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New Records
Records for newly hired railroad employees are established from the annual
reports of service and compensation. Thus, it is important that the social
security numbers (SSN) and names under which the employees' service and
compensation are reported, are correct.
A current employee may appear to be a new hire if the employee is reported
under an incorrect SSN. Because the incorrect SSN will not match an existing
Railroad Retirement Board (RRB) record, a new record will be established for the
incorrect SSN. That error is detected and corrected only after investigation
with Social Security Administration (SSA), the employer and possibly, the
employee.
Verification of SSN of New Hires
It is the employers' responsibility to obtain correct SSNs from all employees
of their organization. Employers can do this by reviewing the newly hired
employee's Social Security card. If the new hire does not have a social security
number, have the new hire file Form SS-5, Application for Social Security Number
Card, with SSA.
To prevent transcription or keying errors, match the SSNs in your current
report of service and compensation to the previous report. Verify that all SSNs
that do not match the previous report are new hires. This will help prevent
records from being established under incorrect numbers.
SSA Employee Verification Service (EVS)
SSA has developed a free Employee Verification Service (EVS) that will match
your record of employee names and SSNs with SSA's records before you prepare and
submit your service and compensation reports. There are several methods you can
choose from to take advantage of this easy to use system:
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To verify up to 5 names/SSNs: |
Call their
toll-free number (800) 772-6270. |
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To verify up to 50 names/SSNs: |
Submit a paper
listing to your local Social Security Office. |
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To verify over 50 names/SSNs: |
Mail or fax a
completed a registration form and privacy act statement to SSA. |
Contact SSA at (800) 772-6270 for more information about the
service.
Establishment and Verification of New
Records
The RRB will establish and verify a new record as follows:
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Step |
Action |
1
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RRB establishes a new employee record when a
service and compensation report is received containing a SSN
that does not match an existing record. At this point, the new
record is incomplete as it contains only the first five letters
of the surname. |
2
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RRB sends all new records to SSA annually to
match with SSA records. New RRB records which match SSA records
are considered as verified and the full surname from SSA's
record is posted to RRB's records along with an employee's gender
and date of birth. |
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3 |
New RRB records which do not match SSA records
produce referrals to employers for reconciliation. The new RRB
record will remain unverified with only a five-letter surname
until either RRB or SSA changes their records and a match
occurs. See Part VII, Chapter
2 for information on how the RRB
resolves these discrepancies. |
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