Name/Gender Change, Employee Information

Contact

Erin Driscoll – UO Payroll
erinlynn@uoregon.edu
541.346.1122

Documents Required

  • Name Change Form (UO Payroll)
  • Copy of Social Security Card or receipt reflecting the new name
  • International Employees – Copy of passport reflecting the new name

Payroll Document Secure Submission using OneDrive  

  1. Go to https://office.uoregon.edu and log in with your DuckID. 
  2. Click on OneDrive. 
  3. In the top bar click Upload and then click Files from the dropdown menu. 
  4. Browse to the file you need to send to Payroll and double click or select the file and click Open. 
  5. Once the file uploads a Share button should pop up. Or you can check the circle next to the file that was uploaded and click Share from the top bar. 
  6. In the Send Link box that pops up enter erinlynn@uoregon.edu (to send documents to Erin Driscoll, UO International Payroll Specialist) 

If you are a current or previous UO employee, the Payroll Office requires a copy of your Social Security Card (SSC) or a receipt reflecting the new name be submitted with the BA Payroll Legal Name/Gender Change form per IRS Publication 15, Circular E, Employers Tax Guide. The IRS requires that the name in the payroll system match the name on your social security card.

If you are not a US citizen or Permanent Resident Card holder, for visa reasons, the legal name on your UO records must match the name on your passport. A copy of your passport reflecting the new name must also be submitted. If you have questions about this policy, contact the International Affairs Office | (541) 346-3206 | Oregon Hall 3rd Floor. If you want to use a different first name within UO, you can choose a preferred first name, see below.

If you have not been employed by UO, you can submit the name change here
https://registrar.uoregon.edu/current-students/name-gender-address-and-ethnicity-changes

A confirmation email will be sent to you when your name/gender has been updated.
It may take approximately 48-hours for the directory to reflect the changes including academic records.
You can choose the name you want to appear on your diploma when you apply for it on DuckWeb.

If you want to change your email, please see this article for important information and how to request the change https://service.uoregon.edu/TDClient/2030/Portal/KB/ArticleDet?ID=69487

If you want to update your UO ID card, please call the Card Service Office (in the EMU)
Ph. 541.346.3113

To update PEBB insurance (if applicable), please send an email to UO HR hrbenefits@uoregon.edu

To update PERS retirement (if applicable), please email General Payroll Payroll@uoregon.edu.

Preferred First Name: Anyone can add or change their preferred first name in DuckWeb under the Personal Information tab. If DuckWeb is not available, please email your request to erinlynn@uoregon.edu or Payroll@uoregon.edu using your UO email and include your UO 95#. Preferred first name appears on class lists, in Canvas, on most advising and student pages in DuckWeb, and in the Find People online directory. Note that Find People is refreshed overnight. If you want both your Legal and Preferred First Name to appear in Find People, enter both of your names as your preferred name, as follows: William "Bill" (with the quotation marks). The Preferred First Name policy can be found in the Policy Library.

Preferred First Name – Instructions to Change for the Following
University-issued ID Card UO ID Card
Email address Duck ID and Email
Thesis or Dissertation dissertation and thesis name
Diploma Diploma Name

Gender Change: To change your gender marker in the UO directory submit the UO Payroll Legal Name/Gender Change form to Erin Driscoll erinlynn@uoregon.edu No other documentation is needed for gender changes only. Please note, as a current or previous employee if you want to also change your legal name in the UO directory a copy of your SSC or receipt reflecting the new name is required per IRS Publication 15, Circular E, Employers Tax Guide. The IRS requires that the name in the payroll system match the name on your social security card. A Preferred First Name can be added or updated in DuckWeb under the Personal Information tab. If you have questions, you can contact UO LGBT Education and Support Services https://dos.uoregon.edu/lgbt

Address Change: It is important to keep your Mailing Address updated with UO. The mailing address is used by all offices to send critical items. You can keep your mailing address updated in DuckWeb under the Personal Information tab (updated immediately). If DuckWeb is not available, submit the Change of Address form or email your request using your UO email and include your UO 95# to Payroll@uoregon.edu

Resources

Employee Legal Name/Gender Change form (UO Payroll)
https://pages.uoregon.edu/baoforms/bao_drupal_6/sites/ba.uoregon.edu/files/forms/ncf.pdf

Non-Employee Name/Gender Change (UO Registrar’s Office)
https://registrar.uoregon.edu/current-students/name-gender-address-and-ethnicity-changes

Social Security Card Name Change Information
https://blog.ssa.gov/need-to-change-your-name-on-your-social-security-card/

UO Dean of Students Name and Gender Change Information
https://dos.uoregon.edu/name-and-gender-marker-change

UO LGBT Education and Support Services
https://dos.uoregon.edu/lgbt

DuckWeb use the Personal Information tab to update Preferred Name and Address

Email Change
https://service.uoregon.edu/TDClient/2030/Portal/KB/ArticleDet?ID=69487

UO ID Card Change
EMU Card Service Office | 541.346.3113

PEBB Insurance Name Change
UO HR Benefits hrbenefits@uoregon.edu

PERS Retirement Name Change
General Payroll payroll@uoregon.edu