Everything you need to know when changing job in japan

List of documents to collect from previous company

Documents that might not take time to get

1. 雇用保険被保険者証 (Proof of unemployment / unemployment insurance card)
2. 給与所得者異動届出書 (Salary income earner transfer notification form)
3. 在職証明書 (Experience letter / Certificate of Employment)

Documents that might take some time to get

1. 給与所得の源泉徴収票 (Income withholding tax certificate)
2. 医療費と保険給付金のお知らせ (Notice of medical expenses and insurance benefits)
3. 給与支払明細書 (Pay slip)
4. 離職票 (Turnover slip)
5. 健康保険資格喪失連絡票 (Health insurance disqualification contact form)
6. 退職金通知書 (Severance pay notice)

List of documents to submit to new company

1. 年金手帳のコピー (Copy of Pension Book)
2. 雇用保険被保険者証 (Unemployment insurance certificate) → from previous company
3. 住民票 (Residence Certificate) → collect it from city office or if you have my number card, you can print it from any comvinient store printer
4. 本年度の源泉徴収票 (Withholding tax statement) → from previous company (needed for Year-end adjustment)
5. 給与支払報告 ・ 特別徴収にかかる給与所得 (Change notification of inhabitant tax) → ‘給与所得者異動届出書’ from previous company
6. パスポートサイズの写真 (Passport size Photo) → 4.5cm×3.5cm
7. 在留カードのコピー (Copy of Residence card) → both sides
8. パスポートのコピー (Copy of Passport)

Documents related to spouse / dependent:

• 給与所得者の扶養控除等(異動)申告 → Declaration of dependent deductions (transfer) for salaried employees
• 健康保険被扶養者(異動)届 → Dependent health insurance form
• 年金手帳のコピー → Copy of Pension Book
• 配偶者の収入を確認できる書類 → Documents proving the income of your spouse
• 在留カードの両面コピー → Copy of Residence card (Both sides)
• 同封書類 → enclosed documents
  • 国民年金 第3号被保険者関係届 → Dependent pension claim
  • 健康保険被扶養者現況表(配偶者) → Dependent status notice for spouse

Documents related to child (need to submit if you have kids):

• 配偶者の収入を確認できる書類 → Documents proving the income of your spouse
• 非課税証明書 → Certificate of tax exemption
• 在留カード両面のコピー → Copy of Residence card (Both sides)
• 健康保険被扶養者現況表(子) → Dependent status notice for child

Income withholding tax certificate

• 給与所得の源泉徴収票 (Kyūyo shotoku no genzenchōshū-hyō)
• What is it?
  • The (income) tax paid to government by the employeer (ratrher than employee)
  • The tax withheld (deducted) from the salary by the employeer and paid to government (on be half of employee)
• Links:
  • https://tenshoku.mynavi.jp/knowhow/caripedia/91
  • https://ja.wikipedia.org/wiki/%E6%BA%90%E6%B3%89%E5%BE%B4%E5%8F%8E%E7%A5%A8
  • PDF: https://www.nta.go.jp/taxes/tetsuzuki/shinsei/annai/hotei/23100052.htm

給与所得の源泉徴収票 Form

給与所得の源泉徴収票 Sample

Job change notification to immigration office

• For foreigners: when you change job, you should notify immigration office
• Online e-notification:
  • e-notification registration
    • https://www.ens-immi.moj.go.jp/NA01/NAA01S/NAA01STransfer (select Englist language)
    • Click “For a mid-to-long-term resident”
    • “For a mid-to-long-term resident to log in” page > click “Authentication ID issued”
  • to notify to immigration:
    • https://www.ens-immi.moj.go.jp/NA01/NAA01S/NAA01STransfer (select Englist language)
    • Click “For a mid-to-long-term resident”
    • Login
    • Select “New Contract” notification
    • Use japanese to fill the form, if error shows, input as given hints in the form inputs
• Alternatively, download PDF: http://www.moj.go.jp/content/000109987.pdf and send by post mail

Post mail Address

Notification Reception
Resident Management Information Department
Tokyo Immigration Bureau
5-5-30 Konan Minatoku, Tokyo, 108-8255

Online e-notification sample:

After joining

After submitting all papers and finishing joining process, new comapny will provide:

• New health insurance card
• New 雇用保険被保険者証 → save it carefully, will be needed during next job change
• etc.

Retirement withholding tax certificate

• 退職所得の源泉徴収票 (Taishoku shotoku no genzenchōshū-hyō → Retirement income withholding slip)
• This is about the money you will get when resigning a company
• A third party company will deposite moeny to your salary account (previous company would not deal with it)
• The amount of money depends on:
  • your base salary of previous company
  • years of service to the previous company
• It will take 1 ~ 2 months to get that money
• Links:
  • PDF: https://www.nta.go.jp/taxes/tetsuzuki/shinsei/annai/hotei/23100052.htm
  • 源泉徴収票とは？転職時になぜ必要？

退職所得の源泉徴収票 Sample