SSN Memo

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
DATE COMPLETED:

EMAIL
SUBMIT

Submission for (Check one):

FORM

IT SYSTEM

06 Sep 2017

SHARE DRIVE / WEB PORTAL

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

NAF Financial Management System
DITPR DON ID 11343

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

Douglas Herman

E-Mail: [email protected]
Phone: (703)

784-4017
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

06 Sep 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?

Non-appropriated Funds (NAF) Financial Management System (FMS) is a commercial off-the shelf
software used by the Marine Corps Community Services (MCCS) Business Operations to manage NAF
financial transactions and records, in accordance with MCO 7010.19. Personal information is maintained to
support vendor information, tender management, insufficient funds data, employee tuition assistance and
travel reimbursement, and the last employment payment to the employee's beneficiary in the event of an
employee's death.

2. Why is collection of the SSN necessary?

SSN collection/maintenance includes vendors that do not have an Employer Identification Number (E.I.N.)
for tax reporting purposes and patrons that do not have a DoD Identification (ID) number assigned on their
U.S. Uniformed Services Identification and Privilege Card for the tendering process of sales by check.
SSNs are also required for the collection of delinquent debts and the issuance of Information Returns
(1099) for contract payments of $600 or more and prizes of $1,200 or more, in accordance with MCO
7010.19. Historical SSN collections of vendors and patrons with a current E.I.N. or DoD ID number may be
maintained in NAF FMS.
Laws or regulations: Disclosure is authorized under 5 U.S.C. 301; Debt Collection Improvement Act of
1996 (Pub.L. 104-134); DoD Instruction 1000.30, Reduction of Social Security Number Use Within DoD;
DoD 7000.14-R, Department Of Defense Financial Management Regulations; MCO 7010.19; and
Executive Order 9397, as amended.
Pending SORN approval.
3. List the acceptable use criteria for the SSN (found at this link: http://www.doncio.navy.mil/ContentView.aspx?ID=1833)

Federal Taxpayer Identification Number
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?

When possible, use of SSN is replaced with an E.I.N. or patron DoD ID number.

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: 2017.09.29 11:05:50 -04'00'

Commanding Officer

SECNAV 5213/1 (REV 10/2016)

Command/Activity

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