Itabashi City Office and its Vicinity 2. Akatsuka Branch Office Information 3. City Residents Offices 4. City Office Layout 6

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1 Living Information for Foreign Residents of Itabashi City Itabashi City Office Itabashi City Office and its Vicinity 2 Akatsuka Branch Office Information 3 City Residents Offices 4 City Office Layout 6 New Resident Registration System 8 Change of Address, Other Notifications 11 Copies of the Resident Record 12 Seal Registration 13 Juki Net for Foreign Residents 13 Family Registration (Births, Deaths, Marriage and Divorce) 14 Evening and Holiday Service 15 Unless otherwise noted, please make any inquiries in Japanese to the respective divisions using the telephone numbers listed in this brochure. Published by: Itabashi Culture & International Exchange Section, Itabashi City Office Itabashi, Itabashi City, Tokyo , Tel: 03(3579)2018 Editing Team: International Exchange Section, Itabashi Culture and International Exchange Foundation, Itabashi, Itabashi City, Tokyo , Tel: 03(3579)2015 Published: March 2015

2 Itabashi City Office and its Vicinity Itabashi City Office City Office is where foreigners living in Itabashi City need to go in order to complete resident registration and various other procedures. Since in general staff at reception counters at Itabashi City Office can only respond to inquiries in Japanese, if at all possible we recommend that you bring someone with you who can speak and understand the language. Business days: Business hours: Telephone: Getting there: Weekdays and the third Sunday of each month (except national holidays) Closed Saturdays, Sundays, and December 29 to January 3 8:30AM to 5:00PM Some services are available on the 3rd Sunday of each month from 9:00 to 5:00PM Limited services are available every Tuesday until 7:00PM (switchboard) One minute on foot from Itabashi Kuyakusho-mae Station (Toei Mita line), or ten minutes from Oyama Station (Tobu Tojo line) 2

3 Akatsuka Branch Office Information A limited range of services is offered at the Akatsuka Branch Office, such as applications for child benefit and other allowances, provisional driver s licenses, as well as birth and marriage registration, death notification and cremation permits. Business days: Weekdays (except national holidays) Closed Saturdays, Sundays, and December 29 to January 3 Business hours: 8:30AM to 5:00PM Telephone: Getting there: 15 minutes on foot from Shimo-akatsuka Station (Tobu Tojo line), 17 minutes from Akatsuka Station (Yurakucho line/tokyo Metro Fukutoshin line), one minute from the Akatsuka Branch Office (Akatsuka Chousha) stop on the Akabane Station-bound bus leaving from the north exit of Narimasu station, or four minutes from Akatsuka Branch Office Entrance (Akatsuka Chousha Iriguchi) stop on the RinRin Go Community Bus or the Kokusai Kogyo Bus 3

4 City Residents Offices Business days: Weekdays (except national holidays) Counter hours: 8:30AM~5:00PM Closed Saturdays, Sundays, and December 29th to January 3rd Nakacho City Residents Office Tokiwadai City Residents Office Shimura Sakaue City Residents Office Hasune City Residents Office Shimo Akatsuka City Residents Office Takashimadaira City Residents Office Itabashi-ku, 20-5 Nakacho Itabashi-ku, Tokiwadai Itabashi-ku, Azusawa Itabashi-ku, Sakashita Itabashi-ku, Akatsuka Itabashi-ku, Takashimadaira Main Services available: Address change (for Resident Register) Report of home address Seal registration, Itabashi Resident Card Issue of certificates (Resident Register copies, certificate of recorded information, certificate of seal registration, copy of Family Register, tax certificates, Light Vehicle Tax certificate) Issue of Maternity Record Book (pregnancy report) Payments of Resident Tax, Light Vehicle Tax Payments of National Health Insurance premiums, medical insurance for seniors over 75 and nursing care insurance premiums Distribution of recruitment information (Tokyo Metropolitan Government housing etc.) Dog registration and issue of rabies vaccination certificate Death registration applications 4

