UCLA Procedure 160.1 : Employee Death Reporting
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Issuing Officer: Vice Chancellor CHR and Chief People Officer
Responsible Office: - Look Up Contact Person
Effective Date: March 16, 2026
Supersedes: UCLA Procedure 160.1, dated 6/21/1999
Revision History: APP History

I.  PURPOSE AND SCOPE

In accordance with UCLA Policy 160: Employee and Student Death Response and Reporting, this Procedure outlines the reporting and notification requirements in the event of the death of a UCLA Employee. It applies to Employees (excluding student employees), as well as Emerita/Emeritus and academic and non-academic appointees.

This Procedures does not apply to the coordination of responses and/or actions of campus police, health care professionals, or other campus emergency response personnel in the event of an Employee death or situations which may result in a death.

II.  DEFINITIONS

Defined terms are capitalized throughout this Policy.

 For the purposes of this Procedure, see UCLA Policy 160.

III.  PROCEDURES

Any University personnel who receives information about an Employee’s death must follow the procedures outlined below.

RESPONSIBILITY

ACTION

Employee’s Department/School

When notified of Employee’s death:

  • This form compiles information about the individual’s employment status, personal details, and survivor(s).
  • Promptly submits a separation transaction in UCPath to formally separate the Employee.
  • Submits a UC Path Inquiry to notify UCPath of the death so that a Benefits Care Coordinator (BCC) can be assigned to the case:
  1. Go to: Submit An Inquiry
  2. Select Topic: Benefits
  3. Select Category: Other Benefits Inquiry
  4. Enter Subject: Employee Death
  5. Enter Description: I am reporting the death of an employee
  6. Verify contact number and email address
  7. Click Add Attachment, if necessary
  8. Click Submit

UCPath
  • Processes final pay and the one-month death payment (if applicable).
  • Provides administrative support to the Employee’s survivor(s). Contact the next of kin and guide them through the necessary steps.
  • Assigns a UCPath Benefits Care Coordinator (BCC) to the case. Contacts beneficiaries and/or dependents to provide information about health insurance, life insurance, and other applicable benefits.
  • Ensures the Employee’s survivors receive support throughout the benefits process and communicates with additional benefits providers as needed.

Chancellor’s Office
  • Notifies Executive Communications to prepare a letter of condolence on behalf of UCLA to Employee’s next of kin or other appropriate persons within a reasonable period of time.
  • In accordance with UCLA Procedure 115.1, the Chancellor’s Office staff may direct Facilities Management to lower the University flag to half-mast.

Facilities Management

 

IV.  REFERENCES

  1. UCLA Policy 160: Employee and Student Death Response and Reporting
  2. University of California Personnel Policies for Staff Member PPSM-83: Death Payments
  3. UCLA Procedure 115.1: Lowering of University Flag to Half-Mast (Upon Death of Employee or Elected Student Government Official)

 

 

 

 

ISSUING OFFICER
/s/ Christine Lovely

Vice Chancellor CHR and Chief People Officer