Monthly contribution statement

What it means

The monthly contribution statement is the report by which an employer tells the Social Insurance Agency and the health insurers every month on what amounts, and how much, it pays in contributions for each employee. Without the statement the insurer does not know whom to credit the payment to.

For every insured person the statement shows the assessment base, the types of insurance, the number of insured days and the contributions calculated, separately for employee and employer. The Social Insurance Agency receives one statement, while each health insurer where employees are insured gets its own statement of advance payments.

The filing deadline is tied to the payday and to the due date of the contributions. The statement is filed electronically; paper forms are practically no longer used by employers. Its data later feed into employees’ pension entitlements.

How it works in practice

We prepare the statements in the payroll software together with processing the payroll. The bases and contributions are calculated from gross pay, absences and wage compensation, and the same figures go into the payroll records, so the statement, the payment and the payroll always agree.

Before filing we check that all employees are registered and that the number of insured people in the statement matches the registrations. We pay particular attention to student work agreements and to applying the contribution allowance, where mistakes are most common.

If an error comes to light after filing, such as a bonus awarded later or wrong days of sick leave, we file a corrective statement for the month concerned. For health insurance, differences are also settled in the annual health insurance reconciliation.

What to watch out for

Failing to file, or filing late, is a separate offence for which the insurer can impose a fine even if the contributions were paid on time. A late payment also attracts a penalty for every day of delay, so we plan paydays and contribution payments together.

Wrong data in the statement come back even years later: an employee sees missing insurance periods in the pension insurance record, and correcting them retroactively is laborious. That is why we reconcile the statements with the payroll every month, not only at year-end closing.