CONSOLIDATED COMPUTER MATCHING AGREEMENT 

BETWEEN 

THE SOCIAL SECURITY ADMINISTRATION 

AND 

 THE RAILROAD RETIREMENT BOARD 

FOR A SYSTEM-TO-SYSTEM ACCESS 

COMPUTER MATCHING PROGRAM 

Match #1007 

I. Purpose

This consolidated computer matching agreement (agreement) sets forth the terms, 

conditions, and safeguards under which the Social Security Administration (SSA) and the 

Railroad Retirement Board (RRB) will conduct certain system-to-system computer 

exchanges and other computer exchanges of data in which either RRB or SSA is the 

recipient agency. The attached appendices detail the matching programs covered by this 

agreement. RRB describes its recipient operations in Appendices A, B, and C. SSA 

describes its recipient operation in Appendix D. 

The exchange of data under this agreement enables RRB to properly administer section 

231f(b)(2)(D) of the Railroad Retirement Act of 1974 (RRA) (45 U.S.C. § 

231f(b)(2)(D)). Specifically, RRB uses SSA’s information, as set forth in Appendices AC: 

to determine the amount of railroad retirement (RR) annuities; to adjust the amount of 

RR annuities for Social Security benefits; to certify directly to the Department of 

Treasury certain Social Security benefits authorized by SSA for payment by RRB; to 

compute the amount of the cost-of-living adjustment in RR annuities and the RR certified 

Social Security benefits; to request funds transfer; and to exchange survivor jurisdiction 

determinations. 

As set forth in Appendix D, SSA uses RRB’s information to determine eligibility for 

Social Security benefits and to determine certain amounts payable to certain eligible 

recipients under the Retirement, Survivors and Disability Insurance (RSDI) program as 

Railroad Board earnings/benefits may have an effect on such claims. 

II. Legal Authority

This agreement is executed in compliance with the Privacy Act of 1974 

(5 U.S.C. § 552a), as amended by the Computer Matching and Privacy Protection Act of 

1988, and the regulations and guidance promulgated thereunder. 
 2 

 

 

 

Legal authorities for disclosures under this agreement are as follows: 

 

A. 45 U.S.C. § 231f(b)(7) requires SSA to provide wage, self-employment income, and 

other records pertinent to the administration of the RRA; 

 

B. 45 U.S.C. § 231f(b)(4)(B)(i) provides that RRB is required to certify Social Security 

benefits to the Department of Treasury on SSA’s behalf for the agencies’ mutual 

retirees; 

 

C. 26 U.S.C. § 6103(l)(1)(C) provides authority for RRB to have access to tax return 

information with respect to taxes imposed under chapter 22 of the Internal Revenue 

Code (IRC) for purposes of administering the RRA; 

 

D. 42 U.S.C. § 402(x)(3)(B)(iv) provides authority for SSA to disclose prisoner data to 

any agency administering a Federal or federally-assisted cash, food, or medical 

assistance program; 

 

E. 45 U.S.C. § 231q(2) provides that earnings considered as compensation under the 

RRA will be considered as wages under the Social Security Act (Act); and 

 

F. The responsibilities of RRB and SSA with respect to the information obtained under 

this agreement are in accordance with 42 U.S.C. §§ 402, 405(o) and 415(f); 45 U.S.C. 

§ 231f(b)(2)(D). 

 

III. Definitions 

 

1. “System to System” means electronic transfer of data; e.g., Joint Agency Data 

Exchange (JADE). 

 

2. “Social Security wage and self-employment income information” means creditable 

wages and self-employment income reported to SSA for each calendar year. RRB 

uses this information to compute the correct amount of RR annuities. 

 

3. “Benefit information” means SSA's record of the benefits paid under Title II of the 

Act to each beneficiary. This information is used, if necessary, to compute the 

amount of the reduction component in the RR annuity payable to a beneficiary 

covered by both the RRA and the Act. 

 

4. “Disclosure” means the release of information with or without the consent of the 

individuals to whom the information pertains. 

 
 3 

5. “SVES” means the State Verification and Exchange System. 

 

6. “PUPS” means the Prisoner Update Processing System. 

 

7. “SSN” means Social Security number. 

 

8. “MBR” means Master Beneficiary Record, which is an electronic file reflecting the 

entitlement history of persons claiming benefits under the Act. 

 

9. “NH” or number holder means a person who has been assigned an SSN. 

 

10. “Beneficiary” means a person entitled to Social Security benefits. 

 

11. “AERO” means the Automatic Earnings Reappraisal Operation. SSA uses this 

automated process to reexamine its records annually to determine if any increases in 

benefit payments are due. SSA considers any additional earnings credited to the 

record since the last annual examination in refiguring the NH's primary insurance 

amount. 

 

12. “PIA” means the primary insurance amount. PIA results from a mathematical 

computation upon which SSA bases monthly benefits. SSA applies a specific formula 

to the NH's average monthly earnings amount over the lifetime work history. The 

formula may vary depending on NH's date of birth and the law in effect when the NH 

is eligible for benefits. 

 

13. “MEF” means the Earnings Recording and Self-Employment Income System, which 

is an electronic file housing all the earnings data and earnings history for workers 

covered under Social Security. SSA refers to the MEF as the Master Earnings File. 

 

14. “Residual Election” identifies cases where a survivor claimed a refund of all railroad 

wage credit taxes. 

 

15. “Railroad Claim Number” means the number used by RRB to identify a claim for 

RRB benefits. 

 

16. “SSR” means the Supplemental Security Income Record; it contains individual 

records and data needed to administer the Supplemental Security Income program. 

For this agreement, SSA and RRB use SSR for verification purposes. 

 

17. “Railroad Status Code” means the code used by RRB to show payment, suspension or 

termination of an annuity. 

 

18. “Type of Railroad Beneficiary” means the code that identifies the beneficiary as a 

worker, dependent, or survivor. 
 4 

 

19. “Source agency,” as defined by the Privacy Act (5 U.S.C. § 552a(a)(11)), means SSA 

for Appendices A-C and RRB for Appendix D; the agency disclosing records for the 

purposes of this computer matching program. 

