When an employee has a name change, it is essential to manage it accurately and confidentially. Prior to updating the employee’s name in the organization’s payroll system, an employer should require the employee to provide a copy of an updated Social Security card with the new name. Employers should make sure the name in the payroll system matches the name on the employee’s current Social Security card. In cases where the employee has not updated their Social Security card, the old name should remain in the employer’s payroll system until the name is updated. In addition, employees will also need to complete a new W-4. The Internal Revenue Service (IRS) requires that the name on the Social Security card matches the name on the W-4 and W-2 forms.
Employers are not required to update Form I-9 when an employee has a name change. However, U.S. Citizenship and Immigration Services (USCIS) recommends that employers keep correct information on Forms I-9 and make notes to any name changes in Section 3 of the form. Also, benefits plans will need to be updated with the new name. If the plan permits, the employee may like to update the benefits plans to add or drop dependents consistent with the family status change.
Employers may want to update personal records, their email system, and phone lists to include the new name change for employees. Where applicable, employers should cross-reference the previous name and new name so that a search using either the new or old name will retrieve the same records.
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