Data search for data users
You can search for and view data that your organisation has the right to access and you are authorised to view. You can search for data using search terms or references.
Retrieving the search result reports can take a while. If you start a search and go back to modify your search terms, the search already started is first processed to completion. The search made with the new search terms is started after the previous search is completed.
1. Select search terms.
- Mandatory search terms are preselected. Make your searches as refined as possible with more search terms.
- Your data user role determines which search terms are mandatory. The search terms you use can also affect which other search terms you can or must choose for your search. For example, if you select ‘Income type’ as a search term, you cannot select ‘No wages payable’ for the same search.
- You can remove search terms with the X button in the top right-hand corner. You can remove all search terms by selecting ‘Clear’.
2. Enter the required information in the search term fields and select ‘Search’. An error message is displayed if mandatory information is missing, or the information you entered is incorrect.
More detailed descriptions of the search terms can be found below.
‘Time range’ and ‘Type of time range’ are mandatory. Select the start and end date of the time range from the calendar. Also select the type of time range.
You can also add several time ranges by selecting ‘Add time range’. This refines the search. For example, if you select 1–15 October as the time range for the payment or reporting date and 1–20 October as the time range for the reception timestamp, reports whose payment date is between 1 and 15 October and that were received between 1 and 20 October will be searched for. Both time ranges must be found on a report for the report to be included in the search results.
- Default values: By default, the payment or reporting date is set as the time range.
- Reception timestamp: The time when the report was saved in the Incomes Register.
- Payment or reporting date: The payment date or reporting date entered in the report.
- Earnings period: The period entered in the report over which the income has been accrued.
- Period of absence (earnings payment report): An income earner’s uninterrupted period of absence entered in an earnings payment report.
- Reporting period (employer’s separate report): The calendar month entered in the employer’s separate report to which data is allocated.
- Combination search: wages and benefits: The combination search is only available to certain data user roles. If you select the combination search, the search term is the payment date on earnings payment reports, the reporting date on the employer’s separate reports, and the earnings period on benefits payment reports.
You can filter your search by entering an earner identifier.
Select the type of the identifier from the drop-down menu, such as personal identity code, and add the identifier. If you select ‘No personal identity code’ or ‘No business ID’, enter the person’s name and date of birth or the company’s name. For foreign identifiers, the country code must also be entered.
If you are searching for data with the income earner’s name, only reports with no income earner’s identifier entered are included in the search results.
Note! Searches are made per each report. For example, if a report without the income earner’s identifier, a second report with an identifier of the type ‘Other identifier’, and a third report with a Finnish personal identity code are submitted, the data user would need to make three searches to find all reports submitted on the one income earner and to gain an understanding of the income earner’s overall income.
You can also filter your search based on the income earner’s occupational class. Search results only include earnings payment reports. Add the occupational class type and identifier.
You can search for reports submitted to the Incomes Register on the basis of the report status.
- Valid: Search results only include reports that are valid. Cancelled reports or previous versions of corrected reports are not included in search results.
- All versions: Search results include all reports submitted to the Incomes Register, including cancelled reports and previous versions of corrected reports.
- Cancelled: Search results only include reports that have been cancelled in the Incomes Register.
If you do not select the report status as a search term, ‘Valid’ will be used as the default status
Type of report
You can filter search results by selecting the report types that you want to search for from the Incomes Register.
You can filter your search by entering the payer’s identifier type and identifier. Select the type of identifier from the drop-down menu and add the identifier. The search will cover the reports, on which the payer has been indicated as the payer, actual employer or substitute payer.
If you search for data with the income payer’s name, a report is included in the search results only if an payer’s identifier is not entered in the report.
You can also filter your search by selecting ‘No reports where the payer is a substitute payer’. The search will only cover the reports, on which the payer has been indicated as the payer or actual employer. Any reports, on which the payer is the substitute payer, will be excluded from the search.
You can filter your search by entering information about the insurance obligation, the earnings-related pension policy number or the occupational accident insurance policy number, or information about an earnings-related pension policy.
You can filter your search using the Incomes Register’s income types. Note! When you use the ‘Payments made’ search term, enter a time range that is as short as possible. If the search is too extensive, the search process is discontinued, and an error message is displayed.
Income types in earnings payment reports, benefits payment reports and employer’s separate reports
First select the report type you want to search for, e.g. earnings payment report income types. Then, add the income type code. Wage income types Benefits income types
You can also search for employer’s separate reports on which ‘No wages payable’ is entered.
Additional income type detail (benefits payment reports)
You can search for benefits payment reports that include one or more additional income type details. You can use this search term with or without an income type.
Searching for absence data
Absence data is searched for on the ‘Search terms’ tab. Absence data can only be searched and viewed with a certain data user role. Income data cannot be viewed when using the same role.
- In the ‘Selected search terms’ section, the mandatory search terms ‘Time range’ and ‘Payer’ or ‘Income earner’ are preselected. If necessary, refine your search by using the income status or type data, or the insurance data.
- Enter the payer or income earner identifier in the search terms. Select ‘Period of absence (earnings payment report)’ and enter the absence period start and end dates.
- Select ‘Search’.
- Select the reports with absence data entered from the search results.
Note! If you search with the period ‘Absence period’, only reports with absence data entered will be included in the search results. If you search with the period ‘Payment or reporting date’, reports on which no absence data is entered are also included in the search results.
When you select the ‘Reports with absence data’ reports, the report list will include the following:
- earnings payment reports with absence data entered
- earnings payment reports with the information entered that there was no absence data to enter, i.e. reports with time period for reporting absences entered.
You can search for reports submitted using the Incomes Register report reference instead of search terms.
- The Incomes Register report reference is a technical system reference in GUID format (e.g. 40c5d83b-b2f6-4f4c-8f95-51f9224c7388).
When using certain data user roles, the identifier of the payer or income earner must be given as a search term in addition to the reference.
If a report was cancelled, you cannot search for it with the reference, since the search results will only include the valid versions. If you want to see cancelled reports as well, use the ‘Search terms’ tab and change the ‘Status’ search term to ‘All versions’.
After entering your search terms, select ‘Search’. You will be forwarded to a page on which you can see a summary of reports matching your search. The page also displays the search terms used in the search.
The summary has the total numbers of different report types and reported income types. Types of income are broken down into the following specific items if the reports have the relevant data, and if the organisation’s data access rights permit it:
- the amounts of unjust enrichment and recovery reported, specifically for the type of income concerned, appearing under the income type
- under the recovered amount, the associated shares of tax withheld and tax at source.
The summary is only displayed if there are at most 2,000 search results. If there are more search results, the search terms must be specified. In this case, the first 2,000 reports found will be shown in search results, arranged from the newest to the oldest.
Reports are grouped according to the report type. You can start viewing reports by selecting a row.
Reports are listed from the latest to the oldest. You can change the order by clicking the column header.
By selecting a row, you can start viewing a single report.
When you return to the search results after viewing a report’s data, the row of the already opened report highlighted in blue and in italics. The highlighting is session- and role-specific. If you close your browser or change the data user role, the highlighting is removed.