SYSTEM NAME:
Employee Benefits Records (September 20, 1993, 58 FR 48852)
SYSTEM LOCATION:
Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724 (for all Navy Exchanges).
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Civilian employees and former civilian employees with the Navy Exchange Service Command and Navy Exchanges located worldwide. Payroll and benefits information for current and former civilian employees of Coast Guard exchanges, clubs and messes.
CATEGORIES OF RECORDS IN THE SYSTEM:
Leave accrual reports; earnings records; insurance records and reports regarding property damage, personal injury or death, group life, disability, medical and retirement plan records.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN).
PURPOSE(S):
To record contributions to benefit plans; to process all insurance claims; to calculate retirement benefits upon request of employees.
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
To the insurance carriers and the U.S. Department of Labor, Bureau of Employees Compensation to process employee compensation claims.
The 'Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The media in which these records are maintained vary, but include Computer records (Local Area Network (LAN) File Server); card files; file folders; ledgers; microfiche; and printed reports.
RETRIEVABILITY:
Name and/or Social Security Number and employee payroll number.
SAFEGUARDS:
Locked file cabinets; safes; locked offices which are supervised by appropriate personnel, when open; and security guards.
RETENTION AND DISPOSAL:
Permanent.
SYSTEM MANAGER(S) AND ADDRESS:
Policy Official Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724.
Record Holder Manager Risk Management and Workers Compensation Branch (TD2); Insurance/Employee Benefits Branch (HRG4), Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724.'
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724.
In the initial inquiry the requester must provide full name, Social Security Number, activity where last employed. A list of other offices the requester may visit will be provided after initial contact is made at the office listed above. At the time of a personal visit, requesters must provide proof of identity containing the requester's signature.
RECORD ACCESS PROCEDURES:
Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724.
CONTESTING RECORD PROCEDURES:
The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager.
RECORD SOURCE CATEGORIES:
The employee or former employee; the employee's supervisor and the employee's physician or insurance carrier's physician.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
FEDERAL REGISTER HISTORY: