6.4.1 As soon as you learn of a death in service, you must contact your payroll and the Scheme Administrator immediately and tell them of the death (for partnership members, please see ‘Steps to follow for partnership members’ in paragraph 6.4.5). The Scheme Administrator needs to know information such as next of kin and the name of the personal representative (this is a person who produces a Grant of Probate, Will, Letters of Administration or, in Scotland, Confirmation of Executor).

You should complete a Request for Services form to notify the Scheme Administrator of the death in service. The form will prompt you to provide information such as the next of kin/personal representative, as well as details of the member’s death benefit nomination (if any) and other important information relating to the member’s pension.

We advise your HR contact, who deals with such sensitive issues, to contact the Scheme Administrator for further information on:

  • what information they usually require, and
  • their process for handling matters concerning the deceased’s pension benefits.

This will then help the Welfare Officer explain the role of the Scheme Administrator to the next of kin/personal representative.

6.4.2 You will need to get evidence of the death, such as the death certificate. If no death certificate is available, you must make your own checks. This is to make sure that the death has taken place. You may check, for example, by getting evidence from the coroner or police that they are satisfied that the person has died.

6.4.3 The Scheme Administrator pays the death benefit immediately where there is proof of death and a valid nomination form. Where there is no valid nomination, they will pay the death benefit to the personal representative or the deceased member’s estate on receipt of the required documents. This could include a Grant of Probate,  Will, Letters of Administration or, in Scotland, Confirmation of Executor.

6.4.4 As well as the death benefit, the Scheme Administrator may pay family benefits to the legal widow or widower, civil partner, children and other dependants of the member.

5 January 2022
Last updated:
5 January 2022