What is a resident registration card? Basic information for university students

A resident registration card is an important document that officially certifies the address of every person living in Japan. When university students start living alone, they often wonder whether they should transfer their resident registration card. When going on to higher education or moving, resident registration cards have a significant impact on daily life, as they are directly linked to various procedures at government offices and identification.

Below, we will explain the role and legal status of resident registration and the impact it has on university students.

The role of resident registration and situations in which it is necessary to submit it

A resident registration card is a document that municipalities use to record and certify where an individual lives.

The role is to:

• It can be used as proof of address for financial institutions, mobile phone contracts, and for obtaining or renewing a driver's license.
• It serves as basic information for receiving administrative services, medical care, and welfare services.
• To grant voting rights in elections and determine where to send notices, etc.

These are the three reasons. When university students start living alone, there are many situations where they are required to submit their resident registration card, such as when signing a part-time employment contract, applying for a scholarship, or signing a rental contract. Therefore, the resident registration card is not just a record of address, but can be said to be an important document that is closely related to their daily lives.

Is it legally required to transfer residence?

Changing your residence registration is required by the Basic Resident Register Act.

in particular

• If you move and change your base of residence, you must transfer your residence registration to your new city, town, or village within 14 days.
• Failure to do so may result in penalties known as "penalties."

However, for university students, living alone in a boarding house for a short period of time or returning home is considered "temporary residence," and so they do not necessarily have to transfer their residence registration. For this reason, many students actually keep their residence registration at their parents' home.

However, when you consider things like license renewal, voting rights, and access to government services, transferring your residence registration can make your life go more smoothly in many cases. It is important to understand the difference between legal obligations and actual operations before making a decision.

Cases where university students need to transfer their residence registration

Not all university students living alone are required to change their residence registration. However, if the center of their lives is completely shifted from their parents' home or if they will be living at the same address for an extended period of time, it is required by law and practice to change their residence registration.

Here, we will summarize typical cases in which you should transfer your residence registration and explain the situations in which university students will need to make the notification.

If you have completely moved out of your parents' home

Resident registration is based on your "main place of residence."

Therefore, if you are leaving your parents' home to go to university and will be living alone for most of your daily life, you will need to transfer your residence registration. The criteria for determining whether your base of residence has changed include where you live on weekdays, how you spend your living expenses, and who you contract with for mail and utility bills.

For example, if you rent an apartment near your university and commute to school, work part-time, and spend all your daily life at your new address, your new home will be considered your base of operations rather than your parents' home. By transferring your residence registration, you can more easily access government services and update your identification documents, avoiding inconveniences in your social life.

If you plan to live alone for a long period of time (more than one year)

If you are staying in a temporary lodging house or for a short stay of a few months, it is not necessary to change your residence registration, but as a general rule, you should change your residence registration if you are living at the same address for a long period of time (more than a year).

The law also stipulates that "when you move your base of residence, you must change your residence registration within 14 days," and this applies to long-term residence.

For example, if you plan to live in the same apartment for four years, from your first year of university until graduation, not transferring your residence registration will make it difficult to issue certificates or exercise your right to vote, and in the worst case scenario, you may be subject to a fine. If you plan to live in an area for the long term, transferring your residence registration early is safer both in terms of your lifestyle and the law.

When your address has been fixed due to further education or employment

You should also transfer your residence registration when you have settled into a new place of residence, such as by going to university or getting a job after graduation. In particular, it is necessary to transfer your residence registration because many people will live at the same address for four years or more after entering university, and social insurance and tax procedures will be required when starting work.

By transferring your residence registration, you can smoothly change the address on your driver's license and My Number card, and also smoothly complete the various contracts you need as a working adult (bank accounts, credit cards, rental contracts, etc.). If you keep your residence registration at your parents' home, you may not receive government documents or health checkup notices, and you risk overlooking important procedures.

It is advisable to transfer your residence registration once you have settled in a place of residence due to further education or employment.

Cases where university students do not need to transfer their residence registration

Even if you are a university student living alone, it is not necessarily necessary to transfer your residence registration. If it is determined that your base of life is still in your parents' home, or if you are only residing there for a short period of time, there is no problem in keeping your residence registration at your parents' home.

