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SYSTEM NAME AND NUMBER: Employee Travel Files, AAFES 0410.01
SECURITY CLASSIFICATION: Unclassified.
SYSTEM LOCATION: Headquarters, Army and Air Force Exchange Service (AAFES), 3911
South Walton Walker Boulevard, Dallas, TX 75236-1598.
Exchange Regions and Area Exchanges at posts, bases, and satellites worldwide.
Official mailing addresses are available on the AAFES web site:
https://www.shopmyexchange.com/exchange-stores.
SYSTEM MANAGER(S): Director/Chief Executive Officer, Army and Air Force Exchange
Service, 3911 South Walton Walker Boulevard, Dallas, TX 75236-1598, and local managers at
Exchanges worldwide.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: Title 10 U.S.C. 7013, Secretary
of the Army; Title 10 U.S.C. 9013, Secretary of the Air Force; Army Regulation 215-1, The
Administration of Morale, Welfare, and Recreation Activities and Non-appropriated Fund
Instrumentalities; Army Regulation 215-8/AFI 34-211(I), Army and Air Force Exchange Service
Operations; and E.O. 9397 (SSN), as amended.
PURPOSE(S) OF THE SYSTEM: To process official travel requests for civilian employees of
the Army and Air Force Exchange Service; to determine eligibility of individual's dependents to
travel; to obtain necessary clearance where foreign travel is involved, including assisting
individual in applying for passports and visas and counseling where proposed travel involves
visiting/transiting communist countries and danger zones.

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CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Employees or
potential employees of the Army and Air Force Exchange Service (Exchange) and their family
members authorized to perform official travel.
CATEGORIES OF RECORDS IN THE SYSTEM: Employee/potential employees and
family member(s) full names, dates of birth, relationships, last five digits of employee’s Social
Security Number (SSN), Department of Defense Identification Number (DoD ID Number),
home addresses, phone numbers (home, cell, and work), personal e-mail addresses, emergency
contact name and phone number, employee and dependent’s biographical information, passport
numbers, employee’s current pay grade and duty station, new duty station, and security
clearances. System maintains documents pertaining to the travel of persons on official
Government business, including travel assignment orders, authorized leave en route, availability
of quarters and/or shipment of household goods and personal effects, travel expense vouchers
and similar related documents.
RECORD SOURCE CATEGORIES: Individuals assigned for official travel, Exchange
Official Personnel Folder, Exchange Force Protection and Loss Prevention offices, travel orders,
security clearance files, Military Airlift Command (MAC) Transportation, Ticket Servicing, the
Department of State, and the individual’s supervisor.
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 of 1974, as amended,
the records contained herein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:

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a. To foreign or international law enforcement, security, or investigatory authorities to comply
with requirements imposed by, or to claim rights conferred in, international agreements and
arrangements, including those regulating the stationing and status in foreign countries of DoD
military and civilian personnel.
b. To appropriate Federal, State, local, territorial, tribal, foreign, or international agencies for the
purpose of counterintelligence activities authorized by U.S. law or Executive Order, or for the
purpose of executing or enforcing laws designed to protect the national security or homeland
security of the United States, including those relating to the sharing of records or information
concerning terrorism, homeland security, or law enforcement.
c. To any person, organization or government entity (e.g. local governments, first responders,
American Red Cross, etc.), in order to notify them of or respond to a serious and imminent
terrorist or homeland security threat or natural or manmade disaster as is necessary and relevant
for the purpose of guarding against or responding to such threat or disaster.
d. To the appropriate Federal, State, local, territorial, tribal, foreign, or international law
enforcement authority or other appropriate entity where a record, either alone or in conjunction
with other information, indicates a violation or potential violation of law, whether criminal, civil,
or regulatory in nature.
e. To any component of the Department of Justice for the purpose of representing the DoD, or
its components, officers, employees, or members in pending or potential litigation to which the
record is pertinent.
f. In an appropriate proceeding before a court, grand jury, or administrative or adjudicative body
or official, when the DoD or other Agency representing the DoD determines that the records are
relevant and necessary to the proceeding; or in an appropriate proceeding before an

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administrative or adjudicative body when the adjudicator determines the records to be relevant to
the proceeding.
g. To the National Archives and records Administration for the purpose of records management
inspections conducted under the authority of 44 U.S.C. §§ 2904 and 2906.
h. To a Member of Congress or staff acting upon the Member’s behalf when the member or staff
requests the information on behalf of, and at the request of, the individual who is the subject of
the record.
i. To appropriate agencies, entities, and persons when (1) the DoD suspects or has confirmed
that there has been a breach of the system of records; (2) the DoD has determined that as a result
of the suspected or confirmed breach there is a risk of harm to individuals, the DoD (including its
information systems, programs, and operations), the Federal Government, or national security;
and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to
assist in connection with the DoD’s efforts to respond to the suspected or confirmed breach or to
prevent, minimize, or remedy such harm.
j. To another federal agency or Federal entity, when the DoD determines that information from

this system of records is reasonably necessary to assist the recipient agency or entity in (1)
responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the
risk of harm to individuals, the recipient agency or entity (including its information systems,
programs and operations), the Federal Government, or national security, resulting from a
suspected of confirmed breach.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS: Records are maintained in 
paper and electronic storage media, in accordance with the safeguards mentioned below. 

