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80 FR 64493 – October 23, 2015 DOT/ALL 8 - Parking and Transit Benefit System

Federal  Register / Vol.  80,  No.  205 / Friday, October   23,  2015 / Notices   64493


 

DEPARTMENT OF TRANSPORTATION Office of the Secretary

[Docket No. DOT–OST–2015–0160]

Privacy Act of 1974; Department of Transportation/ALL 8, Parking and Transit Benefit System

AGENCY: Privacy Office, Office of the Secretary of Transportation, DOT. ACTION: Notice of Privacy Act system of records.


SUMMARY: In accordance with the Privacy Act of 1974,  the U.S. Department of Transportation proposes to rename, update, and  reissue the Department of Transportation  system of records currently titled, ‘‘Department of Transportation/ALL 8 Employee Transportation Facilitation System of Records.’’  This  system of records allows

the Department of Transportation/Office of the Secretary to collect and  maintain records on Department of

Transportation employees who participate in the Department’s transit, carpool/vanpool, bicycle and  parking benefit program, employees of other Federal agencies for whom DOT administers a Federal carpool/vanpool, and/or parking and  transit benefit program. It also allows the Federal Aviation Administration to collect and maintain records on behalf of its employees who  participate in transit and  parking benefit programs administered by the Federal Aviation Administration. In addition to non- substantive changes to simply the formatting and  text of the previously published notice, we are revising this notice to reflect System Manager’s address change, and  clarify the routine uses  of information in the system. This updated system will  be renamed and included in the Department of Transportation’s inventory of record systems and  referred to as ‘‘DOT/ALL 8—Parking and  Transit Benefit System.’’

DATES: Written comments should be submitted on or before  November 23, 2015.  The Department may publish an amended SORN in light of any comments received. This  revised system will  be effective November 23, 2015.

ADDRESSES: You may submit comments, identified by docket number DOT–OST– 2015–0160 by any of the following methods:

• Federal  e-Rulemaking  Portal:

http://www.regulations.gov. Follow the instructions for submitting comments.

• Mail: Docket  Management Facility,

U.S. Department of Transportation, 1200

New Jersey Ave. SE., West Building Ground Floor,  Room W12–140, Washington, DC 20590–0001.

• Hand Delivery or Courier: West Building Ground Floor,  Room W12–140,

1200 New Jersey Ave. SE., between 9 a.m. and  5 p.m.  ET, Monday through Friday, except Federal Holidays.

• Fax: (202) 493–2251.

Instructions: You must include the

agency name and  docket number DOT– OST–2015–0160. All comments received will  be posted without change

to http://www.regulations.gov, including any personal information provided.

Privacy  Act: Anyone is able to search

the electronic form of all comments received in any of our dockets by the name of the individual submitting the comment (or signing the comment, if submitted on behalf of an association, business, labor  union, etc.). You may review DOT’s complete Privacy Act statement in the Federal  Register published on January 17, 2008 (73 FR 3316–3317).

Docket:  For access to the docket to

read  background documents or comments received, go to http:// www.regulations.gov or to the street address listed above.  Follow the online instructions for accessing the docket.

FOR FURTHER INFORMATION CONTACT: For questions, please contact: Claire  W. Barrett, Departmental Chief Privacy Officer,  Privacy Office, Department of Transportation, Washington, DC 20590; privacy@dot.gov; or (202) 527–3284.

SUPPLEMENTARY INFORMATION:

I. Background

The DOT/Office of the Secretary (OST) manages a Transportation Subsidy Program (TSP) and  facilitates the distribution of public-transport fare media to DOT and  other Federal Agency employees, to schedule distribution of the fare media, to maintain an inventory of fare media on hand, and  to manage the fare media billing. DOT administers the TSP for its employees, and, also,  for employees of other Federal agencies through Interagency Agreements between DOT and  the employer-agency. Additionally, the Office of Transportation Services (TRANServe), within DOT’s Office of the Assistant Secretary for Administration, manages the bicycle benefit program and  the vehicle parking resources at the DOT South East Federal Center (SEFC)

 

Headquarters Facility. Parking at the Headquarters Facility is allocated via the DOT Headquarters Parking Application (DOT HPA) reservation system. The Federal Aviation Administration (FAA) administers its own  parking and  transit benefit program for FAA employees in the Washington, DC area (transit and  parking benefits for FAA field  office employees are administered by OST).

