ML24242A082

NRC 32 - Office of the Chief Financial Officer Financial Transactions and Debt Collection Management Records

ML24242A082
Person / Time
Issue date:	07/19/2024
From:	NRC/OCIO
To:
References
NRC 32
Download: ML24242A082 (10)

Text

SYSTEM NAME AND NUMBER:

Office of the Chief Financial Officer Financial Transactions and Debt Collection

Management RecordsNRC 32.

SECURITY CLASSIFICATION:

Unclassified

SYSTEM LOCATION:

Office of the Chief Financial Officer, NRC, Two White Flint North, 11545 Rockville Pike,

Rockville, Maryland. NRC has an interagency agreement with the U.S. Treasury, Administrative

Resource Center (ARC), Parkersburg, WV, as a Federal service provider for transactional

services in the NRC core financial system since March 2018.

Other systems of records contain information that may duplicate some of the records in

this system. These other systems include, but are not limited to:

NRC-10, Freedom of Information Act (FOIA) and Privacy Act (PA) Request Records

NRC;

NRC-18, Office of the Inspector General (OIG) Investigative RecordsNRC;

NRC-19, Official Personnel Training RecordsNRC;

NRC-21, Payroll Accounting RecordsNRC;

NRC-41, Tort Claims and Personal Property Claims RecordsNRC; and

GSA/GOVT-4, Contracted Travel Services Program (E-Travel).

SYSTEM MANAGER:

Comptroller, Division of the Comptroller, Office of the Chief Financial Officer, U.S.

Nuclear Regulatory Commission, Washington, DC 20555-0001.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 552a; 5 U.S.C. 5514; 15 U.S.C. 1681; 26 U.S.C. 6103; 31 U.S.C. chapter 37;

31 U.S.C. 6501-6508; 42 U.S.C. 2201; 42 U.S.C. 5841; 31 CFR 900-904; 10 CFR parts 15, 16,

170, 171; Executive Order (E.O.) 9397, as amended by E.O. 13478; and E.O. 12731.

PURPOSE(S) OF THE SYSTEM:

Financial Transactions and Debt Collection

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Individuals covered are those to who the NRC owes/owed money, those who

receive/received a payment from NRC, and thos e who owe/owed money to the United States.

Individuals receiving payments include, but are not limited to, current and former employees,

contractors, consultants, vendors, and others who travel or perform certain services for NRC.

Individuals owing money include, but are not limited to, those who have received goods or

services from NRC for which there is a c harge or fee (NRC licensees, applicants for NRC

licenses, Freedom of Information Act requesters, etc.) and those who have been overpaid and

owe NRC a refund (current and former employees, contractors, consultants, vendors, etc.).

CATEGORIES OF RECORDS IN THE SYSTEM:

Information in the system includes, but is not limited to, names, addresses, telephone

numbers, Social Security Numbers (SSN), em ployee identification number (EIN), Taxpayer

Identification Numbers (TIN), Individual Taxpayer Identification Numbers (ITIN), Data Universal

Numbering System (DUNS) number, fee categorie s, application and license numbers, contract

numbers, vendor numbers, amounts owed, background and supporting documentation,

correspondence concerning claims and debts, credit reports, and billing and payment histories.

The overall agency accounting system contains data and information integrating accounting

functions such as general ledger, funds control, travel, accounts receivable, accounts payable,

property, and appropriation of funds. Although this sy stem of records contains information on

corporations and other business entities, only those records that contain information about

individuals that is retrieved by the individuals name or other personal identifier are subject to

the Privacy Act.

