Notice2024-01680
Privacy Act of 1974; Revised 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
January 29, 2024
Issuing agencies
Agriculture Department
Abstract
In accordance with the Privacy Act of 1974, as amended, and Office of Management and Budget Circular No. A-108, the U.S. Department of Agriculture (USDA) proposed revised system of records, the Personnel and Payroll System for USDA Employees (OP-1), will be renamed--Office of the Chief Financial Officer (OCFO), National Finance Center (NFC), Systems for Personnel, Payroll, and Time & Attendance. OCFO/NFC-1 Systems for Personnel, Payroll, and Time & Attendance provides comprehensive, cost-effective, and reliable services as well as automated, accurate, and timely actions necessary for recording, processing, and reporting personnel, payroll, and time and attendance data for USDA and other Federal agencies serviced by NFC. These systems are full-service, integrated payroll, personnel, and time and attendance applications that link personnel actions, and processing payroll activities. The OCFO/NFC-1 Systems for Personnel, Payroll, and Time & Attendance processes personnel actions, awards, allotments, performance appraisals, health and life insurance, thrift savings plan, tax documents, severance pay, leave record, time, & attendance, payroll-related financial reporting operations, retirements, and management of debt collection on behalf of federal agencies related to employee debt.
Full Text
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<title>Federal Register, Volume 89 Issue 19 (Monday, January 29, 2024)</title>
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[Federal Register Volume 89, Number 19 (Monday, January 29, 2024)]
[Notices]
[Pages 5481-5484]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2024-01680]
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DEPARTMENT OF AGRICULTURE
Privacy Act of 1974; Revised System of Records
AGENCY: Office of the Chief Financial Officer (OCFO), National Finance
Center (NFC).
ACTION: Notice of a modified system of records.
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SUMMARY: In accordance with the Privacy Act of 1974, as amended, and
Office of Management and Budget Circular No. A-108, the U.S. Department
of Agriculture (USDA) proposed revised system of records, the Personnel
and Payroll System for USDA Employees (OP-1), will be renamed--Office
of the Chief Financial Officer (OCFO), National Finance Center (NFC),
Systems for Personnel, Payroll, and Time & Attendance. OCFO/NFC-1
Systems for Personnel, Payroll, and Time & Attendance provides
comprehensive, cost-effective, and reliable services as well as
automated, accurate, and timely actions necessary for recording,
processing, and reporting personnel, payroll, and time and attendance
data for USDA and other Federal agencies serviced by NFC. These systems
are full-service, integrated payroll, personnel, and time and
attendance applications that link personnel actions, and processing
payroll activities. The OCFO/NFC-1 Systems for Personnel, Payroll, and
Time & Attendance processes personnel actions, awards, allotments,
performance appraisals, health and life insurance, thrift savings plan,
tax documents, severance pay, leave record, time, & attendance,
payroll-related financial reporting operations, retirements, and
management of debt collection on behalf of federal agencies related to
employee debt.
DATES: In accordance with 5 U.S.C. 552a(e)(4) and (11), this notice is
effective upon publication, subject to a 30-day notice and comment
period in which to comment on the routine uses described in the routine
uses section of
[[Page 5482]]
this system of records notice. Please submit your comments by February
28, 2024.
ADDRESSES: Comments may be submitted by one of the following methods:
--Federal eRulemaking Portal: This website provides the ability to type
short comments directly into the comment field on this web page or
attach a file for lengthier comments. Go to <a href="https://www.regulations.gov">https://www.regulations.gov</a>. Follow the on-line instructions at that site for
submitting comments.
--Postal Mail/Commercial Delivery: National Finance Center, USDA, OCFO,
National Finance Center, P.O. Box 60000, New Orleans, Louisiana 70160
or email <a href="/cdn-cgi/l/email-protection#9bf5fdf8b5aab5e8f4e9f5dbeee8fffab5fcf4ed"><span class="__cf_email__" data-cfemail="056b63662b342b766a776b45707661642b626a73">[email protected]</span></a>.
--Instructions: All items submitted by mail or electronic mail must
include the Agency name and docket number USDA-2022-0008. Comments
received in response to this docket will be made available for public
inspection and posted without change, including any personal
information, to <a href="https://www.regulations.gov">https://www.regulations.gov</a>.
