SYSTEM OF RECORDS NOTICES (SORNs)
DoD COMPONENT NOTICES
Defense Contract Audit Agency
Voluntary Leave Transfer Program (December 21, 2012, 77 FR 75621).
Records are maintained by the Human Resources Management Offices of the Defense Contract Audit Agency (DCAA). Official mailing addresses are published as an appendix to DCAA's compilation of systems of records notices.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
DCAA government employees who have volunteered to participate in the leave transfer program as either a donor or a recipient.
CATEGORIES OF RECORDS IN THE SYSTEM:
Leave recipient records contain the individual's name, organization, office telephone number, Social Security Number (SSN), position title, grade, pay level, leave balances, number of hours requested, brief description of the medical or personal hardship which qualified the individual for inclusion in the program, the status of that hardship, and a statement that selected data elements may be used in soliciting donations. The file may also contain medical/physician certifications and agency approvals or denials.
Donor records include the individual's name, organization, office telephone number, SSN, position title, grade, and pay level, leave balances, number of hours donated and the name of the designated recipient.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 6331 et seq., Leave; 10 U.S.C. 136, Assistant Secretaries of Defense; 5 C.F.R 630, Absence and Leave; DoD Directive 5105.36, Defense Contract Audit Agency; and E.O. 9397 (SSN), as amended.
The system is used in managing the DCAA Voluntary Leave Transfer program. The recipient's name, position data, organization, and a brief hardship description are published internally for passive solicitation purposes. The Social Security Number is sought to effectuate the transfer of leave from the donor's account to the recipient's account.
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 of 1974, as amended, these records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552(b)(3) as follows:
To the Department of Labor in connection with a claim filed by an employee for compensation due to a job-connected injury or illness.
Where leave donor and leave recipient are employed by different Federal agencies, to the personnel and pay offices of any Federal agency involved to effectuate the leave transfer.
The DoD Blanket Routine Uses set forth at the beginning of DCAA's compilation of systems or records notices apply to this record system.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
Paper and electronic storage media.
Records are retrieved by name or SSN.
Electronic records are maintained in password-protected network and accessible only to DCAA personnel, management, and administrative support personnel on a need-to-know basis to perform their duties. Access to the network where records are maintained requires a valid Common Access Card (CAC). Paper records are secured in locked cabinets, offices, or buildings during non-duty hours. The same security standards currently applied to individually-issued CAC card are applicable to paper compilations.
RETENTION AND DISPOSAL:
Records are destroyed one year after the end of the year in which the file is closed.
System Manager(s) and Address:
Voluntary Leave Transfer Program Coordinator, Human Resources Management Offices of the Defense Contract Audit Agency. Official mailing addresses are published as an appendix to DCAA's compilation of systems of records notices.
Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer of the particular DCAA activity involved. Official mailing addresses are published as an appendix to DCAA's compilation of systems of records notices.
Individual should provide full name and SSN.
Record Access Procedures:
Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer of the particular DCAA activity involved. Official mailing addresses are published as an appendix to DCAA's compilation of systems of records notices.
Individuals should provide full name and SSN.
Contesting Record Procedures:
DCAA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DCAA Instruction 5410.10; 32 CFR part 317; or may be obtained from the system manager.
Record Source Categories:
Information is provided primarily by the record subject; however, some data may be obtained from personnel and leave records.
Exemptions Claimed for the System:
Federal Register History:
January 31, 1997, 62 FR 4731; December 21, 2012, 77 FR 75621