Information for International Researchers

University

After your arrival in Japan, you must attend to several formalities before you can start concentrating on your research. In most cases, your supervisor, host researcher or lab staff will take care of you and will manage these complexities on your behalf.

1. General Affairs Office

Employee ID card

Researchers will be issued an employee card by the university. There is no fee charged for the initial ID card. Please fill out the designated form and submit it to the General Affairs section. It will take about 1 month for issuance. All ID cards are the property of the University of Tokyo and are provided for appropriate use for identification and access to services. The card is not transferable and is valid as long as the holder continues his/her particular affiliation with the University of Tokyo. Cards issued to employees and individuals affiliated with the University of Tokyo must be returned to the appropriate department upon separation.

New Hire Health Checkup

Full-time Employees of the University of, and part-time employees who work 30 or more hours a week are required to take a health checkup upon employment. Please confirm the reception time with the General Afffairs section and apply one week prior to the preferred day.

  • General Affairs

2. Employee Compensation Office

MEXT Mutual Society of Health Insurance (Kyosai Kumiai)

I. For full-time employees

If you work full-time as a researcher, or if you work 4 or more days a week and 6 hours or more a day as a researcher, you must enroll in a Japanese public health insurance program via the University, for which premiums will be deducted from your salary. Please fill out the designated form and submit it to the Employee Compensation Office within 7 days after being hired. If you start working on the first day of the month, you will be issued a membership card around the 20th of the same month. If your first day of work is other than the first day of the month, the card will be issued around the 20th of the subsequent month. If you visit a medical facility before that, a certificate can be issued beforehand if you apply for it at your academic organization. Insurance premiums are determined depending on the amount of your salary. A total of around 11% of salary will be deducted from your salary as "Mutual Aid Association short-term benefit premium (health insurance premium,)" "Mutual Aid Association long-term care insurance premiums (only for those aged 40 or above.)"

II. For part-time employees

If you work 4 or more days a week and 6 hours or more a day as a researcher and your employment period is 2 month or longer, you are required to enter the Government-managed Health Insurance Program and the Employee's Pension Insurance Program from the first day of your work, and pay insurance premiums. Insurance premiums are determined depending on the amount of your salary. A total of around 11% of salary will be deducted from your salary as "Employee's Pension Insurance Premium," "Health Insurance Premium" and "Long-term Care Insurance Premiums (only for those aged 40 or above.)" Please fill out the designated form and submit it to the academic organization to which you will belong.

Compensation

In order to register your bank account for direct deposit of your salary at the University, please fill out "Application form for direct deposit of salary (new/change,)" and promptly submit it to the Employee Compensation Office within 3 days after being hired. If you subscribe to a health insurance plan, pension insurance plan, employment insurance plan, or nursing-care insurance plan, and/or if you are subject to income tax or resident tax, insurance premiums and/or taxes will be deducted from your salaries.

Tax

Fill out the "Application for exemption for dependents, etc." and submit it to the Employee Compensation Office within 3 days after being hired.

3. Human Resources Office

Employment Insurance

If you are a researcher who satisfies the following conditions, you are required to enroll in an employment insurance program. The program offers you support for re-employment, such as unemployment benefits, and skill acquisition allowances to develop professional competence in case you lose your job. If you are a researcher who is insured, an employment insurance premium will be deducted from your monthly salary.

CHECK
  • You are expected to be employed for 31 days or more
  • Your prescribed work hours per week are 20 hours or more
  • Your work conditions such as work hours and wages are specified in work regulations, employment contract, notification of employment, and other documents.

Other documents

When you find a place to live in Japan, please contact the Human Resource Office to inform them of your new address as soon as possible. And if you meet the eligibility requirements for payment of Commuting, Housing and Dependent Allowance, please fill out the designated form and submit it to the Human Resources Office within 15 days after being hired.

4. Orientation program for new researchers

Our International Center holds orientation meetings every April and October for newly enrolled international students. Campus tours and a welcome party where you can meet Japanese students, citizens and alumni of the University of Tokyo are also held on the same day. This is a great opportunity to create social relationships with local people which will help you adjust to the new environment smoothly. Please feel free to participate. (The orientation is given in Japanese with interpretation service into English and Chinese.) For details about the program, please visit the website.