IMPORTANT REMINDER

THE LABOR STANDARDS LAW AND RELATED LAWS
ARE APPLICABLE TO FOREIGN NATIONALS WORKING IN JAPAN

WAGE RATE – Article 28, Minimum Wage Act – No employer can hire a worker for less than the legal minimum wage. Higher rates are set for certain industries by region as well.

EQUAL TREATMENT – Article 3, Labor Standards Act – Employers are prohibited from discriminating against workers in terms of wage, working hours, and other working conditions because of their nationality, religion, or social status.

WHO CAN APPLY FOR ACCREDITATION?

DIRECT EMPLOYER:

Refers to a person, partnership, or corporation that directly signs an employment contract, and employs, and pays salaries and benefits of workers, as well as repatriates hired Overseas Filipino Workers

DISPATCH COMPANY:

Refers to any single proprietor, partnership or corporation duly licensed in the host country to recruit foreign workers for its projects or for the projects of its clients, and remains as the employer of the deployed workers

PLACEMENT COMPANY:

Refers to any single proprietor, partnership or corporation duly licensed in the host country to engage in the recruitment of foreign workers for placement with their clients

HOW TO APPLY?

STEP 1 - LOOK FOR PARTNER PRA

Companies/employers must first find a partner Philippine Recruitment Agency (PRA) Check the list of accredited/licensed PRA at Philippine Overseas Employment Administration (POEA) official website: http://poea.gov.ph/cgi-bin/agList.asp?mode=actLB

STEP 2 - SUBMIT

Submit complete documentary requirements to POLO Tokyo either personally (make an  appointment thru our Online Queuing System: https://polotokyo.dole.gov.ph/appointment-system/ ) or through post mail. (5-15-5 Roppongi, Minato-ku, Tokyo 106-8537 Philippine Embassy, Philippine Overseas Labor Office). Company details in the letterpack should be written in romaji/English. Attach a return letter pack (JP), or filled-up chakubarai (sagawa).

STEP 3 - EVALUATION

POLO Tokyo Processing Officer to evaluate the documents and its contents. Evaluation Period: seven (07) working days. INCOMPLETE application will be returned. Companies/employers can only follow-up if no notice/feed-back was received after 7 working days.

STEP 4 - INTERVIEW AND/OR SITE VISIT

If everything is found to be in order/complete after the evaluation, POLO will conduct an interview and/or site visit. (Interview details/conditions will only be discussed when the company has successfully passed the evaluation stage).  If there are items for correction/revisions after the interview, POLO Tokyo shall return the documents to the Employer/Principal for correction/revision. If complete, proceed to the next step. NOTE: Onsite or Virtual monitoring is to be conducted for application for additional job order.

STEP 5 - ENDORSEMENT/VERIFICATION OF DOCUMENTS

If everything goes smoothly after the interview, POLO will verify the documents and issue an Endorsement/Memorandum. POLO releases Verified Documents to the EMPLOYER/COMPANY.

STEP 6 - FORWARDING TO PRA

EMPLOYER/COMPANY sends ORIGINAL Verified Documents to its partner Philippine Recruitment Agency (PRA).

STEP 7 - SUBMIT TO POEA

The Philippine Recruitment Agency (PRA) submits ORIGINAL Verified Documents to POEA for final approval.

STEP 8 - POEA ACCREDITATION/REGISTRATION

POEA evaluates the original Verified Documents, if everything is in order, POEA will approve then issue accreditation/license to Employer/Company.

STEP 9 - PRA RECRUITMENT

The Philippine Recruitment Agency (PRA) can now start recruiting and/or processing the employment documents of the worker.

DOCUMENTARY REQUIREMENTS

A. INITIAL/RENEWAL OF ACCREDITATION

 

 DIRECT EMPLOYER (1-12) 

REMINDER: Make sure to download the CHECKLIST/GUIDE before complying with the requirements.

  1. POLO Application Form (ORIGINAL) – PROFESSIONAL/SKILLED Form 01  (sample/guide document)
  2. Manpower Request (ORIGINAL) – using POLO PROFESSIONAL/SKILLED Form 02  (sample/guide document)
  3. Master Employment Contract (ORIGINAL) with Salary Breakdown and List of Duties & Criteria *For DIRECT Employer & DISPATCH Company (download PROFESSIONAL/SKILLED Form 03 sample/guide document) *For PLACEMENT Company (download PROFESSIONAL/SKILLED Placement Form 02sample/guide document)
  4. Recruitment Agreement (ORIGINAL) notarized in Japan using PROFESSIONAL/SKILLED Form 04 (sample/guide document) with proof of direct communication between the PRA and Company (i.e. screenshot of zoom/skype teleconference)
  5. Clear Passport COPY (or any valid government-issued ID) of the Employer/Company Representative (colored)
  6. Clear Passport COPY (or any valid government-issued ID) of the Official Representative of the PRA (colored)
  7. COPY of the valid POEA license of the PRA (colored)
  8. Company Profile (ORIGINAL) – Use/download PROFESSIONAL/SKILLED Form 05  (sample/guide document)
  9. Company Registration/Tokibo Tohoun (ORIGINAL)
  10. Company Brochure/Pamphlets/Flyers (ORIGINAL)
  11. POLO may require additional documents, other than the ones indicated on the checklist, as may be necessary

