52 FR 47182, 47248 / 12-11-87
System Name: Employee Travel Vouchers and Individual Earning Records
System Location: Federal Bureau of Investigation, J. Edgar Hoover Bldg., 10th and Pennsylvania Avenue, NW, Washington, DC 20535. Records pending audit are located at Federal Records Centers.
Categories of Individuals Covered by the System: Former and current employees of the FBI.
Categories of Records in the System: Payroll, travel and retirement records of current and former employees of the FBI.
Authority for Maintenance of the System: The head of each executive agency, or his delegate, is responsible for establishing and maintaining an adequate payroll system, covering pay, leave and allowances, as a part of the system of accounting and internal control of the Budget and Accounting Procedures Act of 1950, as amended, 31 U.S.C. 66, 66a, and 200(a).
Routine Uses of Records Maintained in the System, Including Categories of Users and the Purposes of Such Uses: These records are used by Departmental personnel to prepare and document payment to employees of the FBI and to carry out financial matters related to the payroll or accounting functions.
Release of Information to the National Archives and Records Administration (NARA) and the General Services Administration (GSA): A record from a system of records may be disclosed as a routine use to the National Archives and Records Administration (NARA) and GSA in records management inspections conducted under the authority of 44 U.S.C. 2904 and 2906.
Pursuant to Subsection (b)(3) of the Privacy Act, the Department of Justice May Disclose Relevant and Necessary Information to a Former Employee of the Department for Purposes of: responding to an official inquiry by a federal, state, or local government entity or professional licensing authority, in accordance with applicable Department regulations; or facilitating communications with a former employee that may be necessary for personnel-related or other official purposes where the Department requires information and/or consultation assistance from the former employee regarding a matter within that person's former area of responsibility.
Policies and Practices for Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System:
Storage: Manual on paper files.
Retrievability: The records can be retrieved by name; and either social security account number or employee identification number.
Safeguards: Accessed by Bureau employees at FBI Headquarters and by Field Office employees at Records Centers. Transmittal document contains Bureau statement concerning security, i.e., who may access or view records. Records are maintained in rooms under the control of employees during working hours and maintained in locked file cabinets in locked rooms at other times. Security guards further restrict access to the building to authorized personnel only.
Retention and Disposal: Employee Travel Vouchers are destroyed 6 years, 3 months, after the period covered by the account (GRS No. 6, Item 1A2). Individual Earnings Records are destroyed 56 years after date of last entry (GRS No. 2, Item 1).
System Manager(s) and Address: Director, Federal Bureau of Investigation, 9th and Pennsylvania Avenue, NW, Washington, DC 20535.
Notification Procedure: Written inquiries, including name, date of birth, and social security number, to determine whether this system contains records about an individual may be addressed to Director, Federal Bureau of Investigation, 9th and Pennsylvania Avenue, NW, Washington, DC 20535.
Record Access Procedures: Not Applicable.
Contesting Record Procedures: Written inquiries, including name, date of birth and social security number, requesting access or contesting the accuracy of records may be addressed to: Director, Federal Bureau of Investigation, 9th and Pennsylvania Avenue, NW, Washington, DC 20535.
Record Source Categories: Travel vouchers turned in by individual employees for official business. Pay records--time and attendance records, pay determined by the agency.
Systems Exempted from Certain Provisions of the Act: None.