System HR - Name Change

Name Change

Step 1. Search for the Employee

The most reliable practice is to search using the UIN in the Employee ID field. If no record is found, you may also try to find the employee using their First and Last Name.

Be aware that certain records may match in name, but can be entirely different employees. If the search returns an existing record, open the employee profile by clicking on the result, then clicking View Selected Profile (see below). Confirm the details of the record, including date of birth, to determine if the record matches.

If you do not find an employee profile, or if the record does not have an active I-9, their I-9 may have been completed prior to Tracker being implemented. If you need to complete a name change for an employee who does not have an I-9 in Tracker, contact your central HR office for assistance with creating a Historical I-9.

Step 2. Create & Complete a New Section 3

Once you find the completed form in Tracker, click the Section 3 tab. Then, at the bottom of the page, click Create New Section 3. Fields for Section 3 will be revealed:

Complete Part A

Enter the employee's new name. You must enter the first, middle, and last names to proceed, even if only one has changed.

Leave Parts B and C blank.

Validate & Sign

Once complete, you must electronically sign Section 3:

  • Your first name, last name, and title will pre-populate. Confirm the information is correct.
  • Check the “I Agree” box to affirm that you have reviewed and verified, to the best of your knowledge, the information entered in Section 3.
  • Click “Sign Form I-9 Electronically” to sign and complete Section 3.

If there are any mistakes found which prevent you from signing Section 3, correct them and try again. If you continue to experience problems, contact your central HR office.

Step 3. Update Employee Profile

After completing Section 3, return to the Employee Profile. Update the First, Middle, and Last Name fields as appropriate. Then, enter any previous last names into the Other Last Names Used field.

Click Save to save the changes to the profile.

KeywordsName Change   Doc ID120614
OwnerJackie B.GroupUI Training and Development Resources
Created2022-08-15 10:36:32Updated2022-11-23 09:50:06
SitesUniversity of Illinois Training and Development Resources
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