In accordance with the Privacy Act of

1974,  5 U.S.C. 552a,  the U.S. Department of Transportation  (DOT)/ Office of the Secretary of Transportation (OST) proposes to rename, update, and reissue the DOT system of records currently titled, ‘‘DOT/ALL–8  Employee Transportation Facilitation.’’ This

system of records will  be renamed ‘‘DOT/ALL–8,  Parking and  Transit Benefit System.’’

In addition, we are updating this system of records notice to reflect the change in the system manager’s address resulting from DOT’s move  from its previous headquarters location at 400 7th Street SW., Washington, DC 20950, to its new  location of 1200 New Jersey Ave. SE., Washington, DC 20590. We have  also updated the system to provide greater detail about the categories of records collected and  maintained, and include additional categories to reflect DOT’s administration of the bicycle benefit program. Additionally, DOT will begin  to collect the names of other riders in van pools (in addition to those individuals who  are participating in the TSP). DOT will  collect this  information to aid in efforts  to identify potential waste, fraud, and  abuse. Finally, we are updating the routine uses  to provide greater clarity and  specificity to our routine uses  of the information in this system. The current SORN generally describes the routine uses  for this system in a narrative format. We wish to update this  to provide great specificity about who  we disclose these records to and  the purposes for which we make  the disclosure. We believe that these changes do not substantively alter the current routine uses,  but merely provide greater transparency.

This  updated system will  be included in DOT’s inventory of record systems.

II. Privacy  Act

The Privacy Act (5 U.S.C. 552a) governs the means by which the Federal Government collects, maintains, and uses personally identifiable information (PII) in a System of Records. A ‘‘System of Records’’  is a group of any records under the control of a Federal agency from which information about individuals is retrieved by name or other personal identifier. The Privacy Act requires each  agency to publish in the Federal  Register a System of Records notice (SORN) identifying and describing each  System of Records the agency maintains, including the purposes for which the agency uses  PII in the system, the routine uses  for which the agency discloses such information outside the agency, and how  individuals to whom a Privacy Act record pertains can exercise their rights under the Privacy Act (e.g., to determine if the system contains information about them and  to contest inaccurate information).

In accordance with 5 U.S.C. 552a(r), DOT has provided a report of this system of records to the Office of Management and  Budget and  to Congress.

SYSTEM OF RECORDS:

DOT/ALL  8

SYSTEM NAME:

Parking and  Transit Benefit System.

SECURITY CLASSIFICATION:

Unclassified, sensitive.

SYSTEM LOCATION:

Department of Transportation, Office of the Secretary, Parking and  Transit Benefit Office, 1200 New Jersey Ave. SE., Washington, DC 20950;  Federal Aviation Administration, Transit Benefit Office, 800 Independence Ave. SW., Washington, DC 20591.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Federal employees’ who  receive transit or bicycle subsidies, who  hold parking permits, or are members of carpools and  vanpools; applicants for ridesharing information; recipients of match letters for carpooling; applicants for transit subsidies issued by DOT; vanpool operators.

CATEGORIES OF RECORDS IN THE SYSTEM:

Categories of records in the system include:

The following information about recipients of bicycle or transit subsidies; holders of parking permits, participants in carpools or vanpools; or applicants for ridesharing information: Full  name

Employee identification number (which, depending on the employer, may be the employee’s social security number, the last four digits of the employee’s social security number, or some  other identification number used by a Federal agency as an employee’s identification number)

Employer name

Employer’s address

Home  address

Business telephone number Employee’s work  email address Transit provider name, address, and

mode of transportation used for commute

Location employee commutes to/from

Number of days  employee commutes per month

Subsidy amount

System identifier (number randomly generated by DOT’s system and assigned to files)

Transit card number

Parking permit number

License plate number and issuing state

Parking permit holder payment status (paid/unpaid) and  payment information

Bicycle benefit recipients’ itemized lists  of expenditures eligible for bicycle benefit

The following information may be collected and  maintained about van pool  operators:

