Notice2025-21745
Privacy Act of 1974; System of Records
Primary source
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Published
December 2, 2025
Effective
January 2, 2026
Issuing agencies
Transportation Department
Abstract
In accordance with the Privacy Act of 1974, the Department of Transportation (DOT), Office of the Secretary (OST), proposes to rename, update, and reissue an existing system of records titled, "DOT/ALL 7--Departmental Accounting and Financial Information System (DAFIS) and Delphi Accounting System." The name of this system of records notice will be changed to "DOT/ALL 7--DOT Financial Management Records". The records in the system are used to perform transaction based financial management functions and mandated government reporting.
Full Text
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<title>Federal Register, Volume 90 Issue 229 (Tuesday, December 2, 2025)</title>
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[Federal Register Volume 90, Number 229 (Tuesday, December 2, 2025)]
[Notices]
[Pages 55335-55339]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2025-21745]
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DEPARTMENT OF TRANSPORTATION
Office of the Secretary
[Docket No. DOT-OST-2025-1359]
Privacy Act of 1974; System of Records
AGENCY: Office of the Departmental Chief Information Officer, Office of
the Secretary of Transportation, Department of Transportation (DOT).
ACTION: Notice of a modified System of Records.
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SUMMARY: In accordance with the Privacy Act of 1974, the Department of
Transportation (DOT), Office of the Secretary (OST), proposes to
rename, update, and reissue an existing system of records titled,
``DOT/ALL 7--Departmental Accounting and Financial Information System
(DAFIS) and Delphi Accounting System.'' The name of this system of
records notice will be changed to ``DOT/ALL 7--DOT Financial Management
Records''. The records in the system are used to perform transaction
based financial management functions and mandated government reporting.
DATES: Submit comments on or before January 2, 2026. The Department may
publish an amended Systems of Records Notice considering any comments
received. This modified system will be effective immediately upon
publication. The routine uses will be effective January 2, 2026.
ADDRESSES: You may submit comments, identified by docket number DOT-
OST-2025-1359 by one of the following methods:
<bullet> Federal e-Rulemaking Portal: <a href="https://www.regulations.gov">https://www.regulations.gov</a>.
Follow the instructions for submitting comments.
<bullet> Mail: Department of Transportation Docket Management, Room
W12-140, 1200 New Jersey Ave. SE, Washington, DC 20590.
<bullet> Hand Delivery or Courier: West Building Ground Floor, Room
W12-140, 1200 New Jersey Ave. SE, between 9 a.m. and 5 p.m. ET, Monday
through Friday, except Federal holidays.
<bullet> Instructions: You must include the agency name and docket
number DOT-OST-2025-1359. All comments received will be posted without
change to <a href="https://www.regulations.gov">https://www.regulations.gov</a>, including any personal
information provided. You may review the Department of Transportation's
complete Privacy Act statement in the Federal Register published on
April 11, 2000 (65 FR 19477-78).
Privacy Act: Anyone is able to search the electronic form of all
comments received in any of our dockets by the name of the individual
submitting the comment (or signing the comment, if submitted on behalf
of an association, business, labor union, etc.).
Docket: For access to the docket to read background documents or
comments received, go to <a href="https://www.regulations.gov">https://www.regulations.gov</a> or to the street
address listed above. Follow the online instructions for accessing the
docket.
FOR FURTHER INFORMATION CONTACT: For questions, please contact Karyn
Gorman, Departmental Chief Privacy Officer, Privacy Office, Department
of Transportation, Washington, DC 20590; email: <a href="/cdn-cgi/l/email-protection#0f7f7d66796e6c764f6b607b21686079"><span class="__cf_email__" data-cfemail="8dfdffe4fbeceef4cde9e2f9a3eae2fb">[email protected]</span></a>; or
202-603-8321.
SUPPLEMENTARY INFORMATION:
Notice Updates
This Notice includes both substantive changes and non-substantive
changes to the previously published Notice. The substantive changes
have been made to system name, system location, system manager,
authority for maintenance of the system, categories of individuals
covered by the system, categories of records in the system, purpose of
the system, record source categories, Routine Uses maintained in the
system, policies and practices for storing, retrieval, retention and
disposal of the records in the system, and administrative, technical
and physical safeguards. Non-substantive changes have been made to
record access procedures as well as revisions to align with the
requirements of Office of Management and Budget Memoranda (OMB) A-108
and to ensure consistency with other Notices issued by the Department
of Transportation.
Background
In accordance with the Privacy Act of 1974, the Department of
Transportation proposes to modify and re-issue an existing system of
records titled ``DOT/ALL 7--Departmental Accounting and Financial
Information System (DAFIS) and Delphi Accounting System'' and change
the name to ``DOT/ALL 7--DOT Financial Management Records''. This
system of records covers records collected and maintained for the
purposes of performing transaction based financial management functions
and mandated government reporting. The following substantive changes
have been made to the Notice:
1. System Name: Is updated to ``DOT/ALL 7--DOT Financial Management
Records'' from ``DOT/ALL 7--Departmental Accounting and Financial
Information System (DAFIS) and Delphi Accounting System'' to more
accurately reflect the records covered under the Notice.
2. System Location: Is updated to remove outdated references to
Operating Administrations and specify the location of DOT's Federal
shared service provider.
3. System Manager: This Notice updates the system manager name and
address. The previous address listed was U.S. DOT, 400 7th Street SW,
Washington, DC 20590.
4. Authority: This Notice updates the authorities to include 49
U.S.C. 322 (DOT general powers), 31 U.S.C. 3512 (b) (agency authority
to maintain financial management systems and internal controls), 26
U.S.C. 6109 (Identifying numbers), 41 CFR Chapters 300-304 (Federal
Travel Regulations) and E.O. 9397 (SSN) as amended (relating to use of
SSNs) to expand and include relevant regulations to align with the
collection of personally identifiable information and data in the
system.
5. Purpose: Is updated to clarify how the records are used in the
system and for what purpose and to include non-DOT federal agencies on
a fee for use basis.
[[Page 55336]]
6. Categories of Individuals: Updated categories of individuals to
clearly define and identify who is covered by this system of records to
include employees, individuals engaged with business activities as
invitational travelers, vendors, debtors, or grantees, for DOT
Operating Administrations, and other federal agencies on a fee-for-use
basis.
7. Categories of Records: Updated to better describe the type of
records maintained in the system to include individuals' contact
information, bank account information, travel reimbursement data,
government-issued charge cards, and sole proprietor information serving
as an individual.
8. Record source Categories: Updated to remove reference to the
legacy DOT Consolidated Uniform Payroll System and replaced with
current source categories from which individual's data is obtained.
9. Routine Uses: Updated routine uses to include system specific
routine uses that allows disclosing of data obtained from the General
Services Administration (GSA) System for Award Management, and added
disclosure for Treasury's Do Not Pay Working System to support
Executive Order 14249, Protecting America's Bank Account Against Fraud,
Waste, and Abuse, and align with recent requirements specified in the
August 20, 2025 OMB Memo M-25-32, Preventing Improper Payments and
Protecting Privacy Through Do Not Pay. This notice also modifies the
routine uses by adding and updating the specific DOT General Routine
Uses that apply to this system.
10. Records Storage: Updated policies and practices for the storage
of records to inform the public that records are no longer stored on
magnetic tape or disks, microfiche, and paper and now are digitized and
input records are maintained on electronic storage media.
11. Records Retrieval: Updated the policies and practices for the
retrieval of records to inform the public records may be retrieved by a
unique supplier number assigned by the system and queried by Social
Security Number (SSN), or Tax Identification Number (TIN).
12. Retention and Disposal: Updated the policies and practices for
the retention of records to reflect updated NARA record schedules. The
previous NARA record schedule no longer applies to the records in the
system.
13. Administrative, Technical, and Physical Safeguards: Updated to
account for the agency's transition from paper to electronic
recordkeeping and the Information Technology measures that are in place
to protect the records.
The following non-substantive changes have been made to the Notice:
14. Record Access: Updated the record access procedures to reflect
signatures on signed requests for records must either be notarized or
accompanied by a statement made under penalty of perjury in compliance
with 28 U.S.C. 1746.
