If you’ve suddenly found yourself the executor of a loved one’s Will and need guidance navigating this new role, we’re here to help. This article applies to anyone who is an estate administrator (were named the administrator by the court because no executor was listed) or the estate executor. Your responsibilities won’t begin until the Probate process starts. So, if your loved one suddenly passes, you still have time to mourn and handle their affairs before starting your executor tasks.
The following information can act as an estate executor checklist for Pennsylvania residents and provide you with additional information regarding your new role as executor.
Duties and Timeframe: Estate Executor Checklist for Pennsylvania Residents
This executor checklist will include a list of your responsibilities during the expected timeframe of your loved one’s passing. Please note that this is a general overview. Obligations and timing could be different for everyone. Contact a Pennsylvania estate planning and probate law firm to discuss your specific situation with an attorney.
Immediately After Their Passing
- Arrange for the funeral (if not already done)
- Prepare their estate if it’ll be unoccupied (secure any valuable items)
- Make arrangements for any pets
- Hold their mail at the post office or pick up it up daily
- Probate of the Will with the Register of Wills
- If there’s no Will, then file the Grant of Letters of Administration
Probating Documents
Make sure to bring the following documents with you when you begin to institute Probate proceedings.
- Original copy of the most current Will
- Any codicils to the Will (all original documents)
- Original documents of any Living Trusts
- Death certificate
- Decedent’s Social Security number (usually on the Death Certificate)
- A Valid ID for yourself
- A blank check for Probate Fees
The funeral home will provide you with a copy of the death certificate. Make sure to have duplicates. You’ll need it for Probate, filing life insurance claims, tax returns, accessing financial accounts, and notifying the Social Security Administration.
Other Important Documents
Not only will you need the above information for Probating the Will, but there are also additional documents you’ll need throughout the Probate process. Therefore, make sure to obtain original copies of all the below records.
- Life insurance policies
- Real estate deeds
- Retirement plans (401k, IRA, etc.)
- Credit card statements
- Unpaid medical bills
- Invoices for any debts owed (mortgage, vehicle, etc.)
- Federal and state income tax returns for the current year
Within 3 Months After Their Passing
- Obtain the estate tax ID number
- Notify all organizations about the person’s death
- Banks/credit card companies
- Employers
- Insurance firms
- Accountant
- File an estate notice with the Register of Wills (learn more here)
- Send announcements to all Will beneficiaries and heirs
- Include a certification to the Register of Wills within the notice
- Set up an estate account – you’ll use this account to make payments
- If possible, make an advance payment of Pennsylvania inheritance tax to receive a discount
- Verify the deceased’s insurance coverage
- Take an inventory of all assets
Within 6 Months After Their Passing
- Determine the total for all outstanding bills
- Debts
- Taxes
- Credit cards
- File an inventory list of all estate assets with the Register of Wills
Within 9 Months After Their Passing
- File the Pennsylvania inheritance tax return
- File the federal estate tax return
- File any other death tax returns in other states
- File final lifetime income tax returns, federal and state – due April 15, the year following their death
When You Can Distribute Estate Assets
Typically, distribution occurs after settling the death taxes, but you can also complete it after:
- The court approves the accounting
- The beneficiaries agree with the accounting and schedule of distribution
- You receive the receipt and release from each beneficiary
The Final Tasks – Typically Within 12 Months After Their Passing
- After completing the administration of the estate and distributing assets, you’ll need to:
- File any remaining federal and state income tax returns
- Give notice to the Register of Wills that the administration is complete
Your Next Steps
Although the above executor checklist for Pennsylvania residents is comprehensive, it doesn’t consider your unique situation. A local Probate attorney can help you fully understand your responsibilities and assist you in navigating the Probate process. Read this article that explains when you should use a Probate attorney.
Schedule Your Free Consultation
Auld Brothers Law Group is a Pittsburgh Estate Planning and Probate law firm whose team is familiar with Pennsylvania laws regarding Probate. Whether you are an executor or the courts chose you to be the estate’s administrator, we can help.
Contact us to discuss your current situation by scheduling a free 30-minute consultation.