Privacy Act: [A.I.D.--2] Civil Service Employee Office Personnel Records....

	Web GovRecords.org

   retirement system federal government life insurance, health benefits, 
   birth date, a wide variety of dates including those that indicate 
   suspense actions which are due at a future date, and other dates for 
   the use of financial managers such as limited appointment expiration 
   date, effective date of pay change; allowances, deductions, hours 
   worked, leave severance pay, and federal and state income tax.
       c. Payroll History File - this file is an automated file. 
   Individual records contain Social Security account number, current 
   pay, year to date pay, tax status, allotments, bonds, time and 
   attendance, retirement, insurance and other pay data.
       d. Address File - This is an automated file. Individual records 
   contain address records for bonds, allotment, paychecks; W-2 mailing 
   address, agency, Social Security account number, bond number, 
   checkline code and financial organization.
       e. Alimony and Child Support Garnishment File - this is a manual 
   file which contains court judgment and writ and other legal orders 
   concerning alimony and/or child support payments.
     Authority for maintenance of the system:  Foreign Assistance Act of 
   1961 (as amended) 621(a), 625, 636(b), (c); Chapter 51 title 5 
   U.S.C.; Executive Order 10927; Pub.L. 93-647; Foreign Service Act of 
   1946, as amended; and Social Security Act (42 U.S.C. 659).
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  To Treasury 
   Department for payroll purposes.
       To Treasury Department for issuance of savings bonds.
       To Office of Personnel Management for retirement, health and life 
   insurance purposes.
       To the Social Security Administration for Federal Insurance 
   Compensation Act purposes.
       To the Internal Revenue Service for taxable earnings and 
   withholding purposes.
       To the Combined Federal Campaign for charitable contribution 
   purposes.
       To American Federation of Government Employees for union dues.
       To American Foreign Service Association for union dues.
       To the States of California, New York, Pennsylvania, Maryland, 
   Virginia, and the District of Columbia, under agreements entered into 
   by the Secretary of the Treasury, wage and tax information consisting 
   of name, address, social security number, wages (as defined in 
   Section 3401(a) of the Internal Revenue Code, 26 U.S.C. 3401(a)), and 
   tax withheld, if any. This data is provided generally with respect to 
   employees of the Agency who are employed in the State and subject to 
   the tax (whether or not tax is withheld); or, who have opted for 
   voluntary withholding for their taxing jurisdiction.
       To the Attorney General of the United States or his authorized 
   representative in connection with litigation, law enforcement, or 
   other matters under the direct jurisdiction of the Department of 
   Justice, or carried out as the legal representative of the Executive 
   Branch agencies.
       To the Internal Revenue Service for audit and inspection and 
   investigation purposes.
       To the Department of Health and Human Services for microfilming 
   and producing microfiche.
       To the Chesapeake and Potomac Telephone Company (a contractor) 
   and its employees for the purpose of telecommunications transmission 
   of data between the central computer facility and the remote 
   terminal.
       To the Department of State for retirement and microfilming 
   purposes.
       To judgment holder for the purposes of garnishment for the 
   payment of alimony or child support.
       To a duly appointed hearing examiner or abritrator (an employee 
   of another federal agency) for the purpose of conducting a hearing in 
   connection with an employee's appeal involving disclosures of records 
   of A.I.D. financial systems.
       To an arbitrator who is given a contract pursuant to a negotiated 
   labor agreement to hear an employee's grievance involving disclosure 
   of records of the financial management system.
       To the Civil Service Commission concerning pay, benefits, 
   retirement deductions, and other information necessary for the 
   Commission to carry out its Government-wide personnel management 
   functions.
       To law enforcement agencies, U.S. Government agencies, courts, 
   the Department of State, foreign governments and international 
