Q. "What is the procedure when an employee changes their name?"

Answer:

The short answer is you will want to ensure your payroll system, tax information, benefit plans, and any personnel records (i.e., phone lists, email systems, other employee lists/systems, etc.) are updated.


Additionally and in more detail:


  • Prior to updating the name in your payroll system, make sure the employee provides a copy of an updated Social Security card. The old name should remain in your payroll system until they can.


  • Have the employee complete a new W-4. The IRS requires the name on their Social Security card match the name on W-4 and W-2 forms.


  • Check with your insurance broker regarding benefit plan updates. They may want the employee to complete new beneficiary forms with their new name.


  • Though employers are not required to update Form I-9 when an employee changes his or her name, U.S. Citizenship and Immigration Services (USCIS) recommends employers maintain correct information on I-9s and note any name changes in Section 3 of the form. Click here for additional information.


    Note: While documentation of the reason for a name change may be requested and attached to the I-9 form, new I-9 documentation to prove eligibility to work in the U.S. may not be requested due to a name change only. For example, if a name change is due to marriage, a marriage license or certificate would be acceptable; for a divorce, a divorce decree, etc.

 

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