At YES, we strive to create an environment that is inclusive and welcoming to all teens, and we recognize that names are powerful expressions of personal identity. We want to use the name(s), first and last, that are most affirming to you, and request your chosen name when applying to our program. If/when you are going onto YES payroll (typically this means being hired through the YES Summer Jobs Program), you will need to do so using your legal name, which is the name printed on your identity documents.
We want to be upfront about how your legal name will be used with the YES program and provide some considerations for teens who are in the middle of a name change process.
YES will use your chosen name on your application file, your YES database record, job offer letter, name tags, and in all direct communications with your YES Rep, Worksite Supervisor, and parent/caregiver, unless you specifically ask us not to. You may write your chosen name when filling out your timesheets and any other YES paperwork (evaluations, reflections, sign-ins to trainings, etc).Your worksite supervisor(s), colleagues, and fellow YES Teens will not be told your legal name by YES Staff.
Your legal name will be on record within the YES database only as part of your identity documents. Your legal name must be used when filling out your tax paperwork packet. This includes the federal and state required tax forms, as well as the policy acknowledgement and oath of office forms required by City of Ithaca Human Resources. If your legal name causes severe dysphoria for you, you may opt to leave the relevant field blank and have YES staff fill it in for you.
Your legal name will be printed on your paycheck or deposit slip, as well as the W-4 you receive from the City of Ithaca in the following year. While we ordinarily mail checks with "window" envelopes which would show this name, our standard practice for teens using chosen names is to use a windowless envelope and print a separate mailing label with your chosen name. If this will present a challenge in your mail being delivered, please let us know (this is most common in cases where teens are changing surnames, and can often be prevented by posting your chosen name on your mailbox).
What about signatures? The most important aspects of a signature are that it is difficult for someone else to forge (copy), and that it is relatively consistent across documents. That said, it is common for a person's signature to evolve over the years, even if their name does not. For our purposes, your signature can be whatever you feel comfortable with, provided it is consistent across the tax documents you fill out with us. Please note that there are certain cases you may face in the future (such as voting) where your signature will be compared to the signature printed on your original voter registration forms.
I'm in the process of legally changing my name, but I don't have all of my identity documents replaced. What name should I put down on my tax forms?
This is usually a case by case situation best handled by our payroll manager, Cait (clawrence@cityofithaca.org). The short answer is that if you have documents that fulfill the requirements of the I-9 form with your new name (see here for the list of documents), we can probably put you on payroll with it. If you only have partial documents (for example, your work permit reflects the new name but you do not yet have a new social security card or passport), you may have to use your old name to start. Once updated documents are received, you can fill out a name change form with us to change the name that shows up on your checks. If you are planning to deposit your checks in a bank account, please remember that the name on the bank account and the name on our payroll records must match, and the identity documents required by your bank may be different.
I want to start going by something new. What do I do?
Just let us know! If you have worked with us before under a different name, it's okay to use your new name the next time you apply. And if you'd like to start going by something new during your employment with YES, just let your YES Rep know and they will take it from there.
