1. Click the Benefits & Perks menu.
2. Under Benefits, click the Benefits Management submenu.
3. Click the Health Insurance tab.
4. Click the Configure Health Insurance button.
   • This triggers validation checks to ensure mandatory fields are populated within your Organisation settings. Any missing required fields will appear, which you can update in the Company Settings.
     
5. Read the terms and conditions, then click the Accept button.

   • When you accept, your company and employee data will sync over to Kota. Any sync issues will appear in a yellow banner, if there are any. You can click the View Issues button to see more details about them.
     

     • This will show a list of the affected employees and the data fields that need to be updated. You can click the View Issue button beside each employee. This will take you to their employee file, where you can make the necessary changes.
     • At least one employee has to be synced to be able to start the health insurance setup.

     

6. Under Available Plans, you can see the health insurance plans you can choose from. You will see initial details, like cover types and summaries.
7. After choosing a plan, select the Underwriting Type.
8. Choose whether to cover employee dependents.
9. Click the Continue button.
10. In the Inform Us About Your Employees and Company section:
    • Declare if you have an active health insurance policy in the UK, and if yes, when the next renewal date is.
    • Choose your company's industry.
11. Click the Continue button.
12. In the Review Employee Eligibility section, you will see all the employees eligible for your chosen health insurance.
13. Tick the checkbox for the Declaration, which confirms that all information provided is accurate.
14. Click the Continue button.
15. In the Send Your Configuration & Receive a Quote section, you will see a summary of the cover you selected, as well as the Statement of Needs and Demands.
16. Click the Get a Quote button to send your application details to your chosen insurance provider.
17. Proceed to Step 2 in this article.

1. Once you receive a quote from your chosen insurance provider, you can accept or reject it.
   • If you reject the quote, you will be returned to the Available Plans page (#6 in the Step 1 tab in this article). You can choose another option that best fits your needs, then go through the same steps afterwards.
2. Review the benefits summary, then add your bank details:
   • Account's legal entity.
   • Account number.
   • Account's sort code.
   • Signatory details: Name and email address.
3. Click the Accept Quote & Continue button.
4. The insurance provider will be notified that you have accepted their quote. They will send a contract via email to your nominated signatory, which usually takes three business days.

1. Your signatory will receive an email containing the contract, which they have to sign. After this, Kota will automatically reflect this update.
2. Then, you will see a confirmation containing the following:
   • Purchased policy.
   • Renewal date.
   • Cover details.
   • Insurer documents.
   • Enrolled employees.

You'll see a benefit category named Kota - [Provider Name] (for example, Kota - Allianz or Kota - Bupa) appear in Keypay. If your policy spans more than one UK tax year, two categories are created automatically — one for each year.

One benefit record is created for each enrolled employee. The record includes:

• The employer's estimated annual contribution for that employee (taken from Kota's policy data)
• The dates of the employee's coverage within the current tax year

If an employee's policy runs across two tax years, Employment Hero creates a separate benefit record for each year and links each one to the correct benefit category automatically.

• Hiring a new employee: Onboarding a new UK-based employee into your Employment Hero platform automatically creates them in Kota as well.
• Terminating an employee: Offboarding an employee from your Employment Hero platform also offboards them from Kota.

No. Health insurance management via Kota is only available for employees based in the UK.