DEPARTMENT OF THE NAVY
PRIVACY ACT NOTICES
PRIVACY ACT NOTICES
Commercial Invoice Payments History System
(February 22, 1993, 58 FR 10806).
Decentralized, maintained by Navy disbursing
offices. A list of addresses is available from the Commander,
Navy Accounting and Finance Center (NCF-5), Washington, DC 20376.
Categories of individuals covered by the system:
Any individual, government or private, who
submits a request for payment to Navy disbursing offices for goods
and/or services rendered.
Categories of records in the system:
Public vouchers; substantiating documents
such as invoices, receipt documents, inspection reports, procurement
instruments, contract index files, assignment documents, machine
listings, government bills of lading, transportation requests,
meal tickets; magnetic tape, disk files, roll microfilm, microfiche;
and related correspondence files.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations.
To provide a record of all disbursements
made on commercial invoices by Navy disbursing offices; provides
an audit trail of commercial invoice payments made by the Navy;
provides a means to respond to inquiries from individuals on status
of invoices and contracts; provides a means of detecting and precluding
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, these records
or information contained therein may specifically be disclosed
outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3)
The `Blanket Routine Uses' that appear at
the beginning of the Navy's compilation of systems of records
notices apply to this system.
Policies and practices for storing, retrieving,
accessing, retaining, and disposing of records in the system:
Paper records in file folders; computer
magnetic tapes; roll microfilm, microfiche.
Retrieved by disbursing office voucher number
for paid invoices; retrieved by procurement instrument identification
number for contractors by contract index cards; retrieved by name
of individual from machine listings. Information in disbursing
office voucher file and microfilm/microfiche can be retrieved
by name through search process if billing/submission date is known.
Locked cabinets or rooms, with building
or military base security. Access authorized to designated personnel
engaged in commercial invoice processing, supervisory or management
personnel, and inspectors, auditors, investigators. Individuals
are authorized access to their own payment history file; fund
administrators are authorized access to records pertaining to
their own funds.
Retention and disposal:
Records are maintained for four years. Records
may be moved to a regional Federal Records Center depending on
local storage capability. No standard means for destruction exists.
System manager(s) and address:
Commercial invoice payment history requirements
are prescribed by the Comptroller of the Navy in its Manual (NAVSO
P1000); a list of Navy disbursing offices authorized to
pay invoices can be obtained from the Commander, Navy Accounting
and Finance Center (NCF-5), Washington, DC 20376.
If the individual knows the location of
the Navy disbursing office holding his/her invoice payment history,
direct contact with that office is sufficient. If location is
unknown, the inquiry should be directed to the Commander, Navy
Accounting and Finance Center, address above. Inquirer should
provide full name, Social Security Number, whether military or
civilian, contract or purchase order number and, if possible,
disbursing office voucher number, invoice date, number and amount.
An individual is permitted to visit any Navy disbursing office
to which he/she has submitted an invoice for payment. Identification
should include military identification card, civilian identification
such as driver's license and company or agency affiliation. Access
to classified contracts requires confirmation of security clearance
Record access procedures:
Individuals seeking access to information
about themselves contained in this system should address written
inquiries to the system manager.
Contesting record procedures:
The Navy's rules for accessing records,
and for contesting contents and appealing initial agency determinations
are published in Secretary of the Navy Instruction 5211.5; 32
CFR part 701; or may be obtained from the system manager.
Record source categories:
Commercial invoices are filed by individuals
who provide information on themselves. Supporting documentation
is obtained from employing company, material/service providers
and receivers and Navy disbursing offices.
Exemptions claimed for the system: