How to update your personal information (address, name, phone, email)

Applies to: US workers (W-2 employees and 1099 independent contractors) and Canada T4 employees. If you work outside the US and Canada as an International EOR employee, your personal records are maintained by your in-country HR contact, so ask them instead.

Summary: Keep your address, name, phone, and email up to date so your pay, tax forms, and important notices reach you. You can update your home address (and a few preferences) yourself from your account. Your name, email, and phone number cannot be changed from your account, because those are tied to your identity, login, and payroll/tax records, so request those changes through Ascen support (support@ascen.com).

Keeping your information current matters. Your home address is used for tax purposes and for mailing documents; your email is where you receive pay notices, tax forms, and account alerts; and your legal name must match your official records for payroll and tax reporting. When any of these change, update them as soon as you can.

What you can update yourself

Log in at app.ascen.com and open your Profile from the menu. You can review and update:

Home address: street, city, state/province, ZIP, and country. This has to be a physical street address where you live: a PO Box will not save. See Can I use a PO Box as my home address?

Emergency contact

Communication and electronic document preferences (see "Document delivery preferences" below)

Make your change and save. Your update takes effect right away.

What to request through Ascen

Your name, email address, and phone number cannot be changed from your account. You'll see them in Settings, but the fields are view-only for workers. They are tied to your identity verification, your login, and your official payroll and tax records, so changes go through Ascen support (support@ascen.com) to update them:

Legal name, for example after a marriage or a legal name change. Your name must match your Social Security records for tax reporting.

Email address: it's how you log in and where your pay notices and tax documents are delivered.

Phone number

Date of birth

Social Security Number or tax ID, if it was entered incorrectly during onboarding.

When you reach out, let them know exactly what needs to change and, if it is a legal name change, be ready to provide supporting documentation if they ask for it.

Running a business? Your business or entity name (the name of your LLC or corporation) is separate from your legal name and is changed a different way. See How do I update my business or entity name?

Note: Changing your address may affect state tax withholding, especially if you move to a different state. After an address change, it is a good idea to review your tax withholding elections. See How do I fill out my US tax forms (W-4)?

Updating your email or phone number

Your email address is tied to how you log in and how you receive notifications, and your phone number may be used for two-factor authentication, so neither can be edited from your account. Contact us at support@ascen.com to request the change.

Document delivery preferences

You can choose how you receive certain official documents. From your consent or communication settings, you can opt in to electronic delivery of forms such as your W-2 or 1099, rather than receiving paper copies. Open the consent settings page from your account menu, select the setting you want to change, and confirm your choice (some settings ask for a signature). Only you can change your own document delivery preferences.

After you update your information

Bank account or direct deposit is handled separately from your personal profile. See How do I set up or change my direct deposit? and How do I change my payroll bank account?

Tax withholdings are also separate. See How do I fill out my US tax forms (W-4)?

There is one address on your record: there is no separate mailing address

Your Ascen record holds a single home address, and it is used both for tax purposes and for anything we post to you. There is no separate mailing address field, so we cannot send your mail to one address while your tax records show another. If you need post to arrive somewhere other than your home address, set up mail forwarding with your postal service. In the US that is a change-of-address request with USPS. Remember that your home address on file still has to be the physical address where you live, not a PO Box. See Can I use a PO Box as my home address?

If you have Ascen health benefits, tell us about an address change

Your health plan keeps its own copy of your address. Changing your home address in Ascen does not automatically update the address the plan has on file, and that is where things like a physical insurance card are mailed. If you are enrolled in Ascen health benefits, email support@ascen.com after you update your address and tell us it has changed. We will update it with the plan for you. For more on cards and plan details, see Understanding Your Benefits: Insurance Cards, Member IDs, and Plan Information.

Changing your address while you are still onboarding

If you are part-way through onboarding and the address on file is wrong, you may not be able to fix it yourself and move on, and if the wrong address is in a different state, the tax step may be asking you for the wrong state's forms. Email support@ascen.com, tell us your correct address, and we will update it for you. To help us act on it quickly, send the request from the email address on your Ascen account and say exactly what needs to change; we may ask you to confirm a detail or two from your profile before we make the change.

One thing to expect afterwards: because your tax withholding depends on where you live and work, correcting your state can reset your tax withholding step. If that happens, the step reappears in your onboarding and you need to complete and sign it again. It is not an error, and your other completed steps are unaffected. Log back in at app.ascen.com and finish the step so your onboarding can be completed. See How do I fill out my US tax forms (W-4)? and Working or living in more than one state: how state taxes work

Need help?

If you are not sure whether you can change something yourself, or you do not see the field you need, reach out to Ascen at support@ascen.com. For questions about who your employer of record is, see What is an Employer of Record (EOR) and Agent of Record (AOR)?