DEATH CLAIMS QUICK GUIDE
Deceased Claim application process:
1. Request LOA “(Deceased)”
Request a Letter of Amount confirmation, for submission to the Magistrate Office to
obtain a Letter of Authority:
Drop down on Employee menu to “Request LOA (Deceased) “
Note – The date of death is required to calculate balance due to
beneficiary.
2. Create Death Claim Applications
On the System the Employer will follow these options:
• Payouts
• Death Claim Applications
• Create new payout.
• Choose employee and Create application payout.
• General details> application type select termination payout.
• Application details > enter termination date, termination reason - select
deceased,
Payment to - select nominated beneficiary or appointed executor
administering the estate options.
Please take note of the documents required for nominated beneficiary option.
Please take note of the documents required for appointed executor
administering the estate option.
• Submit application:
Note, employee banking details are not required to be completed as
payment will be processed to the nominated beneficiary.
DOCUMENTATIONS REQUIRED TO PROCESS A DEATH CLAIM
1. Completed and signed Pro Rata application form (Annexure A.5) with a valid company
stamp.
2. Certified copy of the employee’s death certificate. The certified copy should not be
older than 3 months.
3. Certified copy of the deceased employee’s identity document or a certified copy of the
deceased’s employee’s valid Passport if he/she is a foreign national. The certified copy
should not be older than 3 months.
4. Certified copy of the Letter of Authority from the Magistrate’s Court. The certified copy
should not be older than 3 months.
5. Certified copy of the identity document of the person appointed by the Magistrate’s
Court as executor. The certified copy should not be older than 3 months.
6. Certified copy of a marriage certificate if the appointed executor was the spouse of the
deceased employee, if the executor is not the spouse of the deceased employee, an
affidavit is required from the person appointed confirming his/her relationship to the
deceased. The certified copy or affidavit should not be older than 3 months.
7. If an appointed executor was married to the deceased employee in a traditional
ceremony, an affidavit together with a certified copy of an identity document is required
from the deceased’s family member to confirm the relationship of the executor to the
deceased estate. The affidavit and certified copy should not be older than 3 months.
8. Recent six (6) months bank statement with a bank stamp of the executor appointed by
the Magistrate. The bank statements should be no older than 3 months.
Should an attorney be appointed to administer an Estate, the following documents are
required:
1. Per above bullet points 1 to 4 is applicable.
2. Letter from Law firm on its letterhead (clearly indicating both physical and postal
addresses) confirming attorney’s appointment; and
3. Employee estate count statement of the deceased. The bank statements should be
no older than 3 months.
Please be advised authentication of documentation executed outside of the Republic of
South Africa for the use within the Republic of South Africa is governed by rule 63 of the
Hight Court Rules and the provisions of The Hague Convention of 5 October 1961.
All documentation received for foreign nationals where documents have been issued
outside the Republic of South Africa must be authenticated / verified by A Notary Public
at that foreign country.
PROTECTION OF PERSONAL INFORMATION ACT
“In line with the Protection of Personal Information Act (POPIA), we are committed to
ensuring that all personal information is collected, processed, and handled in full
compliance with the legal requirements and our Data Privacy Policy. Our organization
takes the safeguarding of personal information seriously, and we have implemented
stringent measures to ensure that it is accessed, processed, and shared only for
legitimate and authorized purposes.
We have also established a Data Breach Policy, which outlines mandatory procedures
for identifying, reporting, and managing any incidents of unauthorized access, loss, or
compromise of personal information. In the event of such an incident, it will be promptly
reported to our IT and Risk & Compliance departments to ensure appropriate action is
taken as per regulatory requirements. We encourage all stakeholders to familiarize
themselves with our Data Privacy Policy and Data Breach Policy, which are designed to
protect the privacy and security of personal information.”
Should you require any further clarity on this process please send an email to
[email protected] for assistance.
