Here are instructions for changing the traveler's Travel Profile Name to match legal travel documents. When traveling for Stanford University, all documentation, such as airline tickets, must match the identification you are using for travel, e.g., passport or government issued ID.
Change Travel Profile Name for Stanford University Travelers
Before You Start
Stanford allows students, faculty, staff, post docs and affiliates to select a preferred name that differs from their legal name and what is listed on their government issued ID. This preferred name is displayed in the directory and is what you are known by when conducting business at Stanford. However, Stanford transmits your legal name, not your preferred name, to your travel profile. Your legal name, which must exactly match what is listed on your government issued ID (including any middle name), is printed on your travel document.
NOTE: Characters, such as hyphens and apostrophes, are not printed on airline tickets and are therefore omitted from your travel profile.
It is recommended that SU Payee Travel profiles are maintained using the legal name used for travel by requesting a permanent profile change in Stanford Records. Currently, the Stanford name changes are sent to Stanford Travel via an automatic Human Resources (HR) data feed which updates frequently.
If you are unable to change your name with your school/department Human Resources Administrator to match your government issued ID, Stanford Travel can update your travel profile details manually right before you book your travel.
Here are the instructions for requesting a temporary profile name change and permanently changing your Stanford name
Stanford allows students, faculty, staff, post docs and affiliates to select a preferred name that differs from their legal name and what is listed on their government issued ID. This preferred name is displayed in the directory and is what you are known by when conducting business at Stanford. However, Stanford transmits your legal name, not your preferred name, to your travel profile. Your legal name, which must match what is listed on your government issued ID, is printed on your travel document.
If you are unable to change your legal name with your Human Resources Administrator (Registrar for students and post-doctoral scholars), or if you need to book travel right away, please contact Stanford Travel to make a manual update.
- To request a temporary, manual name change, please submit a support request to “Get Assistance with a Travel Profile” or contact Stanford Travel (available Monday-Friday, 8 a.m. - 5 p.m.)
The manual name change issued by Stanford Travel to your travel profile may be overridden by the feed from the HR system. If your legal name with HR does not match your government issued ID, you must check the name in your travel profile every time you need to make a travel reservation, and, if necessary, request a manual name change to your travel profile close to your travel dates.
For faculty or staff members, use StanfordYou for permanent changes to your preferred name or contact your school/unit local HR Contact to update your permanent employee record.
You need a SUNet ID and password.
- Go to stanfordyou.stanford.edu
- Enter your SUNet ID and password
Update Your Information
Please allow 24hrs to reflect the changes
- Select Maintain your directory information
- Select change… next to Name & ID section
- Enter updated name information
- Select change… for any other section to be updated
- Select Save at the bottom of the form
To change your legal name as it appears on your Social Security card, you need to contact your department’s Human Resources Manager to make the change in the system. You can, however, set your preferred name in the Name & ID section of StanfordYou.
- Contact your school/unit local HR Contact to update your permanent employee record.
For students, use AXESS/StanfordYou for changes to your preferred name or contact the Registrar to update your permanent record.
You need a SUNet ID and password to proceed.
Log in to Stanford Axess Website
- Go to axess.stanford.edu
- Select Login
- Enter your SUNet ID and password
Step 2
- Click on the “Student” tab near the top of the screen
- Scroll down to the "Personal Information" section
- Click on the "Personal Information" tab to go to the StanfordYou page
Step 3
Update Your Information
Please allow 24hrs to reflect the changes
- Select Maintain your directory information
- Select change… next to Name & ID section
- Enter updated name information
- Select change… for any other section to be updated
- Click on the “Student” tab near the top of the screen
- Scroll down to the "Personal Information" section
- Click on the "Personal Information" tab to go to the StanfordYou page
Request change to your personal information by searching in the general Stanford Services and Support portal (powered by ServiceNow) or click here, to go directly to the appropriate form, Request Personal Information Update.
- Go directly to Request Personal Information Update
- Enter information in the correct fields and submit the request to update your personal information on record.
Permanent changes to Information saved in StanfordYou update the PeopleSoft Human Resources database frequently. If you are unable to change your name information via StanfordYou, please contact your school/unit HRM (Human Resources Manager) to update your employee record.
Once the permanent name change is completed in the HR system, your travel profiles will be updated in Egencia and Key Travel within 1-2 business days.
Reminder:
- If travel is imminent, please submit a support request for a temporary change using, “Get Assistance with a Travel Profile”. Stanford Travel is available Monday-Friday, 8 am - 5 pm (PST).
- If requesting a temporary change via a support request, permanent changes may still need to be completed with HR or with the Registrar for students.
