◆Informative documents for small-scale enterprises have been made public
October, when notification cards will be sent out (apparently, around the middle or the end of the month,) is coming up, and the other day, the Committee for the Protection of Personal Identification Information has made public the following document regarding the “My Number System” aimed at small-scale enterprises: “A must read for small-scale enterprises! The vital points of the My Number guidelines – From joining the company to retirement – (April 2015 Version.)”
Below we have put together the must-know points and points to remember for small-scale enterprises in different situations (joining a company, creating a tax-income certificate, retirement, and others.)
◆Must-know points and points to remember when the My Number system applies
(1)New employees joining a company
-Obtain the relevant documents that include the “My Number” of the employee (Declaration of Exemption for Dependents and Others, etc.) When you do, inform the employee that their number will be used to create their “Tax-Income Certificate,” and that it will be submitted to the “Health and Welfare Annuity Insurance” and to the “Unemployment Insurance.”
-When you obtain a “My Number” from an employee, confirm their identity using their individual number card, etc.
-Be especially careful and keep all documents with “My Number” information on them in a locked place.
-If you are using a computer with “My Number” information saved in it to connect to the internet, install the latest anti-virus software in advance.
(2)Creating a Tax-Income Certificate and others
-Select the employees who will be handling “My Number” information.
-Keep a log of when they are provided with written “My Number” information or documents.
-Documents with “My Number” information on them, such as Tax-Income Certificate receipts, must not be left on top of desks or other places where outsiders can see them.
(3)Retiring from a company
-“My Number” information is included in the documents that the company must receive from the person retiring, such as their declaration of receipt of their retirement income.
-Destroy “My Number” information that is not necessary anymore, such as that whose storage period has expired. Do not throw documents with “My Number” information on them to the garbage just like that.
(4)Creating a Payment Record
-Obtain the “My Number” of the licensed tax accountant, the landlord, or the landowner. Inform them that it will be used when creating a “Payment Record,” and do not forget to verify their identity.
-The things to be careful about are the same as those with the “My Number” information of the employees (keeping the information in a locked place, using the latest anti-virus software, selecting the employees who have access to “My Number” information, keeping a log, never leaving the information on top of desks where others can see it, and destroying information that is not necessary any more.)
