Suomi.fi e-Authorisations – how to handle your company’s matters online as an employer

Based on your role, you automatically have access to all the employer's content on our online service. At your disposal are:  

• insurance, invoice and payroll information
• payment information and estimates
• individual-level decision data
• contribution category calculator
• overview of work ability risks
• learning environment
• online sparring sessions on work ability management
• surveys (coming in early 2024).

Based on your role, you will see these: 

• insurance and invoice information​
• payment information and estimates​
• contribution category calculator
• overview of work ability risks
• learning environment
• online sparring sessions on work ability management

For these you need a Suomi.fi mandate: 

• individual-level payroll information
• decisions
• surveys

If you have the right to represent your company alone, you can give yourself the Suomi.fi authorisations you need. How to grant a mandate »  

Otherwise, request mandate as usual. How to request a mandate » 

Based on your role, you will see these:

• insurance and invoice information​
• payment information and estimates​
• contribution category calculator
• overview of work ability risks
• learning environment
• online sparring sessions on work ability management.

For these you need a Suomi.fi mandate: 

• individual-level payroll information
• decisions
• surveys.

You can grant yourself the Suomi.fi mandate you need. How to grant a mandate » 

Based on your role, you will see these: 

• insurance, invoice and payroll information
• payment information and estimates​
• contribution category calculator
• overview of work ability risks
• learning environment
• online sparring sessions on work ability management.

For these you need a Suomi.fi mandate: 

• decisions
• surveys.

How to grant a mandate » 

You need a Suomi.fi mandate to access our service. How to request a mandate »  

Follow the instructions below, when you need a personal mandate from your employer to act on behalf of your company. If, for example, you take care of your company's personnel or financial matters, you will get authorisation to our services by following these instructions. If, however, your company is doing business on behalf of another company, you can find the instructions here (suomi.fi).

1. Go to the Suomi.fi service.
   • Read the Suomi.fi instructions for requesting authorisation (suomi.fi)
2. Request a mandate
   • Identify yourself in the service electronically (suomi.fi).
   • Choose personal mandates, i.e., request authorisations as yourself.
   • Add the company you want to act on behalf of (i.e., the company you work for) as the assignor.
   • Select the mandate theme you need. You will find our mandate options with the keyword ‘Ilmarinen’. You can check out our six mandate options here.
3. Ascertain your mandate
   • Tell the assignor in your company that you have made a mandate request. Your mandate will be valid once the assignor in your company has approved your request.

These instructions cover the following topics:

• Who can grant a Suomi.fi mandate 
• Granting Suomi.fi mandates 
• Approving a mandate request 
• Removing unnecessary mandates.

Determine who can grant a Suomi.fi mandate

When someone in the company needs a Suomi.fi mandate, the company must have an assignor who can grant it. A mandate can be granted in a company by a person who is either entitled to represent the organisation alone based on a register role or who has a Suomi.fi mandate that gives them the right to grant mandates. Read more on the Suomi.fi website:

Who can independently grant organisation’s mandates? (suomi.fi)

How authorised persons of a limited liability company or a cooperative grant mandates jointly (suomi.fi)

How a company’s board members grant mandates jointly (suomi.fi)

How the partners in a general partnership or a limited partnership grant mandates jointly (suomi.fi)

Granting Suomi.fi mandates

1. Select the mandate. Take a look at the six options below and select the type of mandate you will grant.
2. Go to the Suomi.fi service and read the Suomi.fi instructions on granting a mandate (suomi.fi). Then identify yourself in the service electronically and grant the mandate. When searching for the right mandate in the Suomi.fi service, you can find it using the search word “Ilmarinen”.
   • If you want to authorise someone to carry out transactions in our service on your company’s behalf, select the mandate for transactions as the mandate type. If you want to authorise your employee to also grant mandates to other persons in your company, grant them the right to grant a mandate.
3. Inform the person receiving the mandate. Remember to tell the person receiving the mandate about the mandate you have granted them. If the person receiving the mandate uses the Suomi.fi Messages service, they will automatically receive a notification of the mandate granted to them.

