Notice2024-08762
Privacy Act of 1974; System of Records
Primary source
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Published
April 24, 2024
Issuing agencies
Defense Department
Abstract
In accordance with the Privacy Act of 1974, the DoD is modifying and reissuing a current system of records titled, "MyPay System," T7336. This system of records was originally established by the DFAS to collect and maintain records on individual payroll accounts. This system of records notice (SORN) is being updated to expand the `Categories of Individuals Covered' section to cover non- appropriate personnel, and to add the standard DoD routine uses (routine uses A through J). The DoD is also modifying various other sections within the SORN to improve clarity or update information that has changed.
Full Text
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<title>Federal Register, Volume 89 Issue 80 (Wednesday, April 24, 2024)</title>
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[Federal Register Volume 89, Number 80 (Wednesday, April 24, 2024)]
[Notices]
[Pages 31149-31151]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2024-08762]
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DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DoD-2024-OS-0041]
Privacy Act of 1974; System of Records
AGENCY: Defense Finance and Accounting Service (DFAS), Department of
Defense (DoD).
ACTION: Notice of a modified system of records.
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SUMMARY: In accordance with the Privacy Act of 1974, the DoD is
modifying and reissuing a current system of records titled, ``MyPay
System,'' T7336. This system of records was originally established by
the DFAS to collect and maintain records on individual payroll
accounts. This system of records notice (SORN) is being updated to
expand the `Categories of Individuals Covered' section to cover non-
appropriate personnel, and to add the standard DoD routine uses
(routine uses A through J). The DoD is also modifying various other
sections within the SORN to improve clarity or update information that
has changed.
DATES: This system of records is effective upon publication; however,
comments on the Routine Uses will be accepted on or before May 24,
2024. The Routine Uses are effective at the close of the comment
period.
ADDRESSES: You may submit comments, identified by docket number and
title, by either of the following methods:
* Federal Rulemaking Portal: <a href="https://www.regulations.gov">https://www.regulations.gov</a>. Follow
the instructions for submitting comments.
* Mail: Department of Defense, Office of the Assistant to the
Secretary of Defense for Privacy, Civil Liberties, and Transparency,
Regulatory Directorate, 4800 Mark Center Drive, Attn: Mailbox 24, Suite
08D09, Alexandria, VA 22350-1700.
Comments should be sent electronically to the docket listed above.
Instructions: 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="https://www.regulations.gov">https://www.regulations.gov</a> as they are received without change,
including any personal identifiers or contact information.
FOR FURTHER INFORMATION CONTACT: Mr. Gregory L. Outlaw, Defense Finance
and Accounting Service, Freedom of Information/Privacy Act Program
Manager, Corporate Communications, DFAS-ZCF/N, 8899 E 56th Street,
Indianapolis, IN 46249-0150 or by phone at (317) 212-4591.
SUPPLEMENTARY INFORMATION:
I. Background
The MyPay system of records is used to track and allow authorized
individuals the ability to retrieve, review, and update payroll
information. It is an innovative, automated system that puts the
authorized individual in control of processing certain discretionary
pay items without using paper forms. Subject to public comment, the DoD
is adding the standard DoD routine uses (routine uses A through J).
Additionally, the following sections of this SORN are being modified as
follows: (1) to the System Manager and System Location sections to
update the addresses and office names; (2) to the Authority for
Maintenance of the System section to add additional authorities; (3) to
the Purpose of the System section to clarity the scope of the system;
(4) to the Categories of Individuals to expand the individuals covered;
(5) to the Categories of Records in the System to add additional
categories; (6) to the Records Source Categories to add additional
sources; (7) to the Records Storage Section to update storage medium in
which records are maintained; (8) to the Administrative, Technical, and
Physical Safeguards to
[[Page 31150]]
update the individual safeguards protecting the personal information;
(9) to the Record Access, Contesting, and Notification Record
Procedures section, to reflect the need for individuals to identify the
appropriate DoD office and/or component to direct their request and to
update the appropriate citation for contesting records. Furthermore,
this notice includes non-substantive changes to simplify the formatting
and text of the previously published notice.
DoD SORNs have been published in the Federal Register and are
available from the address in FOR FURTHER INFORMATION CONTACT or at the
Office of the Assistant to the Secretary for Privacy and Civil
Liberties Directorate website at <a href="https://dpcld.defense.gov/privacy">https://dpcld.defense.gov/privacy</a>.
II. Privacy Act
Under the Privacy Act, a ``system of records'' is a group of
records under the control of an agency from which information is
retrieved by the name of an individual or by some identifying number,
symbol, or other identifying particular assigned to the individual. In
the Privacy Act, an individual is defined as a U.S. citizen or lawful
permanent resident.
