This help article covers employment management, editing employment information, adding a new employment for an employee, and reviewing employments in the employee listing.

CONTENT

Employment management

Employee's employment information is visible in the Employee's basic information: Pay > Personnel >  Employee listing > select employee > Employment tab. 

You can access the information of an individual employment by clicking the employment row or the pencil/notepad icon at the end of the row.

Employment information

The first employment of an employee is created during the establishment of the employee. The information of one employment is visible in its own window. 

  Basis of employment

  • Select here whether the basis of employment is a work or official relationship or another basis.
  • Use the "other basis" option if, for example, travel and account of expenses are paid through Netvisor to a person who does not have an employment contract with the company.

Start date of continuous employment

  • This information can be used if, for example, a longer duration of employment is desired than what would come according to the start date.
  • As an example, when transferring within a group, a new employment can be created, but the date when the person started in the company is given here. Thus, for example, holiday calculation continues correctly with the right holiday accruals
  • The information can therefore be used to chain employments if necessary without breaking the "work pipeline"
  • Note that if the information is given, the duration of employment is calculated from this date instead of the start date.

Start date

  • Enter the day when the employment mentioned in the employment contract concretely begins.
  • The duration of employment is calculated from this date if the start date of continuous employment is not given.
  • If you chain the employee's fixed-term employments so that the next employment begins immediately the day after the previous one ends, the start date of the first employment in the chain will appear on the pay information notification.

End date of probationary period

  • The program offers by default a date 6 months ahead from the given start date.
  • Edit the date if desired or leave the field empty.

Occupational title

  • Enter a title in the field that describes the employee's job description.

Occupational category

  • Select the occupational category corresponding to the employee's task.
  • Available are occupational categories according to Statistics Finland's occupational classification (TK10).
  • Open the listing from the magnifying glass.
  • Search for a suitable occupational category by typing a keyword or entering numbers in the field.
  • The information appears on the pay information notification and is transmitted to the Income Register.

Keva's Occupational category code

  • The field is visible in Employment management when the information that the company's pension insurer is Keva has been given in Pay > Settings > Payroll settings .
  • Enter numerical information after checking it from Keva's code list, as the listing is not supported.

Keva Service relationship registration

  • Note that this option is also visible only if Keva is marked as the company's pension insurer in the payroll settings.
  • Open the dropdown menu by clicking the arrow.

Form of pay

  • Click the checkbox in front of the form of pay applied to the employee.

Validity of employment

  • Select indefinite or fixed-term.
  • If you select "Fixed-term", also provide the end date of employment and the reason for ending.

Type of employment

  • Select "Full-time", "Part-time", or "Information not available".
  • Provide additional information on the percentage of part-time work in its own field if "Part-time" is selected.
  • Note that the percentage of part-time work does not affect the calculation but is only additional information.

Collective agreement

  • Open the dropdown menu from the magnifying glass, which lists collective agreements from different sectors.
  • Search for a suitable agreement by typing a keyword or number.

Regular working hours

  • Enter the agreed regular weekly hours for the employee in the field.
  • Note that the number of hours affects the target weekly working hours in the Working hours section so that the program divides the weekly hours into five weekdays (Mon-Fri).

Method of employment

  • Select a suitable option from the dropdown menu.
  • Five different choices or empty are available.

Employment subsidy

  • Check the box if the employee is employed with state employment funds.

Year of car benefit car's activation

  • Provide information on the year of activation of the car benefit car if the employee has a car benefit.
  • The program retrieves the car's age group information (A, B, C, or U) based on the year of activation when saving.
  • The information is transmitted to the Income Register.

Car benefit received abroad

  • Check the box if the employee's car benefit is received abroad.

End date

  • Provide the date until which the employment is valid.
  • The information is mandatory if the validity of employment is "Fixed-term".

Reason for ending employment 

  • Select the reason from the dropdown menu.
  • The information is mandatory if an end date is given for the employment.

Internal comment

  • Write text in the internal comment field that is not visible anywhere else but in the employment management window.
  • The field is intended as a tool for the person handling the employment.

 Once the information is provided, save the changes. Saving closes the window and updates the information in the employment listing. 


Adding employment to employee

You can open the view or perform the action by selecting Pay > Personnel > Employee listing > select employee > Employment tab.

An employment can be added to an employee in two ways:

  1. Press the button + New employment if you want to fill in the employee's employment information from scratch.
  2. Press Add employment by copying if you want to copy the information.
    • With the copy function, you only need to provide new start and end dates for the employment.
    • Check and correct other changed information if necessary.
  3. Utilize automation in ending the previous employment. When adding a new employment, the system shows an option that, when accepted, automatically ends the previous employment on the day before the new employment start date.



Employments in employee listing

You can open the view or perform the action by selecting Pay > Personnel > Employee listing.

Employee employment information is shown in the employee listing. By default, only those employees whose employment status is currently valid are shown. You can also choose to display those employees whose employment has already ended or is about to start in the future.

  1. Click the "Show in listing" button.
  2. Select "Employees without valid employment". 
  3. Press the "Update view" button after selection to activate your choices.

Behind the employment is more detailed information on whether the employment is valid, starting, ending, or already ended. In the employee listing, only either valid or not valid is shown as the status.

You can choose which employment information is shown in the employee listing table. This is done through column selections.

You can group employees according to the employment status, allowing you to differentiate employees based on whether the employment is currently valid or not. 


For each employee, only the valid (or already ended) employment is shown. By clicking the employment status information, you can open a window where you can see all the employee's employments if there are more.


Access rights

The Employee Employment tab can be accessed if the user has at least payroll function-specific read or edit rights to the "Employee registry" section "Employee management". In addition to the aforementioned right, either the Payroll accountant role (P) or Supervisor role (E) is required.

Frequently asked questions

Why doesn't the employee appear in the employee listing?

If the employee does not have a valid employment at the current moment, they do not appear in the listing by default. You can choose to display those whose employment is about to start in the future or has already ended by selecting the employees to be shown in the listing. Remember to update the view to activate the selections.

Can an employment be deleted?

Yes. This is done by drilling down to the employee's employment as if you were editing it. The delete function is visible at the bottom. However, if the employment is the employee's only one, its deletion is prevented. If the employment was established mistakenly without reason, the basis of employment can be changed to "Other basis".

Can an employee have two overlapping employments?

The program is designed so that an employee cannot have multiple overlapping employments. Saving a new employment is possible, but the program gives a notice to ensure the information is checked.

Keywords: Employment, Employment management, Employment information, Adding employment, Employee listing, Occupational category, Keva, Form of pay, Working hours, Car benefit, Employment subsidy

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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