Archive for ‘Vital Documents’ Category

The Ultimate Guide to Organizing Yourself to Vote

Posted on: September 9th, 2024 by Julie Bestry | 14 Comments

WHAT DOES VOTING HAVE TO DO WITH ORGANIZING?

The word organize has three common meanings:

  1. to arrange, assemble, or put in order your tangible stuff (or activities or thoughts) so you can access what you need when you want it, to be more productive
  2. to coordinate, assemble, and unify a group, as when organizing a search party for a missing child or organizing in a union to collectively bargain
  3. to mobilize in support of a cause or effort you value, like Save the Seals (remember that, GenX?) or “Fix the Pot Hole on Main Street!”, or to get a candidate elected or a ballot proposition approved or rejected

In the United States, National Voter Registration Day is September 17, 2024, and no matter what you believe regarding any given issue or candidate, it’s hard to make a difference if your resources and information are disorganized.

To that end, today’s non-partisan post includes everything you need to know to exercise your right to vote, no matter your opinion on candidates, propositions, or pot holes.

(Dear non-US readers; please feel free to post non-partisan links about organizing to vote in your countries in the comment section.)

KNOW YOUR “WHY”

We do not have government by the majority. We have government by the majority who participate.

~ Thomas Jefferson

No matter which candidates get your vote or what positions you take on any given issue, don’t let disorganization to be an obstacle to voting.

If you’re an American citizen over the age of 18, you have the right to cast votes regarding a wide variety of national issues and policies, including:

  • The Economy
  • The Environment and Energy policy
  • Foreign policy
  • Healthcare
  • Immigration
  • Reproductive and Family Issues
  • Veterans’ Affairs

It’s not just federal policies and candidates. You never know when you’ll care about a school board vote that impacts your kids, a zoning issue, or a noise ordinance related to a neighbor’s teenage beau boosting Peter Gabriel’s In Your Eyes at maximum decibels in the wee hours.

Voting preserves your right to have a say in how your community (school district, town, city, state, and nation) will be governed. It also allows you to model community organization and civic responsibility for your children or grandchildren.

REGISTER TO VOTE

Let’s start with the basics of voter registration.

Know your state’s voting eligibility requirements.

You would think voting eligibility requirements would be uniform across all fifty states, but nope. (Note: residents of the United States’ territories can vote in presidential primaries, but not the presidential election, nor in Congressional or Senate races.)

Between 1812 and 1860, property ownership qualifications to vote were progressively abolished. In 1870, non-white men gained the right to vote. Until the 19th Amendment, ratified in 1920, only twenty states granted women the right to vote.

From Suffs: The Musical

Even then, in effect, only white women were guaranteed suffrage, as poll taxes and civic literacy tests disenfranchised the poor and people of color. (Poll taxes were stuck down by the 24th Amendment; the Voting Rights Act of 1965 outlawed discriminatory state voting practices.)

Native Americans weren’t granted the right to vote until 1924, and that right wasn’t guaranteed until 1948. And of course, the 26th Amendment lowered the minimum voting age requirement from 21 to 18 in 1971, when Paper Doll was only four years old, but already really wanted to vote.

Federal voting regulations aside, individual states have varying rules regarding voter eligibility. In order to vote in federal and state elections, you must be a citizen, of “sound mind,” and over the age of 18, but most states have residency requirements.

In 1972, the U.S. Supreme Court struck down one-year residency requirements, ruling that anything in excess of 30 to 50 days violated equal protection of the Fourteenth Amendment.

And given that residency implies an address, the passage of the National Voter Registration Act of 1993 and 2002’s Help America Vote Act — in addition to modernizing voting technology — removed registration impediments and ruled unhoused people may not be denied the right to vote based on their lack of a permanent address.

Thirteen states (Alaska, Connecticut, Delaware, Florida, Georgia, Idaho, Montana, New Jersey, Utah, Vermont, West Virginia, Wisconsin, and Wyoming) and Puerto Rico do not require a mailing address, and in Arizona and Nebraska, homeless citizens may use county clerks’ offices and court houses as their mailing addresses.

Most states have regulations restricting the voting eligibility of convicted felons while in prison or on parole, while convicted felons in Kentucky and Virginia lose the right to vote in perpetuity. (Florida recently reversed its law in this regard, but … it’s complicated.)

Know your state’s voter registration deadline

As befits a nation that initially considered itself to be a collection of smaller nations, each state has its own voter registration deadlines.

Twenty-two states require registration between 16 and 30 days prior to Election Day (Tuesday, November 5th this year). Six states require registration from 1 to 15 days prior to election day, and twenty-two states and Washington, DC allow registration at your polling place on Election Day.

Fill out the “paperwork” to register to vote.

Your paperwork may not be on paper; forty-three states (plus DC and Guam) allow online voter registration, up from only fourteen in 2008 when I first wrote about organizing to vote. However, you must register to vote by mail or in person in Arkansas, Mississippi, Montana, New Hampshire, South Dakota, Texas, and Wyoming. 

Notably, North Dakota does not require voters to register, having abolished advanced registration in 1951! As long as you’ve lived in the state for 30 days and have valid ID, you can vote.

To register:

  • Check online, call, or drop by your Board of Elections to request a registration application.
  • The National Voter Registration Act of 1993, also called the Motor Voter Act, made it possible to register when you apply for or renew a driver’s license or at government agencies when applying for public assistance and disability.
  • Find your state election offices at USA.gov, or Google “board of elections” or “election commission” and your county name plus the state (because there are 31 Washington Counties, 26 Jefferson Counties, and 25 Franklin Counties).  
  • Use the master voter registration document at Vote.org, or scroll down on that page to find your state’s voter registration site.

Review your voter registration card and keep it safe

Voter registration cards show your voting precinct (which determines where you vote) and districts (e.g., Congressional, State Senate and House, school district, county/city district, etc.) for individual campaigns, referenda, and ballot initiatives. 

File your card with your VIP papers, and make a notation on your calendar to bring your card to the polls on Election Day (or on early voting days, if applicable). You may only need your photo ID, but I recommend always taking your voter registration card with you to vote, especially if you registered recently.

SPECIAL CIRCUMSTANCES FOR REGISTERING AND VOTING

If you or someone you know needs assistance with registering to vote and securing a ballot, check the following resources.

College Students

Students should determine whether they will register to vote in their home states or at school. They are likely to be first-time voters and unfamiliar with residency requirements, party registration, absentee ballots, and the election process. These resources will help.

Disabled Voters

Members of the US Military

Overseas and Expat Voters

Are you an American citizen reading Paper Doll from somewhere outside of the U.S.? Howdy! These non-partisan sites can help you register and vote from abroad:

Unhoused voters

CHECK YOUR VOTER REGISTRATION

Perhaps you registered to vote years or decades ago. Even if you wore an “I Like Ike” button, registering to vote once is not enough. Even after you register, there are multiple ways you can fall off the rolls, as Archie Bunker learned years ago!

If you haven’t voted in several election cycles — whether presidential or mid-term elections — your state may remove you from the rolls. 

If you move, even within a state, you have to register in your new location. Update your registration even if you move neighborhoods in the same town, as dividing lines for school and legislative districts are narrowly drawn.

You may be purged from the rolls by accident, such as if you share a name with someone who died, or intentionally as part of partisan disenfranchisement efforts.

Check your voter registration soon, before the deadline for registering in your locale, to ensure that you are able to vote on election day. Contact your local board of elections, or go to https://www.vote.org/am-i-registered-to-vote/ to use the state-by-state lookup.

LOCATE YOUR POLLING PLACE

Your voter registration card should specify your polling place. Alternatively, many boards of elections or election commissions let you safely log in to your registration with information like your name, birthdate, and part of your Social Security number (which they already have on record).

Or, use Vote.org’s Polling Place Locator.

Photo by Elliott Stallion on Unsplash

If you have early voting in your jurisdiction, it may be at a different polling place than the one listed on your registration card. My Election Day polling place is within walking distance of my home; however, to avoid inclement weather or having to rush on a client day, I vote at one of the four early voting locations in my city.

OR, ARRANGE TO VOTE BY MAIL

Voting by mail has become more popular, particularly since COVID, but as with other voting regulations, the rules vary by state. This method, usually referred to as an absentee ballot, reduces crowding at the polls, increases voter participation, and makes it easier for college students, people with disabilities, members of the armed services, travelers, and others to cast their votes.

In eight states (California, Colorado, Hawaii, Nevada, Oregon, Utah, Vermont, and Washington) and the District of Columbia every eligible voter can vote by mail. (And in Colorado and Oregon, all eligible voters are mailed a ballot without even having to request one.) 

Voters in those eight states and DC can generally return ballots through the USPS, in-person at election offices, or in secure drop-boxes. In states that have in-person voting, voters may still opt to vote at the polling place. 

Paul Sableman, CC BY 2.0, via Wikimedia Commons 

But what if you live in the 42 states and 14 territories that don’t run all elections by mail? There, eligible voters must request a ballot.

Some have a “no-excuse” ballot system; request a ballot for any reason. Other states require you submit a “valid excuse,” which might be that you will be out of state for business or out of the country due to work or military service, that you will be hospitalized or otherwise too infirm to vote; some states let everyone over 65 vote by mail. 

The duration of absentee ballot status can vary. In some states, like New York or Georgia, once you request an absentee ballot, you’ll receive one for all elections, whether federal, state, or local, general elections or primaries. In others, voters must request absentee ballots for every single election in which they intend to vote.   

Scroll down on this FindLaw page for a comprehensive list of each state’s requirement for requesting an absentee ballot and voting by mail. Where applicable, it provides a link to each state’s absentee ballot application.

Make sure you’re registered to vote by the applicable deadline, then contact your county’s Board of Elections or your state’s Secretary of State for an absentee ballot.

SECURE THE RIGHT IDENTIFICATION

Your voter registration card proves you registered (at some point) but it can’t be used as ID to vote.

If you live somewhere like Dixville Notch, a tiny New Hampshire polling district of four registered voters, the poll worker is likely your daughter-in-law or third grade teacher who knows you. However, most jurisdictions require you to show some kind of government photo ID, like a driver’s license, state-issued ID card, military or tribal ID, or a passport, and even locations without strict voter ID laws require first-time voters who’ve registered online or by mail to show ID. 

Other states accept non-photo identification with proof of name and address. For example, in Arizona you can bring your Indian Census card; in Kansas, government-issued concealed carry handgun or weapon licenses and government-issued public assistance ID cards are acceptable ID; Virginia allows valid student IDs.

Even states that are strict regarding photo ID have exemptions, such as for those with a religious objection to being photographed, or have impediments to getting an ID (due to indigence or after a natural disaster). Wisconsin has confidential voting for victims of domestic abuse, sexual assault, or stalking.

Check your state’s voter ID laws at your board of elections website or this list from the National Conference of State Legislatures.

Alternatively, use the map at VoterRiders.org and the cursor over your state to see what proof of identification your state requires. States are divided by strict and non-strict photo ID laws, strict and non-strict non-photo ID laws, and states with no specific ID required.

If you have none of the appropriate categories of identification required by your state, you’ll want to  get a state-issued photo ID card. In most cases, this will require presenting a copy of your birth certificate, as explained in How to Replace and Organize 7 Essential Government Documents.

All this aside, if you don’t have your ID, you can generally cast a provisional ballot by signing an affidavit, signing a poll book, and providing biographical information. (You may also cast a provisional ballot if your identity or right to vote is challenged by a poll worker or election official, or if your name is not on the poll or registration list on Election Day.)

MAKE A PLAN FOR WHEN AND HOW YOU WILL VOTE

Very little gets done unless you organize your schedule to do it. 

Think of voting the way you might think of leaving on a trip. Normally, you might get in your car, drive to the airport, park, and fly. Or perhaps you arrange to have a friend drive you. But if you wait until the last minute and you have a dead battery or flat tire, or your friend’s child has the flu but no baby sitter, you’d have to scramble to figure out whether you’d call another friend, get a rideshare, or find some other solution.

Voting is not time-specific, but it’s day-specific, and the lines in some precincts can be as long as those for TSA. And if you were planning to vote after work, but you got delayed by weather or traffic, you might be cutting it close. 

When and how will you vote?

Look at your schedule and figure out:

  • Will you vote by mail? How will you remember to get your ballot in the mail or to a drop-box by deadline?
  • Will you vote early? What day? How will you accommodate your schedule and remind yourself to go? At which early voting polling place can you vote?
  • If you’re voting on Election Day, what time will you go and how will you get there? 

Borrow some accountability and vote with a friend. Arrange to vote together (early or on Election Day) or even drop your mail-in votes at a drop-box together, then celebrate your right to vote with an ice cream, adult beverage, or meal.

How will you get to the polls?

If you’re going to the polls in person, either on Election Day or when voting early, plan how you’ll get there, and create a backup plan in case something goes awry.

If you are able, offer rides to those who may lack transportation or the physical ability to get to the polls on their own.

If you need help getting to the polls: 

  • Ask friends or neighbors how they are voting and see if you can ride with them.
  • Ask if your house of worship is transporting congregants to the polls for early voting.
  • Get free rides to vote early via Lime, as well as access to free scooters and e-bikes through Vote Early Day.
  • Check to see if your locality offers free public transportation via bus or rail on Election Day.
  • Call your public library or your state’s League of Women Voters to find out what assistance is available locally to help voters get to the polls.
  • Ride Lyft, partnering with Levi Strauss & Co. and Showtime/MTV, to providing discounted rides to the polls.

RESEARCH THE BALLOT

Democracy cannot succeed unless those who express their choice are prepared to choose wisely. The real safeguard of democracy, therefore, is education.

~Franklin D. Roosevelt

You may be able to log into your board of elections or election commission site to see a sample ballot prior to any local, primary, or general election. Alternatively, use:

Then, evaluate candidate and party web sites, read news articles, and ask the opinion of people you respect.

PROTECT YOUR RIGHTS

We don’t want seven-year-olds or random Peruvians or visitors from Alpha Centauri to pick our city councilperson or mayor, but we do (or at least should) want everyone citizen to be able to exercise the right to vote without fear of threats or violence, or even ignorance on the part of un untrained person.

I mean, how often have we heard about the airport employee who insists that people with driver’s licenses from New Mexico or the District of Columbia need to show passports because they don’t know these places are in the United States?

If you are in line when the polling hours close, stay in line. By law, as long as you are in line, you are guaranteed the right to vote.

If you are threatened with violence or otherwise experience or observe intimidation:

If you are denied the right to vote:

  • Give a sworn statement to a poll worker that you satisfy the qualifications to vote in your state, and then proceed to cast a ballot (or provisional ballot).

APPRECIATE HOW YOU GOT THE RIGHT TO VOTE

Over the centuries, many have fought to secure and protect your right to vote. The following three videos from U.S. Capitol Historical Society explain the evolution of the Constitutional amendments that secured that right. 

Not only is Tuesday, September 17, 2024 National Voter Registration Day, but it’s also Constitution Day. What better way to celebrate than to make sure you’re organized and registered to vote. 

Organize Your College-Bound Student for Grown-Up Life: Part 1

Posted on: July 29th, 2024 by Julie Bestry | 10 Comments


In a matter of weeks, fresh-faced first-year college students will be headed off to begin their adult lives.

Everyone needs a little organizational guidance on this path. Last week, I re-shared a popular post from the Paper Doll vault, Paper Doll & Real Simple Organize Dorm Rooms: SUPER-EXTENDED Edition, looking at how to organize a dorm room for maximum comfort and productivity.

There’s a lot of support out there for getting the right stuff to make college life easier. IKEA has created a stellar master list of what to take to college that likely exceeds whatever your student’s department of residence life has forwarded. If you care mainly about having the right electronic solutions, you can scroll through pieces like Back to School — 10 Cool Tech Gadgets for 2024.

Taking advantage of the “college lists,” reminiscent of the photocopied (and previously, mimeographed) lists of teacher’s required school supplies, can put most parents and students on a fairly level playing field. Well, at least in terms of the tangibles, like basic creature comforts necessary to sleep, study, and snack while paying at least a modicum of attention to personal hygiene and health while at college.

The stuff is one thing. However, not all 18-year-olds arrive at college with the same levels of maturity, knowledge, and awareness of the world. TikTok, Instagram, and YouTube sensation Chip Leighton of The Leighton Show hit it big the last past few years with his series of videos of funny texts from teenagers.

But Leighton really caught my eyes with the texts from college students. These texts, and the rush of comments from parents illustrating their own young people’s texts, help us realize that parents and guardians may need to do more than they realize to prepare offspring for independent life on the planet. 

Some things are universal — students arrive at college not having a handle on how to do laundry or manage their finances. But the deeper I’ve gone into talking with clients with kids at college (and, yes, reading the hysterical — and embarrassing — stories from parents in Leighton’s comments sections), I’ve realized that there are ways in which kids are ill-prepared for college (and life beyond) in a ways that adults may not realize.

Today’s post and the rest of this series is a starter kit for the issues to discuss with your college-bound Gen-Zers before they risk endangering their lives, messing up their financial histories, or embarrassing themselves in front of age cohorts who have been better prepared for life “in the real world.”

ESSENTIAL INFORMATION AND PAPERWORK

Before we get into what your college students need to know, we should look at what documents they need to possess and understand.

Social Security Number

If you’re an American, your kid already has Social Security numbers. But do they actually know it?

This is the number you most need to memorize for the next six or more decades. Once at college, students will find they need to provide a student ID number and Social Security number on forms all the time. If they haven’t memorized it as a result of the college application process, now is the time to help them remember it.

You’ll have to discuss whether it makes sense for your student to take the actual card to school, or if it’s best kept safely in the family home until or unless they need it for official reasons. If they do take it to school, remind them that it shouldn’t live in their wallet or anywhere it could be lost or easily stolen.

Contact information for the important people in their lives

Yes, college-bound students mainly text people, but at some point, you might point out that if they send a real letter (or even a postcard) to Grandma, she might be inclined to send back money or a tin of cookies or some sort of care package.

College students need to have phone numbers, email addresses, and mailing/shipping addresses at the ready. And while yes, they can text Mom and Dad for the answers, warn them that they may end up as an example on Leighton’s TikTok or Instagram page!

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Encourage or even help them to memorize a few essential phone numbers in case their phones are ever lost, stolen, or damaged. Of course, the era of Snoopy address books is probably long gone, so this is a plug for making sure you urge them to back up their phones to their (or your family’s) iCloud or Google Drive.

Health records

At some point in the weeks before college, aspiring first-years need to provide proof of immunizations plus information regarding their medical history of epilepsy, diabetes, or any other physical or mental health conditions that might impact a student’s life at college or need for medical accommodations, per the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act of 1973.

But sending the requested documentation to the school isn’t enough; your newly-minuted adult needs to know and have access to this information. Make sure they either have a paper folder for medical records or a shared digital folder, perhaps in Dropbox, where you mutually maintain potentially necessary information.

It’s not enough that Mom & Dad and the school can access these things; your child may need to provide medical professionals with information about their blood type, health conditions (past and present), medications, surgeries, etc. (Seriously, your kids need to know their blood type!)

Legal documents related to healthcare

There are two federal laws related to maintaining the privacy of a student’s medical records. Both refer to when students are aged 18 or above, and in the first case, when students are at college. 

The first is the Federal Educational Rights and Privacy Act (FERPA). It protects the privacy of a students’ educational records, including a student’s treatment or care at a campus health center (as well as grades and academic standing, and any disciplinary actions against them). This applies not only to students who have reached 18, but all college students.

The second, you are likely to have more familiarity with. The Health Information Portability and Accountability Act, commonly known as HIPAA, protects all medical information.

If a student has turned 18, or in the case of FERPA, is at college, Mom and Dad don’t have any legal right to access this information. But of course, that doesn’t mean your student might not want you to have access. This means you need to talk to them about three essential documents that will allow you to know what’s going on with them if they need medical care and allow you to make decisions for them if they are unable. 

