Procedures at a Ward Office

Report of address

If you receive permission from the immigration office to stay in Japan more than three months (mid to long term residents), you must report your address to your ward office, ward branch office, or sub-branch office upon arrival in Japan or upon change of address.  
For Special Permanent Residents, you must not only report your address, but also other information, please complete Registration of Change in Registered Matters Other than the Place of Residence (Jyuushoigai no Kisaijikou no Henkou Todokede) to your ward office, ward branch office, or sub-branch office.

★ Find your ward office, ward branch office and sub branch office of your area here



For the mid to long term residents (※)

Notification (type) When to report Items to Bring
When you arrive in Japan
Within 14 days of the change
* Resident card (In case your resident card has not been issued, your passport)
When you move to Kyoto City from another city
When you change your address within Kyoto City
Within 14 days of the change
* Resident card
* Individual Number Card or Notification Card          
* Certificate of Moving Out (Tenshutsu Shomeisho) (if you already have used your Individual Number Card for moving procedures at the place you are moving from, this document is not needed)
When you move out of Kyoto City
Until the day you move out of Kyoto
* Resident card
* Individual Number Card (card holders only)
When your resident card gets dirty or damaged
When you need to extend your period of stay
It is necessary to apply at the Immigration Office, please contact them directly for more details.

※Mid to long term residents are foreigners, who stay in Japan for mid to long term on the basis of their status of residence stipulated under the Immigration Control and Refugee Recognition Act.    
* They are those who do not fall under any of the following categories.
① Persons granted permission to stay in Japan 3 months or less
② Persons granted "Temporary Visitor" status
③ Persons granted "Diplomat" or "Official" status
④ Persons recognized by the Ministry of Justice ordinance as equivalent to foreign nationals in categories ①-③
⑤ Special Permanent Residents
⑥ Persons with no residence status



Special Permanent Residents

Notification (type) When to report Items to Bring
When you move to Kyoto City from another city
When you change your address within Kyoto City
Within 14 days of the change
* Special Permanent Resident Certificate
* Individual Number Card or Notification Card          
* Certificate of Moving Out (Tenshutsu Shomeisho) (However, if you already have used your Individual Number Card for moving procedures at the place you are moving from, this document is not needed)
When you move out of Kyoto
At the time you move out of Kyoto
* Special Permanent Resident Certificate
* Individual Number Card or Notification Card (card holders only)
Any other change such as name or nationality written on the certificate other than address
Within 14 days of the change
* One photo (if you are under 16, a photo is not necessary)
* Any official document that proves the change.
* Passport (if any)
* Special Permanent Resident Certificate
When your Special Permanent Resident Certificate gets dirty or damaged
* One photo (if you are under 16, a photo is not necessary)
* Passport (if any)
When you lose your Special Permanent Resident Certificate
Within 14 days of realizing the loss
* One photo (if you are under 16, a photo is not necessary)
* An official document that proves the loss of your Special Permanent Resident Certificate
* Passport (if any)
Regular renewal
① By the 7th birthday after the last renewal or the first application.
② For any change other than renewal of period of validity should be completed after the change and before the 7th birthday
③ By the age of 16 years old
* One photo (if you are under 16, a photo is not necessary)
* Special Permanent Resident Certificate
* Passport (if any)


About procedure

* You must report your address yourself. If you are younger than 16 years old, one of your family members or a guardian will be accepted as your proxy. For more details please consult your ward office, ward branch office or sub-branch office.     
* When you arrive in Japan, a resident card will be issued to you at the following airports: Narita, Haneda, Chubu, Kansai, New Chitose, Hiroshima, as well as Fukuoka Airport. If you arrive at another airport or port, your resident card will be sent to you by post after you finish reporting your address to the ward office.
For further information, inquire at the nearest Immigration Office.     
* A new resident card will be issued when your period of stay is extended or when your status of residency has changed. For further information, inquire at the nearest Immigration Office.     
* A Certificate for the Special Permanent Resident will be issued 2-3 weeks after at the ward office, ward branch office or sub branch office you submitted your original application.    
* Photos must be 4cm x 3cm and should display the applicants face from head to chest, facing forward, the wearing of a hat or cap is prohibited. Both monochrome and color photos are acceptable. Photos are not necessary for applicants younger than 16 years old.

