Authorisation

The Katso-service will go out of use

The Katso service will go out of use at the end of 2020. Make the change from Katso authorisations to Suomi.fi authorisations.

Read more: Katso service to go out of use – Suomi.fi authorisations available to new users

General information about authorisations

What is an authorisation?

An authorisation means the right to act on behalf of another party in certain matters. For example, a company can authorise a person or another company to act on its behalf in the Incomes Register's e-service. Authorisations are granted in the Suomi.fi e-Authorisations service. Katso authorisations will go out of use on 31 December 2020.

What are authorisations needed for?

Authorisations are needed in the Incomes Register's e-service when a person or a company would like another person or a company to act in the Incomes Register’s e-service on their behalf.

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

Persons who may grant authorisations for acting on behalf of a company include a Managing Director who has been entered in the Trade Register or the Managing Director's substitute or an official with the right to sole representation. An entrepreneur or an individual whom one of the above has given the right to grant authorisations is also able to grant authorisations.

Read more: Businesses: authorise parties to use the Incomes Register’s e-service

Who can act as a company's representative in the Incomes Register?   

It is possible to act in the Incomes Register in the name of a company or an organisation without a separate authorisation if the data provider has been designated in the Trade Register or the Business Information System (YTJ) as having an official role in the company or organisation in question, or the data provider has been e-authorised by an authorised signatory of the company or organisation to act on behalf of the company or organisation in a specific e-service.

Acting on behalf of a company is possible with the following official roles:

  • Managing Director
  • Substitute for the Managing Director
  • Chairman of the Board
  • Member of the Board
  • Liquidator
  • Building Manager, if they are an authorised signatory
  • Full-time Building Manager, if they are an authorised signatory
  • Entrepreneur
  • General Partner (limited partnerships)
  • Partner (general partnerships)
  • Authorised, i.e. a person who has the right to represent the company according to the company’s articles of association

An official role is a position of trust and it gives a person certain responsibilities and obligations within a company or an organisation. Every time someone uses the data, a log entry is created, and, if it so wishes, a company can order an access log report. In accordance with the Limited Liability Companies Act, a board member has the right, as a representative of the company, to process data maintained by their company. In terms of the payments made by the company, the company is a data controller and it is, for its part, responsible for the safe processing of data.

The representative of a company can process the company's personal data only to the extent that is necessary in order to take care of and monitor the company's obligations. The company must operate in such a way that personal data is not processed unnecessarily.

Can the assignor and assignee revoke an authorisation independently of each other?

Yes, they can. Either party can cancel an authorisation in the Suomi.fi e-Authorisations service.

A company switches over to another accounting firm. Will the new accounting firm be able to see the reports that the previous accounting firm submitted on behalf of the customer company in the Incomes Register?

An authorisation concerns the data of a specific company or person. The new accounting firm that has been authorised with the authorisation codes used in the Incomes Register can browse the earnings payment reports produced by the authorising party, i.e. also those reports that were submitted by the previous accounting firm.

The new accounting firm, authorised with the authorisation code Reporting earnings payment data, can maintain and submit the earnings payment reports produced by the authorising party, i.e. also those reports that were made by the previous accounting firm. The data submitted by the company will be stored in the Incomes Register for 10 years counting from the beginning of the year following the year the data was saved. The data submitted to the Incomes Register can be corrected as long as it is stored in the Incomes Register.

Authorisation codes

What is an authorisation code?

An authorisation code determines the contents of an authorisation.

The authorisation codes for earnings payment data are

  • Browsing earnings payment data
  • Reporting earnings payment data.

The authorisation codes for benefits payment data are

  • Browsing benefits payment data
  • Reporting benefits payment data.

Only benefit payers need the authorisation codes for benefits. Benefit payers include, for example, Kela and earnings-related pension providers.

Read more: The scope of a user’s authorisation depends on their authorisation code

What am I allowed to do with the authorisation Browsing earnings payment data?

This authorisation allows you to browse the following items related to earnings payment data:

  • the assignor’s basic data
  • earnings payment reports and employer’s separate reports produced by the assignor
  • transcripts concerning the assignor
  • messages sent and received by the assignor
  • the assignor’s archived documents.

What am I allowed to do with the authorisation Reporting earnings payment data?

This authorisation allows you to do the following things related to earnings payment data on behalf of the assignor:

  • maintain the assignor’s basic data, earnings payment reports and employer’s separate reports
  • submit earnings payment reports and employer’s separate reports produced by the assignor
  • request transcripts concerning the assignor
  • send messages.

