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<DOC>
 

DEPARTMENT OF TREASURY

Departmental Offices

<DOC>
 

DEPARTMENT OF TREASURY

Treasury/DO .002

System name: 

   Treasury Integrated Management Information System (TIMIS)--Treasury/
  DO.
System location: 
   The system management staff of TIMIS is located at 1500 Pennsylvania 
  Ave., NW, Treasury Annex Building, Room 4153-Annex, Washington, DC 
  20220. The TIMIS processing site is located at the United States 
  Department of Agriculture National Finance Center, 13800 Old Gentilly 
  Road, New Orleans, LA 70160.
Categories of individuals covered by the system: 
   Current and historical payroll/personnel data of employees of all 
  Treasury bureaus and organizations. Certain non-Treasury agencies, 
  which receive payroll personnel services from Treasury under cross-
  servicing agreements, will be moving to a system of their choice.
Categories of records in the system: 
   Information contained in the records of the existing systems and the 
  new TIMIS system include such data as: (1) Employee identification and 
  status data such as name, social security number, date of birth, sex, 
  race and national origin designator, awards received, suggestions, 
  work schedule, type of appointment, education, training courses 
  attended, veterans preference, and military service. (2) Employment 
  data such as service computation for leave, date probationary period 
  began, date of performance rating, and date of within-grade increases. 
  (3) Position and pay data such as position identification number, pay 
  plan, step, salary and pay basis, occupational series, organization 
  location, and accounting classification codes. (4) Payroll data such 
  as earnings (overtime and night differential), deductions (Federal, 
  state and local taxes, bonds and allotments), and time and attendance 
  data. (5) Employee retirement and Thrift Savings Plan data. (6) Tables 
  of data for editing, reporting and processing personnel and pay 
  actions. These include nature of action codes, civil service authority 
  codes, standard remarks, signature block table, position title table, 
  financial organization table, and salary tables.
Authority for maintenance of the system: 
   The Office of Personnel Management Manual, 50 U.S.C. App. 1705-1707; 
  31 U.S.C. and Departmental Circular 145 and 830. The Department of the 
  Treasury Fiscal Requirements Manual; 5 U.S.C. 301; FPM Letter 298-10, 
  Office of Personnel Management; Federal Personnel Manual (Chapter 713 
  Subchapter 3A).
Purpose(s): 
   The purposes of the system include, but are not limited to: (1) 
  Maintaining current and historical payroll records which are used to 
  compute and audit pay entitlement; to record history of pay 
  transactions; to record deductions, leave accrued and taken, bonds due 
  and issued, taxes paid; maintaining and distributing Leave and 
  Earnings statements; commence and terminate allotments; answer 
  inquiries and process claims, and (2) maintaining current and 
  historical personnel records and preparing individual administrative 
  transactions relating to education and training, classification; 
  assignment; career development; evaluation; promotion, compensation, 
  separation and retirement; making decisions on the rights, benefits, 
  entitlements and the utilization of individuals; providing a data 
  source for the production of reports, statistical surveys, rosters, 
  documentation, and studies required for the orderly personnel 
  administration within Treasury.
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses: 
   These records and information in these records may be used to: (1) 
  Furnish data to the Department of Agriculture, National Finance Center 
  (which provides payroll/personnel processing services for TIMIS under 
  a cross-servicing agreement) affecting the conversion of Treasury 
  employee payroll and personnel processing services to TIMIS; the 
  issuance of paychecks to employees and distribution of wages; and the 
  distribution of allotments and deductions to financial and other 
  institutions, some through electronic funds transfer; (2) furnish the 
  Internal Revenue Service and other jurisdictions which are authorized 
  to tax the employee's compensation with wage and tax information in 
  accordance with a withholding agreement with the Department of the 
  Treasury pursuant to 5 U.S.C. 5516, 5217, and 5520, for the purpose of 
  furnishing employees with Forms W-2 which report such tax 
  distributions; (3) provide records to the Office of Personnel 
  Management, Merit Systems Protection Board, Equal Employment 
  Opportunity Commission, and General Accounting Office for the purpose 
  of properly administering Federal personnel systems or other agencies' 
  systems in accordance with applicable laws, Executive Orders, and 
  regulations; (4) furnish another Federal agency information to effect 
  interagency salary or administrative offset, except that addresses 
  obtained from the Internal Revenue Service shall not be disclosed to 
  other agencies; to furnish a consumer reporting agency information to 
  obtain commercial credit reports; and to furnish a debt collection 
  agency information for debt collection services. Current mailing 
  addresses acquired from the Internal Revenue Service are routinely 
  released to consumer reporting agencies to obtain credit reports and 
  to debt collection agencies for collection services; (5) disclose 
  information to a Federal, state, local or foreign agency maintaining 
  civil, criminal or other relevant enforcement information or other 
  pertinent information which has requested information relevant to or 
  necessary to the requesting agency's hiring or retention of an 
  individual, or issuance of a security clearance, license, contract, 
  grant, or other benefit; (6) disclose information to a court, 
  magistrate, or administrative tribunal in the course of presenting 
  evidence, including disclosures to opposing counsel or witnesses in 
  the course of civil discovery, litigation or settlement negotiations 
