What is the Reliable Partner service?
The Reliable Partner service compiles a report on statutory information, including statutory accident insurances, applicable collective agreements and information on whether tax and employment pension obligations are fulfilled. By joining the Reliable Partner service, the supplier permits for information on the fulfillment of these obligations to publicly searched for free on the Reports service. In Finland the Contractor´s Liability Act requires this information to be screened before entering in to contract.
What are the benefits of joining the service?
By joining the Reliable Partner service as a supplier, you no longer need to submit the certificates on your company stipulated by the Contractor’s Obligations Act. All the information will be compiled in a company report so you can give the report straight to your contracting partner.
How can I join?
You can join the service by entering your company’s information onto a proxy and sending the signed proxy to SBCC. This authorises the search and publication of your company’s information (trade register, registry information and tax, pension, accident insurance, applicable collective agreements and occupational healthcare) in the Tilaajavastuu.fi service. You only need to fill out and submit the proxy once.
How much does the service cost?
The annual fee of the Reliable Partner service is €200, VAT 0. If your company has a subsidiary in finland you will need to join the Finnish Reliable Partner service also, as both companies information need to be screened to comply with the Act. The Reliable Partner Finland service costs €105 + VAT 24%. Starting on January 1st 2019, the annual fee for the Reliable Partner Finland service will be 115 € + VAT.
When will I receive the first invoice for Reliable Partner membership?
You will receive the first invoice within two weeks of becoming a member of the Reliable Partner service.
Where can I get the Reliable Partner logo?
The Reliable Partner membership logo may be used by all companies that have joined the membership programme.
Once you have joined, visit https://www.vastuugroup.fi/fi-fi/medialle to start using the logo.
More information as well as the terms and conditions for the use of the logo:
What reports will my company get by joining the service?
Your company will have the report mandated by the Contractor’s Obligations Act, which will be sent to you at least 6 times a year, and every time the report is amended.
How do I get the Reliable Partner report?
You can always contact us by mail or telephone and ask for an updated report to be sent to you.
How often is my Reliable Partner -report updated?
Your report is updated once a month. To update the report, we’ll need to update your company’s tax information. Provide us with an updated tax payment certificate monthly. Send us the certificate via email to firstname.lastname@example.org in ADOC-format.
The extract from the Trade Register is updated every other month.
Why does the “Selvitettävää”, or “Clarification needed”, mean?
Clarification needed means that you need to check your tax payments or pension payments as arrears have been reported. when you have contacted the right source and made payment agreements you can send us the certificate and we will update your information again.
Can I have an advance notification about a report that is about to change to “Selvitettävää”, or “Clarification needed”, status?
We will always notify you about changes to report status by email. Unfortunately, it is impossible for us to notify you about this in advance, because Suomen Tilaajavastuu Oy is obligated to publish information from pension insurance companies and the Tax Administration without delay.
What does the “OK” symbol mean?
The “OK” symbol means that your contractor’s obligations are met according to our information sources. The symbol is used when there are no items missing, to be noted or clarified in the company information.
What should I do if the “Huomioi”, or “Note”, symbol is on my company report?
The “Note” symbol is used when the client should take an exception into account for the supplier, such as exemption from VAT registration, for example. Your company, the supplier, should send the necessary proof of the exception to the client on their request. The symbol does not prevent the client from placing a job order.
What should I do if my company report includes the “Tietoja odotetaan”, or “Information pending”, symbol?
An “Information pending” symbol in the report means that some information is either missing or we are waiting for information from a pension insurance company, for example. Please contact us to make sure the report is up to date at all times.
What should I do if my company report includes the “Selvitä”, or “Clarify”, symbol?
Your company report may have the “Clarify” symbol for the following reasons:
• Tax payment information needs to be clarified, and/or
• Pension insurance information needs to be clarified.
