After a legal name change, it's essential to update your information in various places, including your personal identity and tax records, to ensure everything reflects your new name.
Update your personal identity and tax records
The first step after changing your name is to update the relevant government agencies.
-
Social Security Administration(SSA): Your legal name must match the name on your Social Security card exactly for tax purposes.
- File Form SS-5, Application for a Social Security Card, with proof of your name change (e.g., marriage certificate, court order) and identity documents. You can use the SSA Online Service to obtain a Social Security card by visiting https://secure.ssa.gov/ossnap/public/.
- Internal Revenue Service (IRS): When filing your next tax return, use your new legal name.
- Bank Accounts: Contact your financial institution to update. They will typically require the new Social Security card or other certified documents.
Update business entity
Your legal name change may or may not affect your business's registered name, but it will affect your personal liability and tax filings related to the business.
Sole Proprietor
- Doing Business As (DBA) - If the DBA name includes your personal name, you should update the DBA filing with your state or local jurisdiction.
- Employer Identification Number (EIN) - If you obtained an EIN for your Sole Proprietorship, the name associated with that EIN (your personal name) must be updated with the IRS. Use the IRS's "Change your business name" guide by going to https://www.irs.gov/businesses/business-name-change
S Corporation
- W-2 and K-1 Forms: Ensure the business updates your name on all internal payroll records so that W-2 forms and Schedule K-1 forms are issued under your new legal name.
- State Registrations: As an S Corporation owner, you may need to update the official list of owners with the Secretary of State or relevant state regulatory bodies.
Update your Heard account
Personal name
To update your legal name in Heard, please follow the steps below:
- Log in to your Heard account
- On the left-side panel, click Your Practice, then Profile.
- At the bottom right of the page in the "Personal Information" box, click the pencil icon.
- Enter your new name and click Save Changes at the bottom of the page.
Business Name
To update your business name in Heard, please follow the steps below:
- Log in to your Heard account
- On the left-side panel, click Your Practice, then Profile.
- In the "Your Business" box, click the pencil icon.
- Enter your new business name and click Save Changes at the bottom of the page.
Payroll
To update your name on your Heard Payroll records, please follow the steps below:
- Sign in to Gusto.
- Go to People.
- Select your name.
- Under Information, click Personal.
- From the Personal information section, click Edit.
- Update your new full legal name.
- Click Save.
Additional documents to update
There are other places you may want to consider updating your name
- Updating your name on business invoices
- Update your payroll records if you work another job
- Update your new name across all relevant business accounts and records.