In the event of a death
Table of Contents
The death of a loved one has a profound impact on the lives of everyone around them. This includes impacts on benefits you or the deceased elected as a University of Washington employee. This resource page can help you navigate the different things to consider when a UW employee, their dependent, or a UW retiree passes away.
How to report a death
The University of Washington Benefits Office provides support to employees, retirees and family members in the event of the death of a current UW employee, dependent of a UW employee, or UW retiree. Report a death by contacting our office or filling out the online form on the right panel of this webpage.
Who needs to be reported?
The death of a current UW employee or the death of a dependent of a current UW employee should be reported to the Benefits Office. The Benefits Office will assist you in understanding what impact this has to current benefits and what steps should be taken next. In the event of the death of a UW retiree, the Benefits Office can assist family members with potential impacts on retiree benefits.
When reporting a death, please be ready to provide the following information:
- Name
- Your Contact Information
- Copy of the death certificate
- Employee ID number
- A Letter of Appointment of Executor
- For spouses or beneficiaries: proof of identity
In the event of a death of a current UW employee, we suggest that you also notify the UW employee’s department. If you are having trouble finding the department’s contact information, let us know and we can help you.
How do I reach the UW Benefits Office?
You can call the Benefits Office at 206-543-4444 Monday – Friday from 8 am – 5 pm, or email at benefits@uw.edu. After we have been notified of the death, we will provide a Summary of Benefits letter to you.
Medical and Dental Insurance
Death of a UW employee family member
You can review your health insurance coverage at any time in Workday to see which dependent family members are covered under your medical and/or dental insurance. If a covered dependent’s death should occur, this is considered a qualifying Life Event, which allows you to remove the dependent from your health insurance coverage within 60 days after death. Please contact UW Benefits to complete a PEBB Employee Change form, which will require a copy of the death certificate, and allow you to remove a covered dependent. If you are eligible for any premium refund, UW Payroll will process the refund. Contact UW Payroll for questions.
Death of a UW employee
The surviving next-of-kin or executor of the estate for a deceased UW employee will find that the UW employee’s medical and/or dental insurance will end at the end of the month in which the UW employee passed away. If the UW employee was covering their spouse or dependents, the Washington State Health Care Authority (HCA) will send out a COBRA notice to the covered spouse and/or dependents. This will allow those covered under the deceased insurance to continue their coverage on a temporary basis. For more information on COBRA, visit the HCA. If you are eligible for any premium refund, UW Payroll will process the refund. Contact UW Payroll for questions.
Death of a UW retiree
The surviving next-of-kin or executor of the estate for a deceased UW retiree will find that if the UW retiree had retiree medical and dental coverage through the state of Washington that the medical and/or dental insurance will end at the end of the month in which the UW retiree passed away. If the UW retiree elected to cover their spouse or dependents, the Washington State Health Care Authority (HCA) will not terminate coverage after the death of the UW retiree. This will allow those covered under the deceased insurance to continue their coverage. For more information please contact the HCA.
Retirement plans
UW Retirement plans (UWRP & VIP)
Death of a UW employee family member
Please review and, if necessary, change your beneficiary information online by logging into your account with UW Fidelity Investments. (If you have annuities, log into your TIAA account.)
Death of a UW employee
Once identified, the spouse or beneficiary of the UW employee’s retirement account can work directly with UW Fidelity Investments and/or TIAA to request a distribution of the account. This will allow the spouse or beneficiary to either transfer the funds, or receive a distribution of the account balance.
Death of a UW retiree
Once identified, the spouse or beneficiary of the UW employee’s retirement account can work directly with UW Fidelity Investments and/or TIAA to request a distribution of the account. This will allow the spouse or beneficiary to either transfer the funds, or receive a distribution of the account balance.
Additionally, if the UW retiree was receiving payments from the University of Washington Supplemental Retirement Plan (UWSRP), and had elected a survivor, that survivor will be provided information to continue these benefit payments in the survivor’s name.
State retirement plans (PERS, TRS, DCP, & LEOFF)
Death of a UW employee family member
Please review your beneficiary information and if necessary update your beneficiary by:
- Updating your beneficiary online with the DRS or completing the Retirement – DRS Beneficiary Designation (PDF) form.
- If submitting the completed form, return to the address listed on the form.
Death of a UW employee
Once identified, the spouse or beneficiary of the UW employee’s retirement account can work directly with the Department of Retirement Systems at 800-547-6657 to review options for the deceased’s account.
Death of a UW retiree
Once identified, the spouse or beneficiary of the UW retiree’s retirement account can work directly with the Department of Retirement Systems at 800-547-6657 to review options for the deceased’s account.
Life insurance
Death of a UW employee family member
Please review your optional insurance coverage and your listed beneficiaries on the MetLife website. If you have any life insurance questions, please contact MetLife at 1-866-548-7139 for assistance, and if necessary to file a life insurance claim.
Death of a UW employee
Once identified, the spouse or beneficiary of the UW employee’s life insurance can work directly with MetLife at 1-866-548-7139 for questions, and if necessary to file a life insurance claim.
Death of a UW retiree
Retiree life insurance is an optional choice for UW retirees, and is provided through the State of Washington Heath Care Authority. To see if the retiree had retiree coverage you can work directly with MetLife at 1-866-548-7139 for questions, and if necessary to file a life insurance claim.
Pre-tax spending accounts
Medical Flexible Savings Account (FSA), Limited Purpose Flexible Savings Account (FSA), or Dependent Care Assistance Plan (DCAP)
Death of a family member
A death of a dependent is considered a qualifying life event. If this occurs, you have 60 days to make a change or enroll. View the FSA and DCAP user guide and make changes through Workday. If you’re unsure whether or not an event qualifies, contact Navia Benefit Solutions.
Death of a UW employee
If the UW employee elected to participate in either of these pre-tax spending accounts you can contact Navia Benefit Solutions to review options for the deceased’s account. The UW Benefits Office can assist you if you are unsure if this benefit was elected by the employee
Death of a UW retiree
This doesn’t apply to UW Retirees who retired prior to the current calendar year.
Health savings account
Death of a UW employee family member
Please review your beneficiary information and if necessary update your beneficiary information online by logging into your HealthEquity account. If your medical coverage will change to single only coverage you may need to adjust your elective contributions to ensure you do not over contribute for the year. Contact your tax advisor or Health Equity for further assistance if you have any questions.
Death of a UW employee
If the UW employee elected to participate in this benefit, the spouse or named beneficiary can contact Health Equity to review options for the deceased’s account. The UW Benefits Office can assist you if you are unsure if this benefit was elected by the employee
Death of a UW retiree
If prior to retirement the UW retiree elected to participate in this benefit, the spouse or named beneficiary can contact Health Equity to review options for the deceased’s account. The UW Benefits Office can assist you if you are unsure if this benefit was elected by the employee. Note this benefit was not available to UW employees prior to January 1, 2012.
VEBA
This benefit is available only for UW Campus Police Officers and eligible UW Retirees. For questions about this account contact Customer Care: 888-828-4953 or customercare@veba.org. The Benefits Office will provide further information on VEBA availability.
Washington EAP
Call WA EAP
24 hours a day, 7 days a week
877-313-4455
The Washington State Employee Assistance Program (WA EAP) supports PEBB-eligible University of Washington employees and their household members to help identify and resolve personal concerns to promote individual and workplace wellbeing. Through this program, you have access to:
- Counseling
- Legal advice
- Financial guidance
- Work-Life solutions
- Manager’s resources