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A personal conference is offered to every overpaid individual who is currently entitled to 

an annuity. A personal conference can be held in person or over the telephone. An 

annuitant requesting a personal conference must make that request in connection with 

a request for a review of the facts and/or waiver consideration. Overpayment recovery 

action is delayed pending the results of the personal conference.

The goals of the conference are to:

• provide the annuitant an opportunity to present any evidence, explanation or other 

information that would affect the overpayment review and/or waiver decision; and

• help the annuitant understand why he or she is overpaid and how the overpayment 

occurred.

We achieve these goals by allowing the annuitant to review and copy material pertinent 

to the overpayment and by discussing the overpayment with him or her at the 

conference. In the situation where the personal conference is conducted over the 

telephone, material pertinent to the overpayment is mailed to the overpaid individual. 

Likewise, if the overpaid person has any additional information or evidence for 

consideration, the overpaid person should send such information or evidence to the field 

office for review prior to the personal conference telephone call.

The field office is responsible for setting up and conducting the conference and 

preparing a report of the conference.

1230.5 Release of Folders or Material to the Field Office

Since field offices have access to Web Connect and since most material in e-file cases 

is imaged, it may not be necessary for headquarters to send any “folder” material to the 

field office for conducting a personal conference. If “folder” material does need to be 

sent to the field office, there are several options for sending it there. Recon and DRD 

specialists do not need to send any material to the field office that is already available 

through electronic means. The field has access to:

• any material that is already imaged and appears on Web Connect;

• any mainframe information they can view on systems like RRAPID or PAR; and

• any documents sent to headquarters through the field (if there is an indication the 

field office maintained a copy of what was sent into headquarters).

Headquarters will forward a summary of the facts (with references to the RR Act and 

equivalent U.S. code) and cover memorandum to the field office. There may be other 

material that should be sent as well. The annuitant may have provided pertinent 

information when the request for the personal conference was made. While preparing 

for the personal conference, Recon and DRD specialists may have developed additional 
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information that has not yet been imaged. The summary of facts and a cover 

memorandum for the conference will be sent as attachments to an EMAIL. The EMAIL 

may also contain a few facts provided by the annuitant in the request for the personal 

conference. Any hard copy documents that the field requires will be sent to the field will 

either be sent via FAX or a temporary folder. The EMAIL will inform the field office if 

any additional material is being sent and how it is being sent. When material is 

prepared for release to the field office for a personal conference, it will not include any 

items that cannot be released under the Privacy Act. 

When a folder is prepared for release to the field office for a personal conference, the 

file is purged of items that cannot be released under the Privacy Act. A summary of the 

facts concerning the overpayment with references to the RR Act and equivalent U.S. 

Code is prepared. A copy of the summary of the facts is retained in Headquarters along 

with the purged items. Before releasing the folder to the field office, the unit preparing 

the file will send an EMAIL message to the manager advising that they are sending the 

file. The folder is sent to the Bureau of Supply and Service and then forwarded to the 

field office via FEDEX. Allow 1 week for delivery.

The Reconsideration Section (RECON) takes the above actions when a personal 

conference has been requested in conjunction with a request for a review of the facts 

only, or a request for both review of the facts and waiver.

The Debt Recovery Division (DRD) takes the above actions when a personal 

conference has been requested in conjunction with a request for waiver only.

When RECON prepares a summary of facts for a personal conference, they also 

prepare a cover memorandum. If the annuitant requested both a review of the facts and 

waiver consideration, the cover memorandum explains what actions the field office 

should take to ensure that BFO-DRD gets the information needed to make the waiver 

decision. BFO-DRD needs the following information:

• A financial disclosure statement (Form DR-423); and

• A copy of the annuitant's latest income tax return, if one was filed within the last 2 

years. 

The above items are to be secured before, during, or within 30 days after the 

conference. If the field office receives these items before RECON has sent material to 

the field office for the conference, the field should forward the items to RECON 

immediately instead of holding them at the field office. 

If the above items have not been submitted before or at the personal conference, the 

annuitant should furnish them within 30 days after the conference. They should be 

submitted directly to the Debt Recovery Division. The field office should provide the 

annuitant with an envelope addressed as follows: 

Railroad Retirement Board
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Debt Recovery Division

844 North Rush Street

Chicago, Illinois 60611-2092

If the items are not submitted within 30 days after the conference, a determination on 

the waiver request will be made without them.

