Lived Name: Transactors

As a transactor, how do I know if I am searching/transacting on the right employee?

The primary way to identify the correct record in UCPath is by Employee ID Number. However, if that information is not provided, other identifying information can be reviewed. Check against the employee’s Modify a Person page for other identifying attributes (e.g., email, DOB, SSN, address). If you are still unsure, ask the employee to login to UCPath and provide you with their Employee ID.

Where can I find Legal Name in UCPath?

Legal Name can be found on several pages (e.g., Modify a Person, Job Data, etc.) in UCPath. A field that displays Legal Name will have the field label prefix of ‘Legal’ in front of the Name field (e.g., Legal First Name, Legal Last Name). If a field label prefix does notcontain Legal, then that Name field is displaying Lived Name.

What pages and documents display legal name?

Below is a table with two columns (UCPath Pages and Documents) listing where Legal Name is displayed:

UCPath Pages Documents

Workforce Job Summary

W-2, W-4, Paycheck

Job Data

Employment Verification Form Modify a Person Explanation of Benefits document (not the email but the actual attachment) General Deduction Entry Update State Agency Prior Service Form Review Paycheck Review Paycheck Summary CA State - W4 Federal...

What will the name fields look like on Smart HR Transactions?

The name fields will be labeled on the Smart HR Transaction page and all UCPath pages as:

Name = A person’s lived name

Legal Name = A person’s legal name

Note: If you are doing a concurrent hire, rehire, or transfer, the name fields display Lived Name. If you are processing a brand new hire, you can also enter an employee’s legal name at the time of hire, in addition to a lived name.

How do I know if I’m looking at Lived Name or Legal Name in UCPath?

Legal Name always has a label of ‘Legal’ before the First/Middle/Last Name field, while Lived Name does not have the ‘Legal’ prefix attached to the field label. For example, a field called ‘Name’ is Lived Name (first and last lived name concatenated).

What is the difference between Legal First, Middle, and Last Name fields and First, Middle, and Last Name fields in UCPath?

The fields in UCPath that have a ‘Legal’ prefix all represent the employee’s Legal First, Middle, and Last Names. The fields without the ‘Legal’ prefix all represent the employee’s ‘Lived’ First, Middle, and Last name.

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Legal Name fields are labeled as:

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Do job offer letters contain the employee’s legal name?

Offer letters do not mandate legal name, and are addressed to the employee with their lived name.

Does having a lived name cause issues with systems that consume legal name?

Systems or federal reporting that need legal name will still rely on legal name (e.g., I-9 tracker, visas, benefit providers, tax withholdings/W-2s ).