="http://va.gov">va.gov</a></a>.
For iMove: Adrian Quesada, Division Chief of Permanent Change of
Station (PCS) Division, 512-460-5204 or <a href="/cdn-cgi/l/email-protection#3170554358505f1f60445442505550710d5011594354570c" http: va.gov">va.gov</a>">Adrian.Quesada@<a href="http://va.gov">va.gov</a></a>. For
Temporary Travel: Gary McWilson, Chief, TDY Travel Service Division,
512-460-5111 or Gary.McWilson@
[[Page 63675]]
<a href="http://va.gov">va.gov</a>. For Foreign Travel Portal (FTP): Jessie Murphy, Division Chief
of Travel Logistics and Conference (TLCD) Division, Financial Services
Center, Department of Veterans Affairs, 1615 Woodward Street, Austin,
TX 78772, 202-461-6294, 202-815-9397 or <a href="/cdn-cgi/l/email-protection#eca6899f9f8589c2a1999e9c8495acd08dcc849e898ad1" http: va.gov">va.gov</a>">Jessie.Murphy@<a href="http://va.gov">va.gov</a></a>.
SUPPLEMENTARY INFORMATION: VA is modifying the systems of records by
revising the following sections: System Name, System Location,
Authority for Maintenance of the System, Categories of Individuals
Covered by the System, Categories of Records in the System, Record
Source Categories, Policies and Practices for Storage of Records,
Policies and Practices for Retrieval of Records, Policies and Practices
for Retention and Disposal of Records, Record Access Procedures,
Contesting Records Procedures and Notification Procedures and History.
System Name will be removed and now include: ``Corporate Travel and
Charge Cards--VA''
The System Location will include: ``Records are located at the
Financial Services Center in Austin, Texas.''
Categories of Individuals Covered by the System will include: ``The
users will cover current and former VA employees and VA employees'
spouses and children.''
The Categories of Records in the System will include: ``Employee
information to include name, social security number, tax identification
number, home address (prior/new), phone numbers (work, home and cell),
title, salary information (grade/rank), retirement plan, W-2 tax
information and employee email address. Family information will include
names of family members (spouse/children), birth dates of family
members (spouse, children) and salary information of spouse (if
available).
Policies and Practices for Storage of Records will now include:
``Records are maintained electronically on computer storage devices
such as servers and cloud storage. The computer storage devices are
located at the FSC-Austin; iMove backups will be maintained at a
disaster recovery site designated by Microsoft Azure Government.
Computer records are maintained in a secure password protected
environment.''
Record Source Categories will now include: ``employee submitted
information and VA's HRSmart system''.
Police and Practices for Retrieval of Records will now include:
``Records in this system are retrieved by name, social security number
or other assigned identifier.''
Policies and Practices for Retention and Disposal of Records will
now include ``Records in this system are retained and disposed of in
accordance with the schedule approved by the Archivist of the United
States, Records Control Schedule 1.1, Item 10.''
Contesting Records Procedures will now include ``Individuals
seeking to contest or amend records in this system pertaining to them
should contact the system manager in writing as indicated above. A
request to contest or amend records must state clearly and concisely
what record is being contested, the reasons for contesting it, and the
proposed amendment to the record.
Record Access Procedures will now include: ``Individuals seeking
information on the existence and content of records in this system
pertaining to them should contact the system manager in writing as
indicated above. A request for access to records must contain the
requester's full name, address, telephone number, be signed by the
requester, and describe the records sought in sufficient detail to
enable VA personnel to locate them with a reasonable amount of
effort.''
Notification Procedures will now include: ``Generalized notice is
provided by the publication of this notice. For specific notice, see
Record Access Procedure, above.''
VA is republishing this system of records notice in its entirety.
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:
Corporate Travel and Charge Cards--VA (131VA047).
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Records are located in the Financial Services Center (FSC), Austin,
TX.
iMove: Backup, recovery and archived digital media is stored by
Amazon Web Services.
