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Privacy Act: [ 01] Payroll Records-Architectural and Transportation Barriers Compliance Board....


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[2001 Privacy Act]
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   #.ARCHITECTURAL AND TRANSPORTATION BARRIERS COMPLIANCE BOARD


   #..Table of Contents

         01, Payroll Records
         02, General Financial Records
         03, General Unofficial Personnel Files
         04, Mailing List

   #.. 01

   #....System name: Payroll Records-Architectural and Transportation 
      Barriers Compliance Board.

     System location: 
       General Services Administration (GSA), National Payroll Center, 
   Kansas City, Kansas; copies held by the Board. (GSA holds records for 
   the ATBCB under contract.)
     Categories of individuals covered by the system: 
       Employees and public members of the Board.
     Categories of records in the system: 
       Varied payroll records, including, among other documents, time 
   and attendance cards; payment vouchers; comprehensive listing of 
   employees; health benefits records; requests for deductions; tax 
   forms; W-2 forms; overtime request; leave data; retirement records. 
   Records are used by the Board and GSA employees to maintain adequate 
   payroll information for the Board employees, and otherwise by the 
   Board and GSA employees who have a need for the record in the 
   performance of their duties.
     Authority for maintenance of the system: 
       31 U.S.C. ``Money and Finance'', generally.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       See appendix. Records also are disclosed to GAO for audits; to 
   the Internal Revenue Service for investigation; and to private 
   attorneys, pursuant to a power of attorney.
       A copy of an employee's Department of the Treasury Form W-2, Wage 
   and Tax Statement, also is disclosed to the State, city, or other 
   local jurisdiction which is authorized to tax the employee's 
   compensation. The record will be provided in accordance with a 
   withholding agreement between the State, city or other local 
   jurisdiction and the Department of the Treasury pursuant ot 5 U.S.C. 
   5516, 5517, or 5520, or, in the absence thereof, in response to a 
   written request from an appropriate official of the taxing 
   jurisdiction to the Executive Director, ATBCB, 330 C Street, SW, Room 
   1010, Washington, DC 20202. The request must include a copy of the 
   applicable statute or ordinance authorizing the taxation of 
   compensation and should indicate whether the authority of the 
   jurisdiction to tax the employee is based on place of residence, 
   place of employment, or both.
       Pursuant to a withholding agreement between a city and the 
   Department of the Treasury (5 U.S.C. 5520), copies of executed city 
   tax withholding certificates shall be furnished to the city in 
   response to written request from an appropriate city official to the 
   Executive Director.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper and microfilm.
     Retrievability: 
       Social Security number.
     Safeguards: 
       Stored in guarded building; released only to authorized 
   personnel, including among others, GSA liaison staff and finance 
   personnel; and the Board administrative staff.
     Retention and disposal: 
       Disposition of records shall be in accordance with the HB GSA 
   Records Maintenance and Disposition System (OAD P 1820.2).
     System manager(s) and address: 
       Executive Director, ATBCB, 330 C Street, SW, Room 1010, 
   Washington, DC 20202.
     Notification procedure: 
       Contact Executive Director or refer to the Board access 
   regulations contained in 36 CFR part 1121.
     Record access procedures: 
       Contact Executive Director or refer to the Board access 
   regulations contained in 36 CFR part 1121.
     Contesting record procedures: 
       Contact Executive Director or refer to the Board access 
   regulations contained in 36 CFR part 1121.
     Record source categories: 
       The subject individual; the Board.

   #.. 02

   #....System name: General Financial Records--Architectural and 
      Transportation Barriers Compliance Board.

     System location: 
       GSA, National Capital Region; copies held by the Board. (GSA 
   holds records for the ATBCB under contract.)
     Categories of individuals covered by the system: 
       Employees of the Board.
     Categories of records in the system: 
       SF-1038, Application and account for advance of funds; vendor 
   register and vendor payment tape. Information is used by accounting 
   technicians to maintain adequate financial information and by other 
   officers and employees of GSA and the Board who have a need for the 
   record in the performance of their duties.
     Authority for maintenance of the system: 
       31 U.S.C. ``Money and Finance'', generally.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       See Appendix. Records also are released to GAO for audits; to the 
   IRS for investigation; and to private attorneys, pursuant to power of 
   attorney.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper and tape.
     Retrievability: 
       Manual and automated by name.
     Safeguards: 
       Stored in guarded building; released only to authorized personnel 
   including among others, GSA liaison staff, finance personnel and the 
   Board administrative staff.
     Retention and disposal: 
       Disposition of records shall be in accordance with the HB GSA 
   Records Maintenance and Disposition.
     System manager(s) and address: 
       Executive Director, ATBCB, 330 C Street, SW, Room 1010, 
   Washington, DC 20202.
     Notification procedure: 
       Contact Executive Director or refer to the Board access 
   regulations contained in 36 CFR part 1121.
     Record access procedures: 
       Contact Executive Director or refer to the Board access 
   regulations contained in 36 CFR part 1121.
     Contesting record procedures: 
       Contact Executive Director or refer to the Board access 
   regulations contained in 36 CFR part 1121.
     Record source categories: 
       The subject individual; the Board.

