The latest in 2026: Preparing for the introduction of IC Residence Cards and stricter penalties. How to manage visas for companies to reduce the risk of illegal employment to zero.

Dear managers of companies that are either preserving Kyoto's traditions or challenging the world with cutting-edge IT technology. Did you know that one of the biggest "rule changes" ever is taking place in the field of hiring foreigners?

In 2026, with the complete conversion of residence cards to IC cards, the immigration authorities' surveillance system is becoming more digitized and rigorous than ever before. From my perspective as a former Kyoto Prefecture official with 35 years of experience in the field of public administration, the current situation has reached a critical point in management where "I didn't know" is no longer an option.

1. 2026, "digital surveillance" of residence cards will accelerate

The complete IC conversion of residence cards scheduled for this year. This is not just a simple card renewal. In addition to eradicating counterfeit cards, a system is being put in place that will enable real-time monitoring of employment status and social insurance coverage by strengthening the linkage with one's own number.

In the past, "laxity in the field," such as "inadvertent expiration of deadlines" or "work outside of qualifications," could now be instantly captured as data.

2. the heavy price of the "crime of encouraging illegal employment

Particular attention should be paid to the crime of "encouraging illegal employment," which can be committed even without intent.

• Mismanagement of expiration date of residence
• Engaging in simple work beyond the permitted scope
• Lack of confirmation of passport or residence card

In the event of a violation of these provisions, the manager may be subject to extremely heavy penalties of up to three years in prison or a fine of up to 3,000,000 yen (or a combination thereof). Above all, there is an immeasurable risk that the "trust" your company has built up in Kyoto's traditional industries and local community will be shattered in an instant.

3) Kyoto companies face a discrepancy between job types and visas

In "traditional industries (crafts, etc.)" and "IT startups," which are Kyoto's strengths, job descriptions and visa requirements are very complex and intertwined. For example, it is a clear violation of the law to have an employee hired for "technical, humanities, or international work (Gijin Kokoku)" perform only simple manufacturing processes or customer service on a continuous basis due to the busyness of the work site.

Are "on-the-spot practices" divergent from today's "strict immigration laws"? Now is the time for a comprehensive review as a form of corporate self-protection.

4. 100% approval rate knowledge to solidify your company's "defense

At Gyoseishoshi Lawyer Alex International Office, we not only apply for visas, but also provide compliance support based on the administrative perspective of "what the immigration authorities are watching closely.

• Visa appropriateness assessment: Scrutiny to see if there is any discrepancy between current work and status of residence
• Establishment of a management system: Advice on internal flows to prevent expiration and illegal employment
• Immediate response to the latest legal changes: Risk measures for IC conversion and changes in the operation of specific skills in 2026

Conclusion: To protect the order of Kyoto and the future of your company

Kyoto's beautiful landscape and social order are built on rules that must be followed. In order to take full advantage of the power of foreigners and to grow our business, we must first establish a "legal safety foundation" on a firm foundation. This is your greatest responsibility as a business owner and the first step toward sustainable management.

Owners who are "concerned about their management system" or "unsure what to do with the latest legal changes. First, please tell us about your company's current situation at our free initial consultation, and we will do our best to back up your company's trust and future with our 35 years of administrative experience and the solid knowledge of our 100% permit rate.

Checklist for Management and Human Resource Professionals】Company Diagnostic Checklist for Illegal Worker Risk

Dear companies in Kyoto that employ or are considering employing foreign nationals. If you have any of the following items as "No" or "Concern", you may be at risk of being accused of "Encouraging Illegal Employment" without knowing it.

1. confirmation of resident card and basic information

• [ 　] Confirmation of original documents: At the time of recruitment, do you check the "original" residence card directly instead of a "copy" and check the IC chip for forgery (e.g., by using a special application)?
• [ 　] Effective Date: Do you have a system in place to list the expiration dates of residency for all foreign employees and begin the renewal process three months prior to the expiration date?
• [ 　] Back Description: Have you checked the back of your card to see if you have permission to engage in activities other than those permitted under your status of residence and if you have reported a change of address?

2. consistency of job description and visa (Gijinkoku/Specified Technical Skills)

• [　 ] Relation to the major: Are you giving your "technical, humanities, and international affairs" employees jobs that are completely unrelated to their college majors or past careers?
• [ 　] Percentage of simple tasks: Do you have your foreign workers in professional positions perform simple tasks such as "unloading," "cleaning," and "customer service only" for long periods of time just because it is the busy season?
• [ 　] Areas of specific skills: Do you have employees with specific skills performing work outside of their permitted industrial field (e.g., hiring them to work in food and beverage production and having them work at construction sites)?

3. Compliance with employment status and notification

• [ 　] Hello Work notification: Do you submit the "Notification of Employment Status of Foreign Nationals" to Hello Work at the time of hiring and at the time of separation from employment without omission?
• [ 　] Social insurance and tax payments: Do you maintain the same proper treatment as Japanese employees, including participation in social insurance and withholding tax? (*This will directly affect your application for permanent residence and renewal screening.)
• [　 ] Confirmation at the time of change of employment: Have you checked the "Certificate of Employment Eligibility" of the foreigner you hired mid-career to objectively determine if his/her work at your company is allowed under his/her current visa?

We protect your company from the viewpoint of "former Kyoto Prefecture employee, permit rate 100%

Once caught, the crime of encouraging illegal employment carries a heavy penalty of a "five-year ban on hiring foreigners," which can shake the very survival of a company.

Is this a violation?" If you have any concerns, such as, "I have an employee who inadvertently missed the deadline. We know all about the backstage of the government.Alex International Immigration & Legal Officewill thoroughly protect your company's credibility and employment environment.

We offer a free initial consultation. First, please feel free to contact us using the inquiry form.