Regarding the practice of notification obligations such as regular reports when the registration support organization is manufactured in-house

Companies that accept foreign nationals working with specific skill visas have various procedural obligations (regular and occasional reporting, etc.). Registration support organizations can be entrusted with the necessary procedures, but a fee will be charged for entrusting them.

But,In-house production without outsourcing to a registration support agencyThen, that muchFee cost is cut
In that case, what procedures should your company take? Climb, an administrative scrivener corporation that is also a registration support organization, will explain.

3. What is the regular report conducted once every three months by the registered support organization?

As a general rule, for foreigners working with a specified skill visa created in April 2019 (specified skill foreigners), companies that accept them will provide various support services to them and also provide regular reports to the immigration authorities. Must be. However, if the accepting company outsources support for specified skilled foreigners to a registered support organization, the support and regular report creation/notification to the immigration office can be outsourced to the registered support organization. Masu.
As of August 2021, many companies have outsourced support services for foreigners with specific skills and regular reports / notifications to immigration bureaus to registration support organizations, but if they do not outsource to registration support organizations, that is, registration support organizations I will explain what kind of notification will be made in practice if the business performed by the company is manufactured in-house.

2. What should be covered in periodic reports

The following is an introduction to the work required for in-house production without outsourcing to a registration support agency.

▼ Notification regarding acceptance status by specific skill affiliated organization

(Form)Notification Form Regarding Acceptance/Activity Status Reference Form No. 3-6
The content to be reported in this notification is

1. (1) Total number of specified skilled foreigners accepted during the period subject to notification
2. (2) Name, date of birth, gender, nationality/region, place of residence, and residence card number of the specified skilled foreigner pertaining to the notification
3. (3) The number of days that the specified skilled foreign worker involved in the notification engaged in specified skilled work activities, the location of the activity, and the content of the work engaged in.
4. (4) If the specified skilled foreign worker pertaining to the notification is a dispatched worker, the name and address of the dispatched worker.

Has become.

▼ Notification related to activity status by organization to which specific skills belong

If you want to work as a registration support agency in-house, you need to submit the following "Notification of activity status".
(Form)Notification Form Regarding Activity Status Reference Form No. 3-8
(Attachment)Payment status of remuneration to specified skilled foreigners Reference Form No. 3-8 (attached sheet)

1. (1) Status of payment of remuneration to specified skilled foreigners and employees who were used as comparison targets in determining the remuneration of said specified skilled foreigners
2. (2) Number of employees, number of new employees engaged in the same work as specified skilled foreigners, number of people who left the company, number of missing people, and whether they are Japanese or foreigners.
3. (3) Status of application of health insurance, employees' pension insurance, and employment insurance, and status of application procedures of workers' accident compensation insurance
4. (4) Status regarding safety and health of specified skilled foreigners
5. (5) Amount and breakdown of costs required for accepting specified skilled foreigners

▼ Consultation record (portion that can be entrusted to registered support organization)

One of the tasks of the registration support organization is to create a consultation record here.If you want to make it in-house, you will also need to create it here.
(Form)Consultation record reference form No. 5-4

▼Regular interview report (portion that can be entrusted to a registered support organization)

In addition, this "regular interview report" will also be required if you want to make it in-house.
(Form)Regular interview report (for foreigners with specific skills No. 1) Reference form No. 5-5
(Form)Regular interview report (for supervisors) Reference form No. 5-6

3. Other documents required for reporting 

It is necessary to regularly submit the above four reports to the Immigration Bureau, but in addition to the above forms, you are often required to submit other documents as shown below.

• ・ Wage ledger
• ·Time-card
• ・ Transfer statement
• ·Identification
• ・ Reason for shortage

In particular,“Notification regarding activity status by specific skill affiliated organization”For specific skilled foreigners regardingCompensation payment status, it is necessary to check the actual amount paid by referring to the wage ledger or transfer details.

4. Frequency of required periodic reporting

The above notification will be periodically submitted to the Immigration Bureau, but this notification is"Once a quarter" will be important.
Specifically, please refer to the following.

1. 1. 1.First quarter: January 3st-March 31st every year
2. 4.Second quarter: April 1st-June 6th every year
3. 7. 1.Third quarter: July 9st-September 30th every year
4. 10.Fourth quarter: October 1st-December 12st every year

The deadline for notification is within 14 days from the first day of the following quarter.is.Therefore, the deadline for notification for the first quarter is April 4.

If the notification is submitted after the deadline,Reason for reporting delaymust be submitted.

If you want to in-house production without outsourcing the work to a registration support organization, not only grasp the work content and work volume, but also properly consider whether you can secure human resources that can make necessary regular reports at this frequency. You will need to do it.

5. Pay attention to what you are required to report from time to time.

The work of registration agencies is not limited to those mentioned above.In the case of in-house production, in the following cases, apart from the above regular notification / report,Within 2 weeks from the date of the eventYou must submit a notification to This is"Report from time to time".

▼ Notification form related to specific skill employment contract

• ・ When the specific skill employment contract is "changed"
• ・ When the specific skill employment contract is "terminated"
• ・ When a new contract is "concluded"

You need to report to.

▼ Notification form regarding change of support plan

If the contents of the support plan for specific skilled foreigners are changed,Within 14 days after changeYou need to report to.

▼ Notification form related to support outsourcing contract

With registration support agencies

• ・ When a support consignment contract is "concluded"
• ・ When the support consignment contract is "changed"
• ・ When the support consignment contract is "terminated"

To theseWithin 14 days after the event occurredYou need to report to.
No notification is required for changes that do not substantially affect the support consignment contract.

▼ Notification form regarding difficulty in acceptance

If it becomes difficult to accept foreigners with specific skills in the future due to the management situation of the company that is the host organization or the illness of foreigners with specific skills, etc.Within 14 days after the event occurredYou need to report to.

▼ Notification of fraudulent or grossly unjust acts related to laws and regulations related to immigration or labor

If there is any assault or intimidation against a foreigner with specific skills, or a violation of labor-related laws and regulations,Within 14 days after the event occurredYou need to report to.

Injusticeas,

• ・ Pick up your passport or residence card
• ・ Do not pay part or all of compensation and allowances
• ・ Unreasonably restrict private life
• ・ Assault, intimidation, confinement
• ・ Significantly infringes human rights

Examples include actions such as:

6. Permission to use videophones, etc. during regular interviews due to the influence of the new coronavirus infection

Interviews with specified skilled foreigners and those in supervisory positions, as stated in the periodic notifications and reports, must be conducted face-to-face, but due to the spread of the new coronavirus infection, this is currently not possible. This interview can be conducted by video call, telephone, etc.
If you are going to do this in-house, you will need to set up an in-house videophone/online implementation system.

Administrative scrivener corporation Climb is a registration support organization!

Climb Immigration Lawyer OfficeWe consult with companies and individuals who are considering applying to see if they meet the requirements to become a registered support organization, prepare application documents, and submit applications to the Immigration Bureau. In addition, although they have registered with a registration support organization, they do not know what to do because they do not have enough knowledge about the specific skills system, let alone support.Services for registration support organizationsWe also have these available, so please consider them as well. In order to be able to provide the best support to foreigners who have chosen to work in Japan, we should provide support with solid knowledge to avoid situations such as illegal employment.

Registration support agency Registration application service

For inquiries and consultations, please click here.Inquiry form for corporations onlyPlease from!