SYSTEM NAME:

Civilian Pay Accounting Interface Records  (November 17, 2014,  74 FR 18701)

SYSTEM LOCATION:

Defense Information Systems Agency, Defense Enterprise Computing Center, 8705 Industrial Blvd, Building 3900, Tinker Air Force Base, OK 73145-2713.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Defense Finance and Accounting Service civilian employees, United States Air Force civilian employees, civilian employees for the Defense Security Service and the National Geospatial-Intelligence Agency.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name, Social Security Number (SSN), manpower and payroll cost data elements: Federal Insurance Contribution Act (FICA), Federal Employees Retirement System (FERS), Medicare Payroll Deductions (MEDI), Federal Employees Group Life Insurance (FEGLI) and Night Differential Pay.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulations; DoD Directive 5118.05, Defense Finance and Accounting Service; DoDD 7000.14-R, Department of Defense Financial Management Regulation (DoDFMR), Vol. 4, Accounting Policies; 31 U.S.C. Sections 3512, Executive agency accounting and other financial management reports and plans; 31 U.S.C. 3513, Financial reporting and accounting system; and E.O. 9397(SSN), as amended.

PURPOSE(S):

To maintain and process civilian payroll accounting and finance data that originates in the Defense Civilian Payroll System (DCPS). The Civilian Pay Accounting Interface System (CPAIS) will receive bi-weekly files that will be used to generate civilian payroll costs, manpower data and reports; and detailed management reports for the U.S. Air Force. The system will contain 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 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 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 copies.

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 the 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 are cut off at the end of the payroll year and destroyed after being maintained for 6 years and 3 months.  Records are destroyed by degaussing the electronic media and 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 part 324; or may be obtained from 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.

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:

April 24, 2009, 74 FR 18701; November 17, 2014 FR 68421