Your Duties 

as 

Representative Payee

Representative Payee’s

Record

Railroad Retirement Board

Chicago, Illinois 60611-1275

Visit our website at www.rrb.gov

 RB-5 (07-23)

Form Approved

OMB No. 3220-0052
Events Which Must Be Reported to the RRB

A representative payee is responsible for knowing what events will 

affect the benefi ciary’s continuing right to monthly benefi ts. The 

payee is also responsible for promptly reporting the occurrence of 

such events to the Railroad Retirement Board (RRB). The events 

are as follows:

The benefi ciary marries, remarries, or divorces.

Your address changes.

The benefi ciary’s address changes.

The benefi ciary is convicted of a felony.

The benefi ciary performs any work, including self-employment.

The benefi ciary begins to receive a public service pension, or 

there is a change in the amount of the pension.

An application for social security benefi ts is fi led for the benefi ciary 

on any person’s earnings record.

The benefi ciary is outside the United States for more than 30 

consecutive days.

The benefi ciary dies.

A student benefi ciary graduates from high school or ceases fulltime attendance.

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You have accepted the responsibility of receiving and using

Railroad Retirement Act annuity payments or health insurance 

benefi ts for another person.

Payments will be made to you for the beneficiary because it has 

been decided that this will best serve the interest of the benefi ciary. 

When payments are made in this way through a representative 

payee, it is generally because they are for a child or an adult who 

is incapable of using the benefi ts in his or her own interest.

This booklet discusses your responsibility in handling the 

beneficiary’s railroad retirement benefit payments. The nearest 

Railroad Retirement Board office will be glad to answer any 

questions you have. Railroad Retirement Board offices are open to 

the public from 9:00 a.m. to 3:00 p.m., Monday through Friday. If 

you need to speak to an RRB representative, call 1-877-772-5772.

Note: If you live outside the United States, you will want to keep 

in touch with your nearest U.S. Foreign Embassy.

1. What are my duties as a representative payee?

Your job is to use the railroad retirement benefi ts you receive for

the beneficiary in his or her best interest. To do this you must 

keep yourself informed of what the beneficiary needs. This is 

particu-larly important when the beneficiary does not live in your 

home. You must also report (for the beneficiary) certain events 

which can affect the payment of his or her railroad retirement 

benefi ts, and, upon request, you must be able to account for what 

you did with the benefi ts paid to you on behalf of the benefi ciary.

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2. What should I do with the railroad retirement benefi ts?

Since railroad retirement benefi ts are intended to replace part of 

the income on which most families are dependent and which is 

lost because of the disability, retirement, or death of the worker, 

the benefi ts will ordinarily be used to provide for the benefi ciary’s 

basic needs. First consideration must always be given to using the 

benefi ts for the person’s day-to-day maintenance. This includes 

paying the expenses for food, shelter, and clothing, and meeting 

personal needs, such as pocket money if the person is able to use 

it. Beyond this, benefi ts may be used to take care of special needs 

the person may have, such as school expenses, rehabilitation or 

medical expenses, and other purposes that are in the benefi ciary’s 

best interest.

When you use your own or other money to support the benefi ciary, 

railroad retirement benefi ts which are not required for the benefi -

ciary’s current support and needs must either be saved or otherwise 

invested. However, the money may sometimes be used for the support of a legally dependent spouse, child, or parent. (See question 6).

If you decide to use your own or other money instead of the railroad retirement benefi ts for the current support of the benefi ciary 

and save or invest the benefi ts for him or her, you cannot ordinarily use the conserved benefi ts to repay others or yourself later. 

3. What should I do if the benefi ciary is receiving health care

under the Medicare health insurance program?

When a person having health insurance protection receives medical treatment or care, you should:

Read Booklet RB-12, “Welcome to Medicare.”

Have the person’s health insurance card available.

Keep records of the services received and of the expenses 

incurred or paid.

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See that the proper claims are made for Medicare benefi ts.

You can get health insurance information at any Railroad Retirement 

Board offi ce.

4. How must I account for the railroad retirement benefi ts?

Your relationship to the benefi ciary has become like that of a 

trustee now that you have been chosen as a representative payee. 

