If an employee is leaving the company, you should deactivate them from Kota to remove them from any benefit they might have enrolled in. It's also worth noting that deactivation can result in additional fees if the person is in the middle of an annual policy - learn more about cancellations here.
Below you can find the steps to follow to remove employees from Kota, depending on whether you've integrated your HRIS with Kota or not.
My HRIS is integrated with Kota
My HRIS is integrated with Kota
If you have an HRIS integration, there's no need to delete an employee directly on Kota's platform. In fact, you cannot do so on Kota, as the HRIS is considered the source of truth. Therefore, you'll need to remove this employee from your HRIS, which will automatically delete this person from Kota too.
Which actions on HRIS can cause employee deactivation in Kota?
deleting the employee
terminating the employee
any other action which causes the employee’s current employment to be in an “inactive” state
What if the termination date is in the future?
The removal from Kota will be performed on the termination effective date.
I have no HRIS integration
I have no HRIS integration
As seen on the video tutorial above, you should go to the People page of your employer account and select the person in question by clicking on the pencil icon on the right hand. On their profile, click on 'Deactivate' and confirm this action. In case your employee was enrolled in any benefits, you'll be required to add the reason for deactivation and its effective date.
When confirmed, they'll be completely removed from your organisation and their plan. The change will be reflected in your invoice the following month. We won't keep charging you for people you don't have.
Once you've confirmed the employee's end date on your integrated HRIS or directly in Kota, we will liaise with the providers so any enrolled benefits are cancelled from that end date.
⚠️ UK Pension If your employee was autoenrolled in UK Pension, aside from the steps described above, you'll also need to log in to your Smart Pension account and, on the Employees page, set up the end date for that employee in question.
The steps described here will delete your employee from Kota and cancel all their benefits. If you'd just like to remove someone from a benefit but keep them on Kota as an active member of staff (e.g. employee A is added to health and pension benefits, but they’d like to cancel their healthcare and keep their pension), please contact us at [email protected].