This overview is designed to highlight benefit options that you will want to evaluate with the passing of your family member. Additional information is available on the Benefits website or from the Human Resources Information Center (HRIC) at 684-5600.
The overview is divided into two sections: Section One is intended for use by the surviving family members of an active Duke employee. Section Two is designed for use by an active Duke employee who has lost a family member.
For Survivors of an Active Duke Employee
How do I begin the life insurance claims process?
There are several life insurance plans available through Duke University, including plans paid for entirely by Duke and provided to eligible employees. Depending upon the type of life insurance coverage, the claims process varies as specified below:
Employer paid life insurance:
Employer provided life insurance plans for eligible employees include the Basic Life insurance plan and the Survivor Benefit plan. The HRIC can assist in determining eligibility for benefits payable under these plans.
Duke also provides Accidental Death insurance in the event of an employee's accidental death while traveling out-of-town on employer-related business. Inquiries regarding eligibility for benefits under this plan should be directed to Risk Management.
Employer paid, Survivor Benefit:
Duke provides a death benefit in the event of the death of an eligible employee. The benefit amount is equal to one month's pay for each year of service, up to a maximum of six months. The HRIC can assist in determining eligibility for benefits payable under the plan.
Employee paid, optional life insurance:
There are several types of voluntary life insurance programs offered through payroll deduction, and the employee could have elected to participate in more than one type of plan. These plans include:
- Personal Accident - Contact the HRIC for assistance in this claim process.
- Post-Retirement Life or Universal Life - Claims under these insurance programs should be directed to the Holroyd Agency or North Carolina Mutual Life Insurance Company.
- Supplemental Life - Claims for this insurance should be directed to Mercer Voluntary Benefits. Mercer Voluntary Benefits will send the appropriate paperwork to the named beneficiary for completion.
If you are unsure about what types of insurance the employee might have had, you can refer to the annual Benefits Statement sent each May to the employee's home address. This statement is published by Benefits and includes a list of insurances purchased through payroll deduction as of December 31 of the prior calendar year. If you need further assistance, contact the HRIC. For more information, please see the Life Insurance web site.
Can I continue my life insurance coverage through Duke?
The Basic Life insurance, Survivor Benefit plan, Personal Accident insurance, and Business Travel and Accident insurance cannot be continued by a survivor. For other coverages, you will need to contact the specific life insurance provider to inquire about "surviving dependent" continuation options.
Can I continue my coverage under Duke's health and/or dental insurance plans?
If an employee dies while actively employed or actively working at Duke or approved for Duke Disability, his or her covered dependents will be eligible for continuation of health care benefits through Duke based on the employee’s eligibility for retiree health. If the employee has not met the criteria for retiree health, the surviving family members will be offered coverage through COBRA for up to 36 months.
Can I continue coverage under Duke's vision insurance plan?
The surviving family members will be offered vision coverage through COBRA for up to 36 months.
Can I continue my existing Health Care reimbursement accounts?
Yes, under COBRA until the end of the plan year in which the employee died or up to the annual election, for any qualified expenses incurred up to the date of death. Claims must be submitted by April 15th for expenses incurred through the prior plan year.
Expenses incurred for dependent care may be submitted for reimbursement from the dependent care reimbursement account for expenses incurred up through the end of the plan year.
If you are a surviving spouse and a Duke employee also, you may elect to enroll in the reimbursement account to continue the original election amount designated by the deceased employee. Specific questions regarding the reimbursement plan can be directed to Aon Consulting or Benefits. For more information, please see the Reimbursement Accounts web site.
What happens to the retirement or pension plan money?
There are two potential sources of retirement income for employees on the biweekly payroll. The first is income from the Employees' Retirement Plan (ERP), which requires no contribution from the employee during his/her working career. If the employee died while actively employed or retired, contact the HRIC to inquire about survivor benefits.
Secondly, biweekly paid employees have the opportunity to participate in the Faculty and Staff Retirement Plan, a voluntary 403(b) retirement plan which allows employees to contribute on a pre-tax basis to either annuity or mutual fund carriers. If the deceased contributed to the Faculty and Staff Retirement Plan, the spouse and/or beneficiaries should contact the annuity or mutual fund carriers directly for assistance.
Faculty and staff paid on the monthly payroll during their entire career at Duke are not covered under the ERP. Retirement income for eligible monthly employees is provided from a combination of employer and voluntary employee contributions to the Faculty and Staff Retirement Plan. This 403(b) plan allows employees to contribute on a pre-tax basis to either annuity or mutual fund vendors. A surviving spouse or beneficiary of a monthly employee should contact the annuity and/or mutual fund vendors directly for assistance.
If you are unsure about what type of retirement plan the employee might have had, you can refer to the annual Benefits Statement sent each May to the employee's home address. This statement lists the retirement plan vendors and account balances as of December 31 of the previous year. If you need further assistance, contact the HRIC. For more information, please see the Retirement Plans web site.
