From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:agri_000-41] DEPARTMENT OF AGRICULTURE USDA/FSA-11 System name: Subsidiary Personnel, Pay and Travel Records, USDA/FSA-11. System location: Any FSA office where individual is employed at the address shown in the local telephone directory under the heading, ``United States Government, Department of Agriculture, Farm Service Agency.'' Categories of individuals covered by the system: Individuals employed by FSA. Categories of records in the system: Information in this system consists of personnel actions, training records, performance ratings, earning statements, time and attendance reports, travel authorizations and vouchers, payroll deduction records, record of accountable documents charged to employee, appeal cases, and conflict of interest statements. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): To facilitate FSA responsibility to follow Federal civil service and other applicable employment laws and regulations. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Records contained in this system may be disclosed: (1) To prospective Government employers and other prospective employers when employee gives immediate supervisor or coworker as reference; (2) To the appropriate agency, whether Federal, State, local or foreign, charged with the responsibility of investigating or prosecuting a violation of law, or of enforcing or implementing a statute, or a rule, regulation or order issued pursuant thereto, when information available indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or particular program statute, or by rule, regulation or order issued pursuant thereto; (3) To the Department of Justice when (a) the agency, or any component thereof; or (b) any employee of the agency in his or her official capacity; or (c) any employee of the agency in his or her individual capacity where the Department of Justice has agreed to represent the employee; or (d) the United States, where the agency determines that litigation is likely to affect the agency or any of its components, is a party to litigation or has an interest in such litigation, and the use of such records by the Department of Justice is deemed by the agency to be relevant and necessary to the litigation, provided, however, that in each case, the agency determines that disclosure of the records to the Department of Justice is a use of the information contained in the records that is compatible with the purpose for which the records were collected; (4) In a proceeding before a court or adjudicative body before which the agency is authorized to appear, when (a) the agency, or any component thereof; or (b) any employee of the agency in his or her official capacity; or (c) any employee of the agency in his or her individual capacity where the agency determines that litigation is likely to affect the agency or any of its components, is a party to litigation or has an interest in such litigation, and the agency determines that disclosure of the records is relevant and necessary to the litigation, provided, however, that in each case, the agency determines that disclosure of the records to the court is a use of the information contained in the records that is compatible with the purpose for which the records were collected; (5) To a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of the individual to whom the record pertains; (6) To a collection or servicing contractor, or a local, State, or Federal agency, when FSA determines a referral is appropriate for servicing or collecting the debtor's account or as provided for in contracts with servicing or collection agencies; (7) To the Internal Revenue Service to enable it to offset and satisfy past-due, legally enforceable debts owed to USDA against Federal income tax refunds; and (8) To consumer reporting agencies pursuant to 5 U.S.C. 552a(b)(12) and as defined by the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act (31 U.S.C. 3701(a)(3)). Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: The records are maintained in file folders and in Department computers at addresses referenced above. Retrievability: The records may be indexed by name of individual employee or Social Security Number. Safeguards: The records are kept in secured Government buildings. Access is limited to authorized FSA representatives. Computer files are protected by authorization codes, passwords and other safeguard technology. Retention and disposal: The records are retained in active status during the employee's tenure at the organizational entity. After transfer or separation, maintained in inactive status to be used to answer employment inquiries. Conflict of interest statement retained 2 years after employee is separated. System manager(s) and address: Director, Human Resources Division, USDA/FSA, Stop 0590, PO 2415, Washington, DC 20013-2415. Notification procedure: An individual may request information regarding this system of records, or information as to whether this system contains records pertaining to such individual from the System Manager listed above. Record access procedure: An individual may obtain information about a record in the system which pertains to such individual by submitting a written request to the above listed System Manager. The envelope and letter should be marked ``Privacy Act Request.'' A request for information should contain: name, address, ZIP code, name of the system of records, year of records in question, and any other pertinent information to help identify the file. Contesting record procedures: Individuals desiring to contest or amend information maintained in the system should direct their request to the above listed System Manager, and should include the reason for contesting it and the proposed amendment to the information with supporting information to show how the record is inaccurate. A request for contesting records should contain: name, address, ZIP code, name of the system of records, year of records in question, and any other pertinent information to help identify the file. Record source categories: Information in these records is obtained directly from the employee, the Office of Personnel Management, FSA employees and representatives, third party observers, the Office of Inspector General and other investigatory agencies.