When a joint account owner requests updates to the signature card due to the death of another joint owner, do the following:

1. Verify the client(s) is an authorized signer and joint owner on the account. Obtain valid identification. 
2. Make a copy of the original certified death certificate.
3. Complete a new signature card indicating the surviving joint owner(s) as the only account owner(s) to ensure ACH items can post to the account. (Note: The Deceased flag causes all Automated Clearing House (ACH) items to reject posting to the account when a deceased client is listed as one of the account owners).
4. The signature card indicates "Name Change" as the reason for the revision.
5. Tell the client(s) to sign the card. Note: The client(s) may take the card from the office to obtain the remaining signatures.
6. Once the card is returned, verify all account owners have signed by comparing signatures to the card currently on file.
7. Place the copy of the certified death certificate with the daily work for imaging.
8. Submit the documents via eSign. 
9. Place the documents not submitted via eSign with the daily work for imaging following the Document Imaging procedures.

To release the funds from a joint account to one or more surviving joint owners on the death of a joint owner, do the following:

1. If the joint account holders want to maintain the account, the decedent must be removed as an owner. See Updating the Signature Card above.
2. Obtain the following documents:
   • Valid ID
   • Certified copy of the death certificate
3. Release the funds to the surviving joint owner(s).

Individual POD accounts that are paid to a funeral trust are covered here. 

To release the funds from an individual POD account (on the death of the owner), do one of the following:

1. If there is one surviving beneficiary:
   1. Obtain valid ID from the surviving beneficiary.
   2. Obtain a certified copy of the death certificate.
   3. Release the funds to the beneficiary.
2. If there are multiple surviving beneficiaries:
   1. Obtain valid IDs from the surviving beneficiaries.
   2. Obtain a certified copy of the death certificate.
   3. Release the funds to the beneficiaries in equal shares.
3. If one or more beneficiaries has died:
   1. Obtain valid IDs from the surviving beneficiaries.
   2. Obtain a certified copy of the death certificate of the decedent for the trustee.
   3. Obtain a certified copy of the death certificate of each deceased beneficiary.
   4. Release the funds to the surviving beneficiaries in equal shares.
4. If no beneficiaries survive the decedent:
   1. Obtain Letters of Administration.
   2. Obtain a certified copy of the death certificate of each deceased beneficiary.
   3. Release the funds to the owner's estate, making the check payable to The Estate of (owner's name), (estate representative's name), Executor

To release the funds from an individual POD account payable to a funeral trust (upon the death of the account holder), do one or both of the following: 

1. Release the funds to the funeral home (check made payable to the funeral home for the benefit of the trustee):
   1. Obtain the funeral expense invoice.
   2. Obtain a certified copy of the death certificate.
   3. Release the funds.
2. Release any remaining funds to the estate’s representative (for example: The Estate of (beneficiary's name), John Doe, Executor): 
   1. Obtain valid ID .
   2. Obtain Letters of Administration.
   3. Release the funds.

The following information applies to all three states (Florida, Alabama, Georgia). A successor custodian assumes responsibility for the account upon the death of the original custodian. If the original custodian did not name a successor custodian and the minor is over the age of 14, the minor may appoint a successor custodian who is an adult member of the minor's family, legal guardian, or a trusted company. If the minor is under age 14 and has a court-appointed legal guardian, the guardian may assume the role of successor custodian. If the minor does not have a court-appointed legal guardian, the court may appoint a successor custodian who is an adult member of the minor's family, a legal guardian, or a trusted company. Before a uniform transfer can occur do the following:

1. Obtain a death certificate for the original custodian. 
2. Verify the minor's age. 
   • If the minor is 14 or older and appointed an adult member of his/her family, execute a new Signature Card with the successor custodian signing the revised card.
   • If the minor is age 14 or older and did not appoint a successor custodian, a court order appointing a successor custodian is required to change the account.
   • If the minor is under 14 years of age and does not have a court-appointed legal guardian, obtain a court order appointing a successor custodian.
   •  If the minor is under 14 years of age and has a court-appointed legal guardian, the court-appointed guardian may assume the role of successor custodian. 
   • Verify the guardianship and execute a revised Signature Card.

If the personal representative for an estate dies, the court appoints a new personal representative.

When the beneficiary dies, to distribute funds, do the following:

1. Obtain the following: 
   1. Obtain valid ID from the new court appointed personal representative.
   2. Letters of Administration
   3. Certified copy of death certificate
2. Release funds to the estate (for example: check payable to The Estate of (Beneficiary's name), Jane Doe, Executor).

Guardianships are null and void at the ward’s death. If the guardian (ward) of a guardianship account dies, the court appoints a new guardian. DO NOT allow the guardian to use the account after the ward is deceased. 

