FOM1 145

FOM1 145 Reports of Death Revised Sept 6, 2019 Page 1 of 10

Reports of the death of an employee, applicant, or beneficiary received from a 

reliable source are considered first party reports and benefits must be terminated 

timely. Reliable sources include a representative payee, spouse, close relative, 

funeral director, physician, attorney, railroad employer, or labor organization. 

Action should be taken in accordance with one of the following sections, if 

appropriate. 

145.5 Deceased Receiving Monthly Payments

When the report of death concerns an individual receiving monthly payments, 

take action to stop the release of monthly checks (see FOM-I-115.40), and 

advise how any subsequent checks received should be returned.

Note: When a report of death concerns a third party individual, who is receiving 

monthly legal partition payments, complete a First Notice of Death (FNOD) 

transaction on Application Express (APPLE). Send an email to the RPS Legal 

Partition group mailbox notifying them of the recipient’s death, and advise that the 

partition amount should be restored to the employee. 

The Legal Partition/Garnishment Unit will create a USTAR referral; i.e. “Third Party 

Died” (TPD). The examiner handling the referral will take action to restore the 

employee’s annuity to its full amount. The examiner has 60 days from the date that 

the case is assigned to make the adjustment. 

145.10 Initiating Development for Survivors

When you receive an initial report of death, complete a First Notice of Death 

(FNOD) transaction on Application Express (APPLE). See FOM 1581.25.1 for 

instructions. 

When returning a check to the U. S. Treasury, enter the following information in 

the lower left-hand corner of the check above the MICR line: 

• Died 

• Month and Year 

• Your field office number 

Also, enter the returned check(s) information on the FNOD transaction to record 

the return of the check. 

If the report of death is from eligible survivors, develop an application and supporting 

evidence from each prospective applicant for entry on the APPLE system. If you are 

unable to determine what survivor benefits are payable, if any, based on the 

resources available to you, use Form RL-94-F as a "lead" form for such 

development. Send the Form RL-94-F to the nearest known surviving relative, or to 
FOM1 145

FOM1 145 Reports of Death Revised Sept 6, 2019 Page 2 of 10

"The Family, or Friends of Family" of the deceased at the last known address. (See 

FOM 1-1745). 

145.10.1 Pending/Tracing of Form RL-94-F 

Pend your file for 30 days for return of Form RL-94-F. If it is not returned after 30 

days, trace with Form RL-57-B-F. If it is still not returned after the 15 days 

prescribed on the Form RL-57-B-F, abandon development. Retain the material in 

the field office file. Do not forward any materials involving the abandonment of 

the development of survivor applications to headquarters.

145.10.2 Assignments from HQ 

Upon receipt of a report of death from any source other than a field office, 

examiners will complete a FNOD transaction on APPLE, entering the appropriate 

field office’s number on the transaction. By doing so, the appropriate field office 

will be notified through the SURPASS pending list to initiate development. 

Names and addresses of known survivors, and the appropriate applications to be 

developed, will be indicated, if possible. 

145.10.3 SSA/CMS Death Match Operations 

The Railroad Retirement Board (RRB) receives monthly files containing death 

reports from the Social Security Administration (SSA) and the Centers for 

Medicare & Medicaid Services (CMS) for computer matching processes. The 

purpose of the computer matches is to help ensure the accurate payment of 

benefits through prompt investigation of reports of annuitant death and the 

termination of erroneous payments. The SSA/CMS/RRB Death Match Letters 

and SSA/CMS/RRB Death Match Suspensions are automated processes that 

matches PREH database records to the SSA and CMS death files, sends out 

verification letters (RL-75), and if no reply is received, the system automatically 

suspends all matched cases 30 days after the release date of the letters. 

A. PEMS-PES UI/SI/Dis/Fld Actions –The SSA/CMS/RRB Death Match is 

tracked by PEMS-PES UI/SI/Dis/Fld personnel through RRAPID’s 

“DTHMATCH”. This program can remove an annuitant from the 

automated suspension action by entering a “Y” on the “ERRONEOUS 

NOTICE OF DEATH” field. PEMS-PES UI/SI/Dis/Fld also investigates 

referrals created by the automated program to determine if beneficiaries 

suspended for over 90 days should be terminated. 

