Topics Map > Human Resource System (HRS) > Benefits Administration
Processing a Death Claim in HRS
Overview
This document provides Benefit Administrators with the information required to make the necessary changes in HRS when an employee has passed away or the employee has experienced the death of a dependent. This document also provides information and links to assist with counseling on potential benefit changes.Process Considerations:
- All Death Processing resources are located on the UW-Shared Services, Service Operations Death Processing Landing web page.
- The death of an employee or their dependent can have significant impacts on wages, taxes, and benefits. To ensure all potential impacts have been addressed on a timely basis, send an email to UW-Shared Services, Service Operations at serviceoperations@support.wisconsin.edu which will create a ticket.
- Report employee deaths immediately to ensure that final payroll and WRS reportable hours are handled timely to uphold the State and Federal Guidelines.
- For a death of a dependent review ALL benefit plans with the employee. Remind them to update their beneficiary forms. No action is needed in HRS for UW 403(B) Supplemental Retirement Program (SRP), Wisconsin Deferred Compensation (WDC) 457 Program, Wisconsin Retirement System (WRS), UW Employees, Inc. Life Insurance, or University Insurance Association Life Insurance.
- There is no limitation on how long an employee has to report the death of a dependent. However, if death results in a coverage level change there may be premium refund limits.
- If the employee wants to change their tax withholdings, have the employee complete the UW System Employee Self-Identification and W-4 Withholding Forms.
- Multiple ADM Events may be needed depending on the timing of the notice and forms submitted by the employee. For information on how to add an Event, reference: Adding Events to the BAS Activity Table in HRS.
Use the links below to navigate directly to a section:
Instructions: Death of an Employee
1. Upon notification of the death of an employee, gather the following information:
a. Name of the deceased employee
b. Date of Death
c. Last 4 digits of the Social Security Number to identify the deceased employee, if possible.
2. Send the First Contact Letter to the primary contact person. For institutions using Benefits Counseling Services, the Benefits Counseling Team will send the First Contact Letter if they are notified timely of the death.d. Name and contact information of the primary contact person for the deceased employee including relationship, telephone number, address, and email address.
3. Make sure the employee’s death is recorded in Job Data. Reference: Maintaining Employee Data - Death Record in HRS .
Note: Make sure that the employee’s death has been recorded on the employee’s Modify a Person screen correctly. Workforce Administration > Personal Information > Modify a Person
4. Submit a ticket to UW Shared Services, Service Operations to notify of the death of an employee.
5. Complete Benefits Letter-Employee Death for death of an employee. For institutions using Benefits Counseling Services, the Benefits Counseling Team will send the Benefits Letter-Employee Death.
Note: UW-Shared Services, Service Operations will create a Deceased Employee checklist to notify all appropriate parties.
To the topInstructions: Death of a Dependent
1. Upon notification of the death of a dependent, gather the following information:
a. Name of the employee and EMPLID
b. Name of the deceased dependent
c. Date of Birth of the deceased dependent
d. Date of Death of the deceased dependent
e. Verify the contact information of the employee
2. Send the First Contact Letter to the Employee. For institutions using Benefits Counseling Services, the Benefits Counseling Team will send the First Contact Letter if they are notified timely of the death.
3. Navigate to Benefits > Employee/Dependent Information > Update Dependent/Beneficiary.
- Locate the dependent's profile screen.
- Add a row to the Personal History section of the Personal Profile Tab. Use an "Effective Date" equal to the first of the month following the date of death or the first of the month following when you were notified of the death if later. If there are multiple effective dates for the change in coverage, use the latest date for the dependent screen.
- Enter the date of death in the "Date of Death" field.
- Change the relationship of the dependent as follows: Spouse → Ex-Spouse or Child (Under Age 26)/Stepchild (Under Age 26) → Adult Child (Age 26 and Older). Change Beneficiary Type to "None."
Note: Changing the status of a Child (Under Age 26)/Stepchild (Under Age 26) to Adult Child (Age 26 and Older) will ensure that the dependent will not be enrolled into insurance plans in the future since there is not an Ex-Dependent option. - Click Save
4. If the death of a dependent is a spouse: Navigate to Benefits > Employee/Dependent Information > Benefits Personal Data.
- Add a row under the Marital Status section and change the value to "Widowed" with an Effective Date equal to the date of death.
- Click Save.
Note: Go out then back into this page to verify changes saved correctly. You might have to do this process twice.
5. Submit a ticket to the UW-Shared Services, Service Operations to notify of the death of a dependent.
Note: UW Shared Services, Service Operations will create a Deceased Dependent checklist to notify all appropriate parties.
