VA Overhauls Financial Privacy System of Records to Cover Cloud Technologies and Anti-Fraud Order

The Department of Veterans Affairs is modifying the system of records currently entitled "Individuals Submitting Invoices--Vouchers for Payment and Accounting Transactional Data--VA" (13VA047), issuing the revised notice in its entirety. The system is used for payment processing, general accounting, benefit payment authorization for the benefit of veterans and their families, and government and commercial service providers for contract and/or reimbursement expenses.

What the Modification Does

The modified system notice revises the System Name, System Location, System Managers, Purposes of the System, Categories of Individuals Covered by the System, Categories of Records in the System, Policies and Practices for Storage of Records, Policies and Practices for Retrieval of Records, and Routine Uses. The System Name is being changed to "Consolidated Enterprise Resource Planning Systems including Financial Reporting and Warehousing--VA" (13VA047), a change the notice states is intended to provide a better representation of the systems it covers as a Consolidated Enterprise Resource Planning System.

Technology and Personnel Updates

The System Location and System Managers sections are being updated to reflect changes in location and to name a new Point of Contact, new system owner, and privacy officer. Records are now stored in the Corporate Data Warehouse at the Austin Information Technology Center in Austin, TX. The named System Managers are Lee M. Brown (FSC Information System Owner), Morla D. Roberts (FSC Privacy Officer), and Edward Neidzielski (FSC Data/Business Owner). The Policies and Practices for Storage of Records and Retrieval of Records are being updated to represent the adoption of new technologies — specifically virtual servers and cloud computing — replacing paper copies and outdated technologies.

Scope of the System

According to the notice, the modified system serves as the Enterprise Resource Planning toolset for VA. The related set of systems covers transactions including accounts receivable and cash receipts, accounts payable and automated disbursements, acquisitions including asset receipts and contract awards, budget execution, fixed asset tracking, ledger management, project cost accounting, travel accounting, payment of benefits, medical claims payments, and payroll. Information is collected from recipients, vendors, VA administrations, medical centers, and other Federal entities for rendering payment and screening for improper payments to protect against waste, fraud, and abuse.

Categories of individuals covered include veterans, veteran dependents, veteran caregivers, federal employees, vendors (individual and/or companies), volunteers, intra- and inter-agency service providers, and members of the public who have a relationship with the agency. Categories of records in the system include full name, address, phone number, Social Security Number, medical records, claim/statement number, date of service, beneficiary information, email address, date of birth, driver license number and state, license plate, place of birth, and banking information including routing and bank account numbers.

Routine Uses and Executive Order Alignment

The Routine Uses section is being amended to comply with Executive Order 14249, titled "Protecting America's Bank Account Against Fraud, Waste, and Abuse," and to cover existing and new information-sharing requirements, according to the notice.

The document notes that the Report of Intent to Amend a System of Records Notice and an advance copy of the system notice have been sent to the appropriate Congressional committees and to the Director of the Office of Management and Budget, as required by 5 U.S.C. 552a(r) and OMB guidelines issued December 12, 2000 (65 FR 77677). Dr. Paul Lawrence, Assistant Secretary for Information and Technology and Chief Information Officer, approved this document on March 30, 2026 for publication.

What to Watch

Comments on the modified system of records must be received by November 30, 2026. The modified system of records is effective as of November 30, 2026 unless modified by a subsequent notice incorporating any comments received.

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