Overview
PenFed Credit Union (Pentagon Federal Credit Union) is one of the largest credit unions in the United States, serving over 2.9 million members with more than $35 billion in assets. Originally serving the military and defense community, PenFed now has an open charter. When an account holder passes away, the estate representative must notify PenFed and follow their specific process to transfer or close accounts.
This guide covers PenFed's Estate Accounts team, the step-by-step notification process, required documents, and realistic timelines for different account types. PenFed operates nationally, so state-specific probate requirements will affect your process depending on where the decedent lived.
PenFed offers a Secure Upload Portal to submit documents electronically, which can speed up the process compared to traditional mail.
This guide provides informational guidance only. It is not legal advice, and SwiftProbate is not a law firm. Laws and institutional procedures change — verify current requirements directly with PenFed and consider consulting a qualified attorney.
Notification Process
How to Notify PenFed of a Death
Step 1: Gather Initial Information
Before contacting PenFed, have the following ready:
- Decedent's full legal name and date of birth
- Date of death
- Social Security number
- Account numbers (if known)
- Your name and relationship to the decedent
- A certified copy of the death certificate (digital scan for upload or physical copy for mail)
Step 2: Contact the Estate Accounts Team
You can notify PenFed by phone or by uploading documents directly.
Option A: Call the Estate Team
- Phone: (571) 831-5340
- Hours: Mon–Sat, 8 AM – 8 PM ET
Option B: Online Upload
- Go to PenFed Secure Upload
- Select "Estate Documents" or "Death Certificate" from the document type menu (if available) or include a note.
When you notify them, they will:
- Verify the decedent's identity
- Place a deceased flag on the account(s), which freezes automatic payments and online access
- Provide a case number or reference number
- Explain which documents are needed based on account type(s)
Step 3: Submit Required Documents
You can submit documents via the Secure Upload Portal (fastest) or by mail.
Upload:
https://home.penfed.org/s/document-upload
Mail to:
PenFed Credit Union
Attn: Estate Services
P.O. Box 247080
Omaha, NE 68124-7080
Step 4: Wait for Processing
After PenFed receives your documents, expect:
- Initial review: 3–5 business days
- Document processing: 2–4 weeks depending on complexity
- Follow-up: They will contact you if additional forms (like the Estate Account Application) are needed.
Step 5: Receive Funds / Transfer Assets
Once all documents are approved:
- Beneficiaries: Funds are distributed via check or transferred to a PenFed account.
- Estates: Funds are transferred to a PenFed Estate Account (requires opening a new membership) or mailed as a check payable to the estate.
Required Documents
Documents PenFed Requires
The exact documents depend on account type, account value, and whether the estate is going through probate.
Always Required
| Document | Details |
|---|---|
| Certified death certificate | 1 certified copy (or clear digital scan for upload) |
| Government-issued photo ID | Of the person claiming the account (Executor/Beneficiary) |
| PenFed Estate Account Application | Required if opening an estate account (Form 20-EST) |
If There Is a Will (Testate Estate)
| Document | Details |
|---|---|
| Letters Testamentary | Issued by the probate court — appointing the Executor |
| EIN (Employer Identification Number) | For the estate (required to open an estate account) |
If There Is No Will (Intestate Estate)
| Document | Details |
|---|---|
| Letters of Administration | Issued by the probate court — appointing the Administrator |
| EIN | For the estate |
Small Estate (Below Probate Threshold)
| Document | Details |
|---|---|
| Small estate affidavit | State-specific form — check our state probate guides |
Beneficiary / POD / TOD Accounts
| Document | Details |
|---|---|
| Certified death certificate | Usually the only document needed |
| Beneficiary Claim Form | Provided by PenFed after notification |
| Beneficiary's ID | Copy of driver's license or passport |
Trust Accounts
| Document | Details |
|---|---|
| Trust Certification | Identifying the successor trustee |
| Successor Trustee ID | Government-issued photo ID |
| Certified death certificate | Of the deceased grantor/trustee |
Account Types
How PenFed Handles Different Account Types
Joint Accounts (JTWROS)
The surviving joint owner typically needs only a certified death certificate to have the decedent's name removed. The account usually continues in the survivor's name, or a new account is opened.
