1-5. Documents for New Hire

 

You can find information on required documents and onboarding-related procedures.
Please go through the information before your employment start date.

Dependents have a different enrolment procedure if you wish to enrol your family as your dependent.
Please complete the web form within three days of receiving the instruction message.
 

NOTE: "Dependent (s) "is a spouse and children who share the same livelihood with you.
You can request to enrol your dependent (s) if they meet the social insurance and tax requirements.
Please click HERE to learn more about the required dependent (s) documents.

 

New Hire Documents must be submitted by your appointment date or Registration date for the HEART System. (Heart system is the enterprise core system for Human resources and Financing at OIST. )
If you cannot prepare the required documents by the due date, please inform the HR staff in advance.


＜GigaCC upload URL- New hire documents＞

＜Check List＞ 　

■　Download check List *In Japanse. The English version will be released soon

  ◎  Every employee
 ▲  Only applicable employees

Please refer to the Documents for New Hire for the details.

 

Due date： Before/on the start date and HEART Registration date

 

Category 　Documents
◎ Residence Certificate
◎ Salary Deposit Account
◎ Individual Number (My Number)
◎ Three Emergency Contacts
◎ Application for (Change in) Exemption for Dependents of Employment Income Earner
▲ Japanese Pension Book or equivalent
▲ Employment Insurance Identification Number or equivalent
▲ Housing Contract (all pages including the front cover)
▲ Tax withholding slip from Previous Employer
▲ Notice of Special Residential Tax Collection or Residential Tax Payment slip
▲ Residence Card Copy
▲ Private School Mutual Aid (PSMA) Number

 

International Relocation_Have never lived in Japan. Click on items for more information.

Category 　Documents  
◎ Residence Certificate  
◎ Salary Deposit Account  
◎ Individual Number (My Number)  
◎ Three Emergency Contacts  
◎ Application for (Change in) Exemption for Dependents of Employment Income Earner  
▲ Housing Contract (all pages including front cover) For those who are subjected
▲ Residence Card Copy For non-Japanese only

 

International Relocation_have lived in Japan. Click on items for more information.

Category 　Documents  
◎ Residence Certificate  
◎ Salary Deposit Account  
◎ Individual Number (My Number)  
◎ Three Emergency Contacts  
◎ Application for (Change in) Exemption for Dependents of Employment Income Earner  
◎ Japanese Pension Book or equivalent  
▲ Employment Insurance Identification Number or equivalent Worked in Japan before
▲ Housing Contract (all pages including front cover) Those who are subjected
▲ Residence Card Copy For non-Japanese only
▲ Private School Mutual Aid (PSMA) Number Those who had enrolled with PSMA in the past

 

Domestic Relocation (within Japan) Click on items for more information

Category 　Documents  
◎ Residence Certificate  
◎ Salary Deposit Account  
◎ Individual Number (My Number)  
◎ Three Emergency Contacts  
◎ Application for (Change in) Exemption for Dependents of Employment Income Earner  
◎ Japanese Pension Book or equivalent  
▲ Employment Insurance Identification Number or equivalent Worked in Japan before
▲ Housing Contract (all pages including front cover) Those who are subjected
▲ Tax withholding slip from Previous Employer Worked in Japan before
▲ Notice of Special Residential Tax Collection or Residential Tax Payment slip Subjected persons only
▲ Residence Card Copy For non-Japanese
▲ Private School Mutual Aid (PSMA) Number Those who had enrolled with PSMA in the past

 

Relocation-related document(s) before hiring 

 

Click on the button for details.

Purpose of Usage of the Specific Personal Information

HR Management Section will use your and your dependents' individual numbers (stipulated by the act on the use of numbers to identify a specific individual in the administrative procedure) for the purposes limited in the table below.

Tax 1 Withholding tax statement issuance
2 Declaration of dependents' exemption for income tax, and declaration of deduction for insurance premiums and special tax exemption for spouse
3 Declaration on the beneficiaries of retirement income
4 Property formation savings applications and declarations
Social Insurances 1 Private school mutual aid notifications
2 Private school mutual aid applications and claims
3 Employment insurance notifications
4 Employment insurance applications and claims
5 Employment insurance certificate issuance

 

　Click on the button for details　

PSMA/Social Insurance

The Private School Mutual Aid Scheme provides three types of services: short-term benefits (health insurance), pension and other benefits (pensions) and welfare services to maintain and improve the health of members and their dependants and to support them in their daily lives.

