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the information required on the Railroad Employee Injury and/or Illness Record. Although this
information may be displayed in a different order from that on the Railroad Employee Injury
and/or Illness Record, the order of the information shall be consistent from one such record to
another such record. The order chosen by the railroad shall be consistent for each of the
railroad’s reporting establishments. Railroads may list additional information on the alternative
record, beyond the information required on the Railroad Employee Injury and/or Illness Record.
Furthermore, railroads may use their alternative record to collect information on conditions that
do not meet the “accountable” or “reportable” definitions, or to make entries for individuals
other than employees of the railroad. (See question Q4 and corresponding answer in Chapter 1
for additional guidance.)
It would be difficult, if not impossible, for a railroad to monitor self-treatment of minor injuries.
Thus, the type of injuries that are generally expected to be recorded on the Railroad Employee
Injury and/or Illness Record (Form FRA F 6180.98) are those that create a “documentation trail.”
This documentation could include records such as incident reports, healthcare provider records,
or any other records that may identify the fact that an employee has sustained physical harm
while in the work environment that required examination or treatment by a qualified healthcare
professional. See § 225.5, definition of “accountable injury or illness.” This broad scope is
necessary since all conditions, regardless of severity, must be evaluated to determine if the
requirements necessary for reporting the injury/illness have been met.
FRA Guide for Preparing Accident/Incident Reports
36
F 6180.98
A primary purpose for the recording of accountable cases is to establish a standardized set of
data that the reporting officer will use in deciding whether to report a case. It also serves as a
tool for FRA Safety Assurance and Compliance officers to use during reviews to determine if
proper reporting decisions are being made. Once it has been determined that a particular case is
reportable and has been forwarded on Form FRA F 6180.55a, it is no longer necessary to
continue to update this record; however, the railroad should update “Was the case reported?” on
Form FRA F 6180.98 (or update, in the alternative railroad-designed record, if a Form FRA
F 6180.55a has been filed with FRA). Changes to counts of days absent or restricted duty are to
be made on Form FRA F 6180.55a, not Form FRA F 6180.98.
Each railroad shall enter each reportable and each accountable injury and illness on the
appropriate record as early as practicable, but no later than 7 working days after receiving
information or acquiring knowledge that an injury or illness has occurred. See § 225.25(f).
Railroads must create a Form FRA F 6180.98 for employee fatalities and injuries due to suicides
and attempted suicides that are accountable or reportable.
The records described above may be maintained at the local establishment or, alternatively, at a
centralized location. If the records are maintained at a centralized location, but not through
electronic means, then a paper copy of the records that is current within 35 days of the month to
which it applies shall be available for that establishment. If the records are maintained at a
centralized location through electronic means, then the records for that establishment shall be
available for review in a hardcopy format within 4 business hours of FRA’s request. FRA
recognizes that circumstances outside the railroad’s control may preclude it from fulfilling the
4 business-hour time limit. In these circumstances, FRA will not assess a monetary penalty
against the railroad for its failure to provide the requested documentation provided the railroad
makes a reasonable effort to correct the problem. See § 225.25(g).
Do not submit this form or an alternate railroad-designed record. If a case is determined to be
reportable, it must be recorded on Form FRA F 6180.55a and included with the reports filed for
that month.
The information required to be recorded on Form FRA F 6180.98 is self-explanatory; therefore,
specific instructions for completion are not needed. However, it is important to note that the
“Case/Incident Number” identified in Block 2 must be used on Form FRA F 6180.55a for any
case determined to be reportable.
The alternative record shall contain, at a minimum, the following information:
1. Name of railroad.
2. Case/incident number.
3. Full name of railroad employee.
FRA Guide for Preparing Accident/Incident Reports
37
F 6180.98
4. Date of birth of railroad employee.
5. Gender of railroad employee.
6. Railroad employee identification (ID) number.
7. Date the railroad employee was hired.
8. Home address of railroad employee, including the street address, city, State, zip code, and
home telephone number with area code.
9. Name of facility where railroad employee normally reports to work.
10. Address of facility where railroad employee normally reports to work, including the
street address, city, State, and zip code.
11. Job title of railroad employee.
12. Department assigned.
13. Specific site where accident/incident/exposure occurred, including the city, county, State,
and zip code.
14. Date and time of occurrence, indicated using military time or a.m./p.m..
15. Time employee’s shift began, indicated using military time or a.m./p.m..
16. Whether employee was on premises when injury occurred.
17. Whether employee was on or off duty.
18. Date and time when employee notified company personnel of condition, indicated using
military time or a.m./p.m..
19. Name and title of railroad official notified.
20. Description of the general activity this employee was engaged in prior to the
injury/illness/condition.
21. Description of all factors associated with the case that are pertinent to an understanding
of how it occurred. Include a discussion of the sequence of events leading up to it, and
the tools, machinery, processes, material, environmental conditions, etc., involved (When
appropriate, a railroad must indicate that an employee fatality or injury is considered
“suicide data” in this the narrative section).
22. Description, in detail, of the injury/illness/condition that the employee sustained,
including the body parts affected. If a recurrence, list the date of the last occurrence.
23. Identification of all persons and organizations used to evaluate or treat the condition, or
both. Include the facility, provider, and complete address.
24. Description of all procedures, medications, therapy, etc., used or recommended for the
treatment of the condition.
25. Extent and outcome of injury or illness to show the following, as applicable:
FRA Guide for Preparing Accident/Incident Reports
38
F 6180.98
a. Fatality–enter date of death.
b. Restricted work, number of days, beginning date.
c. Occupational illness, date of initial diagnosis.

the information required on the Railroad Employee Injury and/or Illness Record. Although this

information may be displayed in a different order from that on the Railroad Employee Injury

and/or Illness Record, the order of the information shall be consistent from one such record to

another such record. The order chosen by the railroad shall be consistent for each of the

railroad’s reporting establishments. Railroads may list additional information on the alternative

record, beyond the information required on the Railroad Employee Injury and/or Illness Record.

