Employers to report name changes |
Employers 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 Railroad Retirement Board (RRB) who will file the appropriate
form. All name changes must include the former name, current name, and social security
number.
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| 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.
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| 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.
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