In Salaries > Employee info you can add, view and edit information related to a persons' salaries. Employee info is used in creating the person's salary base, which is the basis for salary slips.
Persons with viewing rights to their own salary only (e.g. persons in role Personnel) cannot do anything else in the Employee info but start the Salary report by employee on their own salaries. They do not need to have the Salaries rights for that.
Read more about adding a new user
The Employee info view shows a list of persons in the Person register. A person must have the bank account and social security number specified in the register to be shown on the list. For a foreign person without a social security number you can use an artificial social security number in format ddmmyy-UUUU.
A person defined as passive is not shown on the person list and not included in salary notifications (for example annual notification of salaries), even if he or she had been paid a salary. It is recommended to use a specific person group, e.g. former employees, for persons whose employment contact has expired, until their salaries have been notified in the annual notification to the tax authority. In most of the salary reports you can select whether or not to show passive persons.
If the person list is large, you can limit the search by the person’s name, social security number or person group. You can also select whether to show passive persons. When you have selected the search conditions, click the Search persons button.
Show salary info
Select the person whose salary information you want to view or edit by clicking the row containing the person and then clicking the Show salary info button. This opens the Edit person’s salary info view, where you can define the Person’s info, Salary info, Tax information, Pension information, Trade union information and Holiday salary info. In addition, it contains buttons to views for defining Employments, Absences and Holiday rights.
In the Person’s info you can enter the employment type (e.g. Permanent, Part-time) and the Salary channel, either No sending (the salary slip can be viewed in Procountor), Email (the salary slip is emailed in PDF format to the person) or Mail (the salary slip is mailed to the person). The Employment start date is a mandatory entry. The Employment start and end dates can be entered directly to the fields, or in case of several employments click the Employments button to open the Employments view.
In the Salary info, enter the amount of the Base salary in Euros, select the base salary type (e.g. 1 month, Hourly salary, Commission) that affects the constant rows of the salary base, and enter the amount of hours belonging to the base salary.
In the Tax information section you can enter the Tax municipality, select the Tax card type, enter the tax percentage, annual income limit and income from other salaries, and tick the box whether the tax card is a revised tax card.
If the A-alternative (withholding based on the income limit of the salary period) has been selected in the employee’s tax card, select the Tax card type option Tax card A or Tax card A - Cumulative. If the B-alternative has been selected in the employee’s tax card M (withholding based on one income limit), select Tax card type option Tax card B.
For Tax card A, you have to enter the Base percent (%), Additional (%) and Annual income limit. On the basis of the annual income limit the system automatically calculates the monthly, weekly and daily limits.
For Tax card B, you have to enter the Base percent (%), Additional (%) and income limitfor period 1 February to 31 December. When the income limit is exceeded, withholding according to the Additional (%) is started. In January, tax is withheld according to the previous year’s Base percent (%).
The income limit for is not required in Procountor, and therefore only one percentage has to be entered. If needed, you can also enter Additional (%) and Annual income limit. If you select Tax deduction card for additional income, the default in the annual notification of salaries is that the person’s job is a sideline job.
If the person’s tax card is a Revised tax card, you have to tick the box in the location Is this a revised tax card. By default, the date of the Tax card becomes the current date. This date specifies, from which date to consider this tax card in calculation of salaries. Use of the revised tax card is mentioned in the salary slip. The tax calculation method is selected on the basis of the tax card type. Pay attention also to the impact of the revised tax card on the information in field Income from other salaries.
In field Income from other salaries, you should enter the salary sum, if the person has started in the middle of the year and received a salary from another company in the same year. This affects the withholding from that person’s salary if he or she has selected the B-alternative in the tax card or has a graded income tax card.
If you change Tax information and an employee’s salary slip is in status Unfinished, the information in that salary slip is also changed.
In the Pension information, select the person’s pension insurance type; Employees’ Pension Act (TyEL) or Self-employed Persons’ Pension Act (YEL).
If the pension insurance type is Employees’ Pension Act (TyEL), select also the Employees’ Pension Act contract. If an Employees’ Pension Act contract does not exist, select blank. When creating the salary slip, the selected Employees’ Pension Act contract defines which Employees’ Pension Act notice the salary slip is included in. Enter the date in the
Employees’ Pension Act employment relationship start date field if is different from the employment start date. The date is shown in the Employees’ Pension Act notice. For a person who has started his or her employment before his or her 18th birthday, you must enter the first day of the next month after his or her 18th birthday as the Employees’ Pension Act employment relationship start date. You can obtain further information on the Employees’ Pension Act in insurance companies and in the Employees’ Pension Act service.
Trade union information
If the person belongs to a trade union, you can enter the Labour union, select the Joined as member date and later, where applicable, the Resigned from membership date. The amount of the trade union fee is defined in the Salary base. There, you can enter the Payment-% to salary type Trade union fee. The system uses that percentage in the calculation of the trade union fee withheld from the gross salary.
You can read more on Trade union fees here.
In the Collective agreement field, you can enter the name of the collective agreement that the person belongs to.
Holiday salary info
The Holiday salary info is used in the calculation of the amount of the person’s holiday right days.
