Notice2024-11249
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
May 22, 2024
Issuing agencies
Energy DepartmentFederal Energy Regulatory Commission
Abstract
In accordance with the Privacy Act of 1974, all agencies are required to publish in the Federal Register a notice of their systems of records. Notice is hereby given that the Federal Energy Regulatory Commission (FERC) is publishing a notice of modifications to an existing FERC system of records titled "Financial Management Records (FERC-56)" previously titled "PeopleSoft Financials (FERC-56)".
Full Text
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<title>Federal Register, Volume 89 Issue 100 (Wednesday, May 22, 2024)</title>
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[Federal Register Volume 89, Number 100 (Wednesday, May 22, 2024)]
[Notices]
[Pages 44970-44972]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2024-11249]
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DEPARTMENT OF ENERGY
Federal Energy Regulatory Commission
Privacy Act of 1974; System of Records
AGENCY: Federal Energy Regulatory Commission (FERC), DOE.
ACTION: Notice of a modified system of records.
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SUMMARY: In accordance with the Privacy Act of 1974, all agencies are
required to publish in the Federal Register a notice of their systems
of records. Notice is hereby given that the Federal Energy Regulatory
Commission (FERC) is publishing a notice of modifications to an
existing FERC system of records titled ``Financial Management Records
(FERC-56)'' previously titled ``PeopleSoft Financials (FERC-56)''.
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 FERC, the
modified system of records will become effective a minimum of 30 days
after date of publication in the Federal Register. If FERC receives
public comments, FERC shall review the comments to determine whether
any changes to the notice are necessary.
ADDRESSES: Comments may be submitted in writing to Federal Energy
Regulatory Commission, 888 First Street NE, Washington, DC 20426, or
electronically to <a href="/cdn-cgi/l/email-protection#0f7f7d66796e6c764f696a7d6c21686079"><span class="__cf_email__" data-cfemail="6616140f1007051f260003140548010910">[email protected]</span></a>. Comments should indicate that they
are submitted in response to ``Financial Management Records (FERC-
56).''
FOR FURTHER INFORMATION CONTACT: Mittal Desai, Chief Information
Officer & Senior Agency Official for Privacy, Office of the Executive
Director, Federal Energy Regulatory Commission, 888 First Street NE,
Washington, DC 20426, (202) 502-6432.
SUPPLEMENTARY INFORMATION: In accordance with the Privacy Act of 1974,
and to comply with the Office of
[[Page 44971]]
Management and Budget (OMB) Memorandum M-17-12, Preparing for and
Responding to a Breach of Personally Identifiable Information, January
3, 2017, this notice has fourteen (14) routine uses, including two new
routine uses that will permit FERC to disclose information as necessary
in response to an actual or suspected breach that pertains to a breach
of its own records or to assist another agency in its efforts to
respond to a breach that was previously published separately at 87 FR
35543 (June 10, 2022).
The following sections have been updated to reflect changes made
since the publication of the last notice in the Federal Register:
dates; addresses; system name; system location; authority for
maintenance of the system; purpose of the system; categories of
individuals covered by the system; categories of records in the system;
record source categories; routine uses of records maintained in the
system, including categories of users and the purpose of such; policies
and practices for storage of records; policies and practices for
retrieval of records; policies and practices for retention and disposal
of records; administrative, technical, and physical safeguards; records
access procedures; contesting records procedures; notification
procedures; and history.
SYSTEM NAME AND NUMBER:
Financial Management Records (FERC-56).
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Federal Energy Regulatory Commission, Office of the Executive
Director, Financial Information Technology and Travel Division, 888
First Street NE, Washington, DC 20426.
Third-Party Service Provider: Accenture Federal Services, 800 N
Glebe Rd., #300, Arlington, VA 22203.
SYSTEM MANAGER(S):
System Manager/Project Manager, Federal Energy Regulatory
Commission, Office of the Executive Director, Financial Information
Technology and Travel Division, 888 First Street NE, Washington, DC
20426.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
31 U.S.C. 3511, 31 U.S.C. 3512(b).
PURPOSE(S) OF THE SYSTEM:
The main purpose of the system is to provide the official financial
management capability for FERC to account for and control appropriated
resources and to maintain accounting and financial information
associated with the normal operation of a U.S. government organization.
The purposes of the system include, but are not limited to: (1) to make
authorized payments for goods and services to companies or individuals
doing business with FERC; (2) to make authorized reimbursement payments
to an employee; (3) to prepare Internal Revenue Service tax reports;
and (4) to account for regulatory fees owed to FERC. The system is also
used to provide the Commission with advanced analytics and dashboard
reports for financial, Human Resource, and payroll data.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
The categories of individuals on whom records are maintained in the
system of records are salaried employees, non-salaried employees,
current employees, former employees, vendors, consultants, legal
representatives, and representatives of regulated entities.
CATEGORIES OF RECORDS IN THE SYSTEM:
The categories of records maintained in the system of records
include: financial and payroll records on current and former employees,
such as name, Social Security Numbers (SSNs)/Taxpayer Identification
Numbers (TINs), home addresses, bank account number, credit card
numbers, invoices, travel request and reimbursement forms, claims for
reimbursement, claims based on a legal settlement, and employee
identifier. The system of records also contains financial records on
vendors, consultants, legal representatives, as part of a contract or
reimbursement claim, which include names, home or business addresses,
vendor IDs, SSNs/TINs, bank account numbers for electronic fund
transfer of payments, invoices, supplier or vendor ID, and claims for
reimbursement.
RECORD SOURCE CATEGORIES:
Information is obtained from current and former employees seeking
reimbursement from FERC for expenses incurred while on official travel
or for training; current and former employees for the payment of legal
settlements; vendors and individual points of contact for a vendor
seeking reimbursement for goods or services provided to FERC; and from
assessment performed related to collecting receivables for FERC.
Information is obtained through an integration with FERC's payroll
provider that transmits payroll records for the purpose of generating a
financial payroll journal entry.
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, information maintained in this system may
be disclosed to authorized entities outside FERC for purposes
determined to be relevant and necessary as a routine use pursuant to 5
U.S.C. 552a(b)(3) as follows:
1. To appropriate agencies, entities, and persons when (1) FERC
suspects or has confirmed that there has been a breach of the system of
records; (2) FERC has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, the Commission
(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 Commission's efforts to respond to the
suspected or confirmed breach or to prevent, minimize, or remedy such
harm.
2. To another Federal agency or Federal entity, when FERC
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.
3. To a congressional office from the record of an individual in
response to an inquiry from that congressional office made at the
request of that individual.
4. To the Equal Employment Opportunity Commission (EEOC) when
requested 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 or
regulation.
5. To the Federal Labor Relations Authority or its General Counsel
when requested in connection with investigations of allegations of
unfair labor practices or matters before the Federal Service Impasses
Panel.
6. To disclose information to another Federal agency, to a court,
or a party in litigation before a court or in an administrative
proceeding being
[[Page 44972]]
conducted by a Federal agency, when the Government is a party to the
judicial or administrative proceeding. In those cases where the
Government is not a party to the proceeding, records may be disclosed
if a subpoena has been signed by a judge.
7. To the Department of Justice (DOJ) for its use in providing
legal advice to FERC or in representing FERC in a proceeding before a
court, adjudicative body, or other administrative body, where the use
of such information by the DOJ is deemed by FERC to be relevant and
necessary to the advice or proceeding, and such proceeding names as a
party in interest: (a) FERC; (b) any employee of FERC in his or her
official capacity; (c) any employee of FERC in his or her individual
capacity where DOJ has agreed to represent the employee; or (d) the
United States, where FERC determines that litigation is likely to
affect FERC or any of its components.
8. To non-Federal Personnel, such as contractors, agents, or other
authorized individuals performing work on a contract, service,
cooperative agreement, job, or other activity on behalf of FERC or
Federal Government and who have a need to access the information in the
performance of their duties or activities.
9. To the National Archives and Records Administration in records
management inspections and its role as Archivist.