 

20. “Recipient agency,” as defined by the Privacy Act (5 U.S.C. § 552a(a)(9)), means 

RRB for Appendices A-C and SSA for Appendix D; the agency receiving the records 

for use in this computer matching program. 

IV. Responsibilities of the Parties 

A. RRB Responsibilities: 

 

1. RRB will disclose earnings and benefit status information to SSA in accordance 

with Appendix D. 

 

2. RRB will publish a notice of this matching program in the Federal Register (Fed. 

Reg.) and report the proposal to re-establish this matching program to the 

Congressional committees of jurisdiction and the Office of Management and 

Budget (OMB). 

 

3. RRB will not use or disclose Drug and Alcohol codes unless the individual to 

whom the information pertains provides SSA specific consent for the disclosure. 

 

B. SSA Responsibilities: 

 

SSA will disclose wage, Title II benefit, cost of living, and prisoner data to RRB in 

accordance with Appendices A-C. 

 

V. Procedures for Individualized Notice 

 

A. Applicants 

 

RRB and SSA will notify all individuals who apply for benefits for their respective 

programs that both agencies conduct matching programs. RRB's and SSA's notices 

consist of appropriate language printed on their application forms or a separate 

handout with appropriate language when necessary. 

 

B. Beneficiaries/Annuitants 

 

RRB and SSA will provide subsequent notices to their respective retirees, annuitants, 

beneficiaries, or recipients as required. RRB's and SSA's notice will consist of a 

notice of this matching program in the Fed. Reg. followed by periodic mailings by 
 5 

each agency to the retirees, annuitants, beneficiaries, and recipients under the 

programs administered by the respective agencies. The periodic notices will include 

a description of the matching activities of the respective agencies. Separate 

appendices to this agreement describe the procedures for verification and 

individualized notice affording an opportunity to contest match results. 

 

VI. Procedures for Retention and Timely Destruction of Identifiable Records 

 

As stated here and, as necessary, in appendices to this agreement, both SSA and RRB will 

retain the records exchanged in Appendices A-D received from the source agency only 

for 90 days or the period of time required for any processing related to the matching 

program and will then destroy the records unless the recipient agency must retain the 

records exchanged in Appendices A-D in order to meet evidentiary requirements. In the 

latter instance, SSA and RRB will retire identifiable records in accordance with the 

Federal Records Retention Schedule (44 U.S.C. § 3303a). 

 

Neither RRB nor SSA will create a separate or permanent file or system of records 

comprised solely of the data provided in this matching program. 

 

VII. Security Procedures 

 

SSA and RRB will comply with the requirements of the Federal Information Security 

Management Act (FISMA), 44 U.S.C. Chapter 35, Subchapter II, as amended by the 

Federal Information Security Modernization Act of 2014 (Pub. L. 113-283); related OMB 

circulars and memoranda, such as Circular A-130, Managing Information as a Strategic 

Resource (July 28, 2016); and Memorandum M-17-12 Preparing for and Responding to a 

Breach of Personally Identifiable Information (January 3, 2017); National Institute of 

Standards and Technology (NIST) directives; and the Federal Acquisition Regulations, 

including any applicable amendments published after the effective date of this agreement. 

These laws, directives, and regulations include requirements for safeguarding Federal 

information systems and personally identifiable information (PII) used in Federal agency 

business processes, as well as related reporting requirements. Both agencies recognize, 

and will implement, the laws, regulations, NIST standards, and OMB directives including 

those published subsequent to the effective date of this agreement. 

 

FISMA requirements apply to all Federal contractors, organizations, or entities that 

possess or use Federal information, or that operate, use, or have access to Federal 

information systems on behalf of an agency. Both agencies are responsible for oversight 

and compliance of their contractors and agents. 

 

A. Loss Reporting 
 6 

 

If either SSA or RRB experiences an incident involving the loss or breach of PII 

provided by SSA or RRB under the terms of this agreement, they will follow the 

incident reporting guidelines issued by OMB. In the event of a reportable incident 

under OMB guidance involving PII, the agency experiencing the incident is 

responsible for following its established procedures, including notification to the 

proper organizations (e.g., United States Computer Emergency Readiness Team and 

the agency’s privacy office). In addition, the agency experiencing the incident (e.g., 

electronic or paper) will notify the other agency’s Systems Security Contact named in 

this agreement. If RRB is unable to speak with the SSA Systems Security Contact 

within one hour or if for some other reason notifying the SSA Systems Security 

Contact is not practicable (e.g., it is outside of the normal business hours), RRB will 

call SSA’s National Network Service Center toll free at . If SSA is 

unable to speak with RRB’s Systems Security Contact within one hour, SSA will 

contact Jerry L. Gilbert, Chief Information Security Officer (CISO) for RRB 

computer system at or cell 

 

B. Breach Notification 

 

SSA and RRB will follow PII breach notification policies and related procedures 

issued by OMB. If the agency that experienced the breach determines that the risk of 

harm requires notification to affected individuals or other remedies, that agency will 

carry out these remedies without cost to the other agency. 

C. Administrative Safeguards 

 

SSA and RRB will restrict access to the data matched and to any data created by the 

match to only those authorized users, e.g., employees and contractors, who need it to 

perform their official duties in connection with the uses of the data authorized in this 

agreement. Further, SSA and RRB will advise all personnel who have access to the 

data matched and to any data created by the match of the confidential nature of the 

data, the safeguards required to protect the data, and the civil and criminal sanctions 

for noncompliance contained in the applicable Federal laws. 

 

D. Physical Safeguards 

 

SSA and RRB will store the data matched and any data created by the match in an 

area that is physically and technologically secure from access by unauthorized 

persons at all times (e.g., door locks, card keys, biometric identifiers, etc.). Only 

authorized personnel will transport the data matched and any data created by the 

match. SSA and RRB will establish appropriate safeguards for such data, as 

determined by a risk-based assessment of the circumstances involved. 

 

E. Technical Safeguards 
 7 

SSA and RRB will process the data matched and any data created by the match under 

the immediate supervision and control of authorized personnel in a manner that will 

protect the confidentiality of the data, so that unauthorized persons cannot retrieve 

any data by computer, remote terminal, or other means. Systems personnel must 

enter personal identification numbers when accessing data on the agencies’ systems. 

