{"id":5183,"date":"2018-02-21T09:20:03","date_gmt":"2018-02-21T14:20:03","guid":{"rendered":"https:\/\/gtm.com\/business\/?p=5183"},"modified":"2024-08-30T11:12:38","modified_gmt":"2024-08-30T15:12:38","slug":"employees-name-changes","status":"publish","type":"post","link":"https:\/\/gtm.com\/business\/employees-name-changes\/","title":{"rendered":"When an Employee&#8217;s Name Changes: Forms to Update"},"content":{"rendered":"<p><strong><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-5184 size-large\" src=\"https:\/\/gtm.com\/business\/wp-content\/uploads\/couple-1284225_1280-1024x681.jpg\" alt=\"employee's name changes\" width=\"1024\" height=\"681\" srcset=\"https:\/\/gtm.com\/business\/wp-content\/uploads\/couple-1284225_1280-1024x681.jpg 1024w, https:\/\/gtm.com\/business\/wp-content\/uploads\/couple-1284225_1280-300x199.jpg 300w, https:\/\/gtm.com\/business\/wp-content\/uploads\/couple-1284225_1280-1080x718.jpg 1080w, https:\/\/gtm.com\/business\/wp-content\/uploads\/couple-1284225_1280.jpg 1280w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/>Q:<\/strong>\u00a0<em><strong>Does an I-9 form need to be updated when an employee&#8217;s name changes? What about other forms?<\/strong><\/em><\/p>\n<p><strong>A:<\/strong> When an employee changes their legal name, you are not required to update their <a href=\"https:\/\/gtm.com\/business\/wp-content\/uploads\/i-9-paper-version.pdf\" target=\"_blank\" rel=\"noopener\">I-9<\/a>. However, the US Citizenship and Immigration Services (USCIS) recommends maintaining correct information on I-9s. You can easily update an employee&#8217;s I-9 by entering their new legal name in Box A of Section 3, and then sign, date and print your name on the final line. You can request documentation of the name change so you can update the I-9, but employees are not required to provide documentation for this purpose.<\/p>\n<p>That said, there are a few additional administrative steps for both you and the employee to complete:<\/p>\n<ul>\n<li>Have the employee provide a copy of their updated Social Security card with the new name and use it to update their name in the payroll system; be sure they are identical to avoid SS mismatches.<\/li>\n<li>Have the employee complete a new <a href=\"https:\/\/www.irs.gov\/pub\/irs-pdf\/fw4.pdf\" target=\"_blank\" rel=\"noopener\">W-4<\/a>. The Internal Revenue Service (IRS) requires that the name on the Social Security card match the name on W-4 and W-2 forms.<\/li>\n<li>Update the employee&#8217;s benefits paperwork. If the change is related to marriage or other qualifying event, the employee may also want to change elections or add or remove a spouse or dependent(s). This is also the best time to make changes to their beneficiary forms as needed.<\/li>\n<li>If driving is one of their job duties, you may want to request an updated version of their driver\u2019s license for your records.<\/li>\n<li>Update company phone lists, email accounts, business cards, badges, uniforms, name plates, etc.<\/li>\n<\/ul>\n<p>Depending on the circumstances, there may other considerations, but in most cases this list will cover your legal obligations as well as internal documentation.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Does an I-9 form need to be updated when an employee&#8217;s name changes? What about other forms?<\/p>\n","protected":false},"author":7,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","footnotes":""},"categories":[266],"tags":[16,52,26],"post_folder":[],"class_list":["post-5183","post","type-post","status-publish","format-standard","hentry","category-consulting-services","tag-employees","tag-form-i-9","tag-irs"],"_links":{"self":[{"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/posts\/5183","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/users\/7"}],"replies":[{"embeddable":true,"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/comments?post=5183"}],"version-history":[{"count":3,"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/posts\/5183\/revisions"}],"predecessor-version":[{"id":5187,"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/posts\/5183\/revisions\/5187"}],"wp:attachment":[{"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/media?parent=5183"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/categories?post=5183"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/tags?post=5183"},{"taxonomy":"post_folder","embeddable":true,"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/post_folder?post=5183"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}