SYSTEM NAME:

DON Non-Appropriated Funds Standard Payroll System  (June 16, 2014,  79 FR 34305)

SYSTEM LOCATION:

Non-appropriated activities in the Department of the Navy (DON).  Official mailing addresses are published in the Standard Navy Distribution List available as an appendix to the Navy's compilation of system of records notices and may be obtained from the System Manager.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Department of the Navy non-appropriated fund employees.

CATEGORIES OF RECORDS IN THE SYSTEM:

Individual name, Social Security Number (SSN), DoD ID Number, mailing/home address, amount of pay, status of payment, history of the claim; and information concerning individual record to include time and attendance records; personal payroll data listings; correspondence; combined payroll checks and employee leave and earning statements; Federal, state, and city tax reports and or tapes; and individual pay and leave records.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 5013, Secretary of the Navy; CNICINST-7000.3, Accounting Procedures for Non-Appropriated Funds; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

To compute employees' pay entitlements and deductions and issue payroll checks for amounts due; to withhold amounts due for Federal, state, and city taxes, to remit withholdings to the taxing authorities, and to report earnings and tax collections; and upon request of employees, to deduct specified amounts from earnings for charity, union dues, and for allotments to financial organizations.

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, as amended, 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:

To the Internal Revenue Service to record wages earned, tax withheld and social security information.

To state revenue departments to credit employee's state withholding.

To state employment agencies which require wage information to determine eligibility for unemployment compensation benefits of former employees.

To city revenue departments of appropriate cities to credit employees for city tax withheld.

The DoD Blanket Routine Uses set forth at the beginning of the Department of Navy’s compilation of system of records notices may apply to this system.

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

STORAGE:

Paper and electronic storage media.

RETRIEVABILITY:

Name and/or SSN.

SAFEGUARDS:

Access to records is limited to person(s) responsible for servicing the record system in the performance of their official duties and who have been properly screened, trained, and have a need-to-know.  Paper records are stored in security files container/cabinets and safes.  Physical access is controlled by guards, personnel screening and visitor registers.  Information maintained on a computer requires Common Access Card (CAC), Public Key Infrastructure (PKI), and/or User ID and password.

RETENTION AND DISPOSAL:

Records are transferred to the National Personnel Records Center and then destroyed when 56 years old.

SYSTEM MANAGER(S) AND ADDRESS:

Head, NAF Accounting Section, Commander, Navy Installations Command, Millington Detachment, 5720 Integrity Drive, Millington TN, 38055-6500.

Record Holder in Non-appropriated fund activities in the Department of the Navy.

Official mailing addresses are published in the Standard Navy Distribution List available as an appendix to the Navy's compilation of system of records notices and may be obtained from the System Manager.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the commanding officer of the activity in question.  Official mailing addresses are published in the Standard Navy Distribution List available as an appendix to the Navy's compilation of system of records notices and may be obtained from the System Manager.

The request should include full name, SSN, address of the individual concerned, and should be signed.

The system manager may require an original signature or a notarized signature as a means of proving the identity of the individual requesting access to the records.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the commanding officer of the activity in question.  Official mailing addresses are published in the Standard Navy Distribution List available as an appendix to the Navy's compilation of system of records notices and may be obtained from the System Manager.

The request should include full name, SSN, address of the individual concerned, and should be signed.

The system manager may require an original signature or a notarized signature as a means of proving the identity of the individual requesting access to the records.

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:

Individual; employee's supervisor; local Morale, Welfare, and Recreation (MWR) Activities' Personnel Offices; Internal Revenue Service; credit bureaus; Commander, Navy Installations Command, Millington Detachment; and contractors who process payroll Navy MWR activities.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

December 20, 2004, 69 FR 75937; June 16, 2014, 79 FR 34305.