  • HIPAA Release — This grants you permission to be involved in knowing what’s going on with your student’s health situation. You’ve probably had to sign a lot of your own HIPAA releases, so you know that your student will need to specify each health care provider (so, a physician, a healthcare center, a hospital) whom they authorize to release medical/treatment information. Your student’s school health care center may have links to release forms on their web site. For security, encourage your student to fill out a HIPAA release before drop-off day.
  • FERPA Waiver — This allows a student to select what kinds of information they want to share with their parents. Rather than giving blanket access, the student can choose to grant access to medical records but not grades, or vice versa. The college registrar’s office can provide a FERPA waivers, which may be a paper or online form.  
  • Power of Attorney for Healthcare (also called a healthcare proxy) — We’ve talked about this document many times, including in How to Create, Organize, and Safeguard 5 Essential Legal and Estate Documents.

Whereas a HIPAA release and FERPA waiver allow you to be part of the conversation about your young person’s medical status, a Power of Attorney for Healthcare allows you to make medical decisions for your 18+ student in the unfortunate event they are unable to do so.

Google “Power of Attorney for Healthcare” or “Medical Power of Attorney” and your state name to find sample forms online. (If your student is attending school out of state, you may need a form for both states.)

Obviously, keep copies of these documents in a secure place where you will be able to access them if your student has medical needs requiring your support.

Help Them Register to Vote

I am cautiously hopeful that I shouldn’t have to explain to you (nor you to your college-bound student) why it’s essential to be politically aware and educated, to register to vote, and to exercise that vote (not just for the highest offices, but for all down-ticket offices and ballot measures).

“I Voted” Photo by Element5 Digital on Unsplash

Laws governing registering to vote vary by state. Some states have voting by mail; others strictly require voting in person and limit absentee ballots. Deadlines also vary by state. Determine with your child whether it makes sense to register in your home county or (if possible and/or necessary) at their college residents. Be aware that voter registration deadlines are looming in many states.

Once they’re registered to vote, teach them how to evaluate candidates and issues, how to secure an absentee ballot (if applicable), and make sure they know their protections. (For example, once they are in line to vote, no matter how long the line is, or how far past official poll closing hours, they should stay in line and are guaranteed the right to cast a ballot.)

Share resources, such as:

The point is not to tell your student for whom they should vote, but to empower them with all the resources so that they can make educated decisions that reflect their beliefs, and to understand the value of their participation in the process.

ADULTING SKILLS & KNOWLEDGE BASE 101

It would take a book (see the end of today’s post) and not merely a blog post to review all the things you should make sure first-year students should know before they head off to college. But you really don’t want to get a text like the ones in this video. (Be sure to click the audio icon at the bottom to un-mute. If you want to play it again, click the “replay” circular arrow icon in the lower left corner, not the play button in the middle of the screen.)  

@the_leighton_show Posting this again for all the parents who just dropped kids off at college #teenager #text #college #freshman #funny ♬ original sound – The Leighton Show

 

A Punch List for Adulting

The rest of this post is not designed to tell you how to teach what your kids need to know; that will depend on your family’s location, lifestyle, standards, and values. Rather, treat it as a punch list.

Traditionally, a punch list is a document that lists the final work items remaining before a construction project is considered complete. More specifically, contractors use a punch list to add all the work that isn’t included in the official specifications in the construction contract; it’s the stuff that comes up later. The punch list is often made up of various tasks that were skipped because they weren’t considered originally or overlooked in favor of tasks that were more important at the time.

Well, your kid is your construction project. You’ve been building this project for 18 or so years, and you’re ready for the closing date, but you don’t want to suddenly realize there’s no time left to complete or fix what left undone. What follows today and in this series, will provide opportunities for you to tighten the bannister on the ladder of your child’s college years and adult life.

How Money Works

Many people get out into the post-college world without any idea how manage their finances.

Sometimes this is because their parents aren’t equipped to teach them the skills; other times, parents assume that certain knowledge and skills are common sense.

However, I can assure you that writing a check is no more “common sensical” to the average college-bound Gen-Z student than mobile deposits or CashApp is to your average elder Boomer or Silent Generation grandparent. 

Talk to your student to figure out what they need to know about the following:

  • How to create a budget (and keep to it)
  • How to track when bills are due and ensure they pay them on time (and understand the basics of how interest rates, fines, and fees rack up)
  • How to write a check (because yes, sometimes that’s the only way to pay for something)
  • How to endorse a check (see above, re: Grandma)
  • How to fill out a deposit slip and withdrawal ticket, and how to comport themselves in a bank, in case ATMs are down and they actually have to (gasp!) speak to someone.
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  • How to use a banking app (including for mobile deposit of a check)
  • How to use a check register — Sigh, I know this is a lost cause these days, but learning how to keep a check register (even if you never write a check) is the key to reconciling and balancing your account and thus keeping from being overdrawn or going over budget.
  • How to call, go online, or use the bank app to check the bank balance.
  • How to safely use mobile financial and payment apps — For those of us who rarely, if ever, use such apps, it can be a surprise that the default is for users of platforms like Venmo to share and display transactions (and who they paid)!

Encourage kids to keep transaction information on financial sharing apps private. Nerdwallet’s What College Students Need to Know About Payment Apps has some sound advice for protecting against fraud and safely using these apps.

  • How to understand the difference between checking and savings accounts, and between debit and credit cards. If your student does not already have a bank account, make sure to help them open one that has a branch (and ATMs) in their college community in order to avoid non-member ATM fees. Make sure they understand which ATM networks they are in and how to identify non-member ATMs.

More generally, ensure your student understands how banks work — and how your family finances will work as it pertains to them while they’re at college.

If you’ll be funding some or all of their at-school lives, explain how much money you will provide them (at the start of the semester, or each month), what they will be responsible for covering, and what to do in a financial emergency.

They may be new adults, but they are still your children, so encourage them to come to you with problems so you can problem-solve together. (This is good advice for non-financial situations, as well.)

Make sure your student understands how credit works, and discourage opening lines of credit early on. Most of the predatory methods for signing college kids up for credit cards that were common when I was an undergraduate are now illegal. Still, help them to be wary. They can sign up and start building a credit history later in their undergraduate years.

  • How to tip, when to tip, and how to determine how much to tip
  • How to sign up for student discounts on everything from computers to clothes, electronics to entertainment, retail shopping to restaurant food.

This may require showing a student ID at a local store, downloading an app, granting permission to be texted or emailed, or other more privacy-invading options. Your student will have to weigh the discount against the value of granting a company access to them. For starters, check out these resources for getting student discounts:

If this is your first go-round with sending a kid off to college, I recognize that this might be overwhelming. Your student’s college will likely provide some financial literacy workshops during orientation and ongoing, but don’t depend on them having the time or inclination to check them out.

Start by working through Study Corgi‘s A College Student’s Guide to Financial Literacy: Benefits, Tips, + Resources. It has some stellar infographics, links, and resources for guiding a young person through getting a handle on all-things-financial. 

Another good option is The Financial Diet‘s The College Student’s Guide To Money video series on YouTube. It covers budgeting, saving, investing, mindset, and making big money decisions. Start here and then continue on with the playlist:

How Insurance Works

Your student may need some or all of the following insurance coverage while at school:

  • Health insurance — The college may offer a healthcare plan. When I was in college, I was covered by both my parents’ plan and the school’s plan, but things have changed since I was a student and dinosaurs roamed the earth.

The Affordable Care Act (ACA) guarantees that your child can stay on your health insurance until reaching the age of 26. If your student is staying in-state, that should be relatively straightforward; if they’re attending college out of state, and depending on whether they will need a Marketplace plan, your student may need to apply separately. Begin familiarizing yourself with the options described on the ACA page for college students.

Doctor with stethoscope photo by Online Marketing on Unsplash

Students need to understand how co-pays, co-insurance, deductibles, and out-of-pocket limits work. Start by walking them through Paper Doll Explains Your Health Insurance Explanation of Benefits. (Who knows; you might learn something, too. Meanwhile, your student will be head-and-shoulders above where most college kids are in understanding health insurance.)

  • Car insurance — Students taking cars to college need to have insurance. Maybe your student will be on your insurance; maybe they’ll get their own policy. However your family arranges finances, it’s essential your student understands how car insurance works (and what to do in a car-related emergency).

Students, and young people in general, might be inclined to pick the least expensive coverage without knowing what it actually covers and what it doesn’t.

As with health insurance, a lot of the language surrounding car insurance can be mystifying. Try reading Organize for an Accident: Don’t Crash Your Car Insurance Paperwork [UPDATED] together to gauge what questions they might still have so you can help them make good decisions now and in the future.

Toy Car Photo by Atish Sewmangel on Unsplash

Along with standard car insurance, you may want to sign your student up for AAA or an automobile club associated with a family credit card, insurance company, or car manufacturer. Most services are fairly inexpensive and will give you (and your student) confidence in case the car needs urgent towing or emergency roadside assistance. 

  • Renter’s insurance — Homeowners know they have to have insurance, but young people (and renters, in general), are sometime surprised to realize that they should have coverage for their rented apartments. In fact, some apartment complexes require it. Luckily, renter’s insurance is (relatively) inexpensive at between $100 and $200 a year. 

Most colleges don’t require separate renter’s insurance for students living in a dorm. Parents should consult their own agents to see if their homeowner’s insurance will cover their student’s “stuff” while off at college.

Remember, renter’s insurance doesn’t just cover the cost of replacing expensive items (like computers) if they are stolen or damaged; it can also protected your whole family from liability claims if your student accidentally injures someone or damages their property. 

This is just the beginning of the advice and considerations you’ll want to discuss with your college-bound student. As this series continues next week, we’ll explore more topics, including how to:

  • Stay safe (guard your personal safety on campus)
  • Avoid an all-pink wardrobe (AKA: how to do laundry)
  • Keep the crud away (how to protect health and hygiene)
  • Stay fit and fed (what college kids should know about exercise and nutrition at school)
  • Master time management at college
  • Care for a car at school
  • Develop essential adulting skills 

The next post will also have some follow-up resources, both for parents and students, to be as prepared as possible for college life.