SSA and RRB will strictly limit authorization to those electronic data areas necessary 

for authorized analysts to perform their official duties. 

 

 

F. Application of Policies and Procedures 

SSA and RRB will adopt policies and procedures to ensure that each agency uses the 

information contained in their respective records or obtained from each other solely 

as provided in this agreement. SSA and RRB will comply with these guidelines and 

any subsequent revisions. 

 

G. Security Assessments 

NIST Special Publication 800-37, as revised, encourages agencies to accept each 

other’s security assessments in order to reuse information system resources and/or to 

accept each other’s assessed security posture in order to share information. NIST 

800-37 further encourages that this type of reciprocity is best achieved when agencies 

are transparent and make available sufficient evidence regarding the security state of 

an information system so that an authorizing official from another organization can 

use that evidence to make credible, risk-based decisions regarding the operation and 

use of that system or the information it processes, stores, or transmits. Consistent 

with that guidance, the parties agree to make available to each other upon request 

system security evidence for the purpose of making risk-based decisions. Requests 

for this information may be made by either party at any time throughout the duration 

or any extension of this agreement. 

 

H. Tax Information 

 

 RRB will comply with all Federal Safeguards Requirements pursuant to IRC § 

6103(p)(4) and as required by IRS, including those described in IRS Publication 

1075, Tax Information Security Guidelines for Federal, State and Local Agencies 

and Entities, available at http://www.irs.gov. 

 

If RRB does not have a currently approved Safeguard Procedures Report (SPR), RRB 

will submit a new SPR to the Internal Revenue Service’s Office of Safeguards 

detailing how all data received from SSA is processed and protected from 

unauthorized disclosure within 45 days from the execution of this agreement. 
 8 

VIII. Records Usage, Duplication, and Redisclosure Restrictions 

 

SSA and RRB will adhere to the following limitations on the use, duplication, and 

disclosure of the electronic files, and data provided by the other agency under this 

agreement: 

 

A. SSA and RRB understand that each file provided will remain the property of the 

source agency and will be destroyed when the process of matching the data with the 

source agency's records is completed, except as provided in Article VI of this 

agreement; 

 

B. SSA and RRB will use and access the data only for the purpose described in the 

agreement; 

 

C. SSA and RRB will not use the data to extract information concerning individuals 

therein for any purpose not specified by this agreement; 

 

D. SSA and RRB will not duplicate or disseminate the data within or outside their 

respective agencies without the written authority of the other agency, except as 

required by Federal law. Neither agency will give such permission unless the law 

requires disclosure or the disclosure is essential to the matching program. For such 

permission, the agency requesting permission must specify in writing what data they 

are requesting be duplicated or disseminated and to whom, and the reasons that justify 

such duplication or dissemination; 

 

E. SSA and RRB will train all personnel with access to the original or derived 

information accessed via System to System Access (STSA) on the confidential nature 

of the information, the safeguards required to protect the information, and the civil 

and criminal sanctions for violating the confidentiality provisions contained in 

applicable Federal laws. SSA and RRB will conduct an orientation program for all 

authorized users who receive access to or have contact with the data secured via 

STSA. 

IX. Comptroller General Access 

 

The Government Accountability Office (Comptroller General) may have access to all 

RRB and SSA data it deems necessary in order to monitor or verify compliance with this 

agreement. 

 

X. Reimbursement

 

SSA will provide the information detailed in Appendices A-C at no cost to RRB because 

RRB needs this information to administer Title II program responsibilities on SSA’s 

behalf under the RRA. RRB will provide the information detailed in Appendix D at no 
 9 

cost to SSA. Due to the nominal costs of services associated with providing data to SSA 

under the terms of Appendix D, RRB waives recovery of the costs pursuant to the 

Economy Act (31 U.S.C. § 1535). 

 

Nothing contained herein will be construed to violate the Anti-Deficiency Act (31 

U.S.C. § 1341) by obligating the parties to any expenditure or obligation of funds 

in excess or in advance of appropriations.

 

RRB and SSA may make cost adjustments in the future with regard to the data exchange 

operation in Appendix D, so that RRB does not bear a disproportionate share of the costs. 

RRB and SSA may make such adjustments by means of a reimbursable agreement 

between the parties. 

 

XI. Duration, Modification, and Termination 

 

A. Effective Date 

 

The effective date of this agreement is July 22, 2023, provided that RRB reported 

the proposal to re-establish this matching program to the Congressional 

committees of jurisdiction and OMB in accordance with 5 U.S.C. § 552a(o)(2)(A) 

and OMB Circular A-108 (December 23, 2016), and RRB published notice of the 

matching program in the Fed. Reg. in accordance with 5 U.S.C. § 552a(e)(12). 

 

B. Duration 

 

This agreement will be in effect for a period of 18 months. 

 

C. Renewal 

 

The Data Integrity Boards (DIB) of RRB and SSA may, within 90 days prior to 

the expiration of this agreement, renew this agreement for a period not to exceed 

12 months if RRB and SSA can certify to their DIB that: 

 

1. The matching program will be conducted without change; and 

 

2. RRB and SSA have conducted the matching program in compliance with the 

original agreement. 

 

If either agency does not want to continue this program, it must notify the other 

agency of its intention not to continue at least 90 days before the end of the 

thencurrent period of the agreement. 

 

D. Modification 

 
 10 

The parties may modify this agreement at any time by a written modification, 

agreed to by both parties and approved by the DIB of each agency. 

 

E. Termination 

 

The parties may terminate this agreement at any time with the consent of both 

parties. Either party may unilaterally terminate this agreement upon written 

notice to the other party requesting termination, in which case the termination will 

be effective 90 days after the date of such notice or at a later date specified in the 

notice. 

 

SSA and RRB may immediately and unilaterally suspend the data flow under this 

agreement or terminate this agreement if SSA or RRB: 

 

1. Determines that either party has used or disclosed the information in an 

unauthorized manner; 

 

2. Determines that either party has violated or failed to follow the terms of the 

agreement; or 

 

3. Has reason to believe that either party breached the terms for security of data. 

If either party suspends the data flow in accordance with this subsection, the 

parties will suspend the data until the suspending party makes a final 

determination of a breach. 

