When an Employee Dies: Department Checklist

Supervisors should:

• Contact the Faculty and Staff Assistance Program
• Read Grief and Loss: Information for Supervisors and Managers

• Contact the Faculty and Staff Assistance Program
• Read Blink pages on grief, especially:
  • Grief and Loss
  • When a Colleague Dies
  • Information for Co-Workers

Email your HR Contact. Be prepared to provide:

• Name of the deceased
• Date of death
• Name of next of kin or person to contact for information, their contact information, and their relationship to the deceased (if known)
• Immediately report all work-related deaths, catastrophes and serious injury or illness to Workers’ Compensation, 858-534-2454. After hours, contact UC San Diego Police 858-534-4357.
• Fill out an Employee's Occupational Incident Report.

• Enter the Effective Date; this should be one day after the date of death.
• Enter the reason code for Death (DEA).
• Enter the Last Date Worked.
• Submit Final Pay transaction once the involuntary termination transaction has been approved by UCPath.
• Provide FAU to UCPC for death payments including One Month Equivalent and Final Pay.
• Open a case with UCPath on behalf of the employee (and/or their dependents). A Beneficiary Care Coordinator at the UCPath Center will be assigned to coordinate the death process between the location and the deceased employee’s beneficiaries.  They will coordinate all required documents including Affidavit and Questionnaire.  They will ensure the beneficiaries receive final payment.  UCPath will make the necessary benefits adjustments in the system and generate the applicable Life Insurance forms – when applicable.  Note: this could take up to 48 hours from the time of opening a case with the UCPath Center.
• Notify Fidelity Retirement Services, at (866) 682-7787.

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?

See PPM 135-5, Section V. Access Restrictions, Deceased Users, for further guidance.

After you have transferred or deleted the e-mail and network files:

• Notify your departmental security administrator(DSA) to terminate access to any of the following:
  • Link family
  • 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

Cancel or transfer access to the following, where applicable:

• Cell phone service
• Transit Pass 
• Department copy cards: Contact Clarissa Bash, (858) 534-2534
• UCSD Concur Travel & Entertainment Card
• Procurement Card
• Telecom services, including:
  • Authorization codes
  • Calling cards
  • Pagers
  • Radios
  • Telephones (landlines)
  • Voice mail
• Buyer codes: Submit a Service Now ticket to IPPS.
• Contact UC San Diego Library to cancel the employee's "My Library Account" at 858-534-0134. 
• 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

• 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.
• Check with the Library to ensure property has not been checked out or borrowed at 858-534-0134. 

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 and Staff directory