Until next time, when we get deeper into these resources, give yourself grace if you are stressed about sending your “construction project” off to college. Whether Leighton’s videos makes you laugh or just comfort you that you’re not alone in your frustrations with GenZ, you might want to look at his book, What Time Is Noon?: Hilarious Hilarious Texts, Ridiculous Feedback, and Not-So-Subtle Advice from Teenagers. 

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Ultimate Guide to Organizing the Passport Process: In Person, By Mail, & Now: Online!

Posted on: July 1st, 2024 by Julie Bestry | 10 Comments

If you’re organized in approaching the experience, travel can broaden the horizons and delight the senses, as I have talked about in posts like:

Of course, one large part of international travel is having an up-to-date passport, which I covered dating all the way back to 2010, when I wrote “May We See Your Papers?”: Passport Cards and Trusted Travelers. As you can imagine, a lot has changed since then. 

And, in fact, a lot has changed in the world of passports as recently as last month! But first, let’s start with the basics.

THE GROWTH IN PASSPORT POPULARITY

In 1990, only 4% of citizens of the United States held passports. This was consistently a shock to Europeans, where international travel between nations was common. Certainly some of this was due to the immensity of the United States, per the old joke:

Texan: “I’m from the great state of Texas. My state is so big that you can get on a train, ride for a day and a night, and still be in Texas!”

Rhode Islander: “We used to have trains like that in Rhode Island.” 

However, our expanse of land is not the only reason many Americans didn’t feel the need for a passport. Prior to 9/11, we Americans traveled in a much less restricted way. However, when the Intelligence Reform and Terrorism Prevention Act came into effect in January 2007, the law required U.S. citizens to have valid passports when traveling by air between the United States and Canada, Mexico, Central and South America, the Caribbean, and Bermuda.

Previously, traveling (by land, sea, or air) to these areas was fairly easy and required no passports. (Indeed, having grown up in Buffalo, I recall the many times my family or friends would dive to Canada for the day or even just for dinner, needing only to tell the customs officer our location of birth and whether we had anything to declare.) 

US Department of State, Census Bureau, Haver Analytics, Apollo Chief Economist

Over the course of decades, the number of American citizens holding passports has continued to rise. Back in 1997, only 6.3 million U.S. passports were issued; in 2017 the State Department issued a record 21.4 million passports. Now, 48% of U.S. citizens, just slightly less than half, hold valid passports.

Unfortunately, I have no statistics on how many people leave for the airport having forgotten their passports.

BENEFITS OF HOLDING A PASSPORT

Holding a valid U.S. passport comes with a number of benefits beyond having a photo that rivals your driver’s license pic as being one of the least appealing shots ever taken of you. 

A passport isn’t just a nifty little book for getting pretty stamps. It’s an essential document that facilitates domestic and international travel, and serves as a crucial form of identification and proof of citizenship. In particular, a U.S. passport comes with additional benefits, including:

Visa-Free Travel — Your U.S. passport allows you visa-free or visa-on-arrival access to much of the world, making international travel easier and more convenient. In fact, current holders of a United States passport may travel to 188 (of 193) countries and territories without a travel visa, or with a visa-on-arrival.

Consular Protection and Services — In case of emergencies (like loss of one’s actual passport, natural disasters, legal issues, etc.), U.S. citizens can receive assistance from U.S. embassies and consulates around the world.

Global Entry Program —U.S. passport holders can apply for Global Entry, which expedites customs processing when you return home, saving time navigating airport lines.

Ease of Travel to U.S. Territories — Your U.S. passport lets you travel seamlessly to U.S. territories such as Puerto Rico, Guam, and the U.S. Virgin Islands. No, you don’t have to have a passport to travel to these locations — because they are part of the United States — but having a U.S. passport makes it much easier to travel to territories without any additional documentation.

HOW TO APPLY FOR A PASSPORT

Let’s assume you’re an adult applying for your own passport for the first time. (If you’re seeking a first-time passport for a child under the age of 16, the rules are different.)

Gather Required Documents

This is where being organized comes in handy. Gather the following documentation:

  • Proof of Citizenship — Usually, a certified birth certificate will suffice, but if you weren’t born in the United States, you’ll need a Consular Report of Birth Abroad (CRBA), a Certificate of Naturalization, or a Certificate of Citizenship.
  • Proof of Identity — No, a note from your mother will just not do. Be prepared to show a valid driver’s license, government ID, or a military ID, and bring a photocopy, too.
  • Passport Photo — Your latest Instagram selfie may be gorgeous, but you’ll need a passport photo that meets specific requirements: 2″ x 2″, in color, taken within the last six months, with a white or off-white background. You also aren’t allowed to smile! There are apps to help you, but if you’re a member of AAA, I encourage you to get your photo taken there. I’m a “blinker” and the nice ladies at AAA put up with SO MUCH blinking until we secured a decent photo. 

Missing any of these essential documents? Check out my post How to Replace and Organize 7 Essential Government Documents.

Fill Out Form DS-11

  • Fill out Form DS-11 online using the Department of State’s form filler or download a PDF and print it. Alternatively, pick up a paper copy from a passport acceptance facility or any U.S. post office. The DS-11 lets you apply for a passport book, a passport card*, or both. If you think there’s a chance that you’ll be traveling a lot (did you win an around-the-world trip?), request a larger passport book with more visa pages. Just check the large book box at the top of the DS-11 form; there’s no extra charge.
  • DON’T SIGN THE FORM until instructed to do so at the passport acceptance facility. Seriously, do not sign the form or you’ll have to start all over.

*A passport card is a wallet-sized, plastic passport (so it has no visa pages) that serves as proof of your United States citizenship and identity, with the same length of validity as the passport book. However, it’s not valid for international travel by air; you can only use it to travel by land or sea between the United States and Canada, Mexico, Bermuda, and Caribbean countries.

Submit Your Application in Person

  • Visit a passport acceptance facility in person. Depending on your location, this may be a post office, library, or other designated location, with official staff for handling passport acceptance. The Department of State has a search page; put in your zip code to find the closest options for your needs. If your travel is urgent and in the next three weeks, make an appointment at a passport agency location.
  • Bring everything (the completed Form DS-11, proof of citizenship, proof of identity, passport photo, and the required fees (check or money order, only)) with you to the passport acceptance facility.

(There are also special passport acceptance fairs for processing new passports, but mostly only in New Jersey and Georgia.) 

Pay the Fees

  • As of the latest update, the total cost for a first-time adult passport book is $165 ($130 application fee to the U.S. Department of State and a $35 execution fee to whatever facility takes your application); for a passport card, it’s $65 ($30 application fee, $35 execution fee); for both, it’s $195 ($160 application fee, $35 execution fee).
  • For expedited service (see below for details), add $60 to your application fee; add the weirdly specific $21.36 to your application fee if you want your completed passport shipped 1-2 days after issuance.
  • Check the current fee schedule, as fees can change over time.

Wait for Processing

Have your eyes glazed over while reading this? Perhaps a video is more your style.

RENEW YOUR PASSPORT THE TRADITIONAL WAY: BY MAIL

This is all well and good, but what if you’ve had a passport forever, or applied for one the first time you ever read a Paper Doll post about passports, but now need to renew?

Mailboxes by EraserGirl licensed under the Creative Commons Attribution 2.0 Generic license

Well, the simple act of renewing your passport was never particularly simple (or swift). The traditional method of renewing your passport by mail still requires the following steps:

Make sure you meet the renewal requirements

  • You must have your old, undamaged passport in your possession so you can mail it in — The problem? If you travel frequently for work or your personal life, you might have had to cancel trips because you would not have (or would not know if you’d have) your passport back in time.
  • The passport had to have been issued within the last 15 years to you when you were at least 16 years of age. — The problem? If a college student has to renew a passport received as a child. It’s not always easy for college-age people to accomplish all the steps to renew their passports, as they’ll likely have to get their original documents from their parents, get themselves somewhere to take an acceptable passport photo, and get to a location that helps with passport renewals by mail.
  • The passport must have been issued in your current name unless you can provide, by mail, a document like a marriage certificate, divorce decree, or court order showing a change of name to affirm gender. (For more on this topic, check out Paper Doll’s Ultimate Guide to Legally Changing Your Name.) 
  • Your passport had to have never been reported lost or stolen (even if you later reported it found or returned).

Fill out the passport renewal form, DS-82

Note, this is not the same DS-11 you use to apply for an original passport, so don’t think you can just send in a photocopy of your old form!

Access the DS-82 online with the passport form filler tool or downloading and printing a PDF and filling it out by hand. Print out the DS-82 and fill it out completely (and, honestly).

Put it all together

Package up and mail the form with your original passport book and/or passport card (which the State Department will return to you by mail), plus:

  • a passport photo that follows all the rules stapled to the application form
  • any applicable name certified change documents (the State Department will return your copies)
  • a personal check or money order made out to the U.S. Department of State for the cost of renewing plus all applicable fees. No credit cards. No cash. No Venmo. Again, if you’ve got a college kid hoping to take a semester abroad, these things may come as a surprise to them. Whether you’re writing a personal check for yourself or your college kid (who may not even have a checking account), be sure to write the full name and date of birth of the applicant at the top of the check!

Send this application package via a trackable method

The State Department can give you status updates once your passport is in the system, but it doesn’t know whether your envelope is in your corner mail box, at the post office, or sitting on a tarmac at an airport in a random city.

A Sidebar on Passport Renewal Fees

There’s a lot going on with passport fees. To start, it costs $130 to renew a passport book, $30 to renew a passport card, and $160 if you want to simultaneously renew both (and sadly, there are no discounts for renewing both at the same time).

However, if you want to speed up your renewal by mail, there are a few different approaches.

  • Expedited service — Think of this as if you were buying a double-caf macchiato for the folks at the State Department to get them to speed up their time spent processing your passport. This adds an extra $60 to your application.
  • Faster delivery of your completed passport — This is separate from speeding along the work of the State Department. For an extra (again, weirdly specific) fee of $19.53, the State Department will mail your completed passport (whether you have paid for expedited service or not) within 1-2 days of issuance, and you will receive it within 1-2 days of them having mailed it. 

