Short answer

To ensure third‑party claims and payments are accurately recorded in a Utah probate, the personal representative should follow a repeatable process: identify and notify creditors, require written proof of each claim, formally allow or disallow claims (or seek court guidance if disputed), record approved claims and payments in the estate inventory and accountings, keep supporting receipts/releases, and include clear entries in interim and final accountings submitted to the probate court. Good recordkeeping, timely action, and use of the court’s forms and procedures reduce the risk of accounting errors or disputes.

Detailed answer — step‑by‑step process under Utah procedures

1. Understand the governing law and court procedures

Probate in Utah is governed by state probate statutes and by local court rules. The Utah Courts website has practical information and probate forms; the Utah Legislature publishes relevant statutes on estates and probate (Title 75). Use those resources so filings match statutory and local requirements: Utah Courts — Probate How‑To and Utah Code — Title 75 (Estates & Protected Individuals).

2. Identify likely third‑party claimants early

Ask banks, creditors, service providers, contractors, medical providers, and anyone who had a relationship with the decedent to submit claims in writing. Review the decedent’s mail, email, and financial records to find recurring obligations. Document when and how each potential claimant was identified.

3. Give proper notice and collect written claims

Where required, send notice to known creditors and publish notice for unknown creditors according to the court’s directions. Require claimants to submit their claims in writing and include supporting documentation (invoices, contracts, admission or proof of debt, lien documents, court judgments, etc.). File copies of the notices and written claims with the court so the court file shows who was notified and what claims were presented.

4. Verify and classify each claim

For every submitted claim:

• Verify the claimant’s identity and the legitimacy of the debt (compare invoices to contracts, check for payment history, confirm secured versus unsecured status).
• Classify the claim as secured, priority (e.g., taxes), administrative, or general unsecured. Priorities affect whether and how the claim will be paid.
• Log the claim in a centralized creditor register (date received, claimant name, amount, basis, status).

5. Approve or dispute claims promptly

The personal representative should either admit (allow) valid claims and pay them from estate funds or formally object to invalid or disputed claims. If a claimant sues or files a petition, defend or negotiate in a timely way. When a claim is allowed by agreement or court order, file the allowance or stipulation with the probate court.

6. Make payments with clear documentation

When paying a claimant:

• Pay from the estate’s bank account so payments are traceable.
• Create a check stub or payment voucher that references the probate case number and the claim being paid.
• Obtain a written release, receipt, or waiver from the claimant that describes the claim paid and confirms satisfaction.
• Keep copies of canceled checks, bank statements, and digital payment records tied to the receipt or release.

7. Reflect claims and payments in court filings

Key filings where claims and payments must appear include:

• Inventory and appraisement — list estate assets and known liabilities as required by the court.
• Interim accountings — show receipts, disbursements, payments of claims, and the balance on hand. Each disbursement line should reference the claimant, the claim basis, and supporting documentation filed in the court file.
• Final accounting and petition for distribution — include a full list of allowed claims, payments made, and any unpaid or disputed claims. Attach copies of releases and relevant agreements.

Filing these documents places the record in the official court file and protects the personal representative by showing transparent administration.

8. Use court procedures when disputes arise

If a claim is disputed and cannot be resolved by agreement, ask the court to determine allowance, classification, or priority. File a petition or response asking the court to approve or disallow the claim, and include the evidence you relied upon. Obtain court orders that memorialize disputed claim resolutions and attach them to accountings and to the case file.

9. Maintain retention and an audit trail

Keep organized records for at least the period recommended by counsel or the court. Maintain a ledger showing each claim in chronological order with receipt dates, supporting documentation, the decision (allowed/disallowed), payment date, method, and release/receipt. This audit trail helps the court, heirs, and any subsequent auditors follow the administration.

10. Consider insurance and bonding

Ensure the personal representative has any required bond and consider errors‑and‑omissions coverage or fidelity bonds for larger or complex estates. Bonding and insurance minimize exposure and provide additional protection when mistakes or disputes occur.

Hypothetical example

Suppose a decedent owed a contractor $8,000 for roof repairs and a credit card company claims $4,200. The personal representative:

1. Requests the contractor’s written invoice and lien waiver; asks the credit card company for a detailed statement.
2. Classifies the contractor’s claim as unsecured unless a valid construction lien exists.
3. If valid and unpaid, approves the contractor’s claim, pays from estate funds, obtains a written receipt and lien release, and files a copy with the court.
4. Disputes any credit card charges that look incorrect; if disallowed, files an objection and waits for court resolution before paying.
5. Shows both the allowed payments and disputed items in the interim accounting submitted to the court, with attachments (invoice, release, objection).

Helpful hints — practical tips to avoid accounting problems

• Open a dedicated estate bank account immediately; never commingle personal and estate funds.
• Keep a running creditor ledger (spreadsheet or accounting software) with cross‑references to court filings and receipts.
• Require written claims and written releases; avoid paying claims based on oral requests only.
• Attach copies of invoices, lien releases, canceled checks, and receipts to any interim or final accounting you file.
• When in doubt about a claim’s validity or priority, ask the court for guidance—court approval limits later liability to heirs or beneficiaries.
• File proposed accountings early and give heirs notice; early transparency reduces surprise objections at the end of administration.
• Use the Utah Courts’ probate forms and follow local rules for document format and filing requirements: Utah Courts — Probate How‑To & Forms.
• Retain records for several years after closing the estate (consult counsel for specific retention guidance).

When to get help from an attorney

Hire a probate attorney if claims are disputed, if there are secured creditors or potential lien claims, if tax issues or complex priorities exist, or if the estate is large or contains business interests. An attorney will help ensure filings conform to Utah law and that the personal representative’s actions are protected by court orders where needed.

Resources & reference

• Utah Courts — Probate information, local forms, and how‑to guides: https://www.utcourts.gov/howto/probate/
• Utah Code — Title 75 (Estates & Protected Individuals): https://le.utah.gov/xcode/Title75/