Timeline: 3–7 business days
POD (Payable on Death) / TOD (Transfer on Death) Beneficiary Accounts
Named beneficiaries claim funds with a death certificate and ID. PenFed will verify the beneficiary designation on file and distribute funds directly. No probate is required.
Timeline: 1–3 weeks
Trust Accounts
The successor trustee must provide the Trust Certification (or full trust document if requested) and death certificate. The trustee then manages the funds according to the trust terms.
Timeline: 2–4 weeks
Individual Accounts (Probate Required)
Accounts held solely in the decedent's name with no beneficiary designation require court-appointed Letters Testamentary or Letters of Administration. You will likely need to open a PenFed Estate Account (Form 20-EST) to collect the funds.
Timeline: 3–6+ months (depending on probate)
Retirement Accounts (IRA)
Named beneficiaries must complete an IRA Beneficiary Claim Form. Spouses have different rollover options than non-spouse beneficiaries.
Timeline: 2–4 weeks
Credit Cards and Loans
Credit card balances are generally the responsibility of the estate. PenFed will freeze the card upon notification. For auto loans or mortgages, contact the loan department immediately to discuss payment arrangements or insurance claims.
Timeline: Settled during estate administration
State Considerations
How Your State Affects the PenFed Process
PenFed operates nationally, but probate is governed by state law. Your state determines:
- Whether probate is required and how long it takes
- Small estate thresholds — estates below certain values can skip formal probate
- Community property rules — in states like AZ, CA, ID, LA, NV, NM, TX, WA, WI
- Creditor claim periods — how long creditors have to file claims
Key State Variations
| State | Small Estate Threshold | Community Property? | Notable Rules |
|---|---|---|---|
| Virginia | $50,000 | No | PenFed HQ state; strict probate rules |
| Maryland | $50,000 (w/o spouse) | No | Simplified probate for small estates |
| California | $184,500 | Yes | High threshold; complex forms |
| Texas | $75,000 | Yes | Independent administration is common |
For detailed probate requirements, see our state and county probate guides.
Timelines
How Long PenFed Takes to Release Funds
| Account Type | Estimated Timeline | Key Factor |
|---|---|---|
| Joint account | 3–7 business days | Quickest; just needs death cert |
| POD/TOD beneficiary | 1–3 weeks | Depends on beneficiary response time |
| Trust account | 2–4 weeks | Document review takes longer |
| Small estate affidavit | 4–8 weeks | Legal review of affidavit required |
| Probate (simple estate) | 3–6 months | Depends on court appointment speed |
| Probate (complex estate) | 6–12+ months | Disputes, taxes, or multiple assets |
| Retirement accounts | 2–4 weeks | Beneficiary forms required |
Note: Using the Secure Upload Portal typically results in faster processing than mailing documents.
Tips & Pitfalls
Common Pitfalls and Tips
Use the Secure Upload Portal
Mailing documents to the PO Box can add 1-2 weeks to the process. Use PenFed's Secure Upload Portal whenever possible for faster tracking and processing.
Do Not Use the ATM/Debit Card
Do not use the decedent's debit card or online banking credentials after death. This is considered unauthorized access and can be flagged as fraud.
Federal Benefit Reclamations
Social Security and VA benefits deposited after the date of death will be reclaimed. Do not spend these funds, as PenFed is legally required to return them to the government.
Estate Account Membership
To open an Estate Account at PenFed, the estate itself (represented by the Executor) must establish membership. This requires a separate application (Form 20-EST) and a valid EIN.
Keep the Case Number
When you first call the Estate Accounts team (571-831-5340), write down the case number. You will need this for all future calls and document uploads.
Automatic Payments
All automatic payments (utilities, subscriptions) linked to the decedent's individual account will stop once the deceased flag is added. Make alternative payment arrangements immediately.