You can also speed everything along by sending your renewal packet (with your application, photo, check, old passport, and any supporting documents) via the US Postal Service’s Priority Mail.

Per the State Department, the current routine processing time for passport renewals is 6-8 weeks; for expedited service, it’s running 2-3 weeks. And these estimates only account for processing, not for mailing (in both directions).

What if you need a super-speedy renewal? In an urgent situation,  you can make an appointment to visit a passport agency. You can only secure such an appointment if you have urgent emergency travel to a foreign country in the next 14 calendar days, such as if an immediate family member outside of the United States has died, is dying and/or in hospice, or has a life threatening injury (or if you need a foreign visa in the next 28 calendar days). 

Note, if you live in the northeast, you’ll have your pick of options for passport agencies; in the southeast, Atlanta and Miami are your only choices. However, a huge portion of the interior of the United States is a multi-day drive from a passport agency office, so be organized and plan ahead!

Depending on whether you’ve already applied for your renewal and time is getting short or the trip (or the passport renewal) has caught you by surprise, there are different approaches to securing an appointment, so click the above link to see your options.

To wrap it all up, here’s how you renew your passport using the traditional renewal-by-mail method.

NEW: RENEW YOUR PASSPORT ONLINE!!!

Now that you know the standard way to renew your passport (book or card) by mail, here’s a curveball. The United States Department of State has an intriguing new “beta” program where you can renew your passport online!

As of June 2024, eligible American citizens can skip the lines at the post office to renew their passports!

Just don’t think this is going to speed up the process, or expect that it’s going to be significantly more convenient, at least in the near term. However, if you’re eligible, you can at least renew your passport while sitting in your jammies at home.

Woman in PJs at Computer designed with Bing Image Creator

Note, that this is a “beta” release of the online passport renewal system means they are still working the kinks out. Some aspects of the online passport renewal system are similar to what you’d do if you processed everything by mail, but there are several differences, depending on your personal status and your previous passport situation.

Online renewal requirements related to you

  • You are at least 25 years old.
  • You are not changing the name, gender, date of birth, or place of birth associated with your current passport. So, online renewal isn’t appropriate for anyone who has changed their name since their last passport was issued, whether due to marriage, divorce, matching their gender, or otherwise.
  • You won’t be traveling internationally for at least 8 weeks from the date you submit your application. There’s no expedited service during the beta phase of this renewal by mail, so this program isn’t faster; it’s just (when everything else works), easier and prevents you have  having to schlep out in the 90°+ temperatures.
  • You live in the United States (in either a state or a territory). If you’re living in a foreign country or have an Army Post Office (APO) or Fleet Post Office (FPO) address, you don’t qualify for passport renewal by mail. (Again, this is likely because of beta program. Requirements are likely in flux.)

Online renewal requirements related to the passport

  • You’re applying to renew a regular (tourist) passport. This online program doesn’t cover renewals of specially-issued passport statuses, like diplomatic, official, or service passports. So, if you’re a new American diplomat, like the Stephanie Syptak-Ramnath, our brand-new U.S. Ambassador to Peru, you’ll have to renew by mail (or, y’know, get your fancy assistant to help). 
  • The passport you are renewing was issued between 2009 and 2015, or over 9 years but less than 15 years from the date you plan to submit your application, and it is (or was) valid for 10 years.
  • You have your passport with you, and it is not damaged or mutilated, and you have not previously reported it as lost or stolen. Unlike when you renew by mail, you’ll be keeping that passport with you; don’t mail it in!

A few other differences exist. For example, you don’t have to (and indeed, can’t) pay your renewal fees by check. Instead, pay your passport renewal fee by credit or debit card. Yes, this means you can get points or airline miles. Yay!

You can upload a digital passport photo. However, it still has to follow all the same requirements, so again, no goofy selfies!

Finally, understand that the passport you’re renewing will be canceled after you submit your application so you can’t use it for international travel in the interim. 

Once you know you are eligible:

  • Sign in to your new account and select the option to renew your passport to start your application. Don’t worry if you get interrupted; you can save your application and finish it later. However, you only have 30 days to complete the application once it’s started; after that, you’ll need to start from scratch. 
  • Enter information about your current passport and travel plans.

  • Upload your digital photo, following all of the rules.
  • Digitally sign the application and pay for your application fee(s). You’ll get a series of confirmation emails letting you know that the payment is pending, then that it’s been processed. (This may take up to three days.) If something goes wrong and they can’t process the payment, they’ll let you know that, too, so be sure to check your spam folder if you don’t see update emails. 
  • Wait a week; then enroll to get updates in the Online Passport Status System. (Yes, it’s silly that this isn’t an automatic part of the account set-up process.) They’ll notify you as your status changes, such as when your application is in process, when it gets approved, and then when your passport is mailed.

Sticking points of the ‘beta’ passport renewal program

You can’t necessarily start your application at the time or on the day of your choice.

The system opens for a limited mid-day Eastern Time window each day, and closes once they reach their limit for the day. So, if you try to start your application at 4 p.m. on Thursday and you’re not allowed in, you can either try again the next day (or any other day) or renew by mail.

The State Department just began this program in June, so they’re limiting the number of applications accepted each day so they can monitor the program’s real-time performance. They want to make sure the software (and the employees using the software) aren’t inundated and that nothing breaks. (This is a good thing, so don’t be that person, like in the TikTok skits, complaining that a restaurant won’t stay open past official hours because you’re hungry and arrived late.)

Eventually, this online passport renewal program will get a full launch, and we can expect some (but not all) of the requirements may be relaxed.

WHAT SHOULD YOU DO NOW?

  • Look at your passport to see when it expires.
  • Consider your travel plans (or make some travel plans) and figure out how far in advance you need to renew to be able to travel. Many countries won’t allow you entry if your passport expires within six months.
  • If your passport expires in the coming year, renew it now so that you don’t have to worry about additional fees for expedited processing or shipment.
  • If you don’t have a passport at all, consider the possibilities. It’s not just so you can travel internationally at the drop of a hat if you win a free trip or get offered a job requiring international travel. A passport also offers advantages for flying domestically.
  • If your college-aged (or college-bound) kids don’t have a passport, encourage them to apply this summer. If they suddenly have the opportunity to study abroad, visit college friends, or participate in exciting school programs (like performing or playing sports abroad), they’ll usually have a very brief time in which to make arrangements.

Still need encouragement? If you renew your passport and go to France, you can send your envious friends postcards and letters emblazoned with La Poste‘s new scratch & sniff “La Baguette” postage stamps!

Paper Doll Shares 12 Kinds of Paper To Declutter Now

Posted on: January 8th, 2024 by Julie Bestry | 12 Comments

After last week’s 24 Smart Ways to Get More Organized and Productive in 2024, we continue with GO Month, an entire month devoted to getting organized and being productive. I thought it might be time to hit a classic Paper Doll topic topic: decluttering papers!

Quite often, Paper Doll focuses on the papers and documents you need to acquire and keep. Always start with the essentials:

How to Replace and Organize 7 Essential Government Documents

How to Create, Organize, and Safeguard 5 Essential Legal and Estate Documents

The Professor and Mary Ann: 8 Other Essential Documents You Need To Create

Ask Paper Doll: Do I Really Need A Safe Deposit Box?

However, we must also look at what we no longer need, and what papers we’d be better off without.

OLD RECEIPTS

Some people throw out all of their receipts. Their desks, bags, dresser-tops and bedside tables are clear of crumpled papers, but they have trouble reconstructing their financial history at tax time, they can’t figure out where their cash went, and can’t prove ownership or value of high-ticket items.

More often, people go to the opposite extremes and keep all of their receipts. When working with clients, I’ll often find zip-locked bags and drawers filled with random receipts. In addition to receipts strewn about, the collected and squirreled-away receipts tend to be older, anywhere from a year to five+ years in the past. 

These clients have a vague sense that someone once told them to save receipts in case they needed to return something or create a budget based on tracked expenses. The problem? Neither of these well-intentioned reasons are based on a realistic view of their paper-cluttered lives. 

Yes, you should hold onto receipts for purchases you might return, but most return policies that limit how long after the purchase something may be returned. In general, you’ll need the receipt to return something for a full refund for up to 30 days after purchase; after that, the best you can hope for at most retailers is store credit. (Stores vary, and Nerd Wallet has a great piece, Return Policy Guide: What to Know and Which Stores Stand Out, on the most generous return policies at stores like Costco, Kohl’s, and IKEA.) 

Similarly, if you were going to track your expenses to create a budget, receipts from years ago won’t help now. Paper Doll gives you permission to start fresh with January (and last week’s receipts) and let go of the bulk of your random receipt clutter.

Woman with Receipts Photo by Karolina Grabowska at Pexels

Reasons to Keep Receipts

There are five main reasons to keep receipts, and none are “forever” reasons:

1) The item is returnable — only keep the receipt until the return period ends.

2) It’s a big-ticket item — keep a Big-Ticket Purchases folder for these kinds of receipts in your financial filing section.

Figure out your comfort level to determine whether “big-ticket” is $50 or $500 or $5 zillion; if the receipt is above a certain threshold, you may want to add a rider to your homeowners or renters insurance policy.

The IRS allows taxpayers to choose between deducting state taxes and sales tax; if you opt for sales tax, the default amount is often the wisest option; however, you’ve purchased a house, auto, boat, private plane, or personal rocket ship, you’ll definitely want proof of that big ticket deduction.

3) The receipt helps you prove ownership. This tends to go along with Big-Ticket items, as you’ll rarely be asked to prove that the soon-to-be-moldy asparagus in your fridge actually belongs to you.

4) The receipt is for something tax-deductible. Non-business purchases are more likely to be deductible if they’re related to healthcare, government fees or taxes, child/dependent care, or tax credits for things the government is trying to promote, like environmentally beneficial or energy efficient home improvements.

5) The purchase will be reimbursed by someone (employer, insurance company, etc.) at a later date.

Additionally, if you’re divorcing and seeking alimony and/or child support, you may need to collate receipts to prove the costs of life maintenance.

Here are some basic guidelines for the receipts you can discard, with a few caveats.

Crumpled Receipt Photo by Michael Walter on Unsplash

Cash Receipts

  • Let go of cash receipts for consumable products (like food and beverages) whenever you want. If you’re not tracking expenses, you can toss them immediately. You can even refuse to accept receipts.

If you buy a Slushie at 7-Eleven or a burrito at the taco truck and pay with cash, you’re generally safe tossing receipt — unless you watch too many Law & Order reruns and are convinced you need to be able to prove your time-stamped whereabouts at all times. 

  • Keep cash receipts for things you might return, but only for the duration return period. After the return policy, buh-bye!

For example, if you buy clothes, a toy, or anything for your home, car, or family with cash, keep a plain #10 envelope to stash purchase receipts. Keep the envelope near where you handle your daily finances so that you know where to find receipts if you need to make a return.

Set a reminder, perhaps on the 5th of every month, to flip through the receipts. Once past the store’s return policy, shred the receipt.

The above assumes you’re not buying fancy-pants, expensive things with cash (and that you are not a member of a Sopranos-style crime family. If you are, please confer with your accountant.)

Debit and Credit Card Receipts

  • Keep debit and credit card receipts until the return period has expired and you’ve eyeballed your statement or online account to verify that the final price is accurate.

As with cash receipts, pop credit card and debit card receipts in that #10 envelope. If you get paper statements for your bank and credit card accounts, reconcile the values monthly when your statements arrive. If you no longer get statements, reconcile receipts against your running online account weekly. 

Deposit Slips and ATM Withdrawal Slips

If you think about it, a deposit slip is really a receipt, only instead of paying a store or service provider for what they’ve given you, you’re paying the future version of yourself who will spend that money later. 

As for the five reasons to keep receipts, none particularly apply here. If you wanted to return the cash you withdrew, you could do that without the ATM slip, and taking or giving back your own money doesn’t involve tax deductions. Reimburse-ability doesn’t apply. The “big ticket” status isn’t applicable with withdrawals (as banks limit how much you can take out in one day); deposits are a little stickier, as there’s a paperwork rigamarole to go through if you ever deposit more than $9,999.99.

Of course, if you’re sort who worries about that pesky Law & Order issue regarding your whereabouts, you might also fear having to prove ownership of the money you’ve withdrawn. 

In general, treat these as if they were debit or credit card receipts, and save them until your bank has accurately recorded the information. (But if you are making manual deposits of $10,000 or more, note the purpose, save the receipts, and tuck them in your tax prep folders just in case the amounts are questioned in an audit.)

A Few Other Notes About Receipts

Your pharmacy will print a summary of all prescription purchases. Once you’ve checked your receipts against your bank or credit card statements, you can shred pharmaceutical receipts; just ask your pharmacy to provide printout in early January for the preceding calendar year. (It’s to your benefit to only use one pharmacy so you don’t have to keep track of these things. If you must use a different pharmacy — if you’re on vacation or your regular pharmacy is out of your prescription medication — save those receipts.)

Collect all receipts for tax-deductible expenses (like charitable donations, or medical and pharmaceutical expenses in your Tax Prep hanging folder until you’ve completed your taxes for the prior year. (You won’t know until the end of any given year whether you accumulated a high enough percentage of your adjusted gross income to deduct itemized expenses.)

Keep receipts for anything for which you are due reimbursement until you get paid. This may include:

  • Work and travel-related expenses where your company reimburses you. Label a folder “Reimbursable Expenses” and toss receipts in there. Set a reminder on your calendar for the week prior to when expense reports are due, to ensure you don’t put it off and delay recouping your costs.
  • Healthcare expenses for which your health insurance company reimburses you. Usually, you pay a co-pay or co-insurance to a healthcare provider, but sometimes providers won’t file insurance claims. You may have to submit documents from the provider, plus your receipt, and forms directly to your insurance company to get reimbursed for medical expenses.
  • Sometimes, you’ll need to submit receipts to your car or homeowners/renters policy insurance company for repairs done to your auto or home. You might need to submit receipts to someone else’s insurance company if the other party was at fault. Always keep the original and provide them with photocopies).

If you’re reimbursed for a high-dollar amount for anything unusual, keep the receipt and the proof of reimbursement in your tax prep folder. If audited, it will be easy to say, “Hey, I anticipated that you’d wonder about this! So, here’s the receipt where I chartered a helicopter to get my boss to the top of the mountain for a super-important meeting, and here’s the income you’re questioning, where I was reimbursed for what I paid out.”

Always have a system for collecting your receipts until you get home. Do not stuff receipts in your coat pocket, no matter how many people are behind you in line. Do not put receipts in the shopping bag, because it’s too easy for them to fall out in the car, or for the bag to be discarded with a receipt still inside. Make 2024 the year you resolve not to have any crumpled receipts in your pockets or your car!

[We’ll take a fresh look at digital receipts in a future post, but the rules regarding what you can let go of are the same for digital as paper.]

OLD HOUSEHOLD UTILITY BILLS

It’s common for me to find that clients have saved multiple years of old electric, gas, water, and sewer bills. They shrug. Someone, somewhere, told them they were supposed to save all records.

People’s parents (particularly fathers) rightly told them that it’s important to keep all records regarding auto maintenance. A full and detailed record helps boost the resale value of a car. (Secondarily, if there’s a recall, the car owner can get reimbursed for work previously done.)

The thing is, even if you keep meticulous records, a prospective home buyer isn’t going to offer you more for your house based on ancient utility bills. Knowing what it cost to heat your home in January or cool it in July back in 1992 is not useful information!

Little House Photo by Kostiantyn Li on Unsplash

Keep paper utility statements for the prior calendar year and the current one, just so that you can easily compare year-to-year (for example, to trace the likelihood of a leak vs. “Oh, yeah, July water bills are always high because we use the Slip & Slide). Shred the older ones.

(Note: if you take a tax deduction for a home office for your home-based business, keep utility bills as supporting documents for business tax returns.)

OLD INSURANCE POLICIES

People have a habit of keeping really old insurance policy paperwork.

I advise that if you don’t have any pending claims against your insurer and nobody has a lawsuit against you, it’s OK to shred old declaration pages and toss the generic boilerplate from old home and car policies. You may want to keep the front page of the policy listing the old policy number and contact information for the insurer.

With health insurance policies, if you’ve changed policies recently, I find it’s helpful to keep the paperwork related to coverage you had in the prior calendar year. While medical providers are supposed to process claims within 90 days, I’ve seen where physicians’ offices were so disorganized they were trying to recoup fees (either through insurance or directly from patients) more than a year later. Keeping the essential info about the policy can help if you get caught with “zombie” claims. But policies older than the prior calendar year, unless you’re still fighting about claims, can be shredded.

One insurance policy caveat: If you cash in a life insurance policy, either for the cash value or after someone has passed, make sure you log that you have done so. I’ve worked with clients where there’s been great excitement upon finding old life insurance policy paperwork, only to learn the original policy holder cashed in the policy up to 50 years earlier, but never destroyed or discarded the old paperwork. Bummer.

For clarity, if you cash in a policy, make a note somewhere accessible (like your inventory of assets and debts) so that your future fuzzy brain or your inheritors can make sense of what happened.

EXPIRED WARRANTIES 

If the warranty or guarantee period has already expired, toss out the warranty/guarantee card. (If it was a bigger ticket item and you’d stapled the receipt to the warranty card, make sure the receipt gets saved.)

If you no longer even own the product associated with the warranty or guarantee, dunk it like a basketball! Swoosh! (But shred the receipt.)

MANUALS FOR THINGS YOU DON’T OWN (AND SOME YOU DO)

If you don’t own the thing anymore, you don’t need the manual!

If you own the thing, but know how to use it, you don’t need the manual! (I often joke that if you don’t know how to use your toaster or hair dryer, you have a bigger problem than clutter.)

For guidance, there are ways to pare down and organize your manuals, find digital alternatives, or even digitize your collection to help keep things streamlined:

Paper Doll’s Manual Override – Part 1: Declutter and Organize Owner’s Manuals

Paper Doll’s Manual Override – Part 2: Twelve Resources To Find An Owner’s Manual

Paper Doll’s Manual Override – Part 3: Create & Organize A Digital Owner’s Manual Library

OLD DRIVING DIRECTIONS MADE REDUNDANT BY GPS

As you go through your files and piles of old papers, you may find driving directions to anywhere from hotel venues to summer camps to doctor’s offices. 

If you’re never going there again, toss the paper. If Siri or Google Maps can get you there, toss the paper. If there’s anything special about the directions (maybe for the last tenth of a mile) and you could get the information again easily, toss the paper. If that last bit of the trip requires special instructions, create a contact (for the venue, the camp, or the office) in your phone and put those final, special directions in the “Notes” field.

DUPLICATE DOCUMENTS

Have you ever accidentally printed a copy of something multiple times and kept the copies? If the item is a form or a template you have to share (physically) with others and can’t just forward a digital file, make a folder. But if you just have random duplicate or triplicate or seventeenplicate of something you printed for no discernible reason, recycle or shred, as applicable.

OLD BOARDING PASSES

Yes, most of us now use digital boarding passes, but if anything changes about your flight, the nice typey-typey airport people will give you a new set of paper boarding passes. When you get home, don’t toss them in a pile with other crumpled receipts. Old boarding passes are of no future use to you. Shred them!

FYI, those QR codes along the edges have all sorts of personally identifiable information about you. They may not be useful to you, but leaving them out on your desk for anyone to find makes it easier for someone to purloin that information.

OLD CONFERENCE PAPERS AND BINDERS

Not all conference material is created equal. Go through your old conference binders and folders, especially those from early in your career. Be ruthless about letting go of handouts and notes related topics that no longer interest you or fields of study in which you never worked, or never intend to work again.

Trust that any information you want can be found again, and found more easily than spelunking in piles of old binders in the back of a closet.

Similarly, get rid of flyers, programs, and any other conference materials that don’t contain essential information.

