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Kota Integration

Kota allows you to offer private medical insurance (PMI) to your employees directly through PayFit. With just a few clicks, you can compare plans, subscribe, and keep enrolments automatically up to date, without leaving PayFit.

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Written by Natalia McCall
Updated over a week ago

What is Kota?

Kota is a benefits platform that integrates directly with PayFit to help UK companies offer local PMI plans.

Through the integration, you can:

  • Compare PMI plans from Bupa and Vitality

  • Subscribe to a plan directly from PayFit

  • Automate monthly contribution syncing

  • Keep new joiners and leavers automatically updated

  • Give employees access to managing their own coverage and dependents through their PayFit Employee Space
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How to activate the Kota integration

You can activate Kota in the Integrations Hub see below:

Once activated, you’ll be able to browse plans, compare options, and start a quote.

Choosing your Kota benefits

You can choose your PMI plan directly within PayFit.

You’ll be able to:

  • Compare all available plans

  • View coverage and eligibility details

  • See which employees are eligible

  • Request pricing immediately

  • Book a call with Kota’s Health Insurance Expert /Health Insurance Consultant if you want help selecting the right plan

All quoting and subscriptions can be completed without leaving PayFit.

Which providers are available?

The Kota integration currently supports UK PMI plans from:

  • Vitality

  • Bupa

For more information, visit the Kota Hub.

How payments work

Kota handles payments directly with providers. PayFit retrieves the correct monthly contribution amounts and updates them automatically in payroll — including both:

  • Employee contributions, and
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  • Employer contributions

This ensures payroll accuracy every month.

How PayFit and Kota stay in sync

The integration keeps your data aligned through automatic nightly syncs, and you can also trigger updates manually at any time using the Sync now button.

During each sync, PayFit:

  • Sends company and employee details to Kota

  • Creates or updates employee profiles in Kota

  • Retrieves contribution amounts

  • Updates employee enrolment status in PayFit

  • Reflects any employee changes (new joiners, leavers, dependent updates, contribution changes)

Kota is the source of truth for policy membership and contribution values. Some updates occur across two sync cycles, which is expected behaviour.

Frequently Asked Questions

Why does the quote only include some employees?

Kota requires each employee to have:

  • A valid email address, and

  • A date of birth

If either is missing, the employee will not appear in your quote.

When are monthly contributions finalised?

Contribution reports are finalised on your cutoff date, which you’ll find under:

Benefits → Medical Insurance → Settings

  • For companies using “automatic payroll run”, the default cutoff is the day before payroll runs.
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  • You can change the cutoff date at any time.
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What happens when I offboard an employee in PayFit?

If the contract end date is today or in the future:

  • Sync #1: PayFit sends the offboarding request to Kota
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  • Sync #2: Once Kota confirms, PayFit updates the employee to “unenrolled” and removes contributions

If the contract end date is in the past:

Kota does not accept past-dated offboarding. Update the end date to today or a future date and wait for the next sync.

I cancelled an offboarding in PayFit — what happens now?

If the offboarding hasn’t yet been sent to Kota, it will be cancelled immediately.

If it has already been sent, PayFit will request a cancellation from Kota during the next sync.

A new employee joined — how soon will they show as enrolled?

The process completes over two syncs:

  1. First sync: PayFit creates or links employees in Kota
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  2. Second sync: PayFit updates the enrolment and retrieves contributions once the policy is assigned

It’s normal to see a short delay.

Why hasn’t enrolment updated immediately after making a change?

Most membership changes take two sync cycles to complete. This ensures Kota remains the source of truth for policy membership.

What if I update an offboarding date?

If both PayFit and Kota already have offboarding dates and they differ:

  • The outdated offboarding is cancelled in Kota

  • The updated date is sent during the next sync

No action needed on your side — PayFit handles this automatically.

Where can I find more information?

You can access detailed guides, policy information, and resources on the Kota Hub.

For help with plans, billing, or enrolment, contact: 📩 benops@kota.io

Is PayFit a benefits broker?

No. PayFit provides the platform and the integration. Kota is an Appointed representative of Innovative Risk Labs Ltd, which is authorised and regulated by the Financial Conduct Authority and will manage all broker activities and regulatory obligations.

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