Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.75
Revised 11-14
Payroll Services
335-9575

Name Changes and Name Coding Conventions

PDF link

OVERVIEW

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.

REQUIRED DOCUMENTATION

To change a name, the individual provides the following to Payroll Services:

Supporting Documents

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:

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:

Photo ID

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.

Request Form

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:

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.

Records Retention

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 wsu.graduations@wsu.edu; telephone 509-335-7724.

Masters and Doctoral Degrees

Masters and doctoral degree holders may contact the Graduate School to order new diplomas; e-mail gradschool@wsu.edu; telephone 509-335-1446.

CODING CONVENTIONS

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

Example

BROWN,THOMAS JAMES,JR

Character Limit

The file includes the entire name if the name including spacing does not exceed 32 characters.

Period

Do not code a period after an initial, abbreviation, or suffix.

Name 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.

Examples

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)

Example

ST JOHN,LEE L

See the PDF form:
90.75.4: Request for Change of Name
Complete and/or print as needed.