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8 New Resident Registration System Contact: Itabashi City Hall, Family Registration Section, Resident Register Subsection 1F Counter TEL: As of July 9, 2012, the Immigration Law and other rules were revised, and procedures for foreign nationals living in Japan have changed. Also, the details for Special Permanent Residents may vary from the following information. Please contact (5) below, or the Resident Register Subsection for more details. Outline of Changes A. A new Residence Card (ZAIRYU CARD) will be issued to replace the Alien Registration Card. B. Eligible foreign national residents will have Resident Records (JUMINHYO) recorded like Japanese nationals. C. The new system applies only to foreign nationals with legal status to reside more than 3 months. "Temporary Visitors" and others are not included. (1) Use of the Alien Registration Card The Alien Registration Card may be used during the period of transition to the new Residence Card. Limit of validity is per the following chart. Visa type Age Expiration of Alien Card Permanent Resident 16 yrs and older July 8, 2015 Designated Activities (for holders 5-year visa only) Under 16 The earlier of July 8, 2015 or 16th birthday 16 yrs and older The earlier of July 8, 2015 or Under 16 expiration of current visa The earlier of July 8, 2015 or 16th birthday Others 16 yrs and older Expiration of current visa Under 16 The earlier of July 8, 2015 or 16th birthday (2) Procedures related to Resident Records (JUMINHYO) If you move to a different city or town, you must get a Moving Out Certificate (TENSHUTSU TODOKE) from your current local government, and then submit a moving in report to the local government of your new residence. For moving in and moving out reports, you must bring the Residence Card(s) (ZAIRYU CARD) for all members of your household who are moving. People with no residence status or with only Temporary Visitor status are no longer recorded in the Resident Register and therefore cannot get Resident Record copies or register a personal seal (INKAN TOROKU). 8

9 (3) The offices for various services have changed Immigration Bureau Local Government Changes to visa type or term, change from Alien Card to Residence Card (ZAIRYU CARD), re-issue of Residence Card, changes to name, nationality, etc, application for kanji name Moving in/moving out reports, change of address, change of head of household, etc. Copies of Resident Record (4) About the New Re-Entry Permit System A Re-entry Permit is longer required when a foreign national with a valid passport and Residence Card re-enters the country within one year* of leaving. However, a person who leaves the country without a Re-entry Permit will not be able to extend the permitted term while outside the country. Also, please note that your visa will be invalidated if you do not return within one year.* If your visa term will expire in less than one year from departure, please return by the expiration date. Please show your Residence Card when leaving the country. For more details, please contact the Immigration Bureau. (5) For More Information on the System 1. About visas and Residence Cards: Foreign Resident General Information Center, TEL: ( from IP or PHS phones or from overseas) Special Permanent Residents: The Ministry of Justice Other foreign nationals: The Ministry of Justice 2. About Resident Registration: The Ministry of Internal Affairs and Communication: (6) Returning the Residence Card Foreign nationals are required to return their Residence Card if it has become invalid under the following circumstances: when they are no longer covered by the new system; or, when they exit the country with a Re-entry Permit and do not return within the validity period of the permit. Cards must be returned to the Minister of Justice within 14 days of becoming invalid. Cards may be returned in person to the Immigration Bureau with jurisdiction over your home address, or by mail to the address below. Fines may be imposed for failure to return a card by the specified date. The above applies to the Alien Registration Card as well. Address for return by mail: Tokyo Immigration Bureau, Odaiba Branch Tokyo Bay Government Office Complex, 9F Aomi Koto-ku, Tokyo

