50.14 - Name, Social Security Number, and Address Changes

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Last updated: July 1, 2024

A. Purpose. This policy addresses changes to an employee's name, address, and Social Security number in the University's Human Resources Information System.

B. Scope. This policy applies to all employees.

C. Policy. 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.

D. Procedure

D-1. In general. Changes to an employee's name, 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.

D-2. Address changes. An employee may request a change of address by updating the address in the electronic system under employee tab (Refund Address, Campus Mail Address, Payroll Check Address and Mailing/Local Address) or by submitting a written request (all other address updates) to HR. Include name, Vandal# and new or corrected address. The change will be updated effective with the next available payroll cycle. The web change will not update the W2 address . Please submit an address change request on Payroll’s website to update that address type.

D-3. Name or SSN changes. An employee may request a name change for reasons including but not limited to marriage, divorce, or change of legal name. An employee may also provide a preferred name that will be used for email or other communications that don’t require the legal name to be used.

a. An employee’s name in the HRIS must match the employee's legal name as it appears on their Social Security card. Therefore, to process a name change, a Social Security card in the name desired must be presented to HR with the request.

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

c. An employee’s SSN in the HRIS must match the employee's SSN as it appears on their Social Security card. Therefore, to process an SSN change, a Social Security card must be presented that accurately reflects the desired change.

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

Version History

Amended July 2024. Updated to reflect current procedures.

Adopted November 2006.