What To Do When A Loved One Dies

In the event of the death of a member, a spouse or beneficiary should be prepared to obtain copies of documents which will be needed by the union and by various agencies, organizations, and the government to straighten out the deceased's estate.

Here is a list of the documents that each member's spouse or beneficiary will need, and for whom they will be needed.

Death Certificates
You will need one copy of the death certificate for the respective members Health Benefits office.

You will also need two copies for the City (one for the Employee Section and one for the Pension Section of the Police Department.)

If the deceased was a veteran, you will need two copies of the death certificate for the Veterans Administration.

One copy is also needed for the Social Security Administration and another copy is needed for the Department of Motor Vehicles.

A copy will also be needed for your insurance company.  

In order to execute the Will, you will need one death certificate for the deceased's lawyer. Additionally, the spouse or beneficiary should retain a copy of the death certificate for his or her personal records and for future reference.

Also keep in mind that other relatives who work for the City may each need a copy to obtain time off from work to attend the funeral. Death certificates cost approximately $4.00 for each copy.

Marriage Certificates with the official raised seal
If the deceased was a veteran, you will need one copy of the marriage certificate for the Veterans Administration.

One copy will also be needed for the Social Security Administration.

Marriage certificates cost approximately $10.00 for the first copy and $5.00 for each additional copy. They are available from the City Hall where you were married.

Last Will and Testament
You will need one copy of the deceased's Will for the state's Department of Taxation in order to obtain a tax waiver for pension monies.

You will also probably need one copy for the Internal Revenue Service.

Surrogates' Certificates
In the event that the Will calls for a transfer of ownership of property, you will need the following surrogate's certificates, supplied by Surrogates Court:

One copy for the Department of Motor Vehicles in order to transfer car ownership;

One copy for the City Department of Finance in order to collect the deceased's final pay checks;

One copy for the State Department of Taxation for a tax waiver in order to collect pension monies;

And one copy for the City Comptrollers Office (in some cases this is necessary to collect pension monies).

Please note that it usually takes about 3-1/2 months after a person's death for a spouse or beneficiary to receive a Surrogate's Certificate.

Discharge Papers
If the deceased was a veteran, a copy of his or her discharge papers will be needed for the Veterans Administration. The veteran's original discharge papers may be needed for the Social Security Administration.

To purchase this COBRA coverage, survivors should contact the deceased members respective Health Benefits office. PBA 212-233-5531, SBA 212-431-6555, DEA 212-587-9120, LBA & CEA 212-964-7500.

Social Security Administration
Your nearest Social Security office, which will be listed under the government section in your phone book, requires one copy of the deceased's death certificate and one copy of the deceased's marriage certificate (with seal).

The SSA also requires one copy of the deceased's birth certificate (with seal). Birth certificates can be obtained by contacting the Department of Health in the city in which the deceased was born. Copies of birth certificates cost approximately $3.50 each.

If the deceased was a military veteran, one copy of the member's discharge papers must go to the Social Security Administration, along with one copy of the paid funeral bills, one copy of the deceased's Social Security card, and one copy of the survivor's Social Security card.

Please note that Social Security payment for widows and dependent children takes approximately two months.

Veterans Administration
You can phone (800) 827-1000, a toll free number for the regional New York office of the VA, to inquire about any sort of Dependency and Indemnity Compensation (DIC) to which certain veteran's spouses may be entitled. The VA requires the following documents: two copies of the death certificate; one copy of the marriage certificate; one copy of the deceased's birth certificate; one copy of the discharge papers; and one copy of government insurance papers.

Please note that the VA sometimes supplies gravestones plus a stipend of approximately $250 for burial and for benefits for a spouse and for dependent children.

State Department of Motor Vehicles
For the transfer of automobile ownership, the State Department of Motor Vehicles will require one copy of the death certificate and one copy of the surrogate's certificate (if there is a Will involved).

Keep Cash Readily Available
You should keep enough cash readily available to sustain your family for several months while you are waiting for payments from some of the above-mentioned agencies or until the settlement of an estate. Banks will put a hold on savings or checking accounts and safety deposit boxes as soon as an obituary is published. New York State taxes, as well as federal inheritance taxes, may be due.

Identification will be needed at most places to get information or application forms. The Social Security cards of both the deceased and the beneficiary (or survivor) will be required at most of the offices that need to be contacted.

You may also want to contact the New York State Department of Taxation. You can receive a tax waiver to be filled out and notarized. You must list all of the deceased's assets (such as real estate, bank accounts, insurance, union benefits, veteran's benefits, city pension benefits, etc.). The Department of Taxation will also require a copy of the Will (if one is involved) and possibly a Surrogate's Certificate.

You may also wish to contact the New York City Comptroller's Office. They may require a copy of the Surrogate's Certificate before paying out monies that are due from the pension system.

Please remember to notify the NYPD  in the event of a death.

 If you have any questions, it is always a good idea to consult with your lawyer and accountant as tax and legal issues are constantly subject to change.

The above info is courtesy of the NYCPD Detective Endowment Association.