Employee Name Changes

I'm interested in hearing how others handle employee name changes. Do you allow employees to submit name changes (first and/or last name) via ESS? Do you have a process for confirming the employee is using his/her legal name? Thank you.

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Infor Lawson Human Resources Group - Discussion

Comments

unknown

We use ProcessFlow, HR11.1_C and an ESS flag to allow certain fields to be altered by the user and others by the HR department. For example, nickname and address can be altered by a user. Marital status can be altered by user, but, must be confirmed with HR. Finally some fields like first and last name, cannot be alter but by HR. In this last two examples, the users must interact with HR.

unknown

Have you spoken to your payroll team (or vendor)? We are pretty strict with name changes being documented with a new SSC because the name on the W-2 at the end of the year must match up with what the SSA has on file (or your compnay could be fined for the mismatches). I can see wanting to allow them to submit the change via ESS and leaving it in pending until they provide the new SSC for inspection, but I don't know exactlyhow you would do that...

We do, however, allow them to update their preferred name via ESS. If "James" goes by "Jim" it will be there and we use that field for some of our systems (online Web Directory) and some reports or Process Flows. That is the same name we use for our badge directory as well.

sriman-shivakoti

We let them change via ESS. The name change goes to the inbasket for HR approval once the employee has brought in appropriate documentation.

unknown

We have an issue where we have employees whose professional name doesn't match their legal name.

For example, their medical licensure and SSN is in their maiden name and their drivers license and passport is in their married name.

We track the name on their Social Security card in lawson. However, Lawson feeds our travel and expense system so we can't issue plane tickets in their maiden name because it won't match their photo IDs at security.

Does anyone else have this issue where their professional name doesn't match their legal name?

unknown

We actually don't allow employees to submit name changes. We have the manager enter it through Manager Self Service personnel action so they can validate their name has been changed on their SS card as well as on any medical licensure we have on file.

We do require that the Lawson name matches what is on file with the SSA and what is on any job required license. We just had a unique scenario where 1 employee whose name in Lawson (that did match SSA and medical licensure) but her name on her drivers license and passport was different. We had to manually update the name in our travel and expense system.

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