International staff guide

Moving to a new city, or even a new country, is always a significant change. University of Oulu provides support for internationally recruited staff members and their families. To facilitate a smooth entry into the University of Oulu community, we have gathered all the helpful information on this webpage. Visitors and grant-funded researchers can also find helpful information on this page, including their own section at the end of the page.

Introduction

We have gathered a lot of information on this webpage about different topics related to your relocation to Finland and the University of Oulu.

The page consists of six (6) information areas that you should follow:

Immigration formalities
Practicalities before arrival
Obligations after arrival
Practical information about living in Finland
Family matters
Information for grant-funded researchers and visitors

In order to make sure that you are always ahead of the process, we have gathered a simple general process description for you to follow based on your citizenship:

EU citizen

Non-EU citizen

Immigration formalities

To prepare for your arrival, we advise you to read the instructions carefully. The immigration process will be smoother if you have followed the process correctly and made sure that all documents are correct.

Citizens of Nordic countries

Citizens of EU, Liechtenstein and Switzerland

Citizens of non-EU countries

All non-EU citizens planning to work or stay in Finland for more than 90 days must apply for a residence permit from the Finnish Immigration Service (Migri) before their arrival. We recommend you to start the residence permit application process at least 3 months prior to your planned arrival in Finland.

In case you plan to visit Finland for less than 90 days, you may be allowed to work without a residence permit if certain conditions are met. However, you would still need a visa, unless you are a visa-free national. See the Ministry of Foreign Affairs’ travel document requirements for more information.

Note: In Finland, the residence permit works as a “single permit”. Therefore, you do not need a separate visa or work permit if you have been granted a residence permit (for work).

Residence permit type

Teacher and researcher staff are typically required to apply for a residence permit for a researcher. Other permit types are possible, mainly for specialists and support staff. Please contact your contact person if you are unsure of which permit type to choose.

Process description:

Gather all required documents. Check the document requirements for researchers from Migri website. If you are applying for any other permit type, please check the requirements for the correct permit type on the Migri website.
Translate and legalize the documents, if applicable. Please see the instructions under “Document legalizations and translations”
Fill in and submit your residence permit application through the online service Enterfinland.fi
If you meet the requirements, you can apply for a D visa at the same time as you apply for a residence permit. The D visa allows you to travel to Finland immediately after you have been issued a residence permit and a D visa sticker has been attached to your passport. On average, the D visa allows you to travel to Finland for 1–2 weeks earlier than usual. Read more about the D visa
If you are abroad, visit the closest Finnish mission (embassy or consulate). You can search for the Finnish Missions on the website of Ministry of Foreign Affairs. If you are already in Finland, book an appointment at a service point of Migri.
Processing the application takes some time – you can check the estimated processing time on Migri processing time checker. You will be notified once a decision has been made, and the residence permit card will be delivered to you.

Please find more information on the web pages of Migri.

Information about residence permit extensions can be found on our Intranet Patio.

Hosting Agreement

Family members

Please note that this section contains information about immigration formalities for family members. We have gathered more general information related to life in Finland with family members (daycare, schools… etc.) later on this page. We recommend familiarizing yourself also with the family section already before your arrival.

EU citizen family members

The immigration process for family members who are EU citizens is the same as for the employee. Please read the immigration instructions for EU citizens above.

Note: If your family member is an EU citizen, but you have non-EU citizenship (or visa-versa), you have a right to apply for a residence card for a family member of EU citizen. It is a significantly simpler and faster process than a residence permit.

Non-EU citizen family members

We want to also support your family’s relocation to a new country the best we can. In Finland, the immigration process for family members can be started simultaneously with the main applicant (the sponsor). In most cases for non-EU citizens, it is also the recommended way unless the family is planning to move to Finland significantly later.

Kindly keep in mind that in Finland, the concept of family is narrower than in many other countries. You can read more about moving to Finland from an immigration point of view as a family member on Migri website.

The process itself for the family members is the same as for the employee. Find more information and the document requirements for the residence permit process for family members:

Please remember to check the section for translations and legalizations below. All documents proving family ties must be legalized.

Right to work as a family member

If your family member is EU/EEA citizen, one has a right to work in Finland.

If your family member (non-EU) has been granted a residence permit on the basis of family ties one will have an unrestricted right to work in Finland. You can find more information from Migri website.

Translations and document legalizations (apostille)

Practicalities before arrival

Moving to a new country has several different aspects to consider. Mandatory immigration formalities is one thing, but there are also a number of issues that are good to take care of prior to your arrival in order to make things smoother after your arrival.