 

If you need a Copy of your Certificate of Residence (Jyuminhyo no Utsushi)

Apply for it at the Citizens Affairs Section of your ward office, ward branch office or sub-branch office. Also, one of your family members (if you are living together) or another person who has a letter of proxy is also eligible to apply on your behalf.

 

When you return to your country

You must return your resident card when you complete the embarkation procedure at the departing airport. If you are able to use special re-entry permission system, you do not need to return your resident card.
 

Notes: The New Resident Management System began in July of 2012. Under this change, the foreign resident registration system was abolished at that time. Under the new system, Special Permanent Residents are issued Certificates of Special Permanent Residents, and other foreign residents are issued Resident Cards. For further information on the new system, visit the website of Immigration Office of the Ministry of Justice.

  

National Health Insurance

National Health Insurance (Kokumin Kenko Hoken) is a public healthcare system for those who are self-employed, farmers, retired and not covered by other insurance systems.
Everyone else must enroll in Employees’ Health Insurance (Kenko Hoken) the other type of insurance under the public health insurance system. Exceptions are made for those who are covered by a company insurance system, Advanced Elderly Medical Service System, or those who receive welfare benefits. If you leave your job and your medical benefits stop, you must enroll in the National Health Insurance System. If you do not have health insurance, you will have to bear the full amount of your medical expenses.



If you join the National Health Insurance System

*As a basic rule when you visit a hospital or doctor for treatment, you will pay 30% of the total medical costs.
(those aged 70 -74, based on their income will pay 10%, 20%, or 30% of the cost) The cost for newborns to preschool age children will be 20%. Some medical treatments are not covered by this insurance, in those cases you will have to pay the full amount.

* When an insured person gives birth to a child, they will receive a lump-sum payment for childrearing.

* When an insured person dies, a lump-sum payment for funeral is paid to their family.

Other payments and benefits are also available; please inquire at your local ward office or branch office.



How to enroll in the National Health Insurance System

Foreign residents, who registered their address as part of Resident Register (Juminhyo), must enroll for National Health Insurance. However, foreign residents, who have not registered their address as part of the Resident Register and have a status of residence that permits them to stay 3 months or less, do not have to enroll; however, if based on your purpose for visiting Japan and other conditions you expect to stay more than three months, then you must join the National Health Insurance System. Applications are accepted at the National Health Insurance and Pension Section of your ward office or branch office.     
You must take your passport and resident card or your special permanent resident certificate, personal seal (if none, a signature is acceptable) and a document showing that your stay in Japan will be more than 3 months (such as Student ID card or your study plan at university).
You need to apply within 14 days from the date of taking up residence in Japan (this is not the date you arrived in Japan) or within 14 days of the date your company insurance was terminated. Please be careful if you apply late, as you will be liable for insurance premiums starting from the month you took residence.



National Health Insurance Card

When joining National Health Insurance, a card will be issued to each member. Be sure to bring your health insurance card with you and present it at the reception desk when you visit any medical institution for treatment.



About insurance premiums

Annual insurance costs are calculated based on the total income of the insured, and by the number of people in the household. People between the ages of 40 and 65 must pay an additional premium for Long-term Care Insurance (kaigo hoken)  
For your first year in Japan, you are charged the minimum premium because you earned no money during the previous fiscal year in Japan. From your second year in Japan, you are charged based on your income earned during your first year.  
If your salary or income is less than a certain amount or if you have no income, you may be eligible for “Legal premium exemption plan” which gives you a reduction of 20%, 50% or 70% off your premium. (You must submit an income declaration)  
Your annual premium is divided in 10 installments starting from June, which is the month when city and prefectural residency taxes are calculated, to March of the next year. Your ward office, branch office or Keihoku branch office will send you payment slips, please pay them before the due date at most banks, post offices, convenience stores. If you would like to pay by bank transfer, you can sign up for automatic payment with your bank. With this method, you will not have to remember to pay your insurance fees and can save time by not having to go to a bank or a post office to pay each time. We recommend you use this payment method because it is convenient and reliable.   If you do not pay your insurance premium, your insurance benefits might be suspended and you may have to pay the total cost of your medical expenses.



