FAQ / Employers
How can we implement ePassi?
ePassi Plus – a comprehensive service for employers with more than 20 employees
The customer company signs a contract with ePassi and agrees on the details of the implementation with our sales service. When the company has provided the information of the persons to receive the benefits, the benefits are activated for them at the agreed time. The benefits can be easily managed in our online service, and our automatic reports provide real-time information on their usage. We also offer various employee communication materials to support the implementation of ePassi. Our customer service helps you with all the stages of implementation.
ePassi GO for companies with fewer than 20 employees – a convenient way to start using the benefits right away
ePassi GO is designed for SMBs that want to start using the benefits right away. The company registers in our online service and specifies and assigns the benefits to the employees. The benefits will become available when the invoice is marked as paid. All the benefits can be easily assigned and managed in our online service, and our automatic reports provide real-time information on their usage.
How can you pay with ePassi?
The free mobile app is used for most ePassi payments. If a person does not have a smartphone, they can pay with an SMS (when paying for lunch) or by calling our service number. Many service providers ask for the employee’s phone number and use it for identification purposes, and no other payment method is needed. Additionally, payments via our online service enable purchases from service providers who are not using a cash register or who normally invoice their customers.
In the merchant search, you can see the payment methods available at each service provider. The service provider can use the user’s name to verify that they are entitled to the benefit.
All employers receive detailed instructions on using the payment methods by email for distribution to the personnel.
Mobile payment: payment made with the app
– Lunch and sports
SMS: secondary payment method for all phones
– Lunch and sports
One-time payment: charge made with the phone number
– Sports and culture
Online payment: payment of invoice in the ePassi online service
– Typically for event participation fees, sports clubs’ fees, and culture course fees
Payment by phone call: calling the ePassi service number and providing the product code in the sports provider’s price list; a receipt is delivered by SMS.
– Sports and culture (to be replaced with the app)
Why should I choose ePassi for our employees?
- The costs are based on actual usage without tying up capital.
- No manufacturing and logistics for payment instruments or the related costs.
- No loss – the employer does not pay for unused benefits or balance transfers.
- Automated administration: the employer can track statistics online in real time.
- A reliable system that complies with the Tax Administration’s guidelines.
- The most diverse network of merchants, which is immediately available to the employee.
- The mobile payment method is always with the employee.
- A flexible mobile payment method that enables paying the correct amount every time. The most convenient way to use non-taxable employee benefits, thereby providing savings for the employer and employee.
Changing the phone number
Only the employer can change their employees’ phone numbers. Changes can be made by signing into the ePassi online service with the company’s credentials.
How does the invoicing work?
ePassi GO – for companies with fewer than 20 employees
The invoice comprises the monetary balance added to the payment method and the service fee according to the price list for distributing the benefits in advance. The added balance becomes available to employees once the payment for the invoice is received. The employees can use the balance until the end of the year which the benefits were allocated for. At the end of the year, any unused balance is taken into account in the invoicing for the following calendar year. The added balance and the service fees related to the transactions are exclusive of VAT. The valid price list is available on the ePassi GO website.
ePassi Plus – for companies with more than 20 employees
Please contact our business sales team »
The quantity of the benefit when an employee is added to ePassi mid-year
The employer decides whether the benefit is issued for the full year. If an employee is added to the system without an activation date, the service divides the benefit automatically in relation to the remaining months. If an employee is added in April, for example, the benefit is assigned for a total of nine months. If the activation date is set to January 1, 2018 when adding the employee, they receive the benefit for the full year. Additionally, each benefit has a benefit-specific activation date.
How are benefits assigned to part-time employees?
A percentage (e.g. 50) is specified for the part-time employee, and the system assigns the benefit to the employee according to this percentage.
How are benefits assigned to fixed-term employees?
The benefit’s activation and expiration dates are specified for the fixed-term employee, and the system assigns the benefit according to this period. If the fixed-term contract is extended, the expiration date is changed and the system reloads the balance automatically according to the new period.
Termination of employment / validity of the benefit
The employment relation expiration date can be added to the employee information. End date is the expiration date of the benefit, after which our system disconnects the access privilege and automatically removes the employee’s active employees.
The system retains the information of all employees five years after this year according to the taxpayer’s instructions. If the employment relationship has already ended, you can immediately terminate the employee’s access by clicking the “Remove Employee” link. Employees removed from the beneficiaries will continue to appear in the usage reports.