SYSTEM NAME:

Financial Management Workflow  (November 22, 2010,  75 FR 71090)

SYSTEM LOCATION:

Located on servers hosted in Building 7510, Ellsworth Air Force Base, SD 57706-4853.

Air Force Financial Services Center Information Technology Team and the 28th Communications Squadron, Ellsworth Air Force Base, SD 57706-4853.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Military and civilian personnel assigned to the Air Force and Combatant Commands under the auspices of the Department of the Air Force.

CATEGORIES OF RECORDS IN THE SYSTEM:

All open travel orders and military pay effecting transactions, with data that includes; Social Security Number (SSN), name, grade, address, date of birth, transaction ID, document or travel order number and other demographic data, as required by routine military pay or travel pay financial transaction documentation.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 8013, Secretary of the Air Force and E.O. 9397 (SSN), as amended.

PURPOSE(S):

This system will enable the implementation of centralized records management across the Air Force Financial Service community. This system will also facilitate processing of financial transactions including Military Pay (MilPay), Travel Pay (TDY); Retirement & Separation; Civilian Permanent Change of Station (CivPCS); Debts; and Disbursements. The system will also be used by Call Center personnel to access financial service records to assist base Financial Service Offices and Air Force customers world-wide.

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

The DoD ‘Blanket Routine Uses’ published at the beginning of the Air Force’s compilation of record system notices apply to this system.

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

STORAGE:

Electronic storage media and paper records.

RETRIEVABILITY:

Name, Social Security Number (SSN) and/or transaction ID, document or travel order.

SAFEGUARDS:

Data is stored in the Ellsworth AFB facility designated to host the Financial Management Workflow. Records are accessed by users with the appropriate profiles or roles and by persons responsible for servicing the record system in performance of their official duties.

RETENTION AND DISPOSAL:

Cut off at the end of the fiscal year. Retain paper records for one year after cut off, then transfer to a Federal Records Center where they will be destroyed 6 years and 3 months after cutoff. If documents are scanned and maintained electronically, retain electronic records for 6 years and 3 months after cutoff.

SYSTEM MANAGER(S) AND ADDRESS:

Program Manager, SAF/FMP (AFFSO), 1940 Allbrook Dr, Bldg 1, Wright Patterson Air Force Base, OH 45433-5349.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the system manager above.

For verification purposes, individuals should provide their full name, Social Security Number (SSN), any details which may assist in locating records, and their signature.

In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:

If executed outside the United States: ‘I declare (or certify, verify, or state) under penalty of perjury under the laws of the United State of America that the foregoing is true and correct. Executed on (date). (Signature)’.

If executed within the United States, its territories, possessions, or commonwealths: ‘I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the system manager above.

For verification purposes, individuals should provide their full name, Social Security Number (SSN), any details which may assist in locating records, and their signature.

In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:

If executed outside the United States: ‘I declare (or certify, verify, or state) under penalty of perjury under the laws of the United State of America that the foregoing is true and correct. Executed on (date). (Signature)’.

If executed within the United States, its territories, possessions, or commonwealths: ‘I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.

CONTESTING RECORD PROCEDURES:

The Air Force’s rules for accessing records and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-123; 32 CFR part 806b; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

Information is obtained from the individual and financial management technicians.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY: