Kyoto Visa Application] The First Step in Utilizing Foreign Human Resources! Procedures from Recruitment to Joining the Company and Key Points for Success

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Increased interest in hiring foreigners and a message of first-time concerns

In recent years, the utilization of foreign human resources is becoming an indispensable element of corporate growth strategies as the domestic workforce declines.

I'm interested in hiring foreigners, but where do I start? Aren't there complicated procedures that are different from those for hiring Japanese nationals?

Thus, many businesses may feel uneasy about hiring foreigners for the first time.

This column is for businesses that are hiring foreign employees for the first time,Procedural flow from the start of recruitment activities to the start of employmentwill be explained in an easy-to-understand step-by-step format.

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Step 1: The most important thing to check before recruiting

Before you begin hiring foreigners, it is very important to first clarify and confirm the following two points

1. clarification of human resources sought

• DutiesWhat kind of work do you want to delegate?
• Required SkillsWhat is the level of expertise and technology that you are looking for?
• Japanese Language ProficiencyWhat level of Japanese language proficiency (speaking, reading, and writing) is required to perform the work?

By defining these requirements in detail, you can select the appropriate recruitment channel (e.g., job sites for foreigners, recruitment services, etc.) and prevent recruitment mismatches.

Confirmation and investigation of status of residence (work visa)

What are the main principles in hiring foreigners?Foreigners can only engage in activities (work) authorized by their status of residence."That is to say.

You must always confirm that the visa status (visa) held by the prospective employee is appropriate for your company's business activities.

Check Point	Details
Confirmation of Residence Card	Check the "Restricted to work" box on the front of the resident card.
In the case of "no work"	In principle, they cannot be employed, but with the "Permission to Engage in Activity other than that Permitted under the Status of Residence" on the reverse side, they can work part-time with restrictions, such as up to 28 hours per week.
Change of status of residence	If the job description and status of residence do not match, such as when a foreign student is hired as a full-time employee, the student must be hired by the time he/she joins the company.Application for permission to change status of residenceis required.

[Important Note: Crime of Aiding and Abetting Illegal Employment
If an employer allows a foreigner to work who is not authorized to work, the employer will also be charged with "encouraging illegal employment" and subject to penalties. Please ensure that you are obliged to check residence cards.

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Step 2: Offer of employment and conclusion of employment contract

Once a candidate for employment has been selected, the next step is to notify the candidate of the offer and sign an employment contract.

1. clarification of working conditions and drafting of employment contracts

As with Japanese employees, working conditions will be clearly stated in accordance with the Labor Standards Law. Particular attention should be paid to the following points

• Multilingual support: The employment contract and the notice of working conditions are,Languages understood by the foreigner him/herself(native language, English, etc.) and explain the contents in detail.
• Wages and Deductions: Deductions for salary, working hours, holidays, social insurance premiums, etc. will be clearly stated so that there are no gaps in recognition.
• Documents to be attached to the application for status of residenceThe employment contract is an essential document in the application process for visa status.

Preparation for application for status of residence (work visa)

In cases where the informal employee resides overseas, or in cases where he/she resides in Japan but needs to change his/her status of residence, the company will take the initiative in proceeding with the application procedures with the Immigration Bureau (Immigration and Residency Management Office).

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Step 3: Application procedures for immigration/resident status (for overseas residents)

When employing a foreigner residing overseas and inviting him or her to Japan, the following procedures are to be followed.

1. application for Certificate of Eligibility (COE)

The company will apply for the issuance of a "Certificate of Eligibility" to the Immigration Bureau of Japan on behalf of the candidate for the job offer.

2. send COE and apply for work visa

1. The issued COE will be promptly mailed to the foreigner himself/herself.
2. The foreigner himself/herself applies for a "visa" at the local Japanese embassy or consulate with the COE and passport.
3. Once the visa is issued, you will enter Japan, receive your residence card at the airport, and be officially allowed to work.

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Step 4: Preparation for post-employment administrative procedures and acceptance

Even after the employment of foreign employees has begun, several administrative procedures and environmental arrangements are required.

1. social insurance and labor insurance procedures

Foreign employees who meet the working conditions are required to enroll in the following insurances, as are Japanese nationals.

• unemployment insurance
• health insurance
• welfare annuity insurance

2. notification of employment status of foreign nationals (notification to Hello Work)

Foreign workers.Hired.(orI left my job.In such cases, the employer is required by law to notify Hello Work.

Notification Patterns	Documents to be submitted	(submission) deadline
If you are insured by employment insurance	Notification of acquisition of employment insurance eligibility	of the month of hire.By the 10th of the following month
If you are not insured by employment insurance	Notification of Employment Status of Foreign Nationals	of the month of hire.By the end of the following month

3. improvement of work environment and livelihood support

The key to success is to create the following environment in which foreign personnel feel secure and can demonstrate their abilities.

• Clarification of internal rulesMultilingualization of business manuals and internal rules.
• Lifestyle SupportAssistance in securing housing, opening bank accounts, and completing procedures at government offices, as needed.
• Cultural UnderstandingThe company will also provide training in multicultural understanding to Japanese employees to raise awareness on the part of the host country.

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Summary: Foreign human resources are a valuable asset to a company.

Hiring a foreign employee involves different procedures than hiring a Japanese employee. However, it is not overly complicated if each step is completed systematically.

The diverse perspectives, language skills, and specialized skills that foreign personnel bring to the table will be a major weapon in future corporate activities. Please refer to this column and take a positive first step toward hiring and utilizing foreign human resources.