Incomes Register FAQs

General information on the Incomes Register

What is the Incomes Register?

The Incomes Register is a national online database. It contains comprehensive information on individuals' wages, pensions and benefits. Data providers report individuals' earnings to the Incomes Register in real time, whenever a payment is made.

 Who will be using the Incomes Register?

Providers of earnings payment data
As of 2019, earnings payment data providers will include all employers, organisations, foundations, households that employ people, housing associations and other parties that have an obligation to report earnings payment data to any parties that use the Incomes Register.

Incomes Register data will be generated either by the data providers themselves or parties authorised by them, such as accounting firms or other partners to whom financial administration has been outsourced.

Providers of benefits and pensions data

As of 2020, benefits and pensions data will be provided by the following parties, among others:

    • Earnings-related pension providers
    • Pension funds and foundations
    • The Social Insurance Institution of Finland Kela
    • Unemployment funds
    • Non-life insurance providers
    • Life insurance providers
    • The Education Fund
    • Agencies and institutions overseen by the Ministry of Economic Affairs and Employment (including duties which will be transferred to the regional government)
    • The Insurance Centre (the Motor Insurers' Centre, the Patient Insurance Centre and the Pharmaceutical Insurance Pool)
    • Insurance funds
    • The State Treasury
    • The Farmers' Social Insurance Institution Mela
    • The Government of Åland and local authorities
    • The Åland Islands Labour and Student Services Authority
    • The Finnish Defence Forces
    • Some local authorities

Users of earnings payment data
During the first phase, i.e. as of 2019, earnings payment data will be used by the following parties:

  • The Finnish Tax Administration
  • Social Insurance Institution of Finland Kela

  • The Unemployment Insurance Fund

  • Earnings-related pension providers and the Finnish Centre for Pensions ETK

Users of earnings payment, benefits and pensions data
During the second phase, i.e. as of 2020, the
first-phase users will be joined by the following parties::

  • Statistics Finland
  • The Education Fund
  • Non-life insurance providers
  • Unemployment funds
  • Agencies and institutions overseen by the Ministry of Economic Affairs and Employment

  • Occupational safety and health authorities
  • Local authorities

Income earner
Income earners include natural persons as well as businesses
if they receive non-wage compensation for work, for example. Income earners
will be able to access their income information in the Incomes Register via an
e-service. For the first time, income earners will have a real-time overview of
their earnings payment and benefits data.

Incomes Register Unit
A unit of the Tax Administration that will be responsible for administering the Incomes Register.

 What kind of information will the Incomes Register contain?

Initially, as of 1 January 2019, the Incomes Register will contain information on wages and other earnings.

During the second phase, beginning in 2020, the Incomes Register will also contain information on any pensions and benefits paid.

A special income code system has been devised to determine the contents of the Incomes Register. The scope of the register takes account of the needs of all parties requiring the information. Information from the Incomes Register will only be disclosed to users who have the right to access the information in question on the basis of the applicable laws.

 How will the privacy of the personal
data held on the Incomes Register be protected?

The data contained in the Incomes Register will be stored and processed in a high-security environment.

 When will the Incomes Register be ready?

The Incomes Register and the associated services will be deployed on 1 January 2019. During the first phase, the Incomes Register will contain information on wages and other earnings. During the second phase, beginning in 2020, the Incomes Register will also contain information on any pensions and benefits paid.

Who will be able to access information about my income?

Public authorities and other users of the data will only be able to access the register entries to which they are entitled and which they need. The Incomes Register will not create any new rights to information. Information from the Incomes Register will only be disclosed if the user in question is entitled to the information on the basis of the applicable laws.

Each income earner will only be able to browse their own income information, or any information that they have been authorised to access.

Suomi.fi e-Authorisations

Why do I need Suomi.fi e-Authorisations for in the Incomes Register?

In the Incomes Register, you can with Suomi.fi e-Authorisations authorise another person or organisation to act on your behalf, either in the Reporting earnings payment data or the Browsing earnings payment data role. You will need an authorisation to use the e-service on behalf of another person. If you are using the interface to submit earnings payment reports, you will not need Suomi.fi e-Authorisations.

You can authorise someone for two roles: In the Reporting earnings payment data role, the assignee can maintain the assignor’s basic data and earnings payment reports, submit earnings payment reports produced by the assignor and request statements on behalf of the assignor.

In the Browsing earnings payment data role, the assignee can view the assignor’s basic data, earnings payment reports, statements on the assignor, messages sent and received by the assignor and archived documents.

When does Suomi.fi e-Authorisations become available?

Company signatories can assign companies or individuals to the Browsing earnings payment data and the Reporting earnings payment data roles from 8 August 2018, using the Suomi.fi e-Authorisations service: https://www.suomi.fi/e-authorizations-identification.

