SSN Justification Memo

OFFICE OF THE ASSISTANT TO THE SECRETARY OF DEFENSE FOR
PRIVACY, CIVIL LIBERTIES, AND TRANSPARENCY
1155 DEFENSE PENTAGON
WASHINGTON, DC 20301-1155

September 23, 2022
Ref: SSNJ-2022-0025-R/E
MEMORANDUM FOR UNDER SECRETARY OF DEFENSE FOR RESEARCH AND
ENGINEERING
SUBJECT: Justification for the Use of Social Security Numbers for the Science, Mathematics and
Research for Transformation Program and DD Form 3067-12, SMART Scholarship
Service Agreement - Approval
Thank you for completing a review of social security number (SSN) use within the subject system
and DD Form. My office has reviewed and approved your request to use the SSN for the following
Acceptable Uses: (7) Federal Taxpayer Identification (ID) Number. Note, SSN use is approved
indefinitely or until the establishment of a reasonable alternative for the collection of data other than the
SSN such as the Department of Defense (DoD) Identification Number, the program’s mission changes
thus eliminating the need for the SSN use, or the system is decommissioned.
The DD Form 3067-12 collects the full SSN of individuals to initiate the scholarship application
process which is subsequently, entered into the SMART system. SMART is a computer-based
information system designed to enable officials to select qualified applicants to be awarded scholarships,
monitor program status, and distribute scholarship funding. The SMART system provides individual
earning notifications using the Internal Revenue Service (IRS) Form 1099-MISC, for the income
received and must be reported to the IRS using the SSN as the primary identifier. Additionally, if an
individual fail to complete their service commitment, the DoD is required to pursue a debt to recoup any
scholarship funds paid, via the Defense Finance and Accounting Service utilizing the SSN as the tax
payer ID for collection proceedings.
While this system has been identified as requiring the collection, maintenance and use of the SSN,
you must ensure this data is afforded the highest protections practicable through use of appropriate
administrative, technical, and physical safeguards. Please maintain a copy of your justification and this
approval in your records.
The reference number for this action is listed at the top of this memorandum. If you have any
questions, my point of contact is Mr. Greg Taylor at [email protected].
KELETA.RAHWA.A
MDEMARIAM.1298
456431

Digitally signed by
KELETA.RAHWA.AMDEMARIAM
.1298456431
Date: 2022.09.26 15:09:27 -04'00'

Ms. Rahwa A. Keleta
Chief, Privacy and
Civil Liberties Division
Cc:
Under Secretary of Defense for Research and Engineering
WHS/ESD/DD (forms)