Personal details, bank account and tax card

Personal information and bank details are inserted into Workday. Tax cards are submitted to the payroll team via email. Your local HR unit representatives can assist.
Keltainen Aalto-kynä

Personal information

At the beginning of your employment HR collects your personal information and contact details and inserts them into our HR-system Workday. 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: 

  1. Legal name (as in your passport - excluding foreign letters)
  2. Street address (remember to update once you settle in Finland!)

  3. Personal mobile phone number 

  4. Personal email (other than 

Other personal details:

  1. In Case of Emergency (ICE) contact information
  2. 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.

Tax card

Please submit your tax card to the payroll office ([email protected]) as soon as possible. A photo of the tax card is also sufficient, if the photo quality is good enough (the tax percentages and income limit can be seen clearly). More information on tax cards. 

Your first salary will be paid:

  • If a tax card has not been submitted, the salary payments will start a month after the employment contract has been approved. The withheld tax 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.

Non-recurring fees will be paid when the fee payment has been sent to payroll services for processing. If a tax card has not been sent along the fee payment, the withheld tax will be 60 %. The payroll team won't remind about submitting the tax card.

Employee/fee recipients can ask for the salary/fee payment to be paid with 60 % withholding tax. The Payroll Office will not make any corrections to the withheld tax on past salary payments, even after the tax card is submitted.

Employees can increase their tax rate by informing Payroll in writing or by e-mail. Decreasing the tax rate or altering the salary limits stated on the tax card, cannot, however, be changed without requesting a new tax card from the Finnish Tax Administration.

Tax card for fee payments of trade income or compensation for use

If you are not in an employment relationship with Aalto University and if the pay you receive consists of nonwage compensation for work, either fully or partially, you must submit an application for a specific card for this type of income – either “trade income’’ or "compensation for use". Amounts paid as trade income or compensation for use (nonwage compensation for work) are subject to special deductions that are different from those that concern wages.

More information on trade income and compensation for use tax cards

Bank details for salary

Employees can add their bank account information via Workday, which will be automatically and securely transferred to payroll.

Non-SEPA-country bank accounts can be submitted directly to payroll (via HR). All other bank accounts must be submitted through Workday.

Add or edit bank account information for salary payments

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.


More instructions

Further info

Three students with bicycles in front of Väre building, Aalto University

Onboarding guide for new employee

Orientation and onboarding info with links to relevant information for new Aalto employees.

This service is provided by:

HR Services

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