Employee Name Changes
If an employee changes her last name, you'll need more than just a request from her to revise her personnel records and the name on her paycheck. First, you'll need to update her I-9 form. There is a section on the Form I-9 specifically for updates. You will need to see the original corresponding documentation that reflects the name change before you sign Form I-9 and make the official change in company records.
Additionally, wages are attached to social security numbers, and the name on the paycheck should match the name on the social security card filed with the Social Security Administration (SSA). If the employee doesn't use a social security card as one form of ID for I-9 purposes, verify that the name on the card has been changed. When you report end-of-the-quarter wages, the names of the employees should match the social security numbers.
Once a name change has been properly processed, update the employee's file, timecard, name badge, directory listing, benefit enrollments, and everywhere else the name appears.