SYSTEM NAME:

Adoption Reimbursement System  (January 21, 2015,  80 FR 2919)

SYSTEM LOCATION:

Defense Finance and Accounting Service-Cleveland, 1240 East 9th Street, Cleveland, OH 44199-2055.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Active Duty members of the Army, Navy, Air Force and Marine Corps.

CATEGORIES OF RECORDS IN THE SYSTEM:

Individual's full name, Social Security Number (SSN), marital status, pay grade, branch of service, amount paid member, address, country, in service spouse, and bank account number. If the “in service spouse” option is chosen, then the spouse’s Social Security Number (SSN), full name, and branch of service is included.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. Code 1052, Adoption Expenses: reimbursement; (DoDFMR) 7000.14-R, Volume 7A, Chapter 4, Department of Defense Financial Management Regulation, Reimbursement of Adoption Expenses; DoDI 1341.9, DoD Adoption Reimbursement Policy; 5 U.S.C. 301, Departmental Regulation; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

The Adoption Reimbursement System is a web-based application used to input and approve military adoption reimbursement  claims. The records facilitate account maintenance, enable updates for multiple adoptions and make accurate payments.

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 Federal Reserve banks to distribute payments made through the direct deposit system to financial organizations or their processing agents authorized by individuals to receive and deposit payments in their accounts.

The DoD Blanket Routine Uses published at the beginning of the DFAS compilation of systems of records notices may also apply to this system.

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

STORAGE:

Electronic storage media and paper copies.

RETRIEVABILITY:

Retrieved by name and/or 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.  A System Authorization Access Request (SAAR) must be submitted and screened before any access is approved.  Access to computerized data is restricted by passwords, which are changed according to agency security policy.

RETENTION AND DISPOSAL:

Records are cut off at the end of the fiscal year and destroyed 6 years and 3 months after the later of either closure of appropriate account or liquidation of all obligations in the closed account.

SYSTEM MANAGER(S) AND ADDRESS:

System Manager, Defense Finance and Accounting Service-Cleveland, 1240 East 9th Street, Cleveland, OH 44199-2055.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves 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, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.

Requests should contain individual’s full name, SSN for verification, current address to reply, and provide a reasonable description of what they are seeking.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this record system should address written inquiries to Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.

Requests should contain individual’s full name, SSN for verification, current address to reply, and telephone number.

CONTESTING RECORD PROCEDURES:

The Defense Finance and Accounting Service (DFAS) rules for accessing records, for contesting contents and appealing initial agency determinations are published in Defense Finance and Accounting Service Regulation 5400.11-R, 32 CFR 324; or may be obtained from the Defense Finance and Accounting Service, Freedom of Information/Privacy Act Program Manager, Corporate Communications, DFAS-ZCF/IN, 8899 E. 56th Street, Indianapolis, IN 46249-0150.

RECORD SOURCE CATEGORIES:

From the individual.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

January 21, 2015, 80 FR 2919