10. To the Merit Systems Protection Board or the Board's Office of
the Special Counsel, when relevant information is requested in
connection with appeals, special studies of the civil service and other
merit systems, review of OPM rules and regulations, and investigations
of alleged or possible prohibited personnel practices.
11. To appropriate Federal, State, or local agency responsible for
investigating, prosecuting, enforcing, or implementing a statute, rule,
regulation, or order, if the information may be relevant to a potential
violation of civil or criminal law, rule, regulation, order.
12. To appropriate agencies, entities, and person(s) that are a
party to a dispute, when FERC determines that information from this
system of records is reasonably necessary for the recipient to assist
with the resolution of the dispute; the name, address, telephone
number, email address, and affiliation; of the agency, entity, and/or
person(s) seeking and/or participating in dispute resolution services,
where appropriate.
13. To the Department of Treasury to issue authorized payments to
companies and individuals or to issue authorized reimbursement payments
to employees.
14. To the Internal Revenue Service (IRS) and companies or
individuals who have received qualifying payments during the tax year
as recipients of IRS-1099 reporting.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are stored electronically on a FedRAMP-authorized cloud
service provider, and on a FedRAMP-authorized SharePoint site and
shared drive. Files are zipped and encrypted after processing. In
addition, all FERC employees and contractors with authorized access
have undergone a thorough background security investigation. Data
access is restricted to agency personnel or contractors whose
responsibilities require access. Access to electronic records is
controlled by the organization's Single Sign-On and Multi-Factor
Authentication Solution. Role based access is used to restrict
electronic data access and the organization employs the principle of
least privilege, allowing only authorized users with access (or
processes acting on behalf of users) necessary to accomplish assigned
tasks in accordance with organizational missions and business
functions.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records may be retrieved by name of employee or name of vendor, and
vendor or supplier ID (system unique) for both employees and vendors.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records are retained in accordance with the applicable National
Archives and Records Administration (NARA) schedules, General Records
Schedules as follows:
General Records Schedule (GRS) 1.1: Financial Management and
Reporting Records. Item 010: Disposition Authority: DAA-GRS-2016-0013-
0001. Temporary. Destroy when 3 years old, but longer retention is
authorized if needed for business use.
General Records Schedule (GRS) 1.1: Financial Management and
Reporting Records. Item 011: Disposition Authority: DAA-GRS-2013-0003-
0002. Temporary. Destroy when business use ceases, but longer retention
is authorized if needed for business use.
General Records Schedule (GRS) 5.2: Transitory and Intermediary
Records. Item 020: Disposition Authority: DAA-GRS-2022-0009-0002.
Temporary. Destroy upon creation or update of the final record, or when
no longer needed for business use, whichever is later.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
See Policies and Practices for Storage of Records.
RECORD ACCESS PROCEDURES:
Individuals requesting access to the contents of records must
submit a request through the Freedom of Information Act (FOIA) office.
The FOIA website is located at: <a href="https://www.ferc.gov/foia">https://www.ferc.gov/foia</a>. Requests may
be submitted through the following portal: <a href="https://www.ferc.gov/enforcement-legal/foia/electronic-foia-privacy-act-request-form">https://www.ferc.gov/enforcement-legal/foia/electronic-foia-privacy-act-request-form</a>.
Written requests for access to records should be directed to: Director,
Office of External Affair, Federal Energy Regulatory Commission, 888
First Street NE, Washington, DC 20426.
CONTESTING RECORD PROCEDURES:
See Records Access Procedures.
NOTIFICATION PROCEDURES:
Generalized notice is provided by the publication of this notice.
For specific notice, see Records Access Procedures, above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
74 FR 48530 (September 23, 2009), 87 FR 2777 (January 19, 2022)
Dated: May 16, 2024.
Debbie-Anne A. Reese,
Acting Secretary.
[FR Doc. 2024-11249 Filed 5-21-24; 8:45 am]
BILLING CODE 6717-01-P
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</html>Indexed from Federal Register on May 22, 2024.
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.