If the ward of a guardianship dies, to distribute the funds, do the following:

1. Obtain the following documents:
   • Letters of Administration
   • Certified copy of death certificate
   • Valid ID
2. Release the funds to the ward's estate, making the check payable to The Estate of (ward's name), (estate representative's name), Executor.

When the custodian of a veteran account dies, the Veteran's Administration (VA) appoints a new custodian.

1. Obtain the following documents:
   • Letters of Administration
   • Certified copy of death certificate
   • Valid ID
2. Release the funds to the veteran's estate, making the check payable to The Estate of (veteran's name), (estate representative's name), Executor.

To release the funds from either a revocable trust (grantor) or irrevocable trust account on the death of a trustee, do the following:

• If the trustee is not the grantor:
  1. Obtain valid ID
  2. Obtain a certified copy of the death certificate
  3. Release the funds to the successor trustee as verified in the trust agreement
• If the trustee is the grantor:
  1. Obtain valid ID
  2. Obtain a certified copy of the death certificate
  3. If the trust was using the Social Security Number (SSN) of the deceased, obtain the Tax Identification Number (TIN) for the trust
  4. Release the funds to the successor trustee as verified in the trust agreement

To release the funds from a trust fund upon the death of a trustee, do the following:

1. Obtain valid ID.
2. Obtain a certified copy of the death certificate.
3. Release the funds to the successor trustee as verified in the trust agreement.

DEATH of Representative Payee

On the death or revocation of a Representative Payee, the Social Security Administration (SSA) appoints a new Representative Payee. Upon the death of the Representative Payee, the funds, after reclamation are remitted back to the SSA for reissuance. This will be the case if there will be a new Representative Payee assigned or if the Ward no longer requires a Representative Payee.

Do the following upon notification of the death of a Representative Payee:

1. Obtain a death certificate for the deceased.
2. Review the account for any holds or potential reclamation of funds.
3. Contact Call Me Direct (CMD) at ext. 397100.
4. CMD also reviews documentation to open a NEW account for the newly named Representative Payee if there is a request to do so.

Representative Payee CHANGES

The new Representative Payee must present a letter from the Social Security Administration (SSA) stating that they are the new Representative Payee. Contact Call Me Direct (CMD) at ext. 397100 must review this document before proceeding. Once advised by CMD, proceed with opening a NEW Representative Payee account.

Funds in the current (old) Representative Payee account are NOT to be accessed by the new Representative but will need to be remitted back to the SSA for reissuance.

Representative Payee is DISCHARGED

If the Ward is now able to handle their own funds they will present a letter from the SSA that clearly states this. Call Me Direct (CMD) at ext. 397100 must review this document before proceeding.

When notified of the discharge of a Representative Payee, do the following:

1. Establish a new account for the Ward.
2. Transfer funds from the OLD Representative Payee account to the NEW account.
3. Scan the letter from the Social Security Administration to the OLD Representative Payee account.

If the Ward (the Primary/Owner of the funds) of a Representative Payee Account passes away, the funds belong to his or her Estate.  The Representative Payee is no longer allowed access to the funds and once proper documentation has been provided (for example: Death Certification, Order of Summary, Letters of Intestate) the account can be closed. Consider potential Reclamation of Funds. Contact Call Me Direct (CMD) at ext. 397100 with questions. Ensure checks are made payable to the Estate of XXXX.

Any additional signer’s authority ceases at the death of the sole proprietor. Access to the account is only granted after the proper legal documentation has been provided. 

Once the proper documentation has been provided to access the account, do the following:

1. Place an alert message on the sole proprietor account indicating that any additional signer(s) no longer have authority over the account.
2. If you are presented with a Summary Order of Administration, follow the instructions in the court order. 
3. Obtain a copy of the Letters of Administration naming the personal representative of the estate.
4. Open an estate account. Refer to Fiduciary Accounts for information regarding estate accounts.
5. If the personal representative of the estate decides to continue to operate the business, do the following: 
   1. Update the account name to Estate of (deceased owner) DBA (name of sole proprietorship's business)

Death or resignation of the treasurer requires a new appointment form and signature card to be provided by the candidate naming the new treasurer.

Death or resignation of the treasurer requires a new appointment form and signature card to be provided by the committee naming the new treasurer.

Death of a signer requires a letter from the agency stating the new authorized signers and a revised signature card must be provided by the agency.

Other entities include:

• Associations
• Civic group
• Clubs
• Corporations
• Escrows
• IOLTAs
• Limited Liability Corporations (LLC)
  • Single Member LLC-Florida only-- If you have a business account that is a single member LLC—the appointed personal representative listed on the Letters of Administration can request to close the account and funds made payable to the estate along with death certificate. If the personal representative wishes to continue operating the account a revision is needed following business account revision procedures.
• Non-profit organizations
• Partnerships
• Professional associations
• Qualified Intermediary Escrows