NARA Privacy Act Systems: NARA 14
SYSTEM NAME: Payroll and Time and Attendance Reporting System Records.
SYSTEM LOCATION: Payroll and time and attendance reporting system records are located in NARA organizational units nationwide that employ timekeepers. The addresses for Washington, DC area offices and staffs and regional facilities are listed in Appendix B following the NARA Notices. An electronic record-keeping system, the Electronic Time and Attendance Management System (ETAMS), is maintained for NARA by the General Services Administration under a reimbursable agreement.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include former NARA employees and current full-time, part-time, and intermittent NARA employees.
CATEGORIES OF RECORDS IN THE SYSTEM: Payroll and time and attendance files may include: Standard Forms (SF) 71, Application for Leave; GSA Forms 873, Annual Attendance Record; NA Forms 3004, Intermittent Employees Attendance Record; GSA Forms T-934, Time and Attendance Record; flexitime sign-in sheets; and the electronic system, the Payroll Accounting and Reporting System (PAR). These paper and electronic records may contain some or all of the following information about an individual: name; address; correspondence symbol; telephone number; social security number; birthdate; position title; grade; hours of duty; and salary, payroll and related information (e.g., withholding status, voluntary deductions, financial institution), and attendance information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C., 2101 through 8901 is the authority for the overall system. Specific authority for use of social security numbers is contained in Executive Order 9397, 26 CFR 31.6011(b)2, and 26 CFR 31.6109-1.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA and GSA maintain payroll, time and attendance reporting system records on individual NARA employees to carry out pay administration functions and attendance-related personnel management actions.
To the extent necessary, NARA and GSA may disclose information in these records to outside entities for the monitoring and documenting of grievance proceedings, EEO complaints, and adverse actions, and for conducting counseling sessions. NARA, GSA, and other NARA agents may disclose information in the files to state offices of unemployment compensation in connection with claims filed by NARA employees for unemployment compensation. NARA and GSA may disclose information in this system of records to the Office of Management and Budget in connection with the review of private relief legislation. NARA and GSA may disclose information in these records to the Office of Personnel Management for its production of summary descriptive statistics or for related work studies; while published statistics and studies do not contain individual identifiers, the selection of elements of data included in studies may be structured in a way that makes individuals identifiable by inference. The routine use statements A, B, C, D, E, F, and G, described in Appendix A following the NARA Notices, also apply to this system of records.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE: Paper, microfiche, and electronic records.
RETRIEVABILITY: Information in payroll, time and attendance reporting system records may be retrieved by the name of the individual or by social security number.
SAFEGUARDS: During business hours, paper records are maintained in areas accessible only to authorized NARA personnel. Electronic records are accessible via passwords from terminals located in attended offices. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.
RETENTION AND DISPOSAL: Payroll and time and attendance paper records are temporary records and are destroyed in accordance with the disposition instructions in the NARA records schedule contained in FILES 203, the NARA Files Maintenance and Records Disposition Manual. Electronic records in PAR are temporary records whose disposition is governed by the General Records Schedules. Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.
SYSTEM MANAGER(S) AND ADDRESS: The system manager for the electronic system and paper records sent to the National Payroll Center as input to that system is: Chief, National Payroll Center (6BCY-N), General Services Administration, Room 1118, 1500 East Bannister Rd., Kansas City, MO 64414. System managers for paper records maintained in NARA offices such as SF's 71 and sign-in sheets are the Office heads and staff directors of individuals offices and staffs in the Washington, DC, area and the directors of Presidential Libraries and Projects, and Regional Records Services Facilities. The system manager for unemployment compensation records is the Assistant Archivist for Administrative Services. The addresses for these locations are listed in Appendix B following the NARA Notices.
NOTIFICATION PROCEDURE: Individuals interested in inquiring about their records should notify the NARA Privacy Act Officer at the address given in Appendix B.
RECORD ACCESS PROCEDURES: Individuals who wish to gain access to their records should submit their request in writing to the NARA Privacy Act Officer at the address given in Appendix B.
CONTESTING RECORD PROCEDURES: NARA rules for contesting the contents and appealing initial determinations are found in 36 CFR part 1202.
RECORD SOURCE CATEGORIES: Information in payroll and time and attendance reporting system records is obtained from: current and former NARA employees themselves, timekeepers, supervisors of employees, GSA payroll specialists, and other Federal agencies for which the individual worked.