Attention registered residents, the Individual Number system has been newly introduced

photo by cozymax

Have you ever received an unfamiliar little card with a series of numbers from your local municipal office during 2015, or soon after you registered your residential address? This number is generally called Individual Number which was introduced in 2016 and given to every resident who has a residential address in Japan. The Individual Number system is currently under the rapid development in many areas. As this system is rather new and many foreign residents are still unfamiliar to the system, this column will quickly overview the Individual Number system.

What is Individual Number?

Individual Number is 12-digit number given to every resident who has residential address in Japan. Notification of Individual Number to registered residents commenced in 2015, and the system came into effect in January 2016. Since then, newly registered residents receive notifications of their Individual Number once their address is registered. Residents use the same number throughout a lifetime unless there is a suspicion of unauthorized use caused by information leak. Individual Number is not amended for change of personal information of holders such as change of address. A foreign resident who intend to depart from Japan without a re-entry permit must return his/her notification card or Individual Number Card to a municipal office, then receive a substitute card in order to use the same number when returning to Japan in the future. Individual Number system was introduced to improve administrative efficiency, enhance public convenience and create a fair society and residents are required to provide their Individual Number in many occasions since 2016.

When you need Individual Number

Since 2016, you are required to inform your Individual Number in many occasions.

Applications relating to the social security (e.g. pension, health insurance, employment insurance)
Applications relating tax
Present to employers when starting a new job
Present to education institution when applying for scholarship
When dealing with financial institutions (e.g. opening a new account, all securities trading, international fund transfer)

About Individual Number Card

Once you register your address at a municipal office and your Individual Number is allocated, you will receive a notification card by mail at a later date. This card is issued only for the purpose of notification and your Individual number, full name, date of birth and gender is printed on it. You can apply for an Individual Number Card at your municipal office after you receive a notification card. A Individual Number Card is equipped with ID photo and IC chip so that it can be used as ID for various administrative services as well as many other occasions. To apply for an Individual Number Card, follow the procedures below.

After registering your address at a municipal office, a notification card and an application form for issuance of Individual Number Card will be sent to your registered address by recorded delivery.
Send an application for issuance of Individual Number Card to your municipal office by using the Individual Number appeared on the notification card. ※An application can be made by sending an application form, computer or smart phone, or ID photo booth in your town. ID photo is to be attached.
An issuance notification will be sent to your address
Bring the issuance notification and other required documents to the service counter instructed on the notification to collect your Individual Number Card. ※Required documents: the issuance notification, the notification card, your ID, Basic Resident Registration Card (if any)

※You must visit the service counter in person to collect the Individual Number Card
※See “Individual Number Card” website by J-LIS for detailed instructions to apply for issuance of Individual Number Card

Applying for an Individual Number Card is optional. Having an Individual Number Card benefits you in the following occasions.

Online application for various administrative services such as tax return by e-tax
Use as personal ID and a proof of Individual Number (a notification card can be used as a proof of Individual Number only if presented with other ID)
Use as a consolidated service card for various administrative services
Print various certificates at convenience stores

Updating personal information on notification card or Individual Number Card

If your personal details such as residential address or name have been changed, you must notify your municipal office within 14-days. When you have moved house and changed address for example, present your notification card or Individual Number Card with a moving-in notification so that you can have your address on the card updated.
Also note that there is expiry date for an Individual Number Card while a notification card has no expiration. If you have an Individual Number Card, you need to renew your card before the expiry date.

Period of validity of Individual Number Card

Under 20-years old: Until 5th birthday from the date of issue
20-years old or over: Until 10th birthday from the date of issue

Period of validity of Individual Number Card as an electronic certificate

Until 5th birthday from the date of issue
All ages: Until 5th birthday from the date of issue

So, it is quite handy after all…

There was a huge dispute over the introduction of the Individual Number system before, but it seems like quite handy thing after all. The system is still under development and a new online service called “Myna-Portal”, which is the online general government service, was launched in January 2017. All administrative procedures are troublesome as you know, but they can be simplified a lot by using Individual Number.