Support in the event of a death in service

Following the death of an employee, there are a number of practical matters that need to be managed. These include covering the employee’s duties and handling any outstanding pay or other payments due. These arrangements help ensure work can continue and that payments are dealt with appropriately.

Covering an employee's duties

We recognise that the period immediately following a colleague’s death can be challenging. Where possible, we aim to put arrangements in place quickly to help reduce uncertainty and support continuity of work.

If the employee’s duties were already being covered, for example due to long‑term sickness, existing arrangements may continue for a short time. In other cases, managers may temporarily reallocate work within the team or arrange short‑term cover.

Any decisions about longer‑term arrangements or recruitment are handled sensitively, recognising that it may be difficult for some colleagues to see someone else take on the role.

Support, guidance or training may be offered to colleagues who take on additional responsibilities.

Making the final salary payment

When an employee dies, we will check whether any final salary is owed and arrange payment to the employee’s estate.

The final salary payment may include:

• salary up to the date of death
• any additional hours worked or payments already earned
• payment for any annual leave that had been accrued but not taken

We will contact the employee’s next of kin to explain what happens next and what information is needed.

If the employee owed money to us, for example through a salary deduction scheme or loan repayment, we may deduct this from the final salary payment where this was previously agreed or allowed under the contract of employment.

Final salary payments are normally made to the executor or personal representative of the employee’s estate. We may need to confirm identity before payment can be released.

Refer to the death in service policy for the HR admin, recruitment and payroll services procedure, including the next of kin letter template (Appendix B), checks and required documentation.

Death in service policy (SharePoint)

Other payments that may be due

In some cases, additional payments may be due following the death of an employee.

If the employee was a member of a pension scheme, a surviving spouse, civil partner or other dependants may be entitled to a survivor’s pension.

We will notify the relevant pension scheme of the employee’s death. The pension scheme trustees are responsible for deciding who payments are made to and for arranging those payments.

Any pension payment may be made to a surviving spouse or civil partner, a person named on the employee’s expression of wish form, or the executor or personal representative of the employee’s estate.