10 (7) Requests for Disclosure of Recorded Information With the implementation of the new registration system, the Alien Registration System was abolished. Therefore, Certificates of Recorded Matters (aka, Certified Copy of Foreign Registration Details) will no longer be issued. For certification of information recorded prior to July 8, 2012, please contact the following office. Requests may also be made by mail. Please ask for details. Ministry of Justice, Secretarial Division, Minister s Secretariat, Personal Information Subsection TEL: ext Hours: 9:30AM-12:00, 1:00-5:00PM, Closed Saturdays, Sundays and Holidays (including. yearend) (8) Tokyo Regional Immigration Bureau The Tokyo Regional Immigration Bureau handles application procedures for acquisition and change of residence status, renewal of duration of stay, activities other than those stated in the visa, permanent residence and re-entry permits. Multilingual consultation services are available at the Immigration Information Center. Tokyo Regional Immigration Bureau Address: Konan, Minato City, Tokyo, TEL: (switchboard) Hours: 9:00AM-4:00PM (closed Saturdays, Sundays and holidays) Consultation for Immigration Issues Foreign Resident General Information Center (Tokyo) TEL: (IP/PHS phones, international calls: ) Hours: 8:30AM-5:15PM (closed Saturdays, Sundays and holidays) Languages: English, Korean, Chinese, Spanish, etc. (9) Naturalization Naturalization is the process by which a foreign resident acquires Japanese nationality. To be naturalized, an application must be made to the Minister of Justice for approval. For details, please contact the Tokyo Regional Legal Affairs Bureau. Tokyo Regional Legal Affairs Bureau, Nationality Section Address: Kudan Minami, Chiyoda City, Tokyo, Kudan 2 nd Building 8F TEL:

11 Change of Address, Other Notifications Contact: Family Registration Section (Resident Registration), City Hall 1F, TEL: (1) Address Changes, etc. Type of Request Where When What to bring Who Entering Japan Change of status to visa eligible for Resident Registration Moving in from another city/town Moving within Itabashi City Change of family relation, head of household etc. Moving to another city/town Leaving Japan Resident Registration (City Hall 1F) or any Itabashi City Residents Office Within 14 days of setting up household Within 14 days of receiving approval of eligible visa Within 14 days of moving Within 14 days of change Up to 2 weeks before moving Up to 2 weeks before leaving 1. Residence Card (or Alien Registration Card, if still valid) or Special Permanent Resident Card, and 2. Original of public document showing family relationships (for families) = A Same as A A + Moving Out certificate ( B) Same as A, Juki Card (holders of with photo version only) Same as A Same as A (Moving Out certificate can be submitted by mail. Please ask) + Juki Card (cardholders only) Subject person (16 years and older) or head of household (Request by representative requires a Letter of Proxy) B Moving Out certificates are not issued for holders of Juki Card. If you are a Juki card holder, please bring only your Juki Card. National Health Insurance, National Pension, Nursing Care Insurance, Elder Care Program, 11

12 childcare allowance, children's medical care subsidies, nursery care applications, school registration, Resident Tax and other procedures may be necessary in addition to the procedures above. Please see the appropriate booklet or ask for details. (2) Birth of a Child Type of Request Where When What to bring Who Report of Birth Approval of Residence Application for Special Permanent Resident Status Family Registration or Akatsuka Branch Resident Services Immigration Bureau Family Registration Within 14 days of birth Within 30 days of birth (if child will remain in Japan more than 60 days) Within 60 days of birth Report of Birth (have Certificate of Birth completed by attending doctor), Maternity Record Book, Applicant's seal (no rubber stamps), Health insurance card (Enrolled residents of Itabashi only) Marriage Certificate (if married overseas) Father or Mother of child (if not possible, please contact the office) For details, please ask the Immigration Bureau. Receipt of Report of Birth, Resident Record, Requester's Personal ID Family member of same household, or Representative (Proxy letter required) For National Health Insurance, childcare allowance, children's medical care subsidy, childbirth allowance, single parent households and children with disabilities, please see the appropriate booklet or ask for details. Copies of the Resident Record Contact: Family Registration Section, Itabashi City Hall 1F TEL: The Resident Record now replaces the Certificate of Recorded Matters (aka, Certified Copy of Foreign Registration Details). It certifies the home address, name, birthdate, gender, nationality, visa status and term, and other items. 12

