Payers can request transcripts and records of the data they have reported to the Incomes Register

The 600 transcript includes:

• the number of reports;
• amounts presented in earnings payment reports, including:
  • total payments;
  • income on which various insurance contributions are based;
  • amounts withheld;
  • unjust enrichment and recovery;
• amounts presented in the employer’s separate reports;
  • the employer’s health insurance contributions;
  • deductions from payments.

The 600 (PDF) and 630 (CSV) transcripts include the same data. If you want to process a transcript in a spreadsheet program (such as Excel), request the 630 transcript.

Amounts are itemised based on the payment date, month and the entire time range, but not based on individual income earners or income types.

If you want to reconcile a transcript by income earner or income type, use the 618 transcript. 

Place a subscription and download

You can request transcripts in the e-service, upload service or technical interface. The time range can be at most 24 months.

Download a transcript in PDF format on the ‘Subscriptions made’ page in the e-service.

If you cannot use e-services

You can request transcripts using the paper form for a summary of a payer’s earnings payment data (600). The transcript will be sent by post.

The 630 transcript includes:

• the number of reports;
• amounts presented in earnings payment reports, including:
  • total payments;
  • income on which various insurance contributions are based;
  • amounts withheld;
  • unjust enrichment and recovery;
• amounts presented in the employer’s separate reports;
  • the employer’s health insurance contributions;
  • deductions from payments.

The 630 (CSV) and 600 (PDF) transcripts include the same data. If you want to open a transcript in PDF format, request the 600 transcript.

Amounts are itemised based on the payment date, month and the entire time range, but not based on individual income earners or income types.

If you want to reconcile a transcript by income earner or income type, use the 618 transcript. 

Place a subscription and download

You can request transcripts in the e-service. The time range can be at most 24 months.

Download a transcript in CSV format on the ‘Subscriptions made’ page in the e-service.

The 618 transcript includes:

• data presented in earnings payment reports, including:
  • identifiers of all income earners (personal identity code without the last four characters);
  • income types and types of insurance information given in conjunction with them and differing from the default;
  • information about income being an unjust enrichment or recovery;
  • exceptions to insurance.

The data is itemised based on the payment date, income earner and income type.

Place a subscription and download

You can request transcripts in the e-service. The time range can be at most one month.

Download a transcript in CSV format on the ‘Subscriptions made’ page in the e-service.

Transcript 634 consists of earnings payment report data related to absences, including

• income earner’s name and identifier (personal identity code without the last four characters);
• reported time periods for reporting absences, whether or not there were any absences during the period;
• reported absence periods;
  • reason for each absence;
  • information about whether an absence was paid or unpaid, and wages paid during paid absences;
  • the estimated end date of an absence if the absence continues;
  • Kela’s reimbursement application data.

The 634 (PDF) and 636 (CSV) transcripts include the same data. If you want to process a transcript in a spreadsheet program (such as Excel), request the 636 transcript.

The data is itemised based on the income earner and payment date.

Place a subscription and download

You can request transcripts in the e-service. The time range of absences can be 31 days at the most.

Download a transcript in PDF format on the ‘Subscriptions made’ page in the e-service.

Transcript 636 consists of earnings payment report data related to absences, including

• income earner’s name and identifier (personal identity code without the last four characters);
• reported time periods for reporting absences, whether or not there were any absences during the period;
• reported absence periods;
  • reason for each absence;
  • information about whether an absence was paid or unpaid, and wages paid during paid absences;
  • the estimated end date of an absence if the absence continues;
  • Kela’s reimbursement application data.

The 636 (CSV) and 634 (PDF) transcripts include the same data. If you want to open a transcript in PDF format, request the 634 report.

The data is itemised based on the income earner and payment date.

Place a subscription and download

You can request transcripts in the e-service. The time range of absences can be 31 days at the most.

Download a transcript in CSV format on the ‘Subscriptions made’ page in the e-service.

The 312 record includes:

• the number of reports;
• amounts presented in earnings payment reports, including:
  • total payments;
  • income on which various insurance contributions are based;
  • amounts withheld;
  • unjust enrichment and recovery.

Amounts are itemised based on the payment date. Amounts on each payment date are itemised further based on the income earner, pension policy number and occupational accident policy number.

If you want to reconciliate by income type, use the 618 transcript.

Place a subscription and retrieve

You can only request records if your organisation uses the SFTP API. The time range can be at most 12 months.

• If you request a record regarding your organisation’s data, you can place the subscription through the e-service, upload service or technical interface.
• If you request a record on behalf of another payer, your organisation will require the authorisation “Ordering and retrieving records related to the payer’s earnings payment data”. You can only place the subscription through the technical interface or upload service.

You can also make a recurrent subscription in the interface or upload service, in which case the record number is 313.

Retrieve records in XML format from your organisation’s SFTP folder.

Read more in the technical description of the 312 record

Read more about authorisation and how to grant it

The 614 transcript includes:

• the number of reports;
• amounts presented in benefits payment reports, including:
  • total payments;
  • deductions;
  • amounts withheld;
  • unjust enrichment and recovery.

The 614 (PDF) and 632 (CSV) transcripts include the same data. If you want to process a transcript in a spreadsheet program (such as Excel), request the 632 transcript.

Amounts are itemised based on the payment date, month and the entire time range, but not based on individual income earners or income types. Amounts are displayed separately for income earners who are resident and non-resident taxpayers.

If you want to reconcile a transcript in more detail by income earner or income type, use the 620 transcript. 

Place a subscription and download

You can request transcripts as a one-off subscription in the e-service, upload service or technical interface.

You can also make a recurrent subscription in the interface or upload service. In this case, the record number is 615.

