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Privacy Act: [GSA/HRO-4 23-00-0007]...


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   personnel and pay actions. These include Nature of Action Codes, 
   Civil Service Authority Codes, Standard Remarks, Signature Table, 
   Position Title Table, Organization Table, and Salary Table.
     Authority for maintenance of the system: 5 U.S.C., Part III, is the 
   authority for the system. Specific authority for use of Social 
   Security numbers is in Executive Order 9397, 26 CFR 31.6011(b)2, and 
   26 CFR 31.6109-1. Authority for the personnel security clearance and 
   statistical records is in Executive Order 10450, April 27, 1953, as 
   amended; Executive Order 12365, April 2, 1982, and 31 U.S.C. 1535. 
   Authority for the EEO records is in the Equal Employment Opportunity 
   Act of 1972, 42 U.S.C. 2000e-16; the Civil Service Reform Act of 
   1978; 5 U.S.C. 7201; and 29 CFR part 1613, subpart C.
   Purpose(s): 
       To assemble in one system information on a comprehensive 
   computerized information system supporting the day to day operating 
   requirements associated with personnel oriented program areas from 
   hiring, paying, and training employees top calculating estimated 
   retirement annuities. The system, which is patently designed to meet 
   personnel information and statistics needs to all types and sizes of 
   Government organizations, achieves many benefits from each data 
   element introduced into the system. To accomplish the above, the 
   system does provide a number of outputs. For the Office of Personnel, 
   the system produces automated personnel actions as well as 
   oprganization rosters, retention registers, retirement calculations, 
   reports of the Federal civilian employment, employee master record 
   printouts, length of service and award list, and listing grade 
   increases. It also produces reports that aid in monitoring personnel 
   action to decide if policies and/or practices have an impact on 
   minorities, women, and disabled persons; analyzing the status of 
   minorities, women, and disabled persons in GSA's work force; and 
   establishing affirmative action goals as timetables. For the Office 
   of Internal Security, the system produces reports for issuing 
   security and ADP clearance for the Office of Civil Rights, the system 
   produces reports that aid in evaluating civil rights programs; 
   processing and monitoring discrimination complaints; and reporting to 
   the Congress, Equal Employment Opportunity Commission, Office of 
   Management and Budget, and Office of Personnel Management, among 
   others. For the Office of Training, the system produces reports to 
   include status of training; organizational, nationwide, and monthly 
   summaries of training, organizational, regional, and quarterly 
   summaries of training hours by type; training by source; and 
   cumulative employee training records. For the Office of Federal 
   Protection and Safety the system produces a report used in compiling 
   statistics on personal injuries within GSA. The system also provides 
   data to various agency staff and administrative offices to use for 
   management purposes.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       a. To disclose information to the Office of Personnel Management 
   for the Central Personnel Data File (CPDF).
       b. To disclose information to other sources outside GSA to 
   monitor and document grievance proceedings, EEO complaints, and 
   adverse actions; to other agencies and persons for employees seeking 
   employment elsewhere; to conduct counseling sessions; and to prepare 
   biographical employees sketches for release to other agencies and 
   persons.
       c. To disclose the executive health maintenance list to 
   management officials and Health Unit Officials. This listing is of 
   all employees over 40 years old who are qualified for the Executive 
   Health Maintenance Program.
       d. To disclose information in the personnel security file to the 
   Office of Internal Security. The routine uses listed in the GSA 
   system of records GSA/HRO-37, Security Files, also apply to this 
   information.
       e. To disclose information in the employee development and 
   training file to the Office of Training. In addition this file is 
   used to measure actual progress against planned training, prepare and 
   aid in evaluations for merit promotions.
       f. To disclose information in the equal employment opportunity 
   file to the Office of Civil Rights. The routine uses listed in the 
   Equal Employment Opportunity Commission system of records EEOC/GOVT-1 
   also apply to this information. In addition this file is used to 
   provide support to the Director of Civil Rights, Central Office EEO 
   staff members, Central Office division directors, and Regional EEO 
   officers in performing their duties.
       g. To disclose information in the personnel file to the Office of 
   Personnel.
       h. To disclose information to the Office of Federal Protection 
   and Safety for compiling statistical information on personal injuries 
   of GSA employees.
       i. To disclose information to various agency staff and 
   administrative offices who may restructure the data for their 
   management purposes.
       j. To disclose information to a Federal, State, local, or foreign 
   agency responsible for investigating, prosecuting, enforcing, or 
   carrying out a statute, rule, regulation, or order, where the General 
