Death in What’s it about?

Service This policy is about what process to follow in the

unfortunate event of the death of a colleague whilst
they’re still employed by Asda.

Key Points

 This policy applies to all colleagues. When we talk about People Manager, this refers to the
person who looks after the People department in your area.

 The People Manager or the colleague’s line manager should contact the next of kin as soon
as possible to pass on our condolences and act as the contact with all other departments
within Asda. It’s also important to offer practical support that may help.

 The passing of the colleague must be communicated to all other colleagues without delay,
sensitively and in person where it’s possible.

 All necessary forms must be completed as soon as possible to make sure that any
outstanding amount that’s owed is paid to the next of kin quickly.

Doing the Right Thing

‘Death in Service’ notification form

 The People Manager is responsible for completing and submitting the ‘Death in Service’
notification form on WalmartOne as soon as possible so that all departments that need
to take action are informed.
 The following information must be provided in the form It’s essential that these details
are accurate:
o Colleague name
o Walmart number
o Branch name and number
o Date of death
o Last day worked
o Cause of death
o Next of kin contact details (title, full name, address, telephone number and their
relationship to the colleague)

Contacting the next of kin

 The People Manager or line manager must contact the next of kin as soon as possible to
offer condolences and let them know that they’re available to answer any questions and
to offer any practical help that’s needed.
 Below is a list of what may need to be discussed with the next of kin if it’s appropriate
and possible. It may be more suitable to have a number of separate conversations,
rather than ask them all at once:
o Before making the call, check if the colleague was contributing to the Leeds or
Birmingham Hospital Funds through AIG as there may be a funeral benefit payable. If
so inform the family of this as it may help with funeral costs. The telephone number
for AIG is 020 7954 7000
o Let the next of kin know how we informed colleagues of the news.
o Ask what the funeral arrangements are and if colleagues are welcome to attend and
if they’d prefer flowers or donations to a charity.
o Inform them of any final payments they’ll receive. Let them know that the Shares and
Pensions Teams might be in contact and that they may require the original death

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 certificate and copies of the birth and any marriage certificates in order to process
any payments.
o Sensitively ask if the colleague’s bank account has been closed. If it has, there’s
further information about next steps in the ‘Payments’ section in this policy.
o Inform the next of kin that the colleague discount card can be retained for 12 months
and then it will expire.

 The Policy Team will arrange for the Senior Vice President for People to send a letter of
condolence to the next of kin as soon as they receive the ‘Death in Service Notification’
form.

Communicating to colleagues
 News of the death must be broken to all colleagues promptly, sensitively and in person
if this is possible.
 Contact the Policy Team if the death was as a result of a traumatic incident on site and
trauma counselling needs to be organised for colleagues who may need it.
 If the family have confirmed colleagues are welcome at the funeral, inform colleagues of
the arrangements as soon as possible and understand who would like to attend.

Expression of Wish forms

 Take a copy of the Expression of Wish form if there’s one on file for the colleague, and
post the original to the Pensions Team at Asda House.
 If there are benefits to be paid out, the Pensions Team will write to the next of kin within
one week of receiving notification of the death.
 The Pensions Team may request the following documents/information to help the
pension plan trustees identify who should receive the benefits:
o Original death certificate.
o Copies of birth and marriage certificates.
o Details of the colleague’s circumstances before death.

Emergency Incident Centre

 If the death happens whilst at work, the Emergency Incident Centre must be contacted
immediately on #6199 or 0141 647 2000 (there’s more information in the Reporting
Emergency Incident (EIC) document on WalmartOne).

Death in Service Benefits

Payment of final salary

 If there’s any outstanding pay owed to the colleague this must be processed before any
action is taken to end the colleague’s employment.
 If the colleague’s bank account is still open final payments will be made as normal on
payday and a final payslip will be produced.
 If the colleague’s bank account is already closed:
o contact the third party payroll provider straight away and ask them to stop the
payment.
o the correct Statutory Declaration Form (in the toolkit) should be printed and given
to the next of kin. They must complete this in the presence of a Solicitor and post
the completed form to the third party payroll provider with a certified copy of the
death certificate. The third party payroll provider will then post a cheque payable to
the beneficiary of the colleague’s estate directly to the next of kin’s address.
 Asda will let the Inland Revenue know all earning information directly, so a P45 won’t
be produced.

