UCR

UCR Policies and Procedures

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Campus Policy Number: 650-18

Employee or University Affiliate Death - Reporting Of

Policy Owner: Vice Chancellor-Finance and Business Operations
Effective Date: 10/15/1993

Revised Date:   5/10/2011

  1. Notification Procedures
    1. Upon learning of the death of an employee, the department shall phone the Benefits Office (ext. 4766) at the earliest possible time.

      The department should furnish the following information, if known, directly to the Benefits Office: Date and time of death; cause of death (e.g., auto accident, natural causes, etc.); name and address of nearest relative; name and address of person handling settlement of estate (attorney, relative, etc.).

      A Personnel Action Form (PAF) should be processed immediately. It should be routed through the Benefits Office before going to the Payroll Office.

      The Benefits Office contacts the Payroll Department to generate a death payment check for the equivalent of one month's salary.

      • The death of any faculty member, active or retired, shall also be reported by the department immediately to the Executive Vice Chancellor who in turn will:
        • Prepare a letter of condolence to the employee's family for the Chancellor's signature. (Courtesy copies of the letter should be sent to the campus Payroll Office, Benefits Office, and the chair/director of the employee's department.)
        • Notify the Office of University Relations.
        • Notify the academic affairs division at Office of the President.
        • Phone the President's receptionist, who will prepare a letter of condolence from the president.
      • The death of any staff member shall also be reported by the department immediately to the VCA who in turn will:
        • Prepare a letter of condolence to the employee's family for the Chancellor's signature. (Courtesy copies of the letter should be sent to the campus Payroll Office, Benefits Office, and the chair/director of the employee's department.)
        • Phone the President's receptionist, who will prepare a letter of condolence from the president.
    2. Upon learning of the death of a University affiliate the Office of University Relations should be contacted, who will in turn:
      • Prepare a letter of condolence for the Chancellor's signature.
      • Notify the News & Public Affairs unit at Office of the President, if appropriate.
    3. In the event of a statewide declaration of mourning, the News & Public Affairs unit of the Office of the President will contact the campus Office of University Relations, who in turn will notify the Office of the VCA to direct Physical Plant to lower the flags to half-mast.
  2. Lowering Flag to Half Mast

    Upon learning of the death of a faculty member, staff member, or University affiliate, the notified Vice Chancellor or Office of University Relations shall contact the Vice Chancellor --Administration. If deemed appropriate, the VCA will direct Physical Plant to lower the flag, the Office of University Relations will be informed, who will notify the office of the President through the News & Public Affairs Unit.

  3. Period of Campus Mourning

    For faculty and staff, the period of official mourning during which the flags are flown at half mast is to be from notification of death through the funeral service. If a service is to be delayed or not held, the period would be three days. For University affiliates the flag will be flown at half mast for one day.

  4. Payments to the Estate

    In addition to accrued salaries or wages which may be payable, certain fees or deposits may also be payable to the estate. Offices having knowledge of such payables should immediately advise the Payroll Office.

    Any checks payable to a deceased employee, but not yet cashed, should be returned to Payroll. Since all accrued wages, refunds, and other payables must be paid to the estate in accordance with legal restrictions, no payments should be initiated by departments.

  5. Other Policy References
    1. "General Guidelines on the Display of National and State Flags on University Campuses" (Published by Office of the President, October 1, 1970).
    2. "Payroll: Employee Death Payments", Accounting Manual section P-196-25.
    3. Staff Personnel Policy (SPP) Manual policy #770 "Death Payments".
    4. A&PS Policy Manual policy #184 "Death Payments".