SYSTEM NAME:
Defense
Military Retiree and Annuity Pay System Records (January 07, 2009, 74 FR 696)
SYSTEM LOCATION:
Director
of Continuing Government Activity, Defense Finance and Accounting Service -
Cleveland, 1240 East Ninth Street, Cleveland, OH 44199-2055.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Military retirees, their dependents, their survivors,
former spouses and abused dependents.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, Social Security Number (SSN), address, telephone number, master
pay files, court orders, Application for Transitional Compensation, payment
schedules, case processing record, direct deposit forms, annual certification
form, acknowledgment action form, correspondence and other supporting documents
relating to entitlements and deductions of military retirees, annuitants,
dependents, former spouses and abused dependents.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5
U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapters 53, 61, 63, 65, 67,
69, 71, 73, 74; 10 U.S.C. Sec. 1059, and 1408(h); 38 U.S.C. Sec. 1311 and 1313;
Pub. L. 92-425; Pub. L. 102-484 Sec. 653; Pub. L. 103-160 Sec. 554 and 1058;
Pub. L. 105-261, Sec. 570; DoDI 1342.24, Transitional
Compensation for Abused Dependents; DoD Financial
Management Regulation 7000.14-R, Volume 7B and E.O. 9397 (SSN).
PURPOSE(S):
To
maintain pay and personnel information for use in the computation of military
retired pay survivor annuity pay and to make payments to spouses, former
spouses and other dependents who are victims of abuse.
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:
Records
are provided to the Internal Revenue Service for normal wage and tax
withholding.
Disclosures
are made to the Department of Veterans Affairs (DVA) regarding establishments,
changes and discontinuing of DVA compensation to retirees and annuitants.
Information
is provided to individuals authorized to receive retired and annuitant payments
on behalf of retirees or annuitants.
The Army Emergency Relief, Navy-Marine Corps Relief
Society and Air Force Assistance Fund to process allotments for repayment of
interest-free loans from the society and retiree charitable allotments in
support of fund drives initiated by the Secretaries of the Army, Navy, and Air
Force. The information will be
used to process allotments on behalf of service members and retirees.
To officials and employees of the American Red Cross
in the performance of their official duties relating to the assistance of the
members and their dependents and relatives.
To
former spouses for purposes of providing information, consistent with the
requirements of 10 U.S.C. 1450(f)(3), regarding
Survivor Benefit Plan coverage.
To spouses for purposes of providing information,
consistent with the requirements of 10 U.S.C. 1448(a), regarding Survivor
Benefit Plan coverage.
To
receive approved requests from the military services to make payments of
transitional compensation to military member�s spouses, former spouses, and
other dependents that are determined to be victims of abuse.
The
DoD 'Blanket Routine Uses' published at the beginning
of the DFAS compilation of systems of records notices also apply to this
system.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Maintained in file folders and electronic storage
media.
RETRIEVABILITY:
Name
and 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 restricted by passwords, which
are changed periodically.
RETENTION AND DISPOSAL:
Disposition
for Retired and Annuitant Pay records range from 30 days to 56 years. The
administrative records such as, change of address, electronic messages or tax records, that are not pay affecting, are destroyed using retention
of 30 days to less than 6 years. All pay affecting documents such as retirement
documents, account computation information or entitlement/ eligibility records
are retained for six years or more and the pay histories are retained for 56
years. Records are destroyed by tearing, shredding,
pulping, macerating, burning, or degaussing the electronic storage media.
SYSTEM MANAGER(S) AND ADDRESS:
Policy
official: Director of Continuing Government Activity, Defense Finance and
Accounting Service Cleveland, (DFAS-PD/CL), 1240 East Ninth Street, Cleveland,
OH 44199-2055.
Record
holder: Systems Manager, Lockheed Martin, Defense Finance and Accounting
Service - Cleveland, 1240 East
Ninth Street, Cleveland OH 44199-2055.
NOTIFICATION PROCEDURE:
Individuals
seeking to determine whether information about them 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 and Legislative Liaison, 8899 East 56th Street, Indianapolis,
IN 46249-0150.
The
requester should be able to provide sufficient proof of identity, such as name,
Social Security Number, place of employment, or other information available
from the record itself.
RECORD ACCESS PROCEDURES:
Individuals seeking access to information about them contained in this
system should address written inquiries to Defense Finance and Accounting
Service, Freedom of Information/Privacy Act Program Manager, Corporate
Communications and Legislative Liaison, 8899 East 56th Street, Indianapolis,
IN� 46249-0150.
The
requester should be able to provide sufficient proof of identity, such as name,
Social Security Number, place of employment, or other information available
from the record itself.
CONTESTING RECORD PROCEDURES:
The
DFAS rules for accessing records, for contesting contents and appealing initial
agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part
324; or may be obtained from the Freedom of Information/Privacy Act Program
Manager, Corporate Communications and Legislative Liaison, 8899 East 56th
Street, Indianapolis, IN 46249-0150.
RECORD SOURCE CATEGORIES:
From
the individual concerned; other DoD Components such as Army, Navy, Air Force
and Marine Corps; state or local governments; members' survivors such spouses,
other dependents or guardians of the member or dependent children; former
spouses, private law firms which are executors of estates in casualty cases,
financial, educational and medical institutions, and other federal government
agencies such as the Department of Veterans Affairs, Social Security
Administration, and Internal Revenue Service.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
FEDERAL REGISTER HISTORY: