DOT Updates Financial Privacy Records System Name
Published Date: 12/2/2025
Notice
Summary
The Department of Transportation is updating the name and details of its financial records system to better manage money and government reports. This change affects anyone involved with DOT’s financial data and takes effect right away, with new rules starting January 2, 2026. You can share your thoughts by January 2, 2026, so don’t miss your chance to weigh in!
Analyzed Economic Effects
5 provisions identified: 1 benefits, 4 costs, 0 mixed.
DOT will store sensitive financial IDs
DOT's DOT/ALL 7 system will store personal financial and identifying data — including names, Social Security Numbers (SSN), Tax Identification Numbers (TIN), home/business addresses, phone numbers, email, bank account information, government charge card information, and travel reimbursement data — for current and former DOT employees, vendors, sole proprietors, grantees, debtors, and invitational travelers. The system is effective upon publication (December 2, 2025) and routine uses take effect January 2, 2026.
Payments screened via Treasury 'Do Not Pay'
DOT may disclose records from this system to the U.S. Department of the Treasury's Do Not Pay Working System to review payment and award eligibility and to identify, prevent, or recoup improper payments as described in Executive Order 14249 and OMB Memo M-25-32 (August 20, 2025). The system also uses GSA's System for Award Management (SAM) data to process payments to vendors and grantees.
Records may be shared for enforcement or background checks
DOT may disclose records from this system as routine uses to other federal, state, local, or foreign agencies for law enforcement, litigation, hiring/retention decisions, security clearances, contractor vetting, background checks (including Brady Act checks), audits, and matching programs. Such disclosures are described throughout the routine uses and may include sharing with DOJ, OMB, Congress, and agencies conducting investigations or audits.
Records retrievable by SSN or TIN
DOT's financial management records may be retrieved by a unique supplier number and can be queried by name, Social Security Number (SSN), or Tax Identification Number (TIN). This applies to the same groups covered by the system (employees, vendors, sole proprietors, grantees, debtors, and invitational travelers).
Records retention: destroy after 6 years
Financial transaction records in the system are temporary and will be destroyed 6 years after final payment or cancellation, per the applicable NARA schedule (GRS 1.1 Item 10, DAA-GRS-2013-0003-0001).
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