10.9.1 Employee, Family Member or Retiree Death Procedures

 

POLICY

When informed of the death of an employee or retiree, the information should be referred immediately to Benefits Administration.  Once Benefits Administration receives notification of the death of an employee or retiree either from a university department, family member of the employee, newspaper clipping, etc. they will confirm the accuracy of the information and initiate the appropriate action.  If the death occurs on campus, Public Safety shall also be notified.

PROCEDURE

In the event of the death of an employee or retiree, the following procedures will be followed:

Responsibility

Action

Benefits Administration

  1. Confirm accuracy of information received.

  2. Notify in writing the following departments:

    1. Computing and Information Technology

    2. EAP Liaison (as appropriate)

    3. Employee?s Department (if deceased was active employee or early retiree)

    4. Employment Services

    5. Fiscal Operations

    6. Media Relations

    7. Office of the President

    8. Parking and Transportation

    9. Personnel Processing and Records

  3. Contact beneficiary on life insurance policy and arrange to send letter and claim form.

  4. Contact life insurance carrier, retirement vendor, medical carrier and, if appropriate, dental carrier.

  5. Work with beneficiary until all matters resolved.

  6. Contact General Counsel if legal issues develop.

Office of the Assistant Vice President for Fiscal Operations

  1. Advise Director of Accounting, Cashier, General Accounting, and Payroll.

Computing and Information Technology

  1. Cancel access to computer systems and e-mail.

EAP Liaison

  1. If appropriate, will work with Employee Assistance Program and employee's department to arrange crisis intervention as necessary.  (e.g. death resulted from suicide or occurred on campus).

Employee?s Department  (if deceased was an active employee)

  1. Notify in writing the Division Vice President.

  2. Notify employees within department and provide information regarding arrangements (if  family desires).

  3. Complete Last Day of Work form and forward to Payroll.

  4. Complete "Deceased" PASS form and forward as usual.

Employment Services

  1. Request PASS form from employee's department.

Accounting

  1. Compute commuted value of early retirement benefit if requested by Benefits Administration.

Cashier

  1. Upon receipt of expense checks and last payroll check, return to Payroll for handling.

General Accounting

  1. Determine if the deceased employee has outstanding university invoices or travel advances.

  2. If there are outstanding amounts due the university, General Accounting will work with the deceased employee's department to clear these outstanding amounts due in the most appropriate manner.

General Counsel

  1. Respond to contacts concerning legal questions by Benefits Administration as necessary.

Media Relations

  1. Prepare obituary for Campus News when timing and space permit.

  2. Alert external media as appropriate.

Office of the President

  1. Send a letter of sympathy.

Parking

  1. Remove employee from Parking System.

Payroll

  1. Request Last Day of Work form from employee?s department and stop payment of salary.

  2. Upon receiving PAS form and Notice of Beneficiaries from Benefits Administration, issue check to the beneficiaries paying any remaining wages and entitlements for vacation and illness banks per employee contract.  Deliver check to Benefits Administration.

Personnel Processing and Records

  1. Make appropriate notations to employee?s hard copy file.

  2. If employee is active, make appropriate change on-line once PASS form received.

Public Safety

  1. If death occurs on campus, work with employee's department to notify next of kin.

  2. If death is on campus and due to suicide or violent incident, Public Safety will work with Detroit Police to investigate.

When informed of the death of a member of the immediate family (spouse, child, parent, sibling or domestic partner) of an employee, the following procedures will be followed:

PROCEDURES

Responsibility

Action

Benefits Administration

  1. Upon notification of the death of a member of employee's immediate family, examine beneficiary designations in employee's benefits file.  Send Change of Beneficiary forms to employee as appropriate.

  2. Remove deceased from medical insurance and dental insurance as appropriate.

Employee?s Department

  1. Confirm accuracy of information received.

  2. Notify in writing the Division Vice President and Office of the President.

  3. Notify employees within department and provide information regarding arrangements (if employee desires).

Office of the President

  1. Send letter of sympathy.