One of your key fi duciary responsibilities in this relationship is 

to maintain appropriate records and documentation pertaining to 

your use of benefi t payments on the benefi ciary’s behalf. At the 

Railroad Retirement Board’s (RRB) request, you will be expected 

to provide the necessary information to account for your use of the 

funds. Periodically, you will be asked to complete a representative 

payee report which will include the following questions:

How were the railroad retirement benefi ts available during the 

year used for the support of the benefi ciary (room, board, clothing, medical and dental care, personal needs, etc.)?

How much of the railroad retirement benefi ts did you save for 

the benefi ciary?

How did you invest the savings? (See question 8 of this booklet.)

Where did the annuitant live during the year?

What was the annuitant’s amount of income from other sources 

during the year?

In order to complete the questionnaire correctly, you must keep 

current records of railroad retirement payments you receive and of 

what you do for the benefi ciary with the proceeds of the payments. 

This booklet contains a representative payee’s record designed to 

help you keep accurate records. Additional records may be obtained from any RRB offi ce. You should retain these records for 

four years.

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5. How should I use the railroad retirement benefi ts of a person who is in a nursing home or other institution?

Priority should be given to using benefi ts for “current maintenance 

needs” of a benefi ciary who is a patient in a Federal, State, or private 

institution because of his or her physical or mental incapacity. “Current maintenance needs” include the usual charges the institution 

makes for providing care and maintenance.

You should communicate with an offi cial of the institution or the 

designated State offi cer and arrange, if required, to pay part of the 

benefi ts to meet the charges for the benefi ciary’s care and support. 

You may not be required to use the benefi ts to pay maintenance 

charges when:

The benefi ciary’s total assets are small, or

The benefi ciary’s legally dependent spouse or children need to 

use part of the benefi ts for their own support, and maintenance 

charges are waived because of the needs of the benefi ciary’s 

family.

You are not required to use the railroad retirement benefi ts to pay 

maintenance charges when:

The benefi ciary is in a veteran’s hospital, or

The benefi ciary has insurance or other assets that are being used 

to meet the charges.

When arranging to pay a certain amount regularly for the benefi -

ciary’s care and maintenance, you should make sure you will still 

have enough money left to pay for some of the things the benefi -

ciary needs that are not customarily provided by the institution. 

You can fi nd out about these things by talking or writing to the 

hospital superintendent, the doctor in charge, or the social worker. 

The following are most often needed by patients in public hospitals and may be paid from railroad retirement benefi ts to help them 

keep up their morale, self-respect, and confi dence.

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Personal clothing which is clean, well fi tting, and in good 

style.

Supplies and articles necessary for personal grooming and 

care.

Other things not supplied by the hospital such as books, 

and magazines.

Eyeglasses, false teeth, hearing aids, medical and dental care.

Transportation for trial visits to relatives or to places where the 

patient can be helped to recover. A little each month may be 

saved to pay the expenses of these visits.

Transportation of a close relative, or the representative payee to 

visit the patient in the hospital. Use of benefi ts for transportation 

will be allowed when costs are reasonable and necessary and the 

visits are in the benefi ciary’s best interest.

Supplies and equipment to help the patient learn a trade or 

hobby; such as materials for metal or leather work, needlework, 

or furniture making.

6. When may railroad retirement benefi ts be used to support the

benefi ciary’s legally dependent spouse, legally dependent child,

or legally dependent parent?

If the current maintenance needs of a benefi ciary are being met, you 

may use part of the railroad retirement benefi t payments you are 

receiving for the benefi ciary to support his or her legally dependent 

spouse, legally dependent child, or legally dependent parent. If you 

are not sure of an expenditure, consult your local RRB offi ce before 

using the railroad retirement benefi ts to support the benefi ciary’s 

legally dependent spouse, legally dependent child, or legally dependent parent.

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7. May I pay old bills of the person for whom I am receiving

railroad retirement benefi ts?

