SYSTEM NAME:
Debt Records for Individuals (June 15, 2012, 77 FR 35945)
SYSTEM LOCATION:
Financial Services and Accounting Division, Accounting Operations Branch, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2745, Fort Belvoir, VA 22060-6221 and the Financial Services Offices at the Defense Logistics Agency (DLA) Primary Level Field Activities. Mailing addresses may be obtained from the System Manager identified below.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former civilian employees and military personnel (including those who have retired) who are indebted to the Defense Logistics Agency (DLA). Also included are those individuals who are indebted to other federal agencies for which DLA has assumed collection responsibility.
CATEGORIES OF RECORDS IN THE SYSTEM:
Debtors name, Social Security Number (SSN), debt principal amount, interest and penalty amount, if any, debt reason, debt status, demographic information such as grade or rank, sex, date of birth, phone number, duty and home address, various dates identifying the status changes occurring in the debt collection process, documents furnished by individual concerning financial condition, personnel actions, and requests for waiver of indebtedness.
Correspondence with other federal agencies to initiate the collection of debts through voluntary or involuntary offset procedures against the indebted employees' salaries or compensation due a retiree.
Correspondence with other federal agencies requesting administrative offset from payments owed to the debtor. These records may include individual's name, rank, date of birth, Social Security Number(SSN), debt amount, documentation establishing overpayment status, military pay records, financial status affidavits, credit references, and substantiating documents such as military pay orders, pay adjustment authorizations, military master pay account printouts, records of travel payments, financial record data folders, miscellaneous vouchers, debtor financial records, credit reports, promissory notes, and debtor financial statements.
Information on U.S. Treasury Department, Internal Revenue Service (IRS), U.S. Department of Justice, and U.S. General Accountability Office (GAO) inquiries, judicial proceedings regarding bankruptcy, pay account histories, and token payment information.
Applications for waiver of erroneous payment or for remission of indebtedness with supporting documents including statements of financial status (personal income and expenses), statements of commanders or Defense Accounting Officers, correspondence with debtors, or records of overpayments of Survivor Benefit Plan benefits.
Reports from probate courts regarding the estates of deceased debtors.
Reports from bankruptcy courts regarding claims of the U.S. Government against debtors.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Debt Collection Act of 1982 (Pub.L. 97-365), as amended by the Debt Collection Improvement Act of 1996 (Pub.L. 104-134); 5 U.S.C. 5514, Installment Deduction of Indebtedness to the United States; 31 U.S.C. 3711, Collection and Compromise; 31 U.S.C. 3716, Administrative Offset; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 4 CFR 101.1-105.5, Federal Claims Collection Standards; 5 CFR 550.1101-1108, Collection by Offset from Indebted Government Employees; Guidelines on the Relationship Between the Privacy Act of 1974 and the Debt Collection Act of 1982, March 30, 1983 (48 FR 15556, April, 1983); the Interagency Agreement for Federal Salary Offset Initiative (Office of Management and Budget, Department of the Treasury, Office of Personnel Management and the Department of Defense, April 1987); and E.O. 9397 (SSN), as amended.
PURPOSE(S):
The purpose for this system of records is to support the DLA debt management program in identifying, recovering and collecting debts owed by individuals to the U.S. Government, as appropriate.
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 the U.S. Government Accountability Office, the U.S. Department of the Justice, Internal Revenue Service, U.S. Department of Treasury, or other federal agencies for further collection action on any delinquent account when circumstances warrant.
To commercial credit reporting agencies for the purpose of adding debt payment or non-payment data to a credit history file on an individual for use in the administration of debt collection. Delinquent debt information may be furnished for the purpose of establishing an inducement for debtors to pay their obligations to the U.S. Government.
To any federal agency where the debtor is employed or receiving some type of payment from that agency for the purpose of collecting debts owed the U.S. Government by non-centralized offset. Non-centralized offset encompasses an offset program administered by any federal agency other than the U.S. Department of Treasury. The agency holding the payment subject to offset will use the indebtedness information for collection purposes after counseling the debtor. The collection may be accomplished either voluntarily or involuntarily by initiating administrative or salary offset procedures under the provisions of the Debt Collection Act of 1982 (Pub.L. 97-365, as amended by Pub.L. 104-134, the Debt Collection Improvement Act of 1996).
To the U.S. Department of Treasury (DOT) for centralized administrative or salary offset, including the offset of federal income tax refunds, for the purpose of collecting debts owed the U.S. Government; to the DOT contracted private collection agencies for the purpose of obtaining collection services, including administrative wage garnishment (AWG) in accordance with the Debt Collection Improvement Act of 1996 (Pub.L. 104-134), 31 U.S.C. 3720D, and 31 CFR part 285, to recover moneys owed to the U.S. Government.
To any federal agency for the purpose of accomplishing the administrative procedures to collect or dispose of a debt owed to the U.S. Government. This includes, but is not limited to, the Office of Personnel Management for personnel management functions and the Internal Revenue Service to obtain a mailing address of a taxpayer for the purpose of locating such taxpayer to collect or compromise a federal claim against the taxpayer pursuant to 26 U.S.C. 1603(m)(2), and in accordance with 31 U.S.C. 3711, 3217, and 3718. The Internal Revenue Service may also request locator service for delinquent accounts receivable in order to report closed out accounts as taxable income, including amounts compromised or terminated, and accounts barred from litigation due to age.
The DoD 'Blanket Routine Uses' may apply to this system of records.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this system of records to consumer reporting agencies as defined in the Fair Credit Reporting Act (14 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government; typically to provide an incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records.
The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number); the amount, status, and history of the claim; and the agency or program under which the claim arose for the sole purpose of allowing the consumer reporting agency to prepare a commercial credit report.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored on paper in file folders.
RETRIEVABILITY:
Records are retrieved by the debtors name and Social Security Number (SSN).
SAFEGUARDS:
Records are maintained in controlled facilities where physical entry is restricted by the use of locks, guards, and/or to authorized personnel only. Access to records 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.
RETENTION AND DISPOSAL:
Records are destroyed 3 years after final action is terminated.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Accounting Operations Branch, Financial Services and Accounting Division, Office of Comptroller, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2745, Fort Belvoir, VA 22060-6221.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether information about themselves is contained in this system of records 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.
Requests should include the individuals full name, Social Security Number (SSN), mailing address, and a telephone number where they may be reached.
RECORD ACCESS PROCEDURES:
Individuals seeking access to information about themselves contained in this system of records 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.
Requests should include the individuals full name, Social Security Number (SSN), mailing address, and a telephone number where they may be reached.
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:
Individual debtor, DLA Financial Services Offices documents, personnel offices, and documents from other federal agencies for which DLA has assumed collection responsibility.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
FEDERAL REGISTER HISTORY:
March 1, 2010, 75 FR 9185; June 15, 2012, 77 FR 35945