Navigating official travel for the U.S. Federal Government involves using efficient systems designed to streamline the process. One such system is Concur Government Travel (ConcurGov), a comprehensive platform used for booking, authorizing, and managing travel and travel reimbursements for government employees. While ConcurGov simplifies travel arrangements, it’s crucial to understand how your personal information is handled within this system. This article breaks down the essentials of data collection in ConcurGov, ensuring you are informed about data privacy and security while utilizing this important government tool.
Why is Your Information Collected in ConcurGov?
The collection of information within ConcurGov is not arbitrary; it is mandated by legal frameworks to establish a robust and accountable travel management system. Specifically, the data collection is authorized under Executive Order 9397 and Chapter 57, Title 5 of the United States Code. These legal foundations provide the necessary framework for the government to operate a system that effectively manages official travel services.
The primary purpose of collecting this information is to enable travel service providers to properly authorize, issue, and account for travel and travel reimbursements provided to individuals conducting official Federal Government business. This ensures transparency, accountability, and efficiency in government travel expenditures.
What Categories of Information Does ConcurGov Collect?
To fulfill its purpose, ConcurGov collects specific categories of personal and travel-related information. This data is necessary for booking travel, processing reimbursements, and ensuring the security and efficiency of the travel process. The categories of records within the system may include:
- Personal Identification: Full name (as it appears on travel ID), Social Security Number (SSN), employee identification number, date of birth, gender.
- Contact Information: Home, office, agency, and emergency contact details.
- Travel Preferences: Travel and hotel preferences to personalize and streamline booking processes.
- Travel Documents: Current passport and/or visa number(s), DHS redress and known traveler numbers.
- Financial Information: Credit card numbers and related information, bank account information, frequent traveler account information (e.g., frequent flyer numbers).
- Trip Details: Destinations, reservation information, travel authorization information, and travel claim information.
- Reporting and Analysis Data: Monthly reports from travel agents showing charges, balances, and account analyses, and other official travel-related information.
How Your ConcurGov Data is Routinely Used
The information collected by ConcurGov is used for specific, routine purposes that are essential for the operation of the government travel system and related functions. These “routine uses” are carefully defined and ensure that your data is used responsibly and only as necessary. These uses include:
Supporting Secure Travel and Agency Coordination
- Secure Flight Program Support: Sharing data with Federal agencies, Travel Management Centers (TMCs), online booking engine suppliers, and airlines to support the DHS/TSA Secure Flight program, enhancing travel security.
- Inter-Agency Coordination: Sharing information with other Federal agencies for authorizing, arranging, and processing reimbursements for official travel, ensuring smooth inter-agency travel processes.
Law Enforcement, Legal, and Compliance Purposes
- Law Enforcement and Legal Proceedings: Disclosure to Federal, State, local, or foreign agencies responsible for law enforcement or legal proceedings in cases of potential legal violations. This also includes sharing data with a court when the Federal Government is party to a judicial proceeding.
- Congressional Inquiries: Responding to inquiries from Members of Congress or their staff on behalf of an individual who is the subject of the record.
- Grievances and Appeals: Sharing data with authorized officials involved in the investigation or settlement of employee grievances, complaints, or appeals.
- Audits and Oversight: Providing information to Federal agencies or contractors for audits of charges and transactions, ensuring financial accountability. This also includes sharing data with oversight bodies like the Office of Personnel Management (OPM), the Office of Management and Budget (OMB), or the Government Accountability Office (GAO) for program evaluation.
Administrative and Support Functions
- Billing and Financial Transactions: Sharing data with credit card companies for billing purposes, including debt collection, and with travel service providers for billing and refund processes.
- Contractor and Consultant Support: Providing data to experts, consultants, or contractors performing Federal duties related to official travel.
- Human Resources and Security Clearances: Sharing relevant information with Federal agencies in connection with hiring, security clearances, investigations, contracts, grants, licenses, or other benefits.
- Labor Organizations: Disclosing necessary information to officials of recognized labor organizations for representation concerning personnel policies and working conditions.
- Property Claims and Tort Claims: Sharing data with carriers or insurers for settling employee claims for loss or damage to personal property during travel, or in tort claims against the government related to travel accidents.
- Credit Reporting: Sharing data with credit reporting agencies in cases of delinquent accounts, as legally authorized.
- Records Management and Data Security: Transferring data to the National Archives and Records Administration (NARA) for records management and to appropriate agencies to address potential data security breaches or compromises.
- Statistical Data: Releasing summary or statistical data publicly, ensuring no identifiable individual information is disclosed.
Protecting Your Privacy and Data in ConcurGov
It is important to note that while ConcurGov collects necessary information, the system is also designed to protect your privacy. Any privacy information displayed on screen or printed must be protected from unauthorized disclosure. Employees who violate these privacy safeguards are subject to disciplinary actions, and may face fines up to $5,000, or both.
While providing information to ConcurGov is generally voluntary, failing to do so may limit your ability to book official travel reservations online. Understanding the purpose and uses of your data within ConcurGov empowers you to use the system effectively while being aware of the measures in place to protect your information.
Concur Government Travel is a vital tool for managing federal government travel, and understanding its data practices is key to using it confidently and securely.
