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Purpose of e-mail notices
The purpose of the e-mail 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 e-mail 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
The Internet system also generates tracing notices when a reply is not made to
an Internet request within the specified time, usually 30 days. Tracing notices
are sent to the same persons as the original notices. Only one tracing notice is
sent to the employer. A second tracing notice is sent, as an alert, to RRB staff
who will then contact the employer by phone.One tracing notice is also sent
if a user updates a Form BA-4 on ERS but the form has not been approved for 30
days. There is not timeframe for approving Forms BA-4. This notice is merely a
reminder.
Who gets e-mail notices?
When a new request form or informational notice is posted to the ERS Internet
site for a particular employer, the system generates an e-mail notice to all
users from that employer who have access to that form and who also have an
e-mail address on the ERS. The system initially obtains e-mail addresses from
the Form BA-12, Application for Employer Reporting System but each user
maintains this information.
How to modify an e-mail address
To add, change, or delete an e-mail address, sign on to the system and select
"Modify my Account" from the main menu and make any changes.
Note: Any changes to your e-mail
address on the ERS Internet system will only change that system. If you are also
a designated contact official, your e-mail address may also be stored in our
centralized contact official database. Generally, the RRB uses the centralized
contact official database to address paper forms being sent by mail but RRB
staff may also refer to the database to contact you. In the future, the RRB
plans to integrate these systems. Until that time, if you change your e-mail
address on ERS and you want this change to be made universally; please let us
know by selecting the e-mail function on the main ERS menu and typing a message
to that effect.
Am I required to provide an e-mail address
on ERS?
It is not a requirement that a user provide an e-mail address to ERS. The RRB
provides E-mail notices as a service. If you want to discontinue receiving
e-mail notices, you may delete your e-mail address by logging onto the system
and selecting "Edit My Account."
An employer is still responsible for all requests and notices sent via the
Internet whether or not the employer is receiving e-mail notices. Therefore, an
employer should ensure that at least one user will either be receiving e-mail
notices for each form or will be logging onto ERS at least once a week to check
for outstanding requests and notices.
Send comments or questions to RRB via ERS
The ERS site also includes a function for sending e-mail to the RRB. The purpose
of the e-mail function is so users can easily express an opinion or ask a
question. To access this area, click the menu item "E-mail" along the top menu
bar. Type your message or question and click "send." This is secure e-mail. The
message is actually created behind the RRB firewall; It is not transmitted from
your PC to the RRB. If your message requires a reply, you should receive a reply
within three days. If you do not receive a reply, please telephone the Quality
Reporting Service Center at 312-751-4992.
You can also send e-mail to this site via your usual e-mail program by typing
webcomments@rrb.gov in the "to" area, however this is not secure. The
webcomments mailbox is reserved for comments and questions related to ERS.
Please direct general inquiries to qrsc@rrb.gov.
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