PTR MANUAL, SECTION E - SPECIAL PROCESSES

E3.0  EMPLOYEE DEATH PAYMENTS
(Processing Payroll after the death of an Employee)

The following procedure should be used when an employee in a department has died:

1. The death of any employee should be reported immediately by the department to the Chancellor’s Office or the Office of the President, which then notifies Payroll Services.   UCLA Departments should consult the Administrative Policies and Procedures Manual, Policy 160 for specific procedures.
2. As soon as Payroll Services receives notification of the employee's death from the Chancellor's Office, a determination will be made as to whether a payment of the equivalent of one month’s salary is appropriate. If so, payment is issued to the beneficiary immediately.
3. Any final earnings, accrued vacation, and/or compensatory overtime due to the employee at the time of death should be reported to Payroll Services by first processing the deceased employee’s separation information using the Separation Bundle (SEPR) in EDB entry/update with a reason code of KA. (Refer to the EDB Manual, Employee Separations B12 and  Academic Section C9 or Staff Section D10 for specific instructions.)
   
   At the PAN screen, include in the comments that final earnings, accrued vacation, and/or compensatory overtime is due and include the payday in which the payment will be scheduled.  Add Payroll Services as a carbon copy recipient of the PAN.
4. Next, using the Additional Pay Screen (EDAP) in on-line payroll time reporting, enter any final earnings (for sub 2, 5, or 7 employees only), accrued vacation, and/or compensatory overtime. For example:
   
   

   PPETAP0-E0967 Dept. Time Reporting 07/20/YY 16:42:24 04/09/YY 22:32:13 Additional Pay (EDAP) Userid: ABCDE ID: 777888988 Name: SMITH,JOHN Emp Status: A Pay End: 07/31/YY Check Date: 08/01/YY Pay Cycle: MO Page 1 of 1 C Seq: 00022 Per End: 0731YY Pay Cyc: M Dst: 52 E: E T: 2 D: Ttl: 9611 LACFPS: 4 660500 19900 2 Rate: 04053.00 AH: A Prorate: DOS: REG Time: 0.3182 H%: % DOS: Hr: DOS: Hr: WSP: Seq: 00023 Per End: 0731YY Pay Cyc: M Dst: E: E T: 2 D: Ttl: 9611 LACFPS: 4 660500 19900 2 Rate: 023.2900 AH: H Prorate: DOS TVP Time: 125.00 H%: H DOS: Hr: DOS: Hr: WSP: Seq: Per End: Pay Cyc: Dst: E: T: D: Ttl: LACFPS: Rate: AH: Prorate: DOS: Time: H%: DOS: Hr: DOS: Hr: WSP: Next Func: ID: 777888988 Name: SSN: Seq No: Pay Cycle: MO Pay End: 0731YY ===> F: 1-Help 2-Jump 5-CANCEL F: 9-UPDATE

   
   At the PAN screen, indicate in the comments that the payment is for a deceased employee and be sure to include the date of death.  Add Payroll Services as a carbon copy recipient of the PAN. 
5. Payroll Services will bypass the transaction and issue the payment to the beneficiary.
   
   The transaction will be listed on the Transaction List Screen (IDTL). The preparer can view the detail of the transaction by positioning the cursor next to the sequence number for the transaction and pressing the Enter key.
   
   

   PPITTL0-E0967 Dept. Time Reporting 07/20/YY 17:19:10 07/09/YY 22:45:17 THF - Transaction List Userid: ABCDE ID: 777888988 Name: SMITH,JOHN SSN: Emp Status: S Pay End: 07/31/YY Check Date: 08/01/YY Pay Cycle: MO Page 1 of 1 Seq Per. End Pay Cycle Check Date Tran _ 00005 07/31/YY MO 08/01/YY AP 00006 07/31/YY MO 08/01/YY AP Next Func: ID: Name: SSN: Seq No: Pay Cycle: Pay End: ===> F: 1-Help 2-Jump F: 12-Exit

   
   The screen will be displayed showing the detailed information with a "B" under the "C" column indicating the transaction has been bypassed. Charges for the one month equivalent payment, final earnings, accrued vacation, and/or compensatory overtime will be journaled to the department.
   
   

   PPETAP0-E0967 Dept. Time Reporting 07/20/YY 16:42:24 04/09/YY 22:32:13 Additional Pay (EDAP) Userid: ABCDE ID: 777888988 Name: SMITH,JOHN Emp Status: A Pay End: 07/31/YY Check Date: 08/01/YY Pay Cycle: MO Page 1 of 1 C B Seq: 00022 Per End: 0731YY Pay Cyc: M Dst: 52 E: E T: 2 D: Ttl: 9611 LACFPS: 4 660500 19900 2 Rate: 04053.00 AH: A Prorate: DOS: REG Time: 0.3182 H%: % DOS: Hr: DOS: Hr: WSP: B Seq: 00023 Per End: 0731YY Pay Cyc: M Dst: E: E T: 2 D: Ttl: 9611 LACFPS: 4 660500 19900 2 Rate: 023.2900 AH: H Prorate: DOS TVP Time: 125.00 H%: H DOS: Hr: DOS: Hr: WSP: Seq: Per End: Pay Cyc: Dst: E: T: D: Ttl: LACFPS: Rate: AH: Prorate: DOS: Time: H%: DOS: Hr: DOS: Hr: WSP: Next Func: ID: 777888988 Name: SSN: Seq No: Pay Cycle: MO Pay End: 0731YY ===> F: 1-Help 2-Jump 5-CANCEL F: 9-UPDATE

   
   To avoid delays in payments to the beneficiary, do not use the roster to report the time for final earnings, accrued vacation, and/or compensatory overtime. If the roster is used, a notification will not be sent to Payroll Services and the transaction will issue a payment to the deceased employee.

A few points to consider:

• All payments made after an employee’s death will be charged to the department by journal entry.
• Once an employee has passed away, the University cannot make a payment in that person’s name. 
• If a death occurs before a payday but after a pay compute,
  1. Process an SEPR bundle.
  2. CC: payroll@finance.ucla.edu and indicate that this separation has been entered for a death case.
  3. Payroll Services will pull the check or call back the direct deposit and hold payment for the beneficiary (ies).
• Never assume that the spouse of an employee is the beneficiary of the estate.
• When you process a TVP for the deceased employee, please do not forget to add the accrual for the final regular hours worked. If the employee used any vacation or sick time that has not been reported, please process an EDLR transaction (LX) for VAC or SKL. Do not forget to subtract any vacation usage from the final TVP.
• If the deceased employee was entitled to a merit increase and/or retroactive adjustment,
  1. Update the EAPP screen with the new appointment and/ or distribution information.
  2. Process an EDRA transaction (if it is for a retroactive increase only) or an EDLR transaction (for a promotion, demotion, or reclass).
  3. Add Payroll Services as a carbon copy recipient of the PAN.
• Do not forget to submit all parking-related materials and necessary forms to Parking Services. This information should include:
  1. Parking Permit
  2. Parking Access Card (keycard)
  3. Cancellation Form Parking Services will work with Payroll Services to ensure that any refund that may be due will be paid to the deceased employee’s beneficiary (ies).
  4. For additional information on Parking Cancellation, refer to the EDB Manual, Section B12.2.

As you know this is a difficult time for the employee’s family and friends. If you or the family/beneficiary of the deceased employee have any questions regarding a Death Payment, please contact Payroll Services.

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