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Updating your Personnel and Payroll Records
Updating your Personnel and Payroll Records
An employee’s official name for the State of Utah is the name printed on the employee’s Social Security Card. Using the name on the Social Security Card ensures that Social Security wages are credited properly to the employee’s account.
If you legally change your name because of marriage, divorce, a court order, or any other reason, you must notify Social Security to get a corrected card.
The following steps are required to have a name changed on personnel and payroll records:
Apply at the local Social Security Administration office for a Social Security Card with the new name.
Use the new name to complete a new IRS Employee Withholding Allowance Certificate (W-4 Form). To update your W-4, please follow the steps found here.
Paper forms will only be processed if the employee does not have access to ESS.
You can fill out a paper W4 and email it to us, you can do so by pulling the W4 for the current year off of the IRS website.
Once your W4 is filled out completely, and signed you may email it to us at payroll@utah.gov and we will update this for you.
If you need assistance with filling out your W4 please reach out to a tax professional or refer to the IRS tax calculator.
Contact HR at courtsHR@utcourts.gov to update your I-9 form with your new name.
Complete change forms for the PEHP (www.pehp.org) and the URS (www.urs.org), attaching required documents. The name change can be completed on the forms used to add and/or change beneficiaries.
Management or authorized personnel must complete a name change request form with IT.
State Payroll is responsible for updating personnel and payroll systems to match the new Social Security card. PEHP and URS will complete all requested changes to the member’s records.
Social Security Name Change
Social Security Name Change
Documents Required for a Name Change:
If you need to change your name on your Social Security Card for marriage, divorce, court order, or for any other reason, you must show the Social Security Administration a recently issued document as proof of your legal name change. Documents that the Social Security Administration may accept to prove a legal name change include:
Marriage Document
Divorce Decree
Certificate of Naturalization Showing a New Name
Court Order for a Name Change
If the document you provide as evidence of a legal name change does not give the Social Security Administration enough information to identify you in their records, or if you legally changed your name more than two years ago, you must provide The Social Security Administration with additional documentation.
To update your name in your personnel records, you must provide a copy of your newly issued Social Security Card to State Payroll. You may provide a copy to your District Administrative Assistant or the HR Department to send to State Payroll on your behalf. You may send the request directly to State Payroll via email to payroll@utah.gov.
To Update Your W4 Through ESS:
To Update Your W4 Through ESS:
You can view or make changes to your W4 (tax withholding) in ESS by following the below steps
To view your W4:
Login to ESS at: https://ess2.finance.utah.gov/irj/portal
Select personal information
Select W-4 Tax Withholding
To view your current Federal or State withholding status, highlight the row and the information will appear. This is your current withholding information.
To leave the screen, select Cancel or click on the payroll tab.
To change your W4:
Select the Add button and then choose either
Create form for Federal or Create form for Utah
If you have dependents, enter the dollar amount in the Total Credits for Dependents text box. Please review the IRS guidelines when entering this information.
Continue to enter (if applicable), Other Income, Additional Deductions, and Additional Amount Withheld from each paycheck. The fields are all optional.
Next, select the filing status.
Once the information is entered, check the Declaration box and then save
*Please note that:
Employees can select to have a higher rate of taxes by select Use Higher Withholding Rate Schedule.
Employees can claim Exempt by selecting Exempt from the drop down. *
To make changes to your UTAH information:
Select Add and then choose Create form for Utah
The State of Utah only allows for the employee to create an additional amount to be withheld from their paycheck and to use the higher tax withholding. Enter the additional amount you want withheld from your check in the text box.
If you want to have a higher withholding rate, please select the box declaring a higher withholding rate
Select the Declaration box and then Save to save your entries.
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