1. Determination of Status at Science Tokyo

2. Security Export Control Consultation (Deemed Export Control Consultation)

3. Faculty Selection and Visiting Researchers Approval Procedures

Inquiries

◇ Admin groups in charge of faculty selection and employment are as below:

○ Employee Services Group 3 （If the affiliation is one of the following.）✉
　School of Science
　School of Engineering
　School of Materials and Chemical Technology
　School of Computing
　School of Environment and Society
　Institute for Liberal Arts

○ Employee Services Group 4 （If the affiliation is one of the following.）✉
　School of Life Science and Technology
　Institute of Innovative Research
　International Research Frontiers Initiative
　Materials Research Center for Element Strategy

○ Employee Services Group 2（If the affiliation is other than the above）✉

＊ Click here to contact the HR in English.

◇ Please contact the admin office of your affiliation for inquiries regarding Visiting Researchers Selection procedures.

Faculty Selection
（Employee・Visiting Faculty）

① Faculty Selection Procedures ／Selection of Specially Appointed Faculty and Visiting Faculty

Employment Procedures
（Employee）

② Pre-employment procedures (up to three weeks prior to employment)

Employee Services Group 3
Employee Services Group 4
＊Ask HR in English

Procedures for Entrusted Duties（Visiting Faculty）

③ Pre-entrustment procedures (up to three weeks prior to entrustment)

Employee Services Group 3
Employee Services Group 4
＊Ask HR in English

＊For more information, please contact your School’s admin group.

⑤ Approval and notification of Visiting Researchers Acceptance Application Result

⑥ Notification of the result to the invitee and issuance of Certificate of Expected Acceptance

＊JSPS applicants should submit a Notice of Acceptance and Agreement to JSPS

⑦ JSPS applicants only; Submission of the Notice of Acceptance and Agreement to JSPS

○ For inquiries regarding JSPS Postdoctoral Fellowships for Research in Japan (Standard)
　Research Fund Promotion Group, Research Fund Support Division, Research Promotion Department
　✉ j-fellow@jim.titech.ac.jp ／☎ 03-5736-3806

○ Other inquiries
　International Affairs Group, International Affairs Division, Research Promotion Department
　✉ kokusui.jsps@jim.titech.ac.jp ／☎ 045-924-5692

Bank Account Registration for Payroll（Employee）

⑧ Submission of Direct Deposit Request Form for Payroll, etc. (refer to 5-③)

IC Card

⑨ Application for a Science Tokyo IC Card

4. Visa Application

Determination of Visa Type

International researchers hired by Science Tokyo need to obtain a professor visa.
Non-hire international researchers from countries/regions that have a visa exemption agreement with Japan generally do not need a visa. However, if their stay will exceed 90 days, they need to obtain a professor visa or cultural activities visa.

Info: Exemption of Visa (Short-Term Stay)
Info: Visa types for non-hire researchers

Application for Certificate of Eligibility

① Application for Certificate of Eligibility (COE) issuance

As for professor visa, cultural activities visa, and dependent visa

Visa Application

② Visa Application

Request the international researcher to visit the Japanese embassy/consulate in their country/region of residence to complete the visa application procedures in person.

Info: Embassies ＆ Consulates of Japan
Info: Countries ＆ Regions for Visa Exemptions

5. Procedures before Arriving in Japan

Book Airline Tickets

① Book Airline Tickets

Travelers whose travel expenses are paid by Science Tokyo must follow procedures i or ii below.

i. For those booking airline tickets via JTB , no advance payment on behalf of Science Tokyo or proof of boarding (ticket stubs, etc.) is required.
ii. For those arranging their own airline tickets and whose travel expenses are paid by Science Tokyo, the following documents are required for reimbursement. （Travel expenses can be paid in advance only if the host faculty member is designated as a proxy by the traveler. ）

（Before Arriving in Japan）

Itinerary issued by the travel agent（or e-ticket with detailed itinerary）
Details of airline ticket purchase price (showing airfare, fuel fees, airport taxes, etc.)
Proof of payment with the ticket purchase price, name of payer, and the date of payment
Document showing the cabin class

（After Arriving in Japan）

Original boarding pass of the outbound flight or other proof of boarding

（Upon Return to the Home Country/Region）

Boarding pass of the return flight (scanned data or photo acceptable) or other proof of boarding

Check Tax Treaty Status

If a case falls under all of the following (i-iii), please consult with the section in charge via the affiliation’s admin office.

i. A tax treaty concluded between Japan and the researcher’s country/region of residence exists　
ii. The tax treaty includes the relevant items: professorship, research, freelance professional (lecturing, etc.)　
iii. The invitee wishes to apply for a tax exemption.

