The info regarding employee’s employment information and basic salary is defined on employee’s Salary info view. This article covers information about what is the info on employee’s Salary info view to be presented on earnings payment report to income register and what is the info needed just for executing salary calculations in Procountor.
The employment info is defined on employee’s Salary info view, which can be accessed by first opening the Employee register view (Payroll > Employee register). After executing a search in employee register, the employee-specific info can be accessed by clicking on the name of the employee. Salary info view can be accessed by clicking on the Salary info tab on the view.
Transferring the beginning and end date of the employment to the earnings payment report
Beginning date
When the beginning date of the employment is given to the Valid from field on the Salary info view, it will transfer to the earnings payment report.
Income register uses the word employment relationship in their instructions. The instructions tell that the beginning date of the employment relationship is the date, from which the employment relationship is continuous, i.e., the beginning date will not change if a temporary contract of employment is continued with another temporary contract or if there are several temporary contracts that are continuous together.
End date
When the end date of the employment is given to the Valid to field on the Salary info view, it will transfer to the earnings payment report. In Procountor, the reason of ending the employment must be given when giving the end date.
Income register’s instructions say that the end date of a temporary employment must be given the moment the payer knows the end date. The end date must also be given when a permanent employment relationship’s end date is on record or the employment relationship is already ended.
Reason for termination
In Procountor, it is mandatory to give a reason for ending the employment relationship when giving an end date of the employment relationship.
Reason for termination field offers the options for reasons according the reasons in the code of income register.
Type
The info of relationship type in the Type field will not be transferred to the earnings payment report. Notifying the type and duration of the employment relationship to the income register is optional.
Registration grounds ID (Keva)
Registration grounds ID (Keva) field can be left empty in a situation, where the TyEL insurance does not concern Keva’s retirement pension insurance. The info in the field will transfer to the earnings payment report, so it cannot be used to any other purpose than where it is meant to.
Notifying the employment relationship information when the retirement pension institution is Keva
Beginning date
When the beginning date of the employment is given to the Valid from field on the Salary info view, it will transfer to the earnings payment report.
Income register uses the word employment relationship in their instructions. The instructions tell that the beginning date of the employment relationship is the date, from which the employment relationship is continuous, i.e., the beginning date will not change if a temporary contract of employment is continued with another temporary contract or if there are several temporary contracts that are continuous together.
Reason for termination
If the retirement pension company is Keva at the time the employment relationship ends, the end date and the reason for ending the employment relationship are mandatory information.
Retirement pension contract is defined on Salaries basic info view (Management > Salary info > Salaries basic info). If the retirement pension contract type is one of Keva’s retirement pension companies, the options to choose from in the Reason for ending the employment relationship field are updated according to Keva’s code.
Registration grounds ID (Keva)
If the employee’s retirement pension company is Keva, and the employee has several employment relationships, the Registration grounds ID (Keva) filed is mandatory to fill out on the Salary info view. The Keva’s code for registering and ending an employee relationship can be found here (in Finnish).
The concept of an employee relationship is wide in the Act governing retirement pensions of municipal employees, since along with employments and official ranks, also different assignments and confidential posts are considered as employment relationships. In Procountor, several, simultaneous, employment relationships can be saved to one employee.
On a Salary slip view, it is possible to define the employment relationship the slip is concerning. This way employment relationship specific salary slips can be created for the employee.
Based on the Act governing retirement pensions of municipal employees, only the employee’s earnings from employment relationships with the same registration grounds ID (Keva) can be notified with the same earnings payment report. If the employment relationships have different registration grounds ID (Keva), the earnings from the employment relationships must be notified with separate earnings payment report.
Employment relationship info to notify from Procountor
Employment relationship info must be given from Procountor to earnings payment report. In Procountor, the employment relationship info is managed in employee’s Salary info view (Payroll > Employee register, click on the name of the employee and the choose the Salary info tab.).
Mandatory info to notify
The beginning date of the employment relationship is always notified in the earnings payment report. In Procountor, the duty to notify is carried out by entering the beginning date of the employment relationship to the Valid from field in the Employments section on the Salary info view. if the employee has several employment relationships, they must be entered to the Employments section by clicking on New Employment button. The employment relationship the salary slip is concerning can be defined on the salary slip. The earnings payment report is formed based on the info on the salary slip.
The end date of the employment relationship and reason for termination must be notified on the earnings payment report, if the info is on the record. In Procountor, the info is entered to the Valid to and Reason for termination fields in the Employments section on the Salary info view. There are two codes for notifying the reason for termination; income register’s code and Keva’s code. The code to be used depends on the selected retirement pension institution.
The mandatory info mentioned above transfers to the earnings payment report.
Optional info to notify
Income register’s instructions also include detailed definitions of the optional information fields to notify.
Thus far the following optional information will not transfer to the earnings payment report: Whether or not the employee is in an employee relationship defined by income register, type of the employee relationship, duration of the employment relationship, part-time percentage, agreed working time per week and the type of the base salary.
Defining the employment relationship in Procountor
Info to be utilized in salary calculations can be saved to the Salary info view. Even the info will not transfer to the earnings payment report, it is needed in order to execute the salary calculations.
The Type of the employee relationship can be defined in the Employments section. There are several possible options to choose from, for example, permanent, temporary and part-time. The info in the Type field will not transfer to the earnings payment report but it provides essential information for the accountant calculating the salaries.
The type of the Base salary can be defined in the Income settings section. There are several possible options to choose from, for example, one month (total salary), compensation for work, payment by job and hourly. With the info on the field, it is possible to form a salary base, on which the employee’s salary slip is based on. Defining the base salary enables salary calculations.
Employment relationship info on the earnings payment report
The table below illustrates the info that can be notified to income register on the earnings payment report. In addition, the table illustrates the info that will not transfer from Procountor to earnings payment report.
