Promolior Oy

FIN – FREQUENTLY ASKED QUESTIONS

1. Why work with a service provider such as Promolior?
2. What are the first steps of cooperation?
3. When I have a request, how fast can I expect a response or resolution?
4. Our company will have a project in Finland that takes 4-5 months. Is it necessary to register our company and how quickly can we have our company registered?
5. Our project in Finland will last one month. We haven’t been in Finland before. Do we require a local representative? Can you help us and what information is required?
6. How quickly can Promolior have my company set up for accounting and payrolls?
7. Could you describe the screening process that you use to select your partners?
8. I have concerns about security of data and personal information. What is Promolior’s privacy policy?

1. Why work with a service provider such as Promolior?
Regulations change often in the construction and industrial sector making international business specialist’s role increasingly important. Our experience specializing in this sector gives our clients a competitive edge in ensuring all official requirements are met and anticipating future situations.

If you are a foreign subcontractor looking for to participate in a project, we help you to establish an initial contact with the client. In addition, we ensure you know official requirements, possible tax liabilities that affect you and can estimate accurately the costs before starting to work in Finland. We will handle all registration issues, arrange accounting and payroll management services when needed and advise you with all regulatory issues throughout the project.

We help main contractors to ensure their subcontractors’ liabilities, which may otherwise be a time-consuming task that burdens unnecessarily procurement due to different languages, documentation and practices. In addition, it is also in the main contractors’ interest when there is a professional partner to ensure the compliance of subcontractors and projects can run smoothly.

2. What are the first steps of cooperation?
In the beginning we discuss the current situation of the client’s operations in the country and go through the scope of upcoming project including schedule, employees, planned activities and possible variables.
We then evaluate requirements regarding financial administration, statutory provisions and obligations that should be considered. We make specific recommendations how to proceed, and prepare a schedule and cost estimate for all required tasks and services. At this point, we can normally start preparations, collect needed client information and go ahead with registrations. When accounting and payroll administration services are required, we involve our local partners in the process and confirm schedule with them.

As we move forward, we review the client’s plans periodically in order to make adjustments for example in taxation when necessary and keep the client up to date regarding regulatory changes and further obligations that might arise the longer the company operates in Finland or in case the project requirements change. We serve as our client’s advisor and representative in dealing with all authorities, government agencies and insurance companies involving inquiries, services and regulations.

3. When I have a request, how fast can I expect a response or resolution?
If we hear from you until 5PM, we will get back to you during the same day. Otherwise the following morning.

4. Our company will have a project in Finland that takes 4-5 months. Is it necessary to register our company and how quickly can we have our company registered?
In order to determine your register requirements, we should briefly go through the scope of your operations in Finland. Most likely your company should be registered at least in the prepayment register. Registering an existing company takes normally 1-2 weeks including the paperwork and official process until it is confirmed. Establishing a separate business entity takes up to one month under normal circumstances.
Please note that a health care agreement with a local health care service provider is required in Finland since the 1st of September 2015 according to the Act of Contractor’s Liabilities and this can be arranged only after your company has been registered. We can help you with this.

5. Our project in Finland will last one month. We haven’t been in Finland before. Do we require a local representative? Can you help us and what information is required?
You will need a local representative for your posted workers when your project lasts over 2 weeks. As a local representative we are required to maintain the following details:
a) Identifying details and tax numbers of posted workers and copies of the passports. We provide you with a form to be filled.
b) Information which collective agreement is applied and/or a copy of the current work agreement if there are other agreement. As a general rule, the collective agreement applies if its conditions are more favorable to the employee. We can advise you regarding the collective agreements if necessary.
c) Information on the employee’s right to work in Finland if non-EU-citizen
d) We collect daily working hours and employee salary slips on a monthly basis
The Posted Worker Act requires a local representative to store above details for the period of two years after the project has ended and make it available to the authorities upon request.

6. How quickly can Promolior have my company set up for accounting and payrolls?
It is good to reserve 2-4 weeks for these tasks. For non-EU employers and employees this may take longer in case work permits are not yet in order.

7. Could you describe the screening process that you use to select your partners?
The screening process is carried out through interviews and we determine that the partner has experience working with similar international companies and projects.
If the partner does not hold ISO 9001 or similar quality certificate, we go through the partner’s working processes in more detail to confirm they are up to the industry standard and can ensure the partner has sufficient capacity and efficient working ways to service our clients.
In addition, the partner needs to agree on to follow our confidentiality and data storing principles regarding client data.

8. I have concerns about security of data and personal information. What is Promolior’s privacy policy?
Having a high standard of customer service requires us also to handle our client information in a responsible manner. Both Promolior and its partners ensure through agreements to protect the client data by appropriate technical and organizational measures and not disclose the client data or other client information to other parties without the prior consent of the Client, unless required by law. In case of a technical failure, the data is backed up on a daily basis and stored in more than one location. Client data remains the property of the Client.