 DISPATCH COMPANY additional requirements 

  1. Dispatch License – Copy of the Japanese license WITH English Translations (must bear the name, signature and/or inkan of the translator)
  2. List of Names and Addresses of clients – Use PROFESSIONAL/SKILLED Dispatch Form 01  (sample/guide document)
  3. Manpower Dispatch Request from the client company PROFESSIONAL/SKILLED Dispatch Form 02  (sample/guide document)
  4. Notarized Basic Dispatch Agreement between Dispatch company and its client company

 PLACEMENT COMPANY additional requirements 

  1. License as Placement CompanyCopy of the Japanese license WITH English Translations (must bear the name, signature and/or inkan of the translator)
  2. Manpower Request from the Direct Employer addressed to the Placement Company (ORIGINAL) PROFESSIONAL/SKILLED Placement Form 01  (sample/guide document)
  3. Company Profile (ORIGINAL) of the Direct Employer with brochure/pamphlet- using PROFESSIONAL/SKILLED Form 05  (sample/guide document)
  4. Company Registration/Tokibo Tohoun (ORIGINAL) of the Direct Employer
  5. Notarized Service Agreement between the Placement Company and the Direct Employer using PROFESSIONAL/SKILLED Placement Form 03  (sample/guide document)
  6. Notarized Joint Affidavit of Undertaking and Assumption of Responsibility by the Placement Company and Direct Employer to monitor the OFWs and to submit a report of significant incidents relative thereto using PROFESSIONAL/SKILLED Placement Form 04  (sample/guide document)
B. ADDITIONAL JOB ORDER
GENERAL REQUIREMENTS

  1. POLO Application Form (click here to download form)
  2. Valid accreditation with partner Philippine Recruitment Agency (PRA)
  3. Utilized at least 75%-100% of its initial job order/manpower request
  4. First batch of Filipino workers was already monitored by POLO 3-6 months after arrival (will be conducted upon submission of the application to POLO)
  5. All Filipino workers should have taken the online Post-Arrival Orientation Seminar (click here) and follow/like POLO’s official facebook page: https://www.facebook.com/poloowwatokyo/
  6. NEW Manpower Request
  7. COPY of the previously-approved Manpower Request bearing POLO and POEA stamp (APPLICABLE IF OLD POSITION)
  8. NEW Master Employment Contract (APPLICABLE IF NEW POSITION or if REQUIRED BY POLO AFTER EVALUATION) *For DIRECT Employer & DISPATCH Company (download PROFESSIONAL/SKILLED Form 03 sample/guide document) *For PLACEMENT Company (download PROFESSIONAL/SKILLED Placement Form 02sample/guide document)
  9. Copy of previously-approved Master Employment Contract bearing POLO and POEA stamp (APPLICABLE IF OLD POSITION)

A.      Additional requirements for PLACEMENT/RECRUITMENT COMPANY

A.1. NEW CLIENT

  • New Job Order Request from actual Employer/Client to FPA
  • Notarized Service Agreement between the Placement Agency and the actual employer
  • Notarized Joint Affidavit of Undertaking by the Placement Agency and the actual Employer
  • Business License or valid commercial registration of the actual employer (with English translation)
  • Company Profile & Brochure/Pamphlet

A.2. OLD CLIENT

  • Copy of the previously approved job order bearing stamp of POLO and POEA must be submitted (NOT APPLICABLE IF NEW POSITION)

B.       Additional requirements for DISPATCH COMPANY

B.1. NEW CLIENT

  • New Job Order Request from Client addressed to Dispatch Company
  • Notarized Basic Dispatching Agreement between the Dispatch Company and the Client (if in Japanese, provide English translation bearing name and signature of translator)
  • List of Names and Addresses of Clients

B.2. OLD CLIENT

  • Copy of the previously approved job order bearing stamp of POLO and POEA (NOT APPLICABLE IF NEW POSITION)

 

Important Reminders:

  1. POLO DOES NOT COLLECT FEES FOR THE VERIFICATION PROCESS.
  2. POLO Tokyo does not recognize third-party entities (brokers, immigration lawyers, or anyone not directly connected with the company) when inquiring, submitting, and follow-up of necessary documents.
  3. POLO is strictly NOT allowed to endorse or recommend any PRA.
  4. POLO is NOT allowed to participate in any negotiation concerning the service fee/mobilization fee or other fees collected by the PRA from the Japanese company.
  5. Japanese companies may consider a PRA with experience in deploying Filipino workers in Japan.
  6. Japanese companies are strictly required to directly coordinate or communicate with the authorized representative of the PRA. POLO may require proof of direct communication.
  7. Use A4 size paper only. Do not staple the documents, you may only use paper clip.
  8. The documents should be arranged/organized in accordance with the checklist.
  9. ALL details must be ENCODED/TYPE-WRITTEN.
  10. All documents in the Japanese language shall be translated into English. All translations shall either have a certificate of translation or at least affix the name, signature, and/or inkan of the person who translated the material.

 

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