Here, we will explain in detail the specific cases in which you do not need to transfer your residence registration.

Temporary lodging or short-term rental agreements

University students who live in a boarding house temporarily or in an apartment on a short-term contract of six months to a year or less do not need to transfer their residence registration.

The Basic Resident Registration Act requires that a person be registered as a resident in their "main place of residence," but short-term stays are not considered a "change of main place of residence."

For example, a stay of a few months to prepare for studying abroad or a stay only during summer or spring vacation is considered temporary. In such cases, you can avoid the hassle of transferring your residence registration and continue to live in your parents' home. However, it is important to understand that your residence registration will remain in your parents' home if you are required to submit necessary documents during your short-term stay.

When your parents' home is considered your base of living

Even if you live alone, if it is determined that your main life is at your parents' home, there is no problem if you do not transfer your residence registration.

For example, if you go back to your parents' home every time you have a long vacation and rely on them for the majority of your living expenses, or if your utility bills and mail are sent to your parents' home, your new home will be considered a "temporary residence," so you do not need to change your residence registration.

However, when verifying your address at a part-time job or at the city hall, you will need to enter your parents' address. This is determined based on where your main life is, so it's important to think about how you should handle your resident registration while reflecting on your lifestyle.

If you are living in a monthly apartment or dormitory

Monthly apartments and student dormitories, which are often used by university students, are considered temporary housing facilities, so there is no need to transfer your residence registration. Monthly apartments are assumed to be short-term use with a one-month contract period, and dormitories are entered and left at the end of the academic year or upon graduation, so they are not considered your main residence. There are no legal issues with keeping your residence registration at your parents' home, and the advantage is that you can avoid the complicated procedures.

However, if you move out of the dormitory and plan to live in the same area for a long period of time, you will need to transfer your residence registration. It is important to decide whether or not you should transfer your residence registration depending on your university life style and contract period.

Benefits of transferring your residence certificate

When university students start living alone, transferring their residence registration significantly improves the convenience of their lives. The major benefit is that it makes it easier to use government services and update identity documents, and avoids the hassle of procedures. Furthermore, voting rights and receiving notices can be obtained at the new address, reducing inconveniences in social life.

Here we look at some specific benefits.

You can receive administrative services at your new address

By transferring your residence registration, the city, town or village to which you have moved will be recognized as your base of operations, and you will be able to use government services without any problems.

for example

• Enrolling in national health insurance and national pension plans, changing your address, and issuing a resident registration certificate and seal registration certificate can all be done at the city hall of your new address, so you can complete the procedures without returning to your parents' home.
• Another major benefit is that you can receive the services you need to live at your current address, such as garbage disposal rules, various subsidy systems, and local medical support.

If you don't transfer your residence registration, you will have to go back to your hometown's city hall to obtain the necessary documents, which will take time and money. In order to ensure a secure university life, transferring your residence registration is an efficient and rational choice.

Change your address on your driver's license or My Number card easily

If you transfer your residence registration, you can smoothly change your address on official documents such as your driver's license and My Number card. You will be asked to present these identification documents frequently during your university life, such as when hiring a part-time job, signing a rental contract, or opening an account at a financial institution.

If you have not transferred your residence registration, there are many cases where the address does not match, making the procedure more complicated and requiring you to submit additional documents. Also, when renewing or reissuing your residence card, you can only do so in the municipality where you are registered, which is inconvenient as you have to return to your parents' home.

If you transfer your residence registration and update it to your new address, identity verification will be smoother, which is a major benefit as it will make it easier to sign various contracts in your university and working life.

Voting rights and various notifications can be received.

By transferring your residence registration, you will be able to exercise your right to vote in the area where you move. However, you can only vote in the municipality where you are registered as a resident, so if you leave your residence registration at your parents' home, you will not be able to vote unless you return home. This is a major constraint for university students who are interested in politics and the local community.

In addition, important notices such as health checkups, vaccinations, scholarships, and subsidies will also be sent to your new address, preventing you from missing out on information. It is especially important to be able to receive documents directly related to your daily life, such as My Number card renewals and health insurance card deliveries.

Transferring your residence registration not only increases the convenience of your daily life, but also lays the foundation for fulfilling your social responsibilities.

Benefits of not transferring your residence certificate

Many university students living alone choose not to change their residence registration. This is because it allows them to avoid complicated procedures and provides the convenience of being able to continue receiving local government services. Another advantage is that they can list their parents' address on their resume when looking for a job or part-time work.

Here we will introduce the main benefits of not transferring your residence registration.

No hassle involved in the procedure

The biggest advantage of not changing your residence registration is that you can avoid the hassle of filing moving-out and moving-in notifications.

When moving, there are many procedures that require address changes, such as changing your bank account, insurance, and mobile phone number, in addition to your residence registration. Especially if you are living alone with the intention of staying in a boarding house for a short period of time or returning to your parents' home, changing your residence registration every time can be a major burden. Therefore, by choosing not to change your residence registration and instead remaining at your parents' home, you can significantly reduce the amount of paperwork you have to go through after moving.

Legally, you are required to move to your new home, but in many cases, if you are only staying there for a short period of time, it is not necessary to move, making it a realistic option for students.

Coming-of-age ceremonies and notifications can be held locally

Another benefit of leaving your residence card at your parents' home is that you can receive notifications about your coming-of-age ceremony and other government events in your hometown. Since invitations to the Coming-of-Age Ceremony are sent by the local government where you are registered, if you move your residence card after going to university, you may not be able to attend the ceremony with your friends from your hometown.

In addition, notifications about vaccinations, health checkups, election notices, etc. are sent to your parents' home, so you can feel secure knowing that your parents will check them for you. For students who want to focus on their university life, keeping their residence registration in their hometown means they can maintain an environment where their family can support them, which is a major advantage.

Even if your base of residence changes when you go to college, one of the benefits of not changing your residence registration is that it makes it easier to maintain ties with your parents' home.

Put your home address on your resume

When applying for a part-time job or job hunting, it is recommended that the address listed on your resume matches your residence card. If you keep your residence card at your parents' home, you can list your parents' address on your resume, giving hiring managers the impression that you have a stable base of living. However, if you are staying in a temporary lodging or short-term rental property, frequent changes of address may affect the credibility of your resume.

Using your parents' address can be beneficial in job hunting, as it shows that you have a stable, long-term address. However, you need to be careful about your actual contact information and receiving mail, and it is essential to devise ways to manage your mail so that application documents and notices do not arrive at your new home.

Disadvantages of not transferring your residence certificate

While keeping your parent's residence registration when moving out may seem convenient at first glance, it can also create inconveniences and risks that can disrupt your daily life. Typical examples include not being able to complete administrative procedures at your new address or exercise your right to vote. Furthermore, violating the Basic Resident Register Act could result in fines, so it's important to understand the disadvantages before making a decision.

Here we will introduce the disadvantages of not transferring your residence registration.

I can't get a resident card or certificate issued at my new address

If you have not transferred your residence certificate, you will not be able to issue certificates such as a residence certificate or a seal registration certificate at the city, town, or village office of your new address. Therefore, if you need these documents, you will have to go to your parents' city hall to collect them, which will increase your burden of time and transportation costs.

During university life, there are many occasions when you will be required to submit your residence certificate for part-time employment contracts, scholarship applications, and various other procedures. Returning to your parents' home every time this happens can be a huge burden and can disrupt your smooth life.

If you have transferred your residence registration, you can easily obtain it at a nearby government office, so in terms of efficiency and convenience, not transferring it is a clear disadvantage.

Unable to use government services and subsidy systems

If you do not transfer your residence registration, you may not be able to use the administrative services provided by the city, town or village of your new address.

for example,

• Local government-specific medical expense subsidies
• Rent subsidy for students
• Local health checkups and vaccinations

These items are only available to people who have a resident registration. Therefore, students who have their resident registration at their parents' home may be at a disadvantage because they will not be able to receive these services in their new area. Furthermore, since disaster evacuation information and information about benefits are sent to the address where the resident registration is registered, there is a risk that important information will not be received at the new address. If you move your base of life but do not change your resident registration, you may miss out on the support you are entitled to, which is a major disadvantage.

Unable to participate in elections, risk of fines

If you do not transfer your residence registration, you will not be able to exercise your right to vote in the local government where you move. Since you can only vote in the area where you are registered as a resident, you will not be able to vote unless you return to your parents' home. Not being able to exercise your social rights is a major disadvantage.

Furthermore, the Basic Resident Registration Act requires that you keep your residence card in your place of residence, and if you do not notify us within 14 days of moving, you may be subject to penalties known as "non-penal fines." Although there are few cases where you are actually penalized, you should be aware that this is a violation of the law.

This is something that is often overlooked while you are a university student, but once you enter the workforce, the risks of not transferring your residence registration cannot be ignored, as it affects your credibility and contracts.

Can university students work part-time without changing their residence registration?

Even if a university student starts living alone, it is possible for them to work part-time without changing their residence registration. When hired, all they need is a resume and identification documents, and changing their residence registration is not a requirement. However, care should be taken as there may be confusion when writing down their address and submitting documents.

Here we will explain in detail how to write a resume and its relationship to the documents you submit to your employer.

Things to keep in mind when writing your address on your resume

When applying for a part-time job, it is common to write your current address on your resume. However, if you have not moved your residence registration, the address on your residence registration will be different from the address you write on your resume.

In this case, it is effective to list your "current address (boarding house)" and your "registered domicile/residential address (parents' home)" separately on your resume. In particular, there is no problem with writing your actual address for salary transfers and contact information. Recruiters understand the circumstances of students living alone, so the difference in address itself is rarely a disadvantage.

However, if the address on your driver's license or My Number card differs from the address on your resume, you may be asked to submit additional documents, so it's a good idea to be prepared to explain this.

Relationship between documents to be submitted to your workplace and your resident registration card

After being hired as a part-timer, you will be required to submit documents related to payroll (tax withholding slip, dependent deduction declaration, etc.) and identification documents, but you are not required to transfer your residence registration. In most cases, identification such as a driver's license, student ID, or My Number card will suffice.

However, you may be asked to provide a copy of your utility bill or resident registration card to verify your address, so if your resident registration card is at your parents' home, you will need to use your parents' address. In that case, there will be no problem as long as you explain to your employer the difference between your current address and your parents' address.

The important thing is whether the address used on your pay slip and tax return matches the address on your residence card. You can work part-time without changing your residence card, but it's important to be careful about how you handle your address and organize the documents you submit.

How to transfer your residence certificate and the necessary documents

When a university student moves out and moves their residence, they must submit one of three forms to the local government office: a moving-out notification, a moving-in notification, or a moving-address notification. The procedure differs depending on whether they are moving to a different city, ward, town, or village, or within the same city, ward, town, or village, so it's important to check your specific situation.

Here we will explain in detail each notification and the required documents.

Notification of moving out (submit to your previous city, town or village office)

When moving to another city, town, or village, you must first submit a "moving out notification" to the local government office where you currently live. This will result in you being issued a "moving out certificate," which you will need for the necessary procedures at the city, town, or village where you are moving.

• Deadline for submission: You can submit the application 14 days before your planned moving date, but you must submit it within 14 days of actually moving out.
• Required documents: Identification document (driver's license, My Number card, etc.), personal seal (personal seal is acceptable), National Health Insurance card (only for those enrolled)

If a representative submits the notification, a letter of attorney is required. If you forget to submit a moving-out notification, you will not be able to complete the moving-in procedure at your new address, which will cause problems with using government services and issuing certificates, so be careful.

Notification of moving in (submit to the municipal office where you moved)

When you move to a new city, town or village, you will need to submit a "moving in notification" to the local government office.

• Submission deadline: This procedure must be completed within 14 days of moving, along with the "Certificate of Moving Out" received with the notification of moving out.
• Required documents: moving-out certificate, identification document, seal, National Health Insurance card (only for those enrolled), etc.