FOR FURTHER INFORMATION CONTACT: For general questions, please contact
the National Finance Center, Director, 13800 Old Gentilly Road,
Building 318, New Orleans, LA 70129, email <a href="/cdn-cgi/l/email-protection" class="__cf_email__" data-cfemail="99d7dfdab7a8b7cad6cbd7d9eceafdf8b7fef6ef">[email protected]</a> or call
504-426-0120.
--For Privacy Act questions concerning this revised system of records
notice, please contact USDA Departmental Administration Information
Technology Office, Office of the Chief Information Officer, United
States Department of Agriculture, email at:
<a href="/cdn-cgi/l/email-protection#9af5f9f3f5b4f9f3f5b4fefbf3eef5e9ffe8ecf3f9ffe9daefe9fefbb4fdf5ec"><span class="__cf_email__" data-cfemail="a9c6cac0c687cac0c687cdc8c0ddc6daccdbdfc0caccdae9dcdacdc887cec6df">[email protected]</span></a>, or by phone at: 202-577-8071.
--For general USDA Privacy Act questions, please contact the USDA Chief
Privacy Officer, Information Security Center, Office of the Chief
Information Officer, USDA, Jamie L. Whitten Building, 100 Independence
Ave. SW, Washington, DC 20250, email: <a href="/cdn-cgi/l/email-protection#8fdadccbcefffde6f9eeecf6cffafcebeea1e8e0f9"><span class="__cf_email__" data-cfemail="bbeee8fffacbc9d2cddad8c2fbcec8dfda95dcd4cd">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: The purposes of the system's revisions are:
(1) Renaming the system of records notice; (2) Expanding the categories
of individuals on whom the records are maintained in the system; (3)
Updating the categories of records maintained in the system; (4)
Updating the Location of the system of records; and (5) Updating
Routine Uses.
SYSTEM NAME AND NUMBER:
OCFO/NFC-1 Systems for Personnel, Payroll, and Time & Attendance.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
The OCFO/NFC-1 Systems for Personnel, Payroll, and Time &
Attendance is maintained at the Enterprise Data Center--Kansas City,
Kansas City, MO 64114. Records can be located at NFC customer
locations.
SYSTEM MANAGER(S):
Director, National Finance Center, 13800 Old Gentilly Road,
Building 318, New Orleans, LA 70129, <a href="/cdn-cgi/l/email-protection#f39d9590ddc2dd809c819db386809792dd949c85"><span class="__cf_email__" data-cfemail="8ce2eaefa2bda2ffe3fee2ccf9ffe8eda2ebe3fa">[email protected]</span></a>, 504-426-0120.
Chief Financial Officers Act of 1990 Public Law 101-576.
PURPOSE OF THE SYSTEM:
The purpose of the OCFO/NFC-1 Systems for Personnel, Payroll, and
Time & Attendance is to provide comprehensive, cost- effective, and
reliable services as well as automated, accurate, and timely actions
necessary for recording, processing, and reporting personnel, payroll,
and time and attendance data for USDA and non-USDA agencies serviced by
NFC. These systems are a full-service, integrated payroll, personnel,
and time and attendance applications that link personnel actions and
payroll activities.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
USDA and non-USDA Federal Employees, former employees, contractors,
permittees, cooperators, and applicants for Federal employment whose
personnel, payroll, and time & attendance records are serviced by NFC
are covered by the system.
CATEGORIES OF RECORDS IN THE SYSTEM:
The systems consist of current and historical personnel, payroll,
and time and attendance records.
RECORD SOURCE CATEGORIES:
Information in these systems come from Federal agencies, employees,
contractors, managers, agency human resources offices, agency payroll
and personnel offices, individuals on whom the record is maintained,
educational institutions, and agency officials.
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 of 1974, records contained in this system
may be disclosed outside USDA as a routine use pursuant to 5 U.S.C.
