Avoid Legal Risks for Companies!
5 Golden Rules for Residence Card Verification
Verification Errors Lead to Legal Risks!
If companies neglect to verify residence cards, they risk being charged with "abetting illegal employment."
Be sure to check the following 5 points.
Residence Status
E.g., "Engineer/Specialist in Humanities/International Services". Do the job duties match the permitted activities?
Front
Period of Stay
Has the card expired? Record it as HR information and manage renewals.
Front
Work Restrictions
Is it marked "Not Permitted to Work"? If "Partially Restricted", confirm the details.
Front
Permission for Extra Activities
Essential when hiring students for part-time work! Is there a "Permission" stamp on the back?
Back
Authenticity
Is it a forged card? You have an obligation to check IC chips, watermarks, etc.
Front/Back
We recommend "double-checking with multiple people" during hiring.
Hello everyone. I'm Shizuka Wakabayashi, an Immigration Specialist.
When employing foreign workers, an absolutely essential procedure mandated by law as a corporate obligation is "residence card verification."
If this verification is neglected or performed inaccurately, companies risk facing serious consequences, such as being charged with "abetting illegal employment".
5 Key Points to Check on a Residence Card
Point 1Type of "Residence Status"
First and most fundamentally, check the type of "residence status" listed on the left side of the card's front.
- "Engineer/Specialist in Humanities/International Services" → Employment as a professional
- "Student" → Academic studies are the primary activity
Point 2"Period of Stay (Expiration Date)"
Every residence status has an expiration date. Always check that the period of stay is valid at the time of employment.
It is advisable to record this date as HR information and establish a system to support the management of the period of stay, such as prompting the individual to renew their status as the expiration date approaches.
Point 3"Presence/Absence of Work Restrictions"
- No Work RestrictionsSuch as "Permanent Resident" or "Spouse or Child of Japanese National". In principle, they can be employed in any type of job.
- Work Activities Permitted Only Based on Residence StatusEmployment is only permitted in the approved specialized field.
- Not Permitted to WorkSuch as "Student" or "Dependent". Work is generally not permitted, but the next Point 4 is important.
Point 4"Permission for Non-Status Activities" Section on the Back
Even if "Not Permitted to Work" is stated in Point 3, if there is a permission stamp in the "Permission for Non-Status Activities" section on the back of the card, they can be employed for part-time work.
Required verification phrase: "Permission: Generally within 28 hours per week, excluding engagement in adult entertainment businesses, etc."
Point 5Card "Authenticity" and Company "Verification Obligation"
In the unlikely event that a foreign worker employed by the company uses a forged card, the company risks being deemed to have "neglected its verification obligation" and being charged with abetting illegal employment.
*Utilizing the "Residence Card Reader Application" is effective.
Summary: 5 Checkpoints
- Residence Status: Does it match the job duties?
- Period of Stay: Is it within the validity period?
- Work Restrictions: Is the work method permitted?
- Permission for Non-Status Activities on the Back: Essential for part-time employment
- Card Authenticity: Is it not a forged card?