Contact the customer service of the Tax Administration and/or your pension insurance company to find out the reason for the symbol and settle missed payments. Submit payment certificates to Tilaajavastuu to remove the symbol. NOTE: A “Clarify” symbol does not prevent cooperation between supplier and client if the neglected obligations are fulfilled.
Why does my report have a “SEIS”, or “STOP”, symbol?
A “STOP” sign appears on your company report if one of the following is visible on your company’s Trade Register Extract:
• a person with a ban on business operations
• the company has been liquidated according to the Finnish Business Information System
• the company is bankrupt according to the Finnish Business Information System
• the company is no longer operational according to the Finnish Business Information System
Can I print out the certificates from my report separately?
A specific portion of the report, such as accident insurance, cannot be printed out separately from the company report. However, a company report retrieved from the service replaces all certificates that otherwise should be submitted separately.
Which certificates should be sent with the proxy?
When you want your Reliable Partner report to be “OK” status, provide us with the following certificates:
• If your company does not have hired labour
o A tax liability certificate (no older than 10 days)
• If your company does have hired labour, you may also provide us with
o The payment and validity certificate for employee pension (TyEL) insurance (no older than 10 days)
o A certificate for the statutory accident insurance (no older than 3 months)
o Information about the statutory health care provider
o Information about which collective labor agreement your company follows
In addition, as voluntary information, you may also send us the certificate for liability insurance and a certificate for entrepreneur’s accident insurance (no older than 3 months).
What address should I send certificates to?
You can send all certificates via email to email@example.com (as PDF files) or by mail to:
Suomen Tilaajavastuu Oy, Tarvonsalmenkatu 17 B, 02600 ESPOO FINLAND
How old may certificates be?
Certificates are acceptable if they are no older than 3 months (accident and liability insurance), or no older than 10 days (tax debt and pension insurance validity and payment information). Occupational healthcare information should be updated every 6-8 weeks. We will remind all our customers to supply us with the relevant update/confirmation every 6-8 weeks until user interfaces to the occupational healthcare providers have been established.
Do you automatically update liability insurance information after I have submitted the first insurance certificate?
Liability insurance is voluntary information. Unfortunately, we cannot automatically update this information. Instead, you should submit updated liability insurance information once a year.
I have submitted a liability insurance certificate. Why can I no longer see it on my report?
If the validity period of the submitted certificate has expired, the insurance will no longer be visible on your report (for example, if the validity period on the certificate is January 1st to December 31st). In this case, contact your insurance company, request a new liability insurance certificate from them and send it to Suomen Tilaajavastuu Oy.
I have sent you certificates via email/mail. How soon will the information appear on my report?
All certificates sent to us are entered into our service within approximately one working day from receiving them.
My company is an employment agency. How do I submit information on the collective agreements we follow?
All employment agencies should submit information on all the collective agreements they follow for their agency-hired labour. The report lists all submitted collective agreements. The easiest way to send this information is by email to firstname.lastname@example.org, listed in an Excel file, for example.
UPDATING AND CHANGING INFORMATION
How do I update my company’s information?
Send us the certificates via email to email@example.com in PDF-format.
What should I do if my insurance company changes?
You must inform SBCC if your insurance company changes. We recommend informing us about these changes as early as possible to ensure that your company report remains up to date.
If you change your accident insurance company, send us a certificate for your new accident insurance.
If you change your pension insurance company, the quickest way to update your company information is by sending us a certificate for your new pension insurance that is no older than 10 days. Otherwise the information will be updated automatically within 2 months depending on your pension insurance company.
What should I do if my company’s Business ID or name changes?
You must inform SBCC of changes to your company name, so we can update this information into the service. If the Business ID of your company is changed or terminated, you must inform us of this and, additionally, fill in and send a new proxy for your new Business ID.
How can I terminate my Reliable Partner membership?
You can terminate your membership by sending an email to firstname.lastname@example.org with “Termination” on the subject line. In the message field, please include your company name, Business ID, reason for termination (company no longer operational, for example) and the signatory of the termination. You can also terminate your membership by sending the above information via mail to our postal address.