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 employee information is always done in Netvisor. Employee data cannot be updated on the Epassi side.
The Epassi integration can be implemented in all Netvisor service packages that include the Payroll package. Alternatively, the integration can also be used solely with the Payroll package.
Order
The integration is ordered by filling out the form at https://netvisor.fi/epassi/, after which you will be automatically directed to the Epassi web store. The order can be finalized by a company representative who confirms the order with strong identification. If an accounting firm representative fills out the form, the link to the Epassi web store can be sent to the company representative. The order is processed by Netvisor and Epassi. If updates are required for the Netvisor package, you will be contacted. Once the order has been processed, Epassi will send you a notification about the API credentials created for your company and general instructions on the service's operation. The message from Epassi containing the API credentials will include a link to the Netvisor integration form. Enter the received API credentials into the integration form. Netvisor will send an email notification about the time when the integration will be activated.
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 takes place in the evenings around 10 PM. If you wish to change the transfer interval, please contact our customer service at tuki.netvisor@visma.com.
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.
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 on 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 > Calculatory > 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 deducts from the net wage or salary 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 wage or salary 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 payroll calculation, the pay period must be open on the day of the lunch benefit retrieval period. In daily transfers, the retrieval period is the same as the transfer day. For example, on 1.2., the lunch benefits used on that day are transferred, and the pay period for that day must be open in the payroll calculation for the lunch benefits to be transferred to the payroll calculation.
For monthly transfers, the retrieval period date is the last day of the calendar month, so the first day of the month must have an open pay period for the last day of the previous month. For example, on 1.2., the lunch benefits used in January are transferred, so a pay period with the date 31.1. must be open on 1.2.
Notes
Employee's Short-Term Absence
When an employee is temporarily absent but their employment remains valid, benefits are managed using the employee's Personnel Benefit selection. Deselecting the Personnel Benefit option deactivates the employee from Epassi during the next evening run.
Ending Employee's Employment and Personnel Benefits
When the employee's last working day is known, the information must be updated in Netvisor in the employee's employment details. This information is automatically updated to Epassi the following evening, after which the benefits automatically cease after that specific day. When the employee's employment has ended, the employee can be set as inactive in Netvisor.
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