1230.5.1 Form G-26p

If a physical folder is being sent to the field office, form G-26p is affixed to the folder for 

routing purposes. Do not remove it from the folder. Follow the instructions on the form 

when returning the folder to Headquarters.

1230.5.2 Tracing for the Personal Conference Material or Folder

There may be a delay between the time you advise that a personal conference request 

has been received and the time you receive the personal conference material or folder. 

If you receive an inquiry from the annuitant, you may trace no sooner than 7 weeks after 

the date you first notified RECON or DRD of the personal conference request. Tracing 

with RECON or DRD should be via EMAIL.

1230.10 Annuitant No Longer Wants a Personal Conference

If the annuitant changes his (her) mind after requesting a personal conference and no 

longer wants a personal conference, secure a signed statement to that effect. If the 

annuitant still wants a review of the facts and/or waiver without the personal conference 

that should be indicated in the signed statement. Also, secure the properly completed 

"G" form attachment that was provided with the overpayment notice if he (she) does not 

want the overpayment recovered by the method stated in the overpayment letter.

If the material or the folder to conduct the conference has not yet been received in the 

field office, notify RECON immediately to inform them that the personal conference is 

cancelled. Notify RECON either by EMAIL or by telephone. After notifying RECON, 

submit the above documentation to RECON.

If material or the folder to conduct the conference has already been sent to the field 

office, notify RECON that the personal conference is cancelled using RRAILS Form FO 

PERS CONF REPORT. After imaging the report, advise Headquarters by E-MAIL that 

the personal conference report has been imaged. Assemble any pertinent material 

including documentation of your contacts with the annuitant and forward this material to 

the originating section. When the folder has been sent to the field office, return the 

folder according to the instructions on Form G-26p.
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1230.15 Annuitant's Rights in a Personal Conference

The purpose of the personal conference is to explain the overpayment and give the 

debtor an opportunity to present additional evidence that could affect the overpayment. 

This is accomplished in several ways.

The annuitant may present his (her) case orally. He (she) may be represented by legal 

counsel or any other person. The annuitant may submit evidence through documents 

or witnesses. It is the annuitant's responsibility to ask a witness to appear in his (her) 

behalf. If the witness is unable to appear, the annuitant may ask the witness to prepare 

a signed statement to be used at the conference.

The field office will advise the annuitant that material is available at the field office for 

review before the conference. The material must be available for review at least 5 days 

before the conference.

Be sure the annuitant understands that any decision made by the RRB based on 

evidence given by an adverse claimant is in the file. An adverse claimant is one who 

made an allegation or presented evidence to the RRB contrary to that presented by the 

annuitant. If the annuitant requests this adverse claimant be present at the conference, 

it is the field office's responsibility to ask the adverse claimant to voluntarily appear at 

the conference or answer a prepared list of written questions.

1230.20 Determining Who Will Conduct the Personal Conference

The manager will conduct any personal conference in the territory assigned the office 

except when he (she) is unavailable or was previously involved in the overpayment 

determination. If the manager cannot conduct the conference, he (she) will designate a 

contact representative (GS-10 or higher) in the office to conduct the conference. If 

there is no one available in the office to conduct the conference, the manager will 

contact the regional director who will determine the person to conduct the personal 

conference. When someone other than the manager conducts the conference, include 

a brief explanation in the personal conference summary prepared after the conference.

1230.25 Setting up the Personal Conference

1230.25.1 Review of Material or Folder

The person conducting the conference should review the material or folder received 

from headquarters and become familiar with the facts in the case. He (she) may 

prepare notes that for use when summarizing the case at the conference. If you need 

any additional information concerning the overpayment, call the originating office for 

assistance.
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1230.25.2 Setting up a Time and Place or Time and Date

The field office should hold the conference within 60 days of receipt of the material or 

folder from headquarters. If you cannot schedule the conference within 60 days, send 

an e-mail to the originating section indicating status of personal conference scheduling. 

Also, contact your regional office for any advice it may give.

The conference can be held by telephone or in person, whichever the annuitant prefers. 

If in person, the conference will normally be held at the field office. However, at the 

discretion of the manager, it may be held at a location more convenient for the annuitant 

such as a customer outreach program service location. The manager must consider 

conditions present in the field office (workload, travel budget, personnel, etc.) and 

proximity to the debtor before scheduling a conference outside the office.