Health insurance = short-term benefit programmes provide benefits to enrollees and dependants for illness, injury, maternity, death, absence from work and disasters.

Employees' pensions and company pensions = Pension and other benefits programmes provide pensions and lump-sum payments to members and their survivors when they reachatoe, become disabled or die in order to stabilise their lives.

Full-time employees must join.

membership requirement for part-time employees

(1) More than 20 hours of scheduled work per week

(2) Monthly Wages of more than 88,000 per month

(3) Expected to be employed for more than two months

(4) Not a student

(5) The school corporation, the employer, is a 'specified school corporation with a size of more than 100 employees in total.

 

　Click on the button for details.　

Employment insurance provides unemployment and other benefits to those unemployed or receiving educational training to stabilise workers' lives and employment and promote employment.
It also provides two services to prevent unemployment, correct employment conditions and increase employment opportunities, develop and improve workers' abilities and otherwise promote workers' welfare.

Full-time employees must join.

membership requirement for part-time employees

(1)Expected to be employed for at least 31 days

(2)More than 20 hours of scheduled work per week

 

New Hire documents

  

Residence Certificate

This information is required for your address confirmation, housing allowance(If applicable), and social insurance.

Please submit a certificate of residence with all the details listed and not omitted.

The certificate, issued within three months, states your full name, gender, date of birth and address in Okinawa.

Please contact us in advance if you are already resident in Japan but not planning to transfer your address to Okinawa for any reason.

*A copy of the current residence certificate is required if a permanent place of residence in Okinawa has not yet been decided.
*A copy of the Residence Certificate with the partial record (住民票抄本) is sufficient for an employee without dependent(s).
*A copy of the Residence certificate with the entire record (住民票謄本), of which the head of household is the employee, should be submitted for an employee with dependent (s).

Salary Deposit Account

This information is required for payroll transfers.
The name and branch of the Bank, Account number, and Account holder's name should be stated.

ex. Bank book (copies of front and first page, spread), Cash-point card

*If the account holder's name is shown in Alphabet, the document shows Katakana registration is also required. (only in the case Katakana writing is registered.) 
*For an internet/online bank account, the statement page, etc., where the detail of the account can be confirmed.
*For cash cards with credit functions, personal information such as credit card information, signature line on the back and security code should be blacked out before submission.

Individual Number  (My Number)

This information is required for tax and social insurance procedures.

Ex. Individual Number Card (My Number Card), Individual Number Notification Card (acceptable only when the name, address and other stated information match the residence record), and other documents such as residence certificate showing the individual number.

*Please DO NOT send My Number to HR staff by post or as an email attachment. The My Number is categorized as "Specific Personal Information", and appropriate handling of information is required.

 

Three Emergency Contacts

This is required as a contact person in case of disaster or emergency unavoidable circumstances.
Information on at least one relative out of the three must be provided.


ex. spouse, parents, children(18 years and older), brothers, sisters, grandparents, etc.
Download： Click HERE

Application for (Change in) Exemption for Dependents of Employment Income Earner

This information is required for payroll transfers.

There is a print-out form at the HR office. You will be asked to fill in the form on the start date or the registration date in the HR system.

Japanese Pension Book or equivalent

This information is required for social insurance procedures.
For those who live/have lived in Japan.

Ex. Pension book (first page, spread), Pension Notification, etc.

Those who live/have lived in Japan without the pension number information at hand, and please get in touch with Japan Pension Service (日本年金機構) to get the pension document re-issued.

*All residents over 20 up to 60 must enrol for the Japanese pension scheme.
*If there has been a name change, there is a box at the bottom of the pension book where the new name and change date must be entered.

 

Employment Insurance or equivalent

Those who have enrolled for Employment Insurance in Japan.

Ex.  Employment Insurance certificate, Disqualification certificate, etc.