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POLICIES AND PRACTICES FOR RETRIEVAL OR RECORDS: Records are retrieved
primarily by employee’s name, SSN and/or DoD ID Number.
POLICES AND PRACTICES FOR RETENTION AND DISPOSAL OR RECORDS:
System records are retained and disposed of according to the National Archives and Records
Administration (NARA) and the General Services Administration (GSA) regulations.
Employee Travel Files, MAC Transportation Authorizations, Ticketing Service Files, and
Permanent Change of Station Orders are cutoff at the close of the fiscal year and destroyed two
years after cutoff.
Passport applications and/or renewal records are destroyed when three years old or when
employee separates or is transferred, whichever is sooner. Official passports of transferred or
separated employees are transferred to the new agency or returned to the Department of State.
Official passport registers listing agency personnel who have official passports issued is
maintained until superseded or obsolete and then destroyed.
Personal property shipment files include documents relating to the travel of individuals and their
dependents or transport of individuals' possessions such as expense vouchers, invoices, receipted
bills, copies of travel orders, travel authorizations, letters of credit and supporting documents.
These documents are maintained temporarily until the end of the calendar year. Thereafter, TDY
related documents are destroyed after one year and PCS related documents are destroyed after
eight years. Copies of either TDY or PCS related documents are destroyed after two years.
Personal property storage files are kept until the personal property is removed from storage and
final payment is made at which point they are transferred to the personal property shipment files.

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Personal property shipment files, when incidental to transportation, are maintained by the issuing
office for ten years and then retired to the Federal Records Center (FRC); copies are destroyed
one year after the end of the calendar year.
Documents are destroyed either by cross shredding or by deletion from database.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS: 
Administrative safeguards include periodic security audits, regular monitoring of individual
security practices, and limiting access to personal information to those individuals who have a
need to know to perform their official duties. Technical safeguards include individual user
logins and passwords, intrusion detection system, encryption, and firewall protection. Physical
safeguards include security guards, identification badges, key cards, safes, and cipher locks.
RECORDS ACCESS PROCEDURES: Individuals seeking access to information about
themselves contained in this system should address written inquiries to the Director/Chief
Executive Officer, Army and Air Force Exchange Service, Attention: FOIA/Privacy Manager,
3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598.
Signed written requests should include the individual’s full name, telephone number, street or
mailing address e-mail address, case number that appeared on correspondence received from the
Exchange if applicable, name and number of this system of records notice, and signature.
In addition, the requester must provide either a notarized statement or an unsworn declaration
made in accordance with 28 U.S.C. 1746, in the following format:
If executed outside the United States: "I declare (or certify, verify, or state) under penalty of
perjury under the laws of the United State of America that the foregoing is true and correct.
Executed on (date). (Signature)."

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If executed within the United States, its territories, possessions, or commonwealths: "I declare
(or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.
Executed on (date). (Signature).”
CONTESTING RECORD PROCEDURES: The Army's rules for accessing records,
contesting contents, and appealing initial agency determinations are contained in 32 CFR part
505, the Army Privacy Program and AR 25-22, The Army Privacy Program, or may be obtained
from the system manager.
NOTIFICATION PROCEDURES: Individuals seeking to determine if information about
themselves is contained in this system should address written inquiries to the Director/Chief
Executive Officer, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard,
Dallas, TX 75236-1598.
Signed, written requests should contain the individual’s full name, telephone number, street or
mailing address, e-mail address, case number that appeared on correspondence received from the
Exchange if applicable, name and number of this system of records notice, and signature.
In addition, the requester must provide either a notarized statement or an unsworn declaration
made in accordance with 28 U.S.C. 1746, in the following format:
If executed outside the United States: "I declare (or certify, verify, or state) under penalty of
perjury under the laws of the United State of America that the foregoing is true and correct.
Executed on (date). (Signature)."
If executed within the United States, its territories, possessions, or commonwealths: "I declare
(or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.
Executed on (date). (Signature).”
EXEMPTIONS POMULGATED FOR THE SYSTEM: None.

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HISTORY: June 13 2016, 81 FR 38147; July 23, 2003, 68 FR 43502. This system of records
notice supersedes all versions previously published in the Federal Register.

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