UCSD Blink: When an Employee Dies: Department Checklist

Related Links
Grief and Loss
Counseling for Faculty and Staff
Personnel Policies
Employee Separation: Overview
Glossary Terms
	Departmental Security Administrator
	PPS
Departments
	Human Resources

Blink Home > People > When an Employee Dies: Department Checklist

When an Employee Dies: Department Checklist

Summary: Supervisors, use this checklist to determine the steps to take when an employee death occurs.

Topic		Details
	Ensure the well-being of department staff.	Supervisors should: Contact the Faculty and Staff Assistance Program Read Grief and Loss: Information for Supervisors and Managers Encourage staff to: Contact the Faculty and Staff Assistance Program Read Blink pages on grief, especially: Grief and Loss When a Colleague Dies Information for Co-Workers Note: You may be contacted regarding a Staff in Memoriam page.
	Notify the Benefits office.	Contact Grace Cruz, (858) 534-1623. Be prepared to provide: Name and Social Security number of the deceased Date of death Name of next of kin, or person to contact for information, and their relationship to the deceased
	Notify the Payroll office.	Contact Karen Yamada-Amos, (858) 534-3246. Be prepared to provide: Name and Social Security number of the deceased Home address and phone number of the deceased Date of death Last day actively at work Last day on pay status Actual remaining vacation hours Actual remaining compensation or premium compensation hours Name and extension of the contact person in your office If you have the following information, please provide it as well: Did the death result from an accident? Name and Social Security number of next of kin, and their relationship to the deceased
	Process separation through the Payroll Personnel System (PPS).	Access the PPS online system to: Complete the separation bundle: Change the Direct Deposit to Paper Check (Code 3). Calculate the vacation and sick hours. Verify the last day of work. End all appointments and distributions. Enter the separation code KA.
	Determine how to reuse or dispose of the employee's electronic files and communications.	Consider the following: Which e-mail messages or network files should be transferred or deleted? Is an e-mail absence message needed to redirect inquiries to the appropriate department contact? Is setting up temporary network access to obtain copies of personal communications necessary?
	Terminate the employee's access to UC electronic resources.	After you have transferred or deleted the e-mail and network files: Notify your department security administrator (DSA) to terminate access to any of the following: Link family PPS Web IFIS IFIS ISIS Data Warehouse Notify your department's network administrator to terminate the employee's computer login to: Local servers Department dial-in service E-mail service Other local network operations and charges
	Terminate all other UCSD services.	Cancel or transfer access to the following, where applicable: Cell phone service Department and library copy cards: Contact Clarissa Bash, (858) 534-2534 UCSD Travel Card Express Card (PDF) UCSD dial-in service: dialin@ucsd.edu, or call (858) 822-2900 Telecom services, including: Authorization codes Calling cards Pagers Radios Telephones (land lines) Voice mail Ship To codes Buyer codes: Contact Kathy Meadows, (858) 534-3091. Environment, Health & Safety privileges: Notify EH&S if the employee was authorized to work with regulated materials, including: Biohazardous material Radioactive material Controlled substances Lasers Select Agents Human gene transfer clinical trials
	Ensure the return of any UC property.	Verify the return of these items: Cell phones Computers Pagers Radios Confirm receipt of: UCSD ID card Calling cards on all indexes UCSD Diners MasterCard Express Card Copy cards Keys or key cards Parking garage access cards Check with your department's property administrator to ensure that all UC equipment was returned.
	Update contact information.	Remove the employee's name from the following areas, where applicable: Emergency contact list Internal forms Office security codes, access codes on keypads Security alarm lists Web pages and directories Faculty/ staff directory

Questions?

Payroll questions, contact Karen Yamada-Amos, (858) 534-3246.

Benefits questions, contact Grace Cruz , (858) 534-1623.

Notice: The information on this page summarizes provisions of university policies and/or collective bargaining agreements. Refer to the Personnel Policies for Staff Members (PPSM) or applicable collective bargaining agreement for full text of referenced information.