*Employment insurance is an insurance scheme aiming to promote employment and maintain living conditions for workers. The enrolment is compulsory for the employment contract that fits the scheme's conditions.

Housing Contract

Only for those eligible for a housing allowance.

All pages of the housing lease agreement (signed and sealed by all parties) are closed under the employee as lessee.

*The housing lease must be in force after the employment start date.
*If the current contract term is not shown on the written contract as the said lease is automatically renewed, a renewal or residence certificate issued by the real estate agency (or landlord) is required.
*Payment of rent must be made from an account in your name.
*Please make sure to submit the lease agreement as it often gets confused with an important information sheet.

 

Tax withholding slip from the previous employer

This information is required for year-end adjustments.
Only those with salaried income (including part-time jobs) in Japan during the current year (1st of January to the start date at OIST).

It is issued from your previous employer after receiving the final salary payment. Please submit the tax withholding slip (源泉徴収票) as soon as you receive it.

*Tax withholding slips are required for year-end adjustments, even when filing a tax return yourself. This will not be applied to persons whose salary incomes exceed 20 million yen.
 *Tax withholding slips will not be issued for the remuneration from service agreements, business commissions, gratuities payment, etc., as they are not taxed as salaried income.

 

Notice of Special Residential Tax Collection or Residential Tax Payment slip

Only for those who wish to continue or switch to the special collection of residential tax.

If you wish to continue special collection, you must request your previous employer to issue a change of address form (異動届出書).

When switching from the ordinary collection, a payment form with a future due date must be submitted.

Residence Card copy

For non-Japanese nationals
Copy of front and back of residence card

A copy of the 12-digit (2 alphabetic, eight numeric and two alphabetic) is clearly shown in the top right-hand corner of the residence card (front).

Private School Mutual Aid (PSMA) Number

Only those who have been members of a private school mutual aid scheme.

Documentation confirming private school membership is required when re-joining a membership.

Ex. copy of pension and other benefits subscriber record form and subscriber card

 

Notification for Move-out / Move-in

Moving out: can be requested two weeks before the move-out date.
Moving in: within two weeks of settling in or moving to the new address.

The procedure must be completed at the municipality of the new destination with the moving-out certificate.

*Please check with your local municipality as the procedure differs from municipality to municipality.
*This will also be required for a Japanese citizen relocating from abroad but having an address registered in Japan ("moved abroad 海外転出" was not registered upon leaving Japan previously).

KOSEKI no FUHYO and KOSEKI TOHON

It is required for Japanese nationals relocating from abroad who do not have an address registered in the municipality of Japan (have reported as "moved abroad 海外転出").

 　　

 

There is a different enrolment procedure if you wish to enrol your family as your dependent(s). Please go through the information below.

 

Health Insurance coverage: under 75 years old/健康保険の対象：75歳未満

Pension System coverage: 20 - 60 years old/年金の対象：20歳～60歳未満

*If you wish to enrol your spouse as a dependent, they must also enrol in a pension scheme (subject to age-based conditions).

Income limits for dependants

Breakdown of Income

Under age 60

Age 60 or older

Salary income only

Under 1,300,000 yen/year
（Under 108,334 yen/month）

Under 1,800,000 yen/year
（Under 150,000 yen/month）

Earnings in addition to salary

Under 1,300,000 yen/year
（Under 108,334 yen/month）

Under 1,800,000 yen/year
（Under 150,000 yen/month）

Disability Pension benefits

Under 1,800,000 yen/year
（Under 150,000 yen/month）

Under 1,800,000 yen/year
（Under 150,000 yen/month）

Old-age/Survivors' Pension Benefits

Under 1,300,000 yen/year
（Under 108,334 yen/month）

Under 1,800,000 yen/year
（Under 150,000 yen/month）

Unemployment and sickness benefits, etc.
(social security benefits)

The daily amount received: less than 3,612 yen

 

Residents in Japan: from Okinawa or moved from other parts of Japan

 

 

Moved from outside of Japan: International relocation

 

 

*If you only wish to enrol the child(ren) as your dependent(s), the following documents must be submitted.

