Overview
Voya Financial is a leading health, wealth, and investment company serving approximately 14.7 million individual, workplace, and institutional clients. When an account holder passes away, the estate representative or beneficiary must notify Voya and follow their specific process to transfer or close retirement accounts, such as 401(k)s, 403(b)s, and IRAs.
This guide covers Voya's estate services department (often referred to as the Plan Service Center for death claims), the step-by-step notification process, required documents, and realistic timelines for different account types. Voya operates in all 50 states, so state-specific probate requirements will affect your process if no beneficiary is named.
Voya provides a "Beneficiary Care Package" to guide claimants through the specific options available for their plan.
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 Voya Financial and consider consulting a qualified attorney.
Notification Process
How to Notify Voya Financial of a Death
Step 1: Gather Initial Information
Before contacting Voya, have the following ready:
- Decedent's full legal name and date of birth
- Date of death
- Social Security number
- Plan or Account numbers (if known)
- Your name and relationship to the decedent
- A certified copy of the death certificate (you will need to mail this later)
Step 2: Call the Plan Service Center
Contact Voya's team dedicated to beneficiary assistance:
- Phone: (800) 584-6001
- Hours: Mon–Fri, 8 AM – 9 PM ET
Note: Phone numbers may vary by plan. Check your plan documents or contact your employer's HR department for plan-specific contact information.
When you reach an agent, they will:
- Verify the decedent's identity
- Place a deceased flag on the account(s), which freezes automatic payments and online access
- Initiate the Beneficiary Care Package, which includes the necessary claim forms and outlines your distribution options
- Provide a case number or reference number — write this down
Step 3: Submit Required Documents
Once you receive the Beneficiary Care Package (usually via mail), complete the forms and mail them along with the death certificate to Voya's processing center.
{Reference the requiredDocuments section}
Mail to:
Voya Financial
Attn: Beneficiary Services
PO Box 990063
Hartford, CT 06199-0063
Overnight/Express Mail:
Voya Financial
Attn: Beneficiary Services
One Orange Way
Windsor, CT 06095
Step 4: Wait for Processing
After Voya receives your documents, expect:
- Document review completion: 1–3 business days (Voya is known for fast processing once documents are in good order)
- Follow-up if additional documents needed: 1–2 weeks
Step 5: Receive Funds / Transfer Assets
Once all documents are approved:
- Checks are typically mailed first-class from Boston within 3 business days of approval.
- Rollovers to an inherited IRA or another plan may take slightly longer depending on the receiving institution.
Required Documents
Documents Voya Financial 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 (original) |
| Beneficiary Claim Form | Included in the Beneficiary Care Package |
| Government-issued photo ID | Copy of driver's license or passport (often required for notarization) |
If There Is a Will (Testate Estate)
| Document | Details |
|---|---|
| Letters Testamentary | Issued by the probate court — if the estate is the beneficiary |
| EIN (Employer Identification Number) | For the estate, if opening an estate account |
If There Is No Will (Intestate Estate)
| Document | Details |
|---|---|
| Letters of Administration | Issued by the probate court — if the estate is the beneficiary |
| EIN | For the estate |
Small Estate (Below Probate Threshold)
| Document | Details |
|---|---|
| Small estate affidavit | State-specific — required if no beneficiary is named and estate is small |
Trust Accounts
| Document | Details |
|---|---|
| Trust Certification | If a trust is the named beneficiary |
| Trustee ID | Copy of the successor trustee's ID |
Account Types
How Voya Financial Handles Different Account Types
Retirement Accounts (401(k), 403(b), 457)
If you are a named beneficiary, probate is not required. You will complete the Beneficiary Claim Form to choose how you want to receive the assets (lump sum, installment payments, or rollover to an inherited IRA).
Timeline: 3–10 business days after receipt of forms
IRAs (Individual Retirement Accounts)
Similar to workplace plans, named beneficiaries claim assets directly. Spouses often have the option to treat the IRA as their own. Non-spouse beneficiaries must transfer funds to an Inherited IRA to maintain tax-deferred status (subject to the 10-year rule).
Timeline: 3–10 business days
Brokerage Accounts
If the account has a Transfer on Death (TOD) designation, assets pass directly to the beneficiary upon submission of the death certificate and claim form. If no TOD exists, the account must go through probate.
Timeline: 5–15 business days
Accounts with No Named Beneficiary
If the decedent did not name a beneficiary, the account generally defaults to the estate. This requires the executor to provide Letters Testamentary or Letters of Administration from the probate court.
Timeline: 3–12+ months depending on probate
State Considerations
How Your State Affects the Voya Financial Process
Voya Financial operates nationally, but probate is governed by state law. Your state determines:
- Whether probate is required (if no beneficiary is named)
- Small estate thresholds — estates below certain values can skip formal probate
- Community property rules — in the 9 community property states (AZ, CA, ID, LA, NV, NM, TX, WA, WI), a spouse may have rights to 50% of the account regardless of the named beneficiary
- Creditor claim periods — how long creditors have to file claims
Key State Variations
| State | Small Estate Threshold | Community Property? | Notable Rules |
|---|---|---|---|
| California | $208,850 | Yes | Spousal consent often required for non-spouse beneficiaries |
| Texas | $75,000 | Yes | Community property laws apply to marital assets |
| Florida | $75,000 | No | "Disposition of Personal Property without Administration" available for very small estates |
| New York | $50,000 | No | Voluntary Administration available for small estates |
For detailed probate requirements, see our state and county probate guides.
Timelines
How Long Voya Financial Takes to Release Funds
| Account Type | Estimated Timeline | Key Factor |
|---|---|---|
| Named Beneficiary (401k/IRA) | 3–10 business days | Fast processing once forms are received |
| Spousal Rollover | 5–10 business days | establishing new account takes time |
| Estate as Beneficiary | 3–6 months | Depends on court issuing Letters Testamentary |
| Small Estate Affidavit | 2–4 weeks | Voya legal review of affidavit required |
| Trust as Beneficiary | 2–4 weeks | Trust document review required |
Note: Voya is generally faster than many banks, often mailing checks within 3 business days of approving the claim forms.
Tips & Pitfalls
Common Pitfalls and Tips
Do Not Withdraw Funds Before Notifying Voya
Accessing the decedent's online account to withdraw funds after their death is illegal and can be considered fraud. Always follow the formal claim process.
Check for Multiple Accounts
The decedent may have had multiple accounts (e.g., an old 401(k) from a previous employer and a current one). Ask the representative to search for all accounts linked to the decedent's SSN.
Spousal Rights in Community Property States
If you are a non-spouse beneficiary in a community property state (like CA or TX), Voya may require the surviving spouse to sign a waiver before releasing 100% of the funds to you.
Keep the Case Number Handy
Voya assigns a case number when you first report the death. Keep this number safe and write it on all documents you mail to them to prevent delays.
Mail via Certified Mail
Always send original documents like death certificates via Certified Mail with Return Receipt. This provides proof of delivery and helps track sensitive documents.
Rollover vs. Lump Sum
Taking a lump sum distribution will trigger an immediate taxable event. Consider rolling the funds into an Inherited IRA to defer taxes. Consult a tax professional before selecting an option on the claim form.