 

XII. Disclaimer 

SSA and RRB will not be liable for any damages or loss resulting from errors in 

information provided under this agreement. SSA and RRB are not liable for damages or 

loss resulting from the destruction of any materials or data provided by under the 

agreement. All information furnished under this agreement is subject to the limitations 

and qualifications, if any, transmitted with such information. 

 

The performance or delivery by SSA and RRB of the goods and/or services described 

herein and the timeliness of said delivery are authorized only to the extent that they are 

consistent with proper performance of the official duties and obligations of SSA and RRB 

and the relative importance of this request to others. If for any reason SSA or RRB 

delays or fails to provide services, or discontinues the services or any part thereof, SSA 

and RRB are not liable for any damages or loss resulting from such delay or for any such 

failure or discontinuance. 

XIII. Integration Clause 

 
 11 

This agreement, Appendices A-D, and Exhibits 1-13 constitute the entire agreement of the 

parties with respect to its subject matter and supersede all other data exchange 

agreements between the parties that pertain to the disclosure of the data specified and for 

the purposes described in this agreement. There have been no representations, 

warranties, or promises made outside of this agreement. This agreement will take 

precedence over any other documents that may be in conflict with it. 

XIV. Persons to Contact 

A. The RRB contacts are: 

 

Matching Programs 

 

Shauna Eubanks, Systems Analyst 

Office of Programs-Policy and Systems 

844 North Rush Street 

Chicago, IL 60611-2092 

Telephone: 

Email: 

 

Computer Systems Issues 

 

Randolph Hayden, Chief of RRA Application and Calculation 

 Office of Programs-Policy and Systems 

844 North Rush Street 

 Chicago, IL 60611-2092 

Telephone: 

 Email: 

 

 Information Security Issues 

 

Jerry L. Gilbert, Chief Information Security Officer 

Bureau of Information Services 

 844 North Rush Street 

Chicago, IL 60611-2092 

 Telephone: 

 Cellular Telephone: 

 Email:

 

B. The SSA contacts are: 

 

Matching Programs 

 
 12 

Kim Cromwell, Government Information Specialist 

Office of the General Counsel 

Office of Privacy and Disclosure 

Social Security Administration 

6401 Security Boulevard, G-401WHR Building 

Baltimore, MD 21235 

Telephone: 

Email: 

 

Systems Operations 

 

Angil Escobar, Branch Chief 

DDE/Verifications and Exchanges Analysis Branch of Office of Enterprise 

Information Systems 

Office of Systems 

6401 Security Boulevard, 3-F-3 Robert M. Ball Building 

Baltimore, MD 21235 

Telephone: 

Email: 

 

Information Security Issues 

 

Jennifer Rutz, Director 

Office of Information Security 

Division of Compliance and Assessments 

Social Security Administration 

Suite 3383 Perimeter East Building, 6201 Security Boulevard 

Baltimore, MD 21235 

Telephone: 

Email: 

 

Project Coordinator 

 

Gary Paige 

Office of Data Exchange and International Agreements

Office of Data Exchange, Policy Publications, and International Negotiations 

Social Security Administration 

6401 Security Boulevard, 4-C-9-E Annex Building 

Baltimore, MD 21235 

Telephone: 

Email: 

 

 
 13 

 

 

 

 

XV. Signatures of Authorized Officials 

The signatories below warrant and represent that they have the competent authority on 

behalf of their respective agencies to enter into the obligations set forth in this agreement. 

 

Electronic Signature Acknowledgement: The signatories may sign this document 

electronically by using an approved electronic signature process. By signing this 

document electronically, the signatory agrees that the signature they provide has the same 

meaning and legal validity and effect as a handwritten signature. 

 

 

 

THE SOCIAL SECURITY ADMINISTRATION 

 

 

 

_____________________________________ 

Michelle L. Christ 

Acting Deputy Executive Director 

Office of Privacy and Disclosure 

Office of the General Counsel 

 

Date ___________________ 

 

 

 

 

_______________________________________ 

Matthew D. Ramsey 

Chair, Data Integrity Board 

Social Security Administration 

 

Date___________________ 

 

 

THE RAILROAD RETIREMENT BOARD 
 14 

 

Acting Director of Policy and Systems 

Date 11/10/2022 

________________________________________ 

Terryne F. Murphy, Chairman 

Data Integrity Board 

Railroad Retirement Board 

Date_______________________ 
 15 

 

 

 

Attachments: 

Appendices A-C – RRB recipient operations 

Appendix D – SSA recipient operations 

 

 

 

 

 
 16 

 

 APPENDIX A 

 

1. Purpose 

 

SSA will provide SSN verification, wage and self-employment information, and benefit 

information for applicants and beneficiaries submitted by RRB. This information is 

essential to RRB for computing the amount of the RR annuities under a program that 

provides social insurance benefits to eligible railroad retirees. SSA will also provide SSN 

verification for representative payees. SSA may disclose to RRB prisoner data 

concerning applicants and beneficiaries for disability decisions to establish impairment 

severity, process development actions and prisoner data concerning representative payees 

to ensure proper payments to valid representative payees for cases under the Act and 

RRA. This data is essential to RRB for determining proper adjudication for disability 

cases. 

 

2. Justification and Anticipated Results 

 

A. Justification 

 

Data exchange under this matching program is necessary for RRB to properly compute 

the amount of RR annuities payable to individuals covered by both the RRA and the Act 

to avoid paying duplicate benefits based on the same Social Security wage credits. SSA 

and RRB have determined that computer matching is the most efficient, economical, and 

comprehensive method of collecting, comparing, and transferring this information. No 

other administrative activity can efficiently accomplish this purpose. 

