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The death of an employee is always a sad occasion. It can be uncomfortable to deal with administrative details at such a time; however, it is essential to the welfare of the deceased employee's family to see that such details are attended to efficiently.
To that end, the following information has been created for your use. Agencies who wish to supplement this information or who want to modify/personalize it are welcome to do so. If your agency already has a bereavement process in place, please ensure that at a minimum, the information contained below is also included. A sample packet can be viewed
1.Cover Letter – Text from this sample cover letter should be copied onto agency letter head and customized for recipient/survivor.
2.Kentucky Employee Assistance Program- This brochure should be printed (folded) and provided in the packet.
In addition to the above cover letter and KEAP brochure, please complete, print and combine all necessary documents below as one packet to be sent to the survivor.
Cover Page- Provides agency information.
Life Insurance- Provide this document for the purpose of informing the survivor that the claims process has been initiated and for sharing contact information for claims assistance.
5. Payroll- Only
one version of this document should be provided. Select the proper scenario below. If more than one payment is forthcoming, it can be provided outside of this initial package with a separate letter.
Payroll was processed before death:
Payment will be made via direct deposit
Payment will be made via paper check
Payroll was processed after death and will be paid in the same year:
Will include leave payouts
Leave payout will come in a separate check
There will be no leave payouts
Payroll was processed after death and will be paid in the following year:
Will include leave payouts
6. Miscellaneous Payroll Items- Provide this document if the employee had voluntary deductions.
7. Health Insurance- Only
one version of this document should be provided. Select the proper scenario below:
Health Insurance Plan Only
Health Reimbursement Account Only
Health Insurance Plan AND Health Reimbursement Account/Flexible Spending Account
Retirement- Provide this document for employees who paid into a retirement plan.
Deferred Compensation- Provide this document for all employees.
10.Personal Items- Provide this document if there are personal items that need to be retrieved from the workplace.
11.Social Security- Provide this document for all employees.
12.1996 Workers' Compensation Reform Act- Provide this document for all employees.
Veteran Benefits- Provide this document for all employees.
If the deceased employee falls under any of the categories described in
KRS 61.315 and/or
KRS 164.2841 your agency MUST also provide the necessary information to ensure the survivor is able to seek and receive all applicable benefits and entitlements.
If you have any questions or need any additional information, please contact Stephanie Lynn Carpenter at StephanieL.Carpenter@ky.gov.
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