Submit a Privacy Act Request
Only the individual to whom the record(s) pertain or their legal representative [with appropriate documentation] may submit a Privacy Act (PA) request. The information requested must be maintained within a system of record in the custody of the Defense Finance and Accounting Service (DFAS) at the time of your submission.
The FOIA/PA Office is not a repository for documents maintained or released by DFAS. Requests received in this office will be forwarded to the functional area that has the responsibility for the subject matter requested.
DFAS was established in 1991. Therefore, we do not have any records for individuals who were federal civilian employees prior to our founding. Please direct your request to the National Archives and Records Administration.
PA requests must contain your original signature. You must include a copy of valid photo identification: state/federal, driver’s license, student ID or a notarized statement confirming your identity. A Power of Attorney is required for legal representatives.
You cannot use another agency’s request/release/claim form to obtain DFAS records.
File A Privacy Act Appeal
If DFAS denied your PA request fully or in part, you have the right to appeal the determination to our agency appellate authority.
- Appeal must be postmarked within 90 calendar days of the date of our denial letter
- You must include
- Denial letter
- Statement as to why your appeal should be granted
- Clearly mark ‘PA Appeal’ on all correspondence
Submit your appeal using one of the methods below
Postal Mail
Director, Corporate Communications
DFAS-ZC/IN (PA Appeal)
8899 East 56th Street
Indianapolis, IN 46249-0150
Email
dfas.foia@mail.mil
Fax
(317) 275-0391
** If we denied your request for noncompliance with Privacy Act requirements, our denial letter explains what you must do to obtain the records or details why the records are not releasable pursuant to Permitted Exemptions.
Electronic Reading Room
The Electronic FOIA Amendments of 1996 was enacted, in part, to make conventional reading room records more readily available, most efficiently via online access. In response, federal agencies established FOIA libraries, commonly referred to as Electronic Reading Room.
Legislation mandates an agency make available: a) records that have become the subject of subsequent FOIA requests; or b) records that are likely to be the subject of multiple requests in the future, based upon the nature of the records and types of requests regularly received.
Four required categories of FOIA electronic records
5 U.S.C. § 552(a)(2)(A) Records – Final opinions and orders made in the adjudication of cases that may be cited, used, or relied upon as precedents in future adjudications.
5 U.S.C. § 552 (a)(2)(B) Records – Statements of policy and interpretations that have been adopted by the agency and are not published in the Federal Register.
5 U.S.C. § 552 (a)(2)(C) Records – Administrative staff manuals and instructions, or portions thereof, that establish DoD policy or interpretations of policy that affect the public.
5 U.S.C. § 552 (a)(2)(D) Records – Records released to the public, under the FOIA, that are or will likely become the subject of subsequent requests.
Publications
FOIA Reports
2020 DOD Chief FOIA Officer Report
2019 DOD Chief FOIA Officer Report
FOIA Public Liaison / Contact Us
If you have concerns regarding the srevice you received, you may contact our FOIA Public Liaison:
Gregory Outlaw
8899 East 56th Street
Indianapolis, IN 46249-0150
Office: 317-212-4591
Fax: 317-275-0391
Email: dfas.foia@mail.mil
For assistance with FOIA/PA requests, please contact us via the methods below:
Postal Mail:
Defense Finance and Accounting Service
Corporate Communications – FOIA/PA
8899 E. 56th Street
Indianapolis, IN 46249-0150
Defense Finance and Accounting Service
FOIA/PA Adherence Division
1240 East Ninth Street, Room 1429
Cleveland, OH 44199-8006
Fax: (317) 275-0391
Email: dfas.foia@mail.mil
Government Information Specialists:
Indianapolis
Shaunna Morris
(317) 212-8803
Cleveland
Vanessa Robinson
(216) 204-7434
Subpoenas and Court Orders
Federal Agencies
The Defense Finance and Accounting Service FOIA/PA Office does not require federal agencies to obtain a subpoena for records.
All Others
The United States Department of Defense is not subject to the jurisdiction of a State Court. See
United States ex rel. Touhy v. Ragen, 340 U.S. 462 (1951),
Boron Oil Co. v. Downie, 873 F.2d 67 (4th Cir. 1989);
United States v. Bizzard, 674 F.2d 1382 (11th Cir. 1982);
United States v. Marino, 658 F.2d 1120 (6th Cir. 1981). Moreover, personal records and information are protected by the Privacy Act of 1974, as amended, 5 U.S.C. §552a; 32 C.F.R. § 97.6(b)(3).
In light of the above, the FOIA/PA Office will only release personal records in response to the following:
- Subpoena or Court Order issued and signed by a Federal Judge, United States Attorney or Assistant United States Attorney
OR
- Authorization from the Individual to whom the records pertain
An individual's agreement (or non-objection) to the issuance of a subpoena does not constitute consent to release his/her personal records or information
Consent Requires:
- Written/typed statement from the Individual to whom the records pertain, specifically authorizing the Defense Finance and Accounting Service (DFAS) to release his/her personal records
- Name and contact information of attorney or individual to whom records are to be released
- Individual’s full social security number
- Description of record(s) to be released
- Individual’s printed name and signature
- Date
- His/her contact information – phone number, mailing address, email
- Copy (front & back) of Individual’s valid, government-issued (state or federal) photo ID or a Notarized Statement verifying his/her identity
Once you have the appropriate order/subpoena or consent, you may submit your request via one of the methods below.