Privacy Act
The Privacy Act (5 U.S.C. 552a) governs the means by which the
Federal Government collects, maintains, and uses personally
identifiable information (PII) in a System of Records. A ``System of
Records'' is a group of any records under the control of a Federal
agency from which information about individuals is retrieved by name or
other personal identifier. The Privacy Act requires each agency to
publish in the Federal Register a System of Records Notice (SORN)
identifying and describing each System of Records the agency maintains,
including the purposes for which the agency uses PII in the system, the
routine uses for which the agency discloses such information outside
the agency, and how individuals to whom a Privacy Act record pertains
can exercise their rights under the Privacy Act (e.g., to determine if
the system contains information about them and to contest inaccurate
information). In accordance with 5 U.S.C. 552a(r), DOT has provided a
report of this system of records to the Office of Management and Budget
and to Congress.
SYSTEM NAME AND NUMBER:
Department of Transportation, DOT/ALL 7--DOT Financial Management
Records
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
(1) Department of Transportation, DOT Accounting offices and
selected program, policy, and budget Offices. Records may also be
maintained in regional Departmental and Operating Administration
locations that prepare and provide input information for controlling
and facilitating the accounting and reporting of financial transactions
for this system.
(2) Federal Aviation Administration's Mike Monroney Aeronautical
Center. Serving as a Federal shared service provider centrally
maintaining the system software and data centers and providing
accounting and financial management services to federal agencies.
SYSTEM MANAGER(S):
Office of Financial Management, (B-30), Office of the Secretary,
1200 New Jersey Ave. SE, Washington, DC 20590.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
49 U.S.C. 322, 31 U.S.C. 3512(b), 26 U.S.C. 6109, 41 CFR Chapters
300-304 and E.O. 9397 (SSN) as amended.
PURPOSE(S) OF THE SYSTEM:
The purpose of the system is to support financial management for
Federal agencies by providing a standard solution for controlling and
facilitating the accounting and reporting of financial transactions.
Records are collected to perform transaction based financial management
functions to include procurement payables, inventory, general ledger,
financial reporting, budgeting, accounts payable, employee
reimbursements, accounts receivable, purchasing, project accounting,
payroll summary, financial statements and mandated government reporting
for DOT and other non-DOT federal agencies on a fee-for-use basis.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former U.S. federal employees of DOT and non-DOT
federal agencies obtaining accounting and financial management services
on a fee-for-service basis. Individuals engaged with business
activities, or have previously conducted business activities, as
invitational travelers (traveling at the agency request), vendors,
debtors, or grantees with the DOT and non-DOT federal agencies
obtaining accounting and financial management services on a fee-for-
service basis. Only records reflecting personal information are subject
to the Privacy Act. The system also contains records concerning
corporations, other business entities, and organizations whose records
are not subject to the Privacy Act.
CATEGORIES OF RECORDS IN THE SYSTEM:
Individual's Name, Social Security Number (SSN), Tax Identification
Number (TIN), home and/or business address, personal and/or business
telephone number, personal and/or business email address, personal and/
or business bank account information, government-issued charge card
information, and financial transactions related to the DOT and non-DOT
federal agencies obtaining accounting and financial management services
on a fee-for-service basis.
RECORD SOURCE CATEGORIES:
Individuals, contractors, vendors to include sole proprietors,
grantees, other
[[Page 55337]]
government agencies, documents submitted to or received from specific
offices maintaining the records in the performance of their duties.
Records are collected from Department of Interior's Federal Personnel
Payment System (FPPS) for employee data required to support employee
reimbursements, from GSA's System of Award Management (SAM) to obtain
grantee and vendor data for financial transactions, and from the GSA's
Smart Pay Vendor travel application for traveler data to support travel
reimbursements.
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, all or a portion of the records or
information contained in this system may be disclosed outside DOT as a
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
System Specific Uses:
1. Records may be disclosed in this system as a routine use to
federal agencies or organizations for fiscal operations related to
employee reimbursements and to facilitate the distribution of labor
charges for cost accounting purposes.
2. Information in this system from GSA's SAM may be disclosed as a
routine use for the purpose of processing payments to vendors and
grantees doing business with DOT and non-DOT federal agencies using
DOT's financial and accounting system.
3. To the U.S. Department of the Treasury when disclosure of the
information is relevant to review payment and award eligibility through
the Do Not Pay Working System for the purposes of identifying,
preventing, or recouping improper payments to an applicant for, or
recipient of, Federal funds, including funds disbursed by a state
(meaning a state of the United States, the District of Columbia, a
territory or possession of the United States, or a federally recognized
Indian tribe) in a state-administered, federally funded program.
