Practical issues and actions you need to take
When a colleague dies, there are some practical issues that need to be actioned in a timely way. Wherever possible, this should be organised by the line manager, as they will often have key information about the member of staff. If you as a line manager do not feel able to complete these actions, please ask for support from your line manager and/or HR.
It is important that these actions happen quickly, to avoid any unnecessary distress for the deceased’s next of kin. Line managers must ensure that they complete the death in service (tell us once) form, at the earliest opportunity.
Prior to completing the form, line managers will need to ensure the following information is available to hand:
Employee details
- Employee’s full name
- Date of birth
- NI number
- Payroll number
- Last known address
Next of kin details
- Full name
- Last known address
- Contact telephone number
- Contact details for person dealing with the estate (if known)
- Contact details for person who has notified UHB of the death
By completing this form, an automated notification of the death will be sent to the following departments:
- Payroll
- Workforce and medical workforce
- Pensions
- Occupational health and wellbeing
- IT
- Inclusion
- Communications
- Car parking
- Security
These notifications will enable the relevant departments to complete the necessary actions, as required. This is a ‘tell us once’ service, and there is no need to contact the above departments individually.
In addition to completing the death in service form, the line manager will also need to:
- Complete an ESR3/HR3 termination form
- Use the template to write a letter (see "downloads" link below) of condolence addressed to the person’s next of kin