The person conducting the conference is responsible for contacting the annuitant or his 

(her) payee to give the annuitant a choice of either an in person or telephone 

conference and to arrange the conference. Do this by telephone with a confirming 

letter. Use the RL-150, Personal Conf Appt Notice, on RRAILS as the confirming letter. 

If you cannot reach the annuitant or payee by telephone, send a letter by Certified MailReturn Receipt Requested. In either case, retain a copy of the letter for the 

Headquarters file.

If circumstances prevent the annuitant from setting a date or he (she) does not 

cooperate in scheduling a conference, send a notice to the annuitant requesting him 

(her) to contact the field office to schedule a personal conference within 30 days of the 

date of the notice. You can use RRAILS letter “CUSTOM Field Service Letter” for this 

purpose. Advice that if this is not done, he (she) will forfeit rights to a personal 

conference, and a decision will be made based on the information in file. If at the end of 

the 30-day period the annuitant has not responded, prepare an EMAIL outlining your 

attempted contacts with the annuitant. Also forward copies of letters as documentation 

of your contacts with the annuitant. 

1230.25.3 Annuitant Fails to Appear for Conference or Does Not Answer the 

Telephone

Contact the annuitant and determine why the appointment or telephone call was 

missed. If the annuitant no longer wants a personal conference, follow the instructions 

in FOM-I-1230.10. If the annuitant still wants a conference, arrange a second 

appointment or phone call and confirm it by letter. The second appointment or phone 

call should be within 30 days of the first appointment. During your contact and in your 

letter, advise the annuitant that if the second appointment is not kept the file will be 

returned to Headquarters and a decision will be made based on the evidence in file. Do 

not schedule a third appointment or phone call.

If the annuitant fails to keep the second appointment or phone call, release a letter 

advising that the file is being returned to Headquarters and a decision will be made 

based on evidence already in file. Prepare an EMAIL including summaries of your 
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contacts with the annuitant, including the dates personal conferences were scheduled. 

Also forward copies of all correspondence with the annuitant. 

1230.30 Format of the Personal Conference

Assure all parties involved that the conference is informal. You may take notes during 

the conference but direct transcription or recording must not be used by any individual 

involved.

1230.30.1 Introduction

The person conducting the conference will open by introducing all present either in 

person or via the telephone, and determining their roles. State that the purpose of the 

conference is to give the annuitant an opportunity to present his (her) case and obtain 

all relevant evidence. Also, explain the role of the person conducting the conference 

which includes: listening to the evidence; asking questions to clarify issues; assisting 

the annuitant through questions, suggestions and explanations; summarizing the 

conference; and forwarding the summary and any evidence to Headquarters for a 

review and decision. Emphasize that this is fact-finding and explain that if the request 

involves a waiver request, the decision regarding the overpayment or granting of waiver 

is made at Headquarters. Also, briefly outline how the conference will proceed.

1230.30.2 Summary

Give a brief history of the claim. Specifically state issues and dates involved in the 

overpayment determination. Generally explain the applicable provisions of the law.

1230.30.3 Annuitant Presents His (Her) Case

Ask the annuitant if the summary is a correct account of the events. Then let the 

annuitant (or representative) present his (her) case and submit evidence. You may 

allow the annuitant to tell his (her) own story and/or use a question and answer method. 

Offer any explanations or suggestions that may assist the annuitant. Try to prevent 

irrelevancies from becoming time-consuming.

1230.30.4 Witnesses

Allow the witness(es) to tell the story in their own words and/or question them if 

appropriate. You, the annuitant or his (her) representative may question any witnesses 

to determine the basis for their knowledge. You also may ask questions to clarify 

misunderstandings and facts.

1230.30.5 Inappropriate Conduct

If the conduct of the annuitant deteriorates so that orderly progress cannot be made, 

remind him (her) that the purpose of the conference is to secure all facts and that his 

(her) conduct is defeating that purpose. Attempt to mediate or clarify any 

misunderstanding. Caution the annuitant that the conference will be terminated and 
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only the evidence presented up to that point will be submitted to Headquarters if his 

(her) conduct does not improve. After that point, if the situation does not improve, 

terminate the conference.

