For new employee

Arriving from abroad?

When you have received the information from the university about being appointed to the position you have applied, please download and fill in the personal data form (Word) as soon as possible. Please also follow the instructions of the passport and residence permit card below.

Already living in Finland?

When you have received the information from the University about being appointed to the position you have applied, please deliver your personal data via Electronic Personal Data Form for processing the employment contract. Note: You can identify yourself into the form service with Finnish online bank credentials, certificate card or mobile certificate and with the certain European identification tokens (elDAS) and Finnish Authenticator application. More information from the link above.

If identification is not possible, please download and fill in the personal data form (Word).

Passport and residence permit card

In addition to the personal data form, as an international employee please send a copy of your passport and a copy of your residence permit card (both sides) (residence permit card copy if you are non-EU/EEA citizen) to Human Resources Services.

Delivering the documents

Fill in the personal data form and gather the necessary copies of your passport and residence permit card as soon as possible and send them to Human Resources as a confidential message to the email address hr(at)oulu.fi for processing the employment contract. Instructions for sending confidential messages can be found below.

If you want to send a confidential information to the university before your employment relationship starts, to any email address of the university, please use securemail.oulu.fi service.

• See the instructions from the following page "Sending a confidential message to the university": Secured mail

A staff ID card is granted to all employees in employment relationship with the University of Oulu.
An identity card is not needed by

• non-contracted hourly workers and those docents who have no other employment relationship with the university.
• Researchers completing a basic degree (L.M., M.Ed., M.Sc. (Eng.), M.A., etc.) and researchers working on university premises (salary from outside the university) who have a valid student card.

The new employee will take a photo of himself for the identity card.

• Colored portrait
• The picture should show the face and shoulders
• Picture taken against a light background
• Light must not be reflected from glasses
• The person must be identified from the image
• No need to have a passport photo

Photo saving

• Format.jpg
• File name: firstname.surnameAToulu.fi.jpg
• File name example: matti.meikalainenAToulu.fi.jpg

The new employee sends a photo to:

henkilokortti(at)oulu fi or id-card(at)oulu.fi

Subject: ID-Card photo

Message:

• Full name (Matti Meikalainen)
• Start date of employment (dd.mm.yyyy)
• Faculty / unit, where the new employment starts (xx faculty or xx unit)

If there is a problem with the delivery of the photo, contact the address aulapalvelut(at)oulu.fi

You can collect the staff ID card from the lobby services at the start your employment relationship. When collecting an ID card, you must prove your identity with a passport, driver's license or ID card.

The tax card will be needed around two weeks before the payday at the latest in order to avoid the withholding of 60%. If you arrive from abroad, please check the Instructions from International Staff Guide for getting a tax card. After visiting the Tax Administration office or if you are already living in Finland and having a finnish tax card:

When you have a tax card for the salary in online MyTax (in Finnish: OmaVero), it will be automatically transferred to Certia, the payroll service of the University of Oulu. Please note; it needs to be up-to-date two weeks before the salary payment date.

If alternative delivery methods for the tax card are needed:

• please send it to Human resources to the email address hr(at)oulu.fi according to the instructions above in order to organize your salary payments
• once the employment relationship starts, via the HR system using the tax card delivery form.

The employment contract is signed via electronic UniOuluSign signing service. You will receive the instructions to your personal email from Human Resources. Note: Remember to download the completed and signed documents from the system to yourself within 30 days! Save the document with Save as function without opening the document.

The General Collective Agreement for Universities contains terms and conditions that are applied to your employment contract and relationship. More information about the salary system for Finnish Universities (YPJ) is also found from the same webpage.

The salary payment day is the 15th day of each month for those employed until further notice and the last day of each month for fixed-term employees.

The account of a new employee is generated at least one week before the start of the employment. Time is determined according to when the information of the person is entered into the Certia Service. The staff’s access rights to the different systems and services are valid on the date of commencement of employment.

If a new employee has previously had a student or staff account at the University of Oulu, she/he will get the previous account back in use.

Staff user account and email address (UO) (oulu.fi)

Information Security Guide for staff (oulu.fi)

With the staff user account the employee accepts as part work duties and employer provided tools the university's ICT Services rules of use and the terms of cloud service in use in the University of Oulu.

The contact information of Campus ICT services

Once you have done the above action points, the Welcome to work at the University of Oulu Quick Guide will help you prepare for your first day at work!

Teaching and research staff follow total working time of 1612 hours per year. A work plan is prepared with your Line Manager every spring for the following academic year.

More information in intranet Patio and more specific regulations concerning working time in the Collective Agreement for Universities chapters 4 and 5.

Other staff follows either regular or part-time working time. Flexible working time concerns mainly employees with regular working hours and tracking the working time is done via Working Time Monitoring System.

For other staff, regular working hours are 7 hours 15 minutes a day, 36 hours 15 minutes a week. More information in intranet Patio and more specific regulations concerning working time in the Collective Agreement for Universities chapters 4 and 5.

Teacher training school teaching staff follow the General Collective Agreement for Training Schools.

Guideline entering into force on 1st October 2024:

As of 1 October 2024, the employee must record his/her actual working time monitoring system, in accordance with the rules and working time guidelines in force at the University of Oulu.

Follow your work email. New employees will be sent an e-mail at the beginning of their employment with instructions on how to set up a working time monitoring system, which will also be used to transfer hours worked to the payroll.

Please make sure that your work time recordings are up to date. Hourly paid employees can record their working time in the working time monitoring system in real time and retrospectively throughout their employment. The work time recordings can be edited by the hourly paid employee in working time monitoring system until approved by the Line Manager.

Please make sure that the hours you work do not exceed the number of hours agreed in your contract. The hours recorded are approved by the Line Manager, after which the approved hours are automatically transferred to the payroll.

Our university has two payment dates: the 15th and the last day of the month. Please note that if your Line Manager does not approve your hours in the working time monitoring system within the internal approval schedule, your payment will be delayed.

Guidelines ending 30th September 2024:

The hourly paid worker is obliged to keep a list of working hours, which is included in the invoice for the hours worked. All employees have access to the HR system Mepco, where electronic invoicing of hours is carried out and which can be accessed with a univ ID and password.

Please note that electronic invoicing is only possible during the period of employment.

Please carefully read the instructions for invoicing hourly salary.