13 Members of the same household may obtain copies. Others need a Letter of Proxy. Requester must show personal identification (driver s license, Residence Card, etc). Seal Registration Contact: Family Registration Section, Itabashi City Hall, 1F TEL: About Registered Seals In Japan, seals are used on official documents in the same way as signatures. You can purchase or order one at seal stores. Seals can be registered at Itabashi city (called registered seals ) for obtaining a certificate of seal registration, which is required in important transactions such as motor vehicle registration, real estate registration, loan guarantees, notarized documents etc. (1) Application for Seal Registration Registered residents of Itabashi over 15 years old may register a personal seal. Please bring the seal to be registered to the Family Registration Section at City Hall, or any Residents' Office, along with your Residence card, Special Permanent Resident card (or Alien Card, if still valid). An Itabashi Resident Card (seal registration card) will be issued. Please note that this service requires a fee. Applicants of 15 years of age only are specially required to bring their passport and/or other documentation with them; please contact the Resident Transfer Subsection for more details. If an application is made by proxy, a letter of authorization signed by the owner of a seal is needed. In order to qualify for registration, seals must meet certain conditions; please contact the Resident Transfer Subsection for details. Seal registration in another city must be canceled upon registration of change of address, and be newly registered in Itabashi. Your Itabashi Residence Card/seal registration card must be returned to the City Hall when you move out of Itabashi. (2) Seal Registration Certificates A seal registration certificate is an official document which proves a seal has been registered. It can be issued on your request at the City Hall or Residents' Offices. Please note that a fee is charged for this service. Please make an application with your Itabashi Residence Card or seal registration card. You do not have to bring your seal. Seal registration certificates can also be printed without going to the counter from automatic issuing machines (at Itabashi City Hall, City Resident Offices, Regional Centers, and the Nishidai Library) using the Itabashi Residence Card if you have set a password on it. The same applies for the Resident Register (Juminhyo) and tax certificates. Juki Net for Foreign Residents Contact: Itabashi City Hall, Resident Register Subsection, Family Registration Section 1F TEL: From July 8, 2013, the Basic Resident Registration Network system (Juki Net) started to be applied to foreign nationals registered in the Resident Record (juminhyo) too, in the same way as to Japanese citizens. Please inquire for details. A Basic Resident Registration Card (Juki Card) can be issued if desired (fee applies). A copy of the Resident Record can be issued in municipalities outside of Itabashi. 13

14 Family Registration (Births, Deaths Marriage and Divorce) Contact: Itabashi City Hall, Family Registration Subsection, Family Registration Section 1F TEL: Akatsuka Branch Office, Resident Services Subsection TEL: The Family Register is a notarized document detailing a Japanese national s name, date of birth, the name and relationship of their parents, in fact all information about a person from birth to death. Although foreign nationals cannot create a family register, births and deaths taking place in Japan must be reported. (1) Birth Registration Period Applicant Where to apply Required items Within 14 days from the date of birth including the day of birth Either parent of the child (please inquire if neither parent can apply) Municipal office of place of birth or area where the applicant resides One copy of birth registration form (please have the doctor who attended the birth fill in the sections relating to the birth certificate in advance), your Maternal and Child Health Handbook, the personal seal (ready-inked stamp not acceptable) of the person filing the application, and your national health insurance card (only if you are enrolled in Itabashi's national health insurance scheme), marriage certificate (if married overseas) (2) Death Registration Period Applicant Where to apply Required Items Within seven days from the date when you knew of the person s death Family member (if this is not possible, please inquire) Municipal office of place of death or area where the applicant resides One copy of death registration, the personal seal (ready-inked stamp not acceptable) of the person filing the application (3) Registration of Marriage, Divorce or Other Matters Relating to Family Registration Since document requirements vary according to nationality, please consult staff at the Family Registration counter for details. Anyone wishing to register matters such as marriage, divorce, adoption or dissolution of adoption, or any other official forms must bring proof of identity with them. (4) Proof of Registration Contact: Certification Subsection, Family Registration Section City Hall 1F TEL: If you need proof that you have notified the City Office regarding birth, death, marriage, etc., you need to submit an application. Please note there is a fee for this service, and proof of identity will be required. Please consult us if a proxy will make an application on your behalf. If new residence status is acquired due to a birth, or residence status changes due to marriage or divorce, procedures at Tokyo Regional Immigration Bureau are necessary. See number (8) on page 10 for contact details. 14