6. Complete death processing letter for death of dependent.
Note: Review employee benefit enrollments and levels of coverage (Reference: Review Benefit Enrollments in HRS)
Note: Coverage for the deceased dependent for all benefits plans ends on the date of death. Deductions are continued until the employee takes action to remove the deceased dependent from the plan.
Plan Specific Information
| BENEFIT PLAN |
COMMENTS | DATE OF ADM EVENT |
| State Group Health Insurance |
The employee must complete Health Insurance Application Change/Form (ET-2301) to report the deceased dependent. If no change in coverage level the removal of the dependent should be effective the month following the death. Employee may keep family coverage if eligible dependents remain on plan. Stepchildren may remain covered at the discretion of the employee. |
ADM date is first of the month on or following date of death provided notice is given timely. If notice is not timely, use first of the month 6 months back. For example, application processed 5/15/18, ADM date would be 11/1/2017. The employee is responsible for paying family premiums associated with the delay in processing. The Institution will pay the employer share of the premium. |
| All Dental Plans |
The employee must complete an application to report the deceased dependent. If no change in coverage level, the removal of the dependent should be effective the first of the month following the death. Employee may keep family \ Employee & Spouse \ Employee & Children coverage if eligible dependents remain on plan. (Preventive Dental Insurance has only Single and Family coverage). |
ADM date is first of the month on or following date of death provided notice is given timely. If notice is not timely, use first of the month 3 months back. For example, application processed 5/15/18, ADM date would be 2/1/2018. The employee is responsible for paying premiums associated with the delay in processing. |
| Vision Insurance Plan |
The employee must complete an application to report the deceased dependent. If no change in coverage level the removal of the dependent should be effective the first of the month following the death |
ADM date is first of the month on or following date of death provided notice is given timely. If notice is not timely, use first of the month 3 months back. For example, application processed 5/15/18, ADM date would be 2/1/2018. The employee is responsible for paying premiums associated with the delay in processing. |
| State Group Life |
Employee only needs to complete an application if they have no other eligible dependents to cover and they are cancelling the Spouse/Dependent coverage. The employee is responsible for paying premiums associated with the delay in processing. Remind employees to review beneficiary designations. |
If terminating Spouse/Dependent coverage and the application is received timely, ADM is first of the month on or following the date of death. If the application is not timely, and death is prior to the first of the preceding calendar year, use the first of that preceding year. For example, application processed 5/15/2018, date of death was 11/2/2015. ADM is dated 1/1/2017. If the application is not timely, and death occurred within the calendar year, ADM is equal to January 1st of the current year. |
| Individual & Family Life Insurance |
Employee must complete an application for the death of a spouse. If the death is of a dependent child, an application is only needed if this is the only child being covered. The employee is responsible for paying premiums associated with the delay in processing. Remind employee to review beneficiary designations. |
If the application is timely, the ADM Event is first of the month on or following the date of death. If the death is more than 12 months prior to the first of the preceding calendar year, the ADM Event is first of the preceding year. For example, application processed 5/15/2018, death was 11/2/2015 ADM is dated 12/1/2016. |
| Accident Insurance |
Employee must complete an application if coverage level is change. The employee is responsible for paying premiums associated with the delay in processing. |
ADM date is first of the month on or following date of death provided notice is given timely. If notice is not timely, use first of the month 3 months back. For example, application processed 5/15/18, ADM date would be 2/1/2018. |
| Accidental Death & Dismemberment Insurance |
Employee must complete an application to change to a single plan if the dependent is the last eligible dependent. Remind employee to review beneficiary designations. |
The ADM Event is first of the month on or after the date of death regardless of whether it was reported timely. Premiums will be refunded to the employee. |
| Flexible Spending Accounts |
Employee must complete and submit a Change of Election Form within 30 days of the death to change elections for the current year. Employee may decrease or cease election amounts due to the loss of a dependent. Employee may not increase elections. |
ADM Event is dated first of the month on or after the date of death. |
| Health Savings Account |
Employee may add/change/cancel election at any time during a calendar year. Employee may claim the deceased dependent's medical claims. Employee should be reminded to update beneficiaries if needed |
FSA or ADM Event is dated first day of the payroll when the change becomes effective. |
Additional Resources
Related KBs:
- Review Benefit Enrollments in HRS
- Coding Insurance Applications for Entry in HRS
- Adding Events to the BAS Activity Table in HRS
- Enrolling, Changing, or Canceling Coverage Using On Demand Event Maintenance in HRS
- Overview of Enrollment Codes and Reasons Job Aid for HRS
- Benefits Coverage Codes Job Aid for HRS
- Maintaining Employee Data - Death Record in HRS
- Entering Deceased Employee Payroll Data in HRS