When an employee quits a job, the company is required to file the worker’s separation from service in the Employment Insurance System, have a retirement certificate issued and send it to the worker. From January 20, 2025, the government launched the service to send a retirement certificate from the Hello Work Public Employment Security Office directly to workers’ Myna Portal accounts. This article looks into this new service.
[1] Direct delivery of a retirement certificate
By using this service, a retirement certificate and other related documents will be sent to Myna Portal account of the worker who left a job once the company completes the separation procedure in the Employment Insurance System and the Hello Work’s inspection is finished.
This service can be used by satisfying the three requirements below. If the requirements are not met, paper documents will be sent by the company to the worker.
- The worker’s individual number (“My Number”) and “insured person number” of the employment insurance system are correctly associated.
- The worker’s Myna Portal account has been connected with the “Employment Insurance Web Service.”
- The company can electronically file the application of the Employment Insurance System.
[2] Procedure
Following is the procedure to use this service.
To complete Step 1, please confirm that the worker’s My Number is registered in the Hello Work system. If the number has been registered, the worker has to associate the number with the “Employment Insurance Web Service.” This association process has become available since January 20, 2025.
If the worker’s My Number is not registered, the company needs to submit the “individual number registration/change application” to the Hello Work. In the case the worker’s My Number is registered to a different company, the worker is likely to have multiple “insured person numbers.” In such case, the company must submit the “application for correction/cancellation of employment insurance qualification” to the Hello Work and integrate the worker’s “insured person numbers.”
In Step 2, the company electronically files the worker’s separation from service under the Employment Insurance System. If the company submits paper documents, instead of using electronic application, a paper retirement certificate will be issued, which must be sent to the worker as is conventionally done. Companies that have not used electronic application should take this opportunity and start using e-filing.
The government provides a leaflet about this service. Companies need to ask workers who are leaving to check their Myna Portal accounts and make sure their My Number is associated with the Employment Insurance System. Please make use of this leaflet in explaining the retirement procedure to workers.
[Reference]
The Labour Ministry, “The service to send the retirement certificate directly to workers’ Myna Portal starts from January 2025”
https://www.mhlw.go.jp/content/11600000/001353550.pdf
“Workers can receive a retirement certificate via Myna Portal from January 2025”
https://www.mhlw.go.jp/content/11600000/001353163.pdf
*The information is based on laws and regulations as of the date of this article.
