Privacy Act of 1974; System of Records

Issuing agencies

Abstract

In accordance with the Privacy Act of 1974, the DoD is modifying and reissuing a current system of records titled, Defense Travel System (DTS), DHRA 08 DoD. DTS provides a DoD-wide travel management process which covers all official travel, from pre-travel arrangements to post travel payments. This system of records is being combined with the DHRA system of records "Commercial Travel Information Management System (CTIM)," DHRA 14 DoD, to consolidate travel data management, enhance operational efficiency, and streamline reporting across the Department. DHRA 14 DoD will be rescinded upon publication of this modification. Additionally, the routine uses section (routine uses A, M, and R) was updated to expand and clarify the scope of disclosures. The DoD is also modifying various other sections within the system of records notice (SORN) to improve clarity or update information that has changed.

Full Text

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<title>Federal Register, Volume 91 Issue 163 (Tuesday, August 25, 2026)</title>
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[Federal Register Volume 91, Number 163 (Tuesday, August 25, 2026)]
[Notices]
[Pages 54850-54853]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2026-17278]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DOD-2026-OS-1750]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary of Defense (OSD), 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, Defense 
Travel System (DTS), DHRA 08 DoD. DTS provides a DoD-wide travel 
management process which covers all official travel, from pre-travel 
arrangements to post travel payments. This system of records is being 
combined with the DHRA system of records ``Commercial Travel 
Information Management System (CTIM),'' DHRA 14 DoD, to consolidate 
travel data management, enhance operational efficiency, and streamline 
reporting across the Department. DHRA 14 DoD will be rescinded upon 
publication of this modification. Additionally, the routine uses 
section (routine uses A, M, and R) was updated to expand and clarify 
the scope of disclosures. The DoD is also modifying various other 
sections within the system of records notice (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 September 
24, 2026. The Routine Uses are effective at the close of the comment 
period, unless comments have been received from interested members of 
the public that require modification and republication of the notice.

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 Director of 
Administration and Management, Oversight and Compliance Directorate, 
Regulatory Division, 4800 Mark Center Drive, Attn: Mailbox #24, Suite 
05F16, Alexandria, VA 22350-1700.
    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: Samuel Peterson, DHRA Component 
Privacy Officer, 400 Gigling Rd., Rm. DODC-MB 7028, Seaside, CA 93955, 
<a href="/cdn-cgi/l/email-protection#e1858e85899380cf8c82cc808d8499cf85899380cc8990cf8c8399cf91938897808298a18c80888dcf8c888d"><span class="__cf_email__" data-cfemail="caaea5aea2b8abe4a7a9e7aba6afb2e4aea2b8abe7a2bbe4a7a8b2e4bab8a3bcaba9b38aa7aba3a6e4a7a3a6">[email&#160;protected]</span></a> or 831-220-7330.

SUPPLEMENTARY INFORMATION:

I. Background

    DTS supports the DoD in managing temporary duty (TDY) travel by 
collecting and maintaining records necessary for the authorization, 
processing, and reimbursement of official travel. Records maintained in 
DTS include personal information, travel itineraries, financial data, 
and supporting documentation related to travel claims. These records 
are used to verify eligibility, facilitate travel arrangements, ensure 
compliance with applicable regulations, and process payments. DTS also 
captures audit trails and approval workflows to support oversight, 
accountability, and reporting requirements across DoD components. 
Subject to public comment, the DoD proposes revisions to the routine 
uses section. The routine uses section has been reorganized to present 
the DoD standard routine uses (A through J) at the beginning of the 
list, enhancing clarity and consistency. Routine Use (M) has been 
updated to expand and clarify the scope of disclosures to banking 
establishments, and routine use (R) was added to include the Department 
of the Treasury's Do Not Pay routine use clause. Additionally, the 
system purpose, categories of individuals, and categories of records 
have been restructured to reflect consolidation with the DHRA 14 DoD 
system of records. Additional updates include changes to the system 
location, system manager, authority for maintenance, record source 
categories, policies and practices for storage, retrieval, and 
disposal, safeguards, and procedures for access, contesting records, 
and notification.

[[Page 54851]]

    DoD SORNs have been published in the Federal Register and are 
available from the address in FOR FURTHER INFORMATION CONTACT or at the 
Oversight and Compliance Directorate, Privacy and Civil Liberties 
Division website at <a href="https://doc.defense.gov/DIRECTORATES/Privacy-and-Civil-Liberties-Directorate/Privacy/SORNs/">https://doc.defense.gov/DIRECTORATES/Privacy-and-Civil-Liberties-Directorate/Privacy/SORNs/</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, DoD has provided a report of this 
system of records to the OMB and to Congress.

