Maventa E-salary

Thank you for choosing e-salary! Delivering payslips electronically reduces environmental impact.

SUMMARY
This help describes how to implement Maventa E-salary and deliver payslips. It explains how to open the electronic service channel and set the payslip delivery method. It also instructs how to send an e-salary payslip, check that the sending was successful, and covers the service’s data security and the most common problem situations. E-salary payslips are delivered directly to the employees’ online banks.

CONTENT

• Employee citizenship other than Finnish
• Opening electronic service channel
• Choosing payslip delivery method
• Sending e-salary payslip
• Checking success of e-salary sending
• Visibility of e-salary payslip to employee
• E-salary service security
• Frequently asked questions

Maventa E-salary enables you to deliver the payslip directly to the employee’s online bank for viewing. Open the electronic service channel and choose the payslip delivery method in the employee’s information. Make sure you have the User administrator (KH) role for opening the electronic service channel.

If you cannot send an e-salary payslip to a specific employee, check the employee’s account number, personal identity code and employment start date. You cannot send an e-salary payslip if the employment start date is in the future compared to the pay period.

Note that the e-salary service does not stop even if you deactivate the Maventa account. To terminate e-salary, send a deactivation request in the same way as you originally sent the activation request when activating e-salary.

Employee citizenship other than Finnish

In the software update made on 14.12.2017, the personal identity code of a foreign employee was specified. Due to this change, a foreign employee no longer appears in the “Undelivered payslips” phase “E-salary” listing in the payroll process, even if you have defined “E-salary” as the payslip delivery method. Instead, the system places them in the “Local printing” listing.

Opening electronic service channel

Access the view or perform the function by selecting Company menu > Netvisor Store > Netvisor service packages > Electronic service channels > Maventa e-salary > Activate

If needed, close the e-salary channel by selecting “Deactivate” in the same place.

Choosing payslip delivery method

You can edit the payslip delivery method for all selected employees at once using the mass function. Access the view or perform the function by selecting Payroll > Personnel > Employee listing.

1. Select the desired employees.
2. Select Process x selected > Edit payroll information > Set payslip delivery method
3. Select the delivery method E-salary > Set.
4. After the change, check the notification you receive about the successful update.

List the payslip delivery method from the employee listing. In the “Show columns” menu, select the fields Payroll information > Payslip delivery method.

Sending e-salary payslip

Send e-salary payslips in the Payroll process. Access the view or perform the function by selecting Payroll > Payroll > Payslips and periods.

1. Send e-salary payslips in the “Undelivered payslips” phase.
2. Select employees.
3. Select Send selected to e-salary service
4. Check the details of the calculations in the preview view.
5. Select Send and mark as printed.
6. After you have successfully sent the payslip to the e-salary service, check the saved information in the payslip processing history.
   
7. Open the processing history immediately after sending the e-salary payslip from the “Details” heading under the “pen/notepad” icon.

Checking success of e-salary sending

Check the successful sending of e-salary in the payslip processing history, where it reads “Transferred to e-salary service”. If the processing history reads something else, the e-salary payslip has not been sent to the employee.

1. Open the processing history immediately after sending the e-salary payslip from the “Details” heading under the “pen/notepad” icon in the payroll process. Access the view or perform the function by selecting Payroll > Payroll > Payslips and periods > Show all pay periods > Select pay period dates > Details > pen/notepad icon.
   
2. Resend the e-salary payslip after checking the settings.

Help: Reprinting and resending payslip

Visibility of e-salary payslip to employee

Instruct the employee to log in to their own online bank to see the Maventa e-salary payslips. The views of different banks differ slightly in content, but the online bank has a section named E-salary or Salary information where e-salary payslips can be found. See examples of different banks’ e-salary views in the Community blog post.

Instruct the employee to select Maventa as the payslip vendor in the e-salary view.

The Maventa e-salary view looks like this to the employee:

Open the e-salary payslip by clicking the company name (see image below, point 1) and open the payslip attachment page by clicking the paperclip icon (2).

E-salary service security

The payroll system and Maventa e-salary use an encrypted HTTPS connection. The systems perform authentication with API keys. Maventa processes the XML material and stores the payslips in the display service.

Elisa Appelsiini’s data center in Espoo maintains the Maventa e-salary servers. The service is located in a server equipment room equipped with backup power. Maventa e-salary supports XML material based on the payslipXML 2.0 message description. E-salary operators implemented this format together.

Maventa e-salary and the banks encrypt their communication and secure the integrity of the transmitted data with a checksum. Log in to the Maventa e-salary display service in a way similar to TUPAS authentication. The bank sends the employee’s name and personal identity code to the Maventa e-salary service. The system links the employee’s information to the payslip with the personal identity code and shows payslips only based on the personal identity code received from the bank. Log in to the display service only via the bank. Even the service provider’s employees cannot log in to the e-salary production to view anyone else’s payslips but their own.

