Information must be kept at the workplace

The employer shall store the information for four years beyond the termination of the alien’s employment. 

The employer must keep the information on current and past foreign employees and the grounds of their right to work at the workplace and easily available for inspection. The employer may also monitor the validity of the right to work with this information.

The information that the employer must keep at the workplace must include:

  • the personal data of the foreign employee (full name and date of birth),
  • a note as to whether the employee’s right to work is derived from citizenship of an EU or EEA Member State, a valid residence permit for an employed person or other grounds for the right to work specified in the Aliens Act,
  • the validity of the residence permit granting the right to work (in the case of a fixed-term permit), and
  • the sector or employer specific to which the permit was granted (if the permit is restricted to specific kinds of employment).

The employer shall store the information for four years beyond the termination of the alien’s employment.

The client in contracting or subcontracting work or employing agency workers with a foreign employer is not required to keep the aforementioned information on the grounds of the right to work. However, the client must in practice be able to demonstrate the grounds for the right to work of foreign employees to an occupational safety and health inspector if the foreign employees are currently employed in Finland.

For compliance with the obligation to keep the information at the workplace, the employer may take copies of the document demonstrating the right to work or use the following forms:

List of foreign employees and the grounds for their right to work (doc, in Finnish)

Grounds for a foreign employee’s right to work (doc, in Finnish).