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Japanese Social Insurance Service and Payroll Service

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Japanese Social Insurance Service and Payroll Service

The procedure of enrolling in or cancelling Japan social insurance and the calculation of the employees payroll is quite complex. The policy of Japan and the proportion rate for insurance calculation are changing every year. Therefore, the procedure of enrolling and resigning the employees is rather time-consuming. It also applies to enrolling in and changing insurance plan, as well as the calculation of respective fees.

To assist client with operating a Japanese company, Kaizen provides the Japan Social Insurance Service and Payroll Service. It saves the costs of hiring in-house professionals in handling the complex procedures. Our service quotation provides detailed information for your reference.

  1. Basic Service of the Social Insurance

    Japanese social insurance consists of five types of insurances, which are Employees' Health Insurance, Employees' Pension Insurance, Industrial Accident Compensation Insurance, Unemployment insurance and Long-Term Care Insurance, with age restriction applies. Employees who join the Employees' Health Insurance should be under 75 years old; the employees who join the Employees' Pension Insurance should be under the age of 70; the employees who join the Long-Term Care Insurance should be over 40 years old and under 65 years old.

    All companies in Japan must enroll their employees in social insurance, and the enrollment procedures must be completed within 5 days upon employment.

    (1)
    Service Scope

    Our services include the procedures for enrolling in social insurance when employees join the company or the procedures for canceling social insurance when employees leave the company. The service fee is JPY 50,000 per person for each time. This fee includes consultation on social insurance enrollment or cancellation procedures with a registered Labor and Social Security Attorney and other services. The details are as follows:
    (a)
    Consultation service for social insurance enrollment or cancellation procedures.
    (b)
    Prepare relevant materials for social insurance enrollment or cancellation procedures.
    (c)
    Submit application documents to Japan Pension Service Office for social insurance enrollment or cancellation.
    (d)
    Collect the acceptance certificate from the Japan Pension Service Office.
    (e)
    Hand over the materials to the client after completing the social insurance enrollment or cancellation procedures.

    (2)
    Documents and information needed

    To proceed social insurance enrollment or cancellation procedures, client needs to provide the following information:
    (a) The Company Register copy of the Japanese company (issued within the last three months);
    (b) The employment contract signed by the Japanese company and the employee;
    (c) The lease contract of the employee's workplace (not required if the employee works from home);
    (d) Employee's identity documents (such as a passport copy; foreign employees need to provide a copy of the Japanese residence card);
    (e) Employee’s residence certificate (issued within the last three months);
    (f) Employee’s personal number (“マインナンバー”);
    (g) Employee's name in furigana (Japanese phonetic symbol);
    (h) Whether the employee has a dependent (i.e. immediate family such as spouse, children);
    (i) The phone number of the Japanese company;
    (j) The furigana name of the representative director of the Japanese company (as recorded in the Notification of Corporate Establishment).
    (k) Other documents and information required by the Japan Pension Service Office.

    Remarks: The aforementioned fees include the cost of domestic post service within Japan, but international postage is not included. If client needs international post service, separate fees will apply.

    (3)
    Process Time

    Usually, it takes about 45 working days (excluding the mailing time) to complete the enrolling procedures of Japanese social insurance (Employees' Health Insurance, Employees' Pension Insurance, Industrial Accident Compensation Insurance and Unemployment Insurance). The actual time is subject to the review of the Japan Pension Service Office, the Public Employment Security Office and the Ministry of Health, Labour and Welfare.

  2. Payroll Calculation Service

    The calculation of the social insurance and employees’ salary are closely related to Labour Standards Law and Tax Law. It is a time-sensitive work that needs to be handled in a professional manner. Since the payroll is confidential, it is usually administered by the manager or trusted employees. By delegating the cumbersome work to Kaizen, client could focus on the company business itself without hassles.

    (1)
    Service Scope

    (a)  Calculation of employees’ monthly salary and social insurance.
    (b)  Salary details and general ledger will be prepared by our specified letter.
    (c)  The salary details will be placed in the designated envelope and submitted to client’s employees.

