FHFA Updates Payroll Privacy Records System for Employees and Spouses
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, "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.
Analyzed Economic Effects
4 provisions identified: 1 benefits, 2 costs, 1 mixed.
New Personal Data Added to Records
FHFA is adding 'date of birth' and employees' emergency contact information to the payroll, retirement, time and attendance records (FHFA-15) that already include Social Security numbers, home addresses, pay, and benefit deductions. The modified system takes effect on August 28, 2026 and covers current and former employees, detailees, and certain related individuals such as spouses, dependents, beneficiaries, and emergency contacts.
Broader Routine Disclosures Allowed
FHFA expanded routine uses to allow disclosures from FHFA-15 to entities such as labor organizations (when relevant), a Congressional office at an individual's request, courts and opposing counsel in litigation, OMB/DOJ/DOL/OPM/EEOC/OSC/DHS for advice, and the Treasury Do Not Pay Working System to check payment eligibility. The new routine uses are scheduled to take effect on September 28, 2026.
Storage, Retention, and Safeguard Updates
FHFA will store electronic FHFA-15 records on FHFA's secured network, FHFA-authorized cloud and contractor networks within the Continental United States, and the Interior Business Center; paper records have been moved to Federal Records Centers. The notice also updates retention practices (including legal holds) and replaces "access codes" with "role-based access controls." These changes take effect on August 28, 2026.
Emergency Contact Use for Safety
If you work at FHFA, the agency may use emergency contact information to contact you or your designated emergency contacts in the event of a health or safety emergency or to confirm your well‑being. This purpose is part of the modified FHFA-15 system that takes effect on August 28, 2026 (with new routine uses effective September 28, 2026).
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Key Dates
Department and Agencies
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Previous / Next Documents
Previous: 2026-17586, 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, "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.
Next: 2026-17589, Leila Kump, M.D.; Decision and Order