    Dated: August 20, 2026.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
    Defense Travel System, DHRA 08 DoD.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    A. Department of Defense (Department or DoD), located at 1000 
Defense Pentagon, Washington, DC 20301-1000, and other Department 
installations, offices, or mission locations.
    B. Information may also be stored within a government-certified 
cloud, implemented and overseen by the Department's Chief Information 
Officer (CIO), 6000 Defense Pentagon, Washington, DC 20301-6000.

SYSTEM MANAGER(S):
    The system managers for this system of records are as follows:
    A. Deputy Director, Defense Travel Management Office, 4800 Mark 
Center Drive, Suite 04J25-01, Alexandria, VA 22350-6000; email: 
<a href="/cdn-cgi/l/email-protection#2d494249455f4c03404e004c4148550349455f4c00455c03404f55034e5944406d404c444103404441"><span class="__cf_email__" data-cfemail="f69299929e8497d89b95db979a938ed8929e8497db9e87d89b948ed895829f9bb69b979f9ad89b9f9a">[email&#160;protected]</span></a>.
    B. For DTS Archive records: Deputy Director, Defense Travel System 
Archive, Defense Manpower Data Center, 4800 Mark Center Drive, 
Alexandria, VA 22350-9000; email: <a href="/cdn-cgi/l/email-protection#d0b4bfb4b8a2b1feb4bfb4b3fdbdb2feb4bdb4b3febdb2a8fea7b5b2bdb1a3a4b5a290bdb1b9bcfebdb9bc"><span class="__cf_email__" data-cfemail="2a4e454e42584b044e454e49074748044e474e4904474852045d4f48474b595e4f586a474b434604474346">[email&#160;protected]</span></a>.
    C. For ATRIP records: Chief, Program Integration Office, 
Cooperative Threat Reduction, Defense Threat Reduction Agency, 8725 
John J. Kingman Road, Stop 6201, Fort Belvoir, VA 22060-6201; email: 
<a href="/cdn-cgi/l/email-protection#a5c1d1d7c48bc7c0c9d3caccd78bc6d18bc9ccd6d18bc6d188d1d7c4d3c0c988d1c0c4c8e5c8c4ccc98bc8ccc9"><span class="__cf_email__" data-cfemail="12766660733c70777e647d7b603c71663c7e7b61663c71663f66607364777e3f6677737f527f737b7e3c7f7b7e">[email&#160;protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 57, Travel, Transportation, and Subsistence; 10 U.S.C. 
135, Under Secretary of Defense (Comptroller); 10 U.S.C. 136, Under 
Secretary of Defense for Personnel and Readiness; 37 U.S.C. 463, 
Programs of Compliance, Electronic Processing of Travel Claims; 50 
U.S.C. 3711, Authority to carry out Department of Defense Cooperative 
Threat Reduction Program; 41 CFR 300-304, The Federal Travel Regulation 
(FTR); DTR 4500.9-R, Defense Transportation Regulation, Parts I--
Passenger Movement, II Cargo Movement, III Mobility, IV Personal 
Property, V Customs; The Joint Travel Regulations (JTR), Uniformed 
Service Members and DoD Civilian Employees; Department of Defense (DoD) 
Directive 5100.87, Department of Defense Human Resources Activity; DoDD 
5105.62, Defense Threat Reduction Agency (DTRA); DoD Instruction 
5154.31, Volumes 1-6, Commercial Travel Management: Defense Travel 
System (DTS); DoD Financial Management Regulation 7000.14-R, Vol. 9, 
Defense Travel System Regulation, current edition; DoD Directive 
4500.09, Transportation and Traffic Management; DoD Instruction 
1100.13, Surveys of DoD Personnel and E.O. 9397 (SSN), as amended.

