Department of Transportation

DOT/ALL 8

SYSTEM NAME:

Parking and Transit Benefit System  (October 23, 2015,  80 FR 64493)

SYSTEM LOCATION:

Department of Transportation, Office of the Secretary, Parking and Transit Benefit Office, 1200 New Jersey Ave. SE., Washington, DC 20950; Federal Aviation Administration, Transit Benefit Office, 800 Independence Ave. SW., Washington, DC 20591.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Federal employees' who receive transit or bicycle subsidies, who hold parking permits, or are members of carpools and vanpools; applicants for ridesharing information; recipients of match letters for carpooling; applicants for transit subsidies issued by DOT; vanpool operators.

CATEGORIES OF RECORDS IN THE SYSTEM:

Categories of records in the system include:
The following information about recipients of bicycle or transit subsidies; holders of parking permits, participants in carpools or vanpools; or applicants for ridesharing information:

Full name

Employee identification number (which, depending on the employer, may be the employee's social security number, the last four digits of the employee's social security number, or some other identification number used by a Federal agency as an employee's identification number)

Employer name

Employer's address

Home address

Business telephone number

Employee's work email address

Transit provider name, address, and mode of transportation used for commute

Location employee commutes to/from

Number of days employee commutes per month

Subsidy amount

System identifier (number randomly generated by DOT's system and assigned to files)

Transit card number

Parking permit number

License plate number and issuing state

Parking permit holder payment status (paid/unpaid) and payment information

Bicycle benefit recipients' itemized lists of expenditures eligible for bicycle benefit

The following information may be collected and maintained about van pool operators:

Full name

Business address

First and last name of individuals who use the van pool

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 7905; 26 U.S.C. 132; 26 CFR 132f; Executive Order 13150 (April 21, 2001)

PURPOSE(S):

The purpose of this system is to collect and maintain information about Federal employees' and vanpool operators who participate in carpool/vanpool, transit, parking, or bicycle benefit programs in connection with the DOT's administration of these programs for its and other Federal agency employees.

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, all or a portion of the records or information contained in this system may be disclosed outside DOT as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

1. To the Federal agency for whom DOT administers a transit benefit program, for purposes of verifying that agency's employee's participation in the program, and auditing and verifying disbursements;

2. To the operators of transit systems or vanpools for purposes of activating, distributing, and verifying benefits;

3. To the entity that manages the parking facility at the DOT Headquarters in Southeast Washington, DC, information about individuals who have delinquent daily parking fees for purpose of ensuring eligibility of daily parkers;

4. To the Department of Treasury's approved Financial Agent for purposes of distributing transit benefits;

5. To consumer reporting agencies (collecting on behalf of the United States Government) 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));

6. See “Prefatory Statement of General Routine Uses” (available at http://www.dot.gov/​privacy/​privacyactnotices). Other possible routine uses of the information, applicable to all DOT Privacy Act systems of records, are published in the Federal Register at 75 FR 82132, December 29, 2010, and 77 FR 42796, July 20, 2012, under “Prefatory Statement of General Routine Uses” (available at http://www.dot.gov/​privacy/​privacyactnotices).

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


STORAGE:

Hard copy or electronically. Hard copies are maintained at the System Manager address.

RETRIEVABILITY:

Records can be retrieved by employer agency name, participant name, or any other identifier in the system.

SAFEGUARDS:

Records in this system are safeguarded in accordance with applicable rules and policies, including all applicable DOT automated systems security and access policies. Appropriate controls have been imposed to minimize the risk of compromising the information that is being stored. Access to records in this system is limited to those individuals who have a need to know the information for the performance of their official duties and who have appropriate permissions.

RETENTION AND DISPOSAL:

Records in this system are retained for three years and then destroyed, in accordance with General Record Schedule 9, Item 7. Source documents provided to DOT by its Federal agencies customers are considered temporary records and are destroyed not more than 120 after of receipt by DOT.

SYSTEM MANAGER(S) AND ADDRESS:

OST Parking and Transit Office, 1200 New Jersey Ave. SE., Washington, DC 20950; FAA Transit Benefit Office, 800 Independence Ave. SW., Washington, DC 20591.

NOTIFICATION PROCEDURE:

Individuals seeking notification of and access to any record contained in this system of records, or seeking to contest its content, may submit a request in writing to the OST Parking and Transit Office at the contact information provided under “System Manager and Address.” FAA employees in the National Capital Region seeking notification of and access to any record contained in this system, or seeking to contest its content, may submit a request in writing to the FAA Transit Benefit Office at the contact information provided under “System Manager and Address.”

When seeking records about yourself from this system of records or any other Departmental system of records your request must conform with the Privacy Act regulations set forth in 49 CFR part 10. You must sign your request, and your signature must either be notarized or submitted under 28 U.S.C. 1746, a law that permits statements to be made under penalty of perjury as a substitute for notarization. While no specific form is required, you may obtain forms for this purpose from the Departmental Freedom of Information Act Officer, http://www.dot.gov/​foia or 202.366.4542. In addition you should provide the following:

  • An explanation of why you believe the Department would have information on you;
  • Identify which component(s) of the Department you believe may have the information about you;
  • Specify when you believe the records would have been created;
  • Provide any other information that will help the FOIA staff determine which DOT component agency may have responsive records; and 
If your request is seeking records pertaining to another living individual, you must include a statement from that individual certifying his/her agreement for you to access his/her records. Without this bulleted information the component(s) may not be able to conduct an effective search, and your request may be denied due to lack of specificity or lack of compliance with applicable regulations.

RECORD ACCESS PROCEDURES:

See “Notification procedure” above.

CONTESTING RECORD PROCEDURES:

See “Notification procedure” above.

RECORD SOURCE CATEGORIES:

Records are obtain from applications submitted by individuals for parking permits, carpool and vanpool membership, ridesharing information, and fare subsidies; from notifications from other Federal agencies in the program; and from periodic certifications or recertifications and reports regarding fare subsidies.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

October 23, 2015, 80 FR 64493; April 11, 2000, 65 FR 19475