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No one likes to have to think about the passing of a loved one. However, having a checklist ready and taking care of some things ahead of time can be helpful rather than trying to remember everything necessary during a difficult time. The UT System Office of Employee Benefits has prepared some basic information that may be helpful to spouses and other dependents in the event a UT Employee or Retiree passes away.
Here are two steps you can take with your loved ones right now to help reduce any potential confusion:
1) Update Your Beneficiaries.
Log into My UT Benefits and access the Dearborn National Online Beneficiary Designation tool. Here you can make updates (if necessary) and print out a copy of your current beneficiary designation form for your records.
2) Make a List of Contact Information and Important Information.
Create and maintain a list that includes the phone numbers for various offices at the UT institution you work for (or retired from) along with information about what questions may be appropriate for each. The list should include the contact information and follow-up details for the following:
For active employees , surviving family members should inquire about:
- possible pay out of unused vacation time,
- possible pay out of unused sick leave, and
- any possible pending paychecks.
For retired employees , surviving family members should inquire about:
- possible yearly memorial services on campus.
Surviving family members should inquire about:
- possible UT FLEX account balances,
- termination of retirement program participation,
- continuation of insurance coverage for surviving spouse and dependents, upon confirmation of eligibility,
- any outstanding insurance premium balance (particularly for retirees who do not pay premiums via payroll deduction), and
- grief therapy that may be available for surviving family members through the institution's Employee Assistance Program (EAP).
Surviving family members can request status updates regarding any of the potential payouts listed above.
- The department that currently employs you or from which you retired.
- The institution's Human Resources or Benefits Office.
- The institution's Payroll Office.
The following four steps will be important for survivors to be aware of and could also be included on a list of contact and other important information.
1) Contact Dearborn National.
All employees and retirees who participate in the UT SELECT Medical plan have at least the basic group term life coverage and may have additional voluntary group term life coverage. Employees also have basic accidental death and dismemberment coverage (AD&D) and may have additional voluntary AD&D.
A death certificate will be required to process a life insurance claim.
2) Contact the appropriate retirement program(s).
This should include either the Teacher’s Retirement System of Texas (TRS) or the Optional Retirement Program (ORP) provider. It may also include the UT Saver Voluntary Retirement Program provider(s), if applicable.
A death certificate will be required to process benefits.
3) Contact the Social Security Administration.
A death certificate may be required.
Inquire about spouse and dependent benefits.
4) Contact Medicare, if applicable.
A death certificate may be required.
Make notification of the passing of the UT employee or retiree who was enrolled in Medicare.
A Few Helpful Links for the Above Steps:
Contact information for UT Institution’s and UT Benefits Plan Administrators (including Dearborn National):
www.utsystem.edu/offices/employee-benefits/contacts
Contact information for UT Retirement Program Providers, including Optional Retirement Program (ORP) and UTSaver Voluntary Retirement Program providers:
www.utsystem.edu/offices/employee-benefits/approved-providers
Teacher Retirement System of Texas (TRS):
www.trs.state.tx.us
Social Security Administration (SSA):
www.ssa.gov
Medicare:
www.medicare.gov
Other Things to Consider:
Additionally, in the event of your death, it is very useful for surviving loved ones to have access to the information listed below. You may want to keep copies of these important documents in a safe or safe deposit box. Make sure someone knows where they are and how to access these items if needed.
- Your will;
- Your life insurance policy, particularly if you have coverage outside of the UT Benefits program;
- Your birth certificate;
- Your social security card;
- Your military discharge papers, if applicable;
- Titles for any vehicles you own;
- Deeds for property you own, individually or jointly;
- Your marriage certificate;
- Recent income tax returns;
- Online account passwords, especially for key services such as banking, credit cards, etc.;
- Credit card account information;
- Banking and other financial account information;
- Insurance information; and
- A list of other recurring bills, memberships, and other services that will need to be cancelled, such as cell phones, gyms, subscriptions, etc.
In addition to the recommended steps above addressing your UT Benefits and related services, there are a few other items you can prepare and keep on file to help your loved ones manage your affairs in the event of an accident or illness that may leave you temporarily or permanently incapacitated. To help ease the burden in the event of incapacity, put these plans into place while you can. The list below is simply intended as general information to get you started in planning. For help with detailed services, consider consulting with a licensed financial or estate planner.
- Establish a medical directive or living will – To express your wishes regarding your medical care.
- Set up powers of attorney – To designate who will act on your behalf in certain situations.
- Consider trusts and other estate planning options – Different types of trusts are available to help consolidate financial decisions and can provide many advantages including increased privacy and reduced taxes.
Be sure to review and update your information regularly. You’ll be able to rest assured that you’ve given your loved ones an invaluable gift by organizing your affairs ahead of time.