Sharesave
 If the colleague was in the Sharesave scheme the Reward Team will write to the next of
kin to let them know what they’re entitled to and request the death certificate if it’s
needed.
 The Reward Team will apply to the Share Trustees for the colleague’s entitlements to be
released, which might take up to 2 weeks.

Discount cards
 The colleague discount cards can be retained for 12 months, and then they’ll expire.

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 Although probably rare, if the nominated user needs to change to the next of kin, or
where there’s no nominated user and the next of kin is keeping the cards this must be
requested by the People Manager on WalmartOne under Documents and
Tools>Colleague Discount Request Form. The new card will expire 12 months from the
date of issue.

Pension
 The pension plan trustees decide who’ll receive any benefits that are payable. They’ll
take account of any Expression of Wish or Will, but aren’t bound by it.
 The below table outlines death in service benefits which may be paid. The Pensions
Team at Asda House will be able to confirm which section of the pension plan a
colleague was in and therefore what benefits are payable (if any).

Hourly paid colleagues

Not in any pension plan In the ‘Start’ section of the In the ‘Step Up’ section of
pension plan pension plan

If the colleague is aged less
than 75 years and has over
three years’ service they’ll
receive a tax–free lump sum
payment equal to their
previous tax year’s gross
earnings.
If there’s been any unpaid
sick leave that year,
contractual rate of pay at
the time of death will be
used if this is higher.
If the colleague is aged less
than 75 years and has over
three years’ service they’ll
receive a tax–free lump sum
payment equal to their
previous tax year’s gross
earnings.
If there’s been any unpaid
sick leave that year,
contractual rate of pay at
time of death will be used if
this is higher.
Plus
A tax-free lump sum equal
to the value of their pension
account will be payable.
If the colleague is aged less
than 75 years; a tax–free
lump sum equal to four
times their previous tax
year’s gross earnings will be
payable.
If the colleague has not been
employed by Asda for the
whole year, four times their
contractual rate of pay at
time of death will be used.
The same will apply if any
unpaid sick leave has been
taken and the contractual
rate of pay is higher.
Plus
A tax-free lump sum equal
to the value of their pension
account will be payable.

Management colleagues

Not in any pension plan In the ‘Start’ section of the In ‘Step Up’ section of
pension plan pension plan

If the colleague is aged less
than 75 years, regardless of
their length of service, a
tax–free lump sum payment
equal to their current base
pay will be payable.
If the colleague is aged less
than 75 years, regardless of
their length of service, a tax–
free lump sum payment
equal to their current base
pay will be payable.
If they’re aged less than 75
years, regardless of their
length of service, a tax–free
lump sum payment equal to
five times their current base
pay will be payable.

Plus Plus

A tax-free lump sum equal A tax-free lump sum equal

to the value of their pension to the value of their pension
account will be payable. account will be payable.

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  Management colleagues who joined Asda before 2005 may also have a preserved
pension in the Asda Group Pension Scheme. This may provide an additional tax free
lump sum and dependant’s pensions.

 In a small number of cases the lump sum must be restricted due to tax regulations.

When all Death in Service additional payments and benefits have been processed the
People Manager or line manager must:

 End the employment of the colleague using the separation tile on Manager Self-Service,
selecting “Death” as the reason for leaving.
 The “last day worked” should reflect the last day any pay was accrued by the colleague,
and the effective date should reflect the date from which pay will stop and the
colleague’s employment will end (the next day).

Frequently Asked Questions

How can I support colleagues following the news?

It’s important to be sensitive, especially if there are some colleagues who are particularly
upset and need support. It may be appropriate to make a quiet area available where
colleagues can go to collect their thoughts. This room/area could also be made available for
any colleagues returning to work after the funeral.

Will colleagues be paid if they choose to attend the funeral?

The Bereavement Leave Policy will apply to anyone attending the funeral. They can use shift
swap, unpaid leave, authorised leave or holiday to allow them to attend or to take time off
to grieve.

Is there anything else to show the family that the colleague remains in our thoughts?
A card and/or flowers could be sent to the next of kin on the first anniversary of the death
and a book of condolence could be made to give to the family.

Where can a colleague get a blank Expression of Wish form from?

Blank forms are in the Death in Service policy toolkit, the pension plan booklets, on the
pension plan website at www.landg.com/asdapensionplan or can be requested from the
Pensions Team at Asda House.

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Last Update: August 2017