Employers to report name changes Employers should report an employee name
change by sending a timely letter to the,
Compensation and Employer Services
Railroad Retirement Board
844 North Rush Street
Chicago, Illinois 60611-2092
or by contacting a local field office of the Railroad Retirement Board
(RRB) who will file the appropriate form. All name changes must include the
former name, current name, and social security number.
Name changes to be filed at RRB and SSA
Please note that a change of name filed with the RRB does not change the
records of the Social Security Administration (SSA), and a change of name filed
with SSA does not change the records of the RRB. Because the correctness of an
employee's name and account number is verified through the SSA's records, change
requests must be filed at both agencies. Please advise your employees to file
Form SS-5, Application for Social Security Number Card, in accordance with the
instructions on the form to report a change of name. Name changes may also be
reported to SSA by telephoning (800) 772-1213.
If an employer changes a name in their records but fails to notify the RRB,
the name on the employer's service and compensation report will not match the
name in the RRB record. The service and compensation will not be recorded until
the name difference is resolved.
Name changes to be filed once a year
Employers may extract employee name changes from their records on an annual
basis and send them on a computer listing. The listing should contain the social
security number, former name, and current name and should include only changes
made within the last 12 months. These listings should be reported by a cover
letter addressed to the Chief of Compensation and Employer Services. In order to
ensure that these changes are processed prior to the annual reports, name change
listings must be received no later than January 31 each year. |