In accordance with 5 U.S.C. 552a(r) and Office of Management and
Budget (OMB) Circular No. A-108, OATSD (PCLT) has provided a report of
this system of records to the OMB and to Congress.
Dated: April 19, 2024.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
MyPay System, T7336.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
A. Defense Finance and Accounting Service--Indianapolis, 8899 East
56th St., Indianapolis, IN 46249.
B. Office of Personnel Management, 4685 Log Cabin Drive, Macon, GA
31204-6317.
SYSTEM MANAGER(S):
MyPay System Manager, Defense Finance and Accounting Service--
Indianapolis, (DFAS-IN/ZTBD), 8899 East 56th Street, Indianapolis, IN
46249, <a href="/cdn-cgi/l/email-protection#e185878092cf878e8880a18c80888dcf8c888d"><span class="__cf_email__" data-cfemail="9df9fbfceeb3fbf2f4fcddf0fcf4f1b3f0f4f1">[email protected]</span></a>.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. Chapter 53, Pay Rates and Systems; 5 U.S.C. Chapter 55,
Pay Administration; 5 U.S.C. Chapter 81, Compensation For Work
Injuries; 10 U.S.C. 113, Secretary of Defense; 10 U.S.C. Chapter 11,
Reserve Components; 10 U.S.C. Chapter 61, Retirement Or Separation For
Physical Disability; 10 U.S.C. Chapter 63, Retirement For Age; 10
U.S.C. Chapter 65, Retirement Of Warrant Officers For Length Of
Service; 10 U.S.C. Chapter 67, Retired Pay for Non-Regular Service; 10
U.S.C Chapter 69, Retired Grade; 10 U.S.C. Chapter 71, Computation Of
Retired Pay; 10 U.S.C. Chapter 73, Annuities Based on Retired or
Retainer Pay; 37 U.S.C., sections 101-1015, Pay And Allowances Of The
Uniformed Services; and E.O. 9397 (SSN) as amended.
PURPOSE(S) OF THE SYSTEM:
To track and allow authorized individuals the ability to retrieve,
review and update payroll information from their specific payroll
system(s). Records are also used for extraction or compilation of data
and reports for management studies and statistical analyses for use
internally or externally as required by DoD or other government
agencies.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
A. Active Duty and Reserve military personnel, Military service
academy cadets, Naval Reserve Officer Training Corps students; Reserve/
National Guard retiree not yet eligible for retired pay, Armed Forces
Health Professions Scholarship Program (AFHPSP) students.
B. DoD Civilian employees, to include Non-Appropriated Funds (NAF)
employees.
C. Military retirees, their former spouses (Former Spouse
Protection Act (FSPA) Claimants), and annuitants.
D. Other Federal agencies employees, to include Executive Office of
the President employees, Department of Health and Human Services,
Department of Energy, Department of Veterans Affairs, and United States
Agency for Global Media.
CATEGORIES OF RECORDS IN THE SYSTEM:
A. Personal Information, to include name, Social Security Number
(SSN), DoD ID number, military branch of service, employment status (as
appropriate), pay plan/grade/step, and home address and email.
B. Financial Information, to include pay, wage, benefits, earnings,
and allowances; additional pay (bonuses, special and incentive pays);
allotments and other withholdings, such as taxes withheld/paid, debts,
and retirement contributions; banking information; leave balances and
leave history.
C. Transaction Information, to include records of transactions
initiated by the individual using the MyPay system, such as mailing
address, allotments, tax withholdings, direct deposit, and health
savings account.
RECORD SOURCE CATEGORIES:
Records and information stored in this system of records are
obtained from: Individual; Defense Joint Military Pay System (DJMS),
Defense Civilian Pay System (DCPS), Defense Manpower Data Center
(DMDC), Health and Human Services (HHS), Veteran Affairs (VA),
Executive Office of the President, Department of Energy and United
States Agency for Global Media.
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, as amended, all or a portion of the
records or information contained herein may specifically be disclosed
outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as
follows:
A. To contractors, grantees, experts, consultants, students, and
others performing or working on a contract, service, grant, cooperative
agreement, or other assignment for the Federal Government when
necessary to accomplish an agency function related to this system of
records.
B. To the appropriate Federal, State, local, territorial, tribal,
foreign, or international law enforcement authority or other
appropriate entity where a record, either alone or in conjunction with
other information, indicates a violation or potential violation of law,
whether criminal, civil, or regulatory in nature.
