Personal details, bank account and tax card
Your personal information relevant to the employment relationship is stored in the Workday system. Once your Aalto user ID has been generated and you have activated it, you can view and edit your own personal information in your Workday profile. Please make sure your personal details are always up-to-date.
Mandatory personal and contact info:
- Legal name (as in your passport - excluding foreign letters)
Street address (remember to update once you settle in Finland!)
Personal mobile phone number
Personal email (other than @aalto.fi)
Other personal details:
- In Case of Emergency (ICE) contact information
- Legal name, preferred name (your work email at Aalto is based on preferred name)
Use Legal Name As Preferred Name is selected by default. E.g. person named Jane Janet Doe, would get Jane as preferred name, and aalto email would be jane.doe.
If you are better known as Janet or Jane Janet, please unselect the "Use Legal Name As Preferred Name". Type in your preferred name(s) to Given Name(s) section. These name(s) will then form your aalto-email and will appear across Aalto's digital platforms. Just remember to unselect the "Use Legal Name As Preferred Name" if you are not known by your given legal first name.
Requests to update your contact info appear in your Workday Inbox as part of Onboarding. Complete and submit every task, so that your inbox is empty. You can not start new processes to update your contact details, if Onboarding is not finished.
Finnish personal identity code and Gender:
In Workday there are three options for gender: male, female and not declared. The Finnish personal identity code contains the information of gender, and as the Finnish law does not recognize other-gendered, a male or female gender will be included in the code as you apply for residence permit, register your right of residence or apply for a tax card. In the university's systems your gender is shown according to the option chosen in Workday.
Please submit your tax card to payroll services ([email protected]). A photo of the tax card is also sufficient, if the photo quality is good (the tax percentages and income limit can be seen clearly). More information on tax cards.
Employees can increase their tax rate by informing Payroll via e-mail. Please state the new tax percentage and your Finnish ID within the message. Decreasing the tax rate or altering the income limit stated on the tax card cannot be done without requesting a new tax card from the Finnish Tax Administration.
Your first salary will be paid:
- If a tax card has not been submitted, the salary payments will start a month after the start of the employment relationship. The withholding will be 60 %.
- If the tax card is submitted before the one month period, the salary will be paid on the next possible payday. The withholding will be made according to the tax card.
Employees can ask for their salary to be paid with 60 % withholding. The Payroll Office will not make any corrections to the withholding of past salary payments, even after the tax card is submitted. Any such corrections to the taxes will be made by the Tax Administration.
Tax card types in Finland
Please confirm that you are submitting a specific tax card for a specific income type. If you receive non-wage compensation (trade income or compensation for use), you must submit a specific card for this type of income. Without the specific tax card, the withholding will be 60 %.
Bank details for salary
Employees can add their bank account information via Workday, if the bank account is a SEPA account. After the account details are entered in Workday, they will be automatically and securely transferred to the payroll system.
Bank accounts of non-SEPA countries are an exception, they are submitted directly to the payroll office (via HR). All SEPA bank accounts must be submitted through Workday.
Employees can add their personal bank account details to Workday, if their bank is located in a SEPA country. Finnish bank accounts can be added directly, bank accounts in a different SEPA-country can be added after HR has changed the bank location. Other than SEPA-country bank account details can be sent directly to payroll. Payroll does not accept directly sent bank details for other than non-SEPA-country accounts. To handle your bank details within the system you need to first connect via secure connection and identify yourself with Microsoft Authenticator app.
Workday is a Personnel Management software as well as Human Resources database. Workday is also the self-service system for all employees and visitors for requesting eg. absences and updating contact details. To sign in you need an active Aalto account. Workday is available in English and Finnish. You can find Workday from the Tools menu, or navigate directly to workday.aalto.fi.