Departmental General Routine Uses:
4. In the event that a system of records maintained by DOT to carry
out its functions indicates a violation or potential violation of law,
whether civil, criminal or regulatory in nature, and whether arising by
general statute or particular program pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation, or order issued pursuant thereto.
5. A record from this system of records may be disclosed, as a
routine use, to a Federal, State, or local agency maintaining civil,
criminal, or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to a DOT decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance of a license, grant or other
benefit.
6. A record from this system of records may be disclosed, as a
routine use, to a Federal agency, in response to its request, in
connection with the hiring or retention of an employee, the issuance of
a security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit by the requesting agency, to the extent that the
information is relevant and necessary to the requesting agency's
decision on the matter.
7a. Routine Use for Disclosure for Use in Litigation. It shall be a
routine use of the records in this system of records to disclose them
to the Department of Justice or other Federal agency conducting
litigation when--
(a) DOT, or any agency thereof, or
(b) Any employee of DOT or any agency thereof, in his/her official
capacity, or
(c) Any employee of DOT or any agency thereof, in his/her
individual capacity where the Department of Justice has agreed to
represent the employee, or
(d) The United States or any agency thereof, where DOT determines
that litigation is likely to affect the United States, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice or other Federal agency conducting
the litigation is deemed by DOT to be relevant and necessary in the
litigation, provided, however, that in each case, DOT determines that
disclosure of the records in the litigation is a use of the information
contained in the records that is compatible with the purpose for which
the records were collected.
7b. Routine Use for Agency Disclosure in Other Proceedings. It
shall be a routine use of records in this system to disclose them in
proceedings before any court or adjudicative or administrative body
before which DOT or any agency thereof, appears, when--
(a) DOT, or any agency thereof, or
(b) Any employee of DOT or any agency thereof in his/her official
capacity, or
(c) Any employee of DOT or any agency in his/her individual
capacity where DOT has agreed to represent the employee, or
(d) The United States or any agency thereof, where DOT determines
that the proceeding is likely to affect the United States, is a party
to the proceeding or has an interest in such proceeding, and DOT
determines that use of such records is relevant and necessary in the
proceeding, provided, however, that in each case, DOT determines that
disclosure of the records in the proceeding is a use of the information
contained in the records that is compatible with the purpose for which
the records were collected.
8. The information contained in this system of records will be
disclosed to the Office of Management and Budget, OMB, in connection
with the review of private relief legislation as set forth in OMB
Circular No. A-19 at any stage of the legislative coordination and
clearance process as set forth in that Circular.
9. Disclosure may be made to a Congressional office from the record
of an individual in response to an inquiry from the Congressional
office made at the request of that individual. In such cases, however,
the Congressional office does not have greater rights to records than
the individual. Thus, the disclosure may be withheld from delivery to
the individual where the file contains investigative or actual
information or other materials which are being used, or are expected to
be used, to support prosecution or fines against the individual for
violations of a statute, or of regulations of the Department based on
statutory authority. No such limitations apply to records requested for
Congressional oversight or legislative purposes; release is authorized
under 49 CFR 10.35(9).
10. One or more records from a system of records may be disclosed
routinely to the National Archives and Records Administration in
records management inspections being conducted under the authority of
44 U.S.C. 2904 and 2906.
11. DOT may make available to another agency or instrumentality of
any government jurisdiction, including State and local governments,
listings of names from any system of records in DOT for use in law
enforcement activities, either civil or criminal, or to expose
fraudulent claims, regardless of the stated purpose for the collection
of the information in the system of records. These enforcement
activities are generally
[[Page 55338]]
referred to as matching programs because two lists of names are checked
for match using automated assistance. This routine use is advisory in
nature and does not offer unrestricted access to systems of records for
such law enforcement and related antifraud activities. Each request
will be considered on the basis of its purpose, merits, cost
effectiveness and alternatives using Instructions on reporting computer
matching programs to the Office of Management and Budget, OMB,
Congress, and the public, published by the Director, OMB, dated
September 20, 1989.
12. It shall be a routine use of the information in any DOT system
of records to provide to the Attorney General of the United States, or
his/her designee, information indicating that a person meets any of the
disqualifications for receipt, possession, shipment, or transport of a
firearm under the Brady Handgun Violence Prevention Act. In case of a
dispute concerning the validity of the information provided by DOT to
the Attorney General, or his/her designee, it shall be a routine use of
the information in any DOT system of records to make any disclosures of
such information to the National Background Information Check System,
established by the Brady Handgun Violence Prevention Act, as may be
necessary to resolve such dispute.
