Procedures Following Death of an Active Employee, Modified Service Faculty, or Retiree

(Note: Any of the areas listed below may be the first office notified of the death of an active employee or retiree.
In any case, the first office notified should in turn notify the other offices.)

• Notify Human Resources (Human Resources will have insurance and retirement issues to handle and will contact the deceased's surviving beneficiaries by mail.)
• Notify Payroll Office (Notification of the death of an active employee or Modified Service faculty in advance of sending paperwork will ensure that future checks are not deposited electronically and that taxes and other deductions are handled correctly when checks are issued.)
• Notify appropriate parties within department and the University of the death (and funeral arrangements, if applicable and appropriate.) Co-workers who wish to attend funeral services may be granted administrative leave to do so if approved by the department head.
• Notify other individuals outside the University who had business or professional contacts with the deceased.
• Prepare a letter of condolence from the department head to be sent to the appropriate survivors (Academic departments also should provide their Dean's Office with name/address of survivors.)
• If applicable, prepare and process HRM-6 Salaried Position/Appointment Authorization or HRM-7 Non-Contract Appointment Authorization to remove the employee from Payroll as of date of death. Note last date worked and any leave expended during final month of employment. Vacation and/or sick leave benefits must be paid separately.
• If applicable, prepare and process HRM-9 Special Payment Authorization to pay the individual’s estate her/his balance of accumulated vacation, 1/2 accumulated sick leave up to 336 hours, and (non-exempt staff only) any overtime at one for one (1.0) or at one for one and one-half (1.5). Contact Human Resources for assistance.
• If applicable, notify survivors of any personal items, papers, etc., in the department’s possession that were the property of the deceased and discuss how such items are to be handled (if any items of significant value are involved, discuss with Office of Vice Chancellor for Legal Affairs/General Counsel before releasing.) If applicable, pack and store items in a secure place.
• If applicable, and if items of University Property (i.e. equipment, keys, uniforms, etc.) were in possession of the deceased, notify survivors (in writing if necessary) that these items are to be returned to the department. Return keys to Access Control.
  

• Notify in writing as applicable the Chancellor, Vice Presidents, Dean/Director, the employing department, Office of Advancement, and the Office of Public Affairs and Information Services, of the deceased employee's/retiree's name, title and department; and if known, the name(s) and address(es) of survivors.
• Notify beneficiaries of applicable retirement, life insurance, and leave benefits entitlements.
• Notify Teacher Retirement System or Optional Retirement carrier and insurance carriers.
• If applicable, approve payroll authorization(s) for final salary and lump sum benefits payments.
  Coordinate issuance of payments to executor or appropriate survivor(s).
  

• Process final payments owed to the estate of deceased employee according to applicable tax and legal requirements.
  

• Ensure a notice of death of the employee or retiree is published in appropriate University publications.