Payroll Services is responsible for processing name changes for all current and former students and employees. Processed name changes are made in the University computer systems, including zzusis.
Payroll Services processes certified copies of court orders if recorded changes in gender are also sought.
To change a name, the individual provides the following to Payroll Services:
All supporting documents must reflect the new name. The individual must submit one certified legal document or a minimum of three proof of usage documents, and one photo ID.
No supporting documentation is needed if an individual changes their first name or middle name to an initial. Documentation is required if an individual is adding or removing a first or middle name.
Certified Legal Documents
Acceptable legal documents include:
- A certified copy of a court order; or
- A certified copy of a marriage certificate; or
- A certified copy of a dissolution decree, or
- An unexpired passport.
The legal document must reflect the new name in full.
Proof of Usage Documents
If a certified legal document is not available, an individual must demonstrate usage by providing proof that he or she is the person whose name is being changed.
A minimum of three of the following documents may be submitted as proof of name usage:
- Current driver's license
- State-issued ID card
- Military ID card
- Birth certificate
- Social security card
- Voter registration card
- Car registration
- Credit card (one only)
At least one of the supporting documents must include the individual's date of birth, a photograph, and a signature of her or his new name.
Obtain blank copies of the Request for Change of Name form by completing and/or printing the PDF form on 90.75.4.
International Students and Scholars
An international student or scholar requesting a name change must present an unexpired passport which reflects his or her new name, in addition to submitting a name change request form and photo ID (see above). The presentation of an unexpired passport ensures compliance within the Student and Exchange Visitor Information System (SEVIS).
SUBMITTING CHANGE REQUEST
Individuals may submit the Request for Name Change form and supporting documents to Payroll Services using one of the following methods:
- In-person at the Payroll Services office, French Administration Building 236, WSU Pullman;
- By postal mail to Payroll Services, PO Box 641024, Pullman, WA 99164-1024;
- By fax to Payroll Services; fax 509-335-1472; or
- By electronic mail to email@example.com. NOTE: E-mailing may not be secure or encrypted.
See above for a list of acceptable supporting documents. NOTE: If sending a photocopy of a credit card to Payroll Services, blank out (redact) the number, as only the name is needed.
Payroll retains the original documentation of the name change request.
ROUTING CHANGE INFORMATION
Weekly lists of name changes are printed and distributed to Payroll Services, Registrar's Office, Human Resource Services, Housing and Dining Services, University Receivables, and other central administration offices.
Home departments receive notification of name changes from Human Resource Services.
ORDERING NEW DIPLOMAS
After a name change has been processed, a student who holds a degree from Washington State University may order a new diploma.
Bachelor's and Professional Degrees
Bachelor's and professional degree holders may contact the Registrar's Office to order new diplomas; e-mail firstname.lastname@example.org; telephone 509-335-7724.
Masters and Doctoral Degrees
Masters and doctoral degree holders may contact the Graduate School to order new diplomas; e-mail email@example.com; telephone 509-335-1446.
WSU observes the following coding conventions for names.
Names are entered into the system as follows:
Surname, comma, first name, space, middle name, comma, suffix
The file includes the entire name if the name including spacing does not exceed 32 characters.
- If the name exceeds 32 characters, replace the middle name with a middle initial.
- If the name still exceeds 32 characters, abbreviate the first name. Retain at least the first and middle initials.
Do not code a period after an initial, abbreviation, or suffix.
Limit coding of special suffices to Jr; Sr; or III. Code a comma before the suffix but do not code a period after the suffix.
NEILL,RON L,JR and NIXON,RICHARD D,III
St. in the Surname
Code all two-part surnames commencing with SAINT, SAINTE or ST as follows:
ST, space, remainder of surname, comma, first name, space, middle name or initial, comma, suffix (if applicable)
ST JOHN,LEE L
See the PDF form:
90.75.4: Request for Change of Name
Complete and/or print as needed.