Maventa E-salary

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

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 the delivery of payslips directly to the employee's online bank for viewing. Delivering e-salary requires opening an electronic service channel and choosing the payslip delivery method in the employee's information. Implementation requires the User administrator (KH) role (for opening the electronic service channel).

If the e-salary payslip cannot be sent to a specific employee, check the employee's account number, personal identity code, and employment start date. If the employment start date is in the future compared to the pay period, the e-salary payslip cannot be sent.

Even if the Maventa account is deactivated, the e-salary service does not stop. If you want to terminate the e-salary, a deactivation request is sent in the same way as the activation request was originally sent when activating the 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 the change, a foreign employee can no longer appear in the "Undelivered payslips section" "E-salary" listing in the payroll process, even if "E-salary" has been defined as the "Payslip delivery method". Instead, they are placed in the "Local printing" listing. 

Opening electronic service channel

Access the view like this: Company menu > Netvisor Store > Netvisor service packages > Electronic service channels > Maventa e-salary > Activate

If you want to close the e-salary channel, you can select "Deactivate" from 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 like this: Payroll > Personnel > Employee listing

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

You can list the payslip delivery method from the employee listing. Select the fields Payroll information>Payslip delivery method from the Show columns menu.

Sending e-salary payslip

E-salary payslips are sent in the Payroll process. Access the view like this: Payroll > Payroll > Payslips and periods.

1. E-salary payslips are sent in the "Undelivered payslips" phase
2. Select employees
3. Send selected to e-salary service
4. Check the details of the calculations in the preview view
5. Send and mark as printed
6. When the payslip has been successfully sent to the e-salary service, the information is saved in the payslip processing history
7. The processing history can be opened immediately after sending the e-salary payslip from the "Details" heading under the "pen/notepad" icon.

Checking success of e-salary sending

After a successful e-salary sending, the payslip processing history reads "Transferred to e-salary service". If the processing history reads something else, the e-salary payslip has not been sent to the employee.

• The processing history can be opened immediately after sending the e-salary payslip from the "Details" heading under the "pen/notepad" icon in the payroll process

Payroll > Payroll > Payslips and periods > Show all pay periods > Select pay period dates > Details > pen/notepad icon

The e-salary payslip can be resent after checking the settings.

Help: Reprinting and resending payslip 

Visibility of e-salary payslip to employee

The employee sees Maventa e-salary payslips by logging into their own online bank. 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. Examples of different banks' e-salary views can be found in the Community blog post.

In the e-salary view, the employee must select Maventa as the payslip vendor. 

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

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

E-salary service security

There is an encrypted HTTPS connection between the payroll system and Maventa e-salary. Authentication between the payroll system and Maventa is done with API keys. XML material is processed on Maventa's side and payslips are stored in the display service. Maventa e-salary servers are located at Elisa Appelsiini's data center in Espoo. The service is placed in a server equipment room equipped with backup power. The XML material supported by Maventa e-salary is based on the payslipXML 2.0 message description, which is a e-salary format implemented together by e-salary operators.

Communication between Maventa e-salary and banks is encrypted and the integrity of the transmitted data is secured with a checksum. Access to the Maventa e-salary display service occurs very similarly to making a TUPAS authentication. The bank sends the employee's name and personal identity code to the Maventa e-salary service. The personal identity code is the information by which the employee's information is linked to the payslip, and payslips are only shown based on the personal identity code received from the bank. No one can log into the display service from anywhere other than the bank, meaning even on the service provider's side, no employee can log into the e-salary production to view anyone else's payslips but their own.

In the Maventa e-salary admin interface, it is possible to download raw material for error resolution situations with the highest rights. A list of people with the highest admin interface rights can be provided if necessary. People with the highest admin interface rights are bound by confidentiality obligations, and downloading raw material is only allowed if required by the necessary work tasks.

Additionally, using e-salary is even safer than TUPAS because personal information is encrypted separately and decrypted in the target system (e-salary) only for user identification, as payslips are targeted solely 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 the payslip has been successfully sent to the e-salary service. If the sending was successful according to the payslip processing history, send a support request to Netvisor's customer service and provide the following information:
- Employee's name
- Pay period
- Company's name
- E-salary payslip sending time

Can a sent e-salary payslip be canceled and deleted so it is not shown to the employee?

A sent e-salary payslip cannot be directly deleted or canceled from Netvisor. The e-salary batch can be deleted if necessary, 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, where each employee's e-salary payslip is shown based on the personal identity code. Only the e-salary payslips delivered with the employee's personal identity code can be seen with the online banking credentials linked to the employee's personal identity code. Therefore, the e-salary service does not show the spouse's e-salary payslip, 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 material can be sent from the company to the e-salary service. The employee's bank account ensures that the bank receives Maventa e-salary payslips.

Why does the payslip appear under 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. E-salary payslips cannot be delivered 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 registration information. If the company name changes afterward, the electronic service channel can be deactivated and reactivated from Netvisor Store: Company menu (company name) > Netvisor Store > Netvisor service packages > Electronic service channels > Maventa e-salary > Deactivate > (And 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, and if it is missing, the e-salary payslip information remains incomplete, and sending is therefore unsuccessful.
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 there is an error in the personal identity code, e.g., an A instead of a hyphen, the employee's age is interpreted 100 years later, and the birth year may be in the future, showing 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 other selected payslips. Therefore, always select a few employees at a time for sending, allowing you to narrow down which payslip cannot be sent.
   • The reason may be, for example, that the same percentage is saved in both the basic percentage and the additional percentage in the tax card information. In this case, the rule that the additional percentage must be higher than the basic percentage prevents the sending of the e-salary payslip.

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. It is sufficient that they have personal online banking credentials for the bank account to which the pay is deposited.

Who is the e-salary vendor?

The e-salary vendor is Maventa.

Where can I find the e-salary payslip in my own online bank?

Here are some image examples from different online banks where e-salary payslips can be found (Nordea, OP, S-Bank, and OmaSP).

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