ML20216J458
| ML20216J458 | |
| Person / Time | |
|---|---|
| Issue date: | 09/03/1997 |
| From: | Galante A NRC |
| To: | |
| References | |
| FRN-62FR47525, RULE-PR-MISC NUDOCS 9709170308 | |
| Download: ML20216J458 (11) | |
Text
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J'.v t,A' NUCLEAR REGULATORY COMMISSION ADJUth./,m., FF Privacy Act of 1974. As Amended: Revisions to Existing System of Records AGDCY:
Nuclear Regulatory Commission.
AC110N:
Proposed revisions to an existing system of records.
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l
SUMMARY
In accordance with the Privacy Act of 1974. as amended (Privacy j
Act). the Nuclear Regulatory Commission (NRC) is issuing public notice of its l
it. tent to modify an existing system of records (system). NRC-21, " Payroll Accounting Records--NRC." to add four new routine uses and update otner sections of the system notice.
EFFECTIVE DATE:
The revised system s
ill become effective without 9d9"2' M F 9"'
"" F further notice on (30 d5y; f r itu c' pi' W"~"
4" unless comments received on or before that date cause a contrary decision.
if changes are made based on NRC's review of comments received. NRC will publish a new final notice, i
ADDRESSES:
Send comments to the Secretary of the Commission. U.S. Nuclear Regulatory Commission. Washington. DC 20555-0001. Attention:
Docketing and G({
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MISC 62FR47525 PDR i
.N 9/rffy7 at 42M f 7525
,k Service Section Nnd deliver co"iments to 11555 Rod ville P1Le Rocivilbe Maryland, between /;30 am and 4:15 pm federai v.orLdays.
C0ples of ccment s may be examitied, or copied f or a f ee, at the NRC Public Document Room at 2120 L Street. NW.
Loner Level. Aashington, DC FOR FURTHER INFORMATION CCNTACT; Jona L. Souder. Freecom of information/l.ocal Public Document Room Bratich. Office of Information Resources Management U.S. Nuclear Regulatory Commission. Washington. DC 20555-0001.
telephone:
301-415-7170 SUPPLEMENTARY INFORMA110N:
1he NRC is proposing to amend the system notice for NRC-21. " Payroll Accounting Records -NRC " to add three new routine use disclosures pursuant to the Personal Responsibility and Work Opportunity Reconciliation Act of 1990 (Act).
NRC will disclose data f rom NRC-21 to the Office of Child Support Enforcement (OCSE). Aaministration for Children and familles. Depdrtment of Hedith and Human Services (DHHS) for use in its federal Parent t.ocator System (FPLS) and federal Tax Of fset System. DHH5/0CSE No. 09-90 0074. last published in the federal Register on July 25. 1996 (61 FR 38754).
FPLS is a computerized network through which States may request location information from Federal and State agencies to find non-custodial parents and/or their employers for purposes of establishing paternity and securing support.
Effective October 1. 1997, the FPLS will be enlarged to include the National Directory of New Hires, a database containing information on employees commencing employment, quarterly wage data on private and public sector employees, and information on unemployment compensation benefits.
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- _... _. _ _ _ _ _ y J
l i 3 Etfective October 1.1993, the FPl.S will be expanded to include a federal Case
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Registry.
The federal Case Registry w1ll-contain abstracts on all f
participants involved in child support enforcement cases When the Federal--
Case Registry is instituted. itL files a111 be matched on cn ongoing basis j
amainst the files in the National Directory of New Hires to determine if an rmployee is a participant in a child support case anywhere in the country
-If l
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the FPLS identifies a person as being a participant in a State child support.
l case.' that State will be notified of the participant's current employer, j
State requests to the FPLS for location information will also continue to be processed after October 1. 1998.
l The data to be disclosed by URC to the FPLS includes employees names.
social security numbers. home addresses. wage amounts. reporting periods, and employers ndmes and addresses.
'iames and social security numoers submitted by NRC to the FPLS Mll be disclosed by the of fice of Child Support Enforcement to the Social Security Admimstration for verification to ensure that the l
2 social security number proviaed is correct.
i The data disclosed by NRC to the FPLS will also be disclosed by the Of fice of Child Support Enforcement to the Secretary of the Treasury for use
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in verifying claims for the advance payment of the earned income tax credit or
-to verify a claim of employment on a tax return.
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'A new routine use permitting disclosures to the National Archives and 4
Records Administration and the General Services Administration for records management inspections conducted under 44 U.S.C. 2904 and 2906 is also being a
Ladded to the system notice at this time.
In addition. NRC is updating the following sections of the system
. notice: System location; Authority for Maintenance of the System; Policies
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and Practices for Storing, Retrieving, Accessing, Retaining, and Disposing of l
i
- Records in the System: System Manager (s) and Address: Notification Procedure:
i Record Access Procedure: Contesting Record Procedure: and Record Source Categories.
