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Privacy Act: [RAILROAD RETIREMENT BOARD]...
<DOC> [2001 Privacy Act] [From the U.S. Government Printing Office via GPO Access] #.RAILROAD RETIREMENT BOARD #..Systems of Records RRB-1--Social Security Benefit Vouchering System RRB-3--Medicare, Part B (Supplementary Medical Insurance Payment System--Contracted to a United Health Care Insurance) Company RRB-4--Microfiche of Estimated Annuity, Total Compensation and Residual Amount File RRB-5--Master File of Creditable Service and Compensation of Railroad Employees RRB-6--Unemployment Insurance Record File RRB-7--Applications for Unemployment Benefits and Placement Service Under the Railroad Unemployment Insurance Act RRB-8--Railroad Retirement Reconciliation System (Employee Representatives) RRB-10--Legal Opinion Files RRB-11--Files on Concluded Litigation RRB-12--Railroad Employees' Registration File RRB-16--Social Security Administration Master Earnings File RRB-17--Appeal Decisions From Initial Denials for Benefits Under the Provisions of the Railroad Retirement Act or the Railroad Unemployment Insurance Act. RRB-18--Travel and Miscellaneous Voucher Examining System RRB-19--Payroll Record System RRB-20--Health Insurance and Supplementary Medical Insurance Enrollment and Premium Payment System (MEDICARE) RRB-21--Railroad Unemployment and Sickness Insurance Benefit System RRB-22--Railroad Retirement, Survivor, and Pensioner Benefit System RRB-26--Payment, Rate and Entitlement History File RRB-27--Railroad Retirement Board--Social Security Administration Financial Interchange System RRB-28--One Percent Historical File of Railroad Unemployment and Sickness Beneficiaries RRB-29--Railroad Employees' Cumulative Gross Earnings Master File RRB-33--Federal Employee Incentive Awards System RRB-34--Employee Personnel Management Files RRB-37--Medical Records on Railroad Retirement Board EmployeesSystem RRB-42--Benefit Overpayment Accounts. RRB-43--Investigation Files. RRB-44--Employee Test Score File. RRB-45--Employee Tuition Reimbursement Files. RRB-46--Personnel Security Files. RRB-48--Employee Identification Card Files (Building Passes). RRB-49--Telephone Call Detail Records. RRB-50--Child Care Tuition Assistance Program. RRB-51--Railroad Retirement Board's Customer PIN/Password (PPW) Master File System. Appendix I--Offices of the U.S. Railroad Retirement Board Appendix II--Medicare Part B Field Offices #.. RRB-1 #....System name: Social Security Benefit Vouchering System--RRB. System location: U.S. Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611 Categories of individuals covered by the system: Applicants after December 31, 1974, for benefits under Title II of the Social Security Act who have completed ten years of creditable service in the railroad industry, the spouse and/or divorced spouse or survivor of such an individual. Categories of records in the system: Name, address, social security number, RRB claim number, type and amount of benefit, suspension and termination information. Authority for maintenance of the system: Section 7(b)(2) of the Railroad Retirement Act of 1974 (45 U.S.C. 231f(b)(2)). Purpose(s): Records in the Social Security Vouchering System are maintained to administer Title II of the Social Security Act with respect to payment of benefits to individuals with 10 or more years of railroad service and their families. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: a. Benefit rate information may be disclosed to primary beneficiaries regarding secondary beneficiaries (or vice versa) when the addition of such beneficiary affects either the entitlement or benefit payment. b. In the event the Board has determined to designate a person to be the representative payee of an incompetent beneficiary, disclosure of information concerning the benefit amount and other similar information may be made to the representative payee from the record of the individual. c. Benefit rates, names and addresses may be released to the Department of Treasury to control for reclamation and return of outstanding benefit payments, to issue benefit payments, act on reports of non-receipt, to insure delivery of payments to the correct address of the beneficiary or representative payee or to proper financial organization, and to investigate alleged forgery, theft or unlawful negotiation of railroad retirement for social security benefit checks or improper diversion of payments directed to a financial organization. d. Beneficiary's name, address, check rate and date plus supporting evidence may be released to the U.S. Postal Service for investigation of alleged forgery or theft of railroad retirement or social security benefit checks. e. Beneficiary identifying information, effective date, benefit rates, and months paid may be furnished to the Department of Veterans Affairs for the purpose of assisting that agency in determining eligibility for benefits or verifying continued entitlement to and the correct amount of benefits payable under programs which it administers. f. Benefit rates and effective dates may be disclosed to the Social Security Administration, Bureau of Supplemental Security Income, to Federal, State and