For those who want to establish a supervising organization

What is a supervising organization?

Supervisory bodyIsA non-profit organization that accepts technical intern trainees and provides their activities and support to the host company.Refers to.
As for the content of my work, I will audit and instruct the following items after receiving a request from the company.

Until acceptance: Procedures and on-site interview
After acceptance: Confirm whether the company is conducting appropriate technical training

Our work does not end once we accept foreign technical interns; we continue to support them long after they are accepted.
For this reason, we often have to travel to the field, and it is also necessary to collaborate with local sending organizations.

In order to conduct a supervising business, a supervising organization must obtain permission from the competent minister.
There are two types of permits, which are defined as follows.

Specified supervision business: Technical Intern Training No. 1, No. 2
General supervision business: Technical Intern Training No. 1, 2, 3

The types of technical intern trainees that can be accepted differ between specific and general trainees.
I want to be careful“It always starts with the designated supervision business.”That's the point.
A supervising organization with no track record cannot suddenly become a general supervising business.
In order to obtain a permit for a general supervision business, it is necessary to meet high standards as well as achievements, and the work content so far is questioned.

So, what are the benefits of a supervising organization? This will be explained in the next section.

Benefits of establishing a supervising organization

If you're thinking of setting up a supervising body, you'll want to know what the benefits are.
There are three major benefits:

● Legal employment and supervision of technical intern trainees
● Reducing supervision costs
● Support for specific skills is also possible

Let's take a closer look at the benefits of each.

▼ Legal employment and supervision of technical intern trainees

One of the benefits of establishing a supervising organization is thatLegal employment and supervision of technical intern trainees.
Things to keep in mind when hiring technical intern trainees are:Immigration Law,Technical Intern Training ActSuch a law.
However, it is very difficult to employ technical intern trainees while complying with these laws in daily work, and there may be cases where it is illegal to treat them in the same way as Japanese people. .
If a supervising organization is established and personnel who are familiar with the Immigration Control and Technical Intern Training Law are assigned, it will be easier to legally hire and supervise technical intern trainees within the company or the company that will be a member of the union.

Even if a violation of the law occurs while entrusted to a supervising organization,The receiving company will be subject to improvement orders and administrative penalties.Therefore, a smooth response is possible.
In the future, it is possible to continue hiring technical intern trainees, so the benefits can be said to be enormous in the long run.

▼ Reduction of supervision costs

technical intern traineeReduce supervision costsThis is one of the benefits of establishing a supervising organization.
Normally, when a receiving company entrusts support work to a supervising organization, the average amount for each technical intern trainee isSupervision fee of approximately 3 yenIs required.
It's fine if it's just one person, but if the number increases to five or 1 people, the supervision costs alone will be prohibitive.
However, if you establish your own supervising organization, you can significantly reduce your supervising costs.

There are various ways to reduce this, but one example is to collect management fees from union members in addition to union dues.
As the number of union members increases, the amount collected per person will decrease, so it can be expected to be effective if implemented together with measures to increase union members.

In this way, compared to when outsourcing, we can expect to reduce supervision costs.

▼ Support for specific skills is also possible

When you establish a supervising organization,Support for specific skills is also possibleThe point is also one of the merits.
However, a separate application for registration as a registration support organization is required..

See below for the differences between technical intern trainees and specific skills.

● Technical intern trainee: Have foreigners from developing countries acquire skills through practical training on-site and work using their skills after returning to Japan (for the purpose of international contribution).
● Specific skills: Make up for the labor shortage of Japanese companies

As you can see, there is a clear difference in purpose.

In the past, even if technical intern trainees wanted to stay in Japan after completing their training, there was a big problem that they did not have the means to do so.
to improve itSpecified skillshas been newly established, and it is now possible for technical intern trainees to obtain permanent resident visas depending on the conditions if they take appropriate steps.

In addition, since the technical intern training supervision business and the support work for specific skills have much in common, it will be possible to handle them internally without outsourcing.
Therefore, it can be said that the merits of providing support for specific skills are very large.

Requirements for establishing a supervising organization

Not all governing bodies are allowed.
As mentioned earlier, permission must be obtained from the competent minister.

To obtain a permit as a governing body, you must meet the following requirements:

・ Being a corporation that is not for profit
・ Having the ability to conduct business properly
・ Having a financial foundation that can carry out the supervision business soundly
・ Take measures to properly manage personal information
・ Implementing measures for external officers or external audits
・The applicant must have concluded a contract regarding the agency of technical intern trainees with a foreign sending organization that meets the criteria.
・ When conducting the third technical intern training, it must meet the excellent requirements.
・ Having the ability to properly carry out the supervision business

It is important to note that even if you meet these requirements,antisocial forces,cheatingThose who have done so may be excluded at the permission stage.
With the above in mind, prepare the necessary documents for establishment.

Documents required to establish a supervising organization

When establishing a supervising organization, a large number of documents are required.

