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Operating logic
The Netvisor - Epassi integration includes two functions: the transfer of employee information to Epassi, and the salary processing of lunch benefits in Netvisor payroll. Employee data is entered into Netvisor, from where it is automatically transferred to Epassi once a day. Lunch benefits are automatically transferred from Epassi to payroll either daily or once a month.
When the integration is active, the management of employees is always done in Netvisor. Employee data cannot be updated on the Epassi side.
The Epassi integration can be activated in all Netvisor service packages that include the Payroll package. Alternatively, the integration can also be used solely with the Payroll package.
Order
When your company is already a Netvisor and Epassi customer:
Start by ordering the Epassi Netvisor integration from Epassi's page (current customers). After the order, you will receive information from Epassi about the opening of the interface and the API key.
Once you have received the API key from Epassi, you can activate the service from Netvisor Store:
Log in to Netvisor.
Click Store from the menu.
Open the Additional services tab in the Store.
Click Start using under Epassi.
Choose whether you are a current or new Epassi customer.
Enter the API key in the designated field.
Select the time when lunch benefits are transferred to Netvisor.
Activate the integration.
If you need help activating the integration in the Store, you can contact Netvisor customer support at [email protected]
When your company is a new Epassi customer and Netvisor is already in use:
Start by ordering the Epassi Netvisor integration from Epassi's page (new customers). After the order, you will receive information from Epassi about the opening of the interface and the API key.
Once you have received the API key from Epassi, you can activate the service from Netvisor Store:
Log in to Netvisor.
Click Store from the menu.
Open the Additional services tab in the Store.
Click Start using under Epassi.
Choose whether you are a current or new Epassi customer.
Enter the API key in the designated field.
Select the time when lunch benefits are transferred to Netvisor.
Activate the integration.
If you need help activating the integration in the Store, you can contact Netvisor customer support at [email protected]
When your company is not yet a Netvisor customer:
For more information, contact the Netvisor sales team directly Mon–Fri 9–16 at tel. 010 778 3700 or leave a contact request.
Data transfer
Employees Netvisor -> Epassi
NOTE! When an employee is transferred to Epassi, all of the company's benefits are activated for them.
When the integration is active, employees are created and data is updated always in Netvisor. Employee data cannot be updated on the Epassi side. For a newly created employee to be transferred to Epassi, the following information must be present in Netvisor:
Name
Email address
Employment must be active (or the employment start date is in the future)
The employee must be active
The Personnel benefit selection must be enabled
The following information is automatically transferred from Netvisor to Epassi once a day in the evening, around 10 PM:
Name
City
Phone number
Email address
Employment start and end date (if defined) (the employment start date in Epassi is the activation date and the employment end date in Epassi is the suspension date)
Part-time percentage, if the person is part-time
If the information above is updated in Netvisor, it will be updated on the Epassi side.
The Personnel benefit selection is found in Netvisor under Payroll > Employee listing > Select employee > Scroll down the page where you can find employee-specific services:
Lunch benefits Epassi -> Netvisor
Used lunch benefits are automatically transferred from Epassi to Netvisor either once a day or once a month. The transfer interval is selected when the integration is activated. If you later want to change the transfer interval, contact our customer support at [email protected].
Used lunch benefits are transferred from Epassi to Netvisor, where they are allocated to the Lunch benefit salary type. The salary type number must always be 707. Netvisor's ready-made salary model templates have a pre-defined salary type for lunch benefit, which can be used in the Epassi integration. If the salary type is missing, see the instructions below for creating a salary type.
Changing the transfer interval
If the transfer interval is changed from daily to monthly, the change must be scheduled for the first day of the calendar month. The monthly transfer retrieves all benefits used during the entire calendar month in one go. If the change is made in the middle of the month, the benefits already transferred with daily transfers would be transferred to payroll a second time.
Creating the lunch benefit salary type
Netvisor's ready-made salary model templates have a pre-defined salary type for lunch benefit, which can be used in the Epassi integration. This guide instructs how to create such a salary type if it is missing from the salary model template.
