International Relocation for New Hire

International Relocation from outside of Japan

This page contains information and action flow on the initial stage for those relocating from outside Japan.

Please read the information, submit the relocation datasheet (web form), and for those who need a visa, download and prepare the CoE application documents.

Information on Relocation

1. Cost of Moving

The delivery cost will be invoiced to and paid by OIST, and the cost cap differs by the relocation origin.
The Relocation staff will request two movers to give a survey on your shipment, and after the surveys, the company that offers the lowest quote will be assigned as your mover.
You may also request packing and unpacking if it can be included within your budget.

To learn more, please visit the following page: 1-3. Moving Company

2. Getting a visa

The Relocation staff will contact you to first make an application for a Certificate of Eligibility (CoE) in Okinawa. After obtaining CoE, you will need to visit the Japanese Embassy of your residential country to apply for and get the visa. The procedure will take about one and a half to two months in the usual practice.

To learn more, please visit the following page: 1-1-certificate-eligibility-coe-and-visa

3. Driving in Okinawa

If you have a driver's license, we strongly recommend you obtain an International driver's permit (IDP) before coming to Okinawa. Please note that you can not apply for the IDP in Japan, and only the IDP issued in the Geneva Convention format is valid in Japan.

The IDP issued in the following countries is invalid in Japan: Germany, France, Slovenia, Monaco, Belgium, Taiwan and Switzerland. However, you can drive with the original driver's license and its official translation issued by JAF (It can only be obtained in Japan).
To learn more, please visit the following page: 1-2-4. International Driving Permit (IDP)

You can also apply to convert a foreign license to a Japanese one at the Traffic Safety Association in Okinawa.
Booking is required, the application documents could be complex, and you may also need to take a practical test.
To learn more, please visit the following page: Converting a Foreign Driver's License

If you don't have a driver's license, please do not worry. We will assist you in finding housing closely located to OIST, with easy access to public transportation and the OIST shuttle bus.

4. Airfare and Transportation fees

Air Fare： Only a one-way ticket from the place of current work/residence to Okinawa, Japan, will be paid. The relocation staff will book the flight once your departure date is confirmed. (ex. After the visa issuance, etc.)

Transportation Fees: Any transportation fees incurred from the origin of travel to Naha airport will be your own expense.

5. Arrival allowance

Arrival allowance is a set amount provided as financial support to cover the miscellaneous expenditure incurred during your relocation period (e.g., visa application fee, temporary accommodation, etc.) It will usually be paid along with the travel expenses in your bank account in about two months. There is a request form you need to sign and submit.

6. Housing and temporary accommodation

Housing: The Relocation staff will introduce the estate agencies to our business relations accordingly. We will start gathering information through the housing search website and estate agency. etc., after your arrival at Okinawa is determined.

Temporary accommodation: Depending on availabilities, the Relocation staff will book the OIST temporary accommodation accordingly. The lodging fee for OIST temporary accommodation will be deducted from your arrival allowance. If OIST temporary accommodations are unavailable upon arrival, we will refer you to a hotel near campus.

To learn more, please visit the following page: 1-4-1. Reservation for temporary accommodation and taxi

7. Housing Allowance

The housing allowance is 80% of rent, including common area charge and parking. The maximum amount of the housing allowance is stated in your employment contract.
You need to apply on the HR system to claim the housing allowance, and there are requirements to receive your allowance: you are the leaseholder, there is a formal housing contract, etc.

Further information and assistance will be provided once you relocate to Okinawa.

To learn more, please access to the following links.

Frequently Asked Questions

Welcome package

OIST HR Relocation (Web)

OIST Resource Center (Web)

Submit Relocation Datasheet

Please access the relocation datasheet (web form) by clicking the following, complete and submit the form.

Relocation datasheet for International relocation

You need approximately 10 minutes to complete the form.
Things you may need to fill out the form: Passport, Residence Card (if you are/were living in Japan), Address information, etc.

(For those who need a Visa)

Prepare for CoE application, etc.

Download and fill out the application form that applies to you from the choices below:
- Application form for research unit members (refer to example for guidance)
- Application form for administrative staff members (refer to example for guidance)
Prepare the following required documents about yourself:
- One scanned copy of your passport.
- One ID photo 40mm x 30 mm (it should be taken within the last three months.)
  For further details, please visit Photo Requirements | Immigration Agency of Japan
- If you are a Chinese National, submit a scanned copy of your Chinese ID.
If you have dependents, please add the following documents for each dependent:
- Application form for dependent of OIST employee (refer to example for guidance)
- One scanned copy of each dependent's passport
- One ID photo (it should be taken within the last three months.)
- Proof document/Certificate of relationship (e.g., Marriage certificate, Birth certificate)
Upload the completed application form and the required documents at the following link:

Upload link for CoE documents | GigaCC

We will review your CoE application documents and get back to you if any further information is needed.

Relocation Team staff will apply for your CoE at the local immigration office after you accept the OIST formal Offer.
The CoE will take up to a month to be issued. We will attach the scanned copy of the issued CoE by email. If the original copy is required, we will send it by the courier service (FedEx, DHL or EMS). This may take up to 4 to 7 days to reach you.

You need to apply for your visa at the Embassy or consulate general of Japan with jurisdiction over your residence. It usually takes 5-10 business days for visas to be issued.

You can also find information on the following page: 1-1. Certificate of Eligibility (CoE) and Visa

The relocation team staff will contact you with more information after your acceptance of the OIST formal letter.

If you have any inquiries about relocation support, please contact us from the inquiry form by clicking HERE.