A report on the proposed revisions to this system of records, requ1 red I
by 5 U.S.C. 552a(r) and the Office of Management and Budget (OMB) Circular No.
A 130, Appendix 1, " Federal Agency Responsibilities for Maintaining Records j
About Individuals," is being sent to the Committee on Governmental Affairs of f
i the U.S. Senate, the Committee on Government Reform and Oversight of the U.S.
[
House of Representatives, and OMB.
Accordingly, the NRC proposes to amend NRC-21 in its entirety to read as l
follows:
NRC-21 5
i i
SYSTEM NAME:
Payroll Accounting Records--NRC.
j SYSTEM l.0 CAT ON:
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Primary system--Division of Accounting and Finance, Office of the Controller, NRC, 11545 Rockville Pike, Rockville, Maryland.
Duplicate systems--Duplicate systems exist, in whole or in part, at the i
locations listed in Addendum I, Parts 1 and 2.
CATEGORIES OF~.lN0lV100At.S COVERED BY THE SYSTEM:
Current and former NRC employees, special Government Employees, and r
consultants.
eATEGORIES OF RECORDS ~IN THE' SYSTEM:
Pay, leave, and allowance histories, which includes, but is not limited r
a
to, individuals' names and social security numbers.
t AUTHOR!TY FOR MAINTENANCE OF THE SYSTEM:
F Pub L. 104 193. Personal Responstbility and Work Opportunity l
Reconciliation Act of-1996: 5 U.S.C. 6334 (1994): 31 U.S.C. 716. 1104. 1108.
1114; 3325; 3511. 3512. 3701. 3711. 3717, 3718 (1994): Executive Order 9397.
j l
November 22. 1943.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM. INCL.UDING CATEGORIES OF l
USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of the Privacy Act. the NRC may disclose information contained in this system of records without the consent of the subject individual if the disclosure is compatible with the purpose for which the record was collected under the l
e
'following routine uses
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a; for transmittal of data to U.S. Treasury to effect issuance of paychecks to employees and consultants and distribution of pay according to i
employee directions for savings bonds allotments, financial institutions, and other authorized purposes including the withholding and reporting of Thrift Savings Plan deductions to the Department of Agr1 culture's National Finance 4
i Centn; b.
For reporting tax withholding to the Internal Revenue Service and appropriate State and local taxing authorities:
c.
For FICA deductions to the Social Security Administration; d.
For dues deductions to labor unions:
4.
e; For withholding for health-insurance to the insurance carriers and the Office of Personnel Management:
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for charity' contribution deductions to agents of charitable i
institutions:
For annual W 2 statements to taxing authorities and the individual; g.
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.h.
For transmittal to the Office of Management and Budget for review of budget requests:
1.
For withholding and reporting of ' retirement reemployed annuitants.
I and life insurance information to the Office of Personnel Management:
l j.
for transmittal of information to State agencies for unemployment
-- i purposes:
4.
s k.
For transmittal _to the Office of Child Support Enforcement.
-Administration for Children and Families. Department of Health and Human Services Federal Parent Locator System and federal Tax Offset System for use In locating individuals and identifying their income sources to establish paterntty, establish and modify orders of support, and for enforcement action.
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1 For transmittal to the Of fice of Child Support Enforcement for release to the Social Security Aaministration for verifying' social security 4
numbers in connection with the operation of the Federal Parent Locator System by the Of fice of Child Support Enforcement; o
m, For transmittal to the Off1ce of Child Support Enforcement for release to the Department of Treasury for purposes of administering the Earned-income Tax Credit Program (Section 32. Internal Revenue Code of 1986) and 1
verifying a claim with respect to employment in a tax return; To the National Archives and Records Administration or to the n.
General Services Administration for records management inspections conducted
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under 44 U.S.C. 2904 and 2906i i
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For any of the routine uses specified in the Prefatory Statement of j
General Routine uses.
I DISCLOSURE 10 CONSUMER REPORTING AGENCIES:
- DISCLOSURE PURSUANT TO 5 U S.C. 552A(B)(12):
i Disclosures of informatio1 to a consumer reporting agency are not considered a routine use of records.
Disclosures may be made from this system
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- to " consumer reporting agencies" as defined in the Fair Credit Reporting Act
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(15 0.S.C. 1681a(f) or the federal Claims Collection Act of 1966. as amended
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(31 ULS C. 3701(a)(3)).
POLICIES AND PRACTICES FOR STORING. RETRIEVING ACCESSING, RETAINING, AND DIErJSING OF RECORDS IN THE SYSTEM:
STORAGE:
r information'1s mainta!ned in computerized form, on microfiche, and in paper copy.
Computerized form includes information stored in memory, on dist i
and magnetic tape and on computer printouts.
i RETRIEVABILITY:
Information is accessed by name and social security number, SAFEGUARDS:
Records-in the primary system of records are maintained in buildings where access is controlled by a security guard force.
