Defense Travel System SSN Justification Memo

DEPARTMENT OF DEFENSE
DEFENSE HUMAN RESOURCES ACTIVITY
DEFENSE MANPOWER DATA CENTER
4800 MARK CENTER DRIVE, SUITE 04E25-01
ALEXANDRIA, VA 22350-6000

MEMORANDUM FOR DEFENSE PRIVACY, CIVIL LIBERTIES, AND TRANSPARENCY
DIVISION (DPCLTD)
HALABUK.VIKI.L.126

THROUGH: RECORDS, PRIVACY, AND DECLASSIFICATION DIVISION (RPDD)3083470

Digitally signed by HALABUK.VIKI.L.1263083470
DN: c=US, o=U.S. Government, ou=DoD, ou=PKI,
ou=WHS, cn=HALABUK.VIKI.L.1263083470
Date: 2017.06.02 11:59:54 -04'00'

SUBJECT: Justification for the use of the Social Security Number (SSN) on the Defense Travel
System (DTS) (DITPR ID 125)
This memorandum is to satisfy the requirements of the Department of Defense Instruction (DoDI)
1000.30, “Reduction of Social Security Number (SSN) Use within DoD,” requiring justification to collect
and use the SSN within Defense Travel System (DTS).
DTS provides a DoD-wide travel management process which will cover all official travel, from pretravel approvals and reservations to post-travel payments. It includes the processing of official travel
requests for DoD personnel and other individuals who travel pursuant to DoD travel orders. DTS provides
for the reimbursement of travel expenses incurred by individuals while traveling on official business; and
to create a tracking system whereby DoD can monitor the authorization, obligation, and payment for such
travel.
Use of the SSN within the DTS is covered by sections 2.c (4), (6), (7), (8) and (11) acceptable uses
described in DoDI 1000.30: “Interactions With Financial Institutions”, “Administration of Federal
Worker’s Compensation”, “Federal Taxpayer Identification Number”, “Computer Matching” and “
Legacy System Interface”. DTS provides information to banks and vendors for payment to and/or from
government travel cards, agency billing accounts, transportation and lodging providers, and any other
entity involved with Defense travel. Per diem and certain other payments to employees must be reported
towards their compensation. DTS is the source for that information. DTS exchanges data with more than
twenty systems through the Global Exchange interface and the SSN is the primary identifier that all of the
systems share for the travelers/employees. The SSN is used for Computer Matching purposes between
DoD and other Federal agencies that continue to use the SSN as a primary identifier. DTS interfaces with
older systems and implementing a change of this magnitude adds substantial risk to the performance of
each of these systems. That said, the DTS Pilot Program is implementing ways to minimize the use of the
SSN. Additionally, the DMDC Data Base receives records from each of the Service’s personnel systems.
Currently, none of the Service personnel systems have transitioned to the use of the DoD ID Number. The
only way to uniquely identify using the above named data source is to request and use the SSN.
The System of Record Notice DHRA 08 DoD was last published in the Federal Register March 24,
2010 in 75 FR 14142, http://dpcld.defense.gov/Privacy/SORNsIndex/DOD-wide-SORN-ArticleView/Article/570689/dhra-08-dod/and is currently being updated. The DoD Information Technology
Portfolio Repository ID number for the system is 125. The electronic records are secured to protect
Personally Identifiable Information (PII) in accordance with the Privacy Act of 1974 and DoD 5400.11-R,
“Department of Defense Privacy Program.
For

BRECKENRIDGE.MARK.
STEPHEN.1191563383

Digitally signed by
BRECKENRIDGE.MARK.STEPHEN.1191563383
DN: c=US, o=U.S. Government, ou=DoD, ou=PKI,
ou=DODHRA,
cn=BRECKENRIDGE.MARK.STEPHEN.1191563383
Date: 2017.05.30 16:05:07 -07'00'

Michael V. Sorrento
Director