Alien Registration

外国人登録（がいこくじんとうろく）

Foreign nationals staying in Japan for a period of more than 90 days (60 days for babies born in Japan) are required to register in person at the Foreign Residents Registration Division (Counter #5) on the first floor of the City Hall.

All foreign residents of Japan are required to keep their Alien Registration Card on their person at all times. Failure to comply with this law can lead to possible arrest, detention, and deportation. If you are leaving Japan for a short time, you need to take your registration card with you. In the case of theft or loss, notify the local authorities immediately.

Applying for an Alien Registration Card

外国人登録証の申込み（がいこくじんとうろくしょうのもうしこみ）

To apply for an Alien Registration Card, please visit the registration counter located by the elevators on the first floor of city hall. The registration certificate for a foreign resident aged 16 years or over is a laminated card which will be issued approximately two weeks from the date of application. To complete the registration procedures, please bring the following with you:

  • Your passport
  • Two photographs taken within the past 6 months (3.5cm × 4.5cm)

Make sure that the photo is a frontal shot, and that you are not wearing a hat, or anything else that could obscure your face.

A parent or guardian should register youth of 16 years of age or younger. Registered residents who turn 16 must re-apply within 30 days of their 16th birthday.

Report changes in information including, birth of a child, marriage, change of address, occupation, status of residence, period of stay, etc. to the Foreign Residents Registration Division within 14 days. Permanent residents are exempt from reporting changes in occupation.

Since it takes time to issue your registration card, the city can issue a temporary certificate to use instead so you can do things like open a bank account.

Card Renewal or Replacement

カードの切替交付・再交付・引換交付（カートのきりかえこうふ・かいこうふ・ひきかえこうふ）

Card Renewal

Foreign residents wishing to renew their alien registration card must re-apply at the Foreign Residents Division within 30 days of the expiration date, as stated on the face of the card (the expiration date is usually the same as your birthday). You may not apply for a new card before your current one expires unless there are significant changes in your personal information.

Registered foreign nationals reaching 16 years of age must re-apply within 30 days after their 16th birthday.Please bring the following items to the Foreign Residents Registration Division when applying for your new card:

  1. Current alien registration card
  2. Passport
  3. Two photographs taken within the past 6 months (3.5cm × 4.5cm)

Card Replacement and Re-issuance

For lost or stolen cards:

If your card is lost or stolen, notify the authorities, and apply for replacement at the Foreign Residents Registration Division within 14 days from the time when you notice it is missing. You will have to fill out an application form and therefore should bring your passport and two recent 3.5cm × 4.5cm photos to receive your new card.

For damaged or full cards:

If your card is damaged, please bring what is left of it to the Foreign Residents Registration Division (in addition to your passport and two recent 3.5cm × 4.5cm photos) to apply for a re-issue within 14 days of being damaged.

You should also apply for a new card if you change your name or nationality, or if there is no more space for comments on the back of the card.

Proof of Registration

登録原票記載事項証明書（とうろくげんぴょうきさいじこうしょうめいしょ）

This is a document issued by the Foreign Residents Registration Division that is used as proof of registration for school entrance procedures, marriage registration and other procedures.

You (or a family member who resides at the same residence) can also apply for this form at the registration desk on the first floor of city hall, at any Liaison Office, or at the JR Wakayama Station Service Center. There is a service charge of 250 yen.

Returning Your Card

Your alien registration card must be returned in the following situations:

  1. Departure from Japan: When you leave Japan permanently, you must return your Alien Registration Card to the immigration official at your port of departure.
  2. Naturalization: If you acquire Japanese nationality, you must return your Alien Registration Card to the Foreign Residents Registration Division within 14 days of naturalization.
  3. Death: The Alien Registration Card should be returned to the Foreign Residents Registration Division by the registrant's family within 14 days of death.

Childbirth Registration

出生届（しゅっしょうとどけ）

Foreign Residents Registration Desk - City Hall

Note:The information on this page pertains to cases in which both parents are non-Japanese citizens. In cases in which one of the parents is a Japanese citizen, these procedures may not be necessary. Please consult with the Foreign Residents Registration Division if you have　any questions.

If you plan to raise your newborn baby in Japan, you must register your child by completing the following steps:

  1. Birth registration "shussho-todoke" (within 14 days of birth) at the Foreign Residents Division (first floor, counter #5) of city hall.
  2. Alien registration "gaikokujin-toroku" for your child (within 60 days of birth) at the Foreign Residents Registration Division of city hall.
  3. Status of Residence Application "Zairyu Shikaku-toroku" (within 30 days of birth) at the Wakayama Branch Osaka Immigration Office (Wakayama City, Chikko 6-22-2, TEL 073-422-8778).
  4. Registration with your country's embassy.

