When an employee uses a non-legal name in daily life, the legal name can be entered as a separate entity. The legal name is printed on the W-2.
The separation of legal and non-legal names allows an employee to use their preferred name on public-facing areas, e.g. a teacher can use their preferred name on the parent/student portal while still accurately identifying themselves to the IRS.
To add a legal name:
- Go to Financials Main > Human Resources > Employee - Single View
- Search for the employee
- Edit the General tab
- Check Legal Name is Different from Above
- Enter the First, Middle, and Last name as they should appear on the W-2