For university students, a resident registration card is often required when applying for a part-time job or a scholarship, so completing a moving-in notification will make life go more smoothly. You can also register your personal seal and change the address on your My Number card at the same time you submit your moving-in notification. Missing the deadline will be considered a violation of the Basic Resident Register Act, and you may be subject to a non-penal fine, so it's best to submit your moving-in notification as soon as possible after moving.

Notification of change of address (moving within the same city, ward, town, or village)

If you are moving within the same city, town or village, you will need to submit a "change of address notification."

• There is no need to exchange certificates like when filing a moving-out or moving-in notification.
• Deadline for submission: You must notify the local government office within 14 days of moving.
• Required documents: ID, personal seal, National Health Insurance card (only for members), etc. The procedure can be easily completed at the counter.

Submitting a change of address notification will allow your new address to be reflected on your resident registration card and My Number card, facilitating the smooth process of signing up for utility contracts and issuing various certificates. If you neglect to submit the notification, even if you are moving within the city or ward, your change of address will not be reflected, which can cause inconvenience when submitting paperwork, so be careful. Even if you are a university student living alone, don't forget to submit a change of address notification.

Necessary procedures after transferring your residence registration

After a university student moves their residence registration, they must update various contract and system information based on their change of address. If left unattended, this can cause problems with government services and financial transactions, and can affect their family's dependent deductions.

Here, we will explain the procedures that are particularly important after transferring your residence registration, so that you can start your new life smoothly.

Change of address for health insurance and national pension

After transferring your residence registration, you must first change your address for health insurance and national pension.

Since many university students are dependent on their parents, they must notify the health insurance association they are enrolled in of their new address. In addition, students over the age of 20 are required to enroll in the National Pension System, so they must complete the change of address procedure at the local government where they have moved their residence registration.

If you forget to notify us, your health insurance card may be sent to your old address, and your applications for pension exemption or student payment exemption may not be processed correctly. Health insurance and pensions are important systems that directly affect your daily life, so it is important to change your address as soon as possible after moving your residence registration.

Change of address for bank account, credit card, and mobile phone contract

After transferring your residence registration, it is also essential to change your address with financial institutions and telecommunications companies, including bank accounts, credit cards, and mobile phone contracts. These are often linked to your residence registration as basic information for identity verification, and if your address does not match, you may not be able to smoothly renew or reissue cards or change your mobile phone model.

In particular, with credit cards, address matching is important to prevent fraudulent use, so changing it is essential to avoid any problems.

You also need to make sure that important notices from your bank and bills and contract information from your mobile phone company are delivered to the correct address. If you neglect to do so, it will cause major disruption to your life, so once you have moved your residence registration, be sure to change your address for financial and telecommunications-related matters as soon as possible.

Impact on student dependents and working student deductions

Many students worry that changing their residence registration will affect their parents' dependent deductions and working student deductions. The bottom line is that changing your residence registration in itself is not a reason to remove your parent from your dependent status. This is because dependent status is determined not by address, but by the amount of remittance and the percentage of living expenses you contribute.

However, if the address on the documents you submit for your tax return or year-end tax adjustment does not match, the procedure may become complicated. Also, when claiming the working student deduction, the address listed on your resident registration card is used as the basis, so it is important to update it as necessary.

Although there will be no disadvantage to tax deductions or continued dependent status, it is safer to make sure your resident registration card and actual address information match in order to ensure the procedure goes smoothly.

summary

The handling of residence registration for university students living alone is an important issue that directly affects convenience and legal obligations. As a general rule, if you move out of your parents' home, you must transfer your residence within 14 days, but there are cases where you do not need to transfer your residence if you are temporarily living in a boarding house or dormitory.

By transferring your residence registration, you can enjoy many benefits, such as access to government services, the issuance of certificates, changing your address on your driver's license or My Number card, and exercising your right to vote.

On the other hand, while there are advantages to not transferring your residence card, such as saving you the trouble of going through paperwork and being able to celebrate your coming-of-age ceremony in your hometown, there are also disadvantages, such as not being able to use government services, not being able to vote, and the risk of being fined.

It is important to consider your lifestyle and future career path, compare the pros and cons, and decide whether or not to transfer your residence registration. Please refer to this article.