Introduction

Employer-provided group life insurance is an ERISA-governed welfare benefit. When a loved one dies, locating the plan, getting the Summary Plan Description (SPD), confirming coverage, and meeting conversion/waiver deadlines are critical. This playbook gives scripts, templates, and step-by-step lookup guidance, plus how Sunset files claims and follows up at no cost to families. This material is informational and not legal advice. citeturn6search0

1) Requesting the SPD (script + email template)

ERISA entitles participants and beneficiaries to plan documents on written request. The plan administrator must furnish, within 30 days, the latest SPD and other governing instruments (e.g., insurance policy/certificate), or risk court-imposed penalties up to $110/day under ERISA §502(c)(1). Send requests to the “Plan Administrator” named in the SPD or on the Form 5500 (often the employer). citeturn3search8turn8search0

Key documents to request:

• Summary Plan Description (SPD) and any Summary of Material Modifications (SMM)

• Insurance policy/certificate booklet for group life/AD&D

• Claims and appeals procedures under 29 CFR 2560.503-1

• Evidence of coverage at date of death and any conversion/portability notices sent at termination or reduction

• Any waiver-of-premium (WOP) due-to-disability provisions and forms. citeturn7search0

Phone script (voicemail-friendly):

• “Hello, I’m [Your Name], beneficiary of [Decedent], former employee of [Employer]. I’m requesting, under ERISA, the group life plan’s SPD, insurance certificate, claims procedures, and any conversion/WOP notices. Please confirm the Plan Administrator’s mailing/email address for a written request. My call-back is [number]. Thank you.” citeturn3search8

Email template (paste into email; also send certified mail):

• Subject: ERISA document request for group life benefits (29 U.S.C. §1024(b)(4))

• To: Plan Administrator, [Plan Name] ([Employer EIN if known])

• “Pursuant to 29 U.S.C. §1024(b)(4), I request copies of: (1) the current SPD and any SMMs; (2) the group life/AD&D policy and certificate; (3) claims and appeals procedures; (4) evidence of coverage for [Decedent] at date of death; (5) any conversion/portability or waiver-of-premium notices issued. Please furnish these within 30 days. Failure to furnish may subject the Plan Administrator to penalties under ERISA §502(c)(1) (29 C.F.R. §2575.502c‑1). Please deliver PDFs by email to [address] and confirm receipt.” citeturn3search8turn8search0

2) Form 5500 lookup (step-by-step with “screenshot” callouts)

If the employer is large (generally 100+ participants in its welfare plan) or otherwise files, Form 5500 can reveal the plan administrator, plan number, and Schedule A insurance details (carrier and policy numbers). Smaller unfunded/fully insured welfare plans are often exempt. citeturn6search0turn6search2

Step-by-step (use your browser; no login needed): 1) Go to the DOL’s EFAST2 Filing Search and choose “Form 5500 Series Search.” [Screenshot: homepage with “Form 5500 Series Search” button]. citeturn0search0 2) Search by Employer/Plan Sponsor name or EIN. Use filters for plan year; welfare plan numbers typically begin at 501. [Screenshot: search fields; highlight Sponsor Name/EIN]. citeturn5search0 3) Open the most recent “welfare” filing (Plan No. 501–999). [Screenshot: results list with Plan No. column]. citeturn5search0 4) In the filing, note Part II (Plan Sponsor/Administrator) for addresses; Part I shows plan year. [Screenshot: Form 5500 main page scrolled to Part II]. citeturn0search1 5) Download any Schedule A attachments to identify the group life carrier, policy/contract numbers, and premiums/commissions. [Screenshot: attachment pane with “Schedule A”]. citeturn4search4 6) Decode “Plan Characteristics” on Line 8/9: welfare codes start with “4.” Life insurance is code 4B; dental 4D; death benefits 4L. [Screenshot: Line 8/9 with codes]. citeturn4search5 7) If nothing appears, the plan may be exempt (e.g., <100 participants and insured/unfunded) or filed under a different wrapped plan name. Try variations of the employer’s legal name and check prior years. citeturn6search2

Notes:

• You can search and download filings without credentials; the Portal also posts help for filtering and DCG filings. citeturn0search2turn0search5

• Filing due date is generally the last day of the 7th month after plan-year end (e.g., July 31 for calendar-year plans), with available extensions. citeturn0search3

3) 31‑day conversion and portability rules (what to look for)

Most states require at least a 31‑day window to convert group life coverage to an individual policy after employment ends or coverage reduces; many policies also permit “portability” (moving the group term policy to an individual term plan) on similar timelines. Some states extend or toll the period if timely notice isn’t provided. Always rely on the policy/certificate and state law where delivered. citeturn1search6turn1search7turn1search8

What to extract from the SPD/certificate:

• Conversion period: minimum 31 days after coverage ends/reduces.

• Portability option: whether available; deadlines and age limits.