 

B. Anticipated Results 

 

In accordance with OMB’s guidance dated June 19, 1989 (Fed. Reg., Vol. 54, No. 116, 

page 25828), the DIB of SSA and RRB have determined that a cost-benefit analysis is not 

required for this matching program. Because matching is done for a variety of reasons, 

not all matching programs are appropriate candidates for cost benefit analysis. The 

matching program between SSA and RRB are just such matches. This data exchange is 

mainly to assure the effective administration of the two benefit programs. This matching 

program is the best available means of carrying out the exchange of data needed to 

maintain the integrity of the proper payment of benefits amounts of both programs. In 

approving this agreement, the DIBs of SSA and RRB agree to waive the cost. In 

approving this agreement, the DIBs of SSA and RRB agree to waive the cost-benefit 

analysis pursuant to their authority at 5 U.S.C. § 552a(u)(4)(B). 

 

 

 

 
 17 

 

3. Description of the Records to be Matched 

 

A. Systems of Records 

 

SSA will compare the RRB records to the following SSA systems of records: Earnings 

Recording and Self-Employment Income System (MEF) 60-0059, last fully published at 

71 Fed. Reg. 1819 on January 11, 2006, and updated on July 5, 2013 (78 Fed. Reg. 

40542) and November 1, 2018 (83 Fed. Reg. 54969); MBR 60-0090, last fully published 

at 71 Fed. Reg. 1826 on January 11, 2006, and updated on December 10, 2007 (72 Fed. 

Reg. 69723), July 5, 2013 (78 Fed. Reg. 40542), July 3, 2018 (83 Fed. Reg. 

3125031251), and November 1, 2018 (83 Fed. Reg. 54969); Master Files of Social 

Security Number (SSN) Holders and SSN Applications (the Enumeration System) 60-

0058, last fully published at 87 Fed. Reg. 263 on January 4, 2022; and Supplemental 

Security Income Record and Special Veterans Benefits 60-0103, last fully published at 71 

Fed. 

Reg. 1830 on January 11, 2006, and updated on December 10, 2007 (72 Fed. Reg. 

69723), July 3, 2018 (83 Fed. Reg. 31250-31251), and November 1, 2018 (83 Fed. Reg. 

54969). SSA will disclose information from the Prisoner Update Processing System 

(PUPS) 60-0269, last fully published at 64 Fed. Reg. 11076 on March 8, 1999, and 

updated on December 10, 2007 (72 Fed. Reg. 69723), July 5, 2013 (78 Fed. Reg. 40542), 

and November 1, 2018 (83 Fed. Reg. 54969) to RRB. The information in this system of 

records may be updated during the effective period of this agreement as required by the 

Privacy Act. RRB will disclose the necessary identifying data from the RRB system of 

records, RRB-22, Railroad Retirement, Survivor, and Pensioner Benefit System, last 

published at 80 Fed. Reg. 28018 on May 15, 2015. 

 

The Systems of Records involved in this computer matching program have routine uses 

permitting the disclosures needed to conduct this match. 

 

B. Number of Records Involved 

 

This exchange involves approximately 500 records per day, except for the instances when 

the volume increases to approximately 10,000 to 85,000 records per day, to support a 

mass recalculation of annuity amounts. SSA and RRB must schedule and agree upon 

these exceptions. 

 

C. Specified Data Elements Used in the Match 

 

 The data elements involved in this appendix are set forth in the record layouts titled 

” at 

 

 

 
 18 

 

 

 

In RRB’s request files submitted to SSA, RRB will only request wage and benefit 

information about RRB applicants and beneficiaries. In RRB’s request files submitted to 

SSA, RRB will only request SSN verification and prisoner information concerning 

representative payees. SSA will provide the applicable data elements as set forth in the 

attached record layouts based on the request submitted by RRB. 

 

 For Prisoner Query, RRB will provide SSA with name, SSN, and date of birth for those 

individuals whom RRB requests information from PUPS. See the list of data elements 

through SVES document attached to this agreement and referred to as 

 

 

D. Starting and Completion Dates 

 

 SSA and RRB will exchange data daily throughout the life of this agreement. 

 

4. Verification and Opportunity to Contest 

 

A. Verification Procedures 

 

RRB will take no adverse action regarding individuals identified through the matching 

process solely based on information that RRB obtains from the match. RRB will contact 

the beneficiary or annuitant to verify the matching results in accordance with the 

requirements of the Privacy Act and applicable OMB guidelines. 

 

The affected individual will have an opportunity to contest the accuracy of the 

information provided by SSA. RRB will consider the information SSA provided as 

accurate if the affected individual does not protest within 30 days after receiving notice of 

the proposed adverse action. RRB will advise the individual that failure to respond 

within 30 days will provide a valid basis for RRB to assume that the information SSA 

provided is correct. 

 

B. Opportunity to Contest 

 

 Before taking any adverse action based on the information received from the match, RRB 

will provide all beneficiaries or annuitants for whom RRB decides such adverse action is 

necessary with the following information: 

 

1. RRB has received information from SSA that indicates that an adverse action affecting 

the individual’s payment is necessary; 

 

2. The effective date of any proposed annuity adjustment; 
 19 

 

3. The individual has 30 days to contest the adverse decision; and 

 

4. Unless the individual responds to contest the proposed adverse action in the required 

30-day time period, RRB will conclude that the information provided by SSA is 

correct, and will make the necessary adjustment to the individual’s payment. 

 

RRB must independently verify the prisoner data before any adverse action against an 

individual. 

 

5. Accuracy Assessments 

 

The RRB match with SSA's records of wages, benefit, and prisoner information consists 

of key identification data, of which the major identifier is the SSN. The SSA 

Enumeration System used for SSN matching is 100 percent accurate based on SSA’s 

Office of Analytics, Review, and Oversight “Fiscal Year (FY) 2018 Enumeration 

Accuracy Review Report (April 2019),” when they are created. SSA does not have a 

MEF accuracy assessment specific to the data elements listed in this agreement. The 

correctness of the return information provided to SSA, as an agent for IRS, is generally 

contingent upon the correctness of the information provided by the payer of the income. 