The time range can be at most 24 months.

Download a transcript in PDF format on the ‘Subscriptions made’ page in the e-service.

The 632 transcript includes:

• the number of reports;
• amounts presented in benefits payment reports, including:
  • total payments;
  • deductions;
  • amounts withheld;
  • unjust enrichment and recovery.

The 632 (CSV) and 614 (PDF) transcripts include the same data. If you want to open a transcript in PDF format, request the 614 report.

Amounts are itemised based on the payment date, month and the entire time range, but not based on individual income earners or income types. Amounts are displayed separately for income earners who are resident and non-resident taxpayers.

If you want to reconcile a transcript in more detail by income earner or income type, use the 620 transcript. 

Place a subscription and download

You can request transcripts in the e-service. The time range can be at most 24 months.

Download a transcript in CSV format on the ‘Subscriptions made’ page in the e-service.

The 620 transcript includes:

• data presented in benefits payment reports, including:
  • the names and identifiers of all income earners;
  • income types and their additional information, including taxability.

The data is itemised based on the payment date, income earner and income type.

Place a subscription and download

You can request transcripts in the e-service. The time range can be at most one month.

Download a transcript in CSV format on the ‘Subscriptions made’ page in the e-service.

The 610 transcript includes:

• the number of approved and rejected reports;
  • by report type;
  • by delivery channel;
• the total number of errors detected on the reports;
• error codes, their descriptions and the number of each error.

The data is shown regarding reports submitted via the technical interface or the upload service. With the transcript, you can monitor any errors in reporting.

Place a subscription and download

You can request transcripts as a one-off subscription in the e-service, upload service or technical interface.

You can also make a recurrent subscription in the interface or upload service. In this case, the record number is 611.

The time range can be at most one month.

Download a transcript in PDF format on the ‘Subscriptions made’ page in the e-service.

The 612 transcript includes:

• data about actions that individuals acting on the payer’s behalf have taken in the Incomes Register’s e-service, including:
  • searching for or browsing reports;
  • reporting, correcting or cancelling;
• data about the e-service view each individual has accessed.

With the transcript, you can check how your organisation has used the e-service. The transcript can be requested for a single individual or all.

Placing a subscription and retrieving the transcript

The subscription is placed in the Incomes Register’s telephone service.

The transcript can only be requested by an individual authorised to sign for the organisation. The time range can be at most three months.

The transcript will be sent by post.

Detailed information about transcripts is available in technical descriptions on the ‘Documentation’ page:

• Calculation rules are specified in the document ‘Income data – Calculation rules’.
• The data content is presented in the document ‘Transcripts in the Incomes Register’.

The content of the 312 transcript is described in the document ‘Data distribution – Schemas – Summary of payer’s earnings payment data’.

If you want to view the data you have submitted in more detail, you can also search for and browse reports in the e-service on the ‘Submitted reports’ page.

Each transcript or record represents the situation at the time when it was generated.

• New and corrected reports are not directly available in the report database, as data is usually updated there every hour.
• Check when you submitted data and requested a transcript.

Read more about how data is calculated in each transcript section.

Detailed information about transcripts is available in technical descriptions on the ‘Documentation’ page:

• Calculation rules are specified in the document ‘Income data – Calculation rules’.
• The data content is presented in the document ‘Transcripts in the Incomes Register’.

If there are differences in wage amounts subject to insurance contributions, check how insurance information has been submitted.

Read more about the insurance obligation and submitting data

You can make subscriptions in the e-service for three months at a time. The three months are counted from the subscription date.

Place separate subscriptions for each month:

• Always enter the first day of the following month as the query date and the previous month as the transcript time range.
• Add the transcript you want to the subscription, such as 618.
• Download the transcript from the e-service at the beginning of the month.

You can request several transcripts in a single subscription if they are selected at the same time. In this case, the transcripts may also have differing time ranges. For example, you can place a subscription for two transcripts, both of which are generated on 1 June: data for one transcript is selected from transcripts for May, while the other includes full-year data for January–May.

You can request transcripts in the e-service and upload service if

• a certain official role has been assigned to you in the Trade Register or the Business Information System (BIS);
• You have received an authorisation for ‘Submitting earnings payment data’, ‘Submitting benefits payment data’ or ‘Processing log, interface and report data related to income data’.

You can only place one-off subscriptions in the e-service.

Read the instructions for using the service and sign in to the service

Read the instructions for use: Transcripts and records (e-service)

You can place a subscription for the following transcripts in the Incomes Register using a paper form:

• Summary of payer’s earnings payment data (600)
  • Place a subscription using the form ‘Transcript request, payer’ (TULOR 6109e).
• Income earner’s Incomes Register extract (500)
  • Place a subscription using the form ‘Transcript request, income earner’ (TULOR 6110e).
  • The Incomes Register extract includes data about income paid to you or your company.

The transcript will be sent to you by post.

You can open transcripts in CSV format in Excel like this, for example:

1. Download a transcript from the e-service and save it on your computer.
2. Open a new Excel spreadsheet and select the ‘Data’ tab in the ribbon.
3. Under ‘Data’, select ‘From text/CSV’.
4. In the window that opens, find the previously saved CSV file you want to import into Excel and select ‘Import’.
5. Automatic importing identifies correct styles (file origin: Unicode (UTF-8); separator: semicolon).
6. Finally, select ‘Load’.

Note that you can also open files in other ways.

If you want to check the data you have submitted, search for and view reports on the Submitted reports page in the e-service.

Sign in to the Incomes Register. Select “Act as the representative of a company or an organisation” as the role and then select “Submitted reports”.