FHFA Updates Privacy Notice for Employee Travel and Vendor Payment Records
Published Date: 8/28/2026
Notice
Summary
In accordance with the requirements of the Privacy Act of 1974, as amended, (Privacy Act), the Federal Housing Finance Agency (FHFA or Agency) is proposing to modify an existing system of records titled, "Financial Management System, FHFA-2." This system of records contains documentation pertaining to prospective, present, and former FHFA employees, contractors, and vendors relating to government travel, vendor accounts, employee reimbursements, interagency transactions, aggregated employee pay records, vendor registration data, purchase- card accounts and transactions, and program payment agreements. The purpose of the system is to support the management and administration of FHFA's accounting and financial operations, travel and purchase-card programs, and acquisition and contract management services. FHFA collects and maintains these records to ensure the orderly processing of the Agency's financial transactions and payments, including travel arrangements, reimbursements, employee payroll, and purchase-card payments. The system organizes and enables the retrieval of these records, which ensures that all financial transactions and payments are processed timely, consistently and in compliance with federal requirements. The proposed modifications include: revising the system security classification, system location, system manager, and legal authorities for maintenance of the system; clarifying the purpose of the system, categories of individuals covered by the system, and categories of records maintained in the system; the revision, removal, and addition of routine uses; removal of the Disclosure to Consumer Reporting Agencies section; updating the policies and practices for storage of records, the policies and practices for retention and disposal of records, and the administrative, technical, and physical safeguards; and minor updates for clarity and consistency.
Analyzed Economic Effects
6 provisions identified: 4 benefits, 2 costs, 0 mixed.
Do Not Pay checks may screen your payments
FHFA may disclose your records to the U.S. Department of the Treasury to check payment and award eligibility through the Do Not Pay Working System to identify, prevent, or recoup improper payments in accordance with Executive Order 14249. This routine use (new routine use 23) will take effect on September 28, 2026 and applies to applicants for or recipients of Federal funds, including state-administered, federally funded programs.
Delinquent debts may be sent to collectors
FHFA may disclose an individual's name, Social Security number, and other necessary information to Federal debt collection centers and private collection contractors to collect delinquent debts owed to FHFA or the Federal Government. This routine use is described in the revised notice and applies to records in the Financial Management System.
FHFA will not share records with credit bureaus
FHFA removed the 'Disclosure to Consumer Reporting Agencies' category from this system of records to align with OMB guidance, meaning FHFA will not disclose these records to consumer reporting agencies under this notice. The system covers prospective, present, and former FHFA employees, contractors, vendors, and other individuals who may receive payments or reimbursements from FHFA.
Payments processed with Treasury fiscal service
FHFA revised a routine use (now routine use 13) to disclose records to the U.S. Department of the Treasury, Bureau of the Fiscal Service, to provide financial management services and systems, including local and temporary duty travel. That means vendor payments, reimbursements, and certain travel payments may be shared with Treasury for processing.
Your FHFA records are stored on authorized cloud and contractor networks
FHFA states records are maintained in electronic format on FHFA's secured network and on networks of FHFA-authorized cloud service providers and contractor networks located within the Continental United States. Stored records may include name, Social Security number, bank account information, addresses, emails, and phone numbers.
Breaches may trigger broader agency sharing
The revised notice adds routine uses (1) and (2) allowing FHFA to disclose records to appropriate agencies, entities, and persons to respond to or prevent harm from a suspected or confirmed breach of the system. Disclosures can also be made to other Federal agencies when necessary to assist with breach response or remediation.
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Key Dates
Department and Agencies
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Previous / Next Documents
Previous: 2026-17585, Privacy Act of 1974; System of Records
In accordance with the requirements of the Privacy Act of 1974, as amended, (Privacy Act), the Federal Housing Finance Agency (FHFA or Agency) is proposing to modify an existing system of records titled, "Employee Benefits Records, FHFA-10." This system of records contains documentation pertaining to current and former FHFA employees and their spouses, domestic partners, dependents, and beneficiaries who are enrolled in, apply for, or participate in any FHFA employee benefits program including health club memberships; health, life, and other insurance programs; retirement savings programs; and other FHFA- sponsored benefit programs. The purpose of the system is to collect, maintain, and use the records necessary to administer and manage FHFA's employee benefits programs. The system supports the full lifecycle of benefits-related activities, and ensures the accurate processing of claims, reimbursements, contributions, payroll deductions, and benefit payments. The system also facilitates the recording and tracking of key program functions, including eligibility determinations, enrollments, changes in coverage, and termination of benefits. The proposed modifications include: revising the system security classification, system location, system manager, legal authorities for maintenance of the system, categories of individuals covered by the system, categories of records maintained in the system, and record source categories; the revision, removal, and addition of routine uses; removal of the Disclosure to Consumer Reporting Agencies section; updating the policies and practices for storage of records, the policies and practices for retention and disposal of records, and the administrative, technical, and physical safeguards; and minor updates for clarity and consistency.
Next: 2026-17587, Privacy Act of 1974; System of Records
In accordance with the requirements of the Privacy Act of 1974, as amended, (Privacy Act), the Federal Housing Finance Agency (FHFA or Agency) is proposing to modify an existing system of records titled, "Payroll, Retirement, Time and Attendance, and Leave Records, FHFA-15." This system of records contains records pertaining to current and former employees, detailees, and other persons who work at FHFA under the Intergovernmental Personnel Act, as well as these individuals' spouses, domestic partners, dependents, emergency contacts, beneficiaries, or estate trustees. The proposed modifications include: revising the system security classification, system location, system manager, legal authorities for maintenance of the system, purpose of the system, and categories of records maintained in the system; the revision and addition of routine uses; updating the policies and practices for storage of records, policies and practices for the retention and disposal of records, and the administrative, technical, and physical safeguards; and other minor updates for clarity and consistency.