If you have a spouse

one of the following

・Copy of the Tax Withholding statement (of the spouse)
（whole year employment, not started or ended within a year ）

・Original Certificate of Annual Income Prospects (of the spouse)
（It must state the income for the next 12 months from the date of entry into OIST, with the official seal of the organization or the signature of the CEO）

If you do not have a spouse

one of each

Original copy of your family register and the child's family register

 

A　Spouse with no income (domestic - Japanese or foreign national)

Documents to be prepared before/on the start date or the day of HEART registration

 

Tick box

Relationship

Documents

 

Spouse

 

Japanese Pension Book or equivalent

 

Certificate of Annual Income / Certificate of completed tax return

 

Confirmation documents for Individual Number  (My Number)

 

Tax Exemption Certificate for Dependent(s)

 

Residence Certificate with a whole record or KOSEKI TOHON

 

Relationship Notice form for Category three insured persons of Japanese National Pension

 

B　Spouse with income (domestic - Japanese or foreign nationals)

Documents to be prepared before/on the start date or the day of HEART registration

 

Tick box

Relationship

Documents

 

Spouse

 

Japanese Pension Book or equivalent

 

Certificate of Annual Income / Certificate of completed tax return

 

Confirmation documents for Individual Number(My Number)

 

Tax Exemption Certificate for Dependent(s)

 

Residence Certificate with a whole record or KOSEKI TOHON

 

Relationship Notice form for Category three insured persons of Japanese National Pension

 

C　Spouse without income  (Overseas - Japanese)

Documents to be prepared before/on the start date or the day of HEART registration

 

Tick box

Relationship

Documents

 

Spouse

Japanese Pension Book or equivalent

 

Confirmation documents for Individual Number(My Number)

 

Copy of Passport, Photo page, and landing stamp (the last departure stamp from Japan if only there is one)

 

Residence Certificate with a whole record or KOSEKI TOHON

 

Affidavit of Dependent (Dictation stating that they have no income in Japan or abroad)

 

Relationship Notice form for Category three insured persons of Japanese National Pension

 

D　Spouse without income  (Overseas - foreign nationals)

Documents to be prepared before/on the start date or the day of HEART registration

 

Tick box

Relationship 

Documents

 

Spouse

Confirmation documents for Individual Number(My Number)

 

Copy of Passport, Photo page, and landing stamp (the last departure stamp from Japan if only there is one)

 

Residence Certificate with a whole record or KOSEKI TOHON

 

Affidavit of Dependent (Dictation stating that they have no income in Japan or abroad)

 

Relationship Notice form for Category three insured persons of Japanese National Pension

 

E　Spouse with income (Overseas - Japanese)

Documents to be prepared before/on the start date or the day of HEART registration

 

Tick box

Relationship 

Documents

 

Spouse

Japanese Pension Book or equivalent

 

Confirmation documents for Individual Number(My Number)

 

Copy of Passport, Photo page, and landing stamp (the last departure stamp from Japan if only there is one)

 

Residence Certificate with a whole record or KOSEKI TOHON

 

Certificate of Annual Income / Certificate of completed tax return

 

Relationship Notice form for Category three insured persons of Japanese National Pension

 

F　Spouse with income (Overseas - foreign national)

Documents to be prepared before/on the start date or the day of HEART registration

 

Tick box

Relationship 

Documents

 

Spouse

Confirmation documents for Individual Number(My Number)

 

Copy of Passport, Photo page, and landing stamp (the last departure stamp from Japan if only there is one)

 

Residence Certificate with a whole record or KOSEKI TOHON

 

Certificate of Annual Income / Certificate of completed tax return

 

Relationship Notice form for Category three insured persons of Japanese National Pension

 

Child(ren) with no income (domestic - Japanese or foreign national)

Documents to be prepared before/on the start date or the day of HEART registration

 

Under High School

Tick box

Relationship 

Documents

 

Child(ren)

Confirmation documents for Individual Number(My Number)

High School and University students

Tick box

Relationship 

Documents

 

Child(ren)

Confirmation documents for Individual Number(My Number)

 

 

Copy of student ID card　

Postgraduate students and the students in the evening and correspondence courses

Tick box

Relationship 

Documents

 

Child(ren)

Confirmation documents for Individual Number(My Number)

