50.14 - Name, Social Security Number, and Address Changes

Last updated November 7, 2006

A. General. Information in the University’s Human Resources Information System regarding an employee’s name, address and social security number (SSN) may be changed upon the request of the employee and submittal of appropriate documentation, if necessary.

B. Process. Changes to an employee's name, social security number (SSN) and address are entered into the Human Resources Information System (HRIS) only by Human Resources (HR) and the Payroll Departments. Changes are effective with the next available payroll cycle.

C. Procedure.

C-1. Address Changes. An employee may request a change of address by submitting a written request to HR. Include name, SSN and new or corrected type of address or the employee may update their own address via the employee web using their PIN. The change will be updated effective with the next available payroll cycle. The web change will not update the W2 address or check mailing address.

C-2. Name or SSN Changes. An employee may request a name change, for reasons including but not limited to marriage, divorce, change of legal name.

i) An employee’s name in the HRIS must match the employee's name as it appears on his or her social security card. Therefore, to process a name change, a social security card in the name desired must be presented with the request.

ii) When requesting the change, completion of new benefit and tax forms may be required.

iii) An employee’s SSN in the HRIS must match the employee's SSN as it appears on his or her social security card. Therefore, to process a SSN change, a social security card must be presented that accurately reflects the desired change.

D. Information. Contact HR at (208) 885-3638, (208) 885-3602 (by fax) or Payroll Services at (208) 885-0284 or online at HR Website.