Once an annuitant's death has been verified, PEMS-PES UI/SI/Dis/Fld will 

terminate the benefits and create a FNOD) transaction. PEMS-PES 

UI/SI/Dis/Fld will also enter the following message in the remarks section 

of the FNOD record:

"If DOD is erroneous, please notify the PEMS-PES UI/SI/Dis/Fld 

Supervisor" 
FOM1 145

FOM1 145 Reports of Death Revised Sept 6, 2019 Page 3 of 10

B. 

Field Office Actions – The RL-75 letters are released after the 20th of 

every month and can be viewed in the Imaging system the following day. 

In the event an erroneous report of death is received, contact the 

supervisor in PEMS-PES UI/SI/Dis/Fld prior to any reinstatement action to 

reconcile the erroneous report. The telephone number of the PEMS-PES 

UI/SI/Dis/Fld supervisor is 312-751-4388. 

Field office involvement will be requested only as a last resort, when all 

attempts by PEMS-PES UI/SI/Dis/Fld to verify the information prove to be 

unsuccessful. If an assignment is received, the field office is to promptly 

handle as follows: 

• Personally visit the address shown on the annuitant's record. 

• If you are able to see the annuitant and verify his or her identity 

when you visit the known address, you know the report of death is 

erroneous. Contact the PEMS-PES UI/SI/Dis/Fld supervisor of your 

findings. The telephone number of the PEMS-PES UI/SI/Dis/Fld 

supervisor is 312-751-4388.

• If you are unable to see the annuitant because the annuitant is 

deceased, terminate benefits immediately and contact the PEMSPES UI/SI/Dis/Fld supervisor of your actions. 

• If personal contact cannot be made with the annuitant, proceed to 

investigate the report of death through reliable sources; e.g. a 

representative-payee, spouse, close relative, funeral director, 

physician, attorney, railroad employer, or labor organization. 

• If it appears evident that the annuitant is deceased, suspend benefits 

immediately and contact the PEMS-PES UI/SI/Dis/Fld supervisor of 

your actions. 

• All assignments must be concluded with a definitive report that the 

annuitant is alive or deceased. 

If annuity payments were made after the confirmed date of death, the case 

is referred for an overpayment determination and recovery action. 

145.15 Action To Be Taken Upon Return Of Form RL-94-F 

145.15.1 Form RL-94-F Indicates Development Not Required

When the RRB has jurisdiction and the completed Form RL-94-F indicates there 

are no eligible survivors, image the Form RL-94-F and retain in the field office 

file. (Do not forward to Headquarters.) 
FOM1 145

FOM1 145 Reports of Death Revised Sept 6, 2019 Page 4 of 10

145.15.2 Possible Payment to Foreign Beneficiaries Indicated 

When information indicates that there are survivors eligible for insurance 

annuities or an LSDP (Lump Sum Death Payment) who reside in a foreign 

country, enter the information from the Form RL-94-F and the assignment 

number of the appropriate field office, i.e. the field office assignment number, on 

APPLE as indicated in FOM 145.10. 

145.15.3 RL-94-F Indicates Governmental Unit Eligible

Forward to headquarters the completed Form RL-94-F and related 

correspondence when it appears that the only possible beneficiary is a state or 

local governmental unit (including a state or local government welfare agency) 

which is equitably entitled to an LSDP but which has made no inquiry concerning 

the benefit. 

NOTE: Do not solicit applications from state or local governmental units, 

including state or local governmental welfare agencies, which are equitably 

entitled to LSDPs, except where instructions to do so are received from 

Headquarters. 

It is the policy of the RRB not to solicit applications in such cases unless a 

residual will be payable, and/or there are other beneficiaries involved. However, 

an application and any assistance required should be furnished any such 

governmental unit which is equitably entitled and makes inquiry concerning the 

benefit. Any county unit in Indiana or Montana that has made an allowance 

toward the burial expenses of a veteran may not file for reimbursement according 

to Section 59-1009 of Indiana statutes and Section 71-120 of Montana statutes. 

See FOM-I-605 for elaboration. 

145.15.4 RL-94-F Indicates Eligible Survivors 

A. Eligible survivors reside in your area - If there are eligible survivors 

residing within the territory served by your field office, develop an 

application and supporting evidence from each prospective applicant. 

