Newly enrolled Kyoto iUP students are required to complete necessary procedures in order to receive scholarship payments after arriving in Japan. You can start to proceed the procedures referring to the following information after entering the dormitory.

1. Send a soft copy of your Residence Card via email

Step 1 begins with you submitting an image of your residence card to the Kyoto iUP office after arriving in Japan.

What is a Residence Card?
A resident card will be issued to the newly arrived foreign nationals who intend to remain in Japan for a period of over three months. The card functions as an identification card which includes your name, date of birth, nationality/region, address in Japan, residence status and period of residence. You are required by law to carry the card whenever going out.

When do I need to submit?
Soon after your arrival in Japan. Send an image of your residence card as a confrimation of your arrival in Japan.

Where to send the soft copy?
Take a photo of the front side of your residence card with a smartphone or tablet and send the image to Kyoto iUP office via email.

2. Visit Ward Office/City Hall for regal procedures

NOTE:Procedures at the ward office can only be completed after entering the dormitory.

Where to go?
Resident registration etc. can be done at the local municipal office of your residence. Those who live in Hyakumanben Int'l House will go to Sakyo Ward Office.

What to bring?
Residence card, Student ID card※/Certificate of enrollment 
※ You can complete resident registration and applications for NHI without a student ID card(or Certificate of Enrollment) but you need a student ID (or the certificate) to claim a payment exemption/deferment for NP.

What to do?
Submit [A] a Notification of Place of Residence (Resident Registration) and join [B] National Health Insurance (NHI) and [C] National Pension (NP) at Sakyo ward office. The application window varies depending on the procedure. Please proceed in the order of [A] , [B] , and [C] .

How long does it take to complete A-C at Sakyo ward office?
It usually takes at least 3 hours to complete all A-C procedures at the ward office.

For your reference, you can watch a video introducing the procedure at the city/ward office created by the Kyoto City International Foundation.

[A] Notification of Place of Residence (Resident Registration)

All foreign nationals residing in Japan for more than three months MUST register their place of residence at their local city/ward office within 14 days of moving into the place of residence.

[B] National Health Insurance (NHI)

All foreign nationals residing in Japan for more than three months are required to be covered by one of the national public medical insurance program.

• 70% of the medical expenses is covered at clinic, hospital and dentist
• File an Income Declaration Form to get discount for premiums
• Average discounted monthly premium: approx. 1,600 yen
• Payment voucher for the premium will be mailed to you within a few months
• Make payment at a bank, post office or convenience store
  
  

NOTE: The health insurance card will be abolished on December 2, 2024. After the abolition date, health insurance cards will no longer be issued, but health insurance cards issued up until that point can be used until their expiration date. After the expiration date, you will need to present your "Individual Number (also known as My Number) Card" at the medical institution instead of your health insurance card.
To use your Individual Number Card as a health insurance card, you will first need to obtain a Individual Number Card and register it for use as a health insurance card.
For information about applying for a My Number Card, please refer to here.

[C] National Pension (NP) Skip this procedure if you are aged under 20

The National Pension is the public pension system to support subscribers when they reach the age of 65. All residents between 20 to 59 years old are required to pay contributions of 16,980 yen per month. For those who have difficulty paying contibution, there are contibution postponement and exemption systems. iUP undergraduate (degree-seeking) students can file for the "student special payment system", and iUP preparatory course (non-regular) student can file for the general exemption system.

• Show your student ID card and apply for contribution exemption.
• It takes two to three months for the municipal office to process your application for exemption. If you receive a payment slip, keep them without paying until you receive a notification of approval by post.
• A notification of the basic pension number will be sent to your address by post. Be sure to keep the notification.

‐Tips-

How do I receive notification and/or documents from the ward office?

What happens if I miss to receive a registered mail？

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3. Open a Japan Post Bank account

Scholarship payments are deposited into the recipient's Japanese Bank account.
Japan Post Bank is convenient for international students newly arrived in Japan to open an account.

