Update Your Name in Workday
Before you begin
Your legal and preferred name in Workday is considered your official name at CCA, and is what most other systems at CCA will reference. If you need to update your name - either legal or preferred - start by updating it in Workday. Once that update has been made, most other systems will automatically update soon after.
Update Your Preferred Name
Your Preferred Name in Workday can be updated at any time, and is visible to all employees at CCA. This is the name that appears on rosters, directories and most reports. It is the name that displays for you in Portal, Moodle, on your ID card, and most other systems.
1 Initiate the Change My Preferred Name task
Log into Workday at https://workday.cca.edu.
In the search bar, search for the task Change My Preferred Name. Click on this task from the search results.
If you have a pending Legal Name Change, you won't be able to update your Preferred Name until that has been processed. If this is the case, you will see a screen that shows the name change in progress.
To cancel a pending Legal Name Change, follow these steps:
- Hover over the name of the process in the Action column on this page.
- When the 3 dots appear next to this link, click on these 3 dots
- Hover over Business Process, then click Cancel in the submenu that appears
- Provide a brief explanation why you are canceling this request in the Comment box.
- Click Submit.
You should now be able to initiate a change to your preferred or legal name.
2 Update Your Name
By default, your preferred name is the same as your legal name. To change your preferred name only, start by unchecking the box "Use Legal Name as Preferred Name".
When this box is unchecked, you will be able to enter your name in the fields provided.
Country: Workday allows you to choose a different country for the format of your preferred name. The default is US, but if you would like to use the format of your home country, you can change the country here. Once you change the country, you will notice the names of the fields may change, as well as which fields are required.
Make sure to populate all required fields marked with a red *.
Click Submit when finished.
The name change will take effect immediately in Workday, and in other systems within 24 hours.
Update Your Legal Name
Your legal name is required for official documents related to your employment or student record, and must match government records. In order to make a legal name change, you will have to provide verifiable documentation.
Note that your legal name is only visible to those staff with a need to view this information for business purposes. It is not visible to most people, and will not be displayed in most other systems.
1 Initiate the Change My Legal Name task
Log into Workday at https://workday.cca.edu.
In the search bar, search for the task Change My Legal Name. Click on this task from the search results.
2 Review the Documentation Requirements
At the top of this page, review the Accepted Legal Documentation requirements for Employees or Students (depending on your status). Make sure you have the required documentation available to upload before proceeding.
3 Update Your Name
Effective Date: It is recommended to leave this date as the default (today).
Country: CCA requires that the Country format for Legal Name MUST BE "United States of America". This name is used for many federal reporting requirements, and only US-formatted names will work reliably for this purpose. If you change the Country format for your legal name to any other country, it will be changed back to US format by a system administrator.
Make sure to populate all required fields marked with a red *.
4 Upload Required Attachments
In the Attachments area, upload all required documentation as indicated in the instructions at the top of the page. You can upload multiple attachments here.
Category: For each attachment, select "Personal Information"
5 Submit and Await Approval
Click the Submit button to submit your legal name change request.
An administrator in Human Resources (for staff and faculty) or Student Records (for students) will review your request, and approve if the documentation supports the name change. If there are any changes needed, they may send this task back to you. If it it sent back, you will receive an email notification, and find it in your Workday Inbox. Scroll to the bottom to view the comments which should explain why your request was sent back to you. You can make the requested changes and resubmit.