In the Holiday salary info, you can enter the calculated employment start date, if needed. This date determines whether the accumulation rate of holiday right days is 2 or 2.5 per month. If it has been agreed that the person’s accumulation rate of holiday right days is 2.5 per month from the start date of the employment, you must enter a date here, which is one year earlier than the actual employment start date. If no date is entered here, the system uses the employment start date entered in the Employments view, when determining the accumulation rate of holiday right days. If none of these dates are entered, the system accumulates 2 holiday right days per month.
Holiday rights are determined using the selected Holiday code. The Holiday code is valid for persons with monthly or hourly salaries.
- 14 days means that the holiday rights are determined by 14 working days. For persons with monthly salary the holiday code is always 14 days.
- 35 hours means that the holiday rights are determined by 35 working hours.
- Percentage-based holiday salary means that the person’s holiday salary is paid as 9 or 11.5 per cent of the holiday year’s income and no holiday right days are accumulated in the Holiday rights view.
Information entered in the Absences and Holiday rights views affects the holiday rights calculation. In practice, the effect can be seen in the Holiday rights report and in the Holiday reservation report.
By default, holiday salary calculation is not in use. To be able to use holiday salary calculation, salary periods must be in defined and you must use them when creating salary slips.
Read more in Holiday calculation.
The person’s employment history is saved in the Employment relationships view. Using this information, it is possible to follow cases where a person has several consecutive or separate employment relationships. From here you get the information on the Employment start and end dates in the Edit person’s salary info view, the salary slip and to salary reports. To be able to include a person in the Employees’ Pension Act notice, you must find his or her employment start date.
In the Absences view, you can save the person’s absence dates and reasons and specify for each absence whether it accumulates holiday rights or not. Absences affect the creation of salary slips, Holiday rights report and Holiday reservation report. If an absence does not accumulate holiday rights, the number of days is shown in the New salary slip view’s Unpaid absences field and in the Salary slip view’s Absences field. All absences are processed as unpaid absences. For persons with monthly salary, unpaid absences also automatically reduce the monthly salary, when salary slips are created using salary periods.
In the Holiday rights view, you can enter information on accumulation and use holiday rights if they differ from the values calculated on the basis of the information in the salary slips (for example, starting the use of Procountor in the middle of the year, you have unused holidays from the previous holiday year and it has been agreed that the accumulation rate of holiday rights is other than 2 or 2.5 days per month or part of the holiday has been moved to another period of time). The entered values replace the values retrieved from salary slips to the Holiday rights report and Holiday reservation report.
Values from calculations come according to the date of the salary slip. For example, if a person was on holiday for 21 days in July 2010, the information of that is shown in the Holiday rights view of the Usage holiday year 2010, July, in column Used (from calculations). The information on when the used holidays have been earned is shown in column Earning holiday year, if it was saved upon creating the salary slip or entered manually together with the used days.
Show salary base
The system calculates the salary information in the Salary base automatically on the basis of information entered in the Edit person’s salary info view. The Person’s info come directly from the business partner register. The Payment info contains the tax card information, salary gross and net sum, and employer’s contributions. You can show or hide the Person’s info and the Payment info using the button in the window’s upper right corner.
If there is no need to change information, you do not need to save the Salary base separately for a new employee. Changes made for an existing employee in the Edit person’s salary info view do not need to be saved in the Salary base.
The Salary base is the basis for new salary slips. Thus, the salary base is not meant to be modified upon each salary payment.
You cannot edit or remove the basic rows in grey font in the salary base (Salary in money, Tax withholding, Unemployment insurance fee, and Employees’ Pension Act contribution). The basic rows come from the person’s salary information, taxing information, valid unemployment insurance charge and employees’ pension insurance fee. The unemployment insurance charge is not collected from persons under 17 years or from persons who are 65 years or older. Increased Employees’ Pension Act contribution is collected from persons over 53 years. Employees’ Pension Act contribution is not collected from persons under 18 years or from persons who are 69 years or older.
When creating a single salary slip, you can remove the basic rows.
See detailed information on how the information in the Edit person’s salary info view affect the Salary base.
The Salary type search button allows you to search salary types from the salary type register to add to the salary base.
It is convenient to add regularly used salary types to the Salary base. These include e.g. phone allowance, car allowance, accommodation allowance or trade union fee. You can select one or more salary types from the salary type register that you want to add to the salary base. You can select several salary types using the Ctrl and Shift keys. When you have selected the salary types, click the Add as salary row button.
You can also search salary types in the list by salary type name, salary type or salary type group. When you have entered the search criteria, click the Search salary types button.
By default, use of own salary types is prohibited in the Company info. If you change this setting, you can also write your own salary types on the rows, but it is preferable to use the existing salary types. You can add your own salary types using the Add row button.
You can edit the row information. You can modify the salary type text as you like, e.g. add specifications. Modifications of the texts do not affect the reports, accounting or notifications to authorities. The salary type cannot be modified unless you allow the use of own salary types. For each salary type, there is an “Other xxxxx” salary type where you can enter what you need. You can change the Amount, Unit and Price as required. The values in the Total columns cannot be edited, because they are the product of the Amount and Price. You can change the Payment-% as you like and it affects the Price.
