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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Key Dates
Related Federal Register Documents
2026-16250, Determining Disability
The Railroad Retirement Board amends its regulations to update the amount of monthly allowable earnings for a disability annuitant to reflect the formula in section 2(e)(4) of the Railroad Retirement Act. The existing regulation is no longer consistent with the statutory formula in the Railroad Retirement Act for the maximum monthly allowable earnings for a disability annuitant and is therefore facially unlawful.
2026-16251, Jurisdiction Determinations
The Railroad Retirement Board amends its regulations to reflect statutory amendments granting jurisdiction to the Board to pay benefits under the Railroad Retirement Act and under Title II of the Social Security Act to railroad employees and auxiliary beneficiaries who have less than ten years of railroad service, but at least five years after 1995. The amendment also adds divorced spouses to the list of auxiliary beneficiaries to whom the Board will pay benefits in accordance with controlling law. The existing regulation is no longer consistent with the statutory criteria in the Railroad Retirement Act for jurisdictional determinations and is therefore facially unlawful.
2026-14437, Proposed Collection; Comment Request
The Railroad Retirement Board wants your thoughts on updates to a form used when someone quits their job and applies for unemployment benefits. They’ve made some wording clearer and added a question about efforts to fix problems before leaving work. If you’re affected, these changes might save you time and help the agency get better info—comments are open now, so don’t miss your chance to weigh in!
2026-12805, Civil Monetary Penalty Inflation Adjustment
The government is raising the fines for breaking certain rules to keep up with inflation. This means anyone who faces civil penalties will see higher maximum fines starting soon. The update helps keep penalties fair and effective by adjusting the amounts to today’s dollars.
2026-10206, Civil Monetary Penalty Inflation Adjustment
The Railroad Retirement Board announced that civil monetary penalties won’t go up in 2026 because the government couldn’t get the inflation data needed to adjust them. This means penalties will stay the same as in 2025, affecting anyone who might face fines under these rules. So, no surprise hikes next year—penalties hold steady, keeping things predictable!
2026-10078, Annuity Beginning and Ending Dates
If you’re a railroad worker with 30 years of service turning 60, good news! Starting June 22, 2026, you can begin your annuity without having to take a reduced monthly benefit like before. This change means more money in your pocket sooner, and it fixes old rules that didn’t match the law.
Previous / Next Documents
Previous: 2025-22053, Privacy Act of 1974; System of Records
The Railroad Retirement Board is updating how it handles records for railroad workers applying for unemployment benefits. They’re adding new groups like lawmakers and law enforcement who can access this info, making the system clearer and more secure. These changes kick in right away, but some parts will start after a 30-day comment period ending January 5, 2026—no extra costs for workers.
Next: 2025-22056, Environmental Impact Statements; Notice of Availability
The EPA just shared new Environmental Impact Statements (EIS) for projects like space launches, high-speed rail, and hurricane protection. These reports affect communities, businesses, and the environment by guiding important decisions and inviting public comments before early 2026 deadlines. If you care about clean air and safe projects, now’s the time to check out the details and weigh in!