Insurance and healthcare

Notification of your move to the authorities of the country of origin

Temporary housing

Bringing a pet with you to Finland

Driving and importing car to Finland

Obligations after arrival

Right after arrival, there are a few things that should get done. In this section, you can find information related to local registration (DVV), tax card, social security, and other local obligations that you should take care of. As a foreigner, most of the authorities require a personal visit at first, but after that most matters are handled online by using strong electronic identification credentials.

It is recommended to complete these actions in the same order as listed here. However, please read each section carefully, as there might be some exceptions and some of the matters can be handled in parallel.

NOTE: Your employment contract and payroll can´t start before arriving to Finland.

The employer is obliged to ensure the validity of the residence permit when paying salaries to non-Finnish staff members. Please provide pictures of your passport and residence permit card to hr@oulu.fi as soon as you have received your residence permit. You should also notify HR after each time your permit is extended.

DVV (Digital and Population Data Services Agency)

As the first thing after your arrival in Finland, you need to register as a resident and get a personal identity code at the local Digital and Population Data Services Agency (DVV). You might have also been issued a personal identity code at the same time as your residence permit, but you still need to register your address and residence at DVV.

This is one of the first things to do, as a personal ID code and registered address is the requirement for many other authorities. Please read more below based on your citizenship.

In case you are planning to stay in Finland permanently (e.g., your employment continues at least two years), DVV will give you a municipality of residence that also gives you access the public services. Also your residence permit type (A,B or P) may have an impact on the eligibility for the municipality of residence.

Nordic citizens

If you are a Nordic citizen, you visit DVV to register your residence as instructed under the immigration formalities for Nordic citizens at the beginning of this page.

Citizens of EU/EEA and Switzerland

Note: EU citizens need to register their right of residence with Migri before applying for municipality of residence from DVV.

Read more about how to complete the Foreigner registration at DVV.

Remember also to check the registration of family ties (below).

Citizens of non-EU countries

A personal visit at DVV is required unless your stay is short-term and you have already received a personal identity code from any other authority (Migri or Tax office).

Read more about how to complete the Foreigner registration at DVV.

Remember also to check the registration of family ties (below).

Family ties

In case you have family members, the information of your family members accompanying you in Finland will be registered in the Population Information System. Therefore, please have the documents proving family ties in original (translated and legalized if applicable) with you when visiting DVV.

Additionally, access and fill in the forms about a notification of a child born outside Finland and a notification of marriage outside Finland on Life changes while living abroad on DVV website. Bring the forms with you when completing the Foreigner registration.

Tax office (Vero)

General information about taxation in Finland

In order to pay taxes in Finland, you will need a tax card. The tax percentage is determined according to your income and is marked on your tax card. The employer will apply the percentage rate printed on the tax card to withhold an amount from your wages. In addition to the tax rate printed on the tax card, you will be withheld social security and pension contributions from your salary (2024: 7,94%-9,44%).

Please keep in mind that the salary stated in your employment contract is the gross salary. Your net salary (the one you will receive in your bank account) will be your gross salary deducted by the tax rate on your tax card and 7,94%-9,44% (in 2024).

Note! If you fail to deliver a tax card to the employer, the payroll will under the legal obligation to withhold 60 % of your salary.

Getting the tax card

After arrival, you need to visit the tax office to get a tax card. We recommend doing it after you have received your personal identity code from Migri or DVV, but in case the process of obtaining a personal identity code takes too long and your payday is approaching, you may visit the Tax Office already before getting a personal identity code from Migri or DVV.

At the tax office, you need to have your personal identification documents (passport and the Finnish Personal ID number, if available) and a copy of your contract of employment with you.

Banking

General information about banking in Finland

You will need a bank account in order to handle your day-to-day finances. Therefore, you must open a bank account to receive a salary and make your life in Finland as smooth as possible. When you open a bank account, you will get a bank card, which will enable you to draw cash from cash machines (pankkiautomaatti) and make payments for purchases. You are free to choose your bank.

At least the following banks operate in Oulu: Aktia Bank, Danske Bank, Nordea, Osuuspankki (OP), POP-pankki and S-pankki.

Obtaining the bank account

You can obtain your bank account once you have registered yourself with DVV. We recommend checking directly with the bank which documents they require.

