Clarification of Data Sent to the RRB
Employers may receive written requests, in the form of referrals or form
letters, for adjustment to, or clarification of, previously submitted service
and compensation reports. Some notices are merely advisory in nature about
reports that have been processed. Others require a response from the employer in
order to process a service and compensation report that is being held in
abeyance, or suspended status, while awaiting correction from the employer.
Some of the more common form letters released are explained below.
Handling Service and Compensation Referrals
The first and most difficult step in handling service and compensation referrals
sent to you by the RRB is determining what is wrong. Some of the messages point
directly to a single error and others are very general. Because the relationship
between Tier I and Tier II compensation raises so many questions, a special
section is included in the Appendix VII entitled, "Understanding
Edit Checks of Tier I and Tier II Compensation." Once you have determined
the data that is in error, it will usually be clear how to correct the problem.
Form GL-24 Reject and Error Referral Listing
The RRB developed an automated error tracking system that generates referrals
to notify the employer of errors contained in your service and compensation
reports. Form GL-4, Reject and Error Referral Listings is a packet that
includes:
- The error referral;
- Instructions for making the correction;
- A Form BA-4
, Adjustment Report;
and
- A Form G-440
, Report
Specification Sheet.
The listing shows the information submitted by the employer on the original
report along with an explanation of the error. Take the appropriate action and
return the completed Form BA-4 within 30 days. If you have questions, the
referral also provides a contact person and telephone number to call.
Explanation of GL-4 Referrals and Corrective
Action
A list of GL-4 referrals organized in alphabetical order is included in Appendix
VI entitled “Service and Compensation Referrals to Employers”. The list includes
the reason the referral was created and how to resolve it. Each referral message
also indicates whether the original service and compensation (S&C) data or sick
pay data was rejected or posted to the employee's record. The differences in
working referrals for rejected data and referrals for posted data are also
explained.
Form Letter GL-24
Form letter GL-24, Advisement of Incorrect Social Security Number, is released
when the name and social security number on the NRO report does not agree with
the name and social security number in SSA's records. This notice usually
indicates that the employer is using an incorrect social security number.
Form Letter GL-77a
Form letter GL-77a, Report of Incorrect Name, is released when the name
reported for a social security number does not agree with the name previously
reported. This notice usually indicates that a name change was not filed with
the RRB or SSA. Your reply to this letter will correct the employee name in the
RRB record. You should advise the employee to file a name change with SSA, if
they have failed to do so.
Copies of these letters can be found in the Exhibits section of this manual.
Filing Adjustments
If you file an adjustment report to handle one referral and you get another
referral, call the supervisor of
Protest Unit - CES
Railroad Retirement Board
844 North Rush Street
Chicago, Illinois 60611-2092
for assistance. Filing an adjustment that takes into account two previous
reports is complicated and the RRB staff will be able to assist you. |