  in response to a subpoena where relevant or potentially relevant to a 
  proceeding, or in connection with criminal law proceedings; (7) 
  disclose information to foreign governments in accordance with formal 
  or informal international agreements; (8) provide information to a 
  congressional office in response to an inquiry made at the request of 
  the individual to whom the record pertains; (9) provide information to 
  the news media in accordance with guidelines contained in 28 CFR 50.2 
  which relates to civil and criminal proceedings; (10) provide 
  information to third parties during the course of an investigation to 
  the extent necessary to obtain information pertinent to the 
  investigation; (11) provide information to unions recognized as 
  exclusive bargaining representatives under the Civil Service Reform 
  Act of 1978, 5 U.S.C. 7111 and 7114; (12) provide wage and separation 
  information to another agency, such as the Department of Labor or 
  Social Security Administration, as required by law for payroll 
  purposes; (13) provide information to a Federal, state, or local 
  agency so that the agency my adjudicate an individual's eligibility 
  for a benefit, such as a state employment compensation board, housing 
  administration agency and Social Security Administration; (14) 
  disclose pertinent information to appropriate Federal, state, local or 
  foreign agencies responsible for investigating or prosecuting the 
  violation of, or for implementing a statute, regulation, order, or 
  license, where the disclosing agency becomes aware of an indication of 
  a violation or potential violation of civil, or criminal law or 
  regulation; (15) disclose information about particular Treasury 
  employees to requesting agencies or non-Federal entities under 
  approved computer matching efforts, limited to only those data 
  elements considered relevant to making a determination of eligibility 
  under particular benefit programs administered by those agencies or 
  entities or by the Department of the Treasury or any constituent unit 
  of the Department, to improve program integrity, and to collect debts 
  and other monies owed under those programs (i.e., matching for 
  delinquent loans or other indebtedness to the government).
Disclosure to consumer reporting agencies:
   Disclosures may be made pursuant to 5 U.S.C. 552a(b)(12) and section 
  3 of the Debt Collection Act of 1982; debt information concerning a 
  government claim against an individual is also furnished, in 
  accordance with 5 U.S.C. 552a(b)(12) and section 3 of the Debt 
  Collection Act of 1982 (Pub. L. 97-365), to consumer reporting 
  agencies to encourage repayment of an overdue debt. Disclosures may be 
  made to a consumer reporting agency as defined in the Fair Credit 
  Reporting Act, 15 U.S.C. 1681a(f) or the Federal Claims Collection Act 
  of 1966, 31 U.S.C. 701(a)(3).
Policies and practices for storing, retrieving, accessing, retaining, 
    and disposing of records in the system:  
Storage: 
   Magnetic media, microfiche, and hard copy. Disbursement records are 
  stored at the Federal Records Center.
Retrievability: 
   Records are retrieved generally by social security number, position 
  identification number within a bureau and region, or employee name. 
  Secondary identifiers are used to assure accuracy of data accessed, 
  such as master record number or date of birth.
Safeguards: 
   Entrance to data centers and support organization offices are 
  restricted to those employees whose work requires them to be there for 
  the system to operate. Identification (ID) cards are verified to 
  ensure that only authorized personnel are present. Disclosure of 
  information through remote terminals is restricted through the use of 
  passwords and sign-on protocols which are periodically changed. 
  Reports produced from the remote printers are in the custody of 
  personnel and financial management officers and are subject to the 
  same privacy controls as other documents of like sensitivity.
Retention and disposal: 
   The current payroll and personnel system and the Treasury Integrated 
  Management Information System (TIMIS) master files are kept on 
  magnetic media. Information rendered to hard copy in the form of 
  reports and payroll information documentation is also retained in 
  automated magnetic format. Employee records are retained in automated 
  form for as long as the employee is active on the system (separated 
  employee records are maintained in an ``inactive'' status). Files are 
  purged in accordance with Treasury Directives Manual TD 25-02, 
  ``Records Disposition Management Program.''
System manager(s) and address: 
   Director, Treasury Integrated Management Information System (System 
  Manager for TIMIS), 1500 Pennsylvania Avenue, NW, Treasury Annex 
  Building, Room 4153-Annex, Washington, DC 20220.
Notification procedure: 
   Individuals wishing to be notified if they are identified in this 
  system, or to gain access to records maintained in the system, must 
  submit a written request containing the following elements: (1) 
  Identification of the record system; (2) identification of the 
  category and types of records sought; and (3) at least two items of 
  secondary identification (e.g. employee name and date of birth , 
  employee identification number, date of employment or similar 
  information). The individual's identity must be verified by one other 
  identifier, such as a photocopy of a driver's license or other 
  official document bearing the individual's signature. Alternatively, a 
  notarized statement may be provided. Address inquiries to Assistant 
  Director, Disclosure Services, Department of the Treasury, 1500 
  Pennsylvania Avenue, NW, Room 1054- MT, Washington, DC 20220.
Record access procedures: 
   See ``Notification procedure'' above.
Contesting record procedures: 
   See ``Notification procedure'' above.
Record source categories: 
   The information contained in these records is provided by or verified 
  by the subject of the record, supervisors, and non-Federal sources 
  such as private employers.
Exemptions claimed for the system:
   None.