SSA does not have a MBR accuracy assessment specific to the data elements listed in this 

agreement. However, SSA conducts periodic, statistically valid, stewardship (payment 

accuracy) reviews, in which the benefits or payments listed in this agreement are included 

as items available for review and correction. SSA quality reviewers interview the 

selected Old-Age, Survivors, and Disability Insurance (OASDI) beneficiaries/recipients 

and redevelop the non-medical factors of eligibility to determine whether the payment 

was correct. Based on the available study results, we have a reasonable assurance that 

SSA’s accuracy assumptions of at least 99 percent confidence level for the monthly 

benefits or payments listed in this agreement. “FY 2021 Title II Payment Accuracy 

Stewardship Report, August 2022”. The prisoner information does not have a high 

degree of accuracy. 

 

 

APPENDIX B 

 

1. Purpose 

 

SSA will certify to RRB the amount of certain Social Security benefits. RRB, acting on 

behalf of SSA, pays those benefits under the applicable eligibility requirements of a 

social insurance program designed for certain railroad retirees. 

 

2. Justification and Anticipated Results 

 

A. Justification 
 20 

 

Data exchange under this matching program is necessary for RRB to make adjustments 

based on receipt of a Social Security benefit, to certain annuities paid by RRB, and to pay 

certain Social Security benefits as required by the above-cited legal authority. SSA and 

RRB have determined that computer matching is the most efficient, economical, and 

comprehensive method of collecting, comparing, and transferring this information. No 

other administrative activity can efficiently accomplish this purpose. 

 

B. Anticipated Results 

 

In accordance with the OMB’s guidance dated June 19, 1989 (Fed. Reg., Vol. 54, No. 

116, page 25828), the DIB of SSA and RRB have determined that a cost-benefit analysis 

is not required for this matching program. Because matching is done for a variety of 

reasons, not all matching programs are appropriate candidates for cost benefit analysis. 

The matching program between SSA and RRB are just such matches. This data exchange 

is mainly to assure the effective administration of the two benefit programs. This 

matching program is the best available means of carrying out the exchange of data 

needed to maintain the integrity of the proper payment of benefits amounts of both 

programs. In approving this agreement, the DIBs of SSA and RRB agree to waive the 

cost-benefit analysis pursuant to their authority at 5 U.S.C. § 552a(u)(4)(B). 

 

3. Description of the Records to be Matched 

 

A. Systems of Records 

 

SSA will transmit data from its MBR 60-0090, last fully published at 71 Fed. Reg. 1826 

on January 11, 2006, and updated on December 10, 2007 (72 Fed. Reg. 69723), and July 

5, 2013 (78 Fed. Reg. 40542), July 3, 2018 (83 Fed. Reg. 31250-31251), and November 

1, 2018 (83 Fed. Reg. 54969). The information in this system of records may be updated 

during the effective period of this agreement as required by the Privacy Act. RRB will 

compare this information to its system of records, RRB-22, Railroad Retirement, 

Survivor, and Pensioner Benefit System, last published at 80 Fed. Reg. 28018 on May 15, 

2015. 

 

The System of Records involved in this computer matching program has a routine use 

permitting the disclosures needed to conduct this match. 

 

B. Number of Records Involved 

 

This exchange involves approximately 65,000 records per year. 

 

C. Specified Data Elements Used in the Match 

 
 21 

See the attached list of data elements referred to as " and 

 

 

D. Starting and Completion Dates 

 

SSA and RRB will exchange data daily throughout the life of this agreement. 

 

4. Verification and Opportunity to Contest 

A. Verification Procedures 

 

RRB will take no adverse action regarding individuals identified through the matching 

process solely based on information that RRB obtains from the match. RRB will contact 

the beneficiary or annuitant to verify the matching results in accordance with the 

requirements of the Privacy Act and applicable OMB guidelines. 

 

The affected individual will have an opportunity to contest the accuracy of the 

information provided by SSA. RRB will consider the information SSA provided as 

accurate if the affected individual does not protest within 30 days after receiving notice of 

the proposed adverse action. RRB will advise the individual that failure to respond 

within 30 days will provide a valid basis for RRB to assume that the information SSA 

provided is correct. 

 

B. Opportunity to Contest 

 

 Before taking any adverse action based on the information received from the match, RRB 

will provide all beneficiaries or annuitants for whom RRB decides such adverse action is 

necessary with the following information: 

 

1. RRB has received information from SSA that indicates that an adverse action affecting 

the individual’s payment is necessary; 

 

2. The effective date of any proposed annuity adjustment; 

 

3. The individual has 30 days to contest the adverse decision; and 

 

4. Unless the individual responds to contest the proposed adverse action in the required 

30-day time period, RRB will conclude that the information provided by SSA is 

correct, and will make the necessary adjustment to the individual’s payment. 

 

5. Accuracy Assessments 

 
 22 

SSA does not have a MBR accuracy assessment specific to the data elements listed in this 

agreement. However, SSA conducts periodic, statistically valid, stewardship (payment 

accuracy) reviews, in which the benefits or payments listed in this agreement are included 

as items available for review and correction. SSA quality reviewers interview the 

selected OASDI beneficiaries/recipients and redevelop the non-medical factors of 

eligibility to determine whether the payment was correct. Based on the available study 

results, we have a reasonable assurance that SSA’s accuracy assumptions of at least 99 

percent confidence level for the monthly benefits or payments listed in this agreement. 

“FY 2021 Title II Payment Accuracy Stewardship Report, August 2022”. The RRB 

match with SSA's payment records consists of key identification data, of which the major 

identifier is the SSN. RRB records indicate that the records are virtually 98 percent 

accurate. 

 

 
 23 

 

APPENDIX C 

 

 

1. Purpose 

 

Upon request, SSA will compile a file of information contained in the MBR of records 

earmarked for RRB involvement or for RRB jurisdiction for Medicare. SSA will provide 

certain Social Security benefit information to RRB. This information is essential to 

computing the amount of RR annuities after a Social Security cost-of-living increase 

affecting railroad retirement beneficiaries covered by the retirement programs 

administered by RRB. 

 

2. Justification and Anticipated Results 

 

A. Justification 

 

Data exchange under this matching program is necessary for RRB to compute the amount 

of a RR annuity payable to an individual covered by both the RRA and the Act. SSA and 

RRB have determined that computer matching is the most efficient, economical, and 

comprehensive method of collecting, comparing, and transferring this information. No 

other administrative activity can efficiently accomplish this purpose. 

