Employee Name Change

Resources

What steps are required if I change my name?
Please note, this site is intended to be representative of campus name change resources and is not intended to be all-inclusive. There are other organizations that will need to know about your name change. For example, the Social Security Administration, the Department of Motor Vehicles, United States Post Office, bank accounts, insurance companies, utility companies, credit card companies, landlord or mortgage companies, schools and alumni associations, doctors’ offices, voter registration office, investment account providers, attorneys (to update legal documents), passport office.

For University of Montana business matters start with the steps outlined below:

Technology & Software
Before initiating the name change process with Human Resource Services, please contact your department's IT Support Specialist to address the immediate potential impact the change may have upon the following aspects of your work environment once complete:

  • UM Box: Contact IT Central to have any pre-existing Box accounts merged with this generated by the name change. A good practice is to make a list prior to your name change of the documents that are shared with you. Email collaborators and request that they re-share the files once your new alias is established in Box.
  • Net ID: Updated based upon the completion of the Personal Information form and final change in Cyberbear.
  • UM Email Alias: Depending on your department, you may or may not be able to have your old name's alias forward to your new email address for a certain period of time. Following this period, your old alias will send "Undeliverable" notices to email senders. You may need to complete an Email Address Change Request if you have dual classification, for example, if your status is "staff and student" in order to have your preferred alias associated with your primary classification once your new alias has automatically updated via Cyberbear.
  • UM Doman Name Credential: Updated based upon the completion of the Personal Information form and final change in Cyberbear.

Personal Information Worksheet
Next, complete and deliver a new Personal Information Form to Human Resource Services. Once completed, this process will trigger your name change in Cyberbear and other related University Data Management Systems, including the online Campus Directory. Note: Please provide a Social Security Card and valid Driver's License when delivering your form in person to Human Resource Services.

Health Insurance & Beneficiary Information
If necessary, schedule a meeting with the HRS Benefits Specialist to discuss any potential changes to your health insurance coverage and beneficiary information. After any changes are submitted to the provider, please watch for and verify the delivery of the appropriate replacement insurance cards, including, but not limited to the following:

  • Medical Insurance
  • Dental Insurance
  • Prescription Drug Plan
  • Vision (not required)

W-4 Update
A change of name may also require that you update your tax information via the Federal Form: W-4, especially with regard to any impact on your tax withholdings. Note: Please provide a Social Security Card and valid Driver's License when delivering your form in-person at Human Resource Services.

Campus Phone
Complete the Index and Name Change Form for your phone to update the physical phone system. For the printed phone directory, please watch for the annual request to update the directory delivered via email each Spring. The updating process is conducted on an annual basis. If you have an immediate concern, please contact: UM News.

Griz Card
Once your information has been updated in Cyberbear, you are eligible to trade in your old card for a new one bearing your new name for a $5 fee. Note: Please provide your new valid Driver's License (with name change) when visiting GrizCard in person at the University Center.

UM Parking
Will be updated based upon the completion of the Personal Information form and final change in Cyberbear.

Procard
Please contact the Procard Manager/Coordinator to update your name.