The Postal Service implemented modifications to System of Records (SOR) 100.400 to reflect a new benefit to allow employees, who voluntarily elect to be able to automatically upload information from their individual W-2 and 1095-C forms directly to a third-party tax preparation service. Employee tax information, such as their Form W-2, Wage and Tax Statement and Form 1095-C, Employer-Provided Health Insurance Offer and Coverage information. The information will remain securely safeguarded within USPS computer information systems and only uploaded to third-party tax preparation services upon voluntary request and consent of the individual employee.
Uploading this information in a tax preparation service is considered an Internal Revenue Service (IRS) best practice. This will save employees from having to enter the information manually, providing convenience and reducing the risk of potential keying errors. Therefore, the SOR was revised to include an appropriate purpose, routine use for the transfer of tax information, and retention of the employee tax information.
In addition, other updates were included to account for separate administrative changes, which include the collection of employee’s ACE ID for computer access in the Time and Attendance System for employees entering payroll information. Similarly, Retention and Disposal times were updated to more accurately reflect record retention for monetary awards, ideas submitted by employees under the formal ideas program, and for overtime administrative records.
The revision became effective March 27, 2017.
Effective September 28, 2017, the Postal Service™ is revising Handbook AS-353, Guide to Privacy, the Freedom of Information Act, and Records Management, to include modifications published in the Federal Register on February 23, 2017 (82 FR 11489-11490).
The Postal Service is providing a new service for its employees by offering them the option to make their Form W-2, Wage and Tax Statement and Form 1095-C, Employer-Provided Health Insurance Offer and Coverage, available to third-party tax preparation services. Postal Service employees will be able to voluntarily elect this application. We are updating USPS 100.400, Personnel Compensation and Payroll Records, to support this new service.
1. Employee and family member information: Name(s), Social Security Number(s), Employee Identification Number, ACE ID, date(s) of birth, postal assignment information, work contact information, home address(es) and phone number(s), finance number(s), occupation code, occupation title, duty location, and pay location.
3. Records of monetary awards with a status that they have been processed, failed processing, cancelled, or reported (Service Award Pins, Retirement Service Awards, Posthumous Service Awards) are retained 7 years, as payroll records would have been affected. Records of award submissions with the status approved, deleted, or as a draft are retained 31 days, as payroll records would not have been affected.
We will incorporate these revisions into the next online update of Handbook AS-353, Guide to Privacy, the Freedom of Information Act, and Records Management, which is available on the Postal Service PolicyNet website: