4.1.4 Death While Actively Employed

Policy Section: Termination

Policy Number and Title: 4.1.4 Death While Actively Employed
Applicable to: All Regular Employees
Effective Date: January 1, 2014

Policy Description

The University strives to respond quickly and appropriately when the death of an active employee occurs. The University provides resources and benefits to support the family and the department.

Application of This Policy

Notifications
Supervisors should make every attempt to make proper notifications once they learn of the employee’s death. These notifications mayinclude departmental personnel, the Office of the Human Resources and the Office of the Dean of the Faculty. Under certain circumstances it may be appropriate to notify the Office of Communications. While it is impossible to plan for every situation, the following individuals and offices should also be contacted at a minimum:
  • The department chair, manager, director or designate
  • The senior human resources manager or human resources generalist assigned to the department who can assist with emergency contact information and notifying family members, as appropriate. Human Resources can also assist with contacting campus resources and for general support for grieving colleagues.
The Benefits Team can enable consultation with and outreach to the employee’s family members regarding any survivor benefits.
Resources & Benefits
Counseling
Princeton University employees and their dependents are eligible to use the confidential counseling services offered by Carebridge Corporation, the University’s Faculty and Staff Assistance Program. University resources can also include the Office of the Dean of Religious Life and University Health Services (for immediate crisis counseling for coworkers).
 
Benefits
The Benefits Team works with the surviving family members and/or designated beneficiaries to assist in the processing of claims and to finalize all relevant transactions.
 
The University will pay the deceased's estate a lump sum payment equivalent to one month’s salary and any outstanding vacation pay up to 30 days, minus applicable taxes and withholdings.
 
If the employee was a biweekly-paid staff member who received two weeks of transition pay during the University payroll system conversion, that amount will be forgiven.
Return of University Property
The department manager or supervisor of the deceased employee and/or senior human resources manager will assist the family with the disposition of any personal property at work or University property, including but not limited to University credit cards, cell phones, worksite keys, ID cards, access cards and/or work materials, which may be at home.
University ID Card
Surviving spouses or domestic partners of employees who die while actively employed are automatically eligible to use and renew their dependent ID cards regardless of the deceased employee's age or years of service. ID cards and validation stickers will only be issued at the request of the surviving spouse or domestic partner.
University
E-mail Accounts
The appropriate departmental authority should contact theOIT Person Office  regarding e-mail accounts and University technical access for the deceased employee.

Roles & Responsibilities

Supervisor
Notifies department management, Office of Human Resources, Carebridge Services, Office of Dean of Religious Life and/or University Health Services if appropriate, and other offices responsible for University property and technical access.
 
Calculates the final vacation balance and prepares the termination form and forwards to the senior human resources manager.
 
Coordinates the return of personal belongings with Human Resources.
Human Resources
Ensures timely processing of forms and final payments as necessary.
 
May coordinate grief-counseling services with the deceased’s supervisor or senior manager of the department.
 
May contact family members to ensure they have received appropriate information and answer questions they may have regarding this process.
 
Coordinates the return of personal belongings with the department.

Exceptions

This policy does not apply to employees on long term disability.

Contacts

Office of Human Resources
(609) 258-3300
Carebridge Corporation
(800) 437-0911

Related Policies

Log Update

Last updated 10/15/2003; revisions in January 2014 intended to clarify current procedures and practices.