SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary, DoD/Joint Staff

SYSTEM NAME:

Accounts Payable Records (February 22, 1993, 58 FR 10920).

SYSTEM LOCATION:

Uniformed Services University of the Health Sciences, Financial Management Directorate, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Individuals who have money owed to them by USUHS or who have performed official functions resulting in a valid debt payable by USUHS to a third party. Such individuals include contractors, military and civilian personnel and their dependents, assignees, trustees, guardians and survivors.

CATEGORIES OF RECORDS IN THE SYSTEM:

The records maintained by the system include, but are not limited to, contracts, purchase orders, blanket purchase agreements, temporary duty and permanent change of station, transportation requests, government bills of lading, compensation claims, correspondence with creditors, dependents of military personnel and civilian employees.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

31 U.S.C. 3326, Receipts, Retention and Disbursement of Public Funds; 3325, 3528, and 3529, Travel and Transportation Allowance, Dependents, Baggage and Household Effects; 3322, Disbursing Officers; 37 U.S.C. 404, Travel and Transportation Allowances; General; 406, Disbursing Officers; and E.O. 9397 (SSN).

PURPOSE(S):

Records are used to support payments to creditors who may include military personnel and civilian employees, their dependents, survivors, guardians and trustees, contractors, vendors and assignees.

Data is also used for matters pertaining to taxation, welfare, criminal and civil litigation.

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, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

When authorized, records may be disclosed to creditors, dependents, claimants, Internal Revenue Service for tax purposes including assessments, levy actions, employer/employee Social Security taxes.

To the Social Security Administration and the Department of Veterans Affairs for the verification of claims and the eligibility for benefits administered by such agencies, and to state and local authorities for matters pertaining to taxation, welfare, criminal and civil litigation, within the jurisdiction of such authorities.

The `Blanket Routine Uses' set forth at the beginning of the USUHS' compilation of systems of records notices apply to this system.

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

STORAGE:

Maintained in file folders, visible file binders/cabinets, card files, computer and computer output products, magnetic cards and disks and microform.

RETRIEVABILITY:

Access by name and Social Security Number.

Safeguards:

Records are accessed by person(s) responsible for the servicing of the record system in performance of their official duties who are properly screened and cleared for a need-to-know. Records are stored in security file containers, cabinets, safes, vaults, or locked cabinets and rooms. Records are controlled by personnel screening and by computer security software in machine-readable records.

RETENTION AND DISPOSAL:

Retention periods of various types of documents vary from 1 month to 6 years. Some records are destroyed by USUHS by tearing, shredding, pulping, macerating or burning. Others are retired to the Denver Federal Archives and Record Center and destroyed after various retention periods.

System Manager(s) and Address:

Director, Financial Management Directorate, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Financial Management Directorate, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Financial Management Directorate, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.

Information pertaining to geographically disbursed elements of the record system may be obtained from the documentation manager at the applicable USUHS component.

The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, service number, military status, duty station or place of employment or other information verifiable from the record itself.

Contesting Record Procedures:

The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager.

Record Source Categories:

Sources include, but are not limited to, information obtained from automatic system interfaces, corporations and from source documents such as reports, contractors, vendors, claimants, trustees, assignees, USUHS and other Department of Defense components, carriers, General Accounting Office, Comptroller General and Department of Veterans Affairs.

Exemptions Claimed for the System:

None.