If you are a signatory for your company, you can use the Incomes Register e-service as your company’s representative. Your authority to sign for your company will be checked from the Business Information System or the Trade Register. Signatories can authorise companies or individuals to the Incomes Register Browsing earnings payment data and Reporting earnings payment data roles.

What is Suomi.fi e-Authorisations?

With Suomi.fi e-Authorisations you can reliably check a person’s or company’s authorisations and authority to conduct e-service transactions on behalf of another person or a company they represent, irrespective of time and place.

Can I authorise someone else to report data to the Incomes Register?

Yes, if you:

  • are a managing director
  • are a building manager with a right to sign for the company
  • are a signatory
  • have been given the authorisation by a managing director or signatory: the right to grant a mandate or the representative’s right to grant a mandat

Will Suomi.fi e-Authorisations enable conducting transactions on behalf of a decedent’s estate?

Currently, it is not possible to conduct transactions via the service on behalf of a decedent’s estate. For the representation of decedent’s estates, it is difficult to find up-to-date and accurate information on the parties to the estate, if the information has changed. In the Incomes Register, persons conducting transactions on behalf of a decedent’s estate must be given authorisations in Katso.

Identification

If someone doesn't have a personal identity code or doesn’t want to use their personal online banking codes to conduct company transactions (and they don't have a work mobile or a digital certificate card), what should they do?

If this person is a foreign national who doesn't have a Finnish personal identity code, they can sign into the Incomes Register using the Katso Identification System. To find out more, visit https://yritys.tunnistus.fi. If the person doesn't want to use their personal IDs and don't have a work mobile or a digital certificate card, they will not be able to verify their identity for the Incomes Register e-service.

Do I have to apply for a username and password for the Suomi.fi service, as for the Katso service?

You will use your own strong identification tools to verify your identity for the Suomi.fi service (online banking codes, mobile ID, digital certificate card (HST) and organisation certificate). A separate username and password are not in use.

Does Itella’s TYVI work with Suomi.fi e-Authorisations?

No, not at the moment.

Katso authorisations

Can I no longer use my Katso ID and if not, when will it finish?

The Incomes Register will use Suomi.fi e-Identification. The plan is to close down Katso by the end of 2019. Katso IDs will also expire by the end of 2019.

Do all clients’ Katso authorisations need resetting? If an accountant already has Katso authorisations, does it have to request clients for the authorisations (again)?

The Incomes Register uses new authorisations which are not available in Katso at the moment. The Incomes Register authorisations in Katso will be available in August 2018.

Will there be a transition period when the old and the new system are both working?

The plan is to close down Katso by the end of 2019. During the transition period, you may use authorisations both in Katso and Suomi.fi e-Authorisations because various e-services will launch Suomi.fi e-Authorisations at different times. However, please note that the Incomes Register will have new authorisation types for both services: Reporting earnings payment data and Browsing earnings payment data

For associations, can the person who currently has the powers to give Katso authorisations also give authorisations to others in Katso for reporting and browsing earnings payment data?

Yes. Use the identification in the Suomi.fi service and give authorisations in Katso.

If a foundation has Katso authorisations, will they work as before or do they need to be reset somehow?

The Incomes Register will use new authorisations: Reporting earnings payment data and Browsing earnings payment data. If the foundation is in the Trade Register, authorisations are given in Suomi.fi e-Authorisations.

If an association’s rules impose two signatories, how does the authorisation work? Do both signatories have to give authorisations?

Suomi.fi e-Authorisations does not currently support signatory rules which do not enable a sole signatory. Associations will not be able to use Suomi.fi e-Authorisations before the new register of associations is deployed. According to the information currently available, the new register will be ready at the end of 2019. Until then, associations will use the Katso identification methods.

Foreign organisations

How is a company given an authorisation if none of the company signatories have Finnish online banking codes? These may include foreign company branches, but also Finnish companies which belong to an international group.

There is a special procedure for foreign organisations that are not registered in the Trade Register, or where persons with the authority to sign do not have a Finnish personal identity code.

During the transition period, these organisations will use Katso IDs and Katso authorisations. This special procedure will apply until the corresponding procedures become available via the Suomi.fi service.

Which roles can I give authorisations for? Can Tax Administration roles be used to act on behalf of others in the Incomes Register?

You can give authorisations for two Incomes Register roles:

In the Reporting earnings payment data role, the assignee can maintain the assignor’s basic data and earnings payment reports, submit earnings payment reports produced by the assignor and request statements on behalf of the assignor.

In the Browsing earnings payment data role, the assignee can view the assignor’s basic data, earnings payment reports, statements on the assignor, messages sent and received by the assignor and archived documents.