B. Eligible survivors reside in another field office area - If a returned Form 

RL-94-F indicates there are eligible survivors outside of your area, follow 

the instructions in FOM I-1581 which explain how to enter the information 

from the RL-94-F on APPLE. Be sure to include the assignment number 

of the field office serving the area where the eligible survivor is located. 

The originating field office should retain the original Form RL-94-F if there 

are eligible survivors located in its area; if not, the original Form RL-94-F, 

together with any related correspondence, should be forwarded to the 

office serving the area where most of the survivors reside. 
FOM1 145

FOM1 145 Reports of Death Revised Sept 6, 2019 Page 5 of 10

145.15.5 Form RL-94-F Indicates Burial Expenses Not Yet Paid 

When the Form RL-94-F indicates that there is no survivor eligible for an annuity 

in the month of death and no widow(er) eligible for the LSDP by virtue of 

relationship, the B/E has not been paid and shows the person who intends to pay 

the B/E, contact the person by phone to obtain the information needed to enter 

an application on APPLE. If you are unable to reach the person by phone, use 

Form RL-54-F to transmit an application by mail. The letter explains the 2-year 

filing limitation and how payment can be authorized to the funeral home. Pend 

the case for 30 days. If no response is received, image and retain both Form RL94-F and Form RL-54-F in the field office file. Do not forward any materials 

involving the abandonment of the development of survivor applications to 

headquarters. 

145.15.6 Referral to SSA 

When information furnished in reply to the questions on Form RL-94-F indicates 

that SSA has jurisdiction, refer the inquirer to the servicing SSA district office. In 

addition, follow the instructions in FOM 1581.20 to enter or change a current 

connection on APPLE. 

If a person who has been referred to SSA again gets in touch with an RRB office 

for the purpose of filing a claim because SSA told him or her that no benefits are 

payable under the Social Security Act, accept and develop the application in 

APPLE even though it appears that there is no insured status under the Railroad 

Retirement Act. The current connection will be verified by headquarters when 

the application is submitted. No erroneous payment will result from your action.

145.15.7 Form RL-94-F Returned as Undeliverable 

When Form RL-94-F is returned as undeliverable, and you have exhausted all 

means of locating survivors, abandon the case, image the undelivered RL-94F 

and envelop, and notate the field office file that all reasonable efforts to locate 

survivors have been unsuccessful. 

145.20 Erroneous Reports Of Death 

An erroneous report of death occurs when an individual is reported to be 

deceased but is actually alive. The erroneous report may be the result of an 

administrative error or, if the individual is an annuitant, the erroneous report could 

be the result of the annuitant’s annuity payment being returned by the Postal 

Service or his or her financial institution (FI), or a PAM termination transaction 

from SSA.

NOTE: An erroneous report of death does not include an “incorrect or 

discrepant date of death”. An incorrect date of death occurs when the individual 

died but the reported month and/or year of death is earlier or later than the actual 
FOM1 145

FOM1 145 Reports of Death Revised Sept 6, 2019 Page 6 of 10

month and/or year of death. A discrepant day of death occurs when the reported 

day of death is earlier or later than the actual day of death. The month and year 

of death are correct. Also see RCM 6.6.141. 

145.20.1 Death Terminations Entered On APPLE

Death terminations entered on the APPLE system are processed nightly. When 

an error is discovered, promptly determine what corrective actions are 

necessary. In some cases, the APPLE FNOD and FAST-S/T transactions can 

be deleted; avoiding the need to reinstate the annuity. 

• Error discovered before APPLE and FAST-S/T processing

If the error is discovered on the same day as the initial entry, but before

nightly processing has occurred, the FNOD transaction can be deleted (Refer 

to the FOM 1581.25.4 for instructions on deleting a pending APPLE FNOD 

transaction). The deletion of the FNOD on APPLE will also delete the 

pending transaction on FAST-S/T. This action will prevent the annuity from 

being terminated and a Death Notification Entry (DNE) from being released to 

the FI.

• Error discovered after APPLE processing but before FAST-S/T processing

If the error is discovered after nightly processing has occurred and the 

termination action is still pending on FAST-S/T, the pending transaction can 

be deleted from FAST-S/T (see FOM-I-1565.60). This action will prevent the 

annuity from being terminated.

