How to Correct an Employee's Name


Possible Solutions | Steps | Additional Information


Problem  

Employee discovers that his or her name is incorrect on a paycheck or direct deposit advice.

Possible Solutions

  • For Paychecks:
    1. The employee may be able to cash the check anyway. For example, if the check is made out to Susan A Smith and the employee's name is Susan H Smith, the bank may cash the check without asking for it to be reissued.
    2. The check must be reissued with the correct name.
      1. Return the check to Payroll Services.
        • If the employee's name is NOT correct on the current Employee Database (EDB), we require the employee to come to the Payroll Services office at 10920 Wilshire Blvd., Suite 620 to place a stop payment and show a photo ID with the correct name.
        • If the employee's name is correct on the current EDB, return the check with a memo stating that the check must be reissued to the employee with the correct name. See Related Information for the return check form.
      2. Generally, it takes 24 hours for a replacement check to be issued. If a check is returned to Payroll prior to noon, there is a good chance that the check can be replaced on the same day by 5 p.m. Payroll Services will call the department when the check is ready to be picked up.
      3. Make arrangements for the new check to be picked up or send the employee to pick it up at the Payroll Services window at 10920 Wilshire Blvd, Suite 620 by 5 p.m. The window normally opens at 7:30 a.m. every day. Tell the employee to bring a photo ID for identification purposes when picking up a check from Payroll Services.
    3. Make sure the employee's name is correct. See Steps to Take (below).
  • For Direct Deposit:
    1. Most banks process direct deposits based on the transit routing number and the bank account number. Since these banks do not match on employee name, the banks may just deposit the money into the employee's account.
    2. If the employee has called the bank and the money is not in his or her bank account, Payroll Services will have to initiate a bank trace.
      1. To request that Payroll Services initiate a bank trace, you may contact Payroll by phone, or complete a bank trace form and submit the form to Payroll Services. See Related Information for the bank trace form. 
      2. If the results of the bank trace verify that the money is not in the employee's bank account, Payroll Services will issue a check to the employee.
      3. Make arrangements for the new check to be picked up or send the employee to pick it up at the Payroll Services window at 10920 Wilshire Blvd, Suite 620 by 5 p.m. The window normally opens at 7:30 a.m. every day. Tell the employee to bring a photo ID for identification purposes when picking up a check from Payroll Services.
    3. Make sure the employee's name is correct. See Steps to Take (below). 

Steps for Corrections by the Next Payday

  1. Verify the employee's correct name by looking at the employee's Social Security card.  

    Note:  According to the Social Security Administration, "The name and Social Security number are critical links connecting your W-2 data to each employee's lifelong earnings record. The name and number must match Social Security's records. And, they have to be entered on the W-2 in the correct format."  

    In order for the employee's name to be correct on the W-2 form, it must also be correct on the employee's paycheck and the EDB.
  2. Check the Employee Data Base (EDB) using EDB Inquiry (IDDB).
  3. If the employee's name is incorrect on the EDB, correct it on the EEID screen. Follow these steps:
    1. Log into EDB Entry/Update.
    2. Access the EEID screen.
    3. Tab to the name field that needs to be changed.
    4. Enter the changes.
    5. Press enter and then F9 to update the transaction.
  4. Once the name correction has been processed, check EDB Inquiry again to verify that the employee's name is now correct.
  5. As long as the name correction was updated prior to the next Pay Compute, the employee's name should be correct on the next payday.

Note:  Only an EDB preparer can update the EDB. If you are not an EDB preparer, contact the EDB preparer in your department to process the correction to the employee's name.

Additional Information

  • Additional information on how to correct the employee's name on the EEID screen can be found in the EDB Manual, Section B5.
  • Definitions of some common Payroll terms are in the PPS Glossary.
  • More on the Pay Compute process is in the PPS Manual, Section C2.
  • Pay compute dates are listed in the PPS Schedule.  
  • Select Update EEID to Fix Name (PDF) for an example of how to update the EDB.

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