DOT/FHWA 215
System name: Travel Advance File.
Security classification: Unclassified--sensitive.
System location: Department of Transportation, Federal Highway administration, FHWA, Office of Budget and Finance, 400 Seventh Street, SW., Washington, DC 20590; Federal Aviation Administration, Southern Region, Travel and Transportation Section, ASO-22A, Campus Building, Room C-210E, 1701 Columbia Avenue, College Park, GA 30337; and the FHWA Federal Lands Division Offices (Eastern, Central, and Western).
Categories of individuals covered by the system: Employees who are not eligible for the contractor-issued credit card and other groups of employees, and first-duty hires.
Categories of records in the system: Record of travel advances and repayments.
Authority for maintenance of system: 5 U.S.C. 5707; 41 CFR part 301.
Purpose(s): Controlling the repayments of travel advances to FHWA personnel.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made from this system to ``consumer reporting agencies'' (collecting on behalf of the United States Govt.) 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: Open advances are maintained on a 5 x 8 inch form. In an automated travel management system, no advance is required (i.e., paperless).
Retrievability: Indexed by name.
Safeguards: Locked file cabinet.
Retention and disposal: The files are retained for 6 years and 3 months after period covered by account, pursuant to General Records Schedule 6.
System manager(s) and address: Department of Transportation, Federal Highway Administration, Office of Budget and Finance, HABF, Team Leader, Travel Policy and Operations, 400 Seventh Street, SW., Washington, DC 20590.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Individuals on whom the records are maintained.
Exemptions claimed for the system: None.
DOT/FHWA 216
System name: Travel Authorization and Voucher--Relocation Allowances (First
Duty or Permanent Change of Station).
Security classification: Unclassified--sensitive.
System location: Department of Transportation, Federal Highway Administration, FHWA, Office of Budget and Finance, HABF, 400 Seventh Street, SW., Washington, DC 20590; Federal Aviation Administration, MAC Travel and Transportation Branch, AMZ-130, 6500 So. MacArthur Blvd., Oklahoma City, OK 73169.
Categories of individuals covered by the system: First duty and permanent change of station employees within the FHWA.
Categories of records in the system: Travel voucher(s), copies of third party payments (i.e., Government Bill of Lading, GBL, carrier bills, contractor invoice(s) for services, Administrative Notices (i.e., adjustment(s) to vouchered claim, taxable and non-taxable income, withholding tax allowance(s), if applicable, taxes withheld), and IRS 4782's (Summary of Calendar Year of All Reimbursements, including taxes withheld).
Authority for maintenance of the system: 5 U.S.C. 5707; 41 CFR part 302.
Purpose(s): Support the payments to employees and serves as support for updated employee earnings records.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made from this systems to `` consumer reporting agencies'' (collecting on behalf of the United States Govt.) 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: Maintained on an 8 x 10 inch form in file folders.
Retrievability: The files are indexed by name.
Safeguards: Supervised by the Team Leader, Travel Policy and Operations in FHWA and the Division Manager, Financial Operations in FAA.
Retention and disposal: Destroy after 6 years, pursuant to General Records Schedule 9.
System manager(s) and address: Department of Transportation, Federal Highway Administration, Office of Budget and Finance, HABF, Team Leader, Travel Policy and Operations, 400 Seventh Street, SW., Washington, DC 20590; and Division Manager, MMAC Travel and Transportation Branch, AMZ-130, 6500 MacArthur Blvd., Oklahoma City, OK 73169.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Individuals on whom the records are maintained.
Exemptions claimed for the system: None.
DOT/FHWA 217
System name: Accounts Receivable.
Security classification: Unclassified--sensitive.
System location: Department of Transportation, Federal Highway Administration, Office of Budget and Finance, HABF, 400 Seventh Street, SW., Washington, DC 20590. Categories of individuals covered by the system: Individuals indebted to the Federal Highway Administration.
Categories of records in the system: Amount of indebtedness.
Authority for maintenance of the system: 5 U.S.C. 301.
Purpose(s): Monitor and control accounts receivable and support bills of collection issued to debtors of the Federal Highway Administration.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: Disclosures pursuant to 5 U.S.C. 552a(b)(12): disclosures may be made from this systems to ``consumer reporting agencies'' (collecting on behalf of the United States Govt.) 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: Maintained in file folders and loose-leaf binders.
Retrievability: Filed by name.
Safeguards: Supervised by Chief, Accounting Team.
