1. Notify relevant people, such as HR and the employee’s supervisor.
It is important to notify the relevant people in a timely manner so that any necessary paperwork can be gathered or completed in a timely manner. The Human Resources department should be notified first, followed by the employee's supervisor.
2. Notify other employees in a sensitive manner.
Once the relevant people have been notified, other employees should be informed of the passing of their colleagues. This should be done in a sensitive and respectful manner, taking into account any cultural or religious considerations that may need to be taken into account.
3. Ensure that any necessary documentation is gathered and filed (such as death certificates).
The HR department will need to ensure that all relevant documents are gathered and filed appropriately. This includes any death certificates, insurance claims forms, pension paperwork, etc. It is important to ensure that these documents are kept for future reference if needed.
4. Check if there are any benefits or indemnities due to the deceased.
Any benefits or indemnities due to the deceased should be checked, such as life insurance or medical benefits. The HR department will need to ensure that these are paid out in a timely manner.
5. Calculate any salary arrears due to be made, including overtime payments.
Any salary arrears due to the employee must be calculated and paid out in a timely manner. This includes any overtime payments or holiday pay owed to the employee.
6. Work out how long-term savings schemes will be paid out.
If the employee was part of a long-term savings scheme, such as a pension plan, then it is important to work out how these funds will be distributed and who will benefit from them.
7. Consider whether pension provisions need to be addressed.
If the employee was part of a pension plan, it is important to consider how any payments will be made and who will benefit from them. This should also include any long-term savings schemes that may have been set up by the employee.
8. Find out if there were any special arrangements set up for bereavement leave.
It is important to find out if the deceased had any special arrangements in place with regard to bereavement leave. If so, these should be discussed and appropriate action taken in order to honor the arrangement.
9. Distribute any personal possessions of the deceased that were kept in the workplace.
Any personal possessions kept in the workplace should be distributed to the family or other relevant parties. This includes any clothing, personal items, etc.
10. Update payroll records and inform Payroll department.
The HR department should ensure that all payroll records are updated and any necessary changes made. The Payroll department should also be informed of the death so that they can make any necessary deductions from their records.
11. Notify government bodies, such as HMRC, if applicable.
If the employee paid taxes through PAYE then it is important to notify HMRC of their passing in a timely manner. This will help to ensure that any tax payments due are made promptly and correctly.
12. Ensure that insurance policies are reviewed accordingly.
Any insurance policies associated with the employee should be reviewed in order to ensure that any necessary changes or payments are made. This includes life insurance, health insurance, or other types of cover.
13. Make contact with trade unions (if relevant) concerning funeral arrangements.
If the deceased was a member of any trade union then it is important to make contact with them in order to ensure that funeral arrangements are taken care of. They may also offer additional support and advice at this difficult time.
14. Send condolences to family and friends of the deceased employee.
The HR department should ensure that appropriate condolences are sent to the family and friends of the deceased employee. A member of the team may also wish to attend the funeral in order to pay their respects.
15. Take steps to ensure that a replacement for the role is found promptly, if needed.
If the deceased employee had a unique role within the company, then it is important to take steps to find a suitable replacement in a timely manner. This may involve advertising the role or looking at internal candidates.