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Date: 3-5-14 (revised)
SURVIVOR BENEFITS
I. PURPOSE:
To advise the family of a deceased employee on what steps to take to obtain survivor benefits associated with employment at the University.
II. APPLICABLE TO:
All employees
III. RESPONSIBILITY:
The Director, Personnel Services will administer the policy and advise the family of a deceased employee via the Employee Benefits Section of the Office of Human Resource Administration.
IV. POLICY:
The University offers members of the surviving family special assistance during what is often a difficult and trying time in initiating the process of obtaining survivor benefits.
V. PROCEDURE:
A personalized letter is sent to the family of a deceased employee outlining the specific survivor benefits and the procedures required to obtain them, as well as offering the assistance of the Office of Human Resource Administration. Samples of survivor benefits follow:
1. Employee’s Retirement System of Rhode Island:
a. In Service:
In the event of an employee’s death while in service for any cause other than occupational, the designated beneficiary of the employee’s estate is entitled to receive a lump-sum refund of the employee’s accumulated contributions, without interest, (if the optional annuity protection plan was not elected). In addition to the refund, a death benefit equal to $800 a year, subject to a maximum of $16,000 is payable to the beneficiary.
A complete description can be found in Rhode Island General Law 36-10-21.
b. Accidental:
If the employee’s death is a direct result of the performance of duties or occupation, a refund of total contributions to the system, with interest, will be made to the designated beneficiary. In addition, the board may grant an annuity of one-half of the deceased employee’s salary, which was received upon the date of death to the spouse/partner until the spouse/partner’s death, remarriage or entry into a domestic partnership. If there is no surviving spouse/partner, the monthly benefit is payable to minor children until they attain the age of 18. If there is no surviving spouse/partner, or children under the age of 18, the monthly benefit is payable to a dependent father or mother for life. The monthly amount of this benefit is to offset any Workers’ Compensation payment that may be made to an eligible survivor.
A complete description can be found in Rhode Island General Law 36-10-19.1 and 36-10-20.
The Employees Retirement System of Rhode Island requires notification and a copy of the death certificate in order to process benefits.
2. RI Board of Governors Defined Contribution Retirement Plan:
The full current value of the deceased employee’s accumulations, including the University’s contributions, is payable to the beneficiary.
There are several beneficiary options for payment of the retirement accumulations.
Family of the deceased employee should contact the appropriate retirement carrier listed below in order to process benefits and to arrange for more detailed information concerning the beneficiary options. All carriers require the deceased employee’s death certificate.
TIAA-CREF, P O Box 1268, Charlotte, NC 28201-1268
(1-800-842-2776)
3. Social Security:
Social Security should be notified as soon as possible.
Rhode Island’s Social Security offices may be reached at 1-866-964-2038 or visit their website at www.ssa.gov.
4. Health, Dental and Vision Insurance:
The family of a deceased employee may maintain the employee’s family health insurance coverage for 36 months by paying for it at the State’s group rate through COBRA. The family should contact COBRA Office at United Billing Service 1-866-747-0048 or go to www.uhcservices.com. At the end of the 36-month period, the family may convert to a direct payment plan.
5. Life Insurance:
If the deceased employee carried the group life insurance offered by the State, the family should contact AETNA Life Insurance Co at 1-800-523-5065.
6. Final Check(s): Salary and/or Unused Vacation, etc.:
The immediate family should contact the General Treasurer’s Office at 50 Service Avenue, Warwick, RI 02886, in order to obtain any remaining check(s) that are due. A copy of the employee’s death certificate is required.
7. Legal Insurance:
Coverage ends. Family of deceased employee should contact carrier directly if they are currently receiving legal services.
8. AFLAC:
Coverage ends. Immediate family member should contact AFLAC at (401) 315-5022 with any questions.
9. CollegeBoundfund:
Contributions will stop. The immediate family should contact Collegeboundfund directly at 888-324-5057 for options.
10. Supplemental Retirement Annuity:
Immediate family member should contact the appropriate carrier directly for benefit options.
11. Deferred Compensation (IRC – 457):
Immediate family member should contact the appropriate carrier directly for benefit options.
12. Tuition Waiver:
In the event of an employee’s death, the tuition waiver benefit shall be provided for the spouse and legal dependents who have been accepted or are enrolled at the time of such death and who maintain continuous enrollment. Questions can be directed to Kayla Lombardi at (401) 874-9054.
13. FSA/Dependent Care:
Immediate family members should contact Flex-Plan Services at 1-800-669-3539.