Please bring the following items with you when you register your child:

  • Birth Certificate - "Shussho-shomei-sho" （出生証明書）
  • Mother and Child Health Handbook - "Boshi Kenko Techo" (母子健康手帳)

The birth certificate, "Shussho-shomei-sho" (出生証明書) will be distributed to the parent at the time of birth and should be written in Japanese. If the baby is born abroad and the certificate is written in a foreign language, a Japanese translation should accompany the documents.

The Mother and Child Health Handbook has useful information about raising your baby. During pregnancy, your doctor will give you a slip which will enable you to pick up a copy from city hall. The Japanese version is the official copy, but you can obtain a photocopied translation in 5 languages from a Municipal Health Center or the Foreign Residents Registration Division of city hall.

Marriage Registration

婚姻届（こんいんとどけ）

A couple legally becomes husband and wife, in their home country (countries) as well as in Japan, when the marriage certificate is approved by the local government. Foreign residents who live in Japan must submit to civil law and report their marriage by undergoing the necessary procedures at their local office.

Necessary procedures vary depending on the country of origin. Because of this, all foreign nationals who register their marriage in Japan, regardless of whether they are marrying another foreign national or a Japanese national, should consult with the Foreign Residents Registration Division (counter #5, Wakayama City Hall) about their individual registration procedures. They will supply you with the necessary forms and information about the procedures necessary in your particular case.

This is a list of documents that you will most likely require to confirm your marriage:

  • Passport
  • Proof of Alien Registration (only necessary if not registered in Wakayama City)
  • Marriage Certificate (signed by two witnesses over 20 years of age)
  • Certificate of Legal Capacity to Contract Marriage (issued by your country's Embassy or Consulate certifying that the marriage is legitimate, i.e. you are single and of legal marrying age, etc. - Must be accompanied by a Japanese Translation)

The procedures to certify a marriage differ depending on whether two foreign residents, or a foreign resident and a Japanese citizen are marrying. The required documents are outlined below.

Marriage Between Foreign Nationals
Passport
Proof of Alien Registration
Marriage Certificate
Certificate of Legal Capacity to Contract Marriage

Marriage Between a Japanese National and a Foreign National
The Family Register - "Koseki Tohon" (unless his/her register is kept at the Wakayama City Hall)
Marriage Certificate
Hanko

Information Changes

記載事項の変更（きさいじこうのへんこう）

Please notify the Foreign Residents Division within 14 days of changes in any of the following:

  1. Address "Jusho Henko" 住所変更
  2. Name "Namae no Henko" 名前の変更
  3. Nationality "Kokuseki no Henko" 国籍の変更
  4. Status of Residence "Zaijyu Shikaku Henko" 在住資格変更
  5. Visa Renewal "Zairyu Kikan Henko" 在留期間変更
  6. Occupation or Employer "Shokugyo Henko" 職業変更

In order to make any of the above changes, you will need to bring your passport, alien registration card, and any documents that you need to verify the change in status.

Hanko or Inkan Registration

印鑑登録（いんかんとうろく）

Signatures are rarely used in Japan; instead, a carved stamp bearing the family name is used. This is called a hanko or an inkan, which have the same meaning, although inkan is used for more formal circumstances. You can purchase your own at one of the numerous shops in town.

Inkan Registration is not necessary for everyday transactions, however proof of a registered stamp is required for transactions such as:

  • Buying and selling real estate
  • Establishing a company
  • Obtaining a Loan
  • Buying a Car

Registered foreign nationals who are at least 15 years old are eligible to register official stamps. Only one stamp per person and the characters on the stamp must correspond to your registered name. The stamp should be between 8mm and 25mm, and characters on the stamp should stand out. Bring your alien registration card for confirmation when registering your stamp. The Foreign Residents Registration Division will issue you a "Wakayama Card" which you can use at will to obtain a Proof of Inkan Registration Certificate from a machine located on the first floor of city hall, at any liaison office, or at the JR Wakayama Station Service Center. It is free to apply for a Wakayama Card, and each certificate costs 250 yen.

Re-entry Permits

再入国許可（さいにゅうこくきょか）

If you are in Japan on an extended visa (more than 90 days), and plan on leaving the country temporarily, you will need to obtain a re-entry permit before leaving Japan. These can be obtained from the Osaka Regional Immigration Bureau. To apply, you will need to fill out forms regarding your visa status, passport information, and travel plans. A single re-entry permit costs 3,000 yen, and a multiple entry permit costs 6,000 yen which is valid until your current visa expires.

Keep in mind that there is usually a special line for returning foreign residents at the airport.

Taxes

税金（ぜいきん）

All people living and working in Japan are required to pay income tax and residential tax. The taxation period is January 1st to December 31st.