The following must be reported

Please report the following cases to the Public Health and Welfare Department at your ward office or branch office ( or if you live in the Keihoku area, to the person in charge of Public Health and Welfare at the Keihoku Branch Office) within 14 days from the date of the occurrence:

(1) When you change your address within Kyoto City.

(2) If you move to Kyoto from other cities, you must report your new address to your new ward office or branch office within 14 days of moving in (Those living in the Keihoku area, please report to the person in charge of Public Health and Welfare at the Keihoku Branch Office)
When you move out of Kyoto City, you must return your National Health Insurance Card and report your change of residence to the ward office or branch office were you lived.

(3) When you enroll in employee insurance at your workplace

(4) When you start receiving public assistance, a child is born, or when the head of the household has changed or has died

(5) When you lose, or damage your insurance card, etc.

※ If you withdraw from National Health Insurance during the middle of a fiscal year, your insurance premium amount will be recalculated based on the date of withdrawal to calculate your last payment month, please to be sure to pay.



Who is not eligible for National Health Insurance?

(1) Persons who do not have residence status (zairyu shikaku)

(2) Persons who are not entitled to receive a resident card (except those whose status of residence is entertainer, technical intern training, dependent, designated activities or official, and their stay in Japan is expected to exceed three months)

(3) Persons who hold the status of Designated Activities and entered Japan to receive medical care at a Japanese medical facility, persons accompanying someone receiving long-term care in Japan, or persons conducting tourism or care related activities whose period of stay is less than 1 year, as well as spouses

(4) Persons who are covered by other health insurance systems as well as the head of the household (main income holder)

(5) Persons who receive public assistance

(6) Persons who are covered by the Advanced Age Healthcare System

  
  

◆ National Pension System

The National Pension System is a system in which everyone receives a basic pension or Kiso Nenkin. It allows income security for the elderly, disabled, and after a person’s death.Those who live in Japan, including foreigner nationals, and are between the ages of 20 to 60 years old must enroll in this system.
There are also other systems such as the Kosei Nenkin Hoken for company employees (those working at a company or factory; you can enroll before you become 20 years old), and Kyosai Kumiai for public employees. If you have been enrolled for 10 years or more, you will be eligible to receive a pension after you reach the age of 65.



How to enroll in the National Pension System

Applications for the National Pension System are accepted at ward offices and branch offices. If you have enrolled in Kosei Nenkin Hoken at your workplace, it is not necessary to apply for the National Pension System (your company will apply on your behalf).



Pension Premiums

You must pay the premiums after you have enrolled in the National Pension System. You can make payments at post offices, banks, even convenience stores. Payment can also be made by bank transfer. If you enroll in Kosei Nenkin, the premium is deducted directly from your salary.



For those with financial difficulties

If you have difficulty in paying the premium, because you have no or low income, your premium may be reduced to half or you might be eligible for an exemption. Students can defer payment of their premiums with the “Student Special Payment System” or Gakusei Nofu Tokurei Seido (some specialty schools may not qualify for this program).



Receiving a pension

National pension is received when you reach a certain age or become disabled. Also, when a insured person passes away, some money is paid to their family. Pensions are classified into the following categories:

(1) Basic Pension for the Elderly (Rourei Kiso Nenkin):Financial support for the elderly

(2) Basic Disability Pension (Shogai Kiso Nenkin):Financial support for people who have become disabled due to accident or illness

(3) Basic Pension for the Surviving Family (Izoku Kiso Nenkin):Financial support for the family members’ of the deceased

(4) Widow’s Pension (kafu nenkin)

(5) Lump sum death benefit (shibo ichiji kin)



When you return to your country

Both the National Pension System and Kosei Nenkin Hoken System adopt a lump-sum refund payment system. If return home country before the required 10 years have passed, you are eligible to receive a lump-sum return (dattai ichiji-kin). If you already paid your premiums for more than 10 years, you may receive your pension benefits after returning home.
In order to receive the lump-sum money, you must meet all of the following conditions.