Are educational benefits available to the surviving dependents?
Yes, as long as the employee was eligible for these benefits at the time of death. Tuition grant payments can continue on behalf of qualified children and the educational assistance benefit can continue for the qualified surviving spouse of the deceased employee.
Is accumulated Paid Time Off available to the estate at time of employees death?
Short-Term Bank (STB) hours are paid to the estate at 100%.
What other benefit programs do I need to be aware of?
If you are a surviving spouse, you are eligible to continue coverage with the Long Term Care insurance and the Personal Casualty insurance (METPAY) and should contact each company directly to inquire about continuation options. For more information, please see the Educational Benefits web site.
Loss of an Active Duke Employee's Family Member
How do I begin the life insurance benefit claim process?
There are several voluntary life insurance plans available for active employees to purchase through Duke which cover family members. You may have elected to participate in more than one type of plan. The claims process varies based upon the type of life insurance plan selected. These plans include:
- Personal Accident - Contact the HRIC for assistance in this claim process.
- Post-Retirement Life or Universal Life - Claims under either of these insurance programs should be directed to the Holroyd Agency or North Carolina Mutual Life Insurance Company.
- Supplemental Life - Claims for this insurance should be directed to Mercer Voluntary Benefits. Mercer Voluntary Benefits will send the appropriate paperwork to the named beneficiary for completion.
If you are unsure about what types of insurance you might have, you can refer to the annual Benefits Statement sent each May to your home address. This statement is published by Benefits and includes a list of insurances purchased through payroll deduction as of December 31 of the prior calendar year. If you need further assistance, contact the HRIC. For more information, please see the Life Insurance Web Site.
How do I change my life insurance beneficiary?
For the Personal Accident (AD&D) and/or the Basic Life insurance plan, contact the HRIC for beneficiary change forms. You will need to contact the specific life insurance provider for beneficiary changes under other insurance plans. Additionally, you may want to consider obtaining legal counsel if you will be establishing or amending a trust fund or will.
How do I discontinue coverage of the deceased under my health and/or dental insurance plans?
The Human Resource Information Center (HRIC) should be contacted at 684-5600 to discontinue coverage of the deceased under your health and/or dental policies. You can also request this change online through the Duke@Work employee self-service website. The HRIC will need to know the date of death to ensure accurate plan changes. You will be required to provide a copy of the death certificate.
Can I make changes to my health care or dependent day care reimbursement account?
Yes. You are able to stop or change the amount you are contributing into the reimbursement accounts providing this is done within 30 days from the date of death and the change is consistent with your change in family status. For participation or contribution changes, go online to Duke@Work to submit a "qualifying life event" enrollment request, or contact the HRIC at (919) 684-5600. All other questions regarding the reimbursement plan should be directed to HealthEquity.
What about the beneficiary on my retirement plans?
You may change your beneficiary under the 403(b) Faculty and Staff Retirement Plan by contacting your investment carrier(s) directly.
When making your beneficiary designation, specify primary and contingent beneficiaries and the benefit allocation to each. Remember, you must name your spouse as primary beneficiary for at least 50% of your plan accumulation. If you are not choosing your spouse for at least 50% as primary beneficiary, it is recommended that you and your spouse complete the investment carrier(s) form to ensure proper processing.
You must provide a certificate of your spouse's death in order to remove a deceased spouse from your 403(b) retirement plan if a "Waiver of Pre-retirement Survivor Annuity" had not been signed.
No action is required for the Employees' Retirement Plan (ERP).
What other insurance plan changes do I need to consider?
For Long Term Care insurance, if the deceased is your spouse, contact Aetna to discontinue your spouse's coverage. For Personal Casualty Insurance (METPAY), contact Mercer Voluntary Benefits to remove the deceased from existing policies.
What about updating information on my personal record?
If you have a NetID, you can change your directory listing at Online@Duke. If you don't have a NetID, you can request one through the Office of Information Technology (OIT). If you are unsure whether you have one or not, please see NetID Help. Otherwise, please use iForms. Instructions for using iForms and submitting online forms are included in documentation on the iForms Web Site. Your new information will also be updated for your health, dental, and vision plans. To update any other benefit programs (e,g, reimbursement accounts, 403(b) retirement plan, life insurance, disability, etc.), please use the Contact Information to notify the benefit vendor directly.
Also, make sure to update your marital status and withholdings on your federal and state tax forms, available on the Forms page.
The "life event series" overview is intended to highlight some of the benefit options to be considered due to a change in family status. It is not designed to substitute for an official plan document. If there is a conflict between this handout and the official plan documents, the official plan documents will govern in all cases. Duke reserves the right at any time to change or terminate these plans or your eligibility for benefits under the plans.