Quality Reporting Service Center

Chapter 03: Multiple Social Security Numbers

RRB Notification

When a labor employer learns that an employee has more than one social security number, the NRO should notify the Chief of Compensation and Employer Services in writing.

Items to Include

The correspondence should include:

Employee's name;
Address; and
All social security numbers used or assigned.

RRB Action

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Chapter 02: Employee Name Changes

Employer Reports Name Changes

Labor organizations should report an employee name change by sending a timely letter to the Chief of Compensation and Employer Services or by contacting a local field office of the RRB who will file the appropriate form. All name changes must include the former name, current name, and social security number.

Name Changes Must Be Filed at RRB & SSA

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Chapter 03: The Role of the Certification and Compensation Contact Official

Designating a Contact Official

Form G-117a, “Designation of Contact Officials”, is used to establish a Railroad Retirement Board (RRB) contact official(s) for organizations covered under the Railroad Retirement Act (RRA) and Railroad Unemployment Insurance Act (RUIA). Any changes to an organization’s official(s), address, or telephone number should be entered on Form G-117a and promptly mailed or faxed to:

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Chapter 02: Employer Coverage Status

Determining Coverage Status

An initial coverage status determination is made for every railroad employer. The term "employer" is defined in Section 1 of both the Railroad Retirement Act (RRA) and the Railroad Unemployment Insurance Act (RUIA).

Generally, the Railroad Retirement Board (RRB) initiates a coverage review of an employer or employee based on the following circumstances:

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Chapter 09: Security Guidelines

Introduction

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Chapter 08: Summary Report of Compensation Reported Using the Internet

Access Employer Reports

To access available reports, click "Reports" on the left-side menu. Currently, the only report available is "BA-4 Summary." Click the report title.

BA-4 Summary Report

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Chapter 07: Email Notices to Employers and Employer Comments to RRB

Purpose of Email Notices

The purpose of the email notices is to alert employers that new forms have been posted to the Internet site so that the employer can log onto the Internet and access the new items. The email messages are a service to help employers receive timely information. Without the notices, an employer would have to access the RRB site every day to ensure timely receipt of new forms.

Tracing Notices

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Chapter 4a: Form BA-6a, Form BA-6 Address Report

BA-6a Request

If the RRB received a service and compensation report for an employee for whom no address was reported, the RRB will send the employer a BA-6a request. The request will appear in the Outstanding Items list. To work a BA-6a request, select Outstanding Items from the menu and click the employee's SSN from the list. This brings up the BA-6a screen pre-filled with identifying data for the employee. Type the address information and click the update button. Instructions for maximum address length and state abbreviations are in the appendices section.

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Chapter 04: How to Reply to Request from RRB

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Chapter 3a: Form BA-4, Report of Creditable Compensation Adjustments

Enter Employee Data

Under the Forms menu, click BA-4. This brings up a screen where you enter the identifying information of the employee. Each BA-4 is a separate action. If the information you entered matches a record in the RRB database, the BA-4 screen will appear with the employee's service and compensation information pre-filled. Otherwise you will receive a message telling you there is no matching record as described below.

No Matching Record

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