Railroad Board Updates Privacy Rules for Tracking Employee Expenses Quietly
Published Date: 12/5/2025
Notice
Summary
The Railroad Retirement Board is updating how it handles records about non-payroll payments like travel reimbursements. This change adds new groups—like Congress and law enforcement—that can access these records for specific reasons. The update takes effect now, but some parts will start after a 30-day comment period ending January 5, 2026, with no extra costs involved.
Analyzed Economic Effects
6 provisions identified: 2 benefits, 2 costs, 2 mixed.
Treasury Do Not Pay Sharing for Improper Payments
RRB may disclose identifying information to the U.S. Department of the Treasury to support review of payment and award eligibility through the Do Not Pay Working System to identify, prevent, or recoup improper payments to applicants or recipients of Federal funds. This routine use is included in the modified RRB-18 routine uses.
Who Is Covered by RRB-18
This system of records (RRB-18) covers vendors who supply goods and services to the U.S. Railroad Retirement Board and agency employees who are reimbursed for travel and miscellaneous job-related expenses. Records include vendor invoice payments, travel vouchers, reimbursement vouchers, and email addresses.
Expanded Routine Uses Allow More Disclosures
The RRB added new routine uses that let records in RRB-18 be disclosed to congressional representatives, contractors working for the federal government, law enforcement, other federal agencies for breach response, the National Archives, and attorney representatives. The modified routine uses will be effective after a 30-day public comment period ending January 5, 2026.
Check Issuance and Forgery Investigations
RRB may release identifying information and check amounts to the Treasury Department to issue checks, and may release identifying information, check number, date, and amount to the U.S. Postal Service to investigate alleged forgery or theft of reimbursement checks. These disclosures apply to records in RRB-18.
Attorney Access for Contesting Determinations
Non-medical information in RRB-18 may be disclosed to an attorney representing an individual upon receipt of a written letter or declaration of representation; medical information may be provided to an attorney when requested for the purpose of contesting a determination administratively or judicially. This detail is part of the modified routine uses.
Breach-Response Sharing with Other Agencies
RRB added routine uses allowing disclosure to other federal agencies or entities to respond to suspected or confirmed data breaches, and to prevent or remedy harm from such breaches. These breach-related routine uses become effective after the 30-day comment period ending January 5, 2026.
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