CONTENT

According to the income register, reporting absence information on the payroll report is voluntary. If absence information is comprehensively reported on the payroll report, information users and employees will not request separate certificates from the payer for absences that have been sufficiently reported to the income register. Information users can utilize absence information if it is reported regularly. Payroll reporting has been implemented in Netvisor so that if there are no absences to report on the payroll report, the default information on the payroll report will be that there were no absences during the filing period.

Record type settings

Payroll > Settings > Payroll settings > Record types tab

For each record type, it can be chosen whether the absence recorded with the record type is to be reported to the income register by default or not. If the nature of the record type is selected as "Annual leave" or "Other absence", additional fields related to the absence will appear. If the nature of the record type is "Hour record", these record types are not intended for absence entries.

Reporting absence to income register

  • Can be selected "Yes" or "No"
  • Selecting Yes means that the absence recorded with the record type will automatically appear on the income register payroll report by default, if the respective working hours record is selected to be included in the payslip during the payroll process 
  • Selecting No means that the absence recorded with the record type will not appear on the payroll report by default
  • If "Yes" is selected, pay status and reason must also be provided (see sections below)

 

Reported to income register

  • Yes or
  • No

Absence pay status

  • Is mandatory information if the setting has been previously selected to report the information to the income register
  • Absence can be "Paid" or "Unpaid"

Reason for absence

  • Is mandatory information if it has been previously selected to report the information to the income register
  • Reason is selected from a dropdown menu
  • Paid and unpaid absences have their own reasons

 


Absences on payslip

Default absence filing period

From the basic data of the salary model at Payroll > Payroll > Salary model management > click on the desired salary model name > Basic data tab, you can set the default absence filing period to be "Current pay period" or "Previous pay period".

The selected default absence filing period does not prevent the inclusion of hour records (absences) outside of it on the payslip when forming the payslip in the "Check selected pay bases" view. The default absence filing period can be edited if desired during the payroll process in the payslip edit view on the "Working hours, travel and absences"  tab. 

Absences on payslip

Absence records can be found on each payslip's "Working hours, travel and absences" tab. The information comes there based on working hours records. You can add, edit, or delete absence information. The view has its own buttons for adding new absences. Editing is done by clicking the blue pencil icon. Deleting is done from the red cross. Remember to save changes. 

Absence filing period

  • All absence information must be included in the absence filing period
  • If there are absences outside the default filing period, edit the absence filing period
  • The end date of the absence filing period must not be later than the last day of the pay period

Displayed absences

  • Working hours, travel and absences tab displays as absences those records that were selected to be included in the payslip when forming it in the "Check selected pay bases" view under "Approved time management data"
  • Absences only display those record types whose basic settings have the nature "Other absence" or "Annual leave" and the record type is selected to be reported to the income register

Absence pay status

  • If an employee is recorded, for example, working hours with the record type "Paid sick leave" and paid with the salary type "Sick pay", the amount of pay for the absence will appear on the "Working hours, travel and absences" tab

  • "Amount of pay during absence" is given in euros. This information comes automatically from the payslip rows (i.e., based on the calculation of the record type formula) or, in the case of a holiday record, according to the holiday calculation method formula.

NOTE! If the sum of the salary type row is manually edited, the information does not automatically update to the "Working hours, travel and absences" tab in the "Amount of pay during absence" information, but the sum must also be corrected there manually!

Applying for compensation from Kela

Applying for Kela compensation can be managed from the payslip behind the absence information. Paid absences have a column where you can choose whether to apply for compensation from Kela or not. The default is always "Not applied". Selecting "Applied" requires information in the fields "Amount of pay during absence", "Payment information type", and "Payment detail". Payment detail is free-form, up to 29 characters long, and can only contain numbers.

There is a separate guide on the subject, which you can access here.

Frequently asked questions

Q: Can I determine which absences are reported to the income register and which are not?

A: Yes. Through the record type settings, you can choose whether the absence recorded with the record type is to be reported to the income register by default or not. See detailed instructions for setting record type settings at the beginning of this page under "Record type settings". 

Q: How do I know if the information is not ready for the income register? 

A: In the income register preparation widget, an orange warning triangle appears if there are record types in Payroll > Settings > Payroll settings > Record types that are missing mandatory information related to absences. 

You can click on the widget's warning title. Clicking takes you to the record type listing, where triangles indicate record type-specific deficiencies. Drill down to the record type and provide the missing information. 

Q: Absence information does not appear on the payslip "Working hours, travel and absences" tab. What is wrong?

A: First, check that the record type settings match the example in the user guide. If the absence is recorded in hours, the number of hours for the absence record must correspond to a full working day. A full working day is determined by the weekly working hours in the salary model settings or the employee's employment settings, i.e., weekly working hours / 5 working days (Mon-Fri) = length of the working day. For example, weekly working hours of 40 hours, making the working day length 8 hours. In this case, the absence should be recorded as 8 hours/day.



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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