File folders, microfiche, tapes, and disks. Including backup data, are maintained in secured 4
locked rooms after working hours All' records are in areas where access is controlled by keycard and is limited-to NRC and contractor personnel and to others'who need the=information to perform their official-duties.
Access to
- computerized records requires use of proper passwords and user identification
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RETENTION AND OlSPOSAL:
a.
Individual employee pay record for each employee and consultant
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maintained in the electronic PAY /PERS system is updated as required in l
accordance with General Records Schedule (GRS) 2 1.a.
f b.
Individual employee pay records containing pay data on each employee and consultant maintained Ir, the Annual and Quarterly Employee History Records l
1 on microfiche are transferred to the National Personnel Records Center and destroyed when 56 years old.
c.
Copies of non current payroll data maintained on microfiche are j
~ destroyed 15 years after close of pay year in which generated in accordance t
with GRS 2 2.
1 d.
Employee and consultant payroll records:
l '.
U.S. savings bond authorizations are destroyed when superseded or after separation of employee in accordance with GRS 2-14.a.
2.
Combined Federal Campaign allotment authorizations are destroyed after Government Accounting Of fice (GAO) audit or when 3 years old, whichever 1s sooner, in accordance with GRS 2 15.a..
- 3. ' Union dues and savings-allotment authorizations are destroyed after GA0 audit or when 3 years old, whichever is sooner. in accordance with GRS 2;15.b.
4; Payroll Change Files consisting of records used to change or correct an individual's pay transaction are destroyed after GA0 audit or when 3 years old,~whichever if. sooner, in accordance with GRS 2-23.a.
5.
Tax Files consisting of State and Federal withholding tax exemption 7
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certificates, such as: Internal Revenue Service (IP.S) Form W 4 and the-8-
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j equivalent State form are destroyed 4 years after form 1s superseded _or obsolete or upon separation of employee in accordance with GRS 2 13.a.
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6.
Agency copy of employee wages and tax statements. such as IRS Form l
W 2 and State equivalents. are destroyed when 4 years old in accordance with l
GRS 2 13.b.
5 7.
Leave record prepared upon transfer or separation of employee maintained in the Payroll of' ice is destroyed when 3 years old in accordance with GRS 2 9.b.
e.
Time and attendance source records maintained by Time and Attendance clerks and certifying officials are destroyed after GA0 audit or when 6 years old, whichever is sooner, in accordance with GRS 2.7.
f.
Electronic time and attendance input records maintained in the
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PAY /PERS system are destroyed af ter GA0 audit or when 6 years old, whichever is sooner. In accordance with GRS 2-8.
g.
Payroll system reports providing fiscal information on agency payroll consisting of hardcopy and microfiche reports generated by the PAY /PERS system are destroyed when 3 years old, excluding the long-term
- Employee History Reports, in accordance with GRS 2 22.c.
h.
Payroll system reports serving as error reports, ticklers, system operation reports are destroyed when related actions are completed or when no longer needed, not'to exceed 2 years, in accordance with GRS 2 22.a.
1.
Official notice of levy or garnishment (!RS Form 668A or
- equivalent), change slip, work papers, correspondence, release and other forms,~and other records relating-to charge against retirement funds or a'ttachment of salary for payment of back income taxes or other debts of 4
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Federal employees are destroyed 3 years after garnishment is terminated in t
accordance with GRS 2-18.
SYSTEM MANAGER (S) AND ADDRESS:
l Chief. Financial Operations Branch. Division of Accounting and Finance, j
Office of the Controller U.S. Nuclear Regulatory Commission.
Washington. DC l
l 20555 0001.--
NOT!flCATION PROCEDURE:
individuals seeking to determine whether this system of records contains l
t Information--pertaining to themselves should write to the Chief. Freedom of
-Information/ Local'Public Document Room Branch Office of Information Resources l
Management.-U,S.-Nuclear Regulatory Commission. Washington. DC 20555 0001.and
-l comply with NRC's Privacy Act regulations regarding verification of identity l
contained in 10 CfR part 9.
1 RECORD ACCESS PROCEDURE:
Same as " Notification Procedure" and comply with NRC's Privacy Act
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3 regulations regarding verification of Identity and record access procedures contained in.10 CFR part 9.
CONTESTING RECORD PROCEDURE:
Same as " Notification Procedure" and comply with NRC's Privacy Act regulations regarding verification of identity and contesting record procedures contained in 10 CFR.part 9.
1 RECORD SOURCE CATEGORIES:
j Information in this system of records is obtained from sources.
a including but not'11mited to the individual to whom it pertains, the:0ffice of a
Human Resources and other NRC officials, and other agencies and entities.
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0 EXEMPTIONS:
flone.
Dated at Rockville. MD, this 3rd day of September 1997-for the Nuclear Regulatory Comission.
/
J 2 4c11 9 biI tion Officer.
11