SSN Justification

UNITED STATES TRANSPORTATION COMMAND
508 SCOTT DRIVE
SCOTT AIR FORCE BASE, ILLINOIS 62225-5357

CAC Signature Date
MEMORANDUM FOR DEFENSE PRIVACY CIVIL LIBERTIES AND TRANSPARENCY
DIVISION
FROM: TCJA
SUBJECT: Justification for the Use of the Social Security Number (SSN) – [Transportation
Financial Management System (TFMS/0217)]
1. TFMS is a Military Surface Deployment and Distribution Command (SDDC) information
system used by USTRANSCOM that collects Personnally Identifiable Information (PII) to
include the SSN in administrative functions to process payroll and entitlements. This system is
covered by Privacy Act System of Records Notice (SORN) FTRANSCOM 01 DoD.
2. TFMS uses the SSN to interface with other systems such as payroll, travel, disbursing, and
SDDC non-core accounting support systems. TFMS allows SDDC and Defense Finance and
Accounting Service (DFAS) to track daily basis cash management, answer vendor payment
issues and address customer billing questions. TFMS interfaces with the following DFAS
systems: Defense Civilian Payroll System (DCPS), Centralized Disbursing System, Centralized
Electronic Funds Transfer, Department Cash Management System, General Accounting and
Finance System-Reengineering, and the Defense Travel System (DTS) to ensure payment
accuracy of payroll and entitlements. In addition, TFMS interfaces with the U.S. Bancorp Inc.
Customer Automation and Reporting Environment and the Department of the Treasury.
3. The authority for this use is DoDI 1000.30, Enclosure 2, paragraphs 2(c)(4) Interactions with
Financial Institutions, 2(c)(8) Computer Matching and 2(c)(11) Legacy System Interface.
4. The SSN is protected from unauthorized access through the use of a combination of technical,
administrative and physical security controls.
a. Technical controls include encryption of data at rest, firewall, Virtual Private Network
(VPN), Common Access Card (CAC), encryption of data in transit, Intrusion Detection System
(IDS), DoD Public Key Intrastructure certificates and user identification and password.
b. Administrative controls include backups secured off-site, encryption of backups, methods
to ensure only authorized personnel gain access to PII, periodic security audits and regular
monitoring of users’ security practices.
c. Physical controls include key cards, security guards and safes.

5. USTRANSCOM’s Program Manager, Information Assurance Manager, and Privacy Officer
have reviewed the system and determined that the continued use of the SSN at this time is
needed to verify identification of personnel utilizing various resources for travel and personal
property movement in order to support this command’s mission.
6. Elimination Plan: IAW the Defense Transportation Regulation, Part I, Chapter 103,
paragraph A(4), “the DoD Identification Number (DoD ID) will replace the SSN as the Geneva
Conventions serial number for the United States as all DoD identification cards are updated
through their natural life-cycle replacements.” As soon as the legacy systems interfaced by
TFMS migrate from the SSN to the DoD ID, TFMS will eliminate the use of the SSN.
USTRANSCOM will check legacy systems annually to see if new regulations have changed
requirements for the continued use of the SSN.
7. If you have any questions, please contact Ms. Tammy Hickey at (618) 220-4100/4104 or
email: [email protected].

Digitally signed by

WERNER.ERIC WERNER.ERIC.J.1085371483
DN: c=US, o=U.S. Government,
ou=DoD, ou=PKI, ou=USAF,
.J.1085371483 cn=WERNER.ERIC.J.1085371483
Date: 2018.04.27 12:47:22 -05'00'
ERIC J. WERNER
Colonel, USAF
Senior Component Official for Privacy
Attachment:
USTRANSCOM Privacy Impact Assessment