Payroll > Payroll calculation > Salary model management > Company-specific salary types > Add new salary type
Salary type number: 707
Group: Deductions
Payroll list group: Other deductions
Source: Entry specific to the pay period
Income type: 334 Meal benefit
Select the desired processing method for the meal benefit additional information
Link the salary type to the salary model
The salary type is linked to the salary model under: Payroll > Payroll calculation > Salary model management > select the salary model > Formulas > Salary type formulas tab > Calculated payments and deductions > To be paid > Edit (pen/notepad icon)
The salary type is linked to the "to be paid" salary type formula as a minus, so that it reduces the net pay on the payslip.
Select the green plus sign at the end of the formula twice and edit the rows as follows:
Calculation: - (minus)
Salary type: Lunch benefit Epassi
Save
Formatting
Edit the new salary type to your desired location from the salary model settings under the "Formatting" tab.
Payroll > Payroll calculation > Salary model management > Select salary model > Formatting tab
Example of a payslip
In the Epassi integration, the salary type is imported into working time entries as an entry specific to the pay period.
Entries specific to the pay period are included in the next payslip to be generated and are visible in the "review selected salary bases" stage before generating the payslip.
On the payslip, the salary type "Lunch benefit Epassi" is displayed according to the salary model's formatting and reduces the net pay to be paid.
Impact of the pay period status on material transfer
Lunch benefits are transferred to Netvisor either daily or once a month. In both cases, in payroll the pay period must be open on the day of the retrieval period. If there is no open pay period, the lunch benefits are not transferred to payroll.
Transfer interval | Retrieval period day | Transfer day | Pay period must be open |
Daily | Transfer day | Every day approx. 10 PM | For the transfer day |
Once a month | Last day of the calendar month | First day of the following month approx. 10 PM | For the last day of the month |
Examples:
Daily transfer: On 1.2., the lunch benefits used on that day are transferred, so on 1.2. there must be an open pay period for the day 1.2.
Monthly transfer: On 1.2., the lunch benefits used in january are transferred, so on 1.2. there must be an open pay period for the day 31.1.
Notes
New employee
The employee is transferred to Epassi during the next evening run when they have in Netvisor a name, email address, valid employment, active status and the Personnel benefit selection enabled. If any of these is missing, the employee is excluded from the transfer.
An employee can also be created in Netvisor in advance. If the employment start date is in the future, the information is transferred to Epassi normally and the use of benefits starts only from the employment start date. The employment start date is the activation date in Epassi.
NOTE! When an employee is transferred to Epassi, all of the company's benefits are activated for them.
Employee's absence
When an employee is absent but the employment remains valid, benefits are managed using the employee's Personnel benefit selection. This applies to both short and long absences. When you disable the Personnel benefit selection, the employee is deactivated in Epassi during the next evening run and the benefits are no longer available.
The employment does not need to be ended and you do not need to set an end date for the employment for the duration of the absence. If, however, the employee is set as inactive in Netvisor, they will also be deactivated in Epassi via that.
The Personnel benefit selection is found in Netvisor under Payroll > Employee listing > Select employee > employee-specific services.
Employee's return from absence
When the employee returns to work, set them as active in Netvisor and enable the Personnel benefit selection again. The employee is activated in Epassi during the next evening run and the benefits become available again.
The employee is not created in Epassi as a new user; instead, the same user is reactivated.
NOTE! A future date cannot be set for the restoration of benefits. The Personnel benefit selection always affects in the next evening run, so make the change only when you want the benefits to become available again.
Ending employee's employment and personnel benefits
When the employee's last working day is known, update the employment end date in Netvisor in the employee's employment details. This information is transferred to Epassi during the next evening run, where the employment end date is the suspension date. The benefits automatically cease after that specific day.
Deactivation in Epassi is based on the employment end date. The end result is therefore the same regardless of whether the employee is still active or already inactive in Netvisor, and whether the Personnel benefit selection is enabled or disabled. When the employment has ended, the employee can be set as inactive in Netvisor.
If you want the benefits to end already before the employment end date, disable the Personnel benefit selection.
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.