SSN Justification Memo

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

2 4 MAY 2021
MEMORANDUM FOR DEFENSE PRIVACY CIVIL LIBERTIES AND TRANSPARENCY
DIVISION
FROM: COL Andras M. Marton, Staff Judge Advocate and Senior Component Official for Privacy,
U.S. Transportation Command
SUBJECT: Justification for the Use of Social Security Numbers (SSN) - Transportation Financial
Management System; Department of Defense (DOD) Information Technology (IT)
Portfolio Repository (DITPR) System ID 0217
1. This memorandum provides justification for the continued SSN use as part of the Transportation
Financial Management System (TFMS).
2. BACKGROUND:
a. The TFMS is a customized commercial-off-the-shelf Oracle Enterprise Business Suite
(EBS) financial system used by the Military Surface Deployment and Distribution Command
(SDDC) for financial management and reporting. SDDC owns TFMS but USTRANSCOM funds 1
the system. SDDC uses the TFMS to support contract execution with suppliers who facilitate the
SDDC transportation mission via air, land, and sea, and for internal SDDC accounting functions. 2
SDDC limits the TFMS SSN use to processing 'SDDC personnel payroll and travel entitlements.
b. The following System of Record otices (SORNs) cover SDDC's SSN limited TFMS
collection and use: (1) T7206a, General Accounting and Finance System Base Level (OAFS-BL);
(2) DHRA3 08 DOD, Defense Travel System; and (3) T7335, Defense Civilian Pay System (DCPS).
c. The TFMS SSN use is limited to processing SDDC personnel payroll and travel
entitlement disbursements through the Defense Finance and Accounting Service (DF AS). The
TFMS interfaces with several DFAS systems,4 U.S. Bancorp Inc. Customer Automation and
Reporting Environment, and the Department of Treasury, to ensure payment accuracy of payroll and
travel entitlements.

1

Per DOD verbal guidance, the funding organization prepares the SSN justification memorandum.

2

Internal accounting functions include payroll, timekeeping, travel, accounts payable, accounts receivable, and
fixed asset accounting.
3

Defense Human Resources Activity.

4

Defense Civilian Payroll System, Centralized Disbursing System, Centralized Electronic Funds Transfer,
Department Cash Management System, General Accounting and Finance System-Reengineering, and the Defense
Travel System . The Defense Travel System (DTS) is covered by SORN DHRA 08 DOD and the Defense Civilian
Pay System (DCPS) is covered by SORN T7335.

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TFMS SSN Use Justification
3. APPLICABLE REGULATION PROVISIONS: DODI 1000.30, Enclosure 2, paragraphs 2.c.(4),
Interactions with Financial Institutions; 2.c.(7), Federal Taxpayer Identification Number; 2.c.(8),
Computer Matching; and 2.c.(11 ), Legacy System Interface, provide authority for continued SSN
use. DTS and DCPS are DOD legacy systems requiring the SSN to process payroll and travel
entitlements. Additionally, the OF AS requires the SSN as the Federal taxpayer identification number
when interacting with Federal and state income tax programs.
4. ANALYSIS :
a. The TFMS Program Manager, the USTRANSCOM Information Assurance Manager, and
the USTRANSCOM Privacy Officer reviewed the TFMS system requirements for this justification.
The Command ' s mission requires the continued SSN use to process SDDC personnel payroll and
travel entitlements.
b. A combination of technical, administrative, and physical security controls protect the
SSNs in the TFMS program from unauthorized access. The attached DD Form 2930, Privacy Impact
Assessment details the specific security controls implemented. In addition, as part of a secondary
authentication process, the TFMS uses Identity and Access Manager (IAM) 5 software as another
layer of authentication protection. SDDC uses SDDC Form 417, SDDC Transportation Financial
Management System (TFMS) Access Request, to collect PU in order to establish TFMS user accounts.
0MB No. 0704-0587 approved SDDC Form 417 for this use.
5. ELIMINATION PLAN: IA W DODI 1000.30, the TFMS must continue SSN use in processing
SDDC personnel payroll and travel entitlements until the SSN is no longer used by the legacy
systems listed in paragraph 2.c. above. USTRANSCOM checks legacy systems annually to see if
new regulations have changed the requirement for continued SSN use.
6. The point of contact for this memorandum is Ms. Tammy Hickey at (618) 220-4 l 00/4114 or
email: transcom.scott.tcja.mbx.foia@mail .mil .

Senior Component Official for Privacy

Attachment:
DD Form 2930, TFMS Privacy Impact Assessment
5

1AM is a commercial-off-the-shelf software that regulates and enforces user access.

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