Privacy Act of 1974; System of Records

<NOTICE> DEPARTMENT OF TRANSPORTAION <SUBAGY>Office of the Secretary</SUBAGY> <DEPDOC>[Docket No. DOT-OST-2024-0003]</DEPDOC> <SUBJECT>Privacy Act of 1974; System of Records</SUBJECT> <HD SOURCE="HED">AGENCY:</HD> Office of the Departmental Chief Information Officer, Office of the Secretary of Transportation (DOT). <HD SOURCE="HED">ACTION:</HD> Notice of a modified system of records. <SUM> <HD SOURCE="HED">SUMMARY:</HD> In accordance with the Privacy Act of 1974, the Department of Transportation (DOT), Office of the Secretary (OST), proposes to rename, update and reissue an existing system of records notice currently titled “DOT/All 11, Integrated Personnel and Payroll System (IPPS).” The name of this system of records notice will be changed to “DOT/ALL 11, Consolidated Automated System for Time and Labor Entry (CASTLE).” The modified system of records notice (hereafter referred to as “Notice”) uses records in this system for fiscal operations related to payroll, attendance, leave, insurance, taxes, retirement, budget, and cost accounting programs. This system is also used to control and facilitate payment of salaries to DOT employees. </SUM> <DATES> <HD SOURCE="HED">DATES:</HD> Submit comments on or before December 18, 2024. The Department may publish an amended Systems of Records Notice considering any comments received. This modified system will be effective immediately upon publication. The routine uses will be effective December 18, 2024. </DATES> <HD SOURCE="HED">ADDRESSES:</HD> You may submit comments, identified by docket number DOT-OST-2024-0003 by one of the following methods: • <E T="03">Federal e-Rulemaking Portal: https://www.regulations.gov.</E> Follow the instructions for submitting comments. • <E T="03">Mail:</E> Department of Transportation Docket Management, Room W12-140, 1200 New Jersey Ave. SE, Washington, DC 20590. • <E T="03">Hand Delivery or Courier:</E> 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. • <E T="03">Instructions:</E> You must include the agency name and docket number DOT-OST-2024-0003. • <E T="03">Instructions:</E> You must include the agency name and docket number DOT-OST-2024-0003. All comments received will be posted without change to <E T="03">https://www.regulations.gov,</E> including any personal information provided. You may review the Department of Transportation's complete Privacy Act statement in the <E T="04">Federal Register</E> published on April 11, 2000 (65 FR 19477-78). <E T="03">Privacy Act:</E> 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.). <E T="03">Docket:</E> For access to the docket to read background documents or comments received, go to <E T="03">https://www.regulations.gov</E> or to the street address listed above. Follow the online instructions for accessing the docket. <FURINF> <HD SOURCE="HED">FOR FURTHER INFORMATION CONTACT:</HD> For questions, please contact Karyn Gorman, Departmental Chief Privacy Officer, Privacy Office, Department of Transportation, Washington, DC 20590; email: <E T="03">privacy@dot.gov;</E> or 202-366-3140. </FURINF> <SUPLINF> <HD SOURCE="HED">SUPPLEMENTARY INFORMATION:</HD> <HD SOURCE="HD1">Notice Updates</HD> This Notice includes both substantive changes and non-substantive changes to the previously published Notice. The substantive changes have been made to the system name, system location, system manager, authority for maintenance of the system, purpose of the system, categories of individuals covered by the system, categories of records in the system, routine uses maintained in the system, policies and practices for storage of record, policies and practices for retrieval, retention and disposal of the records in the system, and administrative, technical, and physical safeguards. Non-substantive changes have been made to record access procedures and contesting record procedures as well as revisions to align with the requirements of Office of Management and Budget Memoranda (OMB) A-108 and to ensure consistency with other Notices issued by the Department of Transportation. <HD SOURCE="HD1">Background</HD> In accordance with the Privacy Act of 1974, the Department of Transportation proposes to modify and re-issue an existing system of records titled “DOT/ALL 11, Integrated Personal and Payroll System, (IPPS)” and change the name to “Consolidated Automated System for Time and Labor Entry, (CASTLE).” This system of records covers records collected and maintained for the purposes of fiscal operations related to payroll, attendance, leave, insurance, taxes, retirement, budget, and cost accounting programs. This system is also used to control and facilitate payment of salaries to DOT employees. The following substantive changes have been made to the Notice: 1. <E T="03">System Name:</E> This Notice updates the system name to “Consolidated Automated System for Time and Labor Entry, (CASTLE)” from the previous system name of “DOT/ALL 11, Integrated Personal and Payroll System, (IPPS)”. The update to the system name is to better align with the collection of personally identifiable information in the system and the purpose of the collection. This system is also used to facilitate payment of salaries of DOT employees. 2. <E T="03">System Location:</E> This Notice updates the system locations to notify the public the location maintaining the system is changed for all of DOT and its Operating Administrations. The previous SORN had an outdated address and information listed as U.S. DOT, OST, 400 7th Street SW, Washington DC 20590 and additional information that no longer applies. 3. <E T="03">System Manager:</E> This Notice updates the system manager name and address to reflect the change in system owner and address. The previous address listed was U.S. DOT, 400 7th Street SW, Washington, DC 20590. 4. <E T="03">Authority:</E> This Notice updates the authorities of Maintenance of the System to expand and include relevant regulations to align with the collection of personally identifiable information and data in the system. 5. <E T="03">Purpose:</E> This Notice updates the purpose to better clarify the how records are used in the system and for what purpose. 6. <E T="03">Categories of Individuals:</E> This Notice updates categories of individuals to clearly define and identify who is covered by this system of records. 7. <E T="03">Categories of Records:</E> This Notice updates categories of records to better describe the type of records maintained in the system to include employee biographical and employment information, salary and benefits information, timekeeping information. 8. <E T="03">Routine Uses:</E> This Notice updates routine uses to include system specific routine uses that allows sharing between the DOT and the Department of Interior for payroll purposes. This notice also includes the Department of Transportation's general routine uses applicable to this system as they were previously only incorporated by reference. OMB Circular A-108 recommends that agencies include all routine uses in one notice rather than incorporating general routine uses by reference. 9. <E T="03">Records Storage:</E> This Notice updates policies and practices for the storage of records to inform the public that records are no longer stored on magnetic tape or disks, microfiche, and paper and now are digitized and input records are maintained on electronic storage media. 10. <E T="03">Records Retrieval:</E> This Notice updates the policies and practices for the retrieval of records to inform the public records may be retrieved by a combination of Social Security Number (SSN), employee ID number, organization code or home address. 11. <E T="03">Retention and Disposal:</E> This Notice updates the policies and practices for the retrieval of records to reflect updated NARA record schedules. The previous NARA record schedule no longer applies to the records in the system. 12. <E T="03">Administrative, Technical, and Physical Safeguards:</E> Updated to account for the agency's transition from paper to electronic recordkeeping and the Information Technology measures that are in place to protect the records. The following non-substantive changes have been made to the Notice: 13. <E T="03">Record Access:</E> This Notice updates the record access procedures to reflect signatures on signed requests for records must either be notarized or accompanied by a statement made under penalty of perjury in compliance with 28 U.S.C. 1746. <HD SOURCE="HD1">Privacy Act</HD> 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 <E T="04">Federal Register</E> 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 T="03">e.g.,</E> 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 ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ Preview showing 10k of 25k characters. 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