    (2)
    Fees

    (a) Basic Payroll Calculation Service

    No.

    Number of employees

    Monthly fee (JPY)

    (Tax Included)

    1

    13

    22,000

    2

    45

    28,000

    3

    610

    36,000

    4

    1120

    46,000

    5

    2130

    55,000

    6

    Above 31

    An additional JPY 24,000 for every 10 persons


    (b) Basic Social Insurance Service

    No.

    Number of employees

    Monthly fee (JPY)

    (Tax Included)

    1

    13

    22,000

    2

    45

    28,000

    3

    610

    36,000

    4

    1120

    46,000

    5

    2130

    55,000

    6

    Above 31

    An additional JPY 24,000 for every 10 persons


    Remarks:
    (a) As employees' wages and social insurance need to be calculated at the same time, Basic Payroll Calculation Service and Basic Social Insurance Service cannot be provided separately.
    (b) If you entrust Kaizen to provide Basic Payroll Calculation Service and Basic Social Insurance Service, the minimum contract period is one year. The contract will be automatically renewed for one year if Kaizen does not receive prior notice from the client. If the customer wish to terminate the service during the contract, a termination notice needs to be made three months in advance.
    (c) After the client officially entrusts Kaizen to provide Basic Payroll Calculation Service and Basic Social Insurance Service, Kaizen will charge the service fee every six months, and the payment needs to be settled in advance. If the service is terminated midway, the fees for the unprovided month will be fully refunded.

  3. Optional Services

    (1)
    Annual Renewal of Labor Insurance and Social Insurance Calculation and Declaration Form

    Since Japanese social insurance standards change every year, Japanese companies need to complete the Annual Renewal of Labor Insurance ("労働保険数年更新手続き" in Japanese) and Social Insurance Calculation and Declaration Form ("社會保険算定基礎屆" in Japanese) to Japan Pension Service Office in June and July each year. Kaizen provides service for completing the Annual Renewal of Labor Insurance and Social Insurance Calculation and Declaration Form, and each service costs 30,000 yen. Please contact our consultants for further details.

    (2)
    Other services

    In addition to the aforementioned services, our firm can also provide other company-related services such as attendance rate calculation, bonus calculation, etc. Please contact our consultants for further details.


    The table below summaries Social Insurance and Payroll Service and other company services.

    Item

    Description

    Fee

    (JPY)

    Payroll and Social Insurance Service

    1

    Basic Payroll Calculation Service, included:

    (1)   Calculation of monthly salary

    (2)   Salary details and general ledger will be prepared by our specified letter

    (3)   The salary details will be placed in the envelope designated and submitted to client’s employees

    No. of Employee

    Monthly Fees

    1 – 3

    22,000

    4 – 5

    28,000

    6 – 10

    36,000

    11 – 20

    46,000

    21 – 30

    55,000

    Over 30

    24,000 /

    every 10 persons

    2

    Basic Social Insurance Service

    No. of Employee

    Monthly Fees

    1 – 3

    22,000

    4 – 5

    28,000

    6 – 10

    36,000

    11 – 20

    46,000

    21 – 30

    55,000

    Over 30

    24,000 /

    every 10 persons

    Social Insurance Enrolment or Cancellation Service

    3

    Social Insurance Enrolment Service

    Per person

    50,000

    4

    Social Insurance Cancellation Service

    Per person

    50,000

    Optional Services

    5

    Annual Renewal of Labor Insurance

    Each time

    30,000

    6

    Preparation and submission of Social Insurance Calculation and Declaration Form

    Each time

    30,000

    7

    Attendance Rate Calculation (by attendance sheet)

    TBA

    8

    Bonus Calculation

    TBA


To better facilitate our client in company maintenance, Kaizen provides the above optional services and other company-related services not mentioned in this quotation. Please contact our consultants for more details of our services.

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