Travel Accounting System

#..INTERIOR/BIA-14

   #....System name: Travel Accounting System--Interior, BIA-14.

     System location:
       (1) Division of Accounting Management, Bureau of Indian Affairs,
   500 Gold Ave., SW, Albuquerque, NM 87103. (2) All Area, Agency, and
   Field Offices (including the Washington Office) of the BIA. (For a
   listing of specific locations, contact the Systems Manager.)
     Categories of individuals covered by the system:
       Individuals who are traveling at government expense.
     Categories of records in the system:
       (1) Travel authorization, advances and vouchers, and (2) records
   concerning an individual's inability to file a proper travel voucher
   within prescribed time lines to liquidate a travel advance, to repay
   the difference between an advance and an audited travel voucher, or
   as a result of an individual's misuse of funds advanced for official
   travel.
     Authority for maintenance of the system:
       5 U.S.C. 5701, et seq.
     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 identify individuals who are
   authorized to travel and be reimbursed by the government. Disclosures
   outside the Department of the Interior may be made (1) disclosure or
   transfer to another Federal agency, a State or local government, an
   Indian tribal group or a contractor that will have jurisdiction over
   programs now controlled by the BIA and that require personal travel
   at program expense, (2) to the U.S. Department of Justice when
   related to litigation or anticipated, lititgation, (3) 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: Input documents and printed copies are maintained at the
   Albuquerque Office and at Area, Agency and Field Offices for
   individuals under their jurisdiction; Computer: Maintained in
   computer translatable form on mag-tape.
     Retrievability:
       (a) Indexed by name or identification number of traveler. (b)
   Retrieved by manual search or batch computer processing.
     Safeguards:
       In accordance with 43 CFR 2.51.
     Retention and disposal:
       Records are retained in current status pending final action which
   is accomplished through batched computer processing. Historical
   records retained one year then transferred to Federal Records Center.
     System manager(s) and address:
       Director, Office of Administration, Bureau of Indian Affairs,
   1951 Constitution Avenue, NW, Washington, DC 20245.
     Notification procedure:
       To determine whether the records are maintained on you in this
   system, write to the System Manager or, with respect to records
   maintained in the office for which he is responsible, the Agency or
   School Superintendent, or the Area or Field Office Director. 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 on whom record is maintained.

   #..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.

   #..INTERIOR/BIA-16

   #....System name: Travel Files--Interior, BIA-16.

     System location:
       Central Office, Area, Agency and Field Offices of the BIA. (For a
   listing of specific locations, contact the Systems Manager.)
     Categories of individuals covered by the system:
       Federal employees who are authorized to travel at government
   expense.
     Categories of records in the system:
       Copies of correspondence, requests, travel authorizations and
   orders, itineraries and similar papers pertaining to an employees
   travel.
     Authority for maintenance of the system:
       5 U.S.C. 5701, et seq.
     Routine uses of records maintained in the system, including
   categories of users and the purposes of such uses:
       The primary use of the records are (a) to provide administrative
   copy files on each traveler for local office use. (b) Provides
   management with an automated information system for program planning,
   reporting and management utilization. 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, and (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.
     Policies and practices for storing, retrieving, accessing,
   retaining, and disposing of records in the system:
     Storage:
       Manual: Letter files; Computer: Maintained in computer
   translatable form on magnetic tape for automated areas.
     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:
       Director, Office of Administration, Bureau of Indian Affairs,
   1951 Constitution Avenue, NW, Washington, DC 20242.
     Notification procedure:
       To determine whether the records are maintained on you in this
   system, write to the System Manager or with respect to records
   maintained in the office for which he is responsible, the Agency or
   School Superintendent, or the Area or Field Office Director. 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 on whom record is maintained.