How to streamline benefits administration for enhanced HR efficiency and employee satisfaction

May 5, 2025

Challenges

Employee help and manual tasks top list of HR issues¹

Integrating benefits and HR data is critical to enhancing HR efficiency and empowering employees to fully understand and utilize their benefits. To meet the needs of today's businesses and workforces, the right carrier partner will be invested in building connections to your HR platform to make administration easier. The right integration can deliver seamless administration along with better benefits and leave experiences when they matter most.

Benefit data integration allows information to be shared back and forth between an HRIS and an insurance carrier’s system. Connections enabled by APIs sync data quickly and automatically, saving HR time spent on fixing errors and manual processes.

Application programming interface (API) technology enables systems to connect so that changes made in one system or data set can be automatically and immediately reflected in a corresponding system. Unlike electronic data interchange (EDI) technology, APIs require no manual effort to produce and send, while remaining always up to date.

Employers say their top two reasons for investing in HR technology are:

cost savings¹

providing a better employee experience¹

HR still spends too much time on manual processes

The growing need for automation in benefits administration reflects demand from both employers seeking time savings and employees ready for better experiences. Manual processes slow down HR teams, lead to human errors and can distract from more strategic initiatives. Pain points for manual data entry and file feeds include plan set up, enrollment and eligibility, evidence of insurability (EOI), billing, portability and conversion. The impact of these manual processes on HR's ability to focus on strategic initiatives like employee engagement and organizational development.

These challenges can be addressed with the right technology

API-enabled integrations are key to alleviating administrative burdens and avoiding processes with repetitive tasks such as enrollment, eligibility verification and reporting. Leveraging benefits technology allows for increased accuracy, reduced errors, faster decision-making and more efficient resource allocation. By automating administrative processes including billing reconciliation, data entry and system synchronization, employers can reduce the risk of errors and minimize wait times for an optimized experience for HR and employees alike.

of employees say they value personalized digital experiences as they shop for, select, and use their benefits.¹

of employers would switch to a different benefits provider if their current provider wasn’t integrated into their benefits platform.¹

of employers agree on the importance of integrating HR and benefits data¹

Bottom line:
A proactive approach to automation will help HR teams manage administration more efficiently, without the errors or inefficiencies of manual or otherwise repetitive tasks.

Integrations

Unlocking the full potential of HR technology through seamless integrations

Despite investments in technology, many organizations still struggle to integrate their benefits systems with their Human Capital Management (HCM) platforms. This can result in siloed data and inefficient processes. Meanwhile, more traditional systems can face critical issues when managing modern benefits packages and responding to the diverse needs of employees.

of employers plan to invest more in data integration in some way.²

The value of seamless integration with leading HCM platforms:

Real-time data

A unified approach to benefits administration enables real-time data exchange, improving data accuracy and reducing administrative overhead.

Deeper connections

Integration of multiple HR functions such as benefits administration, HRIS and leave management enables a streamlined, experience that saves valuable time.

Streamlined approach

Simplify processes and enhance engagement by providing a frictionless experience for both HR teams and employees.

The opportunity: A fully integrated benefits journey

End-to-end integrations enhance the entire benefits journey, from enrollment to ongoing management. The right carrier will provide a simplified onboarding process, drastically reducing setup time for benefits and leave management, without the need for file feeds or SFTP testing. A streamlined enrollment is key: when employees can easily enroll in their benefits with embedded education and support, HR teams save time by eliminating manual data entry and configuration. Carriers that offer automated billing capabilities can eliminate reconciling invoices, ensuring all billing information is accurate through real-time data sharing. Fast, embedded evidence of insurability (EOI) is another integrated solution. While traditional paper applications can take weeks to process, an integrated EOI application can provide decisions almost instantly. Portability and conversion processes can also be greatly improved with integration. By pulling the necessary information automatically, these systems free HR from the burden of managing paper forms, file feeds or manual requests.

Finally, with integrated absence management and intermittent time tracking, HR teams can save time and reduce manual tasks by having requests, key dates and return-to-work processes automatically updated. Automated eligibility enables faster onboarding and claims processing, while real-time updates create consistency and centralize key information, including leave requests, approvals, leave dates and returns.

What does integrated HR data deliver?

Full-time salary Cost savings nearly equal to one full-time HR specialist salary*
93% EOI completion rate with 85% of employees receiving instant coverage decisions³
25 minutes saved per leave through seamless leave management³
4-6 hours saved monthly with streamlined billing³

*Based on a 2,500-life corporate firm example and industry average salary information

Employers who report more complete benefit data integrations cite significantly high satisfaction with the performance of their benefits programs.¹

Bottom line:
Choosing a carrier with robust end-to-end integrations can transform the benefits administration process, addressing key pain points and delivering more efficient, seamless experiences.

Innovation

The benefits of continuous innovation to meet ever-evolving needs

Embracing new technology is crucial for benefits carriers to remain competitive and meet the evolving needs of both employers and employees. By staying at the forefront of HR technology, carriers can ensure programs scale effectively while adapting to changing employee expectations.

How to spot innovative carriers in a crowded market
Here are four key things to consider when selecting a benefits carrier partner:

1. Market-leading integration capabilities
Employers should look for end-to-end integrations that enable the entire benefits journey, from plan set up to enrollment to ongoing administration.

2. Consistent investment in technology
A strong annual investment in technology enables industry leadership without the need to outsource development or support to third parties.

3. In-house expertise and consulting services
The availability of in-house experts means a carrier can support the technology and the customers who utilize it to ensure optimal system configuration and overall success.

4. Proven track record of scalability and strategic partnership
HCM platforms will often identify preferred partners through special designations, including certified integrations and approved solutions.

The ROI of an innovative benefits experience
An innovative benefits experience has a serious impact on the bottom line and helps you get the most out of your HCM investment. An optimally configured system and integrated benefits journey streamlines multiple HR processes, delivering cost savings and worker satisfaction.

303 hours saved in annual cost savings*
81 hours saved in absence management
18 hours saved in setup and enrollment
128 hours saved in evidence of insurability
48 hours saved in billing and reconciliation
28 hours saved in error reduction and streamlining

*Example based on a 1,000 person company. All data shown in this scenario is fictional and does not portray a specific customer or any specific customer data. Estimated costs are based on average Unum HR Connect customer experience.

Bottom line:
Choosing a carrier with a commitment to innovation is more likely to unlock smoother experiences and associated cost savings.

Ready for a better way to manage benefits?

Unum HR Connect is a secure, API connection between Unum and leading HCM platforms* that helps HR teams automate administration tasks, makes enrollment easier and transforms leave management, elevating the experience for employers and employees alike.

*HR Connect solutions integrate with Workday HCM, ADP Workforce Now^® and UKG Pro and UKG Pro Workforce Management^™. Solutions available per HCM partner vary.

Learn more about Unum HR Connect

1 Unum Market View: HR technology and benefits data integration.
2 LIMRA and EY: Harnessing Growth and Seizing Opportunity, 2023 Workforce Benefits Study (July 2023)
3 Unum internal data, 2023.