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Trip Reports



#..INTERIOR/BIA-15

   #....System name: Trip Reports--Interior, BIA-15.

     System location:
       Central Office, Area, Agency and Field Office of the BIA. (For a
   listing of specific locations, contact the Systems Manager.)
     Categories of individuals covered by the system:
       Federal employees who are assigned to travel as part of their
   job.
     Categories of records in the system:
       (1) Copies of reports to supervisors and management officials
   documenting employee travel, findings and recommendations, and (2)
   records concerning an individual's failure to submit a prescribed
   trip report to substantiate official travel when the individual was
   granted an advance for such travel and as a result of an official
   trip report that does not substantiate the travel authorized and the
   individual was advanced funds and/or reimbursed funds for authorized
   travel.
     Authority for maintenance of the system:
       5 U.S.C. 5701, 25 U.S.C.
     Routine uses of records maintained in the system, including
   categories of users and the purposes of such uses:
       The primary use of the record is to provide local files which
   identify staff officer trip reports by name of individual for each
   BIA program office. Disclosures outside the Department of the
   Interior may be made (1) to the U.S. Department of Justice when
   related to litigation or anticipated litigation, (2) of information
   indicating a violation or potential violation of a statute,
   regulation, rule, order or license, to appropriate Federal, State,
   local or foreign agencies responsible for investigating or
   prosecuting the violation or for enforcing or implementing the
   statute, rule, regulation, order or license.
   Disclosure to consumer reporting agencies:
       Disclosure pursuant to 5 U.S.C. 552a(b)(12). Pursuant to 5 U.S.C.
   552a(b)(12), disclosures may be made to a consumer reporting agency
   as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or
   the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
     Policies and practices for storing, retrieving, accessing,
   retaining, and disposing of records in the system:
     Storage:
       Manual-letter files.
     Retrievability:
       (a) Indexed alphabetically by name of traveler. (b) Retrieved by
   manual search.
     Safeguards:
       In accordance with 43 CFR 2.51.
     Retention and disposal:
       As administrative copies, records are destroyed after four years.
     System manager(s) and address:
       Deputy Assistant Secretary--Indian Affairs (Operations), U.S.
   Department of the Interior, 18th and C Streets, NW, Washington, DC
   20240.
     Notification procedure:
       To determine whether the records are maintained on you in this
   system, write to the Agency Superintendent, the Area or Field Office
   director with respect to records maintained in the office for which
   he is responsible or to the System Manager in the Washington Office.
   See 43 CFR 2.60.
     Record access procedures:
       To see your records, write the officials listed in the
   Notification procedure. Describe as specifically as possible the
   records sought. If copies are desired, indicate the maximum you are
   willing to pay. See 43 CFR 2.63.
     Contesting record procedures:
       To request corrections or the removal of material from your
   files, write the System Manager. See 43 CFR 2.71.
     Record source categories:
       Individual travelers who prepare the reports.