How to Make SSN Mandatory
Manager role users can require all users to enter their Social Security Number (SSN/HETU/personnummer) in Company Settings.
Login to Bezala and click main menu icon in upper left-hand corner.
Click Company settings ==> "Reimbursement & Accounting"-tab
Locate and open the Incomes Register section ==> Enable "Require SSN from all users"
It is also good to click the box "Automatically report accounted transactions to income register" (see screen shot first check box), so reports are sent to Income register.
It is possible to make a user exception for income register reporting by going to user's edit page (Users > click edit pen in correct row) and unchecking the box.
Lastly remember to click Save in the lower right-hand corner before leaving page you have edited.
Why Require SSN?
SSN is needed for tax reporting to authorities. Finnish companies reporting to the Incomes Register (Tulorekisteri) require user SSN for reporting taxable expenses like rewards, taxable mileages, and per diems. Swedish companies reporting to Skatteverket also require SSN (personnummer) for tax declarations.
SSN Format
The SSN format depends on the user's nationality. Finnish SSN (HETU): DDMMYY-XXXX format (e.g., 311280-999X). Swedish personnummer: YYMMDD-XXXX format (e.g., 811228-9874). Users can enter SSN with or without hyphens.
Where Users Enter SSN
Users enter their SSN in their Profile settings (Profile icon ==> Personal Settings). When the "Require SSN" setting is enabled, users cannot submit expenses without having an SSN in their profile.
FAQ
Where do I find this setting?
Go to Company settings ==> "Reimbursement & Accounting"-tab, locate Incomes Register section ==> Enable "Require SSN from all users".
How do I add a user to Bezala who does not have a Finnish social security number?
You can create a user account for a person without a Finnish social security number. However, please note that Incomes Register reports cannot be sent without a Finnish social security number, so these reports must be handled separately.
Deactivate the option that automatically sends reports to the Incomes Register from the user's edit page. If the social security number has been set as required in your organization, it can be temporarily disabled by yourself (Manager role required) in Company settings ==> "Reimbursement & Accounting"-tab, locate Incomes Register section ==> Unclick "Require SSN from all users" and click Save. Go back to users edit page and do necessary changes before re-enabling SSN settings again.
Is SSN visible to other users?
No. SSN is sensitive personal data with restricted visibility. Only the user themselves and admins with appropriate permissions can see the SSN.