SUPPORTING STATEMENT - PART A
Army & Air Force Exchange Service
Exchange Employee Travel Files – OMB Control Number 0702-0131
Summary of Changes from Previously Approved Collection
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Need for the Information Collection
The Army and Air Force Exchange Service (Exchange) is a Nonappropriated Fund (NAF) Instrumentality of the United States of America. Army Regulation 215-8/Air Force Instruction 34-211(I) charges the Army and Air Force Exchange Service with the dual and enduring mission of providing quality merchandise and services to its customers at competitively low prices and of generating earnings which provide a dividend to support family, morale, welfare, and recreation (FMWR) programs.
This information collection is required to process all official Continental United States (CONUS) and Outside the Continental United States (OCONUS) Exchange Permanent Change of Station (PCS) requests for Exchange employees and their dependents/family members. The data collected assists the Exchange Human Resources (HR) Travel personnel in determining eligibility of the employee and/or dependents to travel, obtain passports, visas, and authorizing any travel expense reimbursement.
This collection is authorized by Title 10 U.S.C. 7013, Secretary of the Army; Title 10 U.S.C. 9013, Secretary of the Air Force; Army Regulation 215-8/AFI 34-211(I), Army and Air Force Exchange Service Operations; and E.O. 9397 (SSN), as amended.
Use of the Information
When an Exchange employee has been selected for an official PCS, or a new hire has been chosen for relocation, the employee contacts the corporate Exchange Human Resources (HR) travel team. HR then directs the employee to the Exchange internal secured portal. The internal secure portal has several forms for employees who are relocating: Relocation Request CONUS to CONUS, Relocation Request for CONUS to Overseas, Plus Relocation Services Request (previously titled “Cartus Services Request”), Household Goods Request, Relocation Request Overseas to CONUS (previously titled “Overseas to CONUS – PCS Request”), and Relocation Request for Overseas to Overseas. Depending on the type of relocation and the requirements thereof, the employee will fill out one or more application/request for official PCS orders. Once submitted, the collected information is electronically transferred to the HR Technician assigned to complete official orders.
These applications/requests provide the following information: The employee’s full name, last five numbers of his/her social security number, current pay grade level, current duty station, new duty station, home address, home phone number, work number, cell number, and personal e-mail address. If the employee’s dependents are relocating, the following data is collected: the full name of the dependent, a yes or no question as to whether the dependent will depart at the same time as the employee, the dependent’s relationship to the employee (i.e., spouse, son, or daughter), and the dependent’s date of birth.
The employee inputs a preferred method of travel: air, drive, bus, train, etc. The Exchange assists the employee with their travel and addresses the need for visas/passports and the transfer of his/her personal household goods including his/her personal vehicle. If needed, information relative to the vehicle is provided; the make, model, year, and Vehicle Information Number (VIN) number.
Other information collected from the employee includes date of birth, actual place of residence, and the employee’s emergency contact information including the contact’s name and phone number.
Using the information collected on the relocation worksheets, the HR Technician completes and verifies the PCS orders and then forwards to the appropriate management authority for approval and signature. The electronic relocation worksheets are not saved. Once approved, the signed order is scanned by the technician and placed on the travel directorate’s protected server. Hard copies of the PCS orders are maintained in a secured area within the travel directorate and the original is provided to the traveler.
Two employees from Exchange travel directorate collect, process, and maintain this information. Other individuals may access the data with a business need to know, such as Human Resource Associates who may review the documents upon proper request from the traveler, the Office of General Counsel for legal review/requirements, or Force Protection/Loss Prevention for security purposes.
The electronic data allows immediate access for inquiries or updates relative to correspondence with financial institutions, Internal Revenue Service, and/or places of employment for verification of an employee’s place of duty. Electronically stored information is used to provide travel reimbursements or to address insurance claims relative to the move of goods. The SSN collection is used to obtain data for these purposes and used by contracted moving organizations and foreign countries to identify the individual. The SSN may also be used for taxpayer information.
The employee only needs to supply information once. The travel documents are readily available for disclosure to the employee or their designee upon their request pursuant to the Privacy Act of 1974, as amended, Title 5 U.S.C. §552a.
Use of Information Technology
100% of responses are captured electronically through a secured Exchange internal portal. The use of technology allows the Exchange Travel team to assist an employee while traveling to their duty station. The use of PCS information saved in electronic format is readily accessible to authorized persons upon emergencies during travel.
Non-Duplication
The information obtained through this collection is unique and is not already available for use or adaptation from another cleared source.
Burden on Small Business
This information collection does not impose a significant economic impact on a substantial number of small businesses or entities.
Less Frequent Collection
Information is collected when an active Exchange employee submits information to the Exchange travel team for Exchange’s business operation needs. Submission is done “as needed” or “on occasion”. Less frequent collection is not possible.
Paperwork Reduction Act Guidelines
This collection of information does not require collection to be conducted in a manner inconsistent with the guidelines delineated in 5 CFR 1320.5(d)(2).
Consultation and Public Comments
PART A: PUBLIC NOTICE
A 60-Day Federal Register Notice for the collection published on Wednesday, July 14, 2021. The 60-Day FRN citation is 86 FR 37138.
No comments were received during the 60-Day Comment Period.
A 30-Day Federal Register Notice for the collection published on Tuesday, March 15, 2022. The 30-Day FRN citation is 87 FR 14518.
Part B: CONSULTATION
Significant input and information were received from the Exchange Travel team located in the Exchange Human Resource Directorate. It is determined that information is only maintained in one database and used in accordance with Section 2 of this statement.
Gifts or Payment
No payments or gifts are being offered to respondents as an incentive to participate in the collection.
Confidentiality
The traveling employee is provided a Privacy Act Statement to read prior to the collection of information. A draft copy of the Agency Disclosure Notice and Privacy Act Statement is provided on each of the collection instruments for OMB’s review.
Personal data information is securely collected, stored, and managed in accordance with the Exchange System of Records Notice (SORN) AAFES 0401.04, “Exchange Nonappropriated Personnel Systems”. This SORN has been retitled and revamped for consolidating all Exchange Human Resource data. A draft copy of the AAFES 0401.04 is provided for OMB review.
A draft copy of the Privacy Impact Assessment (PIA) “Exchange Personnel Systems” has been provided with this package for OMB’s review.
The Exchange retains and dispose of records resulting from the collection of information according to regulations of the National Archives and Records Administration (NARA) and the General Services Administration (GSA).
Record copies of documents relating to the travel for Permanent Change of Station (PCS) of employees, prospective employees, dependents, or transport of employee’s possessions including expense vouchers, invoices, receipted bills, copies of travel orders, travel authorizations, letters of credit and supporting documents are maintained until the end of the calendar year of travel and then destroyed after eight years.
MAC Transportation Authorizations and ticketing service files are destroyed two years after the close of the fiscal year.
Passport and Visa applications and/or renewal records are destroyed when three years old or upon employee separation or transfer. Official passport registers showing Exchange personnel who the Department of State issued official passports are destroyed when superseded or obsolete.
Personal property shipment files are maintained while personal property is in storage. When personal property is removed from storage and final payment is made, shipment files are transferred to the Federal Records Center (FRC) and destroyed after 10 years.
Documents are destroyed either by cross shredding or by deletion from database.
Sensitive Questions
Respondents may be asked to provide their social security number (SSN) and date of birth. In some situations, such as traveling to foreign countries, collected information may also include, sex, national origin, race, and geographic features. The SSN Justification memorandum is provided for OMB review. The request for sensitive information is required for identification purposes in the movement of household items, for entry into foreign areas, and for tax related purposes.