1. List of documents related to supervising organization permission/confirmation table
2. Application for Supervising Organization Permit/Application for Renewal of Supervising Organization Permit Validity Period
3. Application for permission to change business classification and application for license exchange
4. Supervision business plan
5. Applicant's summary
6.Certificate of registered matters
7. Copy of articles of incorporation or donation act
8. Copy of permit under Article 34, Paragraph 1 of the Seafarers Employment Security Act
9. Copies of the balance sheets for the most recent two fiscal years
10. Copies of profit and loss statements or income and expenditure statements for the most recent two business years
11. Copies of corporate tax returns for the most recent two fiscal years
12. Corporate tax payment certificate for the most recent two fiscal years
13. Documents proving the amount of cash/deposits such as certificate of deposit balance
14. Real estate registration certificate for land and buildings of the supervised business office
15. Copy of real estate lease contract of the supervised business office
16. Copy of regulations regarding proper supervision of personal information
17. Organizational system diagram of supervising organization
18. Copy of regulations regarding the operation of the supervising organization's business
19. Applicant's written oath
20. Copy of officer's resident card
21. Executive resume
22. Copy of the supervisor's residence card and health insurance card, etc.
23. Resume of supervisor
24. Copy of certificate of attendance for supervisory supervisor training
25. Appointment consent form and written oath of supervisor
26. External auditor brief
27. Copy of certificate of attendance at external auditor training
28. External auditor appointment consent form and written oath
29. Appointment consent form and written oath of designated external officer
30. Overview of foreign sending organization
31. A copy of the certificate issued by the foreign government-certified sending organization
32. A copy of the contract between the supervising organization and the foreign sending organization regarding the mediation of applications for supervising organization-type technical intern training
33. Documents proving that the foreign sending organization has been registered or registered
34. Documents clarifying the laws and regulations related to the technical intern training program in the sending country
35. Documents showing that the foreign sending organization has the ability to legally conduct business related to technical intern training in accordance with the laws and regulations related to the technical intern training program in the sending country
36. Written oath of foreign sending organization
37. Letter of recommendation from foreign sending organization
38. Statement of expenses collected by foreign sending organization
39. Resume of technical intern training plan creation instructor
40. Excellent requirements conformity declaration form (supervising organization)

Please note that there may be additional requests.
Also, since all printing is basically single-sided printing, double-sided printing is strictly prohibited.

For more informationList of documents to be submitted and confirmation table for supervising organization permission application (Japan Technical Intern Training Organization)

Flow of establishment of supervising organization

What is the process to establish a supervising organization?
The first thing to keep in mind is that a supervising organization cannot be established immediately after collecting and applying for documents.
To establish a supervising organization, follow the process below.

3. 4.Application for approval to establish a business cooperative (prefectural office): XNUMX-XNUMX months
0.5. 1.Registration of establishment of business cooperative (Legal Affairs Bureau): XNUMX to XNUMX month
5. XNUMX.Supervising organization permission application: XNUMX months

I think it will take about 10 months to replace it.
In reality, there are additional documents and inquiries, so it would be best to plan for one year.

Let's take a closer look at each item.

　1. Application for approval to establish a business cooperative (prefectural office)

1. Deciding on members, activity bases, and scope
2. Formulation of business plan
3. Preparation of a set of application documents
4. Advance coordination with the Central Association of Small and Medium Enterprises (SME Central Association)
5. Advance coordination with the prefectural office
6. General meeting/board of directors meeting
7. Submit an application to the prefectural office via the central association
8.Issuance of approval certificate

　2. Registration of establishment of business cooperative (Legal Affairs Bureau)

1. Payment of invested capital
2. Creating a seal
3. Registration of establishment (from now on, it is mandatory to submit an annual report at the end of each fiscal year)

　3. Application for supervising organization permission

1. Preparation
2. Preparation of application documents
3. Submission of application documents to the organization (Japan Technical Intern Training Organization) headquarters

As you can see, applying for permission to establish a business association is the most difficult process.
There are many documents required, so it is a good idea to prepare them at the same time.

What is an external auditor?

What you need to get a supervision business license is "External auditorOr "Specified external officerIs to be appointed.
Among them, the external auditors are stipulated as follows.

[External Auditor]: As a person who audits from outside the corporation, it has been appointed by the supervising organization, and it is possible for both corporations and individuals to become external auditors.

At this time, I would like to note thatA person who has been involved with a supervising organization or a company accepting technical intern training within the past five years cannot become an external auditor.That's the point.
For this reason, even if an auditor leaves the supervising organization, he or she cannot become an external auditor, and there are currently many cases where it is difficult to find a suitable candidate.

Based on the above, when requesting an external auditor, the easiest way to do so is to appoint an external auditor from a place completely unrelated to your company.

Summary

When accepting technical intern trainees, there is a "supervisory organization" as a non-profit organization that supervises and supports them.
If you outsource to an external supervising organization, it will inevitably cost per person, so more and more companies are establishing their own supervising organizations.

Establishing a supervising organization allows for the legal employment and supervision of technical intern trainees, as well as reduction of supervision costs and support for specific skills.
However, setting up a supervising organization takes about a year and requires a huge amount of paperwork.

There are definitely benefits that are worth the effort, so be prepared for the time it takes to apply.

If you have any questions about the supervising organization, please contact Climb.
Please feel free to contact us by phone or inquiry form!

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