Reporting wages

Report your employees’ wages to the Incomes Register within five days of wages being paid. Varma will receive earnings data for the calculations of insurance contributions and pensions directly from the Incomes Register.

Report wages to the Incomes Register

Report the wages of your employees within five days of them being paid. You do not need to report the wages to Varma separately. We will receive earnings data for the calculations of insurance contributions and pensions directly from the Incomes Register.

Report wages to the Incomes Register as follows

  1. Acquire Suomi.fi e-Authorisation. Make sure that the authorised signatories are up to date in the Trade Register. Read more about e-Authorisation on the Tax Administration's website. If you report income data directly from your payroll administration system, you will also need a digital certificate to use the Incomes Register’s technical interface. Read more about the certificate on the Tax Administration's website.
  2. Take out TyEL insurance with Varma. When reporting wages, use Varma's pension insurance policy number. It starts with 55- and it is 11 digits long.
  3. Report the wages to the Incomes Register within five days of each pay day. Learn more about reporting on the Incomes Register's website.
  4. Correct any errors in the wages directly to the Incomes Register. Neither the Incomes Register nor Varma has no right to correct the reports the employer has made. Report to Varma only corrections to wages paid prior to 2019.

Remember to report wages on time

Report wages to the Incomes Register within five days of the payday. The payday means the day on which the pay is in the employee’s bank account. You can also report the wages to the Incomes Register ahead of time, no earlier than 45 days before the payday.

The five days also include Saturdays, Sundays and other public holidays. If the deadline for submitting the payroll information falls on a Saturday, Sunday or other public holiday, you may submit the information on the next banking day.

Late reporting can lead to the accrual of insurance contribution interest (2.00% in 2021) on the TyEL contribution. As from 1 January 2021 the Finnish Tax Administration will impose late-filing penalty for delayed Incomes Register reports.

Reporting fringe benefits

Check the Tax Administration’s instructions on how to report fringe benefits to the Incomes Register:

Detailed guidance on reporting fringe benefits

The end date of employment of the retiring employee

Remember to also report the date when a retiring employee’s employment ends to the Incomes Register. If you report wages of a retiring employee more than once a month, include the ending date in each report. Even though the employment ending date is voluntary information in the Incomes Register, we always require this information in order to grant old-age pension.

We receive the earnings data of an employee who is retiring directly from the Incomes Register. You do not need to report the wages separately to Varma.

How to report retirement to the Incomes Register?

Temporary employers also report wages to the Incomes Register

An employer can be regarded as a temporary employer when they

  • don't employ regular staff, and
  • pay less than 8 790 euros worth of wages within 6 months.

A temporary employer doesn't need a TyEL insurance policy. Nonetheless, all wages have to be reported to the Incomes Register and TyEL contribution will have to be paid.

You can report the wages to the Incomes Register using the free-of-charge Palkka.fi service (in Finnish and Swedish) or a commercial payroll service such as Palkkaus.fi (in Finnish).

  • If you use the Incomes Register's upload service or report wages straight from your payroll system, use Varma's company ID 55 and the temporary employer's pension insurance number 55-3999990D.
  • If you use the Palkka.fi service, choose Varma as insurance company on the dropdown-list on the online form. You don't need to type the company ID or the insurance number separately.

We will invoice the TyEL contribution based on the report you made to the Incomes Register.

Learn more about reporting wages as a temporary employer on the Incomes Register's website

Earnings under TyEL or not?

The basic principle is that wages and earnings fall under TyEL when they are compensation for work. Usually, your employee’s earnings under TyEL are the same as the earnings subject to withholding tax. See below for the most common examples. If you are unsure whether a certain compensation should be insured under TyEL, please contact us to find out if the employee’s pension contribution should be withheld from it. If the earnings are not to be insured under TyEL, they do not accrue pension for the employee.

Earnings that fall under TyEL are, for example:

  • basic pay, such as monthly, hourly or contractual pay
  • fringe benefits, such as a company car or flat or free or subsidised meals
  • bonus and performance pay
  • compensation paid for a statutory period of notice
  • annual holiday pay and compensation
  • pensionable earnings
  • sick-leave pay paid by the employer
  • remuneration for positions of trust, if the individual has an employment contract with the payer
  • dividends based on work input paid after 1 January 2021

 

The following do not fall under TyEL:

  • tax-exempt travel reimbursements
  • tax-exempt per diem allowances
  • staff benefits, if they extend to all employees
  • compensation paid for a period of notice exceeding the statutory period
  • compensation for a dismissal during a temporary lay-off period
  • compensation for expenses such as working equipment and kilometre travel allowances
  • dividends or profit sharing
  • additional leave days in accordance with the Annual Holidays Act

Help with using our services

Take care of your TyEL matters online

In our online service, you can, for instance

  • view your TyEL insurance invoices and invoice specifications
  • view earnings by employee
  • send us messages and attachments through a secure connection
  • calculate estimates of TyEL contributions
Take care of your matters online