Japan Training Visa
Overview
The Japan Training Visa is for applicants who will come to Japan for the purpose of training in an organization in order to acquire technology and other skills.
The trainee system was originally created by the Japanese government to allow for the exchange and training of overseas based workers by companies in Japan.
It should be noted that an individual applicant cannot simply become a trainee. Rather, it is necessary to belong to an organization outside Japan which sends the applicant to a Japanese organization.
SEVEN STEPS TO OBTAIN A JAPAN TRAINING VISA
In order to obtain a Japan Training Visa, an applicant will need to complete the following seven steps:
STEP 1 – Confirm the applicant Satisfies the Preliminary Requirements for Obtaining a Japan Training Visa.
There are extensive and detailed preliminary requirements that apply to both the applicant and to the organization that will be providing the training. Since a full explanation is beyond the scope of this paper, the following is a brief summary only.
General Requirements
- The technology, skills, or knowledge that the applicant intends to obtain in Japan should not be of a type obtained mostly through the repetition of simple work.
- The applicant must be at least 18 years of age.
- It should be expected that the applicant will apply the technology, skills, or knowledge obtained in Japan after returning to her country.
- The technology, skills, or knowledge the applicant intends to obtain in Japan must be difficult or impossible to obtain in the region where he resides.
Requirements for Sponsoring Organization
- The training must be conducted under the guidance of a person who is a full-time employee of the organization that accepts the applicant. That person should have at least five years’ experience in the technology, skills, or knowledge that the applicant intends to learn.
- In some cases the sponsoring organization will be limited in terms of the number of trainees it can bring to Japan. The following is an indication –
| Full time employees in sponsoring organization | Permitted number of Trainees |
|---|---|
| Over 301 | 1/20th of the full time employees |
| 201 – 300 | 15 |
| 101 – 200 | 10 |
| 51 - 100 | 6 |
| Up to 50 | 3 |
STEP 2 – Confirm the Proposed Activities in Japan are Consistent with those Permitted for the Holder of a Japan Training Visa.
Once the preliminary items in Step 1 have been confirmed, the actual activities the applicant will undertake in Japan need to be considered.
The permitted activities for the holder of a Japan Training Visa are activities to learn and acquire technology, skills, or knowledge at a public or a private organization in Japan.
STEP 3 – Assemble the Documents Required to Support a Japan Training Visa Application.
Once an applicant has confirmed that her proposed activities in Japan are consistent with those outlined above in Step 2, supporting documentation needs to be prepared.
In the case of a Japan Training Visa, the authorities require the following documents:
- A training plan that explains:
- The substance of the training,
- Why the training is necessary,
- The location of the training,
- The duration of the training, and
- The conditions of the Trainees stay in Japan.
- Documents certifying that, upon return to her country, the Trainee intends to engage in an activity that utilizes what she learned during her stay in Japan.
- Documents certifying the Trainees professional career.
- Documents certifying the Trainers professional career and qualifications to provide the planned training.
- Material describing the foreign organization which is sending the Trainee to Japan.
- Copies of the inviting company’s registration, statement of profit and loss, list of full-time staff, and list of trainees.
Although not technically required, our experience is that providing Japanese translations enhances the quality of an application. This may minimize delays in obtaining final approval.
JAPAN VISA™’s certified immigration professionals are able to assist in the preparation and translation of all documentation required for a Japan Training Visa.
STEP 4 – Submit an Application for a Japan Training Visa Certificate of Eligibility (“COE”).
Once the applicant’s activities have been confirmed and the appropriate documents assembled per steps 2 and 3 above, the next step in most cases will be to apply for a Certificate of Eligibility (abbreviated as “COE”).
A COE is a document issued by the Japanese immigration authorities. It certifies an applicant’s eligibility to undertake specific employment in Japan – in this case, the job associated with the Japan Training Visa application.
An application for a Japan Training Visa COE must be submitted in person at a regional immigration office in Japan. The COE application cannot be submitted by mail or at a Japanese embassy outside Japan.
Where the applicant is not personally available (for example because she is not in Japan or due to a busy schedule) Japanese law allows a certified immigration specialist to submit a Japan Training Visa COE application on behalf of the applicant.
JAPAN VISA™’s certified immigration specialists are able to handle all the procedures associated with preparing and submitting an application for a Japan Training Visa COE.
STEP 5 – Await Approval of the Japan Training Visa COE.
The processing time for a Japan Training Visa COE is generally four to six weeks.
Once approved, a notice is sent to an address in Japan advising that the COE is ready for collection at the regional immigration office where the COE application was originally submitted.
Where JAPAN VISA™’s certified immigration professionals are handling the Japan Training Visa application, the notification from the immigration authorities is sent to our office. JAPAN VISA™ then collects the COE from the regional immigration office and either forwards it to the applicant or prepares a change of status application (see Step 6 below).
STEP 6 – Obtain Japan Training Status of Residence (SOR).
Once an applicant has the Japan Training Visa COE in hand, the next step is for her to exchange the COE for Japan Training “Status of Residence” (usually abbreviated as “SOR”).
Technically speaking, it is the Japan Training SOR that will form the basis of the applicant actually living and working in Japan.
There are two methods for converting the COE to Japan Training SOR:
Method 1: Exchange the Japan Training COE at a Japanese Embassy or Consul Outside Japan.
This is the traditional route for obtaining Japan Training SOR.
The applicant first exchanges the Japan Training Visa COE for a Japan Training Visa at a Japanese embassy or consul outside Japan. The process generally takes two to three business days.
The applicant then travels to Japan and is granted Japan Training SOR at the port of entry.
Method 2: Undertake a Change of Status to Japan Training SOR in Japan.
In some cases, an alternative may be for the holder of a Japan Training COE to enter Japan under the Japan Visa Waiver Program or some other form of short-term entry. The applicant then applies for Japan Training SOR via a change of status at a regional immigration office in Japan.
A change of status takes approximately two weeks. During that time, it is not possible for the applicant to travel outside Japan.
Where the change of status route is utilized, JAPAN VISA™’s certified immigration professionals can undertake the necessary procedures at the regional immigration office in Japan.
IMPORTANT CONSIDERATIONS AFTER RECEIVING YOUR JAPAN TRAINING VISA
Once an applicant has their Japan Training Visa in hand, there are a number of very important issues that need to be considered in order to avoid possible future problems.
- Japan Residence Card
Whether you receive your Japan Training SOR at the airport upon entering Japan or via a change of status application filed at a regional immigration office in Japan (see Step 5 above), you will receive a Japan Residence Card.
This is an official identification card that includes an IC chip. The Residence Card contains personal information such as your name, address, birth date, residence status (in this case, Investor SOR), period of stay, etc.
You are required to carry your Residence Card at all times.
- Consider Applying for a Japan Re-Entry Permit.
Up until July 2012, if you held Japan Training SOR and wished to temporarily leave Japan (e.g., for vacation, business, etc.) it was necessary to obtain a Re-entry Permit for Japan in advance of travelling.
However, it is now possible to leave Japan for up to 12 months without a Re-Entry Permit.
If there is any possibility that a trip outside Japan will last for more than 12 months, an individual holding Japan Training SOR should ensure that they have a Re-entry Permit.
This can be obtained at regional immigration office in Japan.
- Understand Your Tax Obligations
There are at least three important tax issues that need to be considered by anyone holding a Japan Training Visa
(i) Japanese Tax for holders of Japan Training Visa
People living in Japan under Japan Training Visa SOR will typically be working for an institution that handles at least part of their Japan tax matters on their behalf. This is done by way of withholding tax deducted each month and a year-end adjustment as part of the December payroll.
However, if some income is being paid outside Japan, you may need to submit a Japanese individual tax return by 15 March each year. It is very important that you understand your Japan tax obligations since no extensions are available.
Complying with your Japanese tax obligations is essential in order to renew your visa.
This article explains the basics of Tax Planning for Foreigners Working in Japan.
(ii) United States Tax for Holders of Japan Training Visa
If the holder of Japan Training Visa is a US citizen or green card holder, they will usually continue to have US tax obligations even while living in Japan.
The US rules applicable to Americans living overseas are complex and constantly changing. In order to avoid possible penalties, anyone with a US tax filing obligation should seek specialist advice to ensure that they fulfill their US tax obligations.
(iii) Taxes when the Holder of Japan Training Visa Leaves Japan
Prior to leaving Japan, the holder of Japan Training Visa is required to fully settle her taxes or appoint a tax agent.
It should also be noted that Japanese local tax is assessed based on where you live on 1 January each year. As a result, departing Japan prior to 1 January may result in significant tax savings.
Contact JAPAN VISA™ to learn how we can assist you to obtain a Japan Training Visa.
The above is provided for general information purposes only and does not constitute advice to undertake or refrain from undertaking any action. Only qualified Japanese professionals are able to advise on Japan immigration, legal, and tax matters.