A name address change form is a type of hr form which is used by the human resource department of a company to update the information of their employees, specifically the employees’ names and residential addresses.
The importance of using this form is linked to the necessity of the company to keep updated data and information of their employees especially if the employee is entitled to receive various benefits and rewards from insurance policies or financial aid that the company includes in their compensation package.
Name address change form template only have limited varieties which differ on what format and layout are preferred by the company as well as what other data or information will be collected to update the employee’s records. Below are some of the examples of name address change forms that companies can consider using for their employees and for the documentation strategy of their human resource department:
This variety of name address change form is not only for the company’s former employees but also for the new employees who are hired during the company’s job application period. The employee’s assigned identification number and the payroll cycle number are required to be provided by the payroll representative at the topmost portion of the form before handing the document to be fulfilled by the employee.
Notes and notice form are then incorporated into the form which is significant for informing the employee about the procedure that he will be executing and where his disclosed information will be used. The section of the form which will be filled out by the employee centres on disclosing his former and new name or address.
On the other hand, if the employee is changing his legal residence, he must indicate his new legal address at the allotted box where his district name, town, village, county, and State will be identified. Lastly, the employee or the user must affix his signature on the form to certify that he is knowledgeable about the penalties to be subjected for him if the information he provided were false and inaccurate through the company’s employee verification procedure.
In addition to the aforementioned name address change form, a checklist is attached to the form which is for specific employees. If the employee falls under the specific category, he must fulfil the requirements enlisted on the checklist such as changing his electronic mailing account to sync with his new name and obtaining a new identification badge from his company for security purposes.
Ensuring that an employee’s contact information is also accurate and updated is the purpose of using a name address phone change form. This document allows the employee to not only update his name and address but also his phone numbers and other contact details. Since there are companies who offer beneficiary packages for their employees, an area of the form which indicates whether or not the change will be applied to all the employee’s dependent must be answered by the employee as well.
The employee will only need to mark the box associated with his preference indicating either to “apply the change to all dependent” or “do not apply the change to the dependent”. The employee’s name and signature along with the date of when the form was submitted will be needed to complete the change form and for the filing of the request to the human resource department of the company. you may also see Social Security Name Change Form Samples.
Human resource departments are not only in business companies but also in educational institutions as well such as schools, colleges, and universities. This is why there is a specific type of name address change form which is allotted to be used by the HR department of these institutions known as student employee name address change forms.
It is important for the user to indicate what data he will be updating by marking the box on the top right portion of the form whether he will be requesting a name change, an address change, or both to be executed by the human resource department. The user of the form will then have to state his new data along with the name of the department that he is working in, an indication of whether he prefers to have his data confidential and private or not, and the type of employment that he has in the institution such as faculty employment or if he is one of the staff under the institution’s student employment programs.
At the bottom of the form, the human resource department will have to state the date of when the new data had been entered into the employee’s records with the name of the person who executed the update. Moreover, the departments where the new data has been sent and distributed are also necessary to be identified in the form by the human resource personnel. you may also see Change Order Request Forms.
Creating a simple name address change form can be easily done with the following steps below:
Naming the form is important for easier identification of what document will be appropriate to be used by an employee or a member of the company. The name of the company or organisation must also be stated along with the form’s name as well as the company’s address and contact details. you may also see contact form Examples.
The general information of the employee, ranging from his name up to his social security number must be collected in this section. Additionally, the employee’s employment information is also essential to be disclosed such as his job position and the number of years that he had been employed by the company.
The name change section must contain fields which will allow the employee to state his former name and current name. you may also see current student form.
Identical to the name change section, the address change section should also cater the former or old address of the employee with his new one. However, the details of the address should be included such as the State, house number, town name, and other relevant information form are necessary to be disclosed in this section.
The required legal forms and documents that an employee will submit depends on what information he will be changing. For instance, if the employee will be requesting for a name change rather than an address change, he needs to provide sufficient proof of his new legal names such his marriage and divorce certificate forms if the reason for his name change is due to his change in marital status.
How the employee change form will process the change and the time-period or length to be observed before the change will be evident in the employee’s records should be stated with details in the note or last area of the form.
In addition to the sections and fields stated on the aforementioned steps, a company can also incorporate other areas such as an acknowledgment statement and a certification statement form focusing on informing the employee about his liabilities and responsibilities for providing factual information and data. Nevertheless, the additional sections should depend on the company’s needs and their procedures in fulfilling the employee’s request for an information change or update.
Using name address change forms provide tons of benefits to any company, organization, or institution. Below are the most common benefits that can be obtained when using this type of HR form:
This is the most known benefit that companies can acquire with the use of any type of name legal name change form. With accurate records, the company will be able to send paperwork and documents to their employees’ residential addresses without any delay since the name of the employee will be legally identified along with his current address.
Sending notices regarding an employee’s beneficiary and dependent package can be easily conducted with the right employee information. The role of the form for this is that it allows an employee to inform the company if either of his dependent has undergone any change. By informing the company, the employee’s dependent will still be able to receive the benefits after the changes.
Some employees prefer to have their addresses and their other information confidential which is why there are companies who include confidentiality agreements and data privacy statements in the form. The employee must also choose whether or not he wants the company to distribute his new data or not.
Name address change forms are important documents for any company, especially with the aforementioned benefits. Nevertheless, the form must only be provided to an employee who owns the information to be changed and not by any representative sent to execute the update.