PURPOSE(S) OF THE SYSTEM:
    A. DTS provides a DoD-wide travel management process that covers 
official TDY travel, from pre-travel arrangements to post-travel 
payments. DTS verifies individual travel information is accurate, 
current, and meets DoD foreign nation requirements for travel within 
the continental United States and outside the continental United 
States. The system facilitates the processing of official travel 
requests for DoD personnel and other individuals traveling on DoD 
travel orders. DTS provides information to financial systems to 
reimburse individual travel expenses, as well as to a commercial system 
to facilitate a voluntary rewards program for travelers using 
government travel charge cards (GTCC) for select purchases. DTS 
includes a tracking and reporting system to monitor travel 
authorizations, obligations, and payments. Additionally, the DoD uses 
DTS data to conduct surveys of program effectiveness, provide insight 
into the gap between product/service delivery and customer 
expectations, and assist in understanding the drivers of customer 
satisfaction.
    B. The DTS business intelligence tool and archives provide a 
repository for reporting and archiving travel records. It assists with 
planning, budgeting, and allocating resources for future DoD travel, 
conducting oversight operations, analyzing travel, budgetary, or other 
trends, detecting fraud and abuse, and provides a mechanism for 
responding to authorized internal and external requests for data 
relating to DoD official travel and travel-related services.
    C. The Commercial Travel Information Management (CTIM) establishes 
a repository of DoD travel records consisting of travel booked within 
the DTS as well as through commercial travel vendors in order to 
satisfy reporting requirements, identify and notify travelers in 
potential distress due to natural or man-made disaster, assist in the 
planning, budgeting, and allocation of resources for future DoD travel, 
conduct oversight operations, analyze travel, budgetary, or other 
trends, detect potential fraud and abuse, conduct surveys for the 
evaluation of program effectiveness, calculate travel and housing 
allowances, provide insight into the gap between product/service 
delivery and customer expectations, and assist in understanding what 
drives customer satisfaction, and respond to authorized internal and 
external requests for data relating to DoD official travel and travel 
related services, including premium class travel. In addition, CTIM 
contains rental car program data for US Federal Government travelers. 
CTIM also provides website-registered guests an online customer support 
site for submitting inquiries regarding commercial travel within the 
DoD, including assistance with DTS.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    DoD civilian personnel, active, former, and retired military 
members, Reserve and National Guard personnel, military academy 
nominees, applicants, and cadets, all other individuals in receipt of 
DoD travel orders, dependents of DoD sponsors accompanying the DoD 
sponsors on travel, and registered website guests submitting inquiries 
regarding DoD commercial travel.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The following personal information is collected across both the 
Defense Travel System (DTS) and the Commercial Travel Information 
Management (CTIM) repository for managing DoD Travel.
    A. Personal information to include full name, Social Security 
Number

[[Page 54852]]

(SSN) or Truncated SSN, DoD ID Number, sex, date of birth, mailing, 
home, business addresses, email addresses, phone numbers (home, 
cellular, business), emergency contact information.
    B. Employment information to include service/agency, duty station 
and organizational information, title/rank, civilian/military status 
information.
    C. Travel and Identification to include passport and visa 
information, frequent flier information and travel preferences, 
itineraries, reservations, vouchers, receipts, and supporting 
documentation.
    D. Financial information to include government travel charge card 
(GTCC) and expiration date, personal checking and savings account 
numbers.
    Note 1. Information collected that is unique to DTS includes the 
last four of the SSN (if requiring assistance with DTS), and bank 
routing information.
    Note 2. Information collected that is unique to the CTIM Repository 
include truncated SSN, GTCC transactions, government accounting code, 
budget information, cellular phone provider (for users desiring travel 
alerts), and Foreign Identification (ID) Numbers or Individual Taxpayer 
ID Number (for foreign national on invitational orders).

RECORD SOURCE CATEGORIES:
    Records and information stored in this system of records are 
obtained from: individual, authorized DoD personnel, the Defense Travel 
System Datamart, the General Services Administration data repository, 
commercial systems (travel global distribution systems including Sabre, 
Citi), DoD information systems via electronic import such as the 
Consolidated Travel Information Management (CTIM), Air Reserve Orders 
Writing System and Navy Reserve Order Writing System.