local welfare or public aid agencies to assist them in processing applications for benefits under their respective programs. g. Last addresses information may be disclosed to the Department of Health and Human Services in conjunction with the Parent Locator Service. h. Benefit rates, entitlement and other necessary information may be released to the Department of Labor in conjunction with payment of benefits under the Federal Coal Mine and Safety Act. i. Pursuant to a request from an employer covered by the Railroad Retirement Act or the Railroad Unemployment Insurance Act or from an organization under contract to an employer or employers, information regarding the Board's payment of benefits, the methods by which such benefits are calculated, entitlement data and present address may be released to the requesting employer or the organization under contract to the employer or employers for the purposes of determining entitlement to and the rates of private supplemental pension benefits and to calculate estimated benefits due. j. If a request for information pertaining to an individual is made by an official of a labor organization of which the individual is a member and the request is made on behalf of the individual, information from the record of the individual concerning his benefit or anticipated benefit and concerning the method of calculating that benefit may be disclosed to the labor organization official. k. Disclosure may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual. l. Information may be released to contractors to fulfill contract requirements pertaining to specific activities related to the Railroad Retirement Act. m. Records may be disclosed to the General Accounting Office for auditing purposes and for collection of debts arising from overpayments under Title II of the Social Security Act, as amended. n. Records may be disclosed in a court proceeding relating to any claims for benefits by the beneficiary under the Railroad Retirement Act and may be disclosed during the course of an administrative appeal to individuals who need the records to prosecute or decide the appeal or to individuals who are requested to provide information relative to an issue involved in the appeal. o. In the event that this system of records, maintained by the Railroad Retirement Board to carry out its functions, indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or particular program statute, or by regulation, rule or order issued pursuant thereto, the relevant records in this system of record may be referred, as a routine use, to the appropriate agency, whether federal, state, local or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto, provided that disclosure would be to an agency engaged in functions related to the Railroad Retirement Act or provided that disclosure would be clearly in the furtherance of the interest of the subject individual. p. Information in this system of records may be released to the attorney representing an individual in connection with that individual's claim for benefits under the Railroad Retirement Act or Title II of the Social Security Act, as amended, upon receipt of a written letter or declaration stating the fact of representation subject to the same procedures and regulatory prohibitions as the subject individual. q. For payments made after December 31, 1983, beneficiary identifying information, address, amounts of benefits paid and repaid, beneficiary withholding instructions, and amounts withheld by the RRB for tax purposes may be furnished to the Internal Revenue Service for tax administration. r. Beneficiary identifying information, entitlement data, and benefit rates may be released to the Department of State and embassy and consular officials, to the American Institute on Taiwan, and to the Department of Veterans Affairs Regional Office, Philippines, to aid in insuring the continued payment of beneficiaries living abroad. s. Relevant information may be furnished to the Office of the President for responding to an individual pursuant to an inquiry from that individual or a third party in his/her behalf. t. Entitlement data and benefit rates may be released to any court, state, agency, or interested party, or to the representative of such court, state agency, or interested party, in connection with contemplated or actual legal or administrative proceeding concerning domestic relations and support matters. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper, magnetic tape and microforms. Retrievability: Social security account number, full name. Safeguards: Records are maintained in areas not accessible to the public; buildings are secured (guard service). Retention and disposal: Paper: Individual claim folders with records of all actions pertaining to the payment of claims are transferred to the Federal Records Center, Chicago, Illinois 5 years after the date of last payment or denial activity if all benefits have been paid, no future eligibility is apparent and no erroneous payments are outstanding. The claim folder is destroyed 25 years after the date it is received in the center. Accounts receivable listings and checkwriting operations daily activity listings are transferred to the Federal Records Center 1 year after date of issue and are destroyed 6 years and 3 months after receipt at the center. Other paper listings are destroyed 1 year after the date of issue. Changes of address source documents are destroyed after 1 year. Magnetic tape: Tapes are updated at least monthly. For disaster recovery purposes, certain tapes are stored for 12-18 month periods. Microforms: Originals are kept for 3 years, transferred to the Federal Records Center and destroyed when 8 years old. One duplicate copy is kept 2 years and destroyed by shredding. All other duplicate copies are kept 1 year and destroyed by shredding. System manager(s) and address: Office of Programs--Director of Policy and Systems, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 606112092. Notification procedure: Requests for information regarding an individual's records should be in writing, including full name, social security number and railroad retirement claim number (if any) of the individual. Before any information about any record will be released, the individual may be required to provide proof of identity, or authorization from the individual to permit release of information. Such requests should be sent to: Office of Programs-- Director of Operations, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092. Record access procedures: See Notification section above. Contesting record procedures: See Notification section above. Record source categories: Individual applicant or his or her authorized representative, the Social Security Administration, other record systems maintained by the Railroad Retirement Board. #..RRB-3 #....System name: Medicare: Part B (Supplementary Medical Insurance Payment System--Contracted to a United Health Care) Company--RRB. System location: Palmetto Government Benefit Administrators, 17 Technology Circle, columbia, South Carolina 29203-9591; Regional Office; PO Box 10066, Augusta, Georgia 30999. Categories of individuals covered by the system: Qualified railroad retirement beneficiaries covered by MEDICARE, Part B, who file claims under the medical insurance program. Categories of records in the system: Name, health insurance claim number, address, date of birth, telephone number, description of illness and treatment pertaining to claim, indication of other health insurance or medical assistance pertinent to claim, date(s) and place(s) of physician service, description of medical procedures, services or supplies furnished, nature of illness(es), medical charges, name, address and telephone of physician, identifying number of provider, designation of payee, Part B entitlement date, Part B deductible status and amount of payment to beneficiary or payee. Authority for maintenance of the system: Section 7(d) of the Railroad Retirement Act of 1974 (45 U.S.C. 231f(d)). Purpose(s): Records in this system are maintained to administer the supplementary medical insurance (Part B) portion of Medicare under Title XVIII of the Social Security Act for qualified railroad retirement beneficiaries. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: a. In the event the Board has determined to designate a person to be the representative payee of an incompetent beneficiary, disclosure of information concerning the benefit amount and other similar information may be made to the representative payee from the record of the individual. b. Information regarding payments and deductibles may be released to the Department of Health and Human Services for use in administering Title XVII of the Social Security Act, as amended, and to establish, audit, and maintain account and vouchering records. c. Records may be disclosed in a court proceeding relating to any claims for benefits under Title XVIII of the Social Security Act and may be disclosed during the course of an administrative appeal hearing to individuals who need the records to prosecute or decide the appeal or to individuals who are requested to provide information relative to an issue involved in the appeal. d. Records may be disclosed to the General Accounting Office for auditing purposes and for collection of debts arising from overpayments under Title XVIII of the Social Security Act. e. Disclosure may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual. f. Pursuant to a request from an employer covered by the Railroad Retirement Act or the Railroad Unemployment Insurance Act, information regarding the status of a qualified railroad retirement beneficiary's enrollment in Medicare and premium payment status may be released to the requesting employer for the purposes of coordinating employee supplemental welfare benefits. g. If a request for information pertaining to an individual is made by an official of a labor organization of which the individual is a member and the request is made on behalf of the individual, information from the record of the individual concerning his entitlement and premium status may be disclosed to the labor organization official. h. In the event that this system of records maintained by the Railroad Retirement Board to carry out its functions, indicates a
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