What initial duties must an administrator complete within statutory deadlines after qualification in a North Carolina probate estate?

Once the clerk of superior court qualifies you as administrator, that date triggers critical statutory timelines for gathering and reporting estate assets. Under N.C. Gen. Stat. § 28A-13-3, you have three months from qualification to prepare and file an Inventory and Appraisement listing every asset owned by the decedent at the time of death. That includes bank accounts, vehicles, real property, life-insurance proceeds payable to the estate, and personal belongings in the home. You must obtain bank statements from the date of death through account closure and the original signature card showing how each account was titled.

At the same time, you publish Notice to Creditors in a newspaper of general circulation. N.C. Gen. Stat. § 28A-19-3 requires that notice to run once a week for three consecutive weeks. Known creditors must receive written notice even if they don’t respond to the newspaper advertisement. After the first notice, creditors get three months to file claims against the estate. Any late claims lose priority rights.

During this period you can open an estate checking account under an IRS tax identification number obtained via Form SS-4. Deposit funds from closed personal accounts, insurance checks, sale proceeds, and reimbursements for estate expenses you advance. Keep monthly account records for a self-audit of funds in and out. If you complete collection, claims settlement, and distribution within one year, you file a Final Account under N.C. Gen. Stat. § 28A-20-2. Otherwise, you file annual accounts until closing.

Because every county clerk’s office maintains slightly different procedures, check with your local county clerk for filing requirements. You may also review similar probate Q&A on reimbursement procedures here for guidance.

As administrator, you may advance funds for estate-related costs such as utility shut-offs, home cleaning after a decedent’s passing, vehicle title transfers, cremation fees, or tax filings. Under N.C. Gen. Stat. § 28A-21-1, you can seek reimbursement for any “reasonable and necessary” expense paid personally on the estate’s behalf. To secure reimbursement:

1. Keep detailed receipts or invoices showing the service, date, and amount paid.
2. Document how each expense benefited the estate—for example, a receipt for full-service cleanup of a residence where the decedent passed away.
3. Obtain corresponding account statements if payment came from a credit card or bank account to corroborate the transaction.
4. Submit copies of the receipts and statements to your attorney for review and inclusion in the estate accounting.

For life-insurance or retirement checks made payable to the estate, you may need certified copies of the qualification order. Those proceeds go into the estate account and fund reimbursement requests. When claims and administrative expenses are approved, you list reimbursements in your monthly or final accounting. Accurate records avoid personal liability and ensure distributions to heirs comply with N.C. Gen. Stat. § 28A-20-1 on distribution priorities.

Review our detailed guide on executor expense reimbursement for more examples and tips: How do I get reimbursed for executor expenses in a North Carolina probate estate?