Retention and disposal: Transfer to the Federal Records Center when 3 years old. Destroy 6 years and 3 months after period covered by the account.
System manager(s) and address: Department of Transportation, Federal Highway Administration, Office of Budget and Finance, HABF, Chief, Accounting Team, 400 Seventh Street, SW., Washington, DC 20590.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Employer.
Exemptions claimed for the system: None.
DOT/FHWA 218
System name:
Managerial Cost Accounting System
Security classification:
Sensitive, unclassified
System location:
This system of records is located in the Federal Highway Administration (FHWA), Office of Policy, 400 7th Street, SW., Room 3312, Washington, DC 20590.
Categories of individuals covered by the system of records:
Present employees of the FHWA, and individuals under contract with the Federal Highway Administration who provide services to the Agency that would otherwise be performed by a Federal employee.
Categories of records in the system:
This system of records may include employee labor charging data containing employee names, current pay period, year-to-date salaries, hours worked by FHWA organizations and by established activity codes, and employee leave status. The system of records will also include financial data from the corporate accounting system, called Delphi (e.g., contract costs, travel costs, purchases of equipment) and financial data regarding grants management (e.g., Federal-aid funding amounts allocated to States or other Federal programs).
Authority for maintenance of the system:
31 U.S.C. §902; 31 U.S.C. §3512
Purposes:
The Managerial Cost Accounting System established by the FHWA will enhance the Agency's ability to: (1) measure and benchmark the Agency's financial and operational performance; (2) support management decisions and plans based on reliable cost information; (3) measure and control the cost of resources consumed and outputs produced; (4) track individual labor costs directly associated with projects/activities; and (5) facilitate the distribution of labor charges and actual operating expenses for costing purposes.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage:
These records are stored in a database maintained under current FHWA application and hardware security requirements. Designated FHWA employees in each FHWA organization are granted access to the data for the purpose of downloading data to produce reports for local management use. These employees access the database through FHWA’s secure intranet. Data downloaded by FHWA organizations may be retained on Local Area Network drives and may be in hardcopy format when required.
Retrievability:
These records may be retrieved by the employee's name and organization, designated activity, or FHWA/DOT goal.
Safeguards:
Access to the system of records is restricted to authorized users. Each user is granted access with his or her user name and security password. The user privileges are based on his or her assigned access rights. User access to sensitive data is granted only to limited individuals with the approval of FHWA management. All records are maintained in secure, access-controlled areas or buildings.
Retention and disposal:
The records in this system of records are retained and disposed of in accordance with the approved records disposition schedules in FHWA Order M 1324.1A, Files Management and Records Disposition Manual.
System manager and address:
Strategic Initiatives Team Leader, Office of Policy, 400 7th Street, SW., Room 3312, Washington, DC 20590.
Notification procedure:
Write to the System Manager.
Record access procedures:
Write to the System Manager. Provide full name and a description of information that you seek, including the time frame during which the records may have been generated.
Contesting record procedures:
Write to the System Manager. Identify the information being contested, the reason for contesting it, and the correction requested.
Record source categories:
Information contained in this system is obtained from current Privacy Act systems of records, DOT/ALL 11, Integrated Personnel Payroll System (IPPS) and DOT/ALL 7, Fiscal Management Information System (FMIS), and the Delphi accounting system. Information contained in this system will also be obtained from CASTLE, the new DOT personnel system.
Exemptions claimed for the system:
None
DOT/FHWA 219
System name:
User Profile and Access Control System (UPACS)
Security classification:
Sensitive, unclassified
System location:
This system is located in the Federal Highway Administration (FHWA), Office of Information and Management Services, 400 7th Street SW, Room 4331, Washington DC, 20590.
Categories of individuals covered by the system of records:
Employees and contractors of DOT’s FHWA and Federal Motor Carrier Safety Administration, State DOT employees and contractors who require access to UPACS for their job duties, as well as other external users with specific needs.
Categories of records in the system:
This system of records may include user’s general profile information that identifies the user, i.e., name, work address, work email address, and the full Social Security Number for FHWA employees, user’s application rights records, State, organization and routing symbol records, application information, log and session records and user-base review records.
Authority for maintenance of the system:
Federal Managers Financial Integrity Act of 1982 as codified in 31 U.S.C. 3512.