RECORD SOURCE CATEGORIES:

Record source categories include, but are not limited to, individuals covered by the system, their attorneys, or other representat ives; NRC; collection agencies or contractors;

employing agencies of debtors; and Federal, State, and local agencies.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES

OF USERS AND THE PURPOSES OF SUCH USES:

In accordance with an interagency agreement, the NRC may disclose records to

Treasury ARC as a Federal service provider for tr ansactional services in the NRC core financial

system. In addition to the other types of disclosures permitted under subsection (b) of the

Privacy Act, the NRC may disclose information cont ained 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 following routine uses or, where determined to be appropriate

and necessary, the NRC may authorize Treas ury ARC to make the disclosure:

a. To debt collection contractors (31 U.S.C. 3718) or to other Federal agencies such as

the Department of the Treasury (Treasury) and Department of Interior (DOI) for the purpose of

collecting and reporting on delinquent debts as authorized by the Debt Collection Act of 1982 or

the Debt Collection Improvement Act (DCIA) of 1996 and the Digital Accountability and

Transparency Act (DATA) of 2014;

b. To Treasury; the Defense Manpower Data Center, Department of Defense; the United

States Postal Service; government corporations; or any other Federal, State, or local agency to

conduct an authorized computer matching program in compliance with the Privacy Act of 1974,

as amended, to identify and locate individuals, including Federal employees, who are delinquent

in their repayment of certain debts owed to the U.S. Government, including those incurred under

certain programs or services administered by the NRC, in order to collect debts under common

law or under the provisions of the Debt Collection Act of 1982 or the Debt Collection

Improvement Act of 1996 and DATA of 2014 which include by voluntary repayment,

administrative or salary offset, and referral to debt collection contractors;

c. To the Department of Justice, United States Attorney Treasury ARC, or other Federal agencies for further collection action on any delinquent account when circumstances warrant;

d. To credit reporting agencies/credit bureaus for the purpose of either adding to a credit

history file or obtaining a credit history file or comparable credit information for use in the

administration of debt collection. As authoriz ed by the DCIA, NRC may report current (not

delinquent) as well as delinquent consumer and commercial debt to these entities in order to aid

in the collection of debts, typically by provid ing an incentive to the person to repay the debt

timely;

e. To any Federal agency where the debtor is employed or receiving some form of

remuneration for the purpose of enabling that agency to collect a debt owed the Federal

Government on NRC's behalf by counseling the debtor for voluntary repayment or by initiating

administrative or salary offset procedures, or other authorized debt collection methods under the

provisions of the Debt Collection Act of 1982 or the DCIA of 1996. Under the DCIA, NRC may

garnish non-Federal wages of certain delinquent debtors so long as required due process

procedures are followed. In these instances, NRCs notice to the employer will disclose only the

information that may be necessary for the employer to comply with the withholding order;

f. To the Internal Revenue Service (IRS) by computer matching to obtain the mailing

address of a taxpayer for the purpose of locating su ch taxpayer to collect or to compromise a

Federal claim by NRC against the taxpayer under 26 U.S.C. 6103(m)(2) and under 31 U.S.C.

3711, 3717, and 3718 or common law. Re-disclosure of a mailing address obtained from the

IRS may be made only for debt collection purposes, including to a debt collection agent to

facilitate the collection or compromise of a Federal claim under the Debt Collection Act of 1982

or the DCIA of 1996, except that re-disclosure of a mailing address to a reporting agency is for

the limited purpose of obtaining a credit report on the particular taxpayer. Any mailing address

information obtained from the IRS will not be used or shared for any other NRC purpose or

disclosed by NRC to another Federal, State, or local agency which seeks to locate the same

taxpayer for its own debt collection purposes;

g. To refer legally enforceable debts to the IRS or to Treasurys Debt Management

Services to be offset against the debtor's tax refunds under the Federal Tax Refund Offset

Program;

h. To prepare W-2, 1099, or other forms or electronic submittals, to forward to the IRS

and applicable State and local governments for tax reporting purposes. Under the provisions of

the DCIA, NRC is permitted to provide Treasury with Form 1099-C information on discharged

debts so that Treasury may file the form on NRCs behalf with the IRS. W-2 and 1099 Forms

contain information on items to be considered as income to an individual, including certain travel

related payments to employees, payments made to persons not treated as employees (e.g.,

fees to consultants and experts), and amounts wr itten-off as legally or administratively

uncollectible, in whole or in part;

i. To banks enrolled in the Treasury Credit Card Network to collect a payment or debt

when the individual has given his or her credit card number for this purpose;

j. To another Federal agency that has asked t he NRC to effect an administrative offset

under common law or under 31 U.S.C. 3716 to help collect a debt owed the United States.

