Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.75
Revised 5-04
Payroll Services
335-9575

Name Changes and Name Coding Conventions

PDF link

REQUESTS

To change a name, submit a completed Request for Change of Name form to Payroll Services.

Obtain blank copies of the form from Payroll Services or from the Payroll Services website at:

http://www.wsu.edu/payroll/

Select Name Changes

A letter may be substituted in place of the Request for Change of Name form. The letter must contain all items on the request form, including a statement requesting a name change and the individual's signature.

Proof of Name Change

At the time the form is submitted Payroll staff must verify the name change.

Provide Payroll Services with:

Social Security Card
Voter's registration
Driver's license
Automobile registration
One credit card

NOTE: If sending a photocopy of a credit card to Payroll, blank out the number, as only the name is needed.

Immigration Status

If the individual's immigration status code is F1 or J1, he or she must provide Payroll Services with a passport with the correct name for documentation.

Routing Name Change Form

Payroll retains the original and forwards copies to the Registrar's Office and WSU Foundation--Finance and Gift Accounting.

Routing 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.

Away From Pullman

An employee or student may directly mail or fax the completed form and copies of verification documents to Payroll Services.

Payroll Service's fax number is (509) 335-1472.

An employee or student may submit the completed form and verification documents to any non-Pullman WSU unit. The unit forwards the completed form and verification documents to Payroll Services.

RETIRED EMPLOYEES

Retired employees submit name changes through Human Resource Services (HRS). HRS forwards the Request for Name Change form to Payroll.

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.

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.

Spaces

Do not put a space between two-part surnames or following the comma.

Examples

MACFADDEN,CHARLES J not MAC FADDEN,CHARLES J VANNICE,JAY W not VAN NICE,JAY W

Apostrophe

Do not code apostrophes within a surname.

Example

OLEARY,JANET J not O'LEARY,JANET J

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