Furthermore, railroads may use their alternative record to collect information on conditions that

do not meet the “accountable” or “reportable” definitions, or to make entries for individuals

other than employees of the railroad. (See question Q4 and corresponding answer in Chapter 1

for additional guidance.)

It would be difficult, if not impossible, for a railroad to monitor self-treatment of minor injuries.

Thus, the type of injuries that are generally expected to be recorded on the Railroad Employee

Injury and/or Illness Record (Form FRA F 6180.98) are those that create a “documentation trail.”

This documentation could include records such as incident reports, healthcare provider records,

or any other records that may identify the fact that an employee has sustained physical harm

while in the work environment that required examination or treatment by a qualified healthcare

professional. See § 225.5, definition of “accountable injury or illness.” This broad scope is

necessary since all conditions, regardless of severity, must be evaluated to determine if the

requirements necessary for reporting the injury/illness have been met.

FRA Guide for Preparing Accident/Incident Reports

36

F 6180.98

A primary purpose for the recording of accountable cases is to establish a standardized set of

data that the reporting officer will use in deciding whether to report a case. It also serves as a

tool for FRA Safety Assurance and Compliance officers to use during reviews to determine if

proper reporting decisions are being made. Once it has been determined that a particular case is

reportable and has been forwarded on Form FRA F 6180.55a, it is no longer necessary to

continue to update this record; however, the railroad should update “Was the case reported?” on

Form FRA F 6180.98 (or update, in the alternative railroad-designed record, if a Form FRA

F 6180.55a has been filed with FRA). Changes to counts of days absent or restricted duty are to

be made on Form FRA F 6180.55a, not Form FRA F 6180.98.

Each railroad shall enter each reportable and each accountable injury and illness on the

appropriate record as early as practicable, but no later than 7 working days after receiving

information or acquiring knowledge that an injury or illness has occurred. See § 225.25(f).

Railroads must create a Form FRA F 6180.98 for employee fatalities and injuries due to suicides

and attempted suicides that are accountable or reportable.

The records described above may be maintained at the local establishment or, alternatively, at a

centralized location. If the records are maintained at a centralized location, but not through

electronic means, then a paper copy of the records that is current within 35 days of the month to

which it applies shall be available for that establishment. If the records are maintained at a

centralized location through electronic means, then the records for that establishment shall be

available for review in a hardcopy format within 4 business hours of FRA’s request. FRA

recognizes that circumstances outside the railroad’s control may preclude it from fulfilling the

4 business-hour time limit. In these circumstances, FRA will not assess a monetary penalty

against the railroad for its failure to provide the requested documentation provided the railroad

makes a reasonable effort to correct the problem. See § 225.25(g).

Do not submit this form or an alternate railroad-designed record. If a case is determined to be

reportable, it must be recorded on Form FRA F 6180.55a and included with the reports filed for

that month.

The information required to be recorded on Form FRA F 6180.98 is self-explanatory; therefore,

specific instructions for completion are not needed. However, it is important to note that the

“Case/Incident Number” identified in Block 2 must be used on Form FRA F 6180.55a for any

case determined to be reportable.

The alternative record shall contain, at a minimum, the following information:

1. Name of railroad.

2. Case/incident number.

3. Full name of railroad employee.

FRA Guide for Preparing Accident/Incident Reports

37

F 6180.98

4. Date of birth of railroad employee.

5. Gender of railroad employee.

6. Railroad employee identification (ID) number.

7. Date the railroad employee was hired.

8. Home address of railroad employee, including the street address, city, State, zip code, and

home telephone number with area code.

9. Name of facility where railroad employee normally reports to work.

10. Address of facility where railroad employee normally reports to work, including the

street address, city, State, and zip code.

11. Job title of railroad employee.

12. Department assigned.

13. Specific site where accident/incident/exposure occurred, including the city, county, State,

and zip code.

14. Date and time of occurrence, indicated using military time or a.m./p.m..

15. Time employee’s shift began, indicated using military time or a.m./p.m..

16. Whether employee was on premises when injury occurred.

17. Whether employee was on or off duty.

18. Date and time when employee notified company personnel of condition, indicated using

military time or a.m./p.m..

19. Name and title of railroad official notified.

20. Description of the general activity this employee was engaged in prior to the

injury/illness/condition.

21. Description of all factors associated with the case that are pertinent to an understanding

of how it occurred. Include a discussion of the sequence of events leading up to it, and

the tools, machinery, processes, material, environmental conditions, etc., involved (When

appropriate, a railroad must indicate that an employee fatality or injury is considered

“suicide data” in this the narrative section).

22. Description, in detail, of the injury/illness/condition that the employee sustained,

including the body parts affected. If a recurrence, list the date of the last occurrence.

23. Identification of all persons and organizations used to evaluate or treat the condition, or

both. Include the facility, provider, and complete address.

24. Description of all procedures, medications, therapy, etc., used or recommended for the

treatment of the condition.

25. Extent and outcome of injury or illness to show the following, as applicable:

FRA Guide for Preparing Accident/Incident Reports

38

F 6180.98

a. Fatality–enter date of death.

b. Restricted work, number of days, beginning date.

c. Occupational illness, date of initial diagnosis.