JUNK MAIL

Did you ask for it? Do you want or need it? No? It’s junk! Instead of letting it pile up, shred it and sent it on its way. To stop junk mail in its tracks:

  • Opt out of credit card and insurance offers for 5 years by going to optoutprescreen.com or call 1-888-5-OPT-OUT (1-888-567-8688), operated by the major credit bureaus. You’ll have to supply personal information like your name and address. They’ll also ask for your Social Security number and date of birth; it’s optional, and they’ve always claimed it’s confidential, but this is the 21st-century, so who knows?
  • If you prefer to opt out permanently, start the process at optoutprescreen.com or call 1-888-5-OPT-OUT, but to complete the request, they’ll make you sign and return a Permanent Opt-Out Election form.

For other kinds of marketing junk mail, register at the Direct Marketing Association’s (DMA) consumer site, DMAchoice.org and pay a $4 processing fee for ten years of protection from most (but not all) junk mail.

OUTDATED, LOW-QUALITY, OR IRRELEVANT INFORMATION

I once worked with a (very) organized author. I initially joked that I wasn’t sure how I could help, as her office seemed orderly and tidy. However, when we looked in her files, I saw the problem.

The client wrote novels with storylines that included medical information, so she’d saved a few decades of internet printouts regarding diagnoses and treatments of various conditions. In almost every folder, any clip from the web from more than two or three years earlier was completely outdated. While some fields may include timeless information, research related to the sciences is likely to be superseded by newer data and analysis each year.

Unless your actual job description requires analyzing what used to be advised or believed vs. what is now known to be true, toss the outdated information.

Similarly, let go of any clipped articles or printouts that reflect information you already know (or that has become common knowledge), that has been disproven, lacks credibility, or isn’t related to your work or interests. 

Tips from 1999 on traveling to Europe won’t fly (pun intended) in a post-9/11 world, but even advice from pre-COVID may not be valid. Introductory-level parenting articles from when your kids were tiny might have been useful, but if you’re cruising toward grandparenthood, you’ll find guidance has changed. Just let the internet be your filing cabinet!

DAMAGED PAPERS

This should go without saying, but discard any papers that are damaged due to water, fire, or animal predation. Papers with tiny blobs of mold can damage your neurological and pulmonological health. If a piece of paper is readable but yucky, digitize it (but then disinfect your scanner).

FINAL RESOURCES

You’ll be delighted to lessen your paper clutter knowing that much of what you’ve saved (due to misinformation, fear, or just plain inertia) can go. However, anytime there’s anything personally identifiable in your papers, make sure you shred them. 

Paper Doll’s Secrets: Shred Successfully & Save Money is a good resource for making it easy to destroy what you don’t need and prevent identify thieves and other sneaky folks from benefiting from your decluttering.

Finally, knowing what to get rid of is only part of the paper decluttering process. For a full-on look at strategies for knowing papers to keep, and for how long, check out my classic ebook, Do I Have To Keep this Piece of Paper.

Paper Doll’s Ultimate Guide to Legally Changing Your Name

Posted on: June 12th, 2023 by Julie Bestry | 12 Comments

It’s June, the traditional month for weddings, and after weddings come honeymoons, “thank you” notes, and at least for some people, name changes. Ms. Jane Independent may become Mrs. Jane United, or even Mrs. Jane Independent-United.

Image by Engin Akyurt from Pixabay

By the rules of etiquette, Mrs. Her-First-Name is only used for widows; instead, women were supposed to be Mrs. His-First-Name His-Last-Name, subsuming her entire identity under his.

Personally, Paper Doll does not think that is cool at all and is glad this has fallen out of fashion. Then again, Paper Doll can’t imagine ever changing my last name to that of any fella, no matter how much he resembles George Clooney, and certainly not making any part of my name disappear until my beloved has shuffled off this mortal coil.

But I digress.

WHY DO PEOPLE CHANGE THEIR NAMES?

The point is that people change their legal names for many reasons:

  • Women, when marrying, often take their new spouse’s last name. They also may append the new name to their old name, with or without hyphens. This ensures that at least part of her name matches her spouse’s name, and if they have children, it creates a new, cohesive family identity.
  • Men, when marrying, can also take their spouse’s names in place of their own, but this is still uncommon. However, men changing to a mutually-hyphenated last name such that Spouse Onename and Spouse Othername jointly take the surname Onename-Othername, is becoming more common. Some couples invent new last names altogether.
  • Women, when divorcing (and, given the above name change experience, men) often change their names. Many revert to what is colloquially called their “maiden” names. (Birth name, or family name of origin sounds a little more 21st-century, eh?) However, a colleague of mine disliked her family name of origin and rather than returning to it after divorcing, chose a completely new last name. 
  • Minors may get name changes when one parent remarries, thereby creating a cohesive family identity; this may or may not be related to an actual legal adoption by the step-parent.
  • Victims/Survivors of domestic violence and/or stalking may change their names to escape danger. 
  • Some people change their names to conform to their gender identity. The Olympian formerly known as Bruce Jenner is Caitlyn Jenner. The film performer Ellen Page is Elliot Page. (Note: referring to a person by a name with which they do not identify is called “deadnaming” and it’s unkind. Please don’t do that.)
  • People change their first or last names because they just don’t like them.

Hippie Baby Boomers born to Silent Generation and Greatest Generation parents changed their names from Ethel and Norman to trippy ones like Energy and Nomad. Kids born to hippie Boomer parents changed Moonbeam to Madison or Space to Spencer. Some parents give their kids names that are so awful, they demand change. And, of course, some folks just want to separate from past connections (e.g., bad parents, bad exes, bad decisions, etc.) and change their full names.

  • Celebrities may legally change their names when they get married while continuing to perform under their prior names, giving them some separation between public and private identities. 

Studio publicity still, Public domain, via Wikimedia Commons

Given that Elizabeth Taylor was married eight times to seven men, it would have been very confusing if her credits had changed after each honeymoon! And I’m dubious that Elizabeth Taylor Rosemond Hilton Wilding Todd Fisher Burton Burton Warner Fortensky would have fit on a marquee.

Cherilyn Sarkisian La Piere Bono Allman had her birth father’s name, her step-father’s name, her first and second husbands names, but in 1978 she opted to simplify things and do the paperwork one last time — and since then has been known as Cher. Perhaps if she “could turn back time,” Cher would have changed her name earlier?

Jennifer Lopez dated Ben Affleck. Later, Jennifer Garner married Ben Affleck and legally became Jennifer Affleck. And then Jennifer Lopez married Ben Affleck, and she legally became Jennifer Affleck. Meanwhile, everyone still knows Jennifer Lopez as J.Lo and Jennifer Garner as America’s Sweetheart. Yet somehow, only Ben Affleck didn’t have to worry about re-monigramming his stationery!

  • People in the Witness Protection program get their names and entire identities scrubbed. Whether they are bad guys getting off easy or good guy whistleblowers or just unfortunate witnesses, people in WitSec have one advantage. The government does the paperwork for them!

WHAT KINDS OF NAME CHANGES ARE ALLOWED?

For your signature block in your work email or for friends to mail you birthday cards or to give the Starbucks barista your name, you can give your birth name, your married name, your non-de-plume, or your nickname. (Actually, in the case of Starbucks, it doesn’t matter; they’ll either get it wrong or make up a name for you.)

GoToVan from Vancouver, Canada, CC BY 2.0, via Wikimedia Commons

Do you have to change your name legally? In some states, just using your new name makes it legal (enough), as long as you don’t have much in the way of financial dealings or international travel or a desire to make people and organizations refer to you by your preferred name. And if you’re newly married, your marriage license might suffice.

However, when you’re struggling with identity theft, traveling internationally, or dealing with legal or financial matters, you must be able to prove that you’re really you with valid ID: Social Security cards, birth certificates, passports, etc. And for those to be kosher, you definitely need your name change to be legal.

First, know there are rules about when you can’t change your name.

  • Your name change can’t be for a fraudulent purpose or to commit a crime. If you’re on the lam or trying to avoid paying your debts to Big Eddie (or, y’know, Wells Fargo), you can’t legally change your name. You also can’t do it to escape financial or criminal liabilities, or civil litigation.
  • You can’t take celebrities’ names in order to profit off of their identities.
  • If you’ve been convicted of certain types of felonies (in some jurisdictions), you can’t change your name to avoid public scrutiny or requirements to register as a sex offender. 

Next, there are rules about what you can change your name to be. Other than Roman numerals following your name — Thurston Howell III is OK — you can’t change to a name with a numeral in it.

Of course, each state has its own regulations. In 1977, the North Dakota Supreme Court refused to allow Michael Herbert Dengler to change his name to 1069 (pronounced as “one zero six nine”, lest you think he intended something unsavory), so he moved to Minneapolis. The Minnesota Supreme Court was similarly dubious, but ruled that “Ten Sixty-Nine” would be allowable. 

You can’t change your name to a symbol. Yes, I know about Prince. But, number one, he didn’t actually change his name legally. Number two, you are not Prince. 

You also can’t change your name to something that is generally offensive. No racial epithets or slurs, no hate speech, and usually no potty-mouth words (though judges usually have some latitude with regard to that last one).

WHAT’S THE LEGAL PROCESS FOR CHANGING YOUR NAME?

Legally changing your name requires paperwork and patience. Be prepared to locate your essential documents (check out How to Replace and Organize 7 Essential Government Documents to get started) fill out forms (by hand and online), jump through investigative hoops, and then use new identifying documentation to get other identifying documentation.

You’ll also need to tell everyone you know about the change. In the pre-COVID era, the process might take six to twelve; however, courts are still so backed up that in some municipalities, it’s taking much longer.

Name Change By Court Order

Gavel: Creative Commons/U.S. Air Force photo by Airman 1st Class Aspen Reid/af.mil

If you’re changing your name for any reason other than a revised marital status, you’ll have to get a court order to do so. (Changing your name because of marriage or the dissolution of one has a separate procedure — of which, more later.) 

In general, this process requires a combination of the following procedures, depending on where you live:

File a petition with the court — This involves completing paperwork which will be called some variation on the title Petition for a Name Change. Different jurisdictions have different regulations — you might have to address a civil, probate, or superior court. The petition explains the name to which you wish to change and the reason for the change.