 

B. Anticipated Results 

 

In accordance with OMB’s guidance dated June 19, 1989 (Fed. Reg., Vol. 54, No. 116, 

page 25828), the DIB of SSA and RRB have determined that a cost-benefit analysis is not 

required for this matching program. Because matching is done for a variety of reasons, 

not all matching programs are appropriate candidates for cost benefit analysis. The 

matching program between SSA and RRB are just such matches. This data exchange is 

mainly to assure the effective administration of the two benefit programs. This matching 

program is the best available means of carrying out the exchange of data needed to 

maintain the integrity of the proper payment of benefits amounts of both programs. In 

approving this agreement, the DIBs of SSA and RRB agree to waive the cost-benefit 

analysis pursuant to their authority at 5 U.S.C. § 552a(u)(4)(B). 

 

3. Description of the Records to be Matched 

 

A. Systems of Records 

 

SSA will transmit information from its MBR 60-0090, last fully published at 71 Fed. 

Reg. 1826 on January 11, 2006, and updated on December 10, 2007 (72 Fed. Reg. 
 24 

69723), July 5, 2013 (78 Fed. Reg. 40542), July 3, 2018 (83 Fed. Reg. 31250-31251), and 

November 1, 2018 (83 Fed. Reg. 54969). The information in this system of records may 

be updated during the effective period of this agreement as required by the Privacy Act. 

RRB will compare this information to its system of records, RRB-22, Railroad 

Retirement, Survivor, and Pensioner Benefit System, last published at 80 Fed. Reg. 

28018 on May 15, 2015. 

 

The System of Records involved in this computer matching program has a routine use 

permitting the disclosures needed to conduct this match. 

 

B. Number of Records Involved 

 

This exchange involves approximately 1.2 million records. 

 

C. Specified Data Elements Used in the Match 

 

See the list of data elements attached to this appendix and referred to as 

 

 

D. Starting and Completion Dates 

 

SSA will provide data once a year in November throughout the life of this agreement. 

 

4. Verification and Opportunity to Contest 

 

A. Verification Procedures 

 

RRB will take no adverse action regarding individuals identified through the matching 

process solely based on information that RRB obtains from the match. RRB will contact 

the beneficiary or annuitant to verify the matching results in accordance with the 

requirements of the Privacy Act and applicable OMB guidelines. 

 

The affected individual will have an opportunity to contest the accuracy of the 

information provided by SSA. RRB will consider the information SSA provided as 

accurate if the affected individual does not protest within 30 days after receiving notice of 

the proposed adverse action. RRB will advise the individual that failure to respond 

within 30 days will provide a valid basis for RRB to assume that the information SSA 

provided is correct. 

 

B. Opportunity to Contest 

 

 Before taking any adverse action based on the information received from the match, RRB 

will provide all beneficiaries or annuitants for whom RRB decides such adverse action is 

necessary with the following information: 
 25 

 

1. RRB has received information from SSA that indicates that an adverse action affecting 

the individual’s payment is necessary; 

 

2. The effective date of any proposed annuity adjustment; 

 

3. The individual has 30 days to contest the adverse decision; and 

 

4. Unless the individual responds to contest the proposed adverse action in the required 

30-day time period, RRB will conclude that the information provided by SSA is 

correct, and will make the necessary adjustment to the individual’s payment. 

 

An individual who disagrees with the amount of that annuity may request that the annuity 

amount be reviewed through the RRB’s normal administrative procedures. 

 

5. Accuracy Assessments 

 

SSA does not have a MBR accuracy assessment specific to the data elements listed in this 

agreement. However, SSA conducts periodic, statistically valid, stewardship (payment 

accuracy) reviews, in which the benefits or payments listed in this agreement are included 

as items available for review and correction. SSA quality reviewers interview the 

selected OASDI beneficiaries/recipients and redevelop the non-medical factors of 

eligibility to determine whether the payment was correct. Based on the available study 

results, we have a reasonable assurance that SSA’s accuracy assumptions of at least 99 

percent confidence level for the monthly benefits or payments listed in this agreement. 

“FY 2021 Title II Payment Accuracy Stewardship Report, August 2022”. The RRB 

match with SSA's payment records consists of key identification data, of which the major 

identifier is the SSN. RRB records indicate that the records are virtually 98 percent 

accurate. 

 

 

APPENDIX D 

 

 

1. Purpose

 

The purpose of this appendix is to establish the conditions, safeguards, and procedures 

under which RRB will disclose earnings and benefit status information to SSA. SSA will 

use the RRB records to match RRB's earnings records with SSA's earnings records, and 

MBR of RSDI beneficiaries. SSA will use the data to establish eligibility for Social 

Security benefits and to determine the benefit amounts payable by SSA to certain eligible 

recipients under the RSDI programs, which are social insurance programs administered 

by SSA. 

 
 26 

2. Justification and Anticipated Results 

 

A. Justification 

 

The matching program is necessary for SSA to determine Social Security benefits payable 

to number holders under section 18 of the RRA. SSA and RRB have determined that 

computer matching is the most efficient, economical, and comprehensive method of 

collecting, comparing, and transferring this information. No other administrative activity 

can efficiently accomplish this purpose. 

 

B. Anticipated Results 

 

In accordance with OMB’s guidance dated June 19, 1989 (Fed. Reg., Vol. 54, No. 116, 

page 25828), the DIB of SSA and RRB have determined that a cost-benefit analysis is not 

required for this matching program. Because matching is done for a variety of reasons, 

not all matching programs are appropriate candidates for cost benefit analysis. The 

matching program between SSA and RRB are just such matches. This data exchange is 

mainly to assure the effective administration of the two benefit programs. This matching 

program is the best available means of carrying out the exchange of data needed to 

maintain the integrity of the proper payment of benefits amounts of both programs. In 

approving this agreement, the DIBs of SSA and RRB agree to waive the cost-benefit 

analysis pursuant to their authority at 5 U.S.C. § 552a(u)(4)(B). 