Does your company have several TyEL insurance policies?

If your company has several TyEL policies and you want to limit the powers of the mandate to only apply to part of your company’s TyEL policies, you can do so by adding a specifier to the mandate request in the Suomi.fi service. As the specifier, use the TyEL insurance policy number of the insurance policy you wish to grant the assignee access to. Read the instructions concerning the mandate specifier (suomi.fi).

Approving a mandate request

When you have received a mandate request, approve or reject it in the Suomi.fi service. First take a look at our different mandates and make sure you are granting a mandate with the right level. Then approve the request in the Suomi.fi service.

Read the instructions on approving a mandate request as an organisation (suomi.fi)

Removing unnecessary mandates

Remember to remove the Suomi.fi mandate when the employment or contractual relationship ends or if the employee’s work role changes. You can remove the mandate in the Suomi.fi service.

How to invalidate an organisation’s mandates (suomi.fi)

If you can't grant a mandate  

There are cases where a mandate cannot be granted as usual in the Suomi.fi service. This may be the case, for example, in an association where several persons are required to give a mandate. In these cases, a mandate can be given by a separate application.

A separate application is used by:

• public administration
• certain associations
• certain companies and sole traders
• persons who are unable to identify themselves electronically.

Read more and fill in the application (suomi.fi)

What does authorising with an application mean?

Authorising with an application refers to the process of submitting an authorisation request using an electronic or paper form. This becomes necessary when you cannot authorise in the usual manner via the Suomi.fi service.

When do you need to authorise with an application?

Below are examples of situations where authorisation must be done with an application. If your situation is not listed here, please refer to a more comprehensive list of cases available here (suomi.fi)

The association is represented by multiple individuals: If, according to the rules of your association's signing authority, you cannot represent your association alone, you must authorise with an application.

No representatives in the Trade Register: If your organisation or association does not have registered representatives in the Trade Register, authorise with an application. Such cases may include, for example, a foundation, investment fund, personal fund, a joint forest, road association, or student nation.

No Finnish personal identity code or authentication tool: If the representative of your company or association does not have a Finnish personal identity code or authentication tool, authorize with an application.

For companies operating abroad: Authorise with an application in the following cases: 

• Your company does not have a Finnish Business ID
• Your company does not have representatives registered in the Finnish Trade Register
• Another organisation is authorised to represent your company
• The person authorised to represent your company does not have a Finnish personal identity code or authentication tool. How to authorise with an application

This is how you authorise with an application:

1. Find out who manages authorisations in your organisation.

Begin by determining whether there is already a person in your organisation who manages Suomi.fi authorisations. If such a person does not exist yet, decide who will manage Suomi.fi authorisations going forward and apply for authorisation rights for this person with an application. Subsequently, they can easily grant and revoke authorisations, meaning they will manage your organisation's Suomi.fi authorisations.

Note that if a person does not have a Finnish personal identity code or authentication tool, they will need a UID identifier.

If you do not have a Finnish personal identity code, you will need a UID identifier to use Suomi.fi authorisations and our online services. Detailed instructions for obtaining a UID identifier can be found on the Suomi.fi service. Below you can find a summary of the instructions. Here's how to get the identifier:

1. Register for the Finnish authenticator identification service.
2. Download the Finnish Authenticator application from your phone's app store.
3. Authenticate yourself to the application by sending a facial photo of yourself and your identity document.
4. Use the application for future authentication.

Read more about the UID identifier, i.e., the Finnish authenticator identification service (suomi.fi).

2. Find out what information you need for the application

Before you start filling out the application, familiarise yourself with the application requirements here (suomi.fi).

For the application, you will need at least these basic details:

• The authorised person's official name and social security number (SSN)
• SSNs of all signatories of the application
• Contact information for additional inquiries.

Are you applying on behalf of a company operating abroad?

