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Office of the Solicitor

Privacy Act Systems - DOL/OASAM-23

SYSTEM NAME:

    Travel Management Center

SECURITY CLASSIFICATION:

    Unclassified.

SYSTEM LOCATION:

    This system of records is located in the travel agency under contract with this Department and in the administrative offices of Department of Labor component agencies.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

    Individuals for whom travel is being arranged by the contractor.

CATEGORIES OF RECORDS IN THE SYSTEM:

    Records include traveler's profile which contains name of individual, social security number, home and office telephones, agency's name, address, and telephone number, air travel preference, rental car identification number and preference of car, hotel preference, current passport and/or visa number, personal credit card numbers, and additional information; travel authorization and monthly reports from travel agent(s) showing charges to individuals, balances, and other types of account analyses.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

    31 U.S.C. 711; interpret or apply 31 U.S.C. 3511, 3512, and 3523.

PURPOSE(S):

    To assemble in one system information to enable travel agents who are under contract to the Federal Government to issue and account for travel provided to individuals.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

    In addition to the routine uses listed in the general prefatory statement:

  1. To disclose information to a credit card company for billing purposes.

  2. To disclose information to a Federal agency for accumulating reporting data and monitoring the system.

  3. To disclose information to the agency by the contractor in the form of itemized statements of invoices, and reports of all transactions including refunds and adjustments to enable audits of charges to the Government.

  4. To disclose credit card information, phone numbers, addresses, etc., to airlines, hotels, car rentals companies and other travel affiliated companies for the purpose of serving the client.

  5. To disclose personal credit card information to hotels and car rental companies for the purpose of guaranteeing reservations.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

    None.

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

STORAGE:

    Paper records in file cabinets. Computer records within a computer and attached equipment.

RETRIEVABILITY:

    By name and/or social security number of traveler.

SAFEGUARDS:

    Records stored in lockable file cabinets or secured rooms. Computerized records protected by password system and electronic signaturing. Information released only to authorized officials on a need-to-know basis.

RETENTION AND DISPOSAL:

    Records kept by the Department and/or the travel agency are held for 3 years and then destroyed.

SYSTEM MANAGER(S) AND ADDRESS:

    Director, Office of Budget, Office of the Assistant Secretary for Administration and Management, Department of Labor, 200 Constitution Avenue NW, Washington, DC 20210.

NOTIFICATION PROCEDURE:

    Inquiries should be mailed or presented to the system manager noted at the address listed above.

RECORD ACCESS PROCEDURES:

    A request for access shall be addressed to the system manager at the address listed above.

CONTESTING RECORD PROCEDURES:

    A petition for amendment shall be addressed to the System Manager.

RECORD SOURCE CATEGORIES:

    Individual, employees, travel authorization, credit card companies.

EXEMPTION FROM CERTAIN PROVISIONS OF THE ACT:

    None.