1. CARL HOMRIGHAUSEN Name Changes

2. Social Security Administration Requirements What the SSA states:  “Record the name and number of each employee as they are shown on the employee's social security card. If the employee's name is not correct as shown on the card (for example, because of marriage or divorce), the employee should request an updated card from the SSA. Continue to report the employee's wages under the old name until the employee shows you the updated social security card with the corrected name.”

3. Social Security Administration Requirements What this means:  When an employee inquires about having their name changed on their check, they should be asked to produce some documentation to show that they have already changed their name with the SSA. If the employee has no such documentation, they should be encouraged to visit their local SSA office and complete the process there first.

4. Name Change Process Form 123 – Notice of Name Change 

5. Name Change Process 12 (static) transaction in PMIS  Names must be changed in two places: The Payroll Master File and PMIS.  A change in one of these systems will not carry to the other; both must be changed.  When an employee is hired, the Payroll Master File loads information from PMIS. Once it is loaded, changes in one file will not affect the other file.

6. Name Change Process What else does Centralized Payroll need? Nothing.

7. What about these? Federal W-4?   Used for: Address changes, Federal withholding changes  Will not change a name.

8. What about these? State W-4?   Used for: State withholding changes  Will not change a name.

9. What about these? Direct Deposit Form?   Used for: EFT Changes ONLY.  Will not change a name.

10. What about these? Marriage certificate? Social Security Card? Documentation?  Not required at Centralized Payroll.  Verification of these items should be completed at the time of request.

11. Special Note: Employee Information Paystub on the Web and Direct Deposit, while wonderful, can create a void between an employee and their paystub. Encourage employees to check their stubs often to verify information and changes.

12. Questions?