Background

A mid-sized employer with approximately 400 employees relied on Paycom for HR and payroll but lacked automated file feeds to transmit benefit eligibility data to multiple insurance carriers. This gap created administrative inefficiencies, increased the risk of enrollment errors, and caused delays in updating employee benefits across systems. To address these challenges, the company partnered with InteGreat Solutions to implement a manual, but highly reliable interim process that ensured accurate benefits data was delivered to each carrier while the client finalized future automation plans.

InteGreat Solutions stepped in to manage data extraction, formatting, and uploading activities for all carriers, while also performing new hire enrollments and terminations directly within the carrier portals.

Challenges

- The client did not have automated EDI feeds enabled between Paycom and carrier systems, requiring manual intervention to keep enrollment data current.

- Each carrier demanded data in unique reporting formats and templates, creating complexity and room for error.

- The HR team lacked the time and technical expertise to consistently pull reports, reformat data, and upload files to multiple carrier sites.

- Delays in updating benefits resulted in potential coverage gaps, billing issues, and compliance risks.

Manual Reporting & Data Management

To bridge the gap until automated feeds could be built, InteGreat Solutions developed a structured manual file process. This approach ensured carriers received complete and accurate information for all benefit-eligible employees:

InteGreat Solutions logged into Paycom on a set cadence weekly to run custom eligibility and enrollment reports. These reports captured key data points such as new hires, terminations, demographic changes, and benefit elections.

Every carrier required its own file structure. InteGreat Solutions created carrier-specific templates for:

- Medical

- Dental

- Vision

- Life/AD&D

- Disability

- Ancillary products

Reports from Paycom were cleaned, standardized, and converted into each carrier’s required format. This included restructuring columns, validating codes, correcting mismatches, and ensuring each file met the carrier’s data specifications.

The client created secure carrier portal accounts for InteGreat Solutions, enabling direct uploads into each carrier’s system. Files were uploaded with confirmations captured and reviewed to ensure successful transmission. Any error messages or carrier feedback were resolved promptly.

New Hire & Termination Processing

In addition to file uploads, InteGreat Solutions handled the manual entry of employee events directly in carrier portals:

New Hires

- Reviewed Paycom onboarding data

- Entered employee demographic and plan elections into the carrier sites

- Verified accuracy of coverage effective dates and plan selections

Terminations

- Processed terminations in each carrier system

- Updated coverage end dates based on company policy and Paycom data

- Ensured timely removal to prevent billing discrepancies

This hands-on support ensured that employee coverage remained accurate and compliant while reducing administrative burden for the internal HR team.

Results

Partnering with InteGreat Solutions significantly improved the company’s benefits administration despite the absence of automated file feeds:

- Eliminated data gaps by ensuring carriers received accurate and timely updates for all employee benefit changes.

- Reduced HR workload, allowing the internal team to focus on employee support instead of manual data processing.

- Improved compliance by aligning benefits effective dates, terminations, and enrollment changes across systems.

- Prevented billing errors by ensuring that carrier rosters matched Paycom records more consistently.

- Enhanced employee experience through accurate benefit enrollments and fewer issues related to coverage or delays.

Conclusion

InteGreat Solutions provided a critical bridge solution for the client’s benefits administration processes. By manually running Paycom reports, formatting data into carrier-specific templates, and uploading files directly into each carrier portal, the team ensured consistent, accurate, and timely benefit updates. The addition of hands-on new hire and termination processing further reduced errors and administrative strain.

This structured, reliable approach not only safeguarded the company from compliance risks and billing issues but also created a dependable process that will remain effective until automated file feeds are implemented. InteGreat Solutions delivered clarity, efficiency, and peace of mind during a high-risk phase of the client’s HR operations ultimately positioning the company for smoother, more scalable benefits administration in the future.