Memo for hosts / hostesses of foreign visitors

Before your guest arrives

1. Ask your visitor for their date of birth, which we need for booking their office and ordering their keys (Amanuensis Teija Kujala, office D235) and creating their user account (IT Specialist Pekka Niklander, office A230). It is best to complete these bookings and orders as early as possible.

2. If your visitor will be paid a fee for a guest lecture or travel remuneration, please contact Amanuensis Ellen Mustonen, office D237. Please tell your European visitors that they will need their IBAN account number and their bank's SWIFT or BIC code, and visitors from outside Europe will also need their bank's SWIFT code. Further, inform your visitors that they need to save all receipts connected with their trip and deliver them to Ellen Mustonen. She will fill in all the necessary forms (fees for guest lectures, application for tax-at-source card, travel invoice form).

The guide Welcome to Helsinki produced by the City of Helsinki is a rich source of information.

• in English: http://www.visithelsinki.fi/In_English/Visitor.iw3

When your guest has arrived

1. Sign for a key at the porters' station (you will need identification).
2. Conduct your guest to their allocated office. Retrieve your guest's username from the IT team (Pekka Niklander, office A230). Tell your guest about routines at the department, such as how to use the phone and computer, and the routines of the break room. Tell them where they can take their outgoing post, for example, and how the keys function. Present the department and its employees to your guest. Wish your guest welcome!
3. If your visitor will be paid a fee for a guest lecture or their travel expenses will be remunerated, please visit Amanuensis Ellen Mustonen in D237 with your visitor. She will need your guest to sign various forms.
4. Your guest will need a staff card without photo. The applications are available from the Amanuensis (office D235).

Forms

• Application for tax-at-source card
• Travel invoicing forms in Alma
• Fees