   agencies, and Members of Congress, for the purposes set forth in the 
   Statement of General Routine Uses immediately preceding these 
   specific notices of systems of records.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage:  Automated records are stored on magnetic disc and/or 
   magnetic tape. The manual files contain microfilm, microfiche, 
   printed forms, punched cards, and correspondence.
     Retrievability:  The five files described above are indexed in the 
   following manner; a. Employee Case File - By name of employee.
       b. New American Payroll System Automated Master Employee File - 
   by Social Security account number.
       c. Payroll History File - by Agency (A.I.D. and O.P.I.C.) and 
   Social Security account number.
       d. Address File - by Social Security account number.
       e. Alimony and Child Support Garnishment File - by name.
     Safeguards:  For the automated system, a `password' is assigned to 
   A.I.D. employees who in the performance of their official duties, 
   must have access to these files. For the manual files they are 
   located in metal file cabinets with three-way combination locks or in 
   secured premises with access limited to those whose official duties 
   require access. The computer facility, including the tape library, is 
   located in secured premises with combination-lock door and, access is 
   limited to persons of verified identity who require access.
     Retention and disposal:  a. The Employee Case Files are maintained 
   for ten years after the date of an employee's separation. The file is 
   transferred to the Washington National Records Center one year after 
   audit.
       b. The new American Payroll System Automated Master Employee File 
   is maintained for a two-week period; then it is updated by writing 
   over the old record. This automated record duplicates the information 
   in the employee case file.
       c. The Payroll History File is maintained for five years; then it 
   is written over.
       d. The Address File is updated periodically as needed and the old 
   version is written over.
       e. The Alimony and Child Support Garnishment File is maintained 
   in the office for a period of seven years after an employee is 
   transferred or separated.
     System manager(s) and address:  For Alimony and Child Support 
   Garnishment File: Chief, Employee Relations Branch, Office of 
   Personnel and Manpower, Agency for International Development, 515 
   22nd Street NW, Washington, DC 20523.
       For all other files: Assistant Controller, Employee Services 
   Division, Financial Management, Agency for International Development, 
   1975 Florida Avenue, Washington, DC.
     Notification procedure:  Requests by individuals concerning the 
   existence of a record may be addressed to:
         Director
         Office of Personnel and Manpower (SER/PM)
         Attn: Privacy Liaison Officer
         Agency for International Development
         320 21st Street, NW
         Washington, DC 20523
       or presented in person at State Annex 2, 515 22nd Street NW, 
   Washington, DC 20523.
       Information Required: Individual's name, place and date of birth. 
   The determination as to the existence of a record will be facilitated 
   by the provision of the individual's Social Security number and dates 
   and places of service.
     Record access procedures:  Requests from individuals should be 
   addressed or presented in person to the same addresses as stated in 
   the Notification Section above.
       Requests should be accompanied by information sufficient to 
   identify the individual pursuant to Sec. 215.4(c) or (d) of the 
   Agency's Regulations as published in this issue of the Federal 
   Register.
     Contesting record procedures:  Written requests from individuals to 
   amend their record should be mailed or presented in person to the 
   same addresses as stated in the Notification Section above.
       Requests for review of a refusal to amend a record should be made 
   in writing and mailed or delivered to:
         Administrator
         Agency for International Development
         320 21st Street, NW
         Washington, DC 20523
         ATTENTION: Executive Secretary--Privacy Review Request.
       Both the envelope and the letter should be clearly marked 
   Attention: Executive Secretary--Privacy Review Request.
     Record source categories:  The individual concerned and A.I.D. 
   employees acting in their official capacities.