If the signatories of the authorisation application do not have Finnish personal identity codes, you will need certified copies of their identity documents. If the company does not have a Business ID (Y-tunnus), you will also need certified documents proving the signatory rights. These documents must be less than six months old.

3. Submit an application

Submit your application on the Suomi.fi website

Fill out the application as follows:

1. Assignor: Choose the type of organisation the principal represents.
2. Assignor’s situation: Select primarily: The signatory is a person authorised to represent the assignor. However, if your organisation is represented by a company registered in the trade register rather than an individual, select: The signatory is a company, association, or other entity authorised to represent the assignor.
3. Assignor’s details: Add the Business ID, VAT number, or the company registration number of the registering country.
4. Mandate type: Now, select the type of mandate you prefer. It is advisable to primarily choose the right to grant a mandate. This type of mandate refers to whether you are seeking the right to manage the organisation's authorisations as a whole or to act on its behalf in a specific matter. When you choose the right to grant a mandate, it is easy for the person handling the authorisation matters in your organisation to manage authorisation matters on behalf of the entire organisation. This means they can grant mandates for transactions to those who need them and revoke them as necessary.
   • Additional section if you selected the mandate for transactions: Assignee: This section will be available for selection only, if you chose the mandate for transactions as the authorisation type. In this case, choose whether you are authorising an individual or a company.

6. Assignees details: Enter the official name and Finnish SSN of the assignee. If the individual does not have a Finnish SSN, you will need the individual's UID identifier.
7. Authorisation matters: Now, add the authorisation matter you have selected. You can find authorisation matters by searching "Ilmarinen". If your company has multiple TyEL insurances, you can limit the authorisation to only cover specific insurances. In that case, enable the authorisation specifier.
   • Additional section if you selected the specifier: Authorisation specifier: If you enabled the authorisation specifier in the previous section, now add the insurance policy number to which you want to limit the authorisation.
8. Submit and sign the application: The application can be signed and submitted either electronically or on paper.

Electronic application: If all signatories of the application have the means to authenticate securely, submit the application electronically and request the signatories to authenticate themselves on the Suomi.fi service to acknowledge the application.

Paper application: Send the signed application and attachments by mail to the following address:

Digital and Population Data Services Agency, P.O.Box 123

00531 Helsinki, Finland

Are you making an application on behalf of a company operating abroad?

Remember to include the following attachments:

For the foreign signatory: A certified and original copy of a valid foreign passport authenticated by a public notary, police, or judicial authority. If the signatory is a citizen of a European Economic Area member state, San Marino, or Switzerland, alternatively provide a valid official identity card. If the identity document is in a language other than Finnish, Swedish, or English, also include an official translation of the document.

If the company does not have a Business ID (Y-tunnus), also include the original and official extract from the register signed and stamped by the registrar or a public notary, along with an official translation of the document if the original is in a language other than Finnish, Swedish, or English.

4. Grant mandate for transactions

Once your application has been approved, proceed to grant the necessary mandates and activate our online service. If you applied for authorisation rights for yourself, you can grant transaction authorisation to yourself, other individuals within your organisation, or even to an accounting firm. Do this by authenticating yourself on the Suomi.fi service and providing the necessary mandate for authorisations to those individuals or companies who will be acting on behalf of your organisation.

With this mandate you can see and manage the TyEL insurance policy’s information, validity, payment status and contact information. In addition, you will see individual-level earnings information that contains personal identity codes. Make sure you have the right to process this personal information in your work.

You can, for example:

• print out a TyEL certificate​
• print out invoice copies
• view the payment status​
• change the due months
• apply for an extended term of payment​
• view consolidated payment data and contribution estimates​
• calculate contribution category estimates
• update payment and contact information
• view personal data, such as personal identity codes and individual-level payroll information.

In addition, you can:

• complete work ability related courses in the learning environment
• book a sparring session with a work ability management specialist.

If your company has several TyEL insurance policies at Ilmarinen

You can restrict this mandate to only apply to specific TyEL policies in your company. Just add a mandate specifier to the mandate request in the Suomi.fi service. As the specifier, use the insurance policy number of the TyEL policy the assignee will be allowed to view.

