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Name and Address Changes (Non-Student Employees only)

I need to change my name. What department do I contact?
What documentation is necessary for a legal Name Change?
What addresses can be updated in Employee Self-Service (ESS)?
Is my address automatically updated with my Benefit Provider?

When will my address change be in effect?

 

I need to change my name. What department do I contact?
The Payroll Office processes all name changes for non-Student employees. Students must process legal name changes with the appropriate Registrar’s Office.

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What documentation is necessary for a legal Name Change?
Students must process legal name changes with the appropriate Registrar’s Office.

Non-student Employees must complete the Name Change Form and provide a copy of the legal document stating the name change. Employees need to download the form, complete the information requested, print it and send or take it to the Payroll Office at Suite #309, 7 Lebanon Street, Hanover NH or send via intercampus mail to HB 6161.

One of the following Legal Documents are acceptable to present along with the Name and Address Change Form:

  • Marriage Certificate
  • Social Security Card
  • Divorce Decree
  • State Drivers' License

Please note: Your Dartmouth e-mail address will be updated with your new name unless you specify a different preferred professional name. The processing of the name change will temporarily interrupt the ability to send and receive e-mails. If you experience problems sending or receiving e-mail messages for more than 4 hours, please contact your division's IT support office.

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What addresses can be updated in Employee Self-Service (ESS)?
Student employees must update their addresses in Banner rather than through Employee Self-Service.

Non-Student employees have options to manage three US Address types in Employee Self-Service, as outlined below. We are not able to accommodate foreign addresses in Self-Service at this time. Employees needing to update an address type with a foreign address should contact the Dartmouth Payroll Office for assistance.

  1. Payroll mailing address: For employees whose work location is Hanover, NH, it is required that your payroll mailing address be your Hinman box. This address is used for mailing paychecks, deposit stubs and at the end of each calendar year, your W-2 form. Due to confidentiality, we request the Post Office not forward these documents.
  2. Legal residence address: This is your physical home address. We are required to have this address on file for you by the State of New Hampshire.
  3. Legal mailing address: This is used for mailing benefits information. This address is provided to your Medical and Dental Insurance carrier. This only needs to be updated if your Legal residence address is different from your Legal mailing address.

Please note: The deadline to change your Payroll Mailing address is normally eight days before the next check date. Please monitor the Yearly Payroll Schedule for early deadlines due to Holidays or Winter Break.

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Is my address automatically updated with my Benefit Provider?
An employee’s legal mailing address is sent electronically by the Benefits Office to Cigna Health Care and Delta Dental on a weekly basis.

If you have a retirement account with Calvert Group, Fidelity Investments, or TIAA-CREF, you must contact the company directly to make the change since there is no electronic feed for this information. You may contact Calvert Group at (800) 368-2745, Fidelity at (800) 343-0860, or TIAA-CREF at (800) 842-2776.

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When will my address change be in effect?
Address changes submitted by the deadline will be in effect for your next check. The deadline for entering a change of address is normally 4:30 pm, eight days prior to your check date. Please refer to the Yearly Payroll Schedule.

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Last Updated: 5/8/15