Income taxes are collected by the regional taxation bureau and many companies will subtract the estimated amount from your monthly salary. In cases in which taxes are not deducted monthly, you will have to file an income tax return each year. If you have questions about your income tax, please consult your employer or the Wakayama Taxation Office (1-1 Minato-oricho-kita, Wakayama City - Phone:(073)424-2131).

Municipal & Prefectural taxes are collected from individuals who are domiciled in the city or have an office, place of business or estate within the city. If your employer does not automatically deduct this from your salary, you will receive a Municipal & Prefectural Tax statement by mail. Generally, the Municipal & Prefectural Tax statement will divide the amount of tax due into 4 installments (usually payable in June, August, October and December). If you wish, you may pay the tax as a lump payment. This tax is payable at any post office and at most major banks.

You will receive a notice from the city hall regarding any property taxes that you will have to pay.

The tax division is on the second floor of city hall.

National Health Insurance

国民健康保険（こくみんけんこうほけん）

All residents of Japan are required to join the National Health Insurance system unless they can prove that they are insured under another insurance program such as social insurance, a mutual aid organization, or sailor’s insurance.

Insurance premiums will be calculated for each person individually and are determined according to:

  1. Individual and family income from the past year
  2. The number of family members
  3. A household or per capita fee.

There are many benefits to joining the National Health Insurance system. First off, 70% of all eligible medical care is covered, including most overseas care, leaving the remaining 30% to be paid out of pocket. Any children you may have are covered, and if you give birth to a child you are eligible for a lump sum payment of up to 300,000 yen. Finally, in the case of death of the policyholder, 30,000 yen will be available to help pay for the funeral.

If you are a foreign resident of Japan, there are some important points to keep in mind:

  • Foreign Residents of Wakayama City who have resided (or plan to reside) in Japan for over one year must apply for National Health Insurance.
  • Residents who stay in Japan for less than one year cannot enter the Insurance system.
  • When you apply for health insurance, note that you will have to pay the premiums from the time when you were first eligible. (i.e. if you come on a multi-year visa and apply after one year, you will have to pay the premiums from that year as well)
  • Certain types of Foreign Insurance may not qualify as a substitute for National Health Insurance, so please consult with the National Health Insurance Division to verify that you are exempt.

You should join the National Heath Insurance program when:

  • You complete the foreign resident registration procedures in Wakayama City
  • You withdraw from your worker's, social or other kind of insurance program
  • You are no longer able to receive Public Assistance Funding (Seikatsu-hogo - 生活保護）
  • You give birth to a child

You should withdraw from the National Heath Insurance program when:

  • You leave Wakayama City, or when changes are made in your visa status
  • You join another insurance program
  • You become eligible to receive Public Assistance Funding (Seikatsu-hogo - 生活保護）
  • The policyholder dies

In addition, please notify the insurance office in the event that changes occur in your family register, address, name, or if you loose your Health Insurance Card.

National Pension System

国民年金（こくみんねんきん）

Important Note for Foreign Residents:

If you pay pension payments while in Japan, but leave without receiving any benefits, it is possible to get a pension refund after you leave the country. Get more information here.

Everyone living in Japan between the ages of 20 and 59 must enroll in the National Pension system. This system funds 3 fundamental types of pension allowances:

Old-age Pension
This type of pension is available to citizens over 65 who have paid their pension premiums for at least 25 years.
Disability Pension
This is available to pension premium-paying citizens who sustain an injury or become handicapped.
Survivor's Pension
This is available to support family members of deceased pension system members.

Unless you receive disability or survivor's pension, payments begin when you turn 65 years old. It is possible to receive payments abroad if you are eligible under the pension guidelines. Please consult with the National Pension Division for details

Students and self-employed citizens must pay ¥13,300 monthly to the Pension system. The monthly premium for workers depends on your income and may be subtracted directly from your paycheck so ask your employer for details

Pension Refund for Short-Term Residents

If your stay in Japan is short, you may never fulfill the requirements to receive a pension allowance. In such a case, it is possible to receive a Lump-sum Withdrawal Payment (pension refund), however you must fulfill the following conditions and file a claim within two years of leaving Japan:

  1. Persons who do not possess Japanese citizenship.
  2. Persons who have paid pension premiums for at least six months
  3. Persons who do not have a place of residence in Japan
  4. Persons who have never qualified for pension benefits (including disability allowance)

If you are paying Pension Fees, you should take advantage of this refund (as it could be hundreds of thousands of yen, depending on your income while in Japan). Please pick up the appropriate forms regarding the pension refund ("Dattai Ichiji-kin" - 脱退一時金) at the National Pension Division.