Gratuity - Office of Administrator and Registrar General

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Death Gratuities

KEY STEPS, PROCESSES AND PROCEDURES

Receive official memo reporting the death from the deceased officer’s Ministry, Department, or Agency (MDA).
Verify that a valid death certificate is attached to the report.
Register the case in the Death Gratuities Register and assign a unique file number.
Record the file number on the death report and open a dedicated case file labeled with the relevant MDA.
Conduct a preliminary interview with the claimant to confirm eligibility to proceed.
Issue an official invitation letter scheduling the Committee interview and listing required documents.
Verify all documents presented by family members, including identification and proof of relationship.
Conduct a formal interview with the family before the Death Gratuities Committee.
Invite a close relative of the deceased to witness and validate the interview process.
Obtain a statement from the spouse or next-of-kin of the deceased.
Read the statement aloud for confirmation and clarification.
Secure signatures from the declarant, witnesses, and all Committee members.
Prepare recommendations for the award of death gratuities following the interview.
Forward recommendations to the Director General of the Human Resource Management Office (HRMO).
Dispatch copies of the recommendation to the Accountant General and Inspector General of Police.
Issue a copy of the recommendation to the next-of-kin for submission to the relevant MDA.
File all documents securely for official record-keeping.
Advise the family to return after two weeks to collect the Committee’s recommendation.