   Services Administration becomes aware of a violation or potential 
   violation of civil or criminal law or regulation.
       k. To disclose information to a Federal, State, or local agency 
   keeping civil, criminal, enforcement, or other information to get 
   information relevant in making a decision on hiring or retaining an 
   employee; issuing a security clearance; letting a contract; or 
   issuing a license, grant, or other benefit.
       l. To disclose information to a requesting Federal agency in 
   connection with hiring or retaining an employee; issuing a security 
   clearance; reporting an employee investigation; clarifying a job; 
   letting a contract; or issuing a license, grant, or other benefit by 
   the requesting agency where the information is relevant and necessary 
   for a decision.
       m. To disclose information to an appeal, grievance, or formal 
   complaints examiner; equal employment opportunity investigator; 
   arbitrator; exclusive representative; or other official engaged in 
   investigating, or settling a grievance, complaint, or appeal filed by 
   an employee.
       n. To disclose information to a Member of Congress or a 
   congressional staff member in response to an inquiry from that 
   congressional office made in behalf of a constituent.
       o. To disclose information to the Office of Management and Budget 
   in connection with reviewing private relief legislation at any state 
   of the coordination and clearance process.
       p. To disclose information to an expert, a consultant, or 
   contractor of GSA in performing a Federal duty.
       q. To disclose information to a physician to conduct a medical 
   examination or evaluation of a GSA employee.
       r. To disclose information to the Office of Personnel Management 
   under the agency's responsibility for evaluating Federal personnel 
   management. When official personnel records in the custody of GSA are 
   covered in the system of records published by the Office of Personnel 
   Management as Government-wide records, they are considered part of 
   that system. Other official personnel records covered by notices 
   published by GSA are separate systems of records and may be 
   transferred to the Office of Personnel Management under official 
   personnel programs and activities as a routine use.
       s. To disclose information according to the routine uses listed 
   in the Office of Personnel Management system of record OPM/GOVT-1.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Paper records in file folders, card files, and cabinets; 
   microfilm records in reels and cabinets; microfiche in cabinets; 
   magnetic tapes and cards in cabinets and storage libraries; and 
   computer records within a computer and attached equipment.
     Retrievability: Filed alphabetically at each location by name and 
   social security number, or both methods for each person.
     Safeguards:  Records stored in lockable metal containers or in 
   secured rooms. Computerized records protected by password system. 
   Information release only to authorized officials on a need-to-know 
   basis.
     Retention and disposal: Disposal of records is described in the HB, 
   GSA Records Maintenance and Disposition System (OAD P 1820.2).
     System manager(s) and address: PIRS Project Director, Employment 
   Policy Division, Office of Personnel, General Services Administration 
   (EPP), Washington, DC 20405.
     Notification procedure: 
       Inquiries by individuals should be addressed to:
       a. Director of Personnel, General Services Administration (CP), 
   18th and F Streets, NW, Washington, DC 20405; or the Regional 
   Personnel Officer at the addresses listed above for personnel 
   records.
       b. Director, Office of Internal Security, General Services 
   Administration (ATOIP), 18th and F Streets NW, Washington, DC 20405 
   for personnel security records.
       c. Director, Office of Civil Rights, General Services 
   Administration (ETC), 18th and F Streets NW, Washington, DC 20405 for 
   EEO records.
       d. Director, Office of Training, General Services Administration 
   (ETD), 18th and F Streets, NW, Washington, DC 20405 for employee 
   development and training records.
       e. Director, Fire and Safety Division, General Services 
   Administration (PSA), 18th and F Streets, NW, Washington, DC 20405 
   for personal injury records.
       f. Office which employee worked for management records.
     Record access procedures: Requests from individuals should be 
   addressed to the officials listed in the notification procedures 
   portion of this notice. For written requests, individuals should 
   provide full name, social security number, address, telephone number, 
   and approximate dates and place of employment. For identification 
   requirements, refer to the agency regulations as outlined in 41 CFR 
   part 105-64.
     Contesting record procedures: GSA rules for contesting the contents 
   and appealing initial decisions are issued in 41 CFR part 105-64, of 
   the Federal Register.
     Record source categories: Individuals themselves, other employees, 
   supervisors, other agencies management officials, non-Federal sources 
   such as private firms, and data from the systems of records GSA/HRO-
   37, OPM/GOVT-1, and EEOC/GOVT-1.
     Systems exempted from certain provisions of the act: Under 5 U.S.C. 
   552a(k), the personnel security files in this system of records are 
   exempt from subsections (c)(3); (d); (e)(1), (e)(4)(G), (H), and (I); 
   and (f) of the act.

