SYSTEM NAME:

Civilian Pay Accounting Bridge Records  (July 11, 2014,  79 FR 40075)

SYSTEM LOCATION:

Defense Information Systems Agency, Defense Enterprise Computing Center, 5450 Carlisle Pike, Mechanicsburg, PA 17055-0975.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Active and reserve United States (U.S.) Air Force, Army, Navy, Marine Corps, and National Guard Members, Defense Security Service and National Geospatial-Intelligence Agency civilian employees, Department of Defense (DoD) civilian employees and other Federal civilian employees paid by appropriated funds and whose pay is processed by the Defense Finance and Accounting Service.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name, Social Security Number (SSN), address, telephone number and accounting data.�

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulations; DoD Directive 5118.5, Defense Finance and Accounting Service; Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R, Vol. 4, Accounting Policies and Procedures; 31 U.S.C. 3512, Executive agency accounting and other financial management reports and plans; 3513, Financial reporting and accounting system; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

To provide a bridge or link between the Defense Civilian Payroll System (DCPS) and the Civilian Pay Accounting Interface System (CPAIS).� This system will create pay information files from DCPS.� The pay information files will contain civilian payroll costs and manpower data; this data will then be provided to the U.S. Air Force accounting activities for processing. The system contains information on other than U.S. Air Force civilian employees; however, the CPAIS system will not use the non-Air Force data other than to transmit it directly to the General Accounting and Finance System (GAFS).

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:

The DoD 'Blanket Routine Uses' published at the beginning of the DFAS 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:

Electronic storage media and paper records.

RETRIEVABILITY:

Name or Social Security Number (SSN).

SAFEGUARDS:

Records are maintained in a controlled facility.  Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel.  Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know.  Access to computerized data is limited to CAC enabled users and restricted by passwords, which are changed according to agency security policy.

RETENTION AND DISPOSAL:

Records may be temporary in nature and deleted when actions are completed, superseded, obsolete, or no longer needed. Pay affecting records may be cut off at the end of the payroll year, and then destroyed up to 6 years and 3 months after cutoff. Records are destroyed by degaussing the electronic media and recycling hardcopy records.� The recycled hardcopies are destroyed by shredding, burning, or pulping.

SYSTEM MANAGER(S) AND ADDRESS:

Defense Finance and Accounting Service-Columbus, I&T, System Manager, Cash, General Funds and Miscellaneous Division, 3990 E Broad Street, Columbus, OH 43213-1152.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.

Requests should contain individual’s full name, SSN for verification, current address, and provide a reasonable description of what they are seeking.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this record system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.

Request should contain individual’s full name, SSN for verification, current address, and telephone number.

CONTESTING RECORD PROCEDURES:

The Defense Finance and Accounting Service (DFAS) rules for accessing records, for contesting contents and appealing initial agency determinations are published in Defense Finance and Accounting Service Regulation 5400.11-R, 32 CFR 324; or may be obtained from the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, office symbol DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.

RECORD SOURCE CATEGORIES:

From the Defense Civilian Payroll System, the individual concerned, and DoD Components or Federal agencies whose civilian employees are paid by the Defense Civilian Payroll System.�

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None

FEDERAL REGISTER HISTORY:

May 6, 2009, 74 FR 20932; July 11, 2014, 79 FR 40075.