Using the Yucho (Japan Post Bank) Tetsuzuki APP

It is convenient to apply for a Japan Post Bank account using the "Yucho Tetsuzuki smartphone application". Please refer to the "How to Open JPBank account" (it is being prepared) for details and complete the application procedure on your own.

For your reference, you can watch a video introducing the Yucho Tetuszuki APP created by the Japan Post Bank(Yucho Bank).

If you have any questions, you can join the Registration session held at the Yoshida campus with the following schedule. Staff members from the Japan Post Bank will be at the registration session to support opening an account using the app.

Registration Session:

Date & Time:
Wednesday, October 2nd 12:00~16:00
Venue: Lecture Room1, Yoshida Intl House Bldg.

Monday, October 7th 12:00 ~16:00
Venue: KUINEP lecture room, Yoshida main campus（Bldg. No.16 on the Map)　

After submitting application to the bank

The cash card (ATM card) and password will be sent to your dormitory/apartment by registered mail approximately two weeks after the application is completed.

（Please note that there are some cases that it take additional time (3-4 weeks from application) to process the opening of a deposit account due to the applicant's identity verification process, etc.）

Applicants will also receive confirmation emails regarding the application, incomplete documents and other procedural matters from the following bank addresses. Please make sure to check the contents of the email from the Japan Post Bank when you receive it. If you have any doubts about the content of the email, please contact the Kyoto iUP office immediately. Leaving an email unattended may cause delays in the account opening process.

Japan Post Bank email address: information@service.jp-bank.japanpost.jp

For those who have opened your Japan Post bank (Yucho Bank) account through APP,
After receiving your ATM card, you will need to register your signature on the account at your local brunch. Please visit Hyakumanben Post Office with your ATM card and residence card.

- Tips - Where is the bank?

You can find a Japan Post Bank brunch at the post office. Hyakumanben Post Office is the nearest to the Hyaumanben Int'l house and Yoshida Campus.

You can find a post office on the Japan Post website

Opening hours for bank service at the post office
9am - 4pm, Monday to Fridays except for holidays.

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4. Send a soft copy of your ATM card or passbook via Email

Submit a soft copy of your ATM card or passbook. Your bank account information will be registered to Kyoto University in order to send scholarship payments.

• JPB ATM card

• Information page showing your bank account number etc.

Which passbook page?
Please send clear image of your ATM card or Passbook so that we'll be able to read all the letters and numbers.

• ATM card - Front side
• Passbook - Information page showing your bank account number, name in Katakana, etc.

Where to send the soft copy?
Take a photo with a smartphone or tablet and send the image to Kyoto iUP office via email.

‐Tips-

When can I receive the first payment?

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5. Join Insurances

All international students of Kyoto University is required to enroll in the following insurances.

a.) Personal Accident Insurance for Students (Gakkensai)

"Gakkensai" provides insurance coverage against accidental injury during educational and research activities.

Insurance premium
Kyoto iUP students need to take the A type insurance (JPY1,000/Annual premium). Apply for 1 year coverage when you start the preparatory course, and apply for 4 years coverage at the time of enrolling in the undergraduate program.

Application and payment
Apply through the Examination-Settlement Service(EXSS).

NOTE: You must apply for Gakkensai twice, when you start the Kyoto iUP preparatory course, and when you enroll in the undergraduate program.

b.) Univ. Co-op Personal Liability Insurance for Students (Gakubai)

"Gakubai" the personal liability insurance provides coverage in case you accidentally injure someone or damage someone's property. You must have a Kyoto University Co-op membership to take the insurance.

Co-op Membership cash deposit
JPY4,000 (fully refundable when you resign)

Insurance premium
JPY1,800/Annual premium

For more detailed information, visit Kyoto University Co-op website.

Application and payment
Apply at the Co-op service counter (No.10 Co-op Main Office on the map) locate on Yoshida South Campus.

NOTE:The insurance policy must be renewed annually. In order not to forget the renewal procedure, you must register your bank account for automatic bank debit.

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