To create a payslip, record working hours or save a travel expense report for a person, they must be created in the program as an employee.
You can add a new employee as follows: Payroll > Personnel > New employee.
Employee information
Basic data
In the Employee information view, define the employee type and, depending on the selected type, save either a (Finnish) personal identity code or Business ID. In addition, citizenship and employee language are set for the employee. The program automatically recognizes the employee's gender and date of birth from the personal identity code. If the employee is already a Netvisor user, the program recognizes their name based on the personal identity code. More information is available in the instructions Editing personal information.
If the employee is a foreigner without an official Finnish personal identity code, a foreign identifier is used instead of the personal identity code. Read additional instructions on the restrictions for foreign employees. If a company is established as an employee in order to handle work compensations, you can read the related tax authority's instructions here.
Contact information
After adding preliminary information, a view opens where more detailed contact information for the employee is entered.
Address
Postal code
Postal address
Country
Municipality of residence
Office
Email
Phone
IBAN account number
Bank BIC code (generated automatically based on the account number)
Place of business information is used for income register reporting on salary information notifications so that the employee's information can be saved with a place of business; places of business must be established in the company's basic data. Adding places of business is done from Company menu (company name) > Company's basic data and settings > Places of business > New place of business. Read more detailed instructions if needed about places of business.
Settings
Settings section defines the background information for payroll for the employee.
Company hierarchy rights
Company hierarchy rights section defines the employee's default hierarchy level. Hierarchy levels are used to direct the approval of salaries, working hours and travel expense reports to the correct person/approver. Read more detailed instructions if needed about company hierarchy.
Entrepreneur pay function
Activating the Entrepreneur pay function allows the Entrepreneur pay functionality to be visible in the entrepreneur's own Netvisor environment information view. You can find more detailed instructions for Entrepreneur pay here.
Payroll information
Payroll information section defines the information guiding the employee's payroll.
Salary model
Salary model field selects the salary model to which the employee is to be linked. Salary model guides payroll using salary types and formulas.
Employee number
Employee number field can set a unique identifier used to target information in Netvisor if the company has an integration in use.
The employee number is also useful information in support requests, where you can refer to the employee number instead of the employee's name.
Tax number
Tax number field can set an employee-specific tax number. The information is an informative employee-specific data field.
Advance debt account
Advance debt account field provides the desired posting where advances paid from Netvisor are to be recorded.
Payslip delivery method
Payslip delivery method field selects the desired payslip delivery method. The easiest and most cost-effective way to deliver payslips is Maventa e-salary.
Text before/after payslip lines
Text before/after payslip lines fields display the text written on the respective employee's payslip.
Garnishment
Garnishment function is selected as active if garnishment is to be withheld from the employee. After selection, a field appears where the number of dependents is recorded. The current daily garnishment protection amount is automatically up to date in the program, so only the number of dependents is given to avoid manually updating protection amounts at the turn of the year in the employee's information.
Not subject to employer's health insurance contribution
Not subject to employer's health insurance contribution field is activated if the employee is not subject to social security contributions at all.
Comment field text is visible to the Payroll accountant in the payslip editing mode. The text is not visible on the payslip or to the employee.
Annual holiday information
Annual holiday information section provides settings guiding holiday calculation. The information is also visible after saving in Holiday rights management.
Holiday days accrual rule
Holiday percentage rule
Holiday calculation method
Employment condition
The employment condition can only be used if working hours are recorded in Netvisor.
Time management information
Time management information section can define the start date for flexitime calculation and the starting balance, i.e., the number of hours.
Flexitime tracking started
Flexitime balance at the start of tracking xx hours
Settlement points
Settlement points section defines which social insurances the employee belongs to.
Unemployment insurance offers options for employees and part-owners. A separate settlement point can be created for part-owners in the settlement point settings so that unemployment insurance settlements and side cost accruals for part-owners and employees can be distinguished from each other.
TyEL, MYEL, YEL, Not pension insured
Unemployment insurance
Accident insurance
Group life insurance
Union membership fee
TyEL earnings lower limit
In the settlement point settings, the salary earnings lower limit is defined in the TyEL earnings lower limit field. When this limit is exceeded, the employee is covered by the settlement point. If the salary sum remains below the TyEL earnings lower limit, TyEL is not automatically withheld from the salary and it does not appear on the payslip. Check the annual lower limit on your pension provider's website.
Default cost objects
Default cost objects section selects the employee's default cost object. Read more if needed about Netvisor's cost objects.
Employee additional information
Employee additional information section allows you to define the information transmitted to the salary information notification if you want to give and report any additional information from the list for the employee.
