When an employee leaves your company, you should add an employment end date to their profile in Kota. This can be done manually, on the People page, or automatically via data sync if you’ve integrated your HRIS platform with Kota.
Once Kota receives a notification that an employee has left a company, their Kota account will be deactivated from the employment end date. In case they were enrolled in any benefits, we’ll inform the respective provider/s so their benefits can also be cancelled, effective from the employment end date.
Here’s how it will impact your billing:
Ireland
Ireland
Health
The leaver’s last month’s premium will be prorated. Considering that Kota charges on the 10th of every month, and that Irish Life Health usually takes from 1 to 5 working days to process a cancellation, in most cases the final reconciliation for your leaver’s premium will be made on the following month of their exit.
Pension
By default, Kota only charges full month pension contributions. Considering that Kota’s cut-off date for pension billing is the 10th of every month, if Kota is informed that an employee has left before the 10th of the month, Kota will charge a full month of pension contributions to both the employer and employee. Yet, if Kota is only informed on the 10th or after, no pension contributions will be charged at all.
If by any chance you’d like to contribute differently (less than one full month, or one full month for employees who leave after the 10th), please contact us in advance via chat or email so we can make those adjustments.
Life Assurance
The leaver’s last month’s premium will be prorated. Considering that Kota’s cut-off date for Life Assurance billing is the 10th of every month, if Kota is informed that an employee has left before the 10th of the month, Kota will charge the prorated premium on that same month’s invoice. Otherwise, that adjustment will be made on the following month’s invoice.
UK
UK
Health
The leaver’s last month’s premium will be prorated. Considering that Vitality’s cut-off date for billing is usually around the 14th of every month, if Kota is informed that an employee has left the company before that, Kota will charge the prorated premium on that same month’s invoice. Otherwise, that adjustment will be made on the following month’s invoice.
Pension
The leaver’s pension contributions will be charged by Kota on the 1st of the following month. The amount to be charged will match the one you have communicated to Smart Pension for the leaver’s last payroll - which can be one full month or less.