C. To any component of the Department of Justice for the purpose of
representing the DoD, or its components, officers, employees, or
members in pending or potential litigation to which the record is
pertinent.
D. In an appropriate proceeding before a court, grand jury, or
administrative or adjudicative body or official, when the DoD or other
Agency representing the DoD determines that the records are relevant
and necessary to the proceeding; or in an appropriate proceeding before
an administrative or adjudicative body when the adjudicator determines
the records to be relevant to the proceeding.
E. To the National Archives and Records Administration for the
purpose of records management inspections conducted under the authority
of 44 U.S.C. 2904 and 2906.
F. To a Member of Congress or staff acting upon the Member's behalf
when
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the Member or staff requests the information on behalf of, and at the
request of, the individual who is the subject of the record.
G. To appropriate agencies, entities, and persons when (1) the DoD
suspects or confirms a breach of the system of records; (2) the DoD
determines as a result of the suspected or confirmed breach there is a
risk of harm to individuals, the DoD (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 the DoD's
efforts to respond to the suspected or confirmed breach or to prevent,
minimize, or remedy such harm.
H. To another Federal agency or Federal entity, when the DoD
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.
I. To another Federal, State or local agency for the purpose of
comparing to the agency's system of records or to non-Federal records,
in coordination with an Office of Inspector General in conducting an
audit, investigation, inspection, evaluation, or some other review as
authorized by the Inspector General Act.
J. To such recipients and under such circumstances and procedures
as are mandated by Federal statute or treaty.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records may be stored electronically in secure facilities in a
locked drawer behind a locked door. The records may be stored on
magnetic disc, tape, or digital media; in agency-owned cloud
environments; or in vendor Cloud Service Offerings certified under the
Federal Risk and Authorization Management Program (FedRAMP).
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records may be retrieved by name and SSN.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records may be temporary in nature and destroyed when actions are
completed, they are superseded, obsolete, or no longer needed. Other
records may be cut off at the end of the payroll year, destroyed up to
6 years and 3 months after cutoff.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
The DoD safeguards records in this system of records according to
applicable rules, policies, and procedures, including all applicable
DoD automated systems security and access policies. DoD policies
require the use of controls to minimize the risk of compromise of
personally identifiable information (PII) in paper and electronic form
and to enforce access by those with a need to know and with appropriate
clearances. Additionally, the DoD established security audit and
accountability policies and procedures which support the safeguarding
of PII and detection of potential PII incidents. The DoD routinely
employs safeguards such as the following to information systems and
paper recordkeeping systems: Multifactor log-in authentication
including Common Access Card (CAC) authentication and password;
physical token as required; physical and technological access controls
governing access to data; network encryption to protect data
transmitted over the network; disk encryption securing disks storing
data; key management services to safeguard encryption keys; masking of
sensitive data as practicable; mandatory information assurance and
privacy training for individuals who will have access; identification,
marking, and safeguarding of PII; physical access safeguards including
multifactor identification physical access controls, detection and
electronic alert systems for access to servers and other network
infrastructure; and electronic intrusion detection systems in DoD
facilities.
RECORD ACCESS PROCEDURES:
Individuals seeking access to their records should address written
inquiries to the Defense Finance and Accounting, Freedom of
Information/Privacy Act Program Manager, Corporate Communications,
DFAS-ZCF/IN, 8899 E 56th Street, Indianapolis, IN 46249-0150. Signed
written requests should contain the name and number of this system of
records notice along with full name, SSN for verification, current
address, and email address of the individual. In addition, the
requester must provide either a notarized statement or an unsworn
declaration made in accordance with 28 U.S.C. 1746, in the appropriate
format:
If executed outside the United States: ``I declare (or certify,
verify, or state) under penalty of perjury under the laws of the United
States of America that the foregoing is true and correct. Executed on
(date). (Signature).''
If executed within the United States, its territories, possessions,
or commonwealths: ``I declare (or certify, verify, or state) under
penalty of perjury that the foregoing is true and correct. Executed on
(date). (Signature).''
CONTESTING RECORD PROCEDURES:
The DoD rules for accessing records, contesting contents, and
appealing initial Component determinations are contained in 32 CFR part
310, or may be obtained from the system manager.
NOTIFICATION PROCEDURES:
Individuals seeking to determine whether information about
themselves is contained in this system of records should follow the
instructions for Record Access Procedures above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
June 16, 2006, 71 FR 34898.
[FR Doc. 2024-08762 Filed 4-23-24; 8:45 am]
BILLING CODE 6001-FR-P
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</html>Indexed from Federal Register on April 24, 2024.
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