Under the Railroad Retirement Act, benefits you are receiving on 

behalf of another person generally may not be taken away from you 

by someone who is trying to collect old bills. This provision makes 

sure that the benefi ciary will have benefi ts available to pay day-today expenses. Therefore, the benefi ts you are receiving on behalf 

of the benefi ciary should not ordinarily be used to pay bills owed 

by the benefi ciary before the fi rst month for which railroad retirement 

benefi ts were payable to you as a representative payee. Railroad retirement benefi ts may, however, be used to make payments on the benefi ciary’s house and to pay his or her taxes and insurance premiums. 

If you feel that the benefi ciary’s daily needs are being fully met and 

payment of an old bill would be in his or her best interest, discuss 

the situation with a representative at the nearest RRB offi ce before 

paying the bill.

8. How should I invest the railroad retirement benefi ts I am

receiving on behalf of the benefi ciary?

You should invest the amount of the railroad retirement benefits 

that will not be needed by the beneficiary in the near future as a 

trustee would invest money from an estate. Preferred investments 

are U.S. Savings Bonds, but you may also, for example, deposit 

money in an insured account in a bank, trust company, or savings 

and loan association where it can draw interest. You should not keep 

money in your home where it may be lost or stolen. Neither should 

you mingle it with your own or other funds. U.S. Savings Bonds 

bought for a minor benefi ciary should be registered as follows:

“(Name of Benefi ciary—His or her Social Security Number) a 

minor benefi ciary for whom (Your Name) has been designated representative payee by the Railroad Retirement Board.”

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U.S. Savings Bonds bought for an incapacitated adult benefi ciary 

should be registered as follows:

“(Name of Benefi ciary—His or her Social Security Number) an 

incapacitated adult benefi ciary for whom (Your Name) has been 

designated representative payee by the Railroad Retirement Board.”

Because the money you receive as a representative payee belongs 

to another person, bank accounts and other accounts should be registered in a way that shows the money in trust for the true owner. 

For example:

“(Name of Benefi ciary) by (Your Name), representative payee,” and 

“(Name of Benefi ciary) by (Your Name), trustee.”

9. What should I do with the railroad retirement benefi ts I have

saved if I cease to be the representative payee for the benefi ciary

or if the benefi ciary dies?

If you are no longer going to serve as representative payee, you 

will generally be required by the RRB to turn over all the railroad 

retirement benefi ts you have saved to a new representative payee 

or to the benefi ciary. If the benefi ciary dies, any of his or her benefi ts 

which you have saved or invested belong to his or her estate, and must 

be turned over to the legal representative of the estate for distribution 

in accordance with State law or must otherwise be handled in accordance with State law. You should be able to get information about the 

State law on this matter from your probate court or attorney.

10. What must I report about changes in the care and guardianship of the benefi ciary?

Payments to a representative payee are made on the basis of his or 

her current responsibility for the benefi ciary or his or her relationship to the benefi ciary. The following events which may affect 

the basis of the initial selection of a representative payee must be 

reported to the Railroad Retirement Board:

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The benefi ciary is restored to competency by a State court.

You are discharged as the legal guardian.

A legal guardian is appointed or guardianship changes.

You are no longer responsible for the beneficiary’s care 

and welfare.

The benefi ciary leaves your custody.

11. Where can I get additional information?

When you are uncertain if the proposed use of a benefi t is proper,

write, phone, or visit the nearest Railroad Retirement Board 

office. Railroad Retirement Board offices are open to the public 

from 9:00 a.m. to 3:00 p.m., Monday through Friday. To speak to 

an RRB representative, call 1-877-772-5772.

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Representative Payee’s Record

for the Period

From:

Through:

Purpose of This Account Record

You have accepted the responsibility of receiving and using railroad retirement benefi ts for another person. Periodically the Railroad Retirement Board (RRB) will ask you to report:

The amount of railroad retirement benefi ts you receive on behalf 

of the benefi ciary; and

How you use the money in the interest of the benefi ciary.

(Note: You also will be asked the amount of the benefi ciary’s 

income other than railroad retirement benefi ts, but you will not 

be asked how you spent these other funds.)

