New Procedure for Name Changes
TO: |
Departmental Payroll Representatives |
SUBJECT: |
New Procedure for Name Changes |
FROM: |
Bradford Evans
Assoc. Dir. HR Services
|
DATE:
|
May 28, 2002 |
Social Security Administration requires the name and social security number
on an employee's Form W-2 match the name and number exactly as shown on the
social security card. Employers can be penalized if the correct employee's
name and social security number are not reported on the Form W-2. This change
requires us to implement new procedures to comply with the regulations of the
Social Security Administration.
Effective immediately, Departments will be required to obtain and forward a
copy of the employee's social security card with the new name along with the
Personal Data Change Form when requesting a Name Change. Departments should make
employees aware that the request to see their social security card is only for
tax withholding and reporting purposes. Verification of this requirement can be
found in Circular E (IRS Publication 15, Employee's Tax Guide). We should
continue to use the old name until the employee shows you the new social
security card with the new name.
This change does not affect the legal documentation required to make life
event changes to benefit plans such as marriage, divorce or adoption.
Documentation to make these life event changes remains the same.
If you have questions regarding this procedure please contact the Human
Resources Information Center (HRIC) at 684-5600.
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