Pronouns and Names

At KU, we strive to foster a welcoming community of care that respects and supports each individual. Employees have the option to designate preferred names or pronouns in HR/Pay, as described below.

Name Changes

The State of Kansas defines legal name for employment purposes as the name appearing on the employee's Social Security card. KU is required to use the legal name in HR/Pay, which feeds into other systems. KU employees can, however, choose to use a preferred name in some systems.

Adding/Changing Preferred Names

Employees may add or modify a preferred name in the HR/Pay system by emailing a request to hrdept@ku.edu. The HR/Pay preferred name for non-student employees is used in Outlook, KU People Search and Teams; however, legal name continues to be used in other systems.

Updating Your Legal Name in Employee Systems

The State of Kansas requires that an employee's legal name as it appears on their Social Security card be used for payroll purposes in HR/Pay, which also feeds names into other systems, such as MyTalent. This means your legal name is displayed in those systems. Updating a legal name in HR/Pay requires a Social Security card that reflects the updated legal name. If you have an updated Social Security card with your new legal name, contact HR by either emailing kuhronboarding@ku.edu for instructions or bringing your card with you to room 101 Carruth O’Leary Hall to begin the process.

Selecting Pronouns

Employees have the option to designate pronouns in HR/Pay, which will be displayed in select campus systems and websites. Although selecting pronouns is voluntary, this act of visibility can foster a greater feeling of community while recognizing the individuality of each Jayhawk. Using the pronouns individuals select for themselves is an important way we can show respect and create a more welcoming campus environment.

To Select Pronouns:

1. Log into HR/Pay
2. Click “Personal Details”
3. Select “Pronouns”
4. Click on the row that says “Current”
5. Click the magnifying glass on the Pronouns Field
6. Choose your pronouns
7. Check the acknowledgement box and click “Save”

Updating Insurance Cards

You can upload your Order of Name Change document into the State of Kansas Employee Health Plan MAP portal in the "Document Upload" section at the bottom of the Account Overview main page. After uploading the document, you will need to submit a Communication Form:

1. Select the "Mid-Year Benefit Change" tab
2. Select the "Start New Request" blue button
3. Select "Communication Form" and check the box for "I have read and agree to the User Agreement and Attestation"
4. Type a brief message requesting an updated insurance card with new legal name and reference that you uploaded an Order of Name Change document.
5. The State Employee Health Plan send the updated name information to relevant vendors (e.g., dental, healthcare, vision, etc.) and the vendors will send new cards to you.