   #.. 03

   #....System name: General Unofficial Personnel Files--Architectural 
      and Transportation Barriers Compliance Board.

     System location: 
       ATBCB offices.
     Categories of individuals covered by the system: 
       Biographic information; correspondence with members of the Board; 
   personnel actions; position descriptions.
     Authority for maintenance of the system: 
       Title 5, U.S.C. ``Government Organization and Employees,'' 
   generally.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       See appendix.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper.
     Retrievability: 
       Manual.
     Safeguards: 
       Stored in lockable file cabinets, released only to authorized 
   personnel, including among others, GSA liaison staff and the Board 
   administrative staff.
     Retention and disposal: 
       Retained until no longer needed, then discarded.
     System manager(s) and address: 
       Executive Director, ATBCB, 330 C Street, SW, Room 1010, 
   Washington, DC 20202.
     Notification procedure: 
       Contact Executive Director or refer to the Board access 
   regulations contained in 36 CFR part 1121.
     Record access procedures: 
       Contact Executive Director or refer to the Board access 
   regulations contained in 36 CFR part 1121.
     Contesting record procedures: 
       Contact Executive Director or refer to the Board access 
   regulations contained in 36 CFR part 1121.
     Record source categories: 
       The subject individual; the Board.

   #.. 04

   #....System name: Mailing List--Architectural and Transportation 
      Barriers Compliance Board.

     System location: 
       ATBCB offices and the Fairfax Computer Center, Fairfax.
     Categories of individuals covered by the system: 
       Architect or designer; Health Care; Transportation; Consumer, 
   self help, or social service; Federal government; Private 
   organization or firm, professional association; College, university, 
   or trade school; Trade association; Media; Legal profession; 
   Contractor or engineer; Manufacturer or industry; State/local 
   government; Library; Veterans organization; Congress; Voluntary 
   standard/code group.
     Categories of records in the system: 
       Same as above.
     Authority for maintenance of the system: 
       29 U.S.C. 792.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Bimonthly newsletter (all categories), technical bulletins 
   (varying categories), publications (varying categories), 
   announcements (varying categories). The purpose of these mailings is 
   to inform the general public and/or specific groups of Board 
   activities.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Magnetic tape.
     Retrievability: 
       Category, last name, zip code.
     Safeguards: 
       Information can only be retrieved from the system by authorized 
   personnel.
     Retention and disposal: 
       Ongoing process of changes, deletions and additions to list.
     System manager(s) and address: 
       Executive Director, ATBCB, 300 C Street, SW, Room 1010, 
   Washington, DC 230202.
     Notification procedure: 
       Contact Executive Director or refer to the Board access 
   regulations contained in 36 CFR part 1121.
     Record access procedures: 
       Contact Executive Director or refer to the Board access 
   regulations contained in 36 CFR part 1121.
     Contesting record procedures: 
       Contact Executive Director or refer to the Board access 
   regulations contained in 36 CFR part 1121.
     Record source categories: 
       Same as mentioned previously.

     Appendix--Architectural and Transportation Barriers Compliance 
                                  Board

       1. In the event that a system of records maintained by this 
   agency 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 statute, 
   or by regulation, rule or order issued 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 investigation or prosecuting such 
   violation or charged with enforcing or implementing the statute, or 
   rule, regulation or order issued pursuant thereto.
       2. 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 an agency 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.
       3. A record from this system of records may be disclosed 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 in the 
   matter.
       4. A record from this system of records may be disclosed to an 
   authorized appeal grievance examiner, formal complaints examiner, 
   equal employment opportunity investigator, arbitrator or other duly 
   authorized official engaged in investigation or settlement of a 
   grievance, complaint, or appeal filed by an employee. A record from 
   this system of records may be disclosed to the United States Office 
   of Personnel Management in accordance with the agency's 
   responsibility for evaluation and oversight of Federal personnel 
   management.
       5. A record from this system of records may be disclosed to 
   officers and employees of a Federal agency for purposes of audit.
       6. A record from this system of records may be disclosed as a 
   routine use to a member of Congress or to a congressional staff 
   member in response to an inquiry of the congressional office made at 
   the request of the individual about whom the record is maintained.
       7. A record from this system of records may be disclosed to 
   officers and employees of the GSA in connection with administrative 
   services provided to the ATBCB under agreement with GSA.
       8. In the event the Board deems it desirable or necessary, in 
   determining whether particular records are required to be disclosed 
   under the Freedom of Information Act, disclosure may be made to the 
   Department of Justice for the purpose of obtaining its advice.



   #.ARCHITECTURAL AND TRANSPORTATION BARRIERS COMPLIANCE BOARD


ARCHITECTURAL AND TRANSPORTATION BARRIERS COMPLIANCE BOARD

36 CFR PART 1121--PRIVACY ACT IMPLEMENTATION

Sec.

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