Respondent Burden, and its Labor Costs
Part A: ESTIMATION OF RESPONDENT BURDEN
Collection Instrument
PCS Travel Requests
Number of Respondents: 250
Number of Responses per Respondent: 1
Number of Total Annual Responses: 250
Response Time: 30 minutes
Respondent Burden Hours: 125 Hours
Total Submission Burden
Total Number of Respondents: 250
Total Number of Annual Responses: 250
Total Respondent Burden Hours: 125 Hours
Part B: LABOR COST OF RESPONDENT BURDEN
Collection Instrument
PCS Travel Requests
Number of Total Annual Responses: 250
Response Time: 30 Minutes
Respondent Hourly Wage: $50.19
Labor Burden per Response: $25.10
Total Labor Burden: $6,273.75
2) Overall Labor Burden
Total Number of Annual Responses: 250
Total Labor Burden: $6,274
The August 2021 Federal Wage System (FWS) - Nonappropriated Fund Wage Schedule available for view at https://wageandsalary.dcpas.osd.mil/Content/NAF%20Schedules/survey-sch/152/152-036-55-NF.pdf was used to determine the hourly base wage for respondents. (NF5 Maximum Hourly Wage – NF4 Minimum Hour Wage / 2) + NF4 Minimum Hour Wage = Average Hour Wage.
$82.65 = NF5 Maximum Hourly Wage
$17.73 = N44 Minimum Hourly Wage
$50.19 = Average Hourly Wage
Respondent Costs Other Than Burden Hour Costs
There are no annualized costs to respondents other than the labor burden costs addressed in Section 12 of this document to complete this collection.
Cost to the Federal Government
Part A: LABOR COST TO THE FEDERAL GOVERNMENT
Collection Instrument
PCS Travel Requests
Number of Annual Responses: 250
Processing Time per Response: 45 Minutes
Hourly Wage of Worker(s) Processing Responses: $34.98
Cost to Process Each Response: $26.24
Total Cost to Process Responses: $6,558.75
Overall Labor Burden to Federal Government
Total Number of Annual Responses: 250
Total Labor Burden: $6,558.75
The August 2021 Federal Wage System (FWS) - Nonappropriated Fund Wage Schedule was used to determine the federal government hourly wage available for view at https://wageandsalary.dcpas.osd.mil/Content/NAF%20Schedules/survey-sch/152/152-036-55-NF.pdf. (NF4 Maximum Hourly Wage – NF4 Minimum Hour Wage/2) + NF4 Minimum Hour Wage = Average Hourly Wage.
$52.23 = NF4 Maximum Hourly Wage
$17.73 = NF4 Minimum Hourly Wage
$34.98 = Average Hourly Wage
Part B: OPERATIONAL AND MAINTENANCE COST
Cost Categories
Equipment: $2,000.00
Printing: $0.00
Postage: $0.00
Software Purchases: $0.00
Licensing Costs: $0.00
Other: $46,000 ($42,000 for electronic maintenance + $4,000 IT Support)
Total Operational and Maintenance Costs: $48,000
Part C: TOTAL COST TO THE FEDERAL GOVERNMENT
Total Labor Cost to the Federal Government: $6,558.75
Total Operational and Maintenance Costs: $48,000
Total Cost to the Federal Government: $54,559
Reasons for Change in Burden
The burden has decreased since the previous approval due to protective measures taken during the COVID-19 pandemic that have resulted in fewer requests. The Exchange anticipates this condition will continue for the next two to three years or possibly longer. The estimated response time has also been revised downward, further decreasing the respondent burden.
Publication of Results
The results of this information collection will not be published.
Non-Display of OMB Expiration Date
We are not seeking approval to omit the display of the expiration date of this OMB approval on the collection instruments.
Exceptions to “Certification for Paperwork Reduction Submissions”
We are not requesting any exemptions to the provisions stated in 5 CFR 1320.9.
| File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
| Author | schreurste |
| File Modified | 0000-00-00 |
| File Created | 2022-03-17 |