 

Copy of student ID card　

 

Tax Exemption Certificate

 

Child(ren) with income (domestic - Japanese or foreign national)

Documents to be prepared before/on the start date or the day of HEART registration

 

High School, University, Postgraduate students and the students in the evening and correspondence courses

Tick box

Relationship 

Documents

 

Child(ren)

Confirmation documents for Individual Number(My Number)

 

Copy of student ID card　

 

Certificate of Annual Income / Certificate of completed tax return

 

Copy of Passport, Photo page, and landing stamp (the last departure stamp from Japan if only there is one)

 

Child(ren) with income (Overseas - Japanese or foreign national)

Documents to be prepared before/on the start date or the day of HEART registration

 

High School, University, Postgraduate students and the students in the evening and correspondence courses

Tick box

Relationship 

Documents

 

Child(ren)

Confirmation documents for Individual Number(My Number)

 

 

Copy of student ID card　

 

 

Certificate of Annual Income / Certificate of completed tax return

 

Child(ren) with no income (Overseas - Japanese or foreign national)

Documents to be prepared before/on the start date or the day of HEART registration

 

Under high school

Tick box

Relationship 

Documents

 

Child(ren)

Confirmation documents for Individual Number(My Number)

 

 

Copy of Passport, Photo page, and landing stamp (the last departure stamp from Japan if only there is one)

High School and University Students

Tick box

Relationship 

Documents

 

Child(ren)

Confirmation documents for Individual Number(My Number)

 

Copy of student ID card　

 

Copy of Passport, Photo page, and landing stamp (the last departure stamp from Japan if only there is one)

Postgraduate and Students in the evening and correspondence courses

Tick box

Relationship 

Documents

 

Child(ren)

Confirmation documents for Individual Number(My Number)

 

Copy of student ID card　

 

Affidavit of Dependent (Dictation stating that they have no income in Japan or abroad)

 

Copy of Passport, Photo page, and landing stamp (the last departure stamp from Japan if only there is one)

 

 

Required Documents for Dependent(s)

 

Japanese Pension Book or equivalent

Those who live/have lived in Japan

Ex. Pension book (first page, spread), Pension Notification, etc.

Those who live/have lived in Japan without the pension number information at hand, and please contact Japan Pension Service (日本年金機構).

*All residents over 20 up to 60 must enrol for the Japanese pension scheme.

 

Tax Exemption Certificate for Dependent(s)  -Original Copy

To prove that the dependent(s) has no income and if they are a resident of Japan, an up-to-date (original) tax exemption certificate must be submitted.

Individual Number  (My Number)

Ex. Individual Number Card (My Number Card), Individual Number Notification Card and other documents such as residence certificate.

*Please DO NOT send My Number to HR staff by post or as an email attachment. The My Number is categorized as "Specific Personal Information", and appropriate handling of information is required.

​ ​

Residence Certificate with a whole record-Original Copy

Please submit a certificate of residence with all the details listed and not omitted.

The certificate, issued within three months, states your full name, gender, date of birth and address in Okinawa.

When the head of household is the employee (Original Copy)

If the head of household is not the employee, the KOSEKI TOHON (original copy) is required

​ ​

Relationship Notice form for Category three insured persons of Japanese National Pension -Original Copy

If you wish to enrol your spouse as a dependent, they must also register in a pension scheme.

Please refer to the Relationship Notice form for Category three insured persons of Japanese National Pension, which the spouse must complete.

*This is required when the Employee is under 65 years old and the spouse is from 20 to 60.

Certificate of Annual Income Prospects and social Ins. Non-enrollment -Original Copy

Proof of annual income for the year ahead, starting with the employee's hiring date officially issued and sealed by the spouse's employer.

*If the spouse is absent from work due to maternity or paternity leave, etc., documentation is required to confirm one year's income that would have been earned when the spouse had not been absent from work.

Spouse's tax withholding statement if you only have the child(ren) as a dependent(s) -Original Copy

An annual withholding tax certificate is required.

*If the spouse is absent from work due to maternity or paternity leave, etc., documentation is required to confirm one year's income that would have been earned when the spouse had not been absent from work.