Employee Name Change Checklist
If your employee has legally changed their name, follow these four steps to ensure all related updates are completed for payroll processing:
1. Confirm the name change before updating your payroll system.
Request a copy of the employee's new Social Security card to verify their new name. To avoid being flagged for Social Security mismatches, keep the employee's former name in your payroll system until they update it with the Social Security Administration and provide you with proof via their Social Security card.
2. Have the employee complete a new W-4 to ensure their name and Social Security number will match on their W-2.
The US Citizenship and Immigration Services (USCIS) also recommends that you note the name change in Section 3 of Form I-9, but it's not required.
3. Update your employee records and notify your payroll processor.
If you're an ASAP payroll client, be sure to notify us of the change to ensure that their Social Security number and name matches for IRS compliance. Also obtain copies of updated professional licenses for their file.
4. Update benefits to reflect the new name.
Your employee may also need to make midyear changes to their benefits if there are updates to their family status and dependents.
Disclaimer: This information is provided as a self-help tool and does not constitute legal or financial advice. Laws, regulations and lending products are changing daily and decisions as to whether or how to use this information and/or what actions to take are solely those of the employer. The providers of this information disclaim any and all responsibility and liability for its accuracy, completeness or fitness for your particular business purposes.