15 Evening and Holiday Services The Tax Payment Section, Family Registration Section, National Health Insurance & Pension Section and Children Policy Section are open from 9:00AM-5:00PM on the third Sunday of each month and until 7:00PM on Tuesdays (except national holidays, City Hall closing days). Services available are listed below. (There is no evening service for the Children Policy Section.) (1) Certificate Services Service Contact Resident Registration Certification Subsection, Family Registration Section Tax Certificates Certification Subsection, Family Registration Section Family Registry Certification Subsection, Family Registration Section Details Copy of Resident Register, Certificate of Recorded Items Proof of identity is required For application by proxy, a letter of authorization and proof of ID for the proxy are required Certificate of Seal Registration Please bring your proof of seal registration. (Evening services available only to those who already have registered their seal.) Certificate of Tax Payment, Taxation Certificate, Tax Exemption Certificate Certificates cannot be issued if a declaration of resident tax or other requirements are outstanding Proof of identity is required. For application by proxy, a letter of authorization and proof of ID for the proxy are required. Certification of all items on the Family Registry (full family registry); Certification of items for an individual (family registry extract); Attachment copies; Certificate of acceptance Proof of identity is required. For application by proxy, a letter of authorization and proof of ID for the proxy are required. Please see Itabashi City's website or enquire above about acceptable forms of ID 15

16 (2) Registration Services Service Contact Resident Registration Resident Transfer, Family Registration Section Family Registry Family Registration, Family Registration Section National Health Insurance Qualification Assessment, National Health Insurance & Pension Section (City Hall South Building 2F) Subsidies for child care and medical expenses Child Subsidies & Medical Care, Children Policy Section /2374 Details Address changes (Moving in/out, within City) Proof of identity is required Application may be submitted by the person in question, the head of household, or a proxy (with letter of authorization and appropriate ID) Services cannot be completed if contact with your previous municipality of residence is required Seal Registration Please bring the seal to be registered Proof of identity is required Resident (ZAIRYU) Card, Special Permanent Resident Card, Alien Registration Card (if still valid); otherwise please inquire. Must be registered resident of Itabashi City For application by proxy, a letter of authorization and proof of ID for the proxy are required. Persons under 15 and custodial guardians may not apply. Evening services are not available. (Applications can be accepted but not processed at after-hours security office) Changes to family registry Some services may not be able to be completed on the day of application if contact with your previous city of residence is required Enrollment after moving to Itabashi, de-enrollment on leaving Itabashi Some services may not be able to be completed on the day of application if contact with your previous city of residence is required Evening services are not available. Child-related allowances (child subsidies, child disability benefits, child care allowances, child care special allowances) Some services may not be able to be processed without confirmation of your income or family registration Child medical expense assistance, medical expense assistance for single-parent households, etc. Services may not be able to completed on the day of application if contact with medical institutions or your insurer is required 16

17 Services for Special Permanent Residents Resident Registry, Family Registration Section Evening services are not available. Special Permanent Resident Certificate applications Applications for Special Permanent Resident status (e.g. after birth of a child) Changes to recorded information (name, nationality, etc.) Services may not be able to be completed on the day of application if contact with your previous city of residence is required (3) Payments and payment consultations Service Contact Special Residential Tax Tax Payment Section (City Hall North Building 3F) National Health Insurance Premiums National Health Insurance Payments, NHI & Pension Section (City Hall South Building 2F) Notice: Payment consultations, Payment of Resident Tax Payment of Light Vehicle Tax Details Payment of insurance premiums, payment consultations Evening/holiday services are not available for National Health Insurance benefits payments. As parking is limited, please refrain from arriving by car for evening and holiday services. 17