Home > 1995 Privacy Act Documents > Privacy Act: [TSF--3] General Informational Files--Harry S. Truman Scholarship Foundation....

Privacy Act: [TSF--3] General Informational Files--Harry S. Truman Scholarship Foundation....


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[2001 Privacy Act]
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   #.HARRY S. TRUMAN SCHOLARSHIP FOUNDATION


   #..TABLE OF CONTENTS

       TSF-1 Payroll Records--Harry S. Truman Scholarship Foundation
       TSF-2 General Financial Records--Harry S. Truman Scholarship 
   Foundation
       TSF-3 General Informational Files--Harry S. Truman Scholarship 
   Foundation
       TSF-4 Applicant's Records--Harry S. Truman Scholarship Foundation

   #..TSF--1

   #....System name:  Payroll Records--Harry S. Truman Scholarship 
      Foundation.

     System location:  General Services Administration, Region 3 Office; 
   copies held by the Foundation. (GSA holds records for the Foundation 
   under contract.)
     Categories of individuals covered by the system:  Past and present 
   Foundation employees.
     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 
   requests; leave data; retirement records. Records are used by 
   Foundation and GSA employees to maintain adequate payroll information 
   for Foundation employees, and otherwise by Foundation 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., 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 investigations; and to private attorneys, pursuant to a 
   power of attorney. Records are also disclosed by providing a copy of 
   an employee's Federal 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 will be provided in 
   accordance with a withholding agreement between the State, city, or 
   other local jurisdiction and the Department of the Treasury pursuant 
   to 5 U.S.C. 5516, 5517, and 5520 or in the absence thereof, in 
   response to a written request for an appropriate official of the 
   taxing jurisdiction to the Executive Secretary, Harry S. Truman 
   Scholarship Foundation, 712 Jackson Place, NW, Washington, DC 20006. 
   In the latter case, the request must include a copy of the applicable 
   statute or ordinance authorizing the taxation of compensation and the 
   solicitation of the Social Security number, 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 the city in response 
   to a written request from an appropriate city official to the 
   Executive Secretary, Harry S. Truman Scholarship Foundation, 712 
   Jackson Place, NW, Washington, DC 20006.
     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.
     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 Secretary, Harry S. 
   Truman Scholarship Foundation, 712 Jackson Place, NW, Washington, DC 
   20006.
     Notification procedure:  Refer to Foundation access regulations 
   contained in 45 CFR part 1800.
     Record access procedures:  Refer to Foundation access regulations 
   contained in 45 CFR part 1800.
     Contesting record procedures:  Refer to Foundation access 
   regulations contained in 45 CFR part 1800.
     Record source categories:  The subject individual; the Foundation.

   #..TSF--2

   #....System name:  General Financial Records Harry S. Truman 
      Scholarship Foundation.

     System location:  General Services Administration, Central Office; 
   copies held by the Foundation. (GSA holds records for the Foundation 
   under contract.)
     Categories of individuals covered by the system:  Employees of the 
   Foundation and members of its Board of Trustees.
     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 Foundation who have a need for the record in the 
   performance of their duties.
     Authority for maintenance of the system:  31 U.S.C., generally; 
   also, the Foundation's authorizing legislation, Pub. L. 93-642 (20 
   U.S.C. 2001).
     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.
     Retention and disposal:  Disposition of records shall be in 
   accordance with the HB GAS Records Maintenance and Disposition System 
   (OAD P 1820.2).
     System manager(s) and address:  Executive Secretary, Harry S. 
   Truman Scholarship Foundation, 712 Jackson Place, NW, Washington, DC 
   20006.
     Notification procedure:  Refer to Foundation access regulations 
   contained in 45 CFR part 1800.
     Record access procedures:  Refer to Foundation access regulations 
   contained in 45 CFR part 1800.
     Contesting record procedures:  Refer to Foundation access 
   regulations contained in 45 CFR part 1800.
     Record source categories:  The subject individual; the Foundation.

   #..TSF--3

   #....System name:  General Informational Files--Harry S. Truman 
      Scholarship Foundation.

