SYSTEM NAME:

Mass Transportation Benefit Program-Outside the National Captial Region (ONCR)  (May 03, 2012,  77 FR 26261)

SYSTEM LOCATION:

Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 6220, ATTN: DS-B, DLA Installation Support, Fort Belvoir, VA 22060-6221 and the Defense Logistics Agency (DLA) Primary Level Field Activities located outside the National Capital Region. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices.

U.S. Department of Transportation, TRANServe, 1200 New Jersey Avenue, SE, Room W12-190, Washington, DC 20590-0001.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Defense Logistics Agency (DLA) civilian employees; non-appropriated funded employees; interns/students employed and paid directly by DLA (i.e., interns/students hired through contractual agreements are not eligible); eligible interns/students hired for the summer months; and registered and nonregistered vanpool owners/operators.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records include applicant's full name, personalized 4-digit personal identification number (PIN), home address, office symbol and duty location, office telephone number, mode of transportation being used, cost(s) of commuting, reimbursement claim for expenditures, period covered, amount of reimbursement, records of vouchers, receipts or payments distributed, dates of participation and termination in program, and vanpool owner/operator certification.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 7905, Programs to Encourage Commuting by Means Other Than Single-Occupancy Motor Vehicles; E.O. 12191, Federal Facility Ride Sharing Program; and E.O. 13150, Federal Workforce Transportation.

PURPOSE(S):

Information is collected and maintained for the purpose of managing the DLA Mass Transportation Benefit Program for participants Outside the National Capitol Region (ONCR), including receipt and processing of employee applications and distribution of the fare media to employees; to reimburse participants; to track the use of funds used to support the program; to evaluate employee participation in the program; and to prevent misuse of the funds involved.

Participant records may be used by the DLA Primary Level Field Activity parking authorities for the purpose of identifying those individuals who receive a fare subsidy and also make use of a DLA Primary Level Field Activity parking sticker.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

In addition to the disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

To U.S. Department of Transportation for the purposes of administering the Public Transportation Benefit Program and/or verifying the eligibility of individuals to receive a fare subsidy pursuant to transportation benefit program operated by the DoD or other Federal agencies.

The DoD 'Blanket Routine Uses' also apply to this system of records.

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

STORAGE:

Records are stored on paper forms and on electronic storage media.

RETRIEVABILITY:

Information is retrieved by individual's name personalized 4-digit personal identification number (PIN).

SAFEGUARDS:

Paper 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 record is limited to person(s) responsible for servicing the records in the performance of their official duties and who are properly screened and cleared for need-to-know. Electronic records are maintained by the on Site Point of Contact computer drive. Access is restricted to the Point of Contact who can only access with secured user identification controls such as a common access card (CAC), personalized password, and key encryption. All individuals granted access to this system of records have received Privacy Act training.

RETENTION AND DISPOSAL:

Documents relating to the disbursement of transportation subsidies to employees, including applications of employees no longer in the program, superseded applications, certification logs, vouchers, spreadsheets, and other forms used to document the disbursement of subsidies are destroyed after 3 years. Documents relating to cash reimbursements for transportation expenses associated with transit passes or vanpools, specifically Standard Form (SF) 1164, entitled, 'Claim for Reimbursement for Expenditures on Official Business' are destroyed 6 years and 3 months after period covered by account.

SYSTEM MANAGER(S) AND ADDRESS:

ONCR Program Manager, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2638, ATTN: DS-B, DLA Installation Support, Fort Belvoir, VA 22060-6221, and the ONCR Mass Transportation Benefit Program Points of Contact at the DLA Primary Level Field Activity. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.

Written inquiries should contain the full name of the record subject, current address, telephone number, and the DLA Primary Level Field Activity which provided the subsidy.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.

Written inquiries should contain the full name of the record subject, current address, telephone number, and the DLA Primary Level Field Activity which provided the subsidy.

CONTESTING RECORD PROCEDURES:

The DLA rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in 32 CFR part 323, or may be obtained from the DLA FOIA/Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.

RECORD SOURCE CATEGORIES:

Applicants requesting transit subsidies; vanpool owners/operators; other federal agencies providing information regarding fare subsidies; and from periodic certifications and reports regarding fare subsidies.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY: