E-8-8 Name and Social Security Changes

I. Purpose

To provide employee guidance on updating HR/Payroll SAP record for name and social security changes. 

II. Responsibilities 

1. Employee
   1. Present social security card to unit payroll administrator or Payroll Services; and
   2. Validate name and social security number on tax forms matches social security card.
2. Departmental administrator
   1. Make changes only when presented with the social security card by the employee; and
   2. Enter information into HR/Payroll system exactly as presented on the social security card.
3. Payroll Services
   1. Make changes only when presented with the social security card by the employee or
   2. If Social Security Administration (SSA) returns a discrepancy notice during validation process in IV.C. below.
   3. Enter information into HR/Payroll system exactly as presented on the social security card.
4. Human Resources
   1. Make changes only when presented with the social security card by the employee and
   2. Enter information into HR/Payroll system exactly as presented on the social security card.

III. Policy

HR/Payroll system changes to an employee’s name or social security number must only be made upon presentation of an employee’s social security card to Payroll Services or employee’s unit.

IV. Procedures

1. Employees must present a social security card to Payroll Services, HR Benefits or their unit payroll administrator for updates to their name or social security number in the HR/Payroll system.
2. Payroll Services, HR Benefits or payroll administrator must ensure employee’s name and social security number are entered into the HR/Payroll system exactly as displayed on the employee’s social security card.
3. Process for validating Name and Social Security Number:
   1. Social Security numbers are verified each quarter with the SSA. 
   2. University of Kentucky employee social security number, name and birthdate information is uploaded into the SSA database for verification.
   3. SSA returns a discrepancy file which is reviewed by Payroll Services and sent to units across campus in order to resolve incorrect data.
   4. If the discrepancy is not resolved, Payroll Services will correct the HR/Payroll system data to match the SSA database.