Tax Administration authorisation codes will not be used in the Incomes Register.

Who has the right to authorise others to act on behalf of a company?

Authorisations can be given by the company’s Managing Director or his/her substitute or any official who has the right to sole representation as per the Trade Register. Authorisations can also be given by sole traders or any individuals whom one of the above has given the right to grant a mandate.

Can the managing director give an authorisation to one person in the company who is then authorised to give authorisations to others (as is possible now with Katso IDs)? In other words, the managing director only authorises one person, who then authorises all the others.

Yes. A managing director or someone else who has the power to authorise others can delegate the management of authorisations to an employee or a third party by granting them the right to grant a mandate.

Can the assignor and the assignee of the mandate independently cancel both the mandate to represent and the representative’s right to grant a mandate?

Yes, both can cancel a mandate.

Is it possible to give a general authorisation or do you always have to separately choose matters in which the assignor can authorise others?

You must always choose at least one matter which the agent is authorised to perform. The Incomes Register authorisation types are Reporting earnings payment data and Browsing earnings payment data.

Can a person who has been given the right to grant a mandate accept mandate requests submitted to the company?

Yes, a person who has been given the right to grant a mandate may accept mandate requests submitted to the company.

If I authorise a company to submit earnings payment data on my behalf, does the company then have to authorise each of its employees by using their identity codes?

Yes. You can authorise several people at the same time.

What does a suborganisation mean?

A company can use suborganisations to separate its departments or other business units from the main organisation. In this way, the organisation can give authorisations to certain employees in the suborganisations and, for example, keep earnings payment data management separate in a large company/other organisation. In Katso, the suborganisation data is added to the end of the business ID. A suborganisation can have a maximum of 20 characters (in Katso).

In Suomi.fi e-Authorisations, the suborganisation functionality will become available in late 2018. In Suomi.fi e-Authorisations, the suborganisation data is added to the authorisation code as a specifier.

Can an accounting firm draw up a power of attorney on behalf of a client which is then just approved by the client, as in Katso at the moment?

An accounting firm can create a mandate request for the client in Suomi.fi e-Authorisations and the client can then accept the request.

Can an accounting firm send Suomi.fi mandate requests in bulk? 

An accounting firm may send mandate requests to several parties at the same time.  The assignor can authorise several people at the same time (currently no more than 30 people). Once the mandate has been granted, the assignee can distribute mandates to represent to other parties in Suomi.fi e-Authorisations.

So, in the accounting firm the mandate concerning a certain company does not have to be assigned to an accounting firm employee, but the employee will automatically have the right to conduct the transactions for all companies that have given the mandate, as long as the employee has received the mandate to represent? 

Yes, that’s right. Provided that the accounting firm’s employee who has the right to grant a mandate has assigned the mandate to represent, and specifically the Reporting earnings payment data right, to the employee in question.

The accounting firm’s main assignor may then distribute authorisations to the staff, even all of them at the same time. But can the main assignor authorise all employees for all client companies, if the authorisation has been given to the main assignor in one go (or in suitable batches)? 

If a client company has given the accounting firm an authorisation, such as Reporting earnings payment data, and the accounting firm employee who has the right to grant a mandate has given the Reporting earnings payment data mandate to represent to all employees, then these employees can conduct transactions on behalf of the client company in question.

If other client companies later give the Reporting earnings payment data mandate to the accounting firm, the employees who already have this mandate to represent can automatically conduct transactions on behalf of the companies in question. A separate authorisation is not required.

How does a company give authorisations if it has ‘two together’ representation and not a managing director in the Trade Register?

In such a case, it is not possible to give authorisations. The company should change its articles of association so that it has at least one managing director who has been entered in the Trade Register.

Certificates and the technical interface

If the accounting firm uses the technical interface (using a certificate) to submit earnings payment data, will Suomi.fi e-Authorisations be needed at any stage?

To subscribe to a certificate, the accounting firm must access the Incomes Register e-service. Once it has received the certificate, the technical interface can be used without Suomi.fi e-Authorisations.

Certificates are mentioned in connection with the technical interface. Where do I get a certificate?

Applications for using the technical interface can be made via the Incomes Register’s e-service as of 1 November 2018. You subscribe for a certificate at the same time. On the basis of the certificate subscription, the technical contact person assigned by the organisation will receive the transfer IDs for requesting the certificate.

Can an accounting firm submit any client’s earnings payment report via the technical interface without authorisations and using only the certificate?

Yes, an accounting firm can submit any client’s earnings payment reports by using the certificate.

Who can subscribe for a certificate?

A certificate can be generated by a client who has signed a service contract for the use of the technical interface with the Incomes Register in the Incomes Register e-service.