552a(b)(3), to the extent that such uses are compatible with the
purposes for which the information was collected. Such permitted
routine uses include the following:
(1) Office of Personnel Management for required action, records,
and reports;
(2) Department of Treasury for issuance of checks and bonds;
(3) Department of Labor for Office of Workers Compensation
(4) Congress for special reports, or in response to an inquiry from
a Congressional office made at the written request of the individual
about whom the record pertains;
(5) White House for special reports;
(6) Office of Management and Budget for special reports;
(7) General Accounting Office for special Reports;
(8) Disclosure to the Department of Justice (DOJ) for use in
litigation when: (a) the agency or any component thereof; or (b) any
employee of the agency in his or her official capacity where DOJ has
agreed to represent the employee; or the United States Government is a
party to litigation or has an interest in such litigation;
(9) General Services Administration for records retirement and/or
destruction;
(10) State Department for passport and foreign assignments;
(11) Department of Transportation, Environmental Protection Agency
and cooperating state and local agencies for accident and safety
records;
(12) Internal Revenue Service and State and local government for
matters in connection with payment of income taxes;
(13) Social Security Administration for social security payment
Information;
(14) Combined Federal Campaign for reports and records;
(15) Department of Health and Human Services for scheduling
physical examinations;
(16) All Government agencies and potential employers concerning
employment inquiries;
(17) Equal Employment Opportunity Commission for handling
Complaints;
(18) appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute or a rule,
regulation or order issued pursuant thereto, of any record within this
system when information available indicates a violation or potential
violation of law, whether, civil, criminal, or regulatory in nature,
and whether arising by general statue or other particular program
statute, or by rule, regulation or order issued pursuant thereto;
(19) a court, magistrate, or administrative tribunal, or to
opposing
[[Page 5483]]
counsel in a proceeding before any of the above, of any record within
the system which constitutes evidence in that proceeding, or which is
sought in the course of discovery to the extent that USDA determines
that the records are relevant to the proceedings;
(20) any agency of the Federal Government which has identified USDA
or Non-USDA employees as having defaulted in the repayment of an
obligation incurred under any statutory authority except the Internal
Revenue Code, the Social Security Act, or the U.S. tariff laws;
(21) the Internal Revenue Service to enable it to offset and
satisfy past due, legally enforceable debts owed to USDA against
Federal income tax refunds;
(22) labor organizations recognized under 5 U.S.C. Chapter 71 to
provide home addresses or designated mailing addresses of bargaining
unit employees;
(23) the cooperator(s) selected to evaluate personnel-related
demonstration projects;
(24) The names, social security numbers, home addresses, dates of
birth, dates of hire, quarterly earnings, employer identifying
information and State of hire of employees may be disclosed to the
Office of Child Support Enforcement, Administration for Children and
Families, Department of Health and Human Services for the purpose of
locating individuals to establish paternity, establishing and modifying
sources of income, and for other child support enforcement actions as
required by the Personal Responsibility and Work Opportunity
Reconciliation Act of 1966 (Pub. L. 104-193). Se.
(25) To the Department of Justice (DOJ) when: (a) USDA or Non-USDA
or any component thereof; or (b) any employee of USDA or Non-USDA in
his or her official capacity where the Department of Justice has agreed
to represent the employee; or (c) the United States Government, is a
party to litigation or has an interest in such litigation, and USDA or
Non-USDA determines that the records are both relevant and necessary to
the litigation and the use of such records by the Department of Justice
is deemed by USDA or Non-USDA to be for a purpose that is compatible
with the purpose for which USDA or Non-USDA collected the records.
(26) To a congressional office in response to an inquiry from that
Congressional office made at the written request of the individual
about whom the record pertains;
(27) To the National Archives and Records Administration (NARA) or
other Federal government agencies pursuant to records management
activities being conducted under 44 U.S.C. 2904 and 2906;
(28) To appropriate agencies, entities, and persons when (1) USDA
suspects or has confirmed that the security or confidentiality of
information in the system of records has been compromised; (2) USDA has
determined that as a result of the suspected or confirmed breach, there
is a risk of harm to individuals, USDA (including its information
systems, programs, and operations), the Federal Government, or national
security; and (3) the disclosure to such agencies, entities, and
persons is reasonably necessary to assist in connection with USDA's
efforts to respond to the suspected or confirmed compromise and
prevent, minimize, or remedy such harm; or to another Federal agency or
Federal entity, when 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 agency
(including its information systems, programs, and operations), the
Federal Government, or national security.