13a. To appropriate agencies, entities, and persons when (1) DOT
suspects or has confirmed that there has been a breach of the system of
records; (2) DOT has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, DOT (including
its information systems, programs, and operations), the Federal (3) the
disclosure made to such agencies, entities, and persons is reasonably
necessary to assist in connection with DOT's efforts to respond to the
suspected or confirmed breach or to prevent, minimize, or remedy such
harm.
13b. To another Federal agency or Federal entity, when DOT
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.
14. DOT may disclose records from this system, as a routine use, to
the Office of Government Information Services for the purpose of (a)
resolving disputes between FOIA requesters and Federal agencies and (b)
reviewing agencies' policies, procedures, and compliance in order to
recommend policy changes to Congress and the President.
15. DOT may disclose records from this system, as a routine use, to
contractors and their agents, experts, consultants, and others
performing or working on a contract, service, cooperative agreement, or
other assignment for DOT, when necessary to accomplish an agency
function related to this system of records.
16. DOT may disclose records from this system, as a routine use, to
an agency, organization, or individual for the purpose of performing
audit or oversight operations related to this system of records, but
only such records as are necessary and relevant to the audit or
oversight activity. This routine use does not apply to intra-agency
sharing authorized under Section (b)(1) of the Privacy Act.
17. DOT may disclose from this system, as a routine use, records
consisting of, or relating to, terrorism information (6 U.S.C.
485(a)(5)), homeland security information (6 U.S.C. 482(f)(1)), or Law
enforcement information (Guideline 2 Report attached to White House
Memorandum, ``Information Sharing Environment, November 22, 2006) to a
Federal, State, local, tribal, territorial, foreign government and/or
multinational agency, either in response to its request or upon the
initiative of the Component, for purposes of sharing such information
as is necessary and relevant for the agencies to detect, prevent,
disrupt, preempt, and mitigate the effects of terrorist activities
against the territory, people, and interests of the United States of
America, as contemplated by the Intelligence Reform and Terrorism
Prevention Act of 2004 (Pub. L. 108-458) and Executive Order 13388
(October 25, 2005).
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are stored on electronic storage media in accordance with
the safeguards below.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved by a unique supplier number assigned by the
system for both individuals and vendors; records can be queried by
name, SSN, or TIN.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records in the system are maintained in accordance with NARA
records schedule and retention: GRS 1.1: Financial Management and
Reporting Records, Item 10, DAA-GRS-2013-0003-0001; Financial
transaction records related to procuring goods and services, paying
bills, collecting debts, and accounting is the only that applies.
Temporary. Destroy 6 years after final payment or cancellation, but
longer dependent on business need.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Administrative Procedures: Access to the records is limited to
person(s) responsible for servicing the records in performance of their
official duties, who are properly screened, trained on policies and
procedures, and cleared for need to-know. Personnel who access the
system and its data must take security awareness training and sign a
Rules of Behavior initially (prior to access) and, at least, annually
thereafter. Technical: Regular monitoring of users and the system are
implemented to ensure only authorized personnel have access to
information in the system. Strict controls are in place to minimize the
compromise of stored or accessed in the system. Physical: The system
and the data are housed in secure data center.
RECORD ACCESS PROCEDURES:
Individuals seeking access to records about themselves contained in
this system should address inquiries to the System Manager at the
address identified in ``System Manager and Address'' above. Request
must be in writing, include SORN ID and name of this system of records
notice, information on the Operating Administration-Department,
specific date range and specific type of records seeking. Request must
be signed by the requester, must be notarized as required by 28 U.S.C.
1746 in the following format: If executed without 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:
See ``Record Access Procedures'' above.
[[Page 55339]]
NOTIFICATION PROCEDURES:
See ``Record Access Procedures'' above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
A full notice of this system of records, Departmental Accounting
and Financial Information System (DAFIS) and Delphi Accounting System,
was published in the Federal Register on April 11, 2000 (65 FR 19481).
Issued in Washington, DC.
Karyn Gorman,
Chief Privacy Officer.
[FR Doc. 2025-21745 Filed 12-1-25; 8:45 am]
BILLING CODE 4910-9X-P
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