In the Maventa e-salary admin interface, you can download raw material with the highest rights for error resolution situations. If necessary, provide a name list of people who have the highest admin interface rights. People with the highest admin interface rights are bound by confidentiality obligations. Download raw material only and exclusively when required by the necessary work tasks.

Note additionally that using e-salary is even more secure than TUPAS authentication. The system encrypts personal data separately and decrypts it in the target system (e-salary) only for user identification. The system targets payslips only and exclusively based on the personal identity code.

Frequently asked questions

What should I do if the e-salary payslip has not been delivered?
If the e-salary payslip has not arrived in the employee’s e-salary service, check the “Payslip processing history” to ensure that you have successfully sent the payslip to the e-salary service. If the sending was successful according to the payslip processing history, send a support request to Netvisor customer service and provide the following information:

• Employee’s name
• Pay period
• Company name
• E-salary payslip sending time

Can a sent e-salary payslip be canceled and deleted so it is not shown to the employee?
You cannot directly delete or cancel a sent e-salary payslip from Netvisor. If necessary, the e-salary dispatch batch can be deleted, which is charged as hourly work.

Can both see the e-salary payslip if there is a joint bank account?
E-salary payslips are delivered to the bank’s display service, which shows each employee’s e-salary payslip based on the personal identity code. With the online banking credentials linked to the employee’s personal identity code, you can only see the e-salary payslips delivered with that personal identity code. Therefore, you cannot see the spouse’s e-salary payslip in the e-salary service, even if the bank account is joint.

Why does the payslip appear under the Printing service heading even though E-salary has been chosen as the payslip delivery method?
The program automatically directs the payslip delivered as e-salary to the Printing service side if there are deficiencies in the settings. Check that the electronic service channel for e-salary is open and that the employee’s basic information includes an account number. The electronic service channel for e-salary determines whether you can send material from the company to the e-salary service. Based on the employee’s bank account, make sure that the bank in question receives Maventa e-salary payslips.

Why does the payslip appear under the Local printing heading even though E-salary has been chosen as the payslip delivery method?
The program automatically directs the payslip delivered as e-salary to Local printing if the employee’s citizenship is other than Finnish. You cannot deliver e-salary payslips to foreign employees.

Why does the old company name appear in the e-salary service?
The company name is stored in the e-salary service based on the information at the time of registration. If the company name changes afterward, deactivate the electronic service channel and activate it again from Netvisor Store. Access the view or perform the function by selecting Company menu (company name) > Netvisor Store > Netvisor service packages > Electronic service channels > Maventa e-salary > Deactivate > (Wait about 45 minutes) > Activate. This updates the company name to the new one.

Why is sending e-salary payslips unsuccessful and I receive an error message?

1. Check that all employees have the employment start date saved and that it is not in the future compared to the pay period being processed. You can easily see it from the Employee listing by selecting “Show columns” menu “Employment information” and “Start date”. The employment start date is a mandatory field. If it is missing, the e-salary payslip information remains incomplete and you cannot send the payslip.
2. Check that all employees have a correctly formatted personal identity code. You can easily see it from the Employee listing. Check that the last letter of the personal identity code is uppercase and that everyone has the correct century identifier. If you have entered the personal identity code incorrectly (for example, the letter A instead of a hyphen), the system interprets the employee’s age 100 years later. The birth year may then be in the future, in which case the program shows the age as negative in the Employee listing (see image below). You can display the “Age” column by selecting “Show columns” menu “Personal information” and “Age”.
3. If the above does not help, try sending e-salary payslips in smaller batches. If there is one payslip with incorrect information in the batch, it prevents the sending of the other selected payslips. Always select a few employees at a time for sending so that you can narrow down which payslip cannot be sent.
   • For example, check the tax card information. The rule that the additional percentage must be higher than the basic percentage prevents sending the e-salary payslip if you have saved the same percentage in both.

To which bank can e-salary payslips be sent?
Maventa e-salary payslip can be delivered to all major banks. Below is a list of banks and BIC codes that are involved in e-salary:

How quickly is the e-salary payslip delivered?
The e-salary payslip is visible to the employee in their own online bank within half an hour of sending.

What does the employee need to do to receive the e-salary payslip?
Receiving the e-salary payslip does not require any prior actions from the employee. Just make sure that they have personal online banking credentials for the bank account to which the pay is deposited.

Who is the e-salary vendor?
Maventa is the e-salary vendor.

Where can I find the e-salary payslip in my own online bank?
See the image examples from different online banks showing where e-salary payslips can be found (Nordea, OP, S-Bank and OmaSP).

Keywords: E-salary, Maventa, Payslip, Electronic service channel, Delivery method, Online bank, Data security, Payroll

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