Disclosure under this routine use is limited to name, address, SSN, EIN, TIN, ITIN, and other

information necessary to identify the individual ; information about the money payable to or held

for the individual; and other information concerning the administrative offset;

k. To Treasury or other Federal agencies with whom NRC has entered into an

agreement establishing the terms and conditions for debt collection cross servicing operations

on behalf of the NRC to satisfy, in whole or in part, debts owed to the U.S. Government. Cross

servicing includes the possible use of all debt collection tools such as administrative offset, tax

refund offset, referral to debt collection cont ractors, salary offset, administrative wage

garnishment, and referral to the Department of Justice. The DCIA of 2014 requires agencies to

transfer to Treasury or Treasury-designated Debt Collection Centers for cross servicing certain

nontax debt over 120 days delinquent. Treasury has the authority to act in the Federal Governments best interest to service, collect, compromise, suspend, or terminate collection

action under existing laws under which the debts arise;

l. Information on past due, legally enforceable nontax debts more than 120 days

delinquent will be referred to Treasury for the purpose of locating the debtor and/or effecting

administrative offset against monies payable by the Government to the debtor, or held by the

Government for the debtor under the DCIAs mandatory, Government-wide Treasury Offset

Program (TOP). Under TOP, Treasury maintains a database of all qualified delinquent nontax

debts and works with agencies to match by computer their payments against the delinquent

debtor database in order to divert payments to pay the delinquent debt. Treasury has the

authority to waive the computer matching requirement for NRC and other agencies upon written

certification that administrative due proce ss notice requirements have been complied with;

m. For debt collection purposes, NRC may publish or otherwise publicly disseminate

information regarding the identity of delinquent nontax debtors and the existence of the nontax

debts under the provisions of the DCIA of 1996;

n. To the Department of Labor (DOL) and the Department of Health and Human

Services (HHS) to conduct an authorized computer matching program in compliance with the

Privacy Act of 1974, as amended, to match NRCs debtor records with records of DOL and HHS

to obtain names, name controls, names of employers, addresses, dates of birth, and TINs. The

DCIA requires all Federal agencies to obtain taxpayer identification numbers from each

individual or entity doing business with the agency, including applicants and recipients of

licenses, grants, or benefit payments; contractors; and entities and individuals owing fines, fees,

or penalties to the agency. NRC will use TINs in collecting and reporting any delinquent

amounts resulting from the activity and in making payments;

o. If NRC decides or is required to sell a delinquent nontax debt under 31 U.S.C. 3711(I),

information in this system of records may be disclosed to purchasers, potential purchasers, and

contractors engaged to assist in the sale or to obtain information necessary for potential purchasers to formulate bids and information necessary for purchasers to pursue collection

remedies;

p. If NRC has current and delinquent colla teralized nontax debts under 31 U.S.C.

3711(i)(4)(A), certain information in this system of records on its portfolio of loans, notes and

guarantees, and other collateralized debts will be reported to Congress based on standards

developed by the Office of Management and Budget, in consultation with Treasury;

q. To Treasury in order to request a payment to individuals owed money by the NRC;

r. To the National Archives and Records Administration or to the General Services

Administration for records management inspections conducted under 44 U.S.C. 2904 and 2906;

s. A record from this system of records which indicates a violation of civil or criminal law,

regulation or order may be referred as a routine use to a Federal, State, local or foreign agency

that has authority to investigate, enforce, implement or prosecute such laws. Further, a record

from this system of records may be disclosed for civil or criminal law or regulatory enforcement

purposes to another agency in response to a written request from that agencys head or an

official who has been delegated such authority;

t. A record from this system of records may be disclosed as a routine use to a Federal,

State, local, or foreign agency to obtain information relevant to an NRC decision concerning

hiring or retaining an employee, letting a contract, or issuing a security clearance, license, grant

or other benefit;

u. A record from this system of records may be disclosed as a routine use to a Federal,