Submit a filing fee. The filing fees in the United States vary by state, and sometimes county, and range from a low of $25 in Alabama to a high of $435 in California. (Some states have waivers for people in dire financial circumstances, so be sure to ask.)

Submit a form for a Court Order Granting Change of Name for the judge to sign.

Publish a notice of petition to the public. In general, when you change your name, you have to announce the intended name change in a number of newspapers in your community. Most commonly, you can publish these in the classified sections of “penny saver” newspapers to save money. Usually, the notice must be published multiple times over successive weeks.

Note that victims/survivors of domestic violence or sexual assault may request to have the publication element waived. Similarly, some states (including California, Colorado, Maine, and Nevada) eliminate publication requirements for name changes done to align with gender identity. Obviously, individuals in witness protection do not have to publish their notice of petition.

Once you receive an affidavit that the ad(s) have been published, submit this to the court with the other forms. (I must admit that I’m sometimes surprised that putting a notice on your Facebook or Instagram account isn’t considered adequate for this purpose. I can’t imagine anyone but private detectives and bounty hunters reading the classified of these papers that most people let moulder on their front lawns.)

Special circumstances

Fingerprint image by ar130405 from Pixabay 

In addition to the above, you may also have to:

  • File a legal backer form, authorizing notification of creditors re: name change. 
  • Undergo an FBI background check (for which you will pay a fee) if you live in Colorado, Connecticut, Florida, South Carolina, or Texas. Depending on the court you petition, a judge may require a background check in California or Maine.  
  • Have your fingerprints taken if you live in Alabama, Colorado, Maine, North Carolina, and Texas. And yes, there are additional costs.
  • Acquire an Affidavit of Consent, if required in your area. If you’re changing a minor child’s name to match the name of a new step-parent and newly-married parent, irrespective of whether the new step-parent will legally adopt the minor, you’ll need an affidavit of consent.
  • Send an Affidavit of Service of Notification to appropriate authorities if you are classified as an alien resident, a former convicted person, or an attorney. (How’s that for a strange combo platter?)
Next steps for your court order

Got all those essential forms signed and notarized by the court clerk in your jurisdiction? Scan and/or make copies and put them in a safe place (like a fireproof safe or safe deposit box) and submit the originals for approval.

You may have to attend a court hearing to defend your reason for changing your name if a creditor, ex, or busybody sees the publication of your notice and objects to the name change.

If the court approves your petition, you’ll get a court order called an Order Granting Change of Name which serves as legal proof of your name change. You’ll need this document, and usually your original birth certificate or proof of prior name, in order to make lots of other changes.

Important note: In some states, people seeking a name change due to domestic violence have the right to have their records sealed. If this is your situation, please confer with an attorney or a domestic violence agency to obtain information and assistance regarding your state’s regulations.

Name Change By Marriage (or Divorce)

Mazel tov on getting married! (Condolences…or mazel tov, depending on your feelings, if you’re getting divorced.)

Getting married doesn’t, per se, legally change one’s name, though the process is smoother than seeking a court order.

Do, however, decide in advance what you want your name to be. If your marriage license says FirstName Oldname Lastname but you intend to live as First Name Oldname (hyphen) Lastname, you’re going to have to get the license right before you can move forward.

(Honeymoon travel warning: the TSA takes name-matching seriously. If your ticket says Mrs. Madison Newname and your passport or driver’s license says Ms. Maddie Oldname, you’re at the mercy of the TSA. Don’t imagine you can roll up to Security with your the-ink-is-barely-dry marriage license, an embossed invitation, and catering bill and expect to make the flight. Book honeymoon travel under your pre-marriage name and leave the name change paperwork for when you get back.) 

If you’ve divorced, your divorce degree should serve the same purpose as a certified marriage license; be sure the divorce decree covers it if you intend to revert to the name you went by prior to your marriage. (If you decide to give up your married name after the divorce is final, petition the court for an amendment to the divorce decree.)

Name Change to Match Your Gender Identity

For people who are trans, the process involves a getting a legal name by court order, but it’s not quite as simple as described above. It’s also necessary (and sometimes complicated) to change one’s gender marker, the official designation of gender on certain state and federal documents (like driver’s licenses and passports).

Gender markers may be “male,” “female,” or “X” (for non-binary), though only Oregon allows you to petition for a change of gender marker at the time of your name change, and not all states allow a marker change. However, the federal government now recognizes X and you can change the gender marker on your passport; later in 2023, it can be changed on other documents. 

Changing a gender marker may or may not require changing your name legally. Seven states and two territories require proof of surgery, court order, or altered birth certificate to change gender marker on driver’s licenses, while fourteen states require proof of surgery or a court order to change the designation on a birth certificate. And four states (Montana, Oklahoma, Tennessee, and West Virginia) don’t allow amending gender markers on official documents. 

This can get complex, so check with your state and review the incredibly-detailed PDF Identification Documents and Transgender People: An Overview of the Name and Gender Marker Change Process in the United States for guidance. 

WHAT TO DO ONCE YOUR NEW NAME IS OFFICIAL

Once you’ve legally changed your name, there’s still more paperwork to be done — and before you can start,  you’ll have to make sure you’ve got your (paper)ducks in a row.

  • If you got married, obtain official (certified) copies of your marriage license. (You’ll know they’re official if they’ve got raised “bumpy” seals.) Request them from the municipal office where you registered and filed for your marriage license (that is, where you got married, not necessarily where you live). You’ll get one official copy as part of your licensing fee, but you’ll have to pay for extras.
  • If you filed with the court for a name change (or got divorced), obtain certified copies of the court order or divorce decree.
  • Whatever your reason for changing your name, the next steps will require proof of your former name, so before you get started, make sure you have official copies of your birth certificate, too. 

Start with Uncle Sam

Social Security Card — Contact the Social Security Administration at 800-772-1213 or go into a local office; just don’t fall for any emails or junk mail promising to get you a new card for a fee. The Social Security Administration doesn’t charge for new cards due to name charges. (Heck, you get 10 free replacement cards in a lifetime!)

Follow the prompts and the automated system will walk you through the steps for filling out an SS-5 and getting a new card. Alternatively, you can follow the instructions on the Social Security Administration’s web site. Fill out the application and provide official copies of documents proving your legal name change, your identity, and either your U.S. citizenship or immigration status. (You can also change your gender marker.)

*Note: If you immediately move to a new state after getting married or securing a court-ordered name change, the Patriot Act requires that you change the name on your Social Security card before you acquire a new driver’s license.

Passport — The U.S. Department of State has different requirements for issuing passports reflecting name changes, depending on whether one’s last passport was issued within the last year or earlier, and whether you have documentation to prove (via marriage license or court order) your name change. Review the linked page and follow the steps to determine if you can submit your documentation by mail or must apply in person, and whether there are fees associated with your situation.

Now handle state and local documents

Driver’s License — Each state has different regulations regarding how quickly you have to change your name on your license. South Carolina and Wyoming expect you to change your driver’s license to reflect your new name within ten days of your wedding, which might put a crimp in a two-week honeymoon.

Other states have similar, though less urgent, deadlines. Apparently, you can double or halve your weight, dye your hair purple, switch to blue contact lenses, or grow a beard, and their are no requirements to contact the DMV, but if you use your new name, the DMVs of the USA get uniformly cranky! Call or check your state’s web site for regulations, make an appointment (vs. attempting a walk-in), and bring certified copies of your marriage license, divorce decree, or court order.

Voter Registration Card — Contact your board of elections or pick up a voter registration form at your public library or Department of Motor Vehicles. Alternatively, visit National Mail Voter Registration Form to report a change of name on your voter registration. (Note, New Hampshire, North Dakota, and Wyoming do not participate.)

Tell Everyone Else

With the government out of the way, notify everyone else. There’s less urgency to this, especially as “officialdom” wanes; I’ve arrange the list below in declining order of importance and urgency. 

To save time filling out forms, you might want to consider acquiring a uniform name change form, such as Nolo’s Declaration of Legal Name Change. (It’s currently free.) Then notify:

  • The US Post Office — This isn’t legally required, but you’ll be getting mail in your old name and new name for a while, so make sure your mailbox label lists both or that your post office knows about the new identity. (Don’t assume that your postal carrier pays attention.)
  • Insurance companies — Update your health insurance policy and cards first, then automobile, renters/homeowners, etc.
  • Human Resources and/or Payroll at your place of employment.
  • Banks — Order checks and deposit slips bearing your new name.
  • Brokerage houses where you hold investment or retirement accounts. If you’re listed as a beneficiary on someone else’s accounts, encourage them to update their records.
  • Credit card companies 
  • Utilities and other essential services
  • Other companies with which you have accounts, particular those you pay or which pay you 
  • State or other licensing agencies for operation/ownership of firearms, boats, planes
  • Internal Revenue Service and your state and local tax authorities
  • Veteran’s Administration, if applicable
  • Offices of public assistance, like SNAP
  • Professional licensing or certification organizations
  • Friends and associates (so they know how to address you)
  • Doctors, dentists, therapists and other health professionals
  • College alumni associations
  • Clubs, gyms, and other memberships

Contact your attorney about updating your estate documents with your new name. This may include wills, health care proxies, mortgages, leases, trusts, Power of Attorney documents, etc. See How to Create, Organize, and Safeguard 5 Essential Legal and Estate Documents and The Professor and Mary Ann: 8 Other Essential Documents You Need To Create to get started.

Check your credit report at AnnualCreditReport.com to make sure nobody has fraudulently opened accounts in your old name.

If the thought of doing this all on your own gives you a headache and writer’s cramp, help is available. Many professional organizers who specialize in paper management (like me!) will sit by your side and walk you through filling out paperwork. You can also avail yourself of specialized services:

Disclaimers

Note to Canadian readers: The process in Canada varies by province, but appears to be similar (with the exception of there being no publication requirements); there are special circumstances for reclaiming an indigenous name. Please confer with legal experts in your province.

Paper Doll reminds readers that I am not a lawyer and nothing in this post should be taken as legal advice.

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