New SSW Employer Reporting Rules (2026): What Your Company Now Has to Report About You
🇯🇵 日本語要約
2026年4月1日より、特定技能の受入れ機関による定期届出が四半期ごと（年4回）から年1回に変更されました。提出期間は毎年4月1日〜5月31日。また「地域との共生に係る協力確認書」が新設され、受入れ機関が市区町村に対して地域共生施策への協力を宣言します。届出義務は受入れ機関側であり、労働者は自ら届出を行う必要はありません。ただし、年次報告頻度の低下により自己管理が重要に。毎月の給与明細・労働時間の記録を自分で保管してください。キーワード：特定技能、受入れ機関、定期届出、支援計画。
Quick Facts
| Question | Answer |
|---|---|
| What changed? | SSW employer reporting frequency: quarterly → annual |
| Effective date | April 1, 2026 (already in effect) |
| Who is obligated? | Your employer (receiving organization), not you directly |
| New form | Cooperation confirmation form — employer submits to municipality |
| Annual report period | April 1 to May 31 each year (covering April–March of previous year) |
The Headline Fact
From April 1, 2026, employers who hire Specified Skilled Workers (特定技能, SSW) shifted from submitting reports to immigration four times a year (quarterly) to once a year (annually). A separate cooperation confirmation form (地域との共生に係る協力確認書) was also introduced.
This is a change in your employer's obligations, not something you file yourself. But it affects what gets reported to immigration and when — and understanding it helps you monitor whether your employer is meeting their legal duties toward you.
Source: ISA official announcements and certified RSO materials published ahead of April 1, 2026 implementation.
What This Means for Workers
Your employer's regular bureaucratic reporting burden to immigration decreased (from 4 times to once per year), but ad-hoc reporting in specific trigger situations (worker injury, contract changes, support plan breaches) remains. A new form was added requiring your employer to declare their cooperation with your community integration.
For you as a worker, this means:
- Routine oversight is less frequent — immigration receives the consolidated picture once a year, not every quarter. Self-monitoring of your own payslips, hours, and conditions is now more important, not less.
- Ad-hoc reporting still happens when something goes wrong. If your employer terminates your contract, you are injured, or conditions change significantly, immigration should be notified promptly through the remaining ad-hoc mechanisms.
- The cooperation confirmation form is about your community integration support — Japanese language lessons, disaster preparedness, connection to local services. It is your employer's promise to the municipality, not a burden on you.
What Employers Must Now Report
The annual periodic report (定期届出) consolidates what were previously two separate filings — the acceptance status report and the support status report — into one integrated submission covering:
- Names, nationalities, and visa status of all SSW workers employed during the year
- Wage levels and whether wages meet or exceed the equivalent Japanese worker standard
- Working conditions and total hours worked
- Support plan items completed during the year (Japanese language support, life orientation, etc.)
- Any status changes (resignations, new hires, absences)
- Whether a registered support organization (登録支援機関, RSO) is used and which one
The employer must sign and submit this report to the regional immigration bureau between April 1 and May 31 each year, covering the period from the previous April through March.
Why This Matters to You
Fewer routine reports does not mean fewer rights. Your rights and your employer's obligations under the support plan did not change with this reform. What changed is the administrative schedule for proving compliance.
Two important implications:
Step-by-Step: What to Check as a Worker
Step 1 — Confirm your RSO (Registered Support Organization) contact
Your employer is required to either manage your support plan directly or use a licensed RSO. Know who yours is and have their contact information. Your RSO is required to be reachable for worker complaints — if you have no RSO contact, ask HR directly.
Step 2 — Keep your own pay record independently
Every payday, save a photo of your payslip. Record total hours worked (including overtime) in a notebook, phone note, or spreadsheet. Do not rely on your employer's records as your only copy. Use the Paycheck Decoder to verify deductions are legal.
Step 3 — Check your employment contract matches reality
Your written contract should match your actual work content, location, and hours. If your employer has changed your duties or hours without a contract amendment, that is a support plan violation. Document discrepancies with dates.
Step 4 — Know the support plan items you are entitled to
Your employer (or RSO) is required to provide: pre-arrival and arrival orientation, Japanese language study support, consultation and complaint resolution, facilitation of community integration, and assistance if your employment ends unexpectedly. If any of these have not been provided, keep a dated record.
Step 5 — Know how to file a complaint
If your employer is violating the support plan, you can contact: your RSO directly, the regional immigration bureau (入国管理局), or the Labor Standards Inspection Office (労働基準監督署) for wage-related violations. You do NOT need your employer's permission to contact immigration authorities about violations.
Step 6 — Ask your employer about the annual report
You have a right to understand what is being reported about you to immigration. Asking HR when the annual periodic report was filed and whether your wage data is accurately reflected is a legitimate question.
FAQ
Do I need to report anything to immigration myself?
No. The periodic reporting obligation falls entirely on your employer (receiving organization) and RSO. SSW workers do not file periodic reports. However, if you change jobs, your new employer must file a notification when you start.
What if my employer is not following the support plan?
Contact your RSO first. If you do not have an RSO or they are unresponsive, contact the regional immigration bureau directly. Employer violations of the support plan are a serious regulatory matter — immigration can revoke the employer's right to hire SSW workers.
Who is my registered support organization?
It should be listed in your employment contract or the support plan document (支援計画書) you received when you started. If you do not have this document, ask HR to show you the 支援計画書. Your RSO's contact information must be provided to you.
What is the cooperation confirmation form?
It is a form your employer submits to the local municipality — not to immigration — declaring their commitment to support your community integration. It covers Japanese language study access, local services information, disaster preparedness, and multicultural activities. No action is required from you.
Does this apply to all SSW sectors?
Yes. The annual reporting schedule applies to all 16 SSW sectors. All SSW employers regardless of industry are now on the April 1 to May 31 annual filing cycle.
Where do I report a problem?
For wage violations: Labor Standards Inspection Office (労働基準監督署). For support plan or visa status violations: Regional immigration bureau (地方出入国在留管理局). Some types of complaints can be filed anonymously.
Yamada Hack
Don't rely on your employer's annual reporting schedule to protect you. Keep your own dated record of actual hours and pay every single month regardless of how frequently your employer reports to immigration. If a problem surfaces later, your own records are the evidence — employer records alone are never enough. A monthly photo of your payslip in a labeled phone album takes 30 seconds and can protect your entire visa status if something goes wrong.
*See also: Labor Rights Guide for your full rights as a worker in Japan.*
*Use the Paycheck Decoder to verify your deductions are legal.*
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