We may rely on multiple options for determining members or account holders have passed. This may be in the form of personal knowledge, notification by a friend or family member of the deceased, or upon receipt of a Death Notification Entry (DNE) from the Social Security Administration by the EFT Department.   Because of the potential for error and resulting liability, we will not rely solely on obituaries for deceased members.

Notification

At the time of notification, the credit union employee should check the credit union system as well as the credit card system to see if any death notification messages are available.  If there are no messages on the system(s), complete the top portion of the “Deceased Member Notification Form, Obtain a photocopy of a certified death certificate as soon as possible, check the appropriate box on the  “Deceased Member Notification Form”.  The death certificate may be a photocopy of a certified copy of the death certificate as long as the photocopy is personally made by the credit union staff of the official certified copy.  Staff member should notate on the copy that they have seen original of certificate along with date and signature

The credit union staff member receiving the notification should authenticate the information by confirming via credit union records that the information is correct.  (Use caution if the person making the death notification is not a relative.)  If the notification information can be authenticated via the system information, email the Notification Form immediately to the “Death Notification” email address via email (group includes EFT, Plastic Card, IRA staff)  If the notification information cannot be authenticated, do not complete the Death Notification Form and email Death Notification” email with any concerns.

If the death certificate is not available at the time of notification, complete the notification form and email to the “Death Notification” group with the Death Certificate Received box left blank.  If a beneficiary comes in at a later time and wishes to close the account, receive funds, or remove the deceased owner from the account, check the messages on the system to be sure the notification process has been done and a copy of the certified death certificate has scanned to the system.

Disburse Funds/Close Account Procedures

Sole Owner Account

If the deceased party was a sole owner, funds may NOT be released and/or the account closed without the following information:

1.      Completed “Death Notification Form” scanned to system and process by back office

2.      Photocopy of certified death certificate

3a.  Copy of filed probate court documentation (showing executor or administrator)

or

3b.  Affidavit of Oregon Small Estate (if total assets less obligations are less than $75,000 and estate will not be probated)

Prior to closing the account, look on the system to see if the deceased member was a recipient of federal assistance such as Social Security, SSI, Veteran’s Administration benefits, etc. via ACH.  If there is a record of electronic deposits of these types, contact back office to confirm if any funds in the account were received after the date of death which must be returned to the federal agency involved.  This may decrease the closing balance in the account.

Joint Owner Account

A surviving joint owner has the same access to the funds after the deceased’s death in a joint account as prior to the deceased’s death.  Because of this, a surviving joint owner can withdraw funds, write checks, cash in a CD with penalty, etc.  However if a joint owner wishes to cash in a CD WITHOUT penalty, close the account, or remove the deceased owner’s name from the account (as long as the primary tax ID# does not change), the following documents are

required:

1.  Completed “Death Notification Form” scanned to system and process by back office

2.  Photocopy of certified death certificate

Prior to closing the account, look on the system to see if the deceased member was a recipient of federal assistance such as Social Security, SSI, Veteran’s Administration benefits, etc. via ACH.  If there is a record of electronic deposits of these types, contact back office to confirm if any funds in the account were received after the date of death which must be returned to the federal agency involved.  This may decrease the closing balance in the account.