   #.. GSA/PPFM-9

   #....System name: Payroll Information Processing System.

     System location: 
       This system of records is located in the General Services 
   Administration Finance Division in Kansas City, MO, commissions, 
   committees, and small agencies serviced by GSA, and administrative 
   offices throughout GSA.
     Categories of individuals covered by the system: 
       Individuals covered by the system are current and former 
   employees of GSA and of commissions, committees, and small agencies 
   serviced by GSA including applicants for employment and persons in 
   intern, youth employment, and work study programs.
     Categories of records in the system: 
       The files in this system are payroll records. They consists of 
   information accumulated by operating officials as well as personnel 
   and finance officials in administering their program areas in matters 
   for or about employees. Also, the system has data necessary to 
   process personnel actions, perform detailed accounting distributions, 
   automatically provide for such tasks as mailing checks and bonds, and 
   prepare and mail tax returns and reports. The system has a large 
   number of records which may include:
       a. Employee identification and status data such as name, Social 
   Security number, date of birth, sex, work schedule, and type of 
   appointment.
       b. Employee date data such as service computation data for leave.
       c. Position and pay data such as pay plan, occupational series, 
   grade, step, salary, organization location, and accounting 
   distribution.
       d. Award and suggestion amount data.
       e. Employment data such as position description.
       f. Payroll data such as time; attendance; leave; Federal, State, 
   and local tax; allotments; savings bonds; and other pay allowances 
   and deductions.
       g. Tables of data for editing, reporting, and processing 
   personnel and pay action which include Nature of Action Codes, 
   Organization Table, and Salary Table.
     Authority for maintenance of the system: 
       5 U.S.C. Part III is the authority for the system. Specific 
   authority for use of Social Security numbers is in Executive Order 
   9397, 26 CFR 31.6011(b)(2), and 26 CFR 31.6109-1.
   Purpose(s): 
       To assemble in one system information supporting the day to day 
   operating needs associated with payroll oriented program areas. This 
   system is a comprehensive computerized information system which is 
   patently designed to meet payroll statistic needs of all types and 
   sizes of Government organizations and achieve multiple benefits from 
   each data element introduced into the system. To accomplish the 
   above, the system provides a number of outputs. For the payroll 
   office, outputs include a comprehensive payroll; detailed accounting 
   distribution of costs; leave data summary reports; an employee's 
   statement of earnings, deductions, and leave every payday; State, 
   city, and local unemployment compensation reports; Federal, State, 
   and local tax reports; W-2 wage and tax statements; and reports of 
   withholding and contributions. For the Office of Personnel, outputs 
   include data for reports of Federal civilian employment. The system 
   also outputs data to various agency staff and administrative offices 
   to use for management purposes.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       a. To disclose information to a Federal, State, local, or foreign 
   agency responsible for investigation, prosecuting, enforcing, or 
   carrying out a statute, rule, regulation, or order, where the 
   agencies become aware of a violation or potential violation of civil 
   or criminal law or regulation.
       b. To disclose information to a Member of Congress or a 
   congressional staff member in response to an inquiry from that 
   congressional office made at the request of that individual.
       c. To disclose information to an expert, a consultant, or 
   contractor of the agency in performing a Federal duty.
       d. To disclose information to a Federal, State, or local agency 
   keeping civil, criminal, enforcement, or other information to get 
   information relevant in making a decision on hiring or retaining an 
   employee; issuing a security clearance; letting, a contract; or 
   issuing a license, grant or other benefit.
       e. To disclose information to a requesting Federal agency in 
   connection with hiring or retaining an employee; issuing a security 
   clearance; reporting an employee investigation; clarifying a job; 
   letting a contract; or issuing a license, grant, or other benefit by 
   the requesting agency where the information is relevant and necessary 
   for a decision.
       f. To disclose information to an appeal, grievance, or formal 
   complaints examiner; equal employment opportunity investigator; 
   arbitrator; exclusive representative or other official engaged in 
   investigating, or settling a grievance, complaint, or appeal filed by 
   an employee.
       g. To disclose information to the Office of Mangement and Budget 
   in connection with reviewing private relief legislation at any state 
   of the coordination and clearance process.
       h. To disclose a copy of the Department of the Treasury Form W-2, 
   Wage and Tax Statement to the State, city, or other local 
   jurisdiction which is authorized to tax the employee's compensation. 
   The record is provided by a withholding agreement between the State, 
   city, or other local jurisdiction and the Department of the Treasury 
   under 5 U.S.C. 5516, 5517, and 5520.
       i. To disclose copies of executed city tax withholding 
   certificates to a requesting city official from the Comptroller, 
   General Services Administration (B), Washington, DC 20405.
       j. To disclose information to the Office of Personnel for reports 
   of Federal civilian employment.
       k. To disclose information to various agency administrative 
   offices who may restructure the data for their management purposes.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper records in file folder, card files and cabinets; microfilm 
   records in reels and cabinets; microfiche in cabinets; magnetic tapes 
   and cards in cabinets and storage libraries; and computer records 
   within a computer and attached equipment.
     Retrievability: 
       Filed by name and/or social security number at each location.
     Safeguards: 
       Records stored in lockable containers or secured rooms. 
   Computerized records protected by password system.
     Retention and disposal: 
       Disposal of records is described in the HB, GSA Records 
   Maintenance and Disposition System (OAD P 1820.2).
     System manager(s) and address: 
       Chief, System Staff, Office of Regional Comptroller, General 

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