Deceased Employee Processing Checklist

• State entity professionals confirm that the employee is deceased.

• State entity Human Resources professional changes the employee status to deceased and end dates the pay parameter through the Employee Status Maintenance (ESMT) function. 

• State entity Human Resources professional contacts the employee’s beneficiary to complete a W9 form and affidavit regarding the final benefit information. 

• State entity payroll professional updates tax parameters and initiates a stop date for the employee’s pay.

• State agency professionals complete a final pay calculation and:

  • Process a one time payment transaction for payouts.

  • Process a one-time deduction and/or benefit refund. 

    • Utilize the 77777 code while processing.

  • Initiate an online check for final payout. 

    • In the email to the Central Payroll Unit, please indicate this is a Deceased OCHK.

• Once all of the beneficiary forms are completed and the state entity tasks are completed, state entity professionals contact Central Payroll Unit (state_centralpayroll@state.co.us) to process final payments.

Note: The Central Payroll team will attempt to process final payments for one year because the dormancy period for unclaimed wages is one year from the date the wages were originally due. Also the good faith effort (by the state entities) must be made, this constitutes "presumed abandoned".  A final written notice must be sent at least 60 days before filing as abandoned. 

• These funds stay on the books as a liability until the report is filed through the requirements of the Revised Unclaimed Property Act (RUUPA) 38-33-101 to 1504.