You must keep a record showing the benefi ciary’s total income, how 

much in railroad retirement benefi ts you receive on his or her behalf, 

and how these benefi ts are used. You may already have a method 

of keeping track of it; if not, this booklet may help you. By using 

the next few pages to keep track, you will be able to complete your 

report promptly when you are asked to do so.

The RRB will let you know when your report is needed and how to 

make it. (Note: Since this account record is for your convenience, 

do not send it in with your payee report.)

If you fi nd that this booklet is useful, you can get additional copies 

from our website at www.rrb.gov or the nearest RRB offi ce. In addition, the people there will be glad to answer any questions you have 

about your responsibilities as a representative payee.

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1. Information about Benefi ciary

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From

To

From

To

From

To

From

To

From

To

From

To

From

To

From

To

1

2

3

4

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Name and address of each person or institution 

where benefi ciary lived when not with you Dates not with you

If the benefi ciary does not live with you during any part

of the report period, complete the following:
2. Total Income Received

During Accounting Period

for Benefi ciary’s Use

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Month

and 

Year

Amount of

Railroad 

Retirement 

Benefi ts

Name of Agency or

Other Source

Amount 

Received

Other Income

Totals
3. Total Expenditures for Months Beneficiary Lives with You

Complete the following if benefi ciary lives with you during part of the accounting period. (Under “Medical and Dental Care,” include health insurance premiums and any medical expenses not reimbursed by insurance.)

Room and Board Clothing Spending Money Medical and Dental Care

 Specify each Amount and PurposeNeeds, Hobbies, etc.)Other Purposes (Insurance, Taxes, School 

Total

Date Amount Date Amount Date Amount Date Amount Date Amount Purpose

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4. Total Expenditures for Months Beneficiary Does Not Live with You

Complete the following if benefi ciary does not live with you during part of the accounting period.

Care and Maintenance 

(or Room and Board) Clothing Medical and Dental Care

Personal Needs (Spending money, canteen or 

commissary funds, etc.).

Other Purposes (Life insurance, taxes, travel costs for you to visit benefi ciary or benefi -

ciary to visit home, etc.) Specify each Amount and Purpose

Date Amount Date Amount Date Amount Date Amount Date Amount Purpose

Total

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Railroad retirement funds on hand at beginning of period (Include cash, checking and savings accounts, 

bonds, etc.)

Add total railroad retirement benefi ts received during 

period.

Total railroad retirement funds available.

Subtract total amount used during the accounting 

period.

Balance remaining at end of period.

(This amount will be shown as the total amount of 

railroad retirement benefi ts you have on hand at the 

beginning of the next accounting period.)

Show below how the balance from “E” is held, saved, or invested:

$

+$

=$

$

-$

Manner in which held,

 saved, or invested Amount

How title or ownership

 is shown

Checking account:

Bank name:

Address:

Insured savings account:

Bank name:

Address:

U.S. Savings Bonds

(Face value)

Other—Specify

A.

B.

D.

C.

E.

5. Summary of Railroad Retirement

Funds Received and Spent

During the Accounting Period
NOTES

You may wish to use this space to add fi gures or write down reminders. If the benefi ciary does not live with you during some 

months, you may wish to jot down information which shows how 

you know about his or her needs during those months (such as 

names of persons giving you this information, dates you visit the 

benefi ciary, or dates you get in touch with the hospital or person 

caring for him or her).
Nondiscrimination on the Basis 

of Disability

Under Section 504 of the Rehabilitation Act of 1973 and 

Railroad Retirement Board (RRB) regulations, no qualifi ed person may be discriminated against on the basis 

of disability. The RRB’s programs and activities 

must be accessible to all qualifi ed applicants and benefi ciaries, including those with impaired vision or hearing. 

Disabled persons needing assistance should contact the 

nearest RRB offi ce. Complaints of alleged discrimination by the RRB on the basis of disability must be fi led 

within 90 days in writing with the Director of Administration, Railroad Retirement Board, 844 North Rush 

Street, Chicago, Illinois 60611-1275. Questions about 

individual rights under this regulation may be directed 

to the RRB’s Director of Equal Opportunity at the same 

address.