With this mandate you can see and manage the TyEL insurance policy’s information, payment status and contact information. You can, for example:

• print out a TyEL certificate​
• print out invoice copies
• view the payment status​
• change the due months
• apply for an extended term of payment​
• view consolidated payment data and contribution estimates​
• calculate contribution category estimates
• update payment and contact information.

In addition, you can:

• complete work ability related courses in the learning environment
• book a sparring session with a work ability management specialist.

If your company has several TyEL insurance policies at Ilmarinen

You can restrict this mandate to only apply to specific TyEL policies in your company. Just add a mandate specifier to the mandate request in the Suomi.fi service. As the specifier, use the insurance policy number of the TyEL policy the assignee will be allowed to view.

With this mandate you can see individual-level rehabilitation and disability pension decisions and their impact on the pension insurance contribution. In addition, you can complete work ability related courses in the learning environment and book a sparring session with a work ability management specialist.

This mandate gives the holder access to personal information. Make sure you have the right to process this personal information in your work.

If your company has several TyEL insurance policies at Ilmarinen

You can restrict this mandate to only apply to specific TyEL policies in your company. Just add a mandate specifier to the mandate request in the Suomi.fi service. As the specifier, use the insurance policy number of the TyEL policy the assignee will be allowed to view.

With this mandate you can view and compare employees’ disability statistics and maintain disability-related data.

In addition, you can:

• complete work ability related courses in the learning environment
• book a sparring session with a work ability management specialist
• view consolidated payment data and contribution estimates​
• calculate contribution category estimates.

With this mandate you can view and process:

• information related to disability risk and collaboration, such as information related to the disability pension contribution and retirement
• the work ability management services’ information
• information related to the meetings within the framework of our collaboration.

In addition, you can: 

• complete work ability related courses in the learning environment
• book a sparring session with a work ability management specialist
• view consolidated payment data and contribution estimates​
• calculate contribution category estimates.

This mandate allows you to create employee surveys related to work ability and view their results. In addition, you can complete work ability related courses in the learning environment and book a sparring session with a work ability management specialist.

These instructions cover the following topics:

• managing mandate matters
• restricting mandates to certain customers or insurance policies.

How to take care of mandate matters

When you are an assignor in an accounting agency, keep two different mandate types in mind:

1. customers’ mandates for transactions, which must be requested from the customer, and
2. internal mandates to represent, which are managed internally in the accounting agency.

Both of these mandate types must be taken care of in order for you to be able to handle your customer’s matters.

1. Customers’ mandates for transactions

In order for the accountant to be able to act on behalf of their customer, the customer must grant the accounting agency a mandate for transactions. The mandate is requested from the customer in the Suomi.fi service. The accountant can make the request themself if they have a representative’s right to grant a mandate.

Before requesting a mandate for transactions from a customer, choose the extent of the access rights you need for our service. In general, a mandate for processing TyEL insurance, payment and earnings information is a suitable mandate for an accounting agency. Take a look at our mandates.

2. Internal mandates to represent

There are two types of mandates to represent:

1. a representative’s right to grant a mandate allows an accountant, for example, to request a mandate for transactions from a customer
2. the mandate to represent allows them to use the mandate they have received, i.e. to act on the customer’s behalf.
   • When granting your accountant a mandate to represent, you must determine the extent of the access rights you are granting. In general, a mandate for processing TyEL insurance, payment and earnings information is a suitable mandate for an accounting agency for our service. Take a look at our mandates.

These mandates can be granted by the Managing Director of the accounting agency or another authorised signatory. The mandates are granted in the Suomi.fi service.

How to limit a mandate to apply to certain customers and insurance policies

When you wish to restrict the mandate to only apply to certain customers or TyEL policies, you can do so by using a specifier in the mandate request. There are two specifiers available for different situations: business ID and TyEL insurance policy number.

Customer ID i.e. Business ID

If you want your accountant, for example, to only have the right to act on behalf of certain customers insured at Ilmarinen, restrict the mandate by using the customer ID. The customer ID is the customer’s business ID. So add to the mandate request the business ID of the customer on behalf of whom the assignee is allowed to act.

TyEL insurance policy number

If your customer has several TyEL insurance policies at Ilmarinen and you wish to grant the accountant access to only some of them, use the TyEL insurance policy number as the specifier. Add to the mandate request the number of the TyEL insurance policy you wish to grant access to.

Read the instructions: How a representative of an organisation grants mandates alone (suomi.fi)

How to grant an accounting agency a mandate to handle your company’s TyEL matters

1. Select the mandate. Take a look at our mandates and select which mandate you wish to grant to your accounting agency. In general, a mandate for processing TyEL insurance, payment and earnings information is a suitable mandate for an accounting agency.
2. Go to the Suomi.fi service and read the Suomi.fi instructions on granting a mandate (suomi.fi). Then identify yourself in the service electronically and grant the mandate. Remember to select ‘mandate for transactions’ as the mandate type. When searching for the right mandate theme in the Suomi.fi service, you can find it using the search word “Ilmarinen”. Please note that you need your accounting agency’s business ID for the authorisation.
3. Inform the person receiving the mandate. Remember to inform your accounting agency about the mandate you have granted them. If the person receiving the mandate uses the Suomi.fi Messages service, they will automatically receive a notification of the mandate granted to them.

If Suomi.fi mandates are not yet largely used in your broker agency, start by creating a procedure for authorisation. A good way to start is to name a broker or other person in charge in your broker agency as the main user for Suomi.fi e-Authorizations. When you give this person a representative’s right to grant a mandate, they can manage authorisations in your broker agency.

A representative’s right to grant a mandate allows the main user to request mandates for transactions from customers and allocate mandates to represent to brokers.

Suomi.fi mandates can be granted by, for example:

• the Managing Director
• a person entitled to represent the company alone
• a person whom the company has granted, in Suomi.fi e-Authorizations:
• a right to grant a mandate or
• a representative’s right to grant a mandate
• Board members entered in the Trade Register jointly.

See more detailed instructions on granting mandates here: Granting mandates as an organisation (suomi.fi).

The mandate theme tells you what you can do on behalf of a customer. Our online service contains a lot of different information, including personal data, which is why we offer different mandates for our service based on the user’s role. The extent of the mandate is chosen in the Suomi.fi service by selecting the suitable mandate theme in the mandate request.

The following mandate themes are suitable for brokers:

• Processing of TyEL insurance and payment information. You can process a customer company’s insurance and payment information but you cannot see individual-level payroll information.
• Processing of TyEL insurance, payment and earnings information. You can process a customer company’s insurance and payment information and see individual-level payroll information. 
• Use of disability statistics. You can see the customer’s company-level work ability information and statistics but not individual-level rehabilitation or pension information.

When requesting a mandate in the Suomi.fi service, you can find our mandate themes using the search word “Ilmarinen”. Make sure that the extent of the mandate you selected corresponds to what you have agreed on in your cooperation with your customer.

First you need a mandate for transactions from your customer

In order to be able to take care of your customer’s TyEL matters, you need a mandate for transactions from the customer company. The customer grants the mandate for transactions in the Suomi.fi service. Your broker agency can get a mandate for transactions in two ways:

1. Your customer can independently grant your broker agency a mandate for transactions
2. Your broker agency can request a mandate for transactions from the customer
   • First check who in your broker agency can request mandates.
   • Make sure that your broker agency requests the mandate as a company. An individual broker must not request personal mandates for transactions from a customer company.

Mandates are granted and requested in the Suomi.fi service.

How to request a mandate for your broker agency to act on behalf of a customer in our online service (suomi.fi)

Request a mandate (suomi.fi)

Next allocate mandates to other users in the broker agency

When your broker agency has received a mandate for transactions from a customer company, the broker agency’s Managing Director or other authorised signatory from the broker agency is authorised to act as the main user for Suomi.fi e-Authorizations. Thereafter, the main user manages the mandates in your agency.

