UCR

UCR Policies and Procedures

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Policy Title:                     Employee or University Affiliate Death - Reporting of

 

Policy Number:               650-18

 

Responsible Officer:

Vice Chancellor of Business and Administrative Services

Responsible Office:

Business and Administrative Services

Origination Date:

10/15/1993

Date of Revision:

11/01/2017

Date of Last Review:

10/31/2017

Scope:

Guidance In Reporting Death of Employee or Affiliate

 

A.     Notification Procedures

1.     Upon learning of the death of an employee, the department shall contact the Benefits Office at (951) 827-4766 at the earliest opportunity.

The department should furnish the following information, if known, directly to the Benefits Office: date and county of death.

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

The Human Resources Benefits Office will contact 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:

o   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.)

·      The death of any staff member shall also be reported by the department immediately to the appropriate Vice Chancellor who in turn will:

o   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.)

2.    Upon learning of the death of a University affiliate (e.g., Regent, former Regent, President or former President, Officers of the Regents, Vice Presidents, Chancellors, University Deans), University Advancement should be contacted, who will in turn:

·         Prepare a letter of condolence for the Chancellor's signature.

·         Notify the 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 University Advancement office, who in turn will notify the Vice Chancellor of Business and Administrative Services (VC-BAS) to direct Physical Plant to lower the flags to half-mast.

B.     Lowering Flag to Half Mast

Upon learning of the death of a faculty member, staff member, or University affiliate, the notified Vice Chancellor or University Advancement shall contact the VC-BAS. If deemed appropriate, the VC-BAS will direct Physical Plant to lower the flag, University Advancement will be informed, and will notify the Office of the President through the Public Affairs unit.

C.    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.

D.    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.

E.     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".