NOTE:
In some cases, the tax rate is higher in the invitee’s country/region of residence (especially in Western countries), so it may be favorable not to apply for a tax exemption in Japan. Furthermore, some countries require their citizens to obtain a certificate of residence in their home country for this procedure, and it takes time for issuance. Please confirm with the invitee whether they wish to apply for it or not as soon as acceptance is decided. For the exemption, they must submit an application and related documents to the director of the tax office through the department in charge before payday.

Info: List of Japan’s Tax Conventions
Info: When applying for a tax exemption

Bank Account Registration

③ Bank Account Registration (Payroll/Honorarium/Travel Expenses)

Direct Deposit Request Form for Payroll, etc. (For Domestic Accounts )
Request for International Remittance Payment（Remuneration ・Travel Expenses ）

＊For Overseas Remittance of Payroll, please consult the Payroll Services Group 1 ✉）

Find Accommodation

④ Find Accommodation

Info: Science Tokyo Housing Support

6. Internal Process upon Arrival at Science Tokyo

Hiring Procedures
（Employee）

① Issuance of the Notice of Employment with Written Consent（労働条件通知書）

The consent is issued by the Human Resources Division and handed to those hired by the supervisor.

② Hiring process upon arriving in Japan

Submission of Required Documents 　to the respective HR Group
・Copy of Passport: Name and photo should be shown
・Copies of Visa and Residence Card (Both sides): Residence Status, Period of Validity, and the Registered Address should be shown

IC Card

③ IC Card（Staff ID Card or Access Card）issuance

IC cards must be given only to the intended recipients at the respective HR Group

Travel Expenses Reimbursement

④ Reimbursement of travel expenses to Japan (upon arrival in Japan)

Submission of the original boarding pass of the outbound flight or other proof of boarding

＊When booking airline tickets via JTB, no advance payment or proof of boarding (ticket stubs, etc.) is required.

Info: Required documents for travel expense reimbursement for international invitation

Commencing Entrusted Duties（Visiting Faculty）

⑤ Submission of a copy of the signed Entrustment Agreement（業務委託契約書）to the respective HR Group

7. Internal Procedures during the stay at Science Tokyo

Working Report
（Employee）

① Submission of the work attendance record（勤務等記録簿）

Monthly submission of the work attendance record to the affiliation’s admin office is required for the employee

Remuneration Payment
（Invitation）

② Remuneration Payment Procedures

Info: Application for payment of remuneration（謝金の申請について）

8. General Procedures after Arriving in Japan (Address Registration on Back of Residence Card）

Address Registration

International researchers legally staying for more than 90 days (mid-to-long term) in Japan will receive a residence card upon arrival in Japan. Those receiving a residence card at the port of entry must visit their local municipal office with their residence card and notify the Ministry of Justice of their residence within 14 days of finding a place to settle down. On this occasion, one of the following procedures must be taken: “Resident Registration（住民登録）” (Registration of residence is required to create a certificate of residence, or “Notification of address（住居地届出）” (Registration can be made for a hotel address or other location, and no certificate of residence will be created)

For more details, please inquire with your local municipal office.

Info: Immigration Services Agency of Japan／Ota Ward, Tokyo／Meguro Ward, Tokyo／Yokohama City, Kanagawa／Procedures for Entry/ Residence

9. Procedures upon Termination of Tenure or Contract

Retirement Procedures
（Employee・Visiting Faculty）

① Procedures upon retirement or termination of contract

Notification of Personnel Changes（人事異動連絡票）must be submitted to the respective HR Group up to two weeks prior to the retirement/termination of contract. Non-hire visiting faculty must take the same procedures.

＊In the case of resignation mid-contract, a resignation letter is required.

IC Card

② Return the IC Card （Staff ID Card・Access Card）

Return the IC card to the respective HR Group

10. Reimbursement of Travel Expenses after Leaving Japan

Travel Expenses Reimbursement

For reimbursement, the followings must be submitted.

・Proof of boarding: Original boarding pass required for the outbound flight, and scanned data or images of the boarding pass are acceptable for the return flight.
・Proof of purchase: Original proof of payment, in case of self-arrangement. 　

＊This process must be completed within 14 days of the traveler returning to their home country/region.
＊Airline tickets purchased via JTB do not require advance payment by the traveler or submission of proof of boarding.
＊If proof of the outbound flight was submitted upon arrival, only proof of the return flight is required.
＊For Visiting Faculty and invitees, allowances can be also paid in addition to travel expenses.

Info: Required documents for business trip (travel expenses) procedures for invitations from overseas

11. General Procedures upon Leaving Japan

Procedures upon Leaving Japan

Procedures before leaving Japan（Upon termination of tenure or contract）

＊Refer to “Embarkation Procedure” regarding the Special Re-entry Permit if leaving Japan mid-tenure.

Embarkation Procedure

Return the Residence Card at the airport

＊If planning to re-enter Japan within a year of departure, do not return the residence card. Instead, obtain a “Special Re-entry Permit.”