You can remove an erroneous salary row by selecting the row and clicking the Delete row button.
If the employee has a car allowance or accommodation allowance, you can either use the rows from the salary type register where you add the value or apply the accommodation allowance or Company car allowance calculators.
Calculation of accommodation allowance can be carried out using the Housing benefit calculator in the salary base.
When calculating a new accommodation allowance, start by clicking the New benefit button. Then select the Apartment location (Metropolitan area/Rest of Finland), Apartment construction year, Heating method, Heating responsibility, Right to use electricity, Shared Apartment or not. Then you can fill in the remaining fields.
The Accommodation allowance calculator allows you to calculate the value of the current year’s accommodation allowance only. The calculator can be used for calculating an allowance with the start date in the future or the end date in the past, but it cannot be selected as a salary row if the allowance is not in effect. When the allowance is in effect, it can be selected as a salary row.
The Add to list button adds the entered information in the accommodation allowance list. The list can contain several accommodation allowances, but one person can have only one accommodation allowance in effect. The accommodation allowance periods must not overlap. Before entering a new accommodation allowance, you must enter an end date in the old accommodation allowance.
The Save button saves the accommodation allowance entered in the list.
The Add as salary row button adds the saved accommodation allowance as a salary row.
Show benefit button shows the information of the selected accommodation allowance row for editing, if needed. When you have finished editing, click the Add to list button. Finally, click the Add as salary row button to update the amendments in the salary slip.
The Delete benefit button deletes the accommodation allowance from the list, if needed.
Company car allowance
The calculation of the car allowance based can be carried out using the Company car benefit calculator in the salary base.
To create a new car allowance, click first the New benefit button. Select then the type of the allowance (unlimited/limited company car allowance) and car age group (A, B, C, company car allowance abroad), and then fill in the rest of the fields. In the car price (e) field you should enter the general price recommendation of the car model given by the car importer or if none, by the wholesaler, at the beginning of the month, when the can was taken into use. Procountor subtracts €3400 from this price. In the price of accessories, enter the total value of the accessories. Of this, Procountor considers values exceeding €850. The monthly value of the allowance is calculated on the basis of the purchase price of the new car as defined as above, considering the type of the allowance and the percentage by the car’s age group. The calculation result is rounded downwards to the nearest €10. The value in euros based on the type of the allowance and age group is then added to this value.
Example. The car’s price is €168000.00, the price of the accessories €1,650.00. The year is 2007. The type of the allowance is unlimited company car allowance. The car’s age group is A. The allowance is calculated thus: (€16,800.00 - €3,400.00) + (€1,620.00 - €850.00) = €14,170.00, of which 1.4% = €198.38, which is rounded to €190.00. To that value, add €255.00 and you get the value of the allowance = €445.00.
The Company car allowance calculator allows you to calculate the value of the current year’s car allowance only. The calculator can be used for calculating an allowance with the start date in the future or the end date in the past, but it cannot be selected as a salary row if the allowance is not in effect. When the allowance is in effect, it can be selected as a salary row.
The Add to list button adds the entered information to the car allowance list. The list can contain several car allowances, but one person can have only one car allowance in effect. The car allowance periods must not overlap. Before entering a new car allowance, you must enter an end date in the old car allowance.
The Save button saves the car allowance entered in the list.
The Add as salary row button adds the saved car allowance as a salary row.
The Show benefit button shows the information of the selected car allowance row for editing, if needed. When you have finished editing, click the Add to list button. Finally, click the Add as salary row button to update the amendments in the salary slip.
The Delete benefit button deletes the car allowance from the list, if needed.
Edit multiple salary informations
The Edit multiple salary informations button opens a new view for editing several employees’ salary information at the same time.
The view shows a list of persons in the person register. From the list you can select the persons whose salary information you want to edit.
The Edit selected button allows you to edit the persons’ salary information. The button opens a new view where you can select the information you want to edit.
You can edit the following information for several persons at the same time:
In the Base salary increase (%) field, enter the percentage by which you want to raise the base salary in the salary information.
In the Accident insurance category of risk (%) field, enter the percentage by which the system calculates the person’s accident insurance amount in the salary slip.
In the Salary channel drop-down, select the channel used for delivery of the person’s salary slip (No sending, Mail, Email).
In the Pension insurance drop-down, select the pension insurance type: Employees’ Pension Act (TyEL) or Self-Employed Persons' Pensions Act (YEL).
In the Employees’ Pension Act contract drop-down, select the contract that the person belongs to.
In the Holiday code drop-down, select how to apply holiday salary calculation (Holiday salary calculation not in use, 14 days, 35 hours or Percentage based holiday salary).
The information is only saved if a value is entered in the fields or an option other than “Do not update” is selected from the drop-down.
The Select all button select all persons on the list for editing.
The Clear button clears the selection of all persons.
The Edit single salary information button returns to editing one person’s salary information (to the Employee info view)
Salary report by employee
Read more on the Salary report by employee.