Additionally, the annuity status on APPLE must be corrected from FNOD to 

ERRDTH (erroneous death). Indicate in the remarks section of the FNOD 

screen that the death report was erroneous, i.e. “Date of death of 01-02-14 is 

erroneous. Annuitant is alive”. Refer to FOM1 1581.25.4 for instructions on 

correcting an APPLE FNOD record.

NOTE: If benefits are paid via EFT, a DNE will be released to the FI. The 

FI’s Automated Clearing House (ACH) department must be notified that the 

DNE was released to them in error, not to return any payments, and to 

remove any death alert indicators from their records.

• Error discovered after APPLE and FAST-S/T processing

If the error is discovered after nightly processing has occurred and the FASTS/T transaction has also processed, the annuity will be terminated and must 

be manually reinstated. Also, the annuity status on APPLE must be corrected 

from FNOD to ERRDTH (Refer to FOM1 1581.25.4 for instructions on 

correcting an APPLE FNOD record). The remarks section of FNOD screen 
FOM1 145

FOM1 145 Reports of Death Revised Sept 6, 2019 Page 7 of 10

must indicate that the death report was erroneous, i.e. “Date of death of 01-

02-14 is erroneous. Annuitant is alive”. 

NOTE: If benefits are paid by EFT, a DNE will be released to the FI. The FI’s 

ACH department must be notified that the DNE was released to them in error, 

not to return any payments, and to remove any death alert indicators from 

their records.

IMPORTANT: The RRB receives death reports from the SSA and CMS computer 

matching processes (see section FOM1 145.10.3). These reports are thoroughly 

investigated by PEMS-PES UI/SI/Dis/Fld. If the following message appears in 

the remarks sections of the APPLE Notice Of Death screen: 

" IF DOD IS ERRONEOUS PLEASE NOTIFY PEMS-PES 

UI/SI/DIS/FLD SUPERVISOR ", 

the erroneous death report must be reconciled prior to any reinstatement action. 

The telephone number of the PEMS-PES UI/SI/Dis/Fld supervisor is 312-751-4388.

145.20.2 Death Terminations Because of Returned Payments or PAM

If the source of the erroneous report of death is a returned payment or PAM 

transaction activity, there is nothing to prevent the annuity from being terminated, 

even if the activity is waiting to be processed. The annuity will have to be 

manually reinstated. 

NOTE: The RRB will not release a DNE to the FI when the source of the 

erroneous report of death is a returned payment or PAM transaction. However, it 

is possible for the FI to have received a DNE from another government agency. 

If the annuitant’s benefits were paid via EFT, it is recommended that you notify 

the FI that the annuitant is not deceased. 

145.20.3 Erroneous Report of Death of an Employee

If an erroneous report of death is received for an employee who has not yet filed 

an annuity application, complete and forward Form GL-7 to Policy & Systems – 

Compensation & Employer Services Center (P&S-CESC). P&S-CESC will 

correct the employee's record on the Employment Data Maintenance (EDM) 

system. 

145.20.4 Erroneous Report of Death of an Annuitant 

If an erroneous report of death is received for an annuitant and the annuity has 

been terminated, or a returned payment or PAM transaction termination activity is 

pending, send a “high priority” e-mail message to the Customer Service 

Representative in the Retirement Benefits Division (RBD) or the Survivor 

Benefits Division (SBD), depending on the annuitant type. The e-mail message 
FOM1 145

FOM1 145 Reports of Death Revised Sept 6, 2019 Page 8 of 10

must clearly identify the erroneously terminated annuitant and verify the address 

and representative payee, if any, information displayed on DATAQ. 

IMPORTANT: The RRB does not have authority to adjudicate social security 

(SS) benefits certified to the agency for payment without the prior approval of 

SSA. If the annuitant is receiving an SS benefit paid by the RRB, the terminated 

SS benefit cannot be reinstated unless approval is first received from SSA. 

Exception: If any of the conditions listed below are met and documented and, 

the RRB did not receive a PAM termination transaction from SSA, the SS benefit 

can be reinstated without prior approval from SSA:

• The erroneous report of death was due to administrative error, i.e. wrong 

payee terminated. Document the error in the e-mail message to RBD or SBD

Customer Service Representative. 

• The FI or postal service returned a payment in error and furnished the RRB 

with a signed statement attesting to the error. Fax the statement to the RBD 

or SBD Customer Service Representative. The Customer Service 

Representative will image the statement. 

