Short Answer

In North Carolina, the personal representative must file an inventory of the estate’s assets within three months of qualifying and then file annual accounts if the estate stays open beyond one year, followed by a final account when ready to close. Life insurance is listed only if it’s payable to the estate; policies payable to a named beneficiary are generally not inventoried. Each decedent’s estate is separate, so your mother’s filings are distinct from your grandfather’s. File with the Clerk of Superior Court in the proper county.

Understanding the Problem

You’re serving as the personal representative in North Carolina and need to complete and submit the inventory and accounting forms for your mother’s estate. You want to know what to file, when to file it, how to handle life insurance, and where to file—especially because your mother’s estate is legally separate from your grandfather’s and you might need to file in another jurisdiction.

Apply the Law

North Carolina requires a personal representative (executor or administrator) to file a detailed inventory of the decedent’s assets and then account for all receipts, disbursements, and distributions until the estate closes. The Clerk of Superior Court oversees these filings. The inventory is due within three months after qualification. If the estate remains open beyond a year, an annual account is due; a final account is required to close the estate. Valuations on the inventory are as of the date of death. If you later discover assets or need to correct values, you file a supplemental inventory or report the change on the next account as directed by the clerk.

Key Requirements

• Timely inventory: File the Inventory for Decedent’s Estate within three months of qualification; ask the clerk for an extension if needed and justified.
• Proper asset classification: Include only probate assets the personal representative controls; note that assets passing directly to others (like life insurance with a named beneficiary) are generally not inventoried.
• Date-of-death values: Use fair market values as of the date of death; attach appraisals or statements where appropriate.
• Supplemental reporting: If you find new assets or need to correct descriptions or values, file a supplemental inventory or disclose on the next account per the clerk’s guidance.
• Annual/final accounts: If the estate stays open beyond one year, file an annual account; file the final account to close once debts are paid and distributions are complete.
• Support for entries: Keep vouchers, bank statements, receipts, and beneficiary receipts; the clerk audits accounts and may require verification.
• Separate estates stay separate: Your mother’s estate files its own inventory and accounts; your grandfather’s estate has its own filings.

What the Statutes Say

• North Carolina Gen. Stat. § 28A-20-1 (Inventory due) – Inventory must be filed within three months after qualification.
• North Carolina Gen. Stat. § 28A-20-3 (Supplemental inventory) – File when new assets are found or descriptions/values need correction.
• North Carolina Gen. Stat. § 28A-21-1 (Annual accounts) – Annual accounting is required if the estate remains open more than one year.
• North Carolina Gen. Stat. § 28A-21-2 (Final accounts) – Sets deadlines and rules for final accounting and closing the estate.

Analysis

Apply the Rule to the Facts: Because your mother’s estate is separate from your grandfather’s, you will file an inventory and accounts only for your mother’s assets and transactions. List life insurance on your mother’s inventory only if the policy is payable to her estate; if it names a beneficiary, you generally do not include it. If your mother received (or became entitled to) life insurance as a beneficiary of your grandfather’s policy before she died, those proceeds become part of your mother’s estate and are reported as cash or an account on hand.

Process & Timing

1. Who files: The personal representative (executor/administrator). Where: Clerk of Superior Court in the North Carolina county where your mother was domiciled at death. What: Inventory for Decedent’s Estate (AOC-E-505) for the inventory; Annual/Final Account form for the accounts; attach statements, receipts, appraisals, and beneficiary receipts. When: Inventory within three months of qualification; annual account if the estate remains open beyond one year; final account after debts are paid and distributions are complete.
2. After you file, the clerk audits for completeness and proof (vouchers, statements). If anything is missing, the clerk will request corrections or additional documents. Review time varies by county and file complexity.
3. Once the clerk approves the final account, the clerk enters an order closing the estate and discharging you from further duties (and releases the bond if one was required).

Exceptions & Pitfalls

• Life insurance classification errors: Do not list policies payable to a named beneficiary on the inventory; do list policies payable to the estate. If your mother became entitled to proceeds as someone else’s beneficiary before she died, treat those proceeds as assets of her estate.
• Mixing estates: Do not combine your mother’s assets or transactions with your grandfather’s filings; each estate has its own case, inventory, and accounts.
• Missing support: Keep and file vouchers, bank/brokerage statements (covering date of death through the accounting period), receipts, and signed beneficiary receipts; the clerk audits and may reject unsupported entries.
• Not updating asset lists: If you discover a new asset or need to correct a value or description after filing the inventory, file a supplemental inventory or disclose the change on the next account as the clerk directs.
• Venue and ancillary administration: File in your mother’s North Carolina domicile county. If she owned real property in another state, you may need ancillary administration there. If she was a nonresident with North Carolina assets, you may need ancillary administration in North Carolina.
• Deadline enforcement: If you miss the inventory or accounting deadlines, the clerk can order you to file and may impose sanctions, including removal; request extensions in writing when needed.

Talk to a Probate Attorney

If you’re preparing an inventory and accounts or are unsure how to classify life insurance, a North Carolina probate attorney can help you understand your options and timelines. Reach out today to discuss your filing strategy and deadlines.

Disclaimer: This article provides general information about North Carolina law based on the single question stated above. It is not legal advice for your specific situation and does not create an attorney-client relationship. Laws, procedures, and local practice can change and may vary by county. If you have a deadline, act promptly and speak with a licensed North Carolina attorney.