Name Change
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 (Form W-4). Submit completed Form W-4, with a copy of the new Social Security Card, to HR at courtsHR@utcourts.gov or directly to State Payroll at payroll@utah.gov. Employees can also update W-4 forms on the Employee Self Service (ESS) System.
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
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.