Note: In case you only have a foreign passport as an ID document, the processing times for opening a bank account might be prolonged. Additionally, for non-EU citizens, it might not be possible to acquire online banking credentials without a Finnish ID card. This can be tackled by applying for a Finnish ID card issued by the Finnish Police first and visiting the bank with a Finnish ID card. However, you may contact the bank of your choice beforehand and ask about their document requirements for processing as they can vary between the banks.

If obtaining a local bank account takes time, you may also open electronic money account provided by providers such as Wise and Revolut. You can get an IBAN format electronic money account from them which can be used to pay salaries by the University at the beginning of your employment relationship.

Online banking credentials

It is recommended to acquire online banking credentials when opening a bank account as in Finland we use bank credentials for strong electronic identification at many e-services. With online banking credentials you can, for example, arrange many official matters online (Kela, Tax office etc.). However, the requirements for obtaining online banking credentials are stricter than those for opening a bank account. Thus, in some cases, you cannot get online banking credentials even if you have a bank account. Please discuss this with your bank once you visit them.

Read more about strong identification for e-servives here.

Note:

Please provide your bank account number to hr (at) oulu.fi as soon as you have opened a bank account. It will be needed at least 2 weeks before the payday.
If you have an EU bank account in IBAN format you can use that bank account for salary payments until you have opened a local bank account.

Social Insurance Institution of Finland (Kela)

Finnish ID card (Police)

Please check our guide for new employees regarding general information regarding your employment with the University:

For new employee

Practical information about living in Finland

This section contains information about practical information about living in Oulu and Finland from housing to the social security system.

Housing

Home insurance

Social security

Health care

Occupational health care

Family matters

Moving with the family has its own things to arrange and consider. We have collected here some of the most important topics to support your family’s smooth settling into Oulu.

The University of Oulu is gathering together the spouses of our international staff and researchers to help spouses settle in Finland and tackle the challenges with a help of a supportive community. The network will aid one’s professional and social aspirations, with customized programs and events.

University of Oulu Spouse Network

Social benefits and special healthcare for family members

In Finland, families are supported through various forms of social benefits. The Municipality of Residence (kotikuntaoikeus) gives access to municipal services, such as health services, while most social security benefits (such as child benefit) are provided by Kela (the Social Insurance Institution of Finland).

Eligibility for Finnish social security benefits is based on your residency in Finland. In case you intend to move to Finland permanently, you will normally be covered by the Finnish social security system and will qualify for Kela benefits as soon as you move to Finland. In case you are staying in Finland temporarily and do not have a municipality of residence nor eligibility for Kela benefits, it is strongly advised that you and your family members have a private health insurance policy that includes also maternity and child well-care, if applicable.

As social care might be very different in different countries, we have listed here some of the most common social benefits and services relevant especially for families.

Pregnancy and infant care

When you become pregnant you should contact your nearest Maternity Clinic (äitiysneuvola) as soon as possible you find out you are pregnant. Maternity Clinics focus on the health and wellbeing of the expectant mother, the baby, and the family, and help the expectant mother and father to get prepared for parenthood. Also, fathers are more than welcome to attend each appointment at the Maternity Clinic. Normally families meet with a nurse and/or doctor 11-15 times during pregnancy Services of the Maternity Clinic are free of charge for those who have a municipality of residence (kotikunta) in Finland.

Please note that attending a maternity clinic is one of the preconditions for eligibility for maternity benefit.

Maternity grant and maternity package

You might have heard about the famous Finnish maternity package – this is it! It even has its own Wikipedia page.

In Finland expecting women can choose between a maternity package and a cash benefit. The maternity package contains a range of care products and baby clothes (such as snowsuit!) while the cash benefit is a small amount of money in case you do not want to have the maternity package.

You can check the details of the maternity grant on Kela website.

You can read more about the maternity package on Kela website.

Maternity and family leave

Finland offers paid maternity and parental leave for families. Kela pays the family various types of parenthood allowances (vanhempainpäiväraha) for this period.

Kela has also created a quick guide for families to the most common benefits in chronological order.

A parent is also entitled to take a temporary paid leave of absence to care for a child under 10 years of age in case of the child’s sudden illness.

We have collected some more information on our Patio Intranet.

Child benefit

In Finland Kela pays child benefit for each child who is permanently resident in Finland. The payment continues until the end of the month when the child is 17 years old. The entitlement to the child benefit is based on residence. Payment of the child benefit ends if the child moves abroad permanently with his or her legal guardian. The child benefit is tax-free income.

