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Name Change

UNDERSTAND

Legally changing your name requires that you complete a number of local and federal government forms before making changes to your benefits. The UW cannot change your name on its payroll system unless you have already changed your name with the Social Security Administration. You must promptly correct your records to ensure correct federal tax reporting, prompt tax refunds, and proper crediting of your waget to your Social Security account.

ACT

The following list identifies the employment-related records you should update and what action you may need to take to update them.

Note: University policy is that a person's UW NetID normally may not be changed. Computing & Communications will consider changing a NetID if you feel that there are special circumstances that require the change. See the Changing Your UW NetID web page.
Social Security Record and Card
Go to Social Security Online to read the information about changing your name and to locate your local Social Security Administration office. Take the necessary steps to obtain a new Social Security card.
University Payroll System Records
After you have received your new Social Security Card, work with your department administrator or payroll coordinator to have the University's payroll system updated to reflect your changed name.
Husky Card (UW ID card) Replacement
You can submit an online request for a new ID card issued with your new name after the payroll system is updated. You can receive a free U-PASS replacement only if you bring your old Husky Card with the U-PASS sticker to Parking and Commuter Services along with your newly-issued Husky Card.
Campus Directory and Emergency contact information
Update this information yourself through the Employee Self-Service (ESS).
Healthcare Insurance
When you make the change in ESS, Benefits & Work/Life will receive notice and update the medical/dental system with your change.
Public Employees' Retirement System (PERS)
When you update ESS, the UW will report the change to PERS.
Online Work/Leave System (OWLS)
After your name has been updated in the payroll system, and only if your unit uses the Online Work/Leave System (OWLS), you or your unit's timekeeper should email your old and new names to askowls@u.washington.edu. Do not email askowls if your department does not use OWLS for leave record keeping. You can tell if your department uses OWLS if you can view your leave records in ESS.
University Retirement Plans, Voluntary Investment Program (VIP), and Other Retirement and Insurance Programs
Contacts are identified in the table below:
You Participate in: And you are a: Then update your personal information via:
Auto/home/boat insurance Active Faculty & Staff Liberty Mutual
Dependent Care Assistance Program (DCAP) Active Faculty & Staff Employee Self-Service
Flexible Spending Account Active Faculty & Staff Employee Self-Service
Graduate Appointee Insurance Program (GAIP) Graduate Appointee Both ESS and WPAS
Law Enforcement Officers Retirement System (LEOFF) Active UW Law Enforcement Employee Self-Service
Inactive UW Law Enforcement DRS form
Long-term care insurance Active Faculty & Staff Call John Hancock Insurance at 1-800-399-7271
PEBB* Medical, Dental, Life and Long-Term Disability plans Active Faculty & Staff Employee Self-Service
Self-pay or Retiree PEBB
Public Employees' Retirement System (PERS) Active Faculty & Staff Employee Self-Service
Inactive UW employee or Retiree DRS Form
Teacher Employees' Retirement System (TRS) Active TRS-covered Faculty & Staff Employee Self-Service
Inactive TRS-covered UW employee or Retiree DRS form
University of Washington Retirement Plan (UWRP) UW employee or retiree Update directly with your fund sponsor(s)
Voluntary Investment Program (VIP) Active/inactive UW faculty staff, student or retiree Update directly with your fund sponsors