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 and necessary 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 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 other review as 
authorized by the Inspector General Act of 1978, as amended.
    J. To such recipients and under such circumstances and procedures 
as are mandated by Federal statute or treaty.
    K. To Federal and private entities providing travel services for 
purposes of arranging transportation at Government expense for official 
business.
    L. To the Internal Revenue Service to provide information 
concerning the pay of travel allowances which are subject to federal 
income tax.
    M. To banking establishments for the purpose of confirming billing 
or expense data, reconciling financial transactions, validating payment 
accuracy, and supporting audits or investigations related to travel 
expenditures.
    N. To foreign or international law enforcement, security, or 
investigatory authorities to comply with requirements imposed by, or to 
claim rights conferred in, international agreements and arrangements, 
including those regulating the stationing and status in foreign 
countries of DoD military and civilian personnel.
    O. To a federal agency, in response to its request in connection 
with an investigation of an employee, service member, or other 
authorized individual to the extent that the information is relevant 
and necessary to the requesting agency's decision on the matter.
    P. To the Office of Personnel Management (OPM) concerning 
information on pay and leave, benefits, retirement deduction, and any 
other information necessary for the OPM to carry out its legally 
authorized government-wide personnel management functions and studies.
    Q. To the Merit Systems Protection Board, including the Office of 
the Special Counsel, for the purpose of litigation, including 
administrative proceedings, appeals, special studies of the civil 
service and other merit systems, review of OPM or component rules and 
regulations, investigation of alleged or possible prohibited personnel 
practices; and administrative proceedings involving any individual 
subject of a DoD investigation, and such other functions, promulgated 
in 5 U.S.C. 1205 and 1206, or as may be authorized by law.
    R. To the U.S. Department of the Treasury when disclosure of the 
information is relevant to review payment and award eligibility through 
the Do No Pay Working System for the purposes of identifying, 
preventing, or

[[Page 54853]]

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.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records may be stored electronically or on paper in secure 
facilities in a locked drawer behind a locked door. Electronic records 
may be stored locally on 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 an individual's name, partial or full 
SSN, DoD Identification Number, passport number, email address, trip 
number, travel dates, travel destination, and DoD component. For U.S. 
citizens, retrieval may also include trip-specific details. For 
dependents, records may be accessed using the host employee's name, 
SSN, and DoD component affiliation.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    A. For DTS records: Most records will be destroyed 6 years after 
the final payment or cancellation. Records relating to a claim will be 
destroyed 6 years and 3 months after the claim is closed, or when any 
applicable court order is lifted. In the case of a waiver of a claim, 
the record will be destroyed 6 years and 3 months after the close of 
the fiscal year in which the waiver was approved. In the case of a 
claim for which the Government's right to collect was not extended, the 
record will be destroyed 10 years and 3 months after the year in which 
the Government's right to collect first accrued. Employee Rewards 
System records are cutoff and destroyed when no longer needed for 
business use. ATRIP records will be destroyed 6 years after the final 
payment or cancellation.
    B. CTIM: Records are destroyed 6 years after final payment or 
cancellation.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Records are stored in office buildings protected by security 
guards, closed circuit TV, controlled screening, use of visitor 
registers, electronic access, key cards, ID badges, and/or locks. 
Access to the system's data is controlled using intrusion detection 
systems, firewalls, a virtual private network, and DoD public key 
infrastructure certificates. Procedures are in place to deter and 
detect browsing and unauthorized access. To access the records, 
personnel are assigned role-based access and must complete two-factor 
authentication using a common access card credential and password/PIN. 
Access to records is limited to individuals who are properly screened 
and cleared on a need-to-know basis in the performance of their 
official duties. Physical and electronic access is limited to persons 
responsible for servicing and authorized to use the record system. The 
backups of data are encrypted and secured. The program office conducts 
security audits and monitors security practices.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to their records should follow the 
procedures in 32 CFR part 310. Individuals seeking access to the 
records contained in DTS, the DTS Archive, or CTIM should address 
written inquiries to: Office of the Secretary of Defense/Joint Staff, 
Freedom of Information Act Requester Service Center, Office of Freedom 
of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.
    Requests for records maintained in the ATRIP: the Defense Threat 
Reduction Agency (DTRA) Freedom of Information/Privacy Act Office 
Request Center, Defense Threat Reduction Agency (DTRA), 8725 John J. 
Kingman Road, Stop 6201, Fort Belvoir, VA 22060-6201.
    Signed, written requests for DTS, DTS Archive, and ATRIPS records 
should include: the name and number of this system of records notice, 
along with full name, SSN (if applicable), office or organization where 
assigned when trip was taken, travel destination, and dates of travel.
    Signed, written requests for CTIM records should include: the name 
and number of this system of records notice along with full name, 
current address, phone number, and personal 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:
    Individuals seeking to amend or correct the content of records 
about them should follow the procedures in 32 CFR part 310.

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:
    March 27, 2020, 85 FR 17319; March 24, 2010, 75 FR 14142.
[FR Doc. 2026-17278 Filed 8-24-26; 8:45 am]
BILLING CODE 6001-FR-P


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