(1) You do not have Japanese citizenship

(2) You no longer live or have an address in Japan (persons who have left Japan)

(3) You have paid premiums for the National Pension System or Kosei Nenkin System for more than six months

(4) You have never qualified to receive pension benefits in the past.

(5) You have submitted an application to receive the lump-sum money within two years from the day you withdrew from the pension system.



What is needed for the application

  

(1) An Application form for the lump-sum payment “Dattai-ichijikin Saitei Seikyu-Sho”
Before you leave Japan you can receive the application form at a Pension Office or the form can also be downloaded from
the Japan Pension Service or Nihon Nenkin Kiko website.

(2) Pension book (if you do not have one, you must have all the necessary information filled out on your application form)

(3) A photocopy of your passport

(4) A photocopy of your bankbook

※ For further information please inquire at a Pension Office near you.
Japan Pension Service



The application must be sent to the following address

Gaikoku Gyomu Group, Japan Pension Service
5-24 Takaido Nishi 3-chome, Suginami-ku, Tokyo 168-8505

  

Registration of Marriage and Divorce

Marriage

There are two ways you can be married in Japan: the first is according to the procedures for your country of citizenship and the second is according to the procedures for Japan. If you choose the procedures for your country, please inquire for further details with your embassy or consulate.
If you choose the procedures for Japan, then you must register your marriage or complete the Konin Todoke at the ward office where your address is registered.



Submitting your registration or Konin Todoke

※ If neither you nor the person you are marrying is a Japanese Citizen then (3) does not apply.

(1)Place to complete registrationFor your ward office, branch office or sub-branch office. see
here.

(2)Necessary paperwork for foreign nationals
・Certificate of legal capacity to contract marriage issued from your embassy or consulate
・Passport
(Depending on the information in your passport, additional documents may be necessary)

(3)Necessary paperwork for Japanese Citizens
・Koseki Tohon (a copy of your family register) (If your marriage registration is in Kyoto City where your family is also registered, then this document is not necessary)


Marriage registration form (Konin Todoke)Two witnesses who are legally adults aged 20 years old or older must sign and/or put their seals on the marriage registration form.

※ When you submit your Konin Todoke, please be aware that it might not be possible to be registered on the day you submit your application, so please consult your ward office, branch office, or sub-branch office beforehand.

※ After you finish registering your marriage in Japan, you must report your marriage to your country of citizenship. Please inquire at your embassy or consulate about the necessary documents and procedures.

※ If your status of residence is to be changed after marriage, please visit Immigration.
★ Kyoto Branch Office of Osaka Regional Immigration Bureau
Tel:075-752-5997



Divorce

Ward offices, branch offices and sub-branch offices issue divorce paperwork. If a married couple has different nationalities, the law of the country in which they reside will be applied to divorce proceedings.
For example, if your country does not recognize mutual divorce and you are married to Japanese citizen while living in Japan (divorces in which mutual consent for divorce is not necessary); in this case a divorce would not be possible because of Japanese law. However, if the couple has registered their marriage in another country, then they have to follow the legal proceedings of that country.

  

Birth Registration

When you have a new baby, you must register your baby and complete the Shussho Todoke at your ward office or branch office within 14 days after the birth.

* Necessary Items:
① You must take the baby’s birth certificate issued by your doctor
② Your seal (Signatures are also accepted)

* Where to complete registration: the ward office, branch office, or sub-branch office where you live or where you gave birth.

  

Reporting a Death

You must report the death of a family member within 7 days, after being notified about their death.

* Necessary Items:
① The death certificate issued by a doctor
② Your seal (signatures are also accepted)

Submit the Shibo Todoke at your ward office, ward branch office, sub-branch office or where the death occurred.



◆ If the deceased is not a Japanese citizen

After submitting the Shibo Todoke to register a death, please return the decedent’s Resident Card or Special Permanent Resident Certificate in person to the nearest immigration office or send by post to the following office:

  

Odaiba Branch Office, Tokyo Immigration Bureau
9th floor of Tokyo Bay Godo-chosha Bldg. 2-7-11 Aomi, Koto-ku, Tokyo 135-0064