Procedures for those hired as full-time employees
For those who were hired by October 15, 2024, click here
Required documents for employment
*Please note that if you do not submit the form within two weeks of your employment date, you may not be paid the allowance that you are entitled to.
| Documents to be submitted | Those who need to submit | Attached documents and notes | Submission period | How to submit | Contact (extension) |
|---|---|---|---|---|---|
| Pledge for compliance with the Foreign Exchange Law | Everyone |
Please submit the original, hand-signed document Electronic submissions are not permitted. The English version is Here |
First day of work | Paper only | Recruitment Section (5509) |
| Copy of employment insurance certificate | Those who have experience enrolling in employment insurance | If you have not joined before, please let us know. | Until employment date | Paper or electronic | Recruitment Section (5636) |
| Salary direct deposit application form | Everyone |
[Attached documents] Copy of the front page of your bankbook (If you do not have a bankbook, please submit a copy of your cash card, etc.) *For details on Japan Post Bank transfer accounts, please see here. |
Until employment date | Paper or electronic | Payroll Section (5524) |
| Transfer request form | Everyone |
[Attached documents] Copy of the front page of your bankbook (If you do not have a bankbook, please submit a copy of your cash card, etc.) *For details on Japan Post Bank transfer accounts, please see here. |
Until employment date | Paper or electronic | Payroll Section (5524) |
| Notification of long-term membership qualification | Everyone | ※ Sample | As soon as you receive the "My Number submission request document" |
Paper only Applications cannot be sent via electronic media (email attachments, etc.) or via campus mail. Please be sure to put it in the My Number return envelope enclosed with the "My Number submission request document" sent to you in advance. Please mail or submit in person to Personnel Administration Office. |
Payroll Section (5524) |
| Dependents declaration form | Everyone | If you have experience as a local government employee, please contact us. Those who have been transferred from another National Public Service Mutual Aid Association (including other branches of the Ministry of Education, Culture, Sports, Science and Technology Mutual Aid Association) must enter this information in the Dependents Declaration Form. |
As soon as you receive the "My Number submission request document" |
Paper only Applications cannot be sent via electronic media (email attachments, etc.) or via campus mail. Please be sure to put it in the My Number return envelope enclosed with the "My Number submission request document" sent to you in advance. Please mail or submit in person to Personnel Administration Office. |
Payroll Section (5524) |
| A copy of the document showing your basic pension number | Everyone | Pension book, basic pension number notice, etc. | Until employment date | Paper or electronic | Payroll Section (5524) |
| Residence registration notice | Those whose address on their residence card is different from their actual address | Until employment date | Paper or electronic | Payroll Section (5524) | |
| Dependents declaration form | Those with dependents |
Please check the "Major documents required for dependent certification" before applying. If you have been transferred from another National Civil Service Mutual Aid Association (including other branches of the Ministry of Education, Culture, Sports, Science and Technology Mutual Aid Association), please add the information of your dependents to the information you have filled in. |
As soon as you receive the "My Number submission request document" |
Paper only Applications cannot be sent via electronic media (email attachments, etc.) or via campus mail. Please be sure to put it in the My Number return envelope enclosed with the "My Number submission request document" sent to you in advance. Please mail or submit in person to Personnel Administration Office. |
Payroll Section (5524) |
| Petition for support | Those with dependents |
One per dependent If your spouse is a dependent, you do not need to provide any benefits for children under 18 years of age. |
Until employment date | Paper or electronic | Payroll Section (5524) |
| National Pension No. 3 Insured Person Notification | Those whose spouse is a dependent | ※ Sample | Until employment date | Paper or electronic | Payroll Section (5524) |
| Notification of change of address for National Pension No. 3 insured person | Those whose spouse is a dependent and whose spouse's address has changed when they take up their post at the university | ※ Sample | Until employment date | Paper or electronic | Payroll Section (5524) (5636) |
| Application for current status of dependents of those who have been transferred between ministries (unions) or branches | Those who have been transferred between ministries and agencies and between branches with dependents | As soon as you receive the "My Number submission request document" |
Paper only Applications cannot be sent via electronic media (email attachments, etc.) or via campus mail. Please be sure to put it in the My Number return envelope enclosed with the "My Number submission request document" sent to you in advance. Please mail or submit in person to Personnel Administration Office. |
Payroll Section (5524) | |
| Employee Dependent Deductions Declaration Form (R7) PDF Excel | Everyone (Excluding those whose main salary payer this year is not the University) |
None | Until employment date | Paper or electronic | Payroll Section (5524) |
| Salary income withholding slip | Those who have changed their place of employment this year | None | Promptly | Paper or electronic | Payroll Section (5524) |
| Commuting Notification | Everyone |
[Documents to be attached] If you use public transport, a copy of your commuter pass or IC card usage history (for about 3 days) |
Until employment date [Attached documents] should be submitted promptly after employment. |
Paper or electronic | Personnel Expense Management Section (5832, 5510) |
| Address notification | Those who live in their own rented house and pay rent |
[Attached documents] Copy of rental agreement Proof of rent payment |
Until employment date | Paper or electronic | Personnel Expense Management Section (5832, 5510) |
| Dependent family notification | Those with dependents (Excluding some people, such as children aged 23 or over) |
※ Sample | Until employment date | Paper or electronic | Personnel Expense Management Section (5832, 5510) |
| Resident card |
Those who have not submitted the form before being hired or Those who have moved from the address on their residence card submitted before being hired |
No personal number, if there are dependents, all members of the household (stating their relationship) | Until employment date | Paper only ※Photocopying is not permitted. |
Personnel Expense Management Section (5832, 5510) |
| Notification regarding relocation | Everyone | None | After the date of employment | Paper only | Financial Affairs Office (5518, 5830) |
Submission of My Number (for all)
We ask that those who are employed by our university for the first time submit their My Number.
Additionally, for tax or health insurance purposes, we ask that those with dependents submit their My Number information.
The "My Number submission request document" will be sent to the address listed on your resume.
Please fill out the "Consent Form Regarding My Number" and return it to us along with one of the documents listed below so that it arrives by your start date.
- A copy of your My Number card (the side showing your 12-digit personal number)
- Copy of notification card
- Resident registration card with individual number (for the person only. If you have dependents, one resident registration card with individual numbers showing both the person and dependents is sufficient.)
*1 If you are unable to prepare the documents in time, please bring them to the General Affairs Office or Personnel Administration Office on your first day at work. Since the My Number document contains important personal information, it cannot be submitted as an email attachment or via campus mail .
*2…If you have worked at our university, you do not need to submit this form again since you have already submitted it before. However, if you have dependents who were not supported during your previous employment, please note that we will request them to submit their forms.