SYSTEM MANAGER(S):
For Charge Cards: Lori Thomas, Chief Charge Card Service Division,
512-460-5189 or <a href="/cdn-cgi/l/email-protection#9dd1f2eff4b3c9f5f2f0fceeafdda1fcbdf5eff8fba0" http: va.gov">va.gov</a>">Lori.Thomas2@<a href="http://va.gov">va.gov</a></a>.
For iMove: Adrian Quesada, Division Chief of Permanent Change of
Station (PCS) Division, 512-460-5204 or <a href="/cdn-cgi/l/email-protection#bdfcd9cfd4dcd393ecc8d8cedcd9dcfd81dc9dd5cfd8db80" http: va.gov">va.gov</a>">Adrian.Quesada@<a href="http://va.gov">va.gov</a></a>.
For Temporary Travel: Gary McWilson, Chief, TDY Travel Service
Division, 512-460-5111 or <a href="/cdn-cgi/l/email-protection#236442515a0d6e40744a4f504c4d631f42034b5146451e" http: va.gov">va.gov</a>">Gary.McWilson@<a href="http://va.gov">va.gov</a></a>.
For Foreign Travel Portal: Jessie Murphy, Division Chief of Travel
Logistics and Conference (TLCD) Division, Financial Services Center,
Department of Veterans Affairs, 1615 Woodward Street, Austin, TX 78772,
202-461-6294, 202-815-9397 or <a href="/cdn-cgi/l/email-protection#cc86a9bfbfa5a9e281b9bebca4b58cf0adeca4bea9aaf1" http: va.gov">va.gov</a>">Jessie.Murphy@<a href="http://va.gov">va.gov</a></a>.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
48 CFR 13; 31 U.S.C. 3511; VA Financial Policy, vol. XIV; Federal
Acquisition Regulation (FAR) part 13; 48 CFR part 13; and Public Law
93-579 section 7(b).
PURPOSE(S) OF THE SYSTEM:
The purposes of this system are operating, auditing and managing
the purchase card program involving commercial purchases by authorized
VA employees; processing and managing official VA relocation
obligations and payments to maintain records on current VA employees
who are relocating to another office location within VA and have been
approved for relocation entitlements; record relocation disbursements
in order to compute and record taxes and W-2s; establish a
comprehensive beginning-to-end foreign travel service system containing
required information to facilitate issuance of a Government passport,
visa, and country clearance, as applicable, while also ensuring the
processing and reporting of foreign travel is centralized, auditable
and complies with all applicable rules and regulations.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals covered by the system are current VA employees who have
their own Government assigned charge card, or who have had a charge
card. Records cover current and former VA employees and VA employees'
spouses and children.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records include name, work addresses, work telephone numbers,
information needed for identification verification, charge card
applications, charge card statements, terms and
[[Page 63676]]
conditions for use of the charge card and monthly reports from
contractor(s) showing charges to individual account numbers, balances
and other types of account analysis. Records encompass the following
employee Information: name; social security number; tax identification
number; home address both prior and current; phone numbers including
work, home and cell; title; salary information including grade and/or
rank; retirement plan; W-2 tax information; and employee email address.
Records also encompass the following family information: names of
family members including spouses and children; birth dates of family
members including spouse and children; and salary information of
spouse, if available. This information is entered based on a
questionnaire that the employee submits.
RECORD SOURCE CATEGORIES:
Record sources include transactional data from the contracting
bank, employee submitted information and VA's HRSmart system.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
1. Congress: 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: 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 involving.
3. Data breach response and remediation, for another Federal
agency: To another Federal agency or Federal entity, when VA determines
that the 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: To a Federal, State, local, Territorial,
Tribal, or foreign law enforcement authority or other appropriate
entity charged with the responsibility of investigating or prosecuting
a violation or potential violation of law, whether civil, criminal, or
regulatory in nature, or charged with enforcing or implementing such
law, provided that the disclosure is limited to information that,
either alone or in conjunction with other information, indicates such a
violation or potential violation of 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.
