Name Change Documentation

[NAHR@spectraforce.com]

#91456

Forum: Private

Hi! Can you assist with providing a list of acceptable documents that an employee could provide to their employer that would demonstrate a legal name change? We would like the list to be broad enough to encompass all provinces. Can you confirm if this is correct? Any others to add/remove/change?

– Certificate of Name Change
– Passport: A current passport with your new legal name.
– Marriage Certificate: If your name change is due to marriage, you may provide a copy of your marriage certificate.
– Divorce Decree: If your name change resulted from divorce, you may provide a copy of the divorce decree.
– Provincial/Territorial ID: An updated state-issued identification card.

[vickyp]

#91460

The following documents do not corelate with a legal name change, but would be the impetus for the employee filing for a name change with their jurisdiction – as such, you shouldn’t require them.

– Marriage Certificate: If your name change is due to marriage, you may provide a copy of your marriage certificate.
– Divorce Decree: If your name change resulted from divorce, you may provide a copy of the divorce decree.

[NAHR@spectraforce.com]

#91461

Thank you for the quick response! So if an employee asks their employer to change their name in their records, these are the only two legal documents the employer can/should ask for?

[vickyp]

#91462

You should really only ask for any of the following:

– Certificate of Name Change
– Passport: A current passport with your new legal name.
– Provincial/Territorial ID: An updated state-issued identification card.

Somebody may get married/divorced and plan to change their name, but until they file for an official name change and are approved with a certificate (usually a minimum 6 month process), their name is not legally changed; however, a married/divorced person may start using their new name as of the date of their marriage/divorce. For the purposes of financial and contractual transactions, even if the employee is using a different name, the legal name is a requirement (so they shouldn’t be able to cash a paycheque in their new name until it is legal).

HR Insider

[NAHR@spectraforce.com]

#91465

Thank you!!

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