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When an Employee Dies: Department Checklist

Supervisors, use this checklist to determine the steps to take when an employee dies.

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Ensure the well-being of department staff.

Supervisors should:

Encourage staff to: Note: You may be contacted regarding a Staff in Memoriam page.

Notify the Benefits office.

Contact the Benefits Office at (858) 534-2816. 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

Report all Work-Related Deaths to Workers’ Compensation

  • 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.

Notify the Payroll office.

Email Karen Yamada-Amos at kayamada-amos@ucsd.edu. 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?

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

Terminate the employee's access to UC electronic resources.

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
    • 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
  • Compass card (transit pass)
  • Department copy cards: Contact Clarissa Bash, (858) 534-2534
  • UCSD Travel Card
  • Express Card
  • Telecom services, including:
    • Authorization codes
    • Calling cards
    • Pagers
    • Radios
    • Telephones (land lines)
    • Voice mail
  • Buyer codes: Contact Kathy Meadows, (858) 534-3091.
  • 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

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

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

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Contacts

  • Payroll questions, contact Karen Yamada-Amos, (858) 534-3246.
  • Benefits questions, please call (858) 534-2816.
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) and local implementing procedures or applicable collective bargaining agreement for full text of referenced information.