What should a payroll report contain?

We have received many questions from entrepreneurs who have employees, either on a permanent or occasional basis. Many entrepreneurs use the Finnish Tax Administration’s convenient and free Palkka.fi service for payroll processing. The paid Palkkaus.fi software has also been popular among our customers.

Palkka.fi is a free payroll service that submits employer reports, including reports to the Incomes Register and other authorities, on the employer’s behalf. The service is quite easy to use and clear. Palkka.fi is only available in finnish and swedish. 

Palkkaus.fi charges a few euros per salary payment. The fee is added on top of the salary paid and charged to the employer. Palkkaus.fi is also available in english. 

The most common questions we receive mainly concern salaries that are reported in the UKKO Entrepreneur service. Below, we have compiled instructions for obtaining a payroll report from the two services most commonly used by our customers.

Downloading a payroll report from Palkka.fi

1. To report payroll information, first log in to your Palkka.fi profile, where you can download the required payroll data.
   
   
   
   
   
    
2. Once you have logged in to your Palkka.fi dashboard, find “Palkanlaskennan tulosteet” (“Payroll calculation printouts”). Click it to proceed.
    
3. Under “Palkanlaskennan tulosteet”, select “Tee uusi tuloste” (“Create a new printout”) to download new payroll data from the system.
    
4. Select “Kirjanpidon tosite” (“Accounting voucher”) as the printout type and define the relevant dates for the payroll period or payment period. You can also choose whether the report concerns a payment period or a pay period.
   
   
   
   
    
5. Once you have completed the required details, you can download the report separately for each employee or as a single list covering all employees by leaving the employee selection blank.
    
6. You can add the completed report to our service using the Add expense function on the Expenses page. Use the following details when adding the report:
    
   • Transaction details: You can enter your own Business ID in the Business ID field.
   • Description: Mention the pay period and the employee’s name.
   • Transaction type: Service purchase
   • Amount: Enter the gross total from the report.
   • VAT: 0%
   • Related to business: Other business expense
   • Payment details: Date on which the salary was paid.

Downloading payroll reports from Palkkaus.fi

1. To report payroll information, first log in to your Palkkaus.fi profile, where you can download the required payroll data.
   
   

   
    

2. Once you have logged in to your Palkkaus.fi dashboard, find “Palkanmaksu” (“Salary payment”). Click it to open the submenu and select “Maksetut” (“Paid”) to browse paid payslips.
   
   
    
3. Select “Näytä” (“View”) next to the relevant payslip to open it.
    
4. Select “Työnantajan laskelma” (“Employer’s calculation”), then “Koko raportti” (“Full report”), and finally “Lataa PDF” (“Download PDF”). Repeat this for all required payslips. 
   
   

Alternatively, you may have created a payroll list that enables you to pay several salaries at once. You can download the reports by clicking “Palkkalistat” (“Payroll lists”), then “Maksettu” (“Paid”), selecting “Näytä” (“View”) next to the appropriate payroll list, and going to the reports. Select “Työnantajan laskelma”, “Koko raportti”, and “Lataa PDF” to view and download the correct report.

That’s all there is to it! You can now upload the required reports to the UKKO Private Trader Entrepreneurship service.
 

Downloading payroll reports from another service

You can also pay salaries using other services and upload a report downloaded from any service to the UKKO service.

When obtaining the report, make sure it includes at least the following entries needed for bookkeeping:

• Gross salary paid
• Pension insurance contribution
• Health insurance contribution
• Unemployment insurance contribution, including both the employee’s and employer’s share
• Any other fees and reimbursements
• Any fee charged by the payroll service provider, which may also be included in a separate report