1230.30.6 Additional Evidence

Any additional evidence the annuitant may wish to submit may be allowed if submitted 

within 30 days. Do not hold the folder pending receipt of the additional evidence.

1230.30.7 Closing the Conference

Close the conference by reviewing all the facts presented. Allow the annuitant to make 

closing remarks. Advice the annuitant that the facts and evidence presented will be 

forwarded to Headquarters for a decision. Advice the annuitant that a final decision 

from should be received from Headquarters within 90 to 180 days after all the evidence 

is submitted.

If the personal conference is for review of the facts only and it is apparent that the 

annuitant agrees with the overpayment, the person who conducted the personal 

conference should ask the annuitant if he (she) wants to select a method of recovery at 

that time.

If the personal conference involves waiver and it is apparent that the annuitant agrees 

with overpayment, and does not believe the conditions for waiver will be met, the person 

who conducted the personal conference should ask the annuitant if he would like to 

withdraw the request for waiver and select a method of recovery at that time. If the 

annuitant wishes to withdraw their request for waiver, secure a statement to that effect.

Under no circumstances should you offer the annuitant a method of recovery not 

already offered on the Form G-421 attachment provided with the overpayment notice. If 

the annuitant requests an alternate means of recovery not already offered, contact DRD 

to discuss the request. Document any agreement by DRD to an alternative means of 

recovery and submit the signed statement withdrawing the request for waiver to 

Headquarters.

In a case where the annuitant requested a Review of the Facts and a personal 

conference but not waiver consideration, DRD will honor the waiver request if the 

annuitant requests waiver at the conference. 

1230.35 Documentation and Notification to Headquarters

1230.35.1 Personal Conference Summary on RRAILS Form FO PERS CONF 

REPORT

Prepare and image a summary of the personal conference on RRAILS Form FO PERS 

CONF REPORT. Advice Headquarters by E-MAIL the report has been imaged. The 

report should include:
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A. The place and date of the in-person conference, or the time and date of the 

telephone conference, and a brief explanation if the in-person conference was 

held outside the district office;

B. A brief explanation if the manager did not conduct the conference;

C. The format of the conference, a summary of the facts and evidence presented, 

and important discussion points made during the conference;

D. Your personal observations and impressions gained during the conference; 

E. Information regarding whether the annuitant refused to select a method of 

recovery; and

F. Your recommended decision.

G. What documents or evidence, if any, the annuitant will be submitting within the 

next 30 days.

1230.35.2 Information Submitted to Headquarters

This should include:

A. Form G-66a;

B. Form DR-423, which has been reviewed and discrepancies reconciled, if waiver 

is requested;

C. Properly completed "G-421" series form attachment that was provided with the 

overpayment notice in the event that the annuitant's request for waiver and/or 

review of the facts is denied;

D. Documentation of contacts with the annuitant; and

E. Any additional evidence submitted within 30 days of the conference.

1230.35.3 Releasing the Conference Results to Headquarters

When the field office completes the conference, they should image the summary of the 

conference on RRAILS Form FO PERS CONF REPORT and advise Headquarters by 

EMAIL to the Recon or DRD specialist handling the case that the report has been 

imaged. Also, advise whether other material is to follow in the mail or by FAX. It is not 

necessary for the field office to return any material that was faxed to them. However, if 

any original material was mailed to the field office or if the field office developed material 

before, during, or after the conference, that material should be Faxed or mailed back to 

the Recon or DRD specialist. The field office should send any waiver-related material, 

such as tax returns and the DR-423 directly to DRD.
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Folders are returned to the originating section according to the instructions on Form G26P. Insert all the necessary information in the folder and return it to Headquarters as 

soon as possible after the conference is held. Do not hold submission of the 

conference report for receipt of Form DR-423, the income tax return, other statements 

from the annuitant regarding the waiver request, or any evidence being submitted for 

any other reason. Advise the annuitant that this evidence should be submitted within 30 

days. If circumstances prevent you from immediately returning the folder, give a brief 

explanation in your summary and submit the entire package to Headquarters as soon 

as possible. 

1230.40 Tracing the Headquarters Decision

If the annuitant inquires concerning the Headquarters decision, you may trace the 

appropriate section no sooner than 8 weeks after you returned the case to 

Headquarters. Tracing with BFO-DRD should be via EMAIL. Tracing with RECON can 

be either by EMAIL or by telephone.
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