This authorisation also contains the authorisation Browsing earnings payment data.

What am I allowed to do with the authorisation Browsing benefits payment data?

This authorisation allows you to browse the following items related to benefits payment data:

  • the assignor’s basic data
  • benefits payment reports produced by the assignor
  • transcripts concerning the assignor
  • messages sent and received by the assignor
  • the assignor's archived documents.

What am I allowed to do with the authorisation Reporting benefits payment data?

This authorisation allows you to do the following things related to benefits payment data on behalf of the assignor:

  • maintain the assignor’s basic data and benefits payment reports
  • submit benefits payment reports produced by the assignor
  • request transcripts concerning the assignor
  • send messages.

This authorisation also contains the authorisation Browsing benefits payment data.

Is it possible to just grant a general authorisation or is it always necessary to choose from the authorisation codes?

There is no general authorisation available in the Incomes Register. You must always select at least one authorisation code with which you wish to authorise another person or a company.

Suomi.fi authorisations

Who can authorise in the Suomi.fi e-Authorisations service?

Authorisations can only be granted by a company’s Managing Director, a Managing Director’s substitute, an official with the right to sole representation, an entrepreneur, or an individual whom one of the above has given the right to grant authorisations.

Read more: Businesses: authorise parties to use the Incomes Register’s e-service

Can an accounting firm send Suomi.fi authorisation requests as one mass?

An accounting firm can send an authorisation request to several parties at the same time. The party granting authorisations can authorise multiple persons at the same time (at the moment the maximum is 30 individuals).

I have been granted the authorisations to report and browse earnings payment data via the Suomi.fi e-Authorisations service but I still can't browse or correct submitted reports in the Incomes Register. Why is that?

Please ask the authorising party to check the authorisation codes granted in the Suomi.fi e-Authorisations service.

Can an accounting firm prepare, on behalf of the customer, a power of attorney that the customer then approves?

An accounting firm can create an authorisation request for a customer in the Suomi.fi e-Authorisations service, and the customer can then accept the request.

Can a Managing Director authorise a single person within the company who is then able to grant authorisations to others?

Yes. A Managing Director or someone else with the right to grant authorisations can delegate the management of authorisations to an employee or a third party by granting them the right to authorise.

What should we do when two people together have the right to sign for the company?

The following types of business can grant Suomi.fi authorisations, even if multiple people together have the right to sign for the company:

  • limited companies
  • housing companies
  • limited partnerships
  • general partnerships
  • entrepreneurs
  • associations with a Business ID
  • foundations registered in the Trade Register.

The signatory rule in accordance with the company’s articles of association must be:

  • the board together
  • two board members together
  • the chairman of the board and a board member together.

In addition, the Trade Register must have information on the signatory rule of the company and the persons who have the right to sign for the company must have Finnish personal identity codes.

Otherwise, matters related to authorisation can be taken care of with the help of an official.

Official-assisted authorisation

What is the official-assisted authorisation service?

The official-assisted authorisation service is part of the Suomi.fi e-Authorisations service. The official-assisted authorisation service enables granting electronic authorisations and acting on behalf of others for parties that cannot grant electronic authorisations in Suomi.fi e-Authorisations service on their own.

For example, organisations whose representatives have not been registered in the Trade Register need this service. Such organisations include, for example, parishes, educational institutions, business partnerships, public organisations, and non-Finnish companies.

How can an organisation be authorised if none of the organisation's authorised signatories has Finnish banking codes? Such organisations include, for example, branch entities of non-Finnish companies, but also Finnish companies that belong to an international corporate group.

Organisations can apply for Suomi.fi authorisations and the right to grant authorisations with the help of an official.

Read more: Authorisation with an application (suomi.fi)

Katso authorisations

Is there a transition period when the Suomi.fi authorisations and the Katso service are both in use simultaneously?

The Katso service will become unavailable on 31 December 2020. During the transition period, you may have authorisations in both the Katso service and the Suomi.fi e-Authorisations service, because different services start using Suomi.fi authorisations at different times.

What happens when the Katso service becomes unavailable?

If you are now using a Katso ID, you will not be able to use it to sign in to the Incomes Register as of 1 January 2021. Sign in to the e-service using your personal online banking codes, a mobile certificate or a certificate card.  The mobile certificate or certificate card can be provided by your organisation.

If you are taking care of another party’s Incomes Register matters with Katso authorisations, you must apply for the necessary Suomi.fi authorisations to replace them. Katso authorisations will not be automatically turned into Suomi.fi authorisations. Katso authorisations will no longer be available as of 1 January 2021.