858  Notification Requirements in the Event of an Employee Death

Approved by President
Effective Date: June 5, 2017
Responsible Division: Business and Finance
Responsible Office:  Human Resource Services
Responsible Officer:  Assistant Vice President, Human Resource Services

I. Purpose

This policy establishes the operational process for notifications required by Middle Tennessee State University (MTSU or University) in the event of an employee death.

II. Introduction

The University has established a procedure to ensure that survivors of deceased employees are promptly informed regarding payment of earned wages and any other benefits to which they may be entitled.

Upon employment, employees will be provided a Designation of Beneficiary form that will facilitate such disbursement in the event of death.

III. Notification Process

A.  The supervisor or Department Head of a deceased employee shall notify Human Resource Services (HRS) of the employee's death, date of death, name of next of kin, and/or the executor/administrator of the estate, if known.

B.  HRS shall notify appropriate University personnel (Vice President/Dean, Payroll, etc.) and agencies/vendors (retirement, insurance, flexible benefits, supplemental annuities, etc.) of the employee's death.

C.  In addition, HRS shall contact the survivor(s) and/or executor/administrator of the estate to advise them of available survivor assistance services and to request documentation required for release of final compensation payments.

IV. Payment of Salary and Other Benefits

A.  HRS shall initiate the appropriate form to end the employee’s assignment. Payment of earned salary and other benefits will be disbursed in accordance with T.C.A. § 30-2-103, § 8-50-808, and current IRS rules and regulations regarding taxation and social security deductions.

B.  If the employee completed a Beneficiary in the Event of Death Form, payment(s) will be made to the beneficiary(ies), provided a death certificate or physician's statement has been received.

C.  If the employee failed to complete such form, payment of wages will be made in accordance with T.C.A. § 30-2-103(b). Payment for accrued annual leave, sick leave and compensatory time shall be made to the same beneficiary designated for retirement benefits, unless otherwise indicated on the completed form.

Forms:  

Designation of Beneficiary

Revisions: none.

References: T.C.A. §§ 30-2-103; 8-50-808.