<DOC>
 

DEPARTMENT OF TREASURY

Treasury/DO .004

System name: 

   Personnel Security System--Treasury/DO.
System location: 
  For individuals in category (a), Room 1302 Main Treasury Building, 
  1500 Pennsylvania Avenue, NW., Washington, DC 20220. For individuals 
  in category (b), Room 1322 Main Treasury Building, 1500 Pennsylvania 
  Avenue, NW, Washington, DC 20220.
Categories of individuals covered by the system: 
   (a) Current and former senior officials of the Department and 
  Treasury bureaus, and those within the Department who are involved in 
  Personnel Security matters. (b) Current and former government 
  employees or applicants occupying or applying for sensitive positions 
  in the Department.
Categories of records in the system: 
   (1) Background investigations, (2) FBI and other agency name checks, 
  and (3) investigative information relating to personnel investigations 
  conducted by the Department of the Treasury and other Federal agencies 
  and departments on preplacement and postplacement basis to make 
  suitability and employability determinations and for granting security 
  clearances. Card records comprised of Notice of Personnel Security 
  Investigation (TD F 67-32.2) or similar, previously used card indexes, 
  and an automated data system reflecting identification data on 
  applicants, incumbents and former employees, and record type of E.O. 
  10450 investigations and degree and date of security clearance, if 
  any, as well as status of investigations.
Authority for maintenance of the system: 
   E.O. 10450, sections 2 and 3, and E.O. 12356, part 4.
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses: 
   These records and information in these records may be used to 
  disclose information to departmental officials or other Federal 
  agencies relevant to, or necessary for, making suitability or 
  employability retention or security clearance determinations.
Policies and practices for storing, retrieving, accessing, retaining, 
    and disposing of records in the system:  
Storage: 
   File folders, index cards, and magnetic media.
Retrievability: 
   Records are retrieved by name.
Safeguards: 
   Records are stored in locked metal containers and in locked rooms. 
  They are limited to officials who have a need to know in the 
  performance of their official duties.
Retention and disposal: 
   Active files are retained during incumbent tenure and are subject to 
  update personnel investigation. Files of employees who effect intra-
  agency transfers (between Treasury bureaus) are automatically 
  transferred to the gaining bureaus. When an employee transfers to 
  another government agency or leaves the Federal government, files are 
  retained, separate from the active files, for five years. Background 
  investigations completed by OPM may be returned to that agency or 
  destroyed. Card indexes are periodically updated to reflect changes 
  and maintained as long as needed.
System manager(s) and address: 
   Director of Security, Room 1302 Main Treasury Building, 1500 
  Pennsylvania Avenue, NW, Washington, DC 20220.
Notification procedure: 
   Individuals wishing to be informed if they are named in this system 
  or gain access to records maintained in the system must submit a 
  written, signed request containing the following elements: (1) 
  Identify the record system; (2) identify the category and type of 
  records sought; and (3) provide at least two items of secondary 
  identification (date of birth, employee identification number, dates 
  of employment, or similar information). Address inquiries to Assistant 
  Director, Disclosure Services (see ``Record access procedures'' 
  below).
Record access procedures: 
   Assistant Director, Disclosure Services, Department of the Treasury, 
  Room 1054 MT, 1500 Pennsylvania Avenue, NW, Washington, DC 20220.
Contesting record procedures: 
   See ``Record access procedures'' above.
Record source categories: 
   The information provided or verified by applicants or employees whose 
  files are on record as authorized by those concerned, information 
  obtained from current and former employers, co-workers, neighbors, 
  acquaintances, educational records and instructors, and police and 
  credit record checks.
Exemptions claimed for the system:
   This system is exempt from 5 U.S.C. 552a(c)(3), (d), (e)(1), 
  (e)(4)(G), through (e)(4)(I), and (f) of the Privacy Act pursuant to 5 
  U.S.C. 552a(k)(5).

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