Many systems used by the Office of Human Resources to provide tax documentation, employee benefits, and employee pay use the employee’s name and sex that aligns with state-issued ID documents (a “legal name” and a “legal sex”) due to federal compliance and insurance claims processing needs. Some other University programs have a space to provide preferred name(s), pronouns, and/or gender identity.
If you are receiving communications from the University itself that use pronouns or a name you do not identify with, you may update that information anytime in MyU in the “My Info” section. For step-by-step instructions to submit a legal name change request in MyU, please refer to this guide.
If you would like support from the Transgender Advisory and Action Team (TAAT) in contacting the respective department or unit about incorrect pronouns or name use, please email [email protected].
Purpose
This page is intended to provide current information about which human resources functions require the use of legal names and/or legal sex, and which functions have the option of using a preferred name and/or gender identity (in place of legal sex).
When compliance requirements do not require legal name or legal sex, the Office of Human Resources will make every best effort to reference a preferred name, personal pronouns, and/or gender identity as specified in an employee’s MyU portal.
For contact information for staff-facing University offices and units that use names, see below the table. For more information on updating your personal information to reflect your personal pronouns, gender identity, and preferred name on services also used by students, click one of the following links for resources about MyU, One Stop, and UCard.
Key
- HR program or document: Service an employee may receive or participate in, and who administers it (the University or an outside vendor). If no outside vendor is listed, the University both provides and administers the program/document.
- Required use of legal name: Describes whether the HR service requires either the recording or use of an employee’s Legal Name.
- Possible to use preferred name: Describes whether the HR service allows for recording and/or use of a preferred first name instead of the legal name. How the preferred name is used can vary by service; however, University policy protects privacy by informing University staff and faculty to not use both legal name and preferred name in the same communication, report or display at the same time.
- Source of compliance: Explains the external or internal compliance rules that require use of legal name and/or legal sex for the service, if applicable.
- Required use of legal sex: Indicates whether the HR service requires either the recording or use of an employee’s legal sex.
- Additional details: Any details or specifics about current state, or pending changes in this area.
Use of Legal Name and Sex by Program or Document
Use of Legal Name and Sex by Program or Document (acc) (Google Sheet)
*This list is an ongoing process in which information will be added, removed, or otherwise updated as new information is found. Please send edits or updates to the OHR Website Update Form.
Questions? Concerns?
If you are having difficulty updating your personal information or have questions or concerns about something on this page, please reach out to the appropriate University area:
- [email protected] for centralized human resources: job applications, tax documents, paychecks, data collection and distribution, Performance Appraisal Tool (PAT), unemployment, reports for union
- [email protected] for employee benefits: health and dental insurance, disability coverage, life insurance, FSAs and HSAs, retirement savings, Wellbeing Program
- You can also directly contact a benefit administrator (such as Medica or Delta Dental) using phone or email info on the Benefits webpages.
- [email protected] for University-administered technology, such as computers, email accounts, and other licenses
- [email protected] for MyU portal questions and concerns.