Full  name

Business address

First  and  last name of individuals who use the van pool

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 7905; 26 U.S.C. 132; 26 CFR 132f; Executive Order 13150  (April 21, 2001)

PURPOSE:

The purpose of this  system is to collect and  maintain information about Federal employees’ and  vanpool operators who  participate in carpool/ vanpool, transit, parking, or bicycle benefit programs in connection with the DOT’s administration of these programs for its and  other Federal agency employees.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b)  of the Privacy Act, all or a portion of the records or information contained in this  system may be disclosed outside DOT as a routine use pursuant to 5 U.S.C. 552a(b)(3)  as follows:

1. To the Federal agency for whom DOT administers a transit benefit program, for purposes of verifying that agency’s employee’s participation in the program, and  auditing and  verifying disbursements;

2. To the operators of transit systems or vanpools for purposes of activating, distributing, and  verifying benefits;

3. To the entity that  manages the parking facility at the DOT Headquarters in Southeast Washington, DC, information about individuals who  have delinquent daily parking fees for purpose of ensuring eligibility of daily parkers;

4. To the Department of Treasury’s approved Financial Agent  for purposes of distributing transit benefits;

5. To consumer reporting agencies (collecting on behalf of the United States Government) as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f))  or the Federal Claims Collection Act of 1982 (31 U.S.C. 3701(a)(3));

6. See ‘‘Prefatory Statement of General Routine Uses’’ (available at http:// www.dot.gov/privacy/ privacyactnotices). Other possible routine uses  of the information, applicable to all DOT Privacy Act systems of records, are published in the Federal  Register at 75 FR 82132, December 29, 2010,  and  77 FR 42796, July 20, 2012,  under ‘‘Prefatory Statement of General Routine Uses’’ (available at http://www.dot.gov/ privacy/privacyactnotices).

DISCLOSURES TO CONSUMER REPORTING AGENCIES:

Disclosures may be made from this system to consumer reporting agencies (collecting on behalf of the United States Government) as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f))  or the Federal Claims Collection Act of 1982 (31 U.S.C. 3701(a)(3)).

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Hard  copy  or electronically. Hard copies are maintained at the System Manager address.

RETRIEVABILITY:

Records can be retrieved by employer agency name, participant name, or any other identifier in the system

SAFEGUARDS:

Records in this  system are safeguarded in accordance with applicable rules and  policies, including all applicable DOT automated systems security and  access policies. Appropriate controls have  been imposed to minimize the risk of compromising the information that  is being  stored. Access to records in this system is limited to those individuals who  have  a need to know the information for the performance of their official duties and  who  have  appropriate permissions.

RETENTION AND DISPOSAL:

Records in this  system are retained for three years  and  then destroyed, in accordance with General Record Schedule 9, Item 7. Source documents provided to DOT by its Federal agencies customers are considered temporary records and  are destroyed not more than

120 after of receipt by DOT.

SYSTEM MANAGER(S) AND ADDRESS:

OST Parking and  Transit Office, 1200

New Jersey Ave. SE., Washington, DC

20950;  FAA Transit Benefit Office, 800

Independence Ave. SW., Washington, DC 20591.

NOTIFICATION PROCEDURE:

Individuals seeking notification of and  access to any record contained in this  system of records, or seeking to contest its content, may submit a request in writing to the OST Parking and  Transit Office at the contact information provided under ‘‘System

Manager and  Address.’’ FAA employees in the National Capital Region  seeking notification of and  access to any record contained in this system, or seeking to specificity or lack of compliance with applicable regulations.

RECORD ACCESS PROCEDURES:

See ‘‘Notification procedure’’ above.

CONTESTING RECORD PROCEDURES:

See ‘‘Notification procedure’’ above.

RECORD SOURCE CATEGORIES:

Records are obtain from applications submitted by individuals for parking permits, carpool and  vanpool membership, ridesharing information, and  fare subsidies; from notifications from other Federal agencies in the program; and  from periodic certifications or recertifications and reports regarding fare subsidies.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

Claire W. Barrett,

Departmental Chief Privacy Officer.

[FR Doc. 2015–26974 Filed 10–22–15; 8:45 am]

BILLING CODE 4910–9X–P

Updated: Tuesday, February 21, 2017
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