Purposes:
The User Profile and Access Control System (UPACS) is the security control system that manages user authentication and associated access rights for individuals needing entry into any of FHWA’s applications.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
(1) Respond to user complaints; (2) reply to user feedback comments; (3) manage access to restricted applications; (4) manage access rights to information within an application; (5) provide information to any person(s) authorized to assist in an approved investigation of improper access or usage of FHWA computer systems; (6) provide access to other government agencies when required by law; and (7) fulfill requests for reports and other similar information. These reports would be generated for auditing purposes and consist of the following information (any combination thereof): user account approvals and removals, account transfers, failed login attempts, locked passwords and PINs, all resets of passwords and PINs, after-hour activity, a user’s successful or unsuccessful access and what FHWA application the user has accessed. See also the Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies:
None
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage:
All UPACS data is stored on a secure FHWA server. Database tables are setup to detect unauthorized access. FHWA employees and contractors who have access to UPACS information must protect sensitive FHWA data residing on any media, such as tapes, disks, and printouts. UPACS information is provided to only those who have a need to know and access to the information is controlled by the user’s level of access rights.
Retrievability:
These records of access may be retrieved by a user’s name or Social Security Number. .
Safeguards:
Access to the system of records is restricted to authorized users.
Each user is granted access with his or her user name and security password. The user privileges of each user are based on his or her assigned access rights. User access to sensitive data is granted only to limited individuals with the approval of FHWA management.
Retention and disposal:
The records in this system of records are retained and disposed of in accordance with the approved records disposition schedules in FHWA Order M 1324.1A, Files Management and Records Disposition Manual.
System Manager(s) and address:
Director, Office of Information and Management Services, Federal Highway Administration, 400 7th Street, SW, Room 4423, Washington, DC 20590.
Notification procedure:
Write to the System Manager.
Record access procedures:
Write to the System Manager. Provide full name and a description of the information that you seek, including the time frame during which the records may have been generated. Individuals requesting access must comply with the Department of Transportation’s Privacy Act regulations on verification of identity (49 C.F.R. 10.37).
Contesting record procedures:
Write to the System Manager. Identify the information being contested, the reason for contesting it, and the correction being requested.
Record source categories:
Information contained in this system is obtained from users when they register for or change UPACS profile information and when they access different applications through UPACS.
Exemptions claimed for the system:
None
OMB Control Number:
None
DOT/FHWA 078
System name: Correspondence Tracking System.
Security classification: Sensitive, unclassified.
System location: This system is in the Office of Administration for the Federal
Highway Administration (FHWA),
Categories of individuals covered by the system of records: Individuals who submit letters, e-mail, and faxes (correspondence) to FHWA and to DOT about matters under FHWA's purview.
Categories of records in the system: The system contains records and related correspondence on individuals and groups who have sent correspondence expressing opinions or concerns, or are requesting information.
Authority for maintenance of the system: 49 U.S.C. 322.
Purposes: These records are maintained to track the receipt of and/or progress of replies to incoming correspondence. The records also track an electronic copy of incoming and outgoing correspondence.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To those entities/individuals within DOT and/or another Federal, state, tribal, or local agency, who can aid in responding to the issues and concerns raised in the incoming correspondence. Therefore, the routines uses are compatible with the purpose of collecting the information. See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: These records are stored in a database maintained under current FHWA application and hardware security requirements. Designated FHWA employees in each FHWA organization are granted access to the data for the purpose of downloading data to produce reports for local management use. These employees access the database through FHWA's secure intranet. Data downloaded by FHWA organizations may be retained on Local Area Network drives and may be in hardcopy format when required.
Retrievability: Records are retrieved by the name of the individuals or groups who wrote the correspondence, the tracking control number, the subject matter, and the date of the incoming document.
Safeguards: Computer records are maintained in a secure, password-protected computer system. Paper records are maintained in a lockable file cabinet in a lockable room. All records are maintained in a secure, access-controlled area of the building.
Retention and disposal: The records in this system of records are retained and disposed of in accordance with the approved records disposition schedules in FHWA Order M 1324.1A, Files Management and Records Disposition Manual.
System Manager(s) and address: Mary Peterson, FHWA Executive Secretariat,
Notification procedure: Write to the System Manager.
Record access procedures: Write to the System Manager. Provide full name and a description of information that you seek, including the time frame during which the records may have been generated.
Contesting record procedures: Write to the System Manager. Identify the information being contested, the reason for contesting it, and the correction requested.
Record source categories: The records are obtained from the individuals themselves who send correspondence, faxes or e-mails, etc.
Exemptions claimed for the system: None.
Last updated 7/2/2007