• Notice rules: some laws extend the conversion deadline if notice is late; e.g., New York extends the window if notice is given more than 15 but less than 90 days after the event (with an outer cap). citeturn1search2

• Death during conversion period: many statutes require the group policy to pay the amount eligible for conversion if the insured dies within the conversion window, even if no application/premium was submitted. citeturn1search6

4) Waiver‑of‑Premium (WOP) due to disability

Group life often includes a WOP feature: if total disability begins before a specified age and continues through a waiting period, premiums are waived and coverage can continue without conversion. Look for: qualifying definition of “total disability,” age thresholds (often 60), maximum WOP duration (e.g., to age 65), notice/proof deadlines, and periodic proof requirements. Uniform standards and state statutes reflect these elements. citeturn2search1turn2search0

Operational points for beneficiaries/executors:

• If the decedent stopped working due to disability, check whether WOP was approved, pending, or never filed. Late-notice provisions may excuse delay if proof was not reasonably possible and is provided as soon as possible. citeturn2search1

• If the insured converted coverage but also qualified for WOP, some standards allow the insurer to pay “continued” life insurance and void the individual policy if returned. Confirm in the certificate. citeturn2search1

5) W‑2 Box 12 code C as a coverage clue

An IRS Form W‑2 with Box 12 code “C” shows the taxable cost of employer-provided group‑term life insurance over $50,000 for that tax year (for employees or former employees). This is a strong indicator that group life coverage existed and which employer sponsored it. Use it to target your SPD/5500 request. citeturn0search6

6) HR/Benefits outreach script (to confirm coverage and start a claim)

Target: the Plan Administrator or Benefits/HR contact listed in the SPD or on Form 5500.

Call script:

• “Hello, I’m [Your Name], beneficiary of [Decedent], SSN last four [____]. I’m calling about [Employer]’s ERISA group life plan. Could you please: (1) confirm the carrier and policy number; (2) send the claim packet and required proofs; (3) confirm whether any conversion/portability or waiver-of-premium applied at termination; and (4) provide the SPD and certificate if not already sent? I can email a formal ERISA 104(b)(4) request today.” citeturn3search8

Follow-up email (after the call): include your formal 29 U.S.C. §1024(b)(4) request (see Section 1) and attach the death certificate when asked. Keep a diary of dates; ERISA claims must be decided within specified timelines (for life insurance, generally within 90 days, with one 90‑day extension for special circumstances). citeturn7search0

7) Sunset’s free filing and insurer follow‑up (group life included)

Sunset’s automated tools help families find employer‑provided group life, submit claim forms, and follow up with carriers—alongside discovering other assets, generating probate paperwork for all U.S. counties, and consolidating funds into an FDIC‑insured estate account. Sunset is 100% free to families; we are paid by bank partners via interest on estate accounts, not by deducting from inheritances. Most families find all assets within a week. Security: SOC 2 Type II. citeturn1search0turn1search9turn1search10

How we help on employer group life:

• Identify the plan/carrier via payroll artifacts (W‑2 Box 12 C), HR portals, and Form 5500 Schedule A.

• Prepare and transmit claim packets and follow-ups to the insurer; track deadlines; coordinate with HR if employer certification is needed.

• Generate county‑specific probate documents as required and set up an estate account to receive proceeds. citeturn1search0

Get started: Sunset’s [life insurance search] tool finds individual and employer group policies (including group/voluntary life). We can file claims and keep you updated—at no cost. citeturn1search1

Quick evidence checklist (what to gather first)

Compliance timeframes snapshot

• Initial benefit decision for non‑health, non‑disability welfare benefits (e.g., death benefits): within a reasonable time, not later than 90 days after claim receipt; one 90‑day extension with written notice if special circumstances. Appeals must follow the plan’s full and fair review rules. citeturn7search0

• Document production: plan administrator must furnish requested SPDs and governing instruments within 30 days of a written request; courts may impose up to $110/day for failure. citeturn3search8turn8search0

Practical tips

• If the decedent died within the 31‑day conversion window, many statutes require the group policy to pay the amount eligible for conversion even if no application was filed—flag this in your claim cover letter. citeturn1search6

• If notice of conversion rights was not timely provided, some states extend the period (subject to outer limits). Cite the certificate and state law (example: New York extension rules). citeturn1search2

• Keep contemporaneous notes. ERISA time periods run from when a claim is filed under the plan’s reasonable procedures, regardless of whether the insurer has all information; the plan must toll only in narrow circumstances described in the regulation. citeturn7search1

How this playbook aligns with ERISA sources

• ERISA reporting/disclosure and SPD rights: 29 U.S.C. §§1021–1024; DOL Reporting & Disclosure Guide. citeturn3search3turn6search0

• Form 5500 search, Schedule A, and welfare coding: EFAST2 portal and DOL Schedule A instructions; IRS/DOL code lists. citeturn0search0turn4search4turn4search5

• Claims procedure timing: 29 C.F.R. §2560.503‑1. citeturn7search0

• Conversion/portability/WOP legal scaffolding: state statutes and Insurance Compact uniform standards. citeturn1search8turn1search6turn1search7turn2search1

• W‑2 Box 12 code C: IRS 2025 W‑2/W‑3 instructions. citeturn0search6

• Sunset’s free, automated estate settlement and life‑insurance claim support. citeturn1search9turn1search1