The options are:
In share position in relation to the payer
Athlete
Performing artist
Person working on Åland archipelago ferries
Person receiving salary paid by a diplomatic mission
Person receiving wages for insurance purposes under the EPPO Act
Entrepreneur, no obligation to insure under YEL or MYEL
Person using an invoicing service who does not have a Business ID
Person working abroad
Person living abroad and working as a leased employee on an aircraft
Person living abroad and working as a leased employee on a vessel
Person living abroad and working as a leased employee
Income earner has stayed in Finland for a maximum of 183 days
Net pay agreement (employer pays the taxes)
Key employee
Person working in a border municipality
Employee-specific services
Chargeable services section selects employee-specific services.
With the Payroll and working time entry service, you can create payslips and record working hours.
With the Travel service, you can save travel expense reports and use eScanner. The services activated for the employee form a billing basis.
Educational information
Educational information section allows you to save the employee's degree information. During the establishment phase, you can provide information for only one degree, but after saving, you can add multiple degrees.
Degree
Educational institution
Graduation year
First employment details
First employment details section provides information for one employment.
Basis for employment
Date of joining the partnership
Start date
End date of trial period
Occupational title
Occupational category
Form of remuneration
Validity of employment relationship
Type of employment relationship
Part-time percentage
Collective agreement
Regular working hours
Type of employment relationship
Wage subsidy
Car benefit car year of introduction
Car benefit received abroad
Car emission value
End date
Reason for termination
The support portal has more detailed instructions for managing employee employment, which you can access here.
Create new employee
When all necessary information has been provided, click the "Create new employee" button to save the information.
After saving, the employee's information is sorted into separate tabs to make managing the information easier. You can access the view from Payroll > Personnel > Employee listing > click on the employee's name
Attachments
Attachments tab allows you to save attachments related to the employee. The maximum allowed size for an attachment is 10 megabytes, and all common image and text file types, as well as Excel, are supported.
Employee change history
Employee change history tab allows you to see log information about changes made to the employee's information.
Tax cards
Tax cards tab allows you to manage tax card information. The instructions are here.
International situations include forms for international situations delivered to the income register. More detailed instructions are here.
Payslips
Payslips tab contains all payslips processed in Netvisor for the employee.
Employee deactivation and reporting
If the employee's employment ends in the company, but you still want to keep the information in Netvisor for reporting purposes, proceed as follows:
End the employee's employment on the Employment tab
Remove the check from "active"
Remove employee-specific services so that payroll and travel charges end
To facilitate payroll reporting, you can keep the employee on the current salary model and, at a suitable time, for example after the turn of the year, move the employee to their own salary model "Ended", so that ended employees can be separated in payroll reports. Currently, the reports do not have an option to filter active and passive employees.
It is not possible to delete an employee completely from the employee listing if payslips, historical data, travel expense reports or working time data have already been entered for the employee.
Payroll > Employee listing > Select employee name > Employee functions > Delete employee
The system has additional functionalities for anonymising and deleting old employee data. You can find more information about hiding data in a separate help article: Deleting employee data
Access rights
Creating a new employee requires edit rights in Payroll's function-specific rights for Personal register > Employee management.
Payroll accountant role (P) can create a new employee and see all menu and tab information for the employee they established.
Personal details handler role (HH) can create a new employee but only sees information for employees according to their hierarchy rights after establishment. Only the Employee information tab is shown. The role does not authorize access to the Employee functions menu.
Without an access rights role, one can create a new employee but only sees information for employees according to their hierarchy rights after establishment. Only the Employee information tab is shown, where edit rights are limited to basic data and contact information.
Some personal information cannot be edited with the above access rights. In such cases, changes are made by support. Read the instructions for editing name, personal identity code and citizenship.
Access rights for employee
You do not need to add access rights separately from the Users and roles page if the employee uses the Netvisor mobile application for recording working hours and for creating travel and expense reports.
If the employee is to be added as a user from the Users and roles page, you can give the employee a ready-made Employee profile, which automatically grants the employee the necessary rights to their own payroll data, working time entries and travel and expense entries. After this, the employee's access rights are managed from the Users and roles page, where access rights can be removed if necessary.
More information about employee access rights: Employee profile
Frequently asked questions
Where can I find the key employee and person working in a border municipality options that were previously on tax cards?
These can be found in Employee additional information in Employee information.
How do I add a foreign employee who does not have a Finnish personal identity code?
Use a foreign identifier instead of the personal identity code in the employee's preliminary information.
How do I update garnishment protection amounts at the turn of the year?
The current daily garnishment protection amount is automatically up to date in the program. You only need to save the number of dependents so that the protection amounts do not need to be updated manually.
Where can I find the places of business added to employee information?
Places of business must first be established in the company's basic data. You can add them by selecting Company menu (company name) > Company's basic data and settings > Places of business > New place of business.
Why can't I edit the employee's name, personal identity code, or citizenship?
The above access rights are not sufficient to edit this information; changes are made by support.
Keywords: employee establishment, new employee, payroll, personnel, salary model, income register, access rights, employee addition
*This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.
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