(29) When a record on its face, or in conjunction with other
records, indicates a violation or potential violation of law, whether
civil, criminal or regulatory in nature, and whether arising by general
statute or particular program, statute, or by regulation, rule, or
order issued pursuant thereto, disclosure may be made to the
appropriate Federal, State, local, foreign, Tribal, or other public
authority responsible for enforcing, investigating, or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation, or order issued pursuant thereto, if the information
disclosed is relevant to any enforcement, regulatory, investigative or
prosecutive responsibility of the receiving entity. Referral to the
appropriate agency, whether Federal, State, local, or foreign, charged
with the responsibility of investigating or prosecuting violation of
law, or of enforcing or implementing a statute, rule, regulation, or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation of
law, whether civil, criminal, or regulatory in nature;
(30) To a court or adjudicative body in a proceeding when: (a) USDA
or non-USDA or any component thereof; or (b) any employee of USDA in
his or her official capacity; or (c) any employee of USDA in his or her
individual capacity where USDA has agreed to represent the employee; or
the United States Government is a party to litigation or has an
interest in such litigation, and USDA determines that the records are
both relevant and necessary to the litigation, and that use of such
records is therefore deemed by USDA to be for a purpose that is
compatible with the purpose for which USDA collected the records;
(31) To contractors and their agents, grantees, experts,
consultants, and others performing or working on a contract, service,
grant, cooperative agreement, or other assignment for the USDA or Non-
USDA, when necessary to accomplish an agency function related to this
system of records. Individuals providing information under this routine
use are subject to the same Privacy Act requirements and limitations on
disclosure as are applicable to USDA officers and employees;
(32) To appropriate agencies, entities, and persons (1) when NFC
suspects or has confirmed that there has been a breach of the system of
records, (2) NFC has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, NFC (including
its information systems, programs, and operations), the Federal
Government, or national security and (3) the disclosure made to such
agencies, entities, and persons are reasonably necessary to assist in
connection with NFC efforts to respond to the suspected or confirmed
breach or to prevent, minimize, or remedy such harm;
(33) To another Federal agency or Federal entity, when NFC
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;
(34) To disclose relevant information with personal identifiers of
Federal civilian employees whose records are contained in the
Personnel, Payroll, and Time & Attendance System for USDA and Non-USDA
Employees to an authorized Federal, State, tribal, local, or foreign
agency, or other public authority. This will help eliminate waste,
fraud, and abuse in Governmental programs or operations; to help
identify individuals who are potentially in violation of civil or
criminal law or regulation; and to
[[Page 5484]]
collect debts and overpayments owed to Federal, State, or local
governments and their components;
(35) To an agency or organization 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.
POLICIES AND PRACTICIES FOR STORAGE OF RECORDS:
Electronic records are stored at the USDA Office of the Chief
Information Officer (OCIO), Digital Infrastructure Services Center
(DISC) Data Center, and Iron Mountain Digital Records Center. All other
record formats are stored at the Federal Records Centers.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
These records are retrieved by various combinations of name,
agency, birth date, social security number, or identification number of
the individual on whom they are maintained.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records are retained and disposed of in accordance with approved
NARA guidance, NFC Records Control Schedule N1-016-10-7.
Pursuant to this records schedule, records are retained for 56
years.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Paper or microfiche/microfilmed records are located at the Federal
Records Centers. Access to computerized records is limited, through use
of user logins and passwords, access codes, and entry logs, to those
whose official duties require access.
Computerized records systems are consistent with the requirements
of the Federal Information Security Management Act (Pub. L. 107-296),
and associated OMB policies, standards and guidance from the National
Institute of Standards and Technology.
RECORD ACCESS PROCEDURES:
Individuals seeking to gain access to a record in this system of
records maycontact the NFC Director at the address listed above.
Provide the NFC Director with the necessary particulars such as full
legal name, date of birth, work address, country of citizenship.
Requesters must also reasonably specify the record contents sought. The
request must meet the requirements of the regulations at 34 CFR 5b.5,
including proof of identity. All requests for access to records must be
in writing and should be submitted to the NFC Director at the address
listed above. A determination whether a record may be accessed will be
made at the time a request is received.
CONTESTING RECORDS PROCEDURES:
Individuals seeking to contest or amend information maintained in
the system should direct their request to the above listed NFC Director
and should include the reason for contesting it and the proposed
amendment to the information with supporting information to show how
the record is inaccurate. A request for contesting records should
contain: Name, address including zip code, name of the system of
records, year of records in question, and any other pertinent
information to help identify the data requested.
NOTIFICATION PROCEDURES:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to the individual, from the NFC Director listed above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Federal Register, Vol. 40, No. 167, August 27, 1975, page 38986-
38989; Federal Register, Vol. 63, No 18, Wednesday, January 18, 1998.
Trudy Sandefer,
Deputy Director, GESD/NFC/OCFO/USDA.
[FR Doc. 2024-01680 Filed 1-26-24; 8:45 am]
BILLING CODE 3410-68-P
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