With a representative’s right to grant a mandate, your employee can

• request mandates for transactions from customers
• allocate mandates to represent to brokers.

Before starting authorisation, you need:

1. the personal identity code of the broker to be authorised
2. information on what matters the broker is allowed to handle on behalf of the company
3. the customer company’s business ID – you need this to be able to limit the broker’s mandate to only apply to the matters of the customer company in question.

This is how to grant a broker a mandate to represent in the Suomi.fi service (suomi.fi)

How to limit a mandate to apply to certain customers and insurance policies

If you wish to restrict the broker’s mandate to only apply to certain customers or TyEL policies, you can do so by using a specifier. The specifier is added to the mandate request in the Suomi.fi service. You have two different specifiers to choose from: customer ID or TyEL insurance policy number.

Customer ID i.e. Business ID

If you want the broker to only have the right to act on behalf of certain customer companies insured at Ilmarinen, restrict the mandate by using the customer ID. The customer ID is the customer’s business ID. Add to the mandate request’s customer ID field the business ID of the customer on behalf of whom the broker is allowed to act.

TyEL insurance policy number

If your customer has several TyEL insurance policies at Ilmarinen and you wish to grant the broker access to only some of them, use the TyEL insurance policy number as the specifier. Add to the mandate request’s TyEL insurance policy number field the number of the TyEL insurance policy you wish to grant the broker access to.

Check that your authorisations are in order.

If you are acting in a registered role, see here what you can do on our online service.

If you are acting with authorizations, make sure you have the necessary authorizations.

First, check in the Suomi.fi service what authorizations you have received. Make sure it is an authorisation for transactions. If you have been granted authorisation rights, you still need to grant yourself transaction authorization.

Then familiarise yourself with the authorisation matters available in our online service, and make sure you have the correct authorisation matter available to you.

Take a look at our mandates and choose the right option for your situation. Then grant the mandate in the Suomi.fi service. Read the instructions on granting a mandate: Granting mandates as an organisation (suomi.fi).

There are cases where a mandate cannot be granted as usual in the Suomi.fi service. This may be the case, for example, in an association where several persons are required to give a mandate. In these cases, a mandate can be given by a separate application.

A separate application is used by:

• public administration
• certain associations
• certain companies and sole traders
• persons who are unable to identify themselves electronically.

Read more and fill in the application (suomi.fi)

Choose the mandate theme based on your work role. If you request a mandate that entitles you to access personal data, make sure you have the right to process personal data in your work.

Take a look at our mandates

You can restrict the mandate to only apply to some of your company’s insurance policies by using a specifier. When granting a mandate for our service, use as the specifier the TyEL insurance policy number of the insurance policy you wish to grant the assignee access to.

Read the instructions: How do I use a mandate specifier? (suomi.fi)

Approve the mandate request in the Suomi.fi service. Read the instructions on approving a request in Suomi.fi: Approving a mandate request as an organisation (suomi.fi).

If you have a register role that entitles you to carry out transactions, you can automatically act in our service. You can check your register information in the Suomi.fi service.

If you do not have a register role, you need a Suomi.fi mandate. Read how to request a mandate.

You need a Suomi.fi mandate. Choose the required mandate here and make a mandate request in the Suomi.fi service.

For detailed instructions on how to make a mandate request, visit Suomi.fi.

Read the instructions: How to request mandates as a person (suomi.fi)

If your register information is not up to date, contact the party maintaining the register. You can check your register information in the Suomi.fi service.

The Digital and Population Data Services Agency’s customer service can help you if you have questions related to Suomi.fi mandates. If you need help in, for example, a situation that is complex from the perspective of arranging mandates, contact the Suomi.fi customer service.

Customer service for organisations (suomi.fi)

Enterprise Finland Telephone Service (suomi.fi)