HUMAN RESOURCES

To change a legal name, or to provide a recently received Social Security number (SSN), both former and current employees must submit a Personal Data Form and a copy of their new, signed United States Social Security Card. No documentation other than updated SSN card can be accepted.

1. Complete the Personal Data Form.
2. Submit the Personal Data Form and new, signed SSN card to Human Resources:
   • Email the completed form and a required scan/photo of the card (password-protected) to askHR@northwestern.edu OR
   • Mail the form and printed scan/photo of the card to askHR OR
   • Bring the form and SSN card, in person, to askHR
3. Students and faculty also must submit the legal name change separately to the Registrar.  

Legal name changes in myHR are sent to our benefit providers on a weekly basis. Once the legal name change has been updated in myHR, no further steps are needed. 

Many people use a name that is different than their legal name (e.g., preferred name, nickname, professional name). A Display Name is designed to allow people to choose which name they would like to have displayed throughout Northwestern University systems. See FAQs for further information.

• To edit Display Name and Pronouns: Log into NUValidate at https://nuvalidate.northwestern.edu/ > Edit Online Directory Information.

Benefits: Address changes in myHR are sent to our benefit providers on a weekly basis. Once the address change has been updated in myHR, no further steps are needed.

CURRENT EMPLOYEES

Active/currently paid employees with access to myHR should update their address information online. 

• Log into myHR (multi-factor authentication required) > Personal Details > Addresses

State Taxes: Updating the address in myHR DOES NOT impact state tax withholdings on the paycheck. Employees who are working outside of Illinois must return this State Tax Certification form to askHR and ensure that the appropriate tax forms are completed. Visit our Tax Information webpage for more details.  

FORMER EMPLOYEES

1. Complete the Personal Data Form to update your address on file. 
2. Submit the Personal Data Form to Human Resources:
   • Email the completed form to askHR@northwestern.edu OR
   • Mail the form to askHR OR
   • Bring the form, in person, to askHR

See “Legal Name Changes and Social Security Number updates,” above.

Gender (current sex) and Ethnicity & Race identification can be managed online in myHR > Personal Data > Gender/Ethnicity & Race.

Marital status is updated via the Personal Data form.

1. Complete the Personal Data Formto update your marital status. 
2. Submit the Personal Data Form to Human Resources:
   • Email the completed form to askHR@northwestern.edu OR
   • Mail the form to askHR OR
   • Bring the form, in person, to askHR

Human Resources provides resources for employees seeking to manage their personal information.

Employment Verification
You can manage the information available on the Employment Verification InfoLine, which provides employment and payroll verification for current or past employees.