Child health care

When the baby is born, local child health clinic (lastenneuvola) monitors the child's development and growth as well as vaccinates the child in accordance with the national vaccination programme from the birth until school age. Families are given individual support in the child's upbringing and nurture.

Daycare and schools

Usually, either of the parents takes care of the child at home until at least the end of the parental leave. After this, the parent can stay home supported by the home care allowance or the child can attend daycare (early childhood education). At the age of 5-6, the child starts a one-year-long preschool period, followed by the compulsory education until the age of 18. The basic education lasts until age of 16 or 17 (9th grade), but after that each young person must apply for post-comprehensive school education. Compulsory education ends when the person reaches the age of 18 or when they complete an upper secondary qualification (a general upper secondary qualification or a vocational qualification.

Education is one of the cornerstones of the Finnish welfare society. Education from pre-school to higher education is free of charge in Finland.

Read more about education system in Finland on the Ministry of education and culture website.

Daycare (early childhood education)

Early childhood education is intended for children under school age. In Finland, municipalities offer municipal early childhood education at day-care centers or family-daycare. There are also private day-care centers. The daycare fees are dependent on the parents’ salaries.

Early childhood education is education, teaching and care that have been pedagogically planned, with carefully considered goals. Early childhood education is provided by trained early education teachers and child nurses.

You can read about early childhood education in Oulu on the City of Oulu website. In Oulu, there are possibilities for daycare in English, Swedish, and German.

Pre-School

In Finland, a child must take part in a year-long preschool or other activity that fulfills the goals of preschool one year before the beginning of basic education. Taking part in preschool education is not compulsory, but parents themselves can organize the education so that preschool goals will be fulfilled.

Preschool education is provided in Early Childhood Education centers and on some school premises. The goal is to form groups that allow cooperation with the children´s future school.

Activities and clubs for families and children

Employment, networking and professional development for partners

Citizens of the EU member states can work without any working permits. If you come from a non-EU country and have been granted a residence permit on the basis of family ties you will have an unlimited right to work in Finland. The right to work will also be entered on your residence permit card.

Oulu’s major employment sectors are services, industry, and trade. Oulu is known for its ICT businesses along with the more traditional wood, paper, and steel industries.

We have collected here some useful links related to finding a job in Finland/Oulu

For vacancies:

Jobs in Finland

Open positions at TE Service's Job Market Finland portal

Duunitori (only available in Finnish)

Oikotie (only available in Finnish)

For general information on working in Finland:

How to register as a job seeker in Finland (TE Services)

Working as an immigrant in Finland (TE Services)

This is Finland – How about getting a job in Finland

Language courses and professional development

JOY – Open university

Finland works - online course: Aalto University has designed a course aimed at internationals to learn about Finnish work-life. It serves as a starting point for understanding Finnish working life and building your career in Finland. The course has been authored by recruitment and career specialists and complemented with stories and experiences from Aalto University international alumni. Finland Works offers you a curated collection of insights on working in Finland in an easily accessible course format, which you can complete at your own time and pace. The course is free of charge unless you want to purchase a Certificate of the completed course.

Kielibuusti: Here you can find advice and materials on anything related to learning Finnish and Swedish. The site includes self-study materials, tips for language learning at work, tools for planning and guiding language learning, and pedagogical materials. All the material is free of charge.

For networking and advises

Business Oulu

Business Oulu is a city-owned organization, which mission is to promote vitality in the city by building success potential for the entire region, its citizens, and companies. Their services include helping job seekers find employment and develop their expertise by creating contacts with corporate life to facilitate matchmaking between job seekers and companies with vacant positions. They also have networking events, which help you to expand your professional contacts in Oulu!

Please read more information on the Business Oulu website

Events and networking opportunities targeted for companies and employees

International House Oulu

IH Oulu gathers guidance services under one roof. Services are targeted at international newcomers and also companies planning to recruit international people. You can get help on everyday life matters as well as questions concerning working, studying and entrepreneurship.

We recommend following the International House Oulu website and their social media web pages for events and workshops!

Please read more information on the International House Oulu website

International House Oulu in LinkedIn

Grant-funded researchers and visitors

Grant itself does not constitute employment and the grant recipient without a work contract, is not entitled to employment-related insurance, non-legislative occupational health care services such as treatment of sicknesses and other benefits based on employment contract, or employment legislation on collective agreement.

We have gathered here some information on the most important topics that impact our researchers that are not in an employment relationship with the University of Oulu as well as information on the grant researchers' possibility to have a part-time work contract.