Social Security Number Justification Memo

SSN JUSTIFICATION MEMORANDUM
December 10, 2015
MEMORANDUM FOR THE RECORD
SUBJECT: Justification for the Use of the Social Security Number (SSN) for DD Form 2065,
“Request Disposition of Remains – Reimbursable Basis” and DD Form 1375,
“Request for Payment of Funeral and/or Interment Expenses”
In accordance with the requirement established in Department of Defense (DoD)
Instruction (DoDI) 1000.30, “Reduction of Social Security Number (SSN) Use within DoD”, this
memorandum justifies the collection and continued use of the SSN on the DD Form 2065,
“Disposition of Remains – Reimbursable Basis” and on the DD Form 1375,“Request for
Payment of Funeral and/or Interment Expenses.”
The DD Form 2065 records disposition instructions and costs for preparation and final
disposition of remains. The DD Form 1375 provides the person authorized to direct disposition
(PADD) an instrument to apply for reimbursement of funeral/interment expenses. This
information is used to adjudicate and pay claims submitted by the PADD.
DD Forms 2065 and 1375 are initially prepared by military authorities and presented to
the next-of-kin or sponsor to fill-in the reimbursable costs or desired disposition of remains.
Without the information on these forms the government would not be able to respond to the
survivor’s wishes or justify its expenses in handling the deceased. Also available at government
expense is transportation of the remains to a port of entry in the United States. Because more
than one person may share the same name, accurate retrieval of information through the use of a
SSN is the only available method at this time to make and prove an accurate and timely
determination concerning the death of an individual and to determine what benefits the
decedent’s family may be eligible.
The SSN that is collected on the DD Forms 2065 and 1375 are used in documented and
published computer matching agreements to verify an individual’s eligibility for benefits from
Federal agencies (e.g., Department of Defense, Department of Veterans Affairs). The collection
of SSN allows the DoD to minimize the risk of providing benefits to those that are not eligible
and helps minimize fraudulent claims. The SSN is used in conjunction with other approved
documentation to affirmatively establish the identity of the beneficiary. These requirements are
consistent with the guidance for acceptable uses of the SSN as specified in DoDI 1000.30.
The SSN, along with other personnel data information, is securely collected, stored, and
managed in accordance with DoD 5400.11-R, “Department of Defense Privacy Program” and the
Defense Casualty Information Processing System (DCIPS) Systems of Record Notice.

WEY.MONIQUE
.A.1152083013

Digitally signed by
WEY.MONIQUE.A.1152083013
DN: c=US, o=U.S. Government, ou=DoD,
ou=PKI, ou=USA,
cn=WEY.MONIQUE.A.1152083013
Date: 2016.01.07 07:42:43 -05'00'

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Niki Wey
Chief, AHRC FOIA/PA

SSN ELIMINATION PLAN
System/Form Name: DD Form 2065, “Request Disposition of Remains – Reimbursable Basis”
and DD Form 1375, “Request for Payment of Funeral and/or Interment
Expenses”
System of Records Notice Number: A0600-8-1c AHRC DoD
System/Form Owner: Department of Defense
Inputs that use, provide, or are identified by SSN:
Forms: DD Form 2065 and DD Form 1375 uses the SSN to identify sponsors and their next of
kin in order to ensure accurate identification associated with the delivery of DoD benefits and
services. Not all eligible sponsors have another alternative identifier that may be used at this
time. The DoD Central Joint Mortuary Affairs Board will explore future alternatives as they
come available. Currently, the CJMAB found that replacing the present SSN-based identifier
would be complex and that broad action would be necessary to accomplish across Federal
agencies.
Systems: Defense Casualty Information Systems (DCIPS) System – uses the SSN to identify
sponsors and their next of kin in order to ensure accurate identification associated with the
delivery of DoD and other Federal benefits and services. Not all eligible beneficiaries have
another alternative identifier that may be used at this time. The DoD Central Joint Mortuary
Affairs Board (CJMAB) will explore future alternatives as they come available. Currently, the
CJMAB found that replacing the present SSN-based identifier would be complex and that broad
action would be necessary to accomplish across Federal agencies, to include the Internal
Revenue Services, Social Security Agency, etc. until broad action is enacted.
Outputs that include or are identified by SSN:
Forms: The DD Form 2065 records disposition instructions and costs for preparation and final
disposition of remains. The DD Form 1375 provides the person authorized to direct disposition
(PADD) an instrument to apply for reimbursement of funeral/interment expenses. The
information on these forms are used to adjudicate and pay claims submitted by the PADD.
System: Defense Casualty Information Systems (DCIPS) System – uses the SSN to identify
sponsors and their next of kin in order to ensure accurate identification associated with the
delivery of DoD and other Federal benefits and services. The SSN is currently the identifier
used for Social Security benefits, Veterans Affairs benefits, etc.
Elimination Strategy and Timeline:
Broad action would be necessary to accomplish across Federal agencies, to include the Internal
Revenue Services, Social Security Agency, etc. The CJMAB meets quarterly and will continue
to monitor developments of alternative identifiers that may be developed for Federal agencies to
use for decedents and their beneficiaries.

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Interim Strategy and Timeline:
Where elimination of the SSN cannot be achieved quickly or directly, interim steps where
possible shall be continue to be explored and taken to provide better protection for SSNs.

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