5. Department of Justice for Litigation or Administrative
Proceeding: 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 is a party to such
proceedings or has an interest in such proceedings, and VA determines
that use of such records is relevant and necessary to the proceedings.
6. Contractors: 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. Office of Personnel Management (OPM): To OPM in connection with
the application or effect of civil service laws, rules, regulations or
OPM guidelines in particular situations.
8. Equal Employment Opportunity Commission (EEOC): To the 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. Federal Labor Relations Authority (FLRA): To the 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. Merit Systems Protection Board (MSPB): To the MSPB 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. Nation Archives and Records Administration (NARA): 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. Federal Agencies, Courts, Litigants, for Litigation or
Administrative Proceedings: To another Federal agency, court or party
in litigation before a court or in an administrative proceeding
conducted by a Federal Agency when the government is a party to the
judicial or administrative proceeding.
13. Law Enforcement for Locating Fugitive: To any Federal, State,
local, Territorial, Tribal or foreign law enforcement agency in order
to identify, locate or report a known fugitive felon, in compliance
with 38 U.S.C. 5313B(d).
14. Office of Management and Budget (OMB): To the OMB for the
performance of its statutory responsibilities for evaluating Federal
programs.
15. Treasury, to Report Earnings as Income: To the Department of
the Treasury to report calendar year earnings of $600 or more for
income tax reporting purposes.
16. Federal Register, for Rulemaking: To make available for public
review comments submitted in response to VA's solicitation of public
comments as part of the agency's notice and rulemaking activities under
the Administrative Procedure Act (APA), provided that the disclosure is
limited to information necessary to comply with the requirements of the
APA, if VA determines that release of personally identifiable
information, such as an individual's telephone number, is integral to
the public's understanding of the comment submitted.
17. Unions: To officials of labor organizations recognized under 5
U.S.C. 71 provided that the disclosure is limited to information
identified in 5 U.S.C. 7114(b)(4) that is relevant and necessary to
their duties of exclusive representation concerning personnel
[[Page 63677]]
policies, practices, and matters affecting working conditions.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are maintained electronically on computer storage devices
such as servers and cloud storage. The computer storage devices are
located at the FSC-Austin; iMove backups will be maintained at a
disaster recovery site designated by Microsoft Azure Government.
Computer records are maintained in a secure password protected
environment.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
These records may be retrieved using various combinations of name
or charge card number of the individual on whom the records are
maintained. Electronic file records are retrieved by name and/or travel
authorization number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records in this system are retained and disposed of in accordance
with the schedule approved by the Archivist of the United States,
General Records Schedule 1.1, Item number 10.
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.
Security controls used to protect personal sensitive data are
commensurate with those required for an information system rated
moderate for confidentiality, integrity, and availability, as
prescribed in NIST Special Publication, 800-53, ``Recommended Security
Controls for Federal Information Systems,'' Revision 4. Administrative
controls include the policies and procedures governing the agency
program and systems operated within, background investigations for
privileged users, and rules of behavior. Technical controls include
role-based, user access controls and data encryption.
RECORD ACCESS PROCEDURES:
Individuals seeking information on the existence and content of
records in this system pertaining to them should contact the system
manager in writing as indicated above. A request for access to records
must contain the requester's full name, address, telephone number, be
signed by the requester, and describe the records sought in sufficient
detail to enable VA personnel to locate them with a reasonable amount
of effort.
CONTESTING RECORD PROCEDURES:
Individuals seeking to contest or amend records in this system
pertaining to them should contact the system manager in writing as
indicated above. A request to contest or amend records must state
clearly and concisely what record is being contested, the reasons for
contesting it, and the proposed amendment to the record.
NOTIFICATION PROCEDURES:
Generalized notice is provided by the publication of this notice.
For specific notice, see Record Access Procedure, above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
70 FR 7320 (February 11, 2005); 74 FR 14618 (March 31, 2009); 80 FR
54370 (September 9, 2015); 86 FR 52550 (September 21, 2021).
[FR Doc. 2023-20052 Filed 9-14-23; 8:45 am]
BILLING CODE P
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