How to Proceed When an Entity Changes its Name


This course describes the actions that need to be taken when the name of an entity covered under a State’s Section 218 Agreement or modification is changed.

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    1. When is it necessary to take action regarding an entity's name change?
    2. What information should you document in the written notice of the name change?
    3. Understanding the requirements of the written notice of name change.
    4. What is an example of the written notice of name change?
    5. What are SSA’s responsibilities after receiving the written notice of name change?
    6. What is an example of a situation in which only a written notice of name change is necessary?
    7. What if the name change is a result of a change in the entity's composition?

 

1.  When is it necessary to take action regarding an entity’s name change?

If a State’s Section 218 Agreement or modification covers the entity then the state administrator should send written notice of the name change to their State’s respective SSA Regional Office State and Local Coverage Specialists.

2.  What information should you document in the written notice of the name change?

  • Prior name of the entity,
  • modification number that covers the entity,
  • entity’s new name and Employer Identification Number (EIN),
  • legal documentation for the name change, and
  • a statement concerning whether there has been a change in the entity’s composition.

3.   Understanding the requirements of the written notice of name change.

Prior name of entity
This information should be the same as it is listed in the original Agreement or modification. If the entity had prior name changes or multiple name changes and it is uncertain whether notice of those changes had ever been submitted to SSA, list them at this time.

Modification number that covers the entity
This information is found on the modification originally used to provide coverage to the entity. If, during this search, it is discovered that the State extended the same coverage to the same entity in more than one modification, the error must be corrected. The State should forward a written request to the Regional Office (RO) for the deletion of the reference to the political subdivision in the later modification.

Entity’s new name and EIN
The entity’s new name should be documented exactly as it appears in wage reports to the IRS.

Legal documentation for the name change
The evidence may be in the form of a copy of the legal authority under which the new name was established. This could be a copy of a city ordinance, the order of an authorized official approving the establishment of the new name, or other significant legal documentation.

Statement concerning whether there has been a change in the entity’s composition
This statement addresses whether the entity solely changed name (in which there is no change in composition) or if the entity’s name change was a result of a change in composition. An example of a change in composition that results in a name change would be a consolidation.

Reminder: States are expected to work with the RO on State and local coverage and reporting issues. However, if the State determines assistance from the RO is necessary, in these situations, it is appropriate for the State to communicate directly with the RO.

4.  What is an example of the written notice of name change?

Heading: Your State’s letterhead

Date: xx/xx/xx

Address: Your State’s Social Security Regional Office

Subject: Your State’s name - Change in name of entity

Salutation: Dear SSA Representative,

Body: The body can be formatted as a table, or in summary, or as a combination. For example,

Name as previously shown on SSA’s records

Employer ID Number (if known)

Modification in which entity was covered

New name to be shown on SSA’s records

xxx

xxx

xxx

xxx

The entity’s name change was the result of unanimous approval by the City’s council. A copy of the council’s order which effectuated the establishment of the new name is attached to this notice.

The establishment of the new name did not change the composition of the entity.

Signature Block: Sincerely, State Administrator

Enclosures: (For example, copy of council’s order or other evidence substantiating the name change.)

5.  What are SSA’s responsibilities after receiving the written notice of name change?

The RO will update its files
This entails associating the written notice with the original Agreement or modification and annotating or making other reference directly onto the modification indicating that a change has occurred. Some RO’s have created electronic databases and summaries of agreements—the change in name should also be documented in these resources.   

The RO will send a copy of the notice of name change to the IRS via fax at 855-243-4014.

Note: The RO will contact the State official if additional information is necessary.

6.  What is an example of a situation in which only a written notice of name change is necessary?

The City-County Independent School District (ISD) was included under Modification #1 of the State’s agreement.  The State has notified Social Security that the City-County ISD has a name change to City ISD.  Further information from the State indicates that the County formed its own district after what was originally considered to be sparsely populated rural area experienced a population boom.  The newly formed County ISD will not be taking control of any property or staff associated with the former City-County ISD.

Therefore, the correct action to take would be for the State to construct a written notice of name change from City-County ISD to City ISD. Remember, a name change is appropriate if the entity’s composition remains the same or the entity merely gives up territory and its legal status is not changed. In this example, the only thing that occurred was that the City, which operated the City-County ISD, gave the County territory so that they could start their own school district. These circumstances have not led to the dissolution of what formerly existed as City-County ISD, but now simply exists as City ISD. County ISD, on the other hand, will require new authority within the County, construct a school, hire employees, elect a board, etc.  Thus, a new modification will be required to cover County employees.

7.  What if the name change is a result of a change in the entity’s composition?

A written notice of the name change with legal documentation for the name change is sufficient when an entity’s composition remains the same or the entity merely annexes or gives up territory and its legal status is not changed. However, if the name change reflects a change in the entity’s composition then written notice will not be sufficient action.

Consider the following example of a change in composition. If the name change reflects the dissolution of the old entity and the creation of a new entity, a new modification may be required to cover employees of the new entity. In these situations, the RO will request a legal review of the name change from the Regional Chief Counsel’s office. The State Administrator may be asked to contact the State Attorney General’s office for an opinion on the legal status of the entity under State law.