 

3. Description of the Records to be Matched 

A. Systems of Records 

 

RRB will disclose the necessary identification and earnings information from the Service 

and Compensation Record (SCORE) for the weekly data exchange. See the attached list 

of records referred to as " ," (Notification of Railroad Employee Activity file) 

," (Service and Compensation Weekly file), (RRB non-earnings 

transaction file), “ ” (Service and Compensation Weekly Error file), and 

 The Fed. Reg. designation for the 

SCORE file is RRB-5 Master File of Creditable Service and Compensation of Railroad 

Employees, last published at 79 Fed. Reg. 58877 on September 30, 2014. SSA will 

compare the identifying information from RRB records with information from the MBR, 

60-0090, last fully published at 71 Fed. Reg. 1826 on January 11, 2006, and updated on 

December 10, 2007 (72 Fed. Reg. 69723), July 5, 2013 (78 Fed. Reg. 40542), July 3, 

2018 (83 Fed. Reg. 31250-31251), and November 1, 2018 (83 Fed. Reg. 54969); and the 

Earnings Recording and Self-Employment Income System (MEF), 60-0059, last fully 

published at 71 Fed. Reg. 1819 on January 11, 2006 and updated on July 5, 2013 (78 Fed. 

Reg. 40542) and November 1, 2018 (83 Fed. Reg. 54969). SSA will use the railroad 

earnings data in the AERO. The information in this system of records may be updated 

during the effective period of this agreement as required by the Privacy Act. 
 27 

 

The Systems of Records involved in this computer matching program have routine uses 

permitting the disclosures needed to conduct this match. 

 

B. Number of Records Involved 

 

Weekly, RRB will provide an electronic file variable from 500 to 300,000 of railroad 

earnings records with activity to SSA. In addition, RRB will provide a daily file of 

approximately 100 railroad earnings records to SSA. 

 

C. Specified Data Elements Used in the Match 

 

RRB's files will contain the same identifiers as the SSA records. On a daily basis, RRB 

will furnish SSA with the following RRB data: 

 

• SSN; 

• First Name; 

• Middle Initial; 

• Surname; 

• Date of Birth; 

• Sex; 

• Railroad Earnings for the Worker; 

• Railroad Service Months; 

• Residual Election; 

• Railroad Claim Number; 

• Railroad Status Code; 

• Type of Railroad Beneficiary; and 

• Survivor Jurisdiction Determination. 

 

 

 

 

 

 

 

 

 

1. The daily RRB data will be matched against the SSN, name, date of birth, and sex 

on the Claims Control operation. If there is a match of the identifying 

information, SSA will use the RRB earnings in the claims process to determine 

eligibility and the benefits payable. SSA will use the Railroad Claim Number and 

the Railroad Status Code to identify cases where SSA may be erroneously paying 

survivor benefits in a RRB jurisdiction case. Such cases are investigated and SSA 
 28 

provides full notice and appeal rights in the case of any beneficiary facing 

potential adverse benefit action. 

 

2. The electronic file provided weekly by RRB will contain the SSN, name, date of 

birth, sex, earnings data for the preceding years, residual election, service months, 

and type of railroad beneficiary. 

 

3. The weekly RRB data will be matched against the SSN, name, date of birth, and 

sex on SSA's MBR and the MEF. If there is a match of the identifying 

information, SSA will use the RRB earnings data in the AERO process to 

reexamine the PIA of the NH. The railroad earnings will be added to the MEF. 

The Residual Election Code will also be added to the MEF. If the residual has 

been paid, SSA cannot use the railroad wage credits to pay survivor benefits. 

 

See the list of data elements attached to this appendix and referred to as 

 

 

D. Starting and Completion Dates 

 

RRB and SSA will conduct the weekly and daily exchanges throughout the life of this 

agreement. 

 

 

4. Verification and Opportunity to Contest

 

A. Verification Procedures 

 

SSA will take no adverse action regarding individuals identified through the matching 

process solely based on information that SSA obtains from the match. SSA will contact 

the beneficiary to verify the matching results in accordance with the requirements of the 

Privacy Act and applicable OMB guidelines. 

 

The affected individual will have an opportunity to contest the accuracy of the 

information provided by RRB. SSA will consider the information RRB provided as 

accurate if the affected individual does not protest within 30 days after receiving notice of 

the proposed adverse action. SSA will advise the individual that failure to respond within 

30 days will provide a valid basis for SSA to assume that the information RRB provided 

is correct. 

 

B. Opportunity to Protest 

 
 29 

Before taking any adverse action based on the information received from the match, SSA 

will provide all beneficiaries or annuitants from whom SSA decides such adverse action 

is necessary with the following information: 

 

1. SSA has received information from RRB that indicates that an adverse action affecting 

the individual’s payment is necessary; 

 

2. The effective date of any adjustment or overpayment that may result; 

 

3. The individual has 30 days to contest the adverse decision; and 

 

4. Unless the individual responds to contest the proposed adverse action in the required 

30-day time period, SSA will conclude that the information provided by RRB is 

correct, and will make the necessary adjustment to the individual’s payment. 

 

5. Procedures for Retention 

 

 As a result of this matching program, any changes made to a beneficiary's earnings record 

will be permanently retained on the MEF. As a result of the daily data exchange, any 

benefit status information will be retained on the MBR, and earnings data will be retained 

in the individual file folders as evidence of the individual's earnings. 

 

6. Accuracy Assessments

 

SSA does not have a MBR accuracy assessment specific to the data elements listed in this 

agreement. However, SSA conducts periodic, statistically valid, stewardship (payment 

accuracy) reviews, in which the benefits or payments listed in this agreement are included 

as items available for review and correction. SSA quality reviewers interview the 

selected OASDI beneficiaries/recipients and redevelop the non-medical factors of 

eligibility to determine whether the payment was correct. Based on the available study 

results, we have a reasonable assurance that SSA’s accuracy assumptions of at least 99 

percent confidence level for the monthly benefits or payments listed in this agreement. 

“FY 2021 Title II Payment Accuracy Stewardship Report, August 2022”. SSA does not 

have a MEF accuracy assessment specific to the data elements listed in this agreement. 

The correctness of the return information provided to SSA, as an agent for IRS, is 

generally contingent upon the correctness of the information provided by the payer of the 

income. Previous matches indicate that the SSNs on RRB records are 99 percent 

accurate.