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Special Payroll Processing System Mainframe/Block Mode Format (SPPS)

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Death Case

Death Case is the third option on the SPPS Main Menu screen. This option is used to process unpaid compensation to the beneficiary(ies) of a deceased employee.

Once the employee's death has been recorded in EmpowHR, EPIC Web, or FESI, by processing the personnel action or recorded through SPPS, PAYE feeds all payment data to SPPS. When the death case is established in SPPS, all applicable employee information is retrieved from the payroll/personnel database. PAYE is flagged to discontinue disbursement of any payment. All payments to be disbursed are accomplished through SPPS.

Beneficiary claimant information is obtained from the Form SF 1152, Designation of Beneficiary of Deceased Civilian Employee, if there is one on file at the Agency. If there is no SF 1152 on file, order of precedence information is gathered from the Form SF 1153, Claim For Unpaid Compensation of Deceased Civilian Employee, or Form SF 1155, Claim For Unpaid Compensation of Deceased Civilian Employee (No Designated Beneficiary or Surviving Spouse).

It is no longer necessary to submit documents related to unpaid compensation to the beneficiary(ies) of a deceased employee to NFC. However, the death claim package must be submitted to NFC.

Payments to the deceased employee's estate are calculated differently from payments to current employees. The gross pay is calculated in the usual manner. Life insurance, health insurance, Social Security, and/or Medicare taxes are deducted; however, no Federal, State, city, or county income tax is deducted from the final payment. Additionally, any advanced leave that is owed is forgiven. Use TINQ to remove the advanced leave balance.

Form W-2, Wage and Tax Statement, is issued for the deceased employee. Form 1099-MISC, Miscellaneous Income, is issued for each beneficiary. Though the W-2 is usually mailed in January for most employees, W-2s for deceased employees may be mailed after January if all of the beneficiaries have not been entered and coded for payment.

Any debt not collected through the final PAYE process should be entered in SPPS for calculation and disbursement of the final payment. The following RA types may be entered in SPPS.

All payments are scheduled for disbursement after they are released and accepted by SPPS. Payments are processed when SPPS executes and disbursed when transmitted to Treasury.

To Access the Death Case Menu Screen:

  1. Type 3 at the Select (1-3) prompt on the SPPS Main Menu.
  2. Press Enter. The File Control Information screen is displayed.

    File Control Information Screen Death case

  3. Complete the fields as follows:

    Field

    Instruction

    SSNO

    Type the employee's SSN.

    AGCY

    Type the employee's Agency code.

    POI

    Type the employee's POI.

     

  4. Press Enter. The Death Case Menu is displayed showing seven options.

    Death Case Menu

Below is a brief description of each option:

To Select an Option From the Death Case Menu:

  1. Type the option number at the Select Option (1-7) prompt.
  2. Press Enter. The screen for the selected option will be displayed.

In This Section

Establish/Delete Death Case

Beneficiary Claimant Information

Adjustment Due to Employee Indebtedness (For Death Case)

Payment Certification (For Death Case)

Payment Inquiry (For Death Case)

Remarks (For Death Case)

See Also

Latest Update Information

System Overview

System Access

Operating Features

SPPS Main Menu

Quick Service Request

Indebtedness (For Separation Only)

Appendix