SSN Policy Manual

Policy Manual

federal regulations protect recruits and members of the military from divulging a social security number if they choose to keep i t private. Executive Order 9397, Numbering System F o r F e d e r a l Accounts Relating to Individual Persons, provides that if the individual refuses to disclose hisher social security number, the military activity must be prepared to identify the individual by alternate means. This is codified in regulations 32 CFR $310.20, 32 CFR $505.4 and 32 CFR s806b.9: 32 CFR §310.20-(b) Collecting social security numbers (SSNs). (1) It is unlawful for any federal, state, or local governmental agency to deny an individual any right, benefit, or privilege provided by law because the individual refuses to provide his or her SSN. However, if a federal statute requires that the SSN ... (4) Executive Order 9397, "Numbering System For Federal Accounts Relatingto Individual Persons," November 30, 1943, authorizes solicitation and use of SSNs as numerical identifier for individuals in most Federal records systems. However, it does not provide mandatory authority for soliciting SSNs. (5) Upon entrance into military service or civilian employment with the Department of Defense, individuals are asked to provide their SSNs. The SSN becomes the service or employment number for the individual and is used to establish personnel, financial, medical, and other official records. Provide the notification in paragraph (b)(2) of this section to the individual when originally soliciting his or her SSN. After an individual has provided his or her SSN for the purpose of establishing a record, the notification in paragraph (b)(2) is not required ... 32 CFR 9505.4- ... (c) social security number (SSN). Executive Order 9397 authorizes the Department of the Army to use the SSN as a system of identifyingArmy members and employees. Once a military member or civilian employee of the Department of the Army has disclosed hislher SSN for purposes of establishing personnel, financial, or medical records upon entry into Army service or employment, the SSN becomes hislher identification number. No other use of this number is authorized. Therefore, whether the SSN alone is requested from the individual, or the SSN together with other personal information, the Privacy Act Statement must make clear that disclosure of the number is voluntary. If the individual refuses to disclose hislher SSN, the Army activity must be prepared to identify the individual by alternate means. 32 CFR 3806b.9-(a) Do not deny people a legal right, benefit, or privilege for refusing to glve their SSNs unless ... (c) ExecutiveOrder 9397, November 22, 1943, authorizes using the SSN as a personal identifier. This order is not adequate authority to collect an SSN to create a record. When law does not require disclosing the SSN or when the system of records was created after January 1, 1975, you may ask for the SSN, but the individual does not have to disclose it. If the individual refuses to respond, use alternative means of identifying records Prohibited from Requiring a Social Security Number When youjoin the military service, if you do not have a social security number or c h c w~ not provide a social security number, the military will simply assign you a service n umk that looks like a social security number.