SSW Receiving Company Reporting Obligations — Periodic and Ad Hoc Reports: Deadlines, Contents, and Penalties

Companies that receive Specified Skilled Workers (SSW) — known as "specified skilled worker affiliated organizations" (特定技能所属機関) — are required to file two types of reports with the Immigration Services Agency (ISA): regular periodic reports and ad hoc reports triggered by specific events. Failure to file carries criminal penalties and can affect the SSW worker's residence status renewal. This article summarizes each report type, its deadlines, and common pitfalls.

Overview of the Two Report Types

① Periodic Report (Quarterly)

SSW receiving companies must file a report on the previous quarter's reception status by the last day of January, April, July, and October each year.

• January 31: Report covering October–December
• April 30: Report covering January–March
• July 31: Report covering April–June
• October 31: Report covering July–September

Key items to report

• Each SSW worker's name, residence card number, nationality, and residence period
• Nature of the work they are performing
• Employment type and compensation (confirming equivalence to Japanese workers)
• Social insurance and tax compliance status
• Support plan implementation status (including Registered Support Organization involvement)

② Ad Hoc Report (Event-Triggered)

When any of the following events occurs, an ad hoc report must be filed within 14 days (17 days in some cases):

• Start or end of reception
  When a SSW worker begins or ends employment (contract end, dismissal, resignation, etc.) — report within 14 days.
• Changes to the organization
  Merger, corporate split, business transfer, change of company name or trade name, change of representative — report within 14 days.
• Changes to or discontinuation of the support plan
  When the support plan's content is changed, or support is discontinued — report within 14 days.
• Disappearance of the SSW worker
  When the company learns that an SSW worker has gone missing — report promptly (within approximately 3 days).
• Closure or insolvency of the organization
  When the business is dissolved or bankruptcy proceedings begin — report within 14 days.

Penalties and Consequences for Non-Filing

• Criminal fine: Failure to file or filing a false report may result in a fine of up to ¥300,000 (Immigration Control Act, Article 76-2, etc.).
• Residence status cancellation / renewal refusal: Filing failures constitute grounds for cancellation of the SSW worker's status and grounds for renewal refusal — directly impacting the worker's ability to stay in Japan.
• Loss of eligibility as an SSW receiving organization: Sustained filing violations can result in a finding that the company no longer meets the requirements to receive SSW workers, blocking future hiring.

Common Mistakes and Tips

• Missing the quarter-end deadlines: Set calendar reminders for the last day of January, April, July, and October.
• Forgetting the ISA system login credentials: Keep account information securely accessible.
• Forgetting to report worker departure: Integrate the ad hoc report into the standard offboarding process for foreign employees.
• Changing the support plan without reporting: Any changes to support plan content must be reported within 14 days.

How Sakura Central Legal Office Can Help

We prepare and submit both periodic and