SSN Justification

SECNAV RCS 5213/1 (Effective 11/1/2016 through 11/31/2019)
GENADMIN DON CIO WASHINGTON DC 192101Z REV 10/2016

SSN USE REVIEW AND JUSTIFICATION FOR IT SYSTEMS / APPLICATIONS
EMAIL
SUBMIT

DATE COMPLETED:

Submission for (Check one):

FORM

IT SYSTEM

25 Aug 2017

SHARE DRIVE / WEB PORTAL

SSN USE REVIEW AND JUSTIFICATION FOR IT SYSTEMS / APPLICATIONS
Submission for IT SYSTEMS / APPLICATIONS
IT System / Application Name

NAF HRMS / Oracle PeopleSoft HCM 9.2
92700

DITPR DON / DADMS ID Number

To be completed by IT system or application owner or program manager. IT systems and applications that collect, maintain, use, and or
disseminate SSNs must be registered in DITPR DON or DADMS. The IT system or application owner or program manager must verify the
accuracy of SSN data in the DITPR DON or DADMS.
IT System / Application Owner or Program Manager

1. Is the SSN information in DITPR DON or DADMS correct?
Name:

YES

NO

Melanie Waters

E-Mail: [email protected]
Phone: 703-432-0440
Approved

Disapproved

Privacy Official

1. The SORN number is?

Name:

pending

Denise Savoie

E-Mail: [email protected]
Phone: 703-432-2260
Approved
NOTES:

Disapproved

(1) For IT systems / applications, this completed SECNAV 5213/1 will be posted in the DOC tab of DITPR DON / DADMS respectively.
(2) For forms, post the date this SECNAV 5213/1 is approved in Naval Forms Online https://navalforms.documentservices.dla.mil/web/public/home.
and maintain the SECNAV 5213/1 in the form's history/case file.
(3) Approved share drive / web portal forms will be maintained locally by the share drive / web portal owner.

SECNAV 5213/1 (REV 10/2016)

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SECNAV RCS 5213/1 (Effective 11/1/2016 through 11/31/2019)
GENADMIN DON CIO WASHINGTON DC 192101Z REV 10/2016

SSN USE REVIEW AND JUSTIFICATION FOR IT SYSTEMS / APPLICATIONS

25 Aug 2017
Date

MEMORANDUM FOR THE RECORD
Subj: JUSTIFICATION FOR THE USE OF THE SOCIAL SECURITY NUMBER (SSN)
1. What is the purpose of the IT system / application?

To manage, supervise, and administer programs for all Marine Corps Community Services (MCCS) Nonappropriated Fund (NAF) applicants, personnel, retirees, and MCCS Contingent Workers. The NAF
Human Resource Management System (HRMS) is the official repository of personnel records, reports of
personnel actions, and the documentation required in connection with these actions. Information is
managed and tracked in the following main areas to: manage personal, employment, and job-related data
related to recruiting and human resources management; track job announcements, applicants and
recruiting actions, manpower, grades, and personnel actions; maintain and extract EEO reportable data;
determine status, eligibility, and employee's rights and benefits under pertinent laws and regulations
governing MCCS NAF employment; administer benefit plan enrollments; project and disburse pension plan
funds to retirees; manage and monitor time and attendance and labor distribution data; compute
employees' pay entitlements and deductions and issue payroll checks for amounts due; review earnings
records; withhold amounts due for Federal, state, and city taxes to remit withholdings to the taxing
authorities and to report earnings and tax collections; maintain current applicable suitability and background
check(s) and security clearance completion information; track attendance at training courses; and manage
and administer other actions needed to provide personnel services.

2. Why is collection of the SSN necessary?

The SSN is the primary unique identifier for each and every individual assigned. The SSN is required for
verification of security clearances, integrations with other DOD systems that require SSN (including but not
limited to DMDC for CAC processing), confirmation of employment eligibility, administration of workers
compensation and validation, benefits processing including the Affordable Care Act, and Federal and State
Income Tax Programs rely on the use of SSN for W2 and Tax Reporting purposes for payroll. SSNs are
also required for interactions with financial institutions and benefits institutions that administer the Marine
Corps NAF employee benefits program including health benefits, Flexible Spendings Accounts (FSA), life
insurance, Savings, and Retirement plans.
Laws or Regulations: DoD Instruction 1400.25; DoD Instruction 1000.30; IRS Publication 15; 26 CFR
31.6011(b)-2; and 20 CFR 422.103. This system currently falls under SORNs N12293-1; NM07010-1;
NM07421-1; OPM/GOVT-1; and NM1754-3 until approval of the MCCS NAF HRMS SORN.
3. List the acceptable use criteria for the SSN (found at this link: http://www.doncio.navy.mil/ContentView.aspx?ID=1833)

Confirmation of Employment Eligibility
Interactions With Financial Institutions
Federal Taxpayer Identification Number
Security Clearance Investigation or Verification
Geneva Conventions Serial Number
Foreign Travel
Administration of Federal Worker's Compensation
Computer Matching
Legacy System Interface
4. If collection of the SSN is no longer necessary and a unique identifier can be substituted for the SSN or the SSN can be eliminated,
on what date will either the substitution or elimination occur?

Not applicable

SECNAV 5213/1 (REV 10/2016)

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SECNAV RCS 5213/1 (Effective 11/1/2016 through 11/31/2019)
GENADMIN DON CIO WASHINGTON DC 192101Z REV 10/2016

WHITMAN.LACY.CINDY
G.1243408586

Digitally signed by WHITMAN.LACY.CINDY G.1243408586
DN: c=US, o=U.S. Government, ou=DoD, ou=PKI,
ou=OTHER, cn=WHITMAN.LACY.CINDY G.1243408586
Date: 2017.08.30 16:09:19 -04'00'

Commanding Officer

SECNAV 5213/1 (REV 10/2016)

Command/Activity

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