Prior to the hiring process, set the expectation that their name, legal name, and documentation will need to be provided at the time of hire. Ensure you are referring to employees by their lived name at all times, and inform them that legal name is only required to ensure benefits and payroll information and employment verification are set up correctly.
If your role involves working with information or records that require you to request a legal name, it is important that this is done respectfully, discreetly, and with empathy.
Analyze if there are any other unique identifiers that you can use to confirm identity (employee/student ID number, street address, phone number, email etc.)
Confirm that you are authorized to ask an employee for their legal name and that it is necessary for the business operation you are facilitating.
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.