   #..A.I.D.--16

   #....System name:  Attendance and Leave Reporting Records.

     System location:  Central records located in Office of Financial 
   Management, Agency for International Development, 1975 Florida 
   Avenue, NW, Washington, DC. Timekeeper's records are kept by the 
   employing Washington office and offices abroad. See appendix A for a 
   listing of these locations.
     Categories of individuals covered by the system:  Employees of 
   A.I.D. and Personal Service Contractors.
     Categories of records in the system:  Central Records (Employee 
   Payroll File) and Timekeepers Records contain various combinations of 
   the following: Time and attendance cards, leave requests forms, 
   correspondence and memorandums on leave, payroll deductions for 
   savings bonds and allotments to various institutions and 
   correspondence on reimbursements.
     Authority for maintenance of the system:  Title 5, U.S.C. 1302, 
   2951, 4118, 4308 and sections 112 (a) and 113 of the Budget and 
   Accounting Procedures Act of 1950, and Title 6, GAO Policies and 
   Procedures Manual.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  To law 
   enforcement agencies, U.S. Government agencies, courts, the 
   Department of State, foreign governments and international agencies, 
   and Members of Congress, for the purposes set forth in the Statement 
   of General Routine Uses immediately preceding these specific notices 
   of systems of records.
       To the Office of Personnel Management concerning pay, benefits, 
   retirement deductions, and other information necessary for the 
   Commission to carry out its Government-wide personnel management 
   functions.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage:  Paper copy in file folders.
     Retrievability:  By name of individual and Social Security number.
     Safeguards:  Located in metal file cabinets with three-way 
   combination locks in a secure space or secured premises with access 
   limited to those whose official duties require access.
     Retention and disposal:  Destroyed after 5 years by burning or 
   shredding.
     System manager(s) and address:  Assistant Controller, Employees 
   Services Division, at the location shown in System Location Section 
   above.
     Notification procedure:  Requests by individuals concerning the 
   existence of a record may be addressed to:
         Director
         Office of Personnel and Manpower (SER/PM)
         Attn: Privacy Liaison Officer
         Agency for International Development
         320 21st Street, NW
         Washington, DC 20523
       or presented in person at State Annex 2, 515 22nd Street NW, 
   Washington, DC 20523.
       For offices abroad, to the Privacy Liaison Officer at the 
   applicable address in appendix A.
       Information required: Individual's name, place and date of birth. 
   The determination as to the existence of a record will be facilitated 
   by the provision of the individual's Social Security number and dates 
   and places of service.
     Record access procedures:  Requests from individuals should be 
   addressed or presented in person to the same addresses as stated in 
   the Notification Section above.
       Requests should be accompanied by information sufficient to 
   identify the individual pursuant to Sec. 215.4(c) or (d) of the 
   Agency's Regulations as published in this issue of the Federal 
   Register.
     Contesting record procedures:  Written requests from individuals to 
   amend their record should be mailed or presented in person to the 
   same addresses as stated in the Notification Section above.
       Requests for review of a refusal to amend a record should be made 
   in writing and mailed or delivered to:
         Administrator
         Agency for International Development
         320 21st Street, NW
         Washington, DC 20523
         ATTENTION: Executive Secretary - Privacy Review Request.
       Both the envelope and the letter should be clearly marked 
   Attention: Executive Secretary, Privacy Review Request.
     Record source categories:  The individual concerned and A.I.D. 
   employees acting in their official capacities.

   #..A.I.D.--17

   #....System name:  Employee-Owned or -Leased Property Records.

     System location:  Records are located at various overseas offices 
   listed in appendix A.
     Categories of individuals covered by the system:  U.S. Government 
   employees and contract employees of A.I.D.
     Categories of records in the system:  Records on leasing living 
   quarters whose rent and utility costs are reimbursed wholly or in 
   part by A.I.D. and personally-owned vehicles and other property at 
   post. Records contain a description of such property, and how 
   property is disposed of at post.
     Authority for maintenance of the system:  Foreign Assistance Act of 
   1961r as amended, section 636; Foreign Service Act of 1946 as 
   amended.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  To the Department 
   of State for the issuance of licenses and establishing of duty free 
   status of A.I.D. personnel.
       To law enforcement agencies, U.S. Government agencies, courts, 
   the Department of State, foreign governments and international 
   agencies, and members of Congress, for the purposes set forth in the 
   Statement of General Routine Uses immediately preceding these 
   specific notices of systems of records.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage:  Paper copy in file folders.
     Retrievability:  By name of individual.
     Safeguards:  Located in metal file cabinets with three-way 
   combination locks in secured premises with access limited to those 
   whose official duties require access.
     Retention and disposal:  After employee leaves post, records on 
   owned property are retained for four years and on leased property for 
   two years, then destroyed.
     System manager(s) and address:  Director, Office of Management 
   Operations, 320 21st Street NW, Washington, DC 20523.
     Notification procedure:  Requests by individuals concerning the 
   existence of a record may be addressed to:
         Director
         Office of Personnel and Manpower (SER/PM)
         Attn: Privacy Liaison Officer
         Agency for International Development
         320 21st Street, NW
         Washington, DC 20523
       or presented in person at State Annex 2, 1601 North Kent Street, 
   Arlington, Virginia.
       For offices abroad, to the Privacy Liaison Officer at the 
   applicable address in appendix A.
       Information Required: Individual's name, place and date of birth. 
   The determination as to the existence of a record will be facilitated 
   by the provision of the individual's Social Security number and dates 
   and places of service.
     Record access procedures:  Requests from individuals should be 
   addressed or presented in person to the same addresses as stated in 
   the Notification Section above.
       Requests should be accompanied by information sufficient to 
   identify the individual pursuant to Sec. 215.4(c) or (d) of the 
   Agency's Regulations as published in this issue of the Federal 
   Register.
     Contesting record procedures:  Written requests from individuals to 
   amend their record should be mailed or presented in person to the 

Other Popular 1995 Privacy Act Documents Documents:

Other Documents:

1995 Privacy Act Documents Records and Documents