State, local, or foreign agency requesting a record that is relevant and necessary to its decision

on a matter of hiring or retaining an employee, issuing a security clearance, reporting an

investigation of an employee, letting a contract, or issuing a license, grant, or other benefit;

v. A record from this system of records may be disclosed as a routine use in the course

of discovery; in presenting evidence to a court, magistrate, administrative tribunal, or grand jury

or pursuant to a qualifying order from any of thos e; in alternative dispute resolution proceedings, such as arbitration or mediation; or in the course of settlement negotiations;

w. A record from this system of records may be disclosed as a routine use to a

Congressional office from the record of an individual in response to an inquiry from the

Congressional office made at the request of that individual;

x. A record from this system of records may be disclosed as a routine use to NRC-paid

experts or consultants, and those under contract with the NRC on a need-to-know basis for a

purpose within the scope of the pertinent NRC task. This access will be granted to an NRC

contractor or employee of such contractor by a system manager only after satisfactory

justification has been provided to the system manager;

y. A record from this system of records may be disclosed as a routine use to appropriate

agencies, entities, and persons when (1) NRC suspec ts or has confirmed that there has been a

breach of the system of records, (2) NRC has determined that as a result of the suspected or

confirmed breach there is a risk of harm to individuals, NRC (including its information systems,

programs, and operations), the Federal Government, or national security; and (3) the disclosure

made to such agencies, entities, and persons is reasonably necessary to assist in connection

with NRC efforts to respond to the suspected or confirmed breach or to prevent, minimize, or

remedy such harm; and

z. A record from this system of records may be disclosed as a routine use to another

Federal agency or Federal entity, when the NRC determi nes that information from this system of

records is reasonably necessary to assist the recipient agency or entity in (1) responding to a

suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to

individuals, the recipient agency or entity (including its information systems, programs, and

operations), the Federal Government, or national security, resulting from a suspected or

confirmed breach.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:

Information in this system is stored on paper, microfiche, and electronic media.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:

Automated information can be retrieved by name, SSN, TIN, DUNS number, license or

application number, contract or purchase or der number, invoice number, voucher number,

and/or vendor code. Paper records are retrieved by invoice number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:

Records are retained under the National Archives and Records Administrations General

Records Schedule 1.1: Financial Management and Reporting Records, Item 010, Financial

transaction records related to procuring goods and services, paying bills, collecting debts, and

accounting as the Official record held in the office of record. Destroy 6 years after final payment

or cancellation, but longer retention is authorized if needed for business use. Records related to

Administrative claims by or against the United States are retained under General Records

Schedule 1.1: Financial Management and Reporting Records, item 080. Destroy 7 years after

final action, but longer retention is authorized if required for business use. Records used to

calculate payroll, arrange paycheck deposit, and change previously issued paychecks are

scheduled under General Records Schedule 2.4: Employee Compensation and Benefits

Records, item 010. Destroy 3 years after paying agency or payroll processor validates data, but

longer retention is authorized if required for business use.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:

Records in the primary system are maintained in a building where access is controlled

by a security guard force. Records are kept in lockable file rooms or at users workstations in an

area where access is controlled by keycard and is limited to NRC and contractor personnel who

need the records to perform their official duties. The records are under visual control during duty

hours. Access to automated data requires use of proper password and user identification codes

by NRC or contractor personnel.

RECORDS ACCESS PROCEDURES:

Same as Notification procedures.

CONTESTING RECORD PROCEDURES:

Same as Notification procedures.

NOTIFICATION PROCEDURES:

Individuals seeking to determine whether this system of records contains information

about them should write to the Freedom of Informat ion Act or Privacy Act Officer, Office of the

Chief Information Officer, U.S. Nuclear Regulatory Commission, Washington, DC 20555-0001,

and comply with the procedures contained in NRCs Privacy Act regulations, 10 CFR part 9.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

DISCLOSURES TO CONSUMER REPORTING AGENCIES:

Disclosures Pursuant to 5 U.S.C. 552a(b)(12): Disclosures of information to a consumer

reporting agency are not considered a routine use of records. Disclosures may be made from

this system to consumer reporting agencies as defined in the Fair Credit Reporting Act (15

U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966, as amended (31 U.S.C.

3701(a)(3)).