[Specified Skills] What is the periodic notification after hiring a specific skill foreigner?

Specified skilled foreigners are required to submit a notification even after being hired.
This is an obligation of the accepting institution, so you must report it.
However, even if you report regularly, many people do not know what to report.

Regular reporting is not that difficult.
Just fill out the form and you'll be able to create it in no time.

This time, we will explain the "regular reports and notifications" that organizations and companies that accept specified skilled workers must submit.
Please refer to it.

What is periodic report/notification of specific skills?

Based on the Immigration Control Act, all specified skill organizations and accepting companies that accept specified skill foreigners must submit periodic reports once a quarter.
Quarter refers to the following divisions.

● January to March (first quarter)
● April to June (second quarter)
● July to September (third quarter)
● October to December (fourth quarter)

Submit it for each period divided into three months.

The submission destination is the Regional Immigration Bureau that has jurisdiction over the location of the head office of the organization to which you belong.
If you are not sure where, please check the designation document for the specified skilled foreign worker to be employed.

Submission is easy, either by mail, online, or in person.
However, since the delivery date for mailed applications is the day the application arrives at the submission destination, it is necessary to take care not to miss the submission deadline.
The safest way to submit is to submit in person or online.

The required documents for periodic reports and notifications vary depending on the pattern below.

● Necessary documents if entrusted to a registration support organization
● Required documents if you are providing in-house support

First, let's take a closer look at what documents are required.

▼Required documents if entrusted to a registered support organization

If you are outsourcing to a registration support organization, the following four documents are required for periodic reporting.

● Notification form regarding acceptance/activity status
● Acceptance status and remuneration payment status of specific skilled foreigners
● Copy of wage ledger (specific skilled foreigner's + Japanese person's for comparison)
● Remuneration payment certificate

Let's take a closer look at each document.

Notification form regarding acceptance/activity status

For the notification form related to acceptance and activity status, fill in the following items in the basic form.

・Notification period
・Specific skills affiliated organization
・Employment status
・Application status of labor insurance
・ Social insurance participation status
・Tax payment status
・Health and safety status
・Amount of expenses required to accept specific skilled foreigners
・ Person in charge of notification

Please note that the employees listed are those working full-time.
Please also note that this applies to all employees employed by specified skill organizations.

For example, this includes employees who work in offices other than those where specified skilled foreigners work.
For detailed instructions, please contact your local administrative scrivener or administrative scrivener corporation Climb.

Click here to contact Climb!

Click here to download the “Notification Form Regarding Acceptance/Activity Status”

Acceptance status and remuneration payment status of specific skilled foreigners

Regarding the acceptance status of specified skilled foreigners and the payment status of Hojuto, enter the following information about specified skilled foreigners accepted during the notification period.

· full name
· date of birth
· sex
· nationality region
・Place of residence
· Residence card
・Number of days of activity
・ Salary

Even if you have finished accepting foreign nationals during the notification period, please fill in the information up to the end of your acceptance.

Click here to download "Status of Acceptance and Payment of Rewards for Specified Skilled Foreigners"

Copy of wage ledger (specific skilled foreigner's + Japanese person's for comparison)

A copy of your wage ledger must also be submitted.
This is a wage ledger for all specified skilled foreigners who worked during the notification period, and a wage ledger for Japanese employees for comparison.

If you do not have a Japanese person to compare with or have retired, submit the wage ledger of a Japanese employee who engages in the same work as the specified skilled foreigner.

Remuneration payment certificate

A remuneration payment certificate is a notification that needs to be submitted only if your salary is paid in cash.
If you are not paying in cash, there is no problem if you do not submit it.

▼Required documents when providing in-house support

If your company supports specified skilled foreigners, the following six documents are required.

● Notification form regarding acceptance/activity status
● Acceptance status and remuneration payment status of specific skilled foreigners
● Copy of wage ledger (specific skilled foreigner's + Japanese person's for comparison)
● Notification form regarding support implementation status
● Consultation record
● Periodic interview report (No. 1 specific skill for foreigners）
● Periodic interview report (For supervisor）

This is an increase of three cases compared to cases outsourced to registered support organizations.
Let's take a closer look at what kind of document it is.

Notification form regarding support implementation status

The notification form related to the status of support implementation is a notification form to report the current status of support implementation.
Fill out the required items and submit.

Click here to download the “Notification Form Regarding Support Implementation Status”

Consultation record

A consultation report is a notification form used to report the responses taken after receiving a consultation from a foreign national.
This does not happen all the time, so if there are no consultations or complaints during the applicable period, there is no need to submit it.

Click here to download the “Consultation Record”

Regular interview report (for foreigners with specific skills No. 1/for auditors)

A regular interview report is a document written about the No. 1 specified skilled worker foreigner you interviewed.
The implementation must be carried out by the support manager or support person listed in the No. 1 Specified Skilled Foreigner Support Plan.

If you have an interview and find any problems, such as suspected legal violations or inappropriate treatment, report it.
In addition, if there is any fraudulent or grossly unjust act regarding immigration or labor laws, measures must be taken to protect specified skilled foreigners and the relevant administrative agencies must be notified.

Click here to download the “Regular Interview Report (For Foreigners with No. 1 Specified Skills/For Supervisors)”
・For foreigners with No. 1 specific skills
・For supervisors

Even if support is outsourced to a registered support organization, not all notifications can be outsourced.

If you are entrusting support to a registered support organization, some people may be concerned about what will happen to their regular reports.

In conclusion, not all notifications can be outsourced.
Regarding the notification form that is required to be submitted to the specific skill organization, it must be prepared by an officer or employee of the organization.
The same applies to electronic notifications, so be careful.

On the other hand, there are also documents that can be prepared by registration support organizations.
Those are the following eight.

● Notification form regarding support implementation status
● List of people eligible for support for foreigners with specific skills No. 1
● Consultation record
● Periodic interview report (for foreigners with specific skills No. 1)
● Regular interview report (for supervisors)
● Job change support implementation report
● Statement of reasons for non-implementation of support
● Reason book

You can see that this is a document to be created if you are providing in-house support.
It is a good idea to keep in mind that entrusting support to a registration support organization will reduce the number of documents you need to create.

Please be sure to prepare any documents required by your institution.

Submission period for periodic reports

Regular reports must be submitted once every quarter.
The deadline for submission is very short, ending on the 15th of the following month.
It is a good idea to know in advance so that you can submit the necessary documents during the notification period.

Please refer to the table below for specific dates.

*Citation: Immigration Services AgencySpecified Skills System How to fill in the periodic notification form and points to keep in mind'

If the submission period has passed, please submit a written statement stating the reason.
There is no fixed format, so create it using Word or other software.

Summary

After hiring a foreigner with specific skills, periodic reports are required.
Don't forget to submit this as it is required by the hiring agency.
It will be easier if you prepare the documents to be submitted in advance.

The documents you need to submit will vary depending on whether you are requesting support from a registration support organization.
Please prepare documents according to your support situation.

Since the submission period is short, it is best to start preparing the documents as soon as the quarter ends.

For inquiries regarding specific skills, please contact Climb!
Please feel free to contact us by phone or inquiry form!

Click here for consultations and inquiries