Death of a Current University of Iowa Employee
We deeply regret the death of your family member. The University of Iowa values each employee as a vital member of our community. We provide the following information to assist you in addressing items related to your family member’s employment at The University of Iowa, and to inform you of some of our related internal processes.
In the event of the death of a current University of Iowa staff or faculty member on or off campus, notifications are confirmed among University Benefits, University Police, and University Relations. Any one of the three may have been the first to learn of the death of your family member; whichever office learned first has notified the other two. University Relations handles all requests from media for information and will not release name or potentially identifying information about your family until informed by University Benefits or University Police that your family has been notified.
UI Integrated Employee Assistance Program
All University of Iowa employees of fifty percent time or greater and their dependents are eligible to receive free, confidential counseling services through Faculty and Staff Services. Counselors offer one to four sessions for assessment, referral and short-term counseling. This benefit is available to family members for grief counseling as well as stress management, family problems, heath or mental health concerns or job related issues.
The services also are available to University staff and faculty members affected by your family member’s death.
Call 319-335-2085 to schedule an appointment.
If the death occurred during the last quarter of the calendar year (Oct. 1 – Dec. 31), notify Payroll. According to Internal Revenue Service rules, withholding from your family member’s final check differs from the usual when the payment is made in the calendar year after the death. Payroll will monitor the final payment(s) to make sure the withholding is correct.
Notification can be made by telephone to 319-335-2381 or via e-mail to: payroll-web@uiowa.edu
The employee’s final W-2 will be mailed to your family member’s home address unless otherwise directed by the executor of the estate. If other family members would like a copy of the W-2 or other arrangements are needed for the W-2, the executor of the estate may arrange to obtain a copy of the W-2 after providing proof of executorship.
A regular employee who passes away while actively employed is paid for any time worked during the current pay period, plus one additional month of regular base salary, plus any accumulated vacation time.
Your family member’s final check will be disbursed per the normal routine. If the vacation payment is made before an estate is established, it will be disbursed per the normal routine. If payment is made after the estate is created, payment will be made to the estate.
University Benefits works with the respective health, dental, retirement, and life insurance plans to process claims and work with the surviving family members and/or executor to continue coverage, if desired. The office sends claim forms to beneficiaries and works to finalize these transactions.
University Benefits will accept your family member’s University items from the family, as well as answer questions and direct family members, executors and/or representatives from employing departments regarding the following topics: email, parking, ID cards, paychecks, work materials, the self-service web site, University property located at home, personal property at the worksite, keys, and credit cards. (In addition, information about most of these topics is addressed elsewhere on this website.)
Continuing Benefits for Spouses/Domestic Partners
Health and Dental Insurance: Spouse/domestic partner and/or children of an active Faculty or P&S staff member whose death occurs while employed may continue the University insurances until such time that the children lose their dependent status or the spouse either remarries or obtains employment that includes an insurance policy. Families of merit staff may continue coverage for up to 36 months.
Spouse/Domestic Partner ID Card: A spouse/domestic partner of an active regular employee whose death occurs while employed may obtain a spousal University ID card from the University Payroll Office which gives rights and access to certain University facilities and discounts.
Information Technology Procedures
Your family member’s department will determine how to handle University business email accounts and files stored on University computers. The considerations include the amount and type of email regularly received and the content of the files. Consult with your family member’s employing department or with University Benefits about the options available.
- ID cards – These are deactivated and need not be returned. The exception is University of Iowa Hospitals and Clinics ID cards, which may be returned to University Benefits or Hospital Human Resources.
- Keys – Return to University Benefits or to the employing department.
- Credit cards – University procurement cards and American Express and Visa credit cards may be returned to University Benefits.
- UI property at home – Return to University Benefits or the employing department.
- Personal property at the worksite – Two persons from the department itemize and remove the property to give to the family or executor.
University Benefits changes your family member’s campus mail address to the Benefits office address, and distributes mail appropriately upon its receipt.
Other University Notifications
University Benefits notifies the Office of the President of the death; that office arranges for flying the flag atop Old Capitol at half-mast in honor of your family member and will notify the family of the anticipated date of that event.
University Benefits notifies Staff Council of a current staff member's death. Staff Council orders a book in the staff member's memory for the University of Iowa Main Library. To facilitate this, that office may contact the family for assistance in selecting a book.
University Benefits also notifies the University publication FYI.
If your family member had University parking privileges, Parking and Transportation requires return of the permit, which consists of a tag that hangs from the interior rear view mirror, and of the key or card, if s/he parked in a keyed or carded lot or ramp. Departmental parking placards (the laminated documents that are placed on the dashboard to access parking other than that to which the employee is regularly assigned) and the accompanying key or card can be returned to the employing department.
In the event that Parking and Transportation does not receive the above, they will send a letter requesting the items.
If your family member participated in the van pool to travel to and from work, contact either the respective van pool driver or the Van Pool office (319-353-5770).
In the event that the surviving spouse or domestic partner is also a University employee and has been riding to work with the deceased spouse or domestic partner, the surviving spouse or domestic partner may retain parking privileges by writing a letter to Parking and Transportation requesting such. If the surviving spouse or domestic partner is assigned parking in a lot other than that assigned to the family member, s/he retains that assignment rather than assuming the assignment of the deceased spouse or domestic partner.
Contact information for Parking and Transportation is as follows:
Parking Office
The University of Iowa
IMU Ramp
Iowa City , IA 52242
319-335-1475
For inquiries about outstanding University charges, contact the Business Office at cashier@uiowa.edu.
For inquiries about outstanding charges at University Hospitals and Clinics, contact Patient
Athletic Tickets and Recreational Services
If your family member subscribed to athletic season tickets, contact the Athletics Department at 319-335-9309 to inquire about current or future tickets.
If your family member retained a locker at Finkbine Golf Course, contact the course at 319-335-9556 to inquire about its contents.
If your family member retained a locker at the Field House, Halsey Gymnasium, or the Recreation Building, contact Recreational Services at 319-335-9293 to inquire about its contents.