When an employee informs you that they’ve changed their name, it’s important to handle the update properly—both to show respect for the employee and to stay compliant with your recordkeeping obligations. Below are steps you’ll want to take to get their information updated in all the key places. Keep in mind that some name change documentation may take a while for the employee to receive, but you can still recognize their new name in your communications systems without official documentation.

• Obtain a copy of the employee’s updated Social Security card. Use this to update their name in your HRIS and payroll system, and ensure the names match exactly.
• Ask the employee to complete a new W-4. The IRS requires that the name on the Social Security card matches the name on W-4 and W-2 forms.