SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary, DoD/Joint Staff

SYSTEM NAME:

Travel 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:

Active duty and retired military personnel, USUHS civilian present and former employees, dependents of military personnel, other individuals in receipt of competent travel orders.

CATEGORIES OF RECORDS IN THE SYSTEM:

The records maintained by the system include, but are not limited to, travel vouchers and subvouchers, travel allowance payment list, travel voucher and subvoucher continuation sheets, certificate of nonavailability of government quarters and mess, multi-travel payment list, travel payment record, request for fiscal information concerning transportation requests, bills of lading, public voucher for fees and mileage and claims for reimbursement for expenditures on official business and related correspondence.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

37 U.S.C. 404-412, Travel and Transportation Allowances; 5 U.S.C. 2105, Employees 5561; Definitions; 5564, Travel and Transportation; 5701-5708, Travel and Subsistence Expenses; 5721-5730, Travel and Transportation Expenses.

PURPOSE(S):

Records are established and used for accountability, auditing and settlement of travel claims.

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:

To the Internal Revenue Service, for the purpose of recording information concerning payment of travel allowances which are subject to Federal Income Tax.

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:

Records are maintained in file folders, notebooks, binders, visual file binders and cabinets, card files and on computer magnetic tape, disk and printouts.

RETRIEVABILITY:

Access is by name and Social Security Number.

Safeguards:

Records are accessed by custodian of the record system and by persons responsible for servicing the record system in performance of their official duties who are properly screened and cleared for 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:

The original voucher and related supporting documents are stored at the Air Force Accounting and Finance Center, Denver, Colorado, for eighteen months and then moved to the Denver Federal Archives and Record Center for four years and nine months after which they are shredded. A copy of the original voucher and related supporting documents are maintained by the Financial Management Directorate for six years and then destroyed by burning, shredding, tearing, mulching, macerating. Permanent history tapes cohistory tapes contain individual data for six years from the transfer date.

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. Requesters should be able to provide sufficient proof of identity such as name, Social Security Number, office location, place of employment and specify the accounting disbursing number, voucher number, date of voucher and other information verifiable in 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.