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In-Service Death
The loss of a colleague or loved one is a difficult time, and we understand that navigating benefits and employment matters can feel overwhelming. The information below is intended to help family members and supervisors understand the next steps, required documentation, and available resources when a faculty or staff member passes away while employed with the university.
Reporting a Death
If you need to report the death of a current employee, please contact:
University Human Resources
757-221-3169
askhr@wm.edu
Our benefits team will coordinate with the appropriate offices and agencies to ensure benefits and pay matters are handled promptly and respectfully.
Support for Family Members
The university participates in benefits programs administered by the Commonwealth of Virginia. Many benefits continue or provide survivor options in the event of a death in service. Family members may be contacted directly by these agencies for documentation or claim processing.
Key Benefit Contacts:
- Virginia Retirement System (VRS) - For retirement benefits and life insurance through the VRS Group Life program administered by Securian Financial.
- https://www.varetire.org
- 1-888-827-3847 (select option for Survivor Benefits)
- Resources: Losing a Loved One - VRS Guide for Families
- Securian - For life insurance through the VRS Group Life and Optional Life Program
VRS and Securian will mail paperwork and instructions for submittal of death certificate and claiming benefits to the employee's mailing address.
- Optional Retirement Program (ORP) - For employees who participated in the ORP through TIAA or Fidelity.
- TIAA: 1-800-842-2252
- Fidelity: 1-800-343-0860
- Health and Flexible Benefits (DHRM Office of Health Benefits)
- https://www.dhrm.virginia.gov/healthcoverage
- 1-888-642-4414
Active employee health insurance will terminate at the end of the month in which the death occurs. For deceased active employees, existing dependents can remain covered in the active group until the end of the month after the month in which the employee died. Family members may be eligible for continuation of coverage under COBRA or enrollment in Survivor Coverage.
Document Requirements
Because the university follows state and Department of Accounts (DOA) requirements, several forms of documentation must be collected before benefits or final pay can be issued. These requirements help ensure that all benefits are distributed accurately and to the correct beneficiaries.
Commonly Required Documents May Include:
With an Executor of Administrator of the Estate:
- Certified copy of the death certificate (multiple copies)
- W-9 for the Estate
- Copy of Certificate/Letter of Qualification
No Executor or Administrator of the Estate:
- Certified copy of the death certificate (multiple copies)
- Survivor Affidavit
- Life of Heirs Form
- W-P from each Payee (W-8 if applicable)
Additional Documents:
- Next of kin information and contact details
- Completed claims forms (provided by HR or benefits providers)
Please note that processing times may vary depending on the type of benefit and the documentation provided.
Additional Support
Losing a colleague or a loved one can be an emotional time. Employees and family members are encouraged to reach out to available support resources, including the Employee Assistance Program (EAP), for counseling and grief support.