Obtain a certificate for using the Incomes Register from 1 November 2018

An organisation that uses the technical interface of the Incomes Register requires a certificate available from the Incomes Register’s certificate service. Such a certificate is used to authenticate an organisation reporting income data or using data reported to the Incomes Register. Additionally, the integrity of a record is ensured with a certificate. Certificates are issued in accordance with the purpose of use.

Applications for using the technical interface can be made via the Incomes Register’s e-service as of 1 November 2018. Log into the e-service via incomesregister.fi.

Who should apply for using the technical interface?

The certificate is required by a company or accounting firm that uses payroll administration software for which the technical interface has been created between the Incomes Register and system. Applications for using the technical interface can only be made by an authorised signatory of the organisation applying for a certificate:

- the Managing Director
- the Managing Director’s substitute
- officials with the right to sole representation
- Katso Master User.

If the application is made by an accounting firm or other payroll administration outsourcing partner, it should hold a valid contract and the authorisation to act on behalf of its customer. The accounting firm can use the same certificate to act on behalf of all of its clients. Different software within an accounting firm or company can use the same certificate for different programs, if the same type of certificate is compatible with the requirements of the different programs. Alternatively, an accounting firm or company can obtain a separate certificate for each software.

Who, in practice, can obtain a certificate?

In practical terms, the company itself or a payroll administration partner acting on its behalf, such as an accounting firm, can obtain the certificate.

Even if a company or accounting firm itself applies for using the technical interface, on its application it can indicate that, say, a representative of a software firm will act as the technical contact person for the certificate. This contact person can handle the practical steps involved in applying for a certificate. The information required for generating a certificate will be sent to the technical contact person by secure email.

How is an application for using the technical interface submitted?

An authorised signatory of the organisation can submit an application for using the technical interface via the Incomes Register's e-service (www.incomesregister.fi) as of 1 November 2018.

The Incomes Register's e-service requires identification using online banking codes, a mobile certificate or certificate card. The Master Users of organisations that use the Katso Identification System must log into the service using Katso IDs.

Please indicate the following on the application

- the purpose of use of the interface and certificate

- the services and channels the applicant intends to use

- the details of the certificate's technical contact person (name, e-mail address, and telephone number).

Also indicate whether your organisation will report data to the Incomes Register on its own behalf or on behalf of another party.

On the application, the authorised signatory should accept the terms and conditions and information security requirements.

A certificate should be ordered while submitting the application. The organisation's designated technical contact person for the certificate will be issued with instructions on retrieving the certificate.

The technical contact person for the certificate will receive a secure email message at the email address provided. The email message contains the transfer IDs associated with the certificate request (TransferID and TransferPassword). The contact person will receive a PIN code by SMS that will enable them to read the secure e-mail.

The certificate is valid for two years

The certificate is valid for two years, after which it must be renewed. The technical contact person specified for the certificate will receive an email message about the expiry of the certificate 60 days in advance.

Example of applying for a certificate from an accounting firm

Accounting firm A, which has customers:
Customer 1 Oy
Customer 2 Oy
Customer 3 Oy

Accounting Firm B, which has customers:
Customer 2 Oy
Customer 4 Oy, wants to make record subscriptions itself

An authorised signatory of the accounting firm can submit an application for using the technical interface via the Incomes Register's e-service as of 1 November 2018, and retrieve one certificate.

In conjunction with obtaining a certificate, a representative of the software house, for example, can be designated as the technical contact person who will, in practice, retrieve the certificate on behalf of the accounting firm. In practice, the certificate can be generated for the accounting firm by the party whom the accounting firm’s authorised signatory has indicated as the technical contact person.

Customer 2 Oy’s payrolls are managed by Accounting Firm A and Accounting Firm B. Both accounting firms have their own certificates and handle transactions on behalf of their customers normally, as agreed with Customer 2 Oy.

Customer 4 Oy wants to make record subscriptions itself, but with Accounting Firm B reporting on wages. Customer 4 Oy can use the e-service for record subscriptions, or obtain its own certificate. Accounting Firm B has its own certificate, which is used in reporting.

If Customer 4 Oy uses the e-service to make a record subscription, the required persons must be authorised, via Suomi.fi e-Authorisations service or the Katso service, to use the e-service.

Read more about the certificate