How payroll integration works
200+ systems — ADP, Gusto, Paychex, Toast, and more.
You need to understand how your payroll system will handle Benefi deductions and enrollment changes. The good news: Benefi integrates with 200+ payroll systems, making benefits administration seamless for your HR team.
Standard payroll integration flow
Benefi connects directly to your existing payroll platform. Once connected, three key data flows happen automatically:
New hire enrollment. When you add an employee to payroll, they appear in Benefi's employer dashboard as enrollment-eligible. Your team reviews and approves enrollments based on your eligibility rules.
Deduction syncing. Benefi calculates the monthly premium based on your plan selections and employee count. These deductions sync to your payroll system before each pay run. Your payroll processes the deductions like any other benefit.
Termination updates. When an employee leaves and you remove them from payroll, Benefi automatically processes their coverage end date. No manual updates needed.
Major systems with direct integration:
- ADP (Workforce Now, RUN)
- Paychex Flex
- Gusto
- QuickBooks Payroll
- Paylocity
- Toast Payroll
- Paycom
- UKG (Kronos)
- Workday
- BambooHR
What if your system isn't listed?
Even without direct integration, Benefi works with any payroll system through standard file uploads. Your payroll team exports a census file (employee roster with eligibility dates), uploads it to the Benefi dashboard, and we handle the rest.
For manual systems, the process takes about 15 minutes per pay period. You'll receive:
- A deduction report showing amounts by employee
- Clear instructions for entering deductions
- Monthly reconciliation reports for your records
Timeline and setup
Initial integration typically takes 3-5 business days. Your implementation specialist handles the technical connection while your team focuses on eligibility rules and plan design.
After setup, the ongoing process is hands-off. Deductions flow automatically, enrollment updates sync in real-time, and your HR team gets back hours each month previously spent on benefits administration.
Most employers see their first successful payroll run with Benefi deductions within two pay periods of signing up.
Frequently Asked Questions
What employee information does Benefi need from our payroll system?
Benefi requires basic employee data including full names, hire dates, termination dates, and work status (full-time, part-time, or variable hours). We also need employee classification information to determine MEC plan eligibility. Social Security numbers and birth dates are collected during employee enrollment, not through payroll sync. Your payroll system shares this data automatically through the integration or via monthly census file uploads.
Can we test the payroll integration before going live?
Yes, Benefi provides a test environment during implementation. Your implementation specialist will run test deductions and enrollment scenarios to ensure data flows correctly between systems. We typically complete 2-3 test runs before processing your first live payroll. This testing phase is included in the 3-5 business day setup timeline and helps identify any configuration adjustments needed for your specific payroll setup.
What happens if an employee's deduction amount changes mid-month?
Deduction changes sync automatically when they occur. Common triggers include employees adding dependents, changing from Essential to Plus plans, or moving between employment classes. The updated amount appears in your next payroll run. For mid-cycle changes, Benefi prorates deductions based on the effective date. Your payroll team receives clear documentation of any changes before each pay period.
Do we need to change our current payroll schedule to work with Benefi?
No, Benefi adapts to your existing payroll schedule whether you run weekly, bi-weekly, semi-monthly, or monthly. Our system calculates the appropriate deduction amount based on your pay frequency. For example, if you pay bi-weekly, employees see their monthly MEC premium split across two deductions. The integration syncs deductions before each scheduled payroll run regardless of timing.
What if our payroll system goes down or has technical issues?
Benefi maintains backup processes for payroll disruptions. If your system is temporarily unavailable, we can provide manual deduction reports via secure email or your employer dashboard. Your team can process deductions manually for that pay period while system issues resolve. Coverage continues uninterrupted, and deductions resume automatically once your payroll system is back online. We also store deduction history to help reconcile any missed periods.