Instructions for the Salesforce personal data form for fee receivers and guests

Aalto University is currently using Salesforce to process both fee payments and travel expenses for the university's guests. The electronic form also increases data security when collecting the fee receiver's/guest's personal information.

Personal data is collected through the Salesforce Personal Data Form in the following situations: 

1. you do not have an employment relationship with Aalto University during the assignment
2. you have agreed on some kind of work task/performance with the university, for which Aalto has promised to compensate you. In addition to a specific task/performance, the compensation could also be paid for example for a patent/ an invention or it could be compensation for the use of a written work or an art work.
3. you have been invited to visit Aalto University and Aalto has promised to reimburse you certain expenses, that resulted from the visist.

The fee payments and travel expense reimbursements are always processed only after the work task/performance is done or when the visit to Aalto University has ended. The process may take some time, therefore, in some cases you may receive the request to fill your personal information only after several weeks. All fee payments and travel expense reimbursements are, however, handled appropriately by the university's HR and Travel services.

Instructions for the Salesforce form

The link to the personal data form is always sent from this address: noreply-serviceplatform@aalto.fi.The message header is the following: Personal information request from Aalto University for payment or guest reimbursement / Henkilötietopyyntö Aalto-yliopistolta palkkion tai matkakulujen maksamiseksi. 

Please note that you cannot reply to this address. If you have any questions concerning the data form, please contact dataformhelp@aalto.fi.

After you have received the email requesting you to fill your personal information, please do so as soon as possible. Please note that you have 30 days to fill the personal data and to submit the form. After this the link to the form will expire and you will no longer be able to access the data form.

If you have previously been paid a fee through Salesforce, you can choose Suomi.fi authentication instead of logging in to the personal data form with your email address. 

More detailed instructions for logging in can be found in the pdf file below under the name "instructions for fee receiver and guest to fill in the personal data form". 

If you provide your personal data for the first time, the only way to identify yourself is with an email address and pin code. 

The Suomi.fi option is offered in the following situations: 

•you have previously provided your personal data on Salesforce's personal data form AND 

•you have a Finnish personal identity code (issued by the Digital and Population Data Services Agency or the Tax Administration) 

When you identify yourself strongly through the Suomi.fi service, the personal data form will display the information you have previously provided. You can check that the information is still correct, make changes if necessary, and then send a personal data form. 

Authentication with an email address remains an option if you do not want to use the Suomi.fi service or it is not possible to use it. When the e-mail address authentication is used, the personal data form opens blank, the previously reported personal data is not shown on the personal data form".