Census data collection is one of the most critical, yet complex, tasks for TPAs each year. It requires precision, compliance, and collaboration with plan sponsors to gather, validate, and scrub essential employee information. Stax.ai CX revolutionizes this process by eliminating manual effort, reducing errors, and simplifying communication, making census season faster and less stressful for everyone involved.

Webinar Recording

On November 19, 2024, Naru (Founder and CEO of Stax.ai) hosted a Webinar demonstrating how TPAs can use Stax.ai CX to automate their Census collection and scrubbing process. Below is the recording of the webinar.

Why Is Census Data Collection Challenging?

• Plan Sponsor Resistance: Traditional methods rely on plan sponsors to fill out Excel templates or web forms, which are time-consuming and prone to errors.

• Manual Scrubbing: TPAs often spend hours validating and correcting data against plan provisions, leading to inefficiencies.

• Back-and-Forth Communication: Errors in submissions result in repeated exchanges between TPAs and plan sponsors, delaying the process.

• Plan Document Complexity: Accurate scrubbing requires detailed understanding and application of plan document provisions like eligibility, entry dates, and compensation exclusions.

How Stax.ai CX Simplifies Census Data Collection

Stax.ai CX streamlines the entire process by integrating automation, smart workflows, and AI-driven validation, ensuring accurate and timely census data collection.

Data Collection from Payroll

• Payroll API Integration: Effortlessly connect to over 200+ Payroll Integrations to automatically pull employee data, eliminating manual entry.

• Payroll Report Uploads: For plan sponsors not using integrated payroll providers, our document AI reads payroll reports in any format and maps fields based on plan-specific configurations.

Client Portal for Plan Sponsors

• Custom-Branded Portal: A seamless, user-friendly interface for plan sponsors to submit data and complete tasks.

• Preloaded Data: Load prior-year census data to minimize entry and simplify updates.

• Dynamic Tasks: Plan sponsors can easily update company details, ownership information, and family relationships.

Advanced Census Scrubbing

• Plan Document Validation: Automatically scrub census data against plan provisions, including eligibility, entry dates, and compensation definitions.

• Error Identification: Highlight inconsistencies like invalid SSNs, missing hire dates, or compensation discrepancies.

• Seamless Corrections: Allow plan sponsors to address straightforward issues directly through the client portal.

Data Review and Export

• TPA Review: TPAs can review flagged items and make necessary adjustments within CX or export data to Excel for further analysis.

• Plan Sponsor Review: When the TPA is ready, they can send the remaining items to the plan sponsor for review and corrections on the Client Portal.

• System Integrations: Directly transmit validated census data to FTWilliam.com, ensuring compliance and streamlining next steps.

Automation-Driven Efficiency

• Annual Questionnaires: Automate the collection of ownership, family relationships, and other key data.

• Task Automations: Trigger notifications, reminders, and follow-ups to ensure timely completion without the need for manual oversight.

Key Benefits of Stax.ai CX for Census Season

• Save Time: Automate repetitive tasks and reduce back-and-forth communication with plan sponsors.

• Improve Accuracy: Minimize manual errors with AI-driven data validation and scrubbing.

• Enhance Client Satisfaction: Provide plan sponsors with a modern, easy-to-use portal for seamless collaboration.

• Ensure Compliance: Validate census data against plan provisions to keep clients on track with regulatory requirements.