• A second payment was returned for death, based on the first erroneous report 

of death, after the benefit was reinstated.

• A face-to-face interview was conducted with the annuitant in question by an 

official representative of the RRB, e.g. contact representative. 

Documentation must be a written statement by the interviewer, signed by the 

supervising manager, and faxed to the RBD or SBD, Customer Service 

Representative. The Customer Service Representative will image the 

statement. 

NOTE: If a PAM termination transaction was received, advise the annuitant to 

contact SSA immediately. Documentation that will support reinstating the benefit 

should be faxed to the RBD or SBD Customer Service Representative. The 

Customer Service Representative will fax Form RR-4, RRB Priority Action Fax 

Sheet with an RR-3, Report of Events Affecting SSA Payment, to the appropriate 

SSA Program Center. This will help expedite reinstatement of the SS benefit. 

145.20.5 Actions by the Field Office 

In addition to reporting the erroneous death report to the RBD or SBD Customer 

Service Representative, field offices are also responsible for the actions 

described in items a through d below.

a. APPLE FNOD Record. Field offices are responsible for correcting the 

APPLE FNOD record and deleting any pending FAST-S/T transactions. 

See FOM-I-1565.60 for instructions on how to delete a pending FAST-S/T 
FOM1 145

FOM1 145 Reports of Death Revised Sept 6, 2019 Page 9 of 10

transaction. Refer to FOM 1581.25.4 for instructions on how to 

correct/delete an APPLE FNOD record.

b. DNE. If benefits are paid by EFT, a DNE will be released to the FI. Field 

offices are responsible for telephoning the FI’s ACH department and 

informing them that the reported death was in error, not to return any 

payments, and to remove any death alert indicators from their records. 

While most financial institutions will cooperate, field offices should also 

instruct annuitants to contact their financial institution to ensure the death 

report is removed. Use the on-line Financial Organization Master File 

(FOMF) to obtain the FI’s telephone number. 

NOTE: The RRB will not release a DNE to the FI when the source of the 

erroneous report of death is a returned payment or PAM transaction. 

However, it is possible for the FI to have received a DNE from another 

government agency. If the annuitant’s benefits were paid by EFT, it is 

recommended that you alert the FI that the annuitant is not deceased and 

to remove any death alerts from their records. 

c. Medicare State Buy-In. Field offices are responsible for releasing Form 

RL-380-F, State Verification of Medicare Buy-In, to the appropriate State 

Medicaid agency, if premiums were being paid through State Buy-In.

d. Securing Documentation. Field offices are responsible for securing the 

supporting documentation when the erroneous report of death was due to 

administrative error or a returned payment, and the annuitant is receiving 

a SS benefit paid by the RRB. The documentation is to be forwarded to 

RBD or SBD Customer Service Representative. 

NOTE: If the erroneous report of death is received directly at RRB 

headquarters, it will be referred to the RBD or SBD Customer Service 

Representative. The Customer Service Representative will take the 

actions described above, i.e. delete any pending FAST-S/T transaction, 

take action to have the application status in APPLE corrected, secure 

documentation for reinstating the SS benefit, and notify the FI of the 

erroneous DNE report. 

If Medicare is involved and premiums are being paid through State Buy-In, 

the RBD or SBD Customer Service Representative will advise the 

Medicare Section that Form RL-380-F must be released.

145.20.6 Actions by the Customer Service Representative 

The RBD or SBD Customer Service Representative will set the case up for 

reinstatement of the annuity by the close-of-business the day following the 

receipt of the e-mail notice of the erroneous report of death. The customer 
FOM1 145

FOM1 145 Reports of Death Revised Sept 6, 2019 Page 10 of 10

service representative will also take the actions described below (also see

RCM 6.4.46 F).

• Reinstate Direct Deposit information, if applicable.

• Notify the payee that the annuity was suspended in error. 

• Notify the Debt Recovery Section (DRS) to delete/cancel any pending 

reclamation action and correct the accounts receivable record.

• Notify the last railroad employer when the employee is erroneously 

terminated.

• Notify the Medicare Section when Medicare is involved.

• Correct the CHICO master if an interim widow status has been entered 

erroneously into the record.

• Notify other Headquarters units, i.e. PEMS-PES-RET/SUR/TAX, P&S-CESC, 

P&S-RAC when applicable.