Death in Service – Managers summary
This process if for use by Hampshire Constabulary, Hampshire County Council, Hampshire Fire & Rescue Service and Office of Police and Crime Commission
Hampshire schools should contact Education Personnel Services on Tel: 023 8038 3500
Administrative processes must be followed promptly and handled sensitively
Manager /
  • Informs senior manager
  • Contacts HR Operations immediately on 01962 813915
  • Contacts family to offer condolences and ascertain who will be the family point of contact, and gain contact details
  • Provides family contact information to HR Operations
  • Confirms the organisation’s point of contact to HR Operations
  • Completes on-line Leaver action
  • Inform close work colleagues sensitively and provide details of Employee Support Helpline freephone 0800 030 5182
  • If death is a result of a work related incident follow procedure on death or near fatal injury at work
  • Notifies the Communications team if media interest is anticipated
  • Review team work arrangements to ensure essential activities are covered

HR Operations - Makes sure all requirements of managers, HR and the IBC are completed at defined stages
HR Operations / Manager/ management point of contact
  • Leading the manager through the necessary actions
  • Setting up a single point of contact with each IBC team (Payroll & Pension admin) so there is a managed, co-ordinated approach to the family through HR Ops and the manager
  • Ensuring all actions are completed within the right timescales so final salary payment can be made
  • HC only – send Death in Service email to identified parties
  • HC only – inclusion in Routine Orders
  • Ensuring Pension Services have the required information as soon as possible so pension payment is not delayed
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  • Sends letter of condolence
  • Notifies relevant union or Federation if membership is known
  • Meets family to:
  • take forms for completion (as provided by HR Operations)
  • return any personal items and request return of any identity card/equipment/keys/clothing
  • gather funeral details (HC only: ask if Force flag desired)
  • Provide to HR Operations details of unused holiday entitlement or any other information not available at the time the Leaver action was completed
Notifies the IT department so IT accounts can be closed
IBC HR & Pay /
  • Identifies any multiple employment implications
  • Notifies manager (via HR Operations) of any over
or under payment
  • Makes final salary payment
  • HC only –seek confirmation for deduction in wages for death in service collection

Where the deceased has been a member of a pension scheme
IBC Payroll (Pensions admin) /
  • Completes appropriate leaver notification to the relevant pension authority.

Hampshire PensionsServices /
  • Processes pension benefits and makes payments