We prefer to receive submissions via email or fax.
Fax: (317) 275-0391 /
Email: dfas.foia@mail.mil
Postal Mail
DFAS DFAS
Corporate Communications – FOIA/PA FOIA/PA Adherence Division
8899 East 56
th Street 1240 East Ninth Street, Room 1429
Indianapolis, IN 46249-0150 Cleveland, OH 44199-8006
Fax: (317) 275-0391
/ Email: dfas.foia@mail.mil
Submit a Privacy Act Request
Only the individual to whom the record(s) pertain or their legal representative [with appropriate documentation] may submit a Privacy Act (PA) request. The information requested must be maintained within a system of record in the custody of the Defense Finance and Accounting Service (DFAS) at the time of your submission.
The FOIA/PA Office is not a repository for documents maintained or released by DFAS. Requests received in this office will be forwarded to the functional area that has the responsibility for the subject matter requested.
DFAS was established in 1991. Therefore, we do not have any records for individuals who were federal civilian employees prior to our founding. Please direct your request to the National Archives and Records Administration.
PA requests must contain your original signature. You must include a copy of valid photo identification: state/federal, driver’s license, student ID or a notarized statement confirming your identity. A Power of Attorney is required for legal representatives.
You cannot use another agency’s request/release/claim form to obtain DFAS records.
Prepare Your Request
- Provide a detailed description of what you are requesting
- Document name or form number
- Period(s) to search
- Military: branch of service and whether Active, Reserve/National Guard (NG)
- For Reserve/NG records dated prior to 1976, must provide:
- Major Command(s)
- Unit(s) of assignment for each command,
- City/State for each assignment
- Dates served in each command
- Civilian: agency for which you worked
- Full social security number; we cannot conduct a search without it
- Complete postal mailing address
- Phone number and email address (if applicable)
- Copy of government-issued (federal/state) photo identification (front and back)
Submit Your Request
Army & Air Force (Active/Reserve/Guard), Civilian payroll records
Defense Finance and Accounting Service
Corporate Communications
FOIA/PA Adherence Division
8899 East 56th Street
Indianapolis, IN 46249-0150
Fax: (317) 275-0391
Email: dfas.foia@mail.mil
Navy (Active/Reserve/Guard), Retired & Annuitant Pay, Garnishment, Civilian payroll records
Defense Finance and Accounting Service
FOIA/PA Adherence Division
1240 East Ninth Street, Room 1429
Cleveland, OH 44199-8006
Fax: (317) 275-0391
Email: dfas.foia@mail.mil
Marine Corps
Complete the attached Record Service Request Form and forward using one the methods below:
Email: DFAS.CLEVELAND-OH.JFL.MBX.MCRECORDS@MAIL.MIL
Fax: (216) 367-3606
System Of Records Notices (SORN)
Systems of records under the Privacy Act, is a group of records from which information is retrieved by the name of an individual, or by any number, symbol, or other unique identifier assigned to that individual.
A SORN ensures that privacy considerations have been addressed in implementing the system.
The Privacy Act requires federal agencies to publish a notice in the Federal Register for each system of records that an agency maintains.
System of Records Notices:
- Are transparency documents
- Advise the public of the existence and authorities of a particular system of records
- Provide notice of the type of information and any inter-agency sharing
- Convey the safeguards applied to the records and how individuals can request information about themselves
List of DFAS SORNs
EMPLOYMENT VERIFICATION (EV) is a Self Service My Biz tool allowing current DOD employees to email employment and/or salary information to an external organization (business, bank, credit union) or person directly from the Defense Civilian Personnel Data System (DCPDS) in a password-protected document via email. All you need is the recipient’s email address along with your work or personal email address to use as a confirmation and validation of your employment verification.
EMPLOYMENT INFORMATION THAT IS SENT
- Employee Name
- Current Date
- Employer Name
- Employer Address
- Duty Station
- Last Four of SSN
- Employment Status
- Recent Start Date
- Original Hire Date
- Total Time with Employer
- Position Title
- Rate of Pay
- Salary (if selected)
- Reference Number
- Email to Address
Contact your servicing Human Resource Office if you have any questions regarding the accuracy of your employment information.
STEPS TO SEND EV INFORMATION
1. Log into the DCPDS Portal at https://compo.dcpds.cpms.osd.mil/
2. Select My Biz and then Employment Verification
3. Select your details to share, either a. Employment Information, or b. Employment and Salary Information
4. Enter recipient’s email information in the To field
5. Verify that your desired email address is included in the My Email field to receive the password
6. Select Continue to preview the information
7. Select Acknowledge and Submit to send your EV information
8. Confirm your submission
9. Provide password to recipient to view EV information
Access to the My Biz Employment Verification tool is only available with your Common Access Card (CAC)!
For more information about DCPAS and the products and services provided, visit us online at: http://www.cpms.osd.mil/
To submit Employment Verification comments and/or suggestions, visit the Self Service Interactive Customer Evaluation (ICE) tool. Just log into My Biz and select the ICE My Biz link