     System location:  Harry S. Truman Scholarship Foundation, 712 
   Jackson Place, NW, Washington, DC 20006.
     Categories of individuals covered by the system:  Foundation 
   employees and members of its Board of Trustees.
     Categories of records in the system:  General personnel 
   information, including, among other data, copies of training and 
   travel records, applications, suggestions, position descriptions, 
   request for and notification of personnel action, employee 
   performance ratings and promotion appraisals, time and attendance 
   records, security clearances, titles, date of birth, grade, salary 
   employment history, home address, age, marital status, Social 
   Security Number, home telephone number, resumes, general 
   correspondence, and letters of recommendation. System also contains 
   copies of official Civil Service Commission and Foundation personnel 
   forms.
     Authority for maintenance of the system:  5 U.S.C., generally; 
   also, the Foundation's authorizing legislation, Pub. L. 93-642 (20 
   U.S.C. 2001).
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  See appendix. 
   Completion of agency forms for requests for personnel actions, 
   security clearances, training authorizations, travel authorizations, 
   time and attendance records, reports, etc. Also used for issuing 
   passes, motor pool ID, etc. Information is used ``in house'' for 
   personnel evaluation and management. Information is disclosed to 
   persons outside the agency for verifying employment/salary, preparing 
   letters of reference at the request of the employee, making travel 
   and training arrangements, and furnishing copies of performance 
   appraisals to other government agencies when employees have applied 
   for jobs elsewhere.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage:  Paper files.
     Retrievability:  Manual by name.
     Safeguards:  Stored in guarded building, released only to 
   authorized personnel.
     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 Secretary, Harry S. 
   Truman Scholarship Foundation, 712 Jackson Place, NW, Washington, DC 
   20006
     Notification procedure:  Refer to Foundation access regulations 
   contained in 45 CFR part 1800.
     Record access procedures:  Refer to Foundation access regulations 
   contained in 45 CFR part 1800.
     Contesting record procedures:  Refer to Foundation access 
   regulations contained in 45 CFR part 1800.
     Record source categories:  Official personnel records, GSA 
   Personnel and Finance Offices, Supervisors, letters of reference or 
   recommendation furnished by agency officials or persons from private 
   industry, educational information supplied by colleges and 
   universities, the subject individual.

   #..TSF--4

   #....System name:  Applicant's Records--Harry S. Truman Scholarship 
      Foundation.

     System location:  Harry S. Truman Scholarship Foundation, 712 
   Jackson Place, NW, Washington, DC 20006, and Educational Testing 
   Service, Princeton, N.J.
     Categories of individuals covered by the system:  Persons nominated 
   by colleges and universities in the United States, for consideration 
   as potential Truman Scholars.
     Categories of records in the system:  Documents and certifications 
   to assist Foundation staff in evaluating a person's application for a 
   Truman Scholarship, including, among other documents, a listing of 
   leadership positions held in high school and college; and of public 
   service activities; letters of recommendation; test results, personal 
   essay on the applicant's interest in entering public service; a 
   statement of intent to enter the public service; certifications as to 
   U.S. citizenship and academic standings; test scores.
     Authority for maintenance of the system:  The Foundation's 
   authorizing legislation, Pub. L. 93-642 (20 U.S.C. 2001).
     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 experts and consultants hired by the 
   Foundation or its administrative agent, Educational Testing Service, 
   for evaluation and recommendation with respect to applicants' 
   qualifications for a Truman Scholarship.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage:  Paper.
     Retrievability:  Manual and automated by name.
     Safeguards:  Stored in a guarded building; released only to 
   authorized personnel.
     Retention and disposal:  Foundation retains records only of those 
   chosen as finalists in competition (Truman Scholars and alternates); 
   all others are destroyed.
     System manager(s) and address:  Executive Secretary, Harry S. 
   Truman Scholarship Foundation, 712 Jackson Place, NW, Washington, DC 
   20006.
     Notification procedure:  Refer to Foundation access regulations 
   contained in 45 CFR part 1800.
     Record access procedures:  Refer to Foundation access regulations 
   contained in 45 CFR part 1800.
     Contesting record procedures:  Refer to Foundation access 
   regulations contained in 45 CFR part 1800.
     Record source categories:  The subject individual; the nominating 
   institution; reference supplied by the subject individual.

             APPENDIX--HARRY S. TRUMAN SCHOLARSHIP FOUNDATION

       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 investigating or prosecuting such 
   violation or charged with enforcing or implementing the statute, or 
   rule, regulation or order issued pursuant thereto.
       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 any employee, the issuance of a security 
   clearance, the letting of a contract or the issuance of a license, 
   grant or other benefit.
       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.
       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 Civil 
   Service Commission in accordance with the agency's responsibility for 
   evaluation and oversight of Federal personnel management.
       A record from this system of records may be disclosed to officers 
   and employees of a Federal agency for purposes of audit.
       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.

   #.HARRY S. TRUMAN SCHOLARSHIP FOUNDATION


Title 45-Public Welfare

Subtitle B-Regulations Relating to Public Welfare

Chapter XVIII-Harry S. Trumen Scholarship Foundation

PART 1800--PRIVACY ACT OF 1974

Sec.

1800.1  Purpose and scope.
1800.2  Definitions.
1800.3  Procedures for requests for access to individual records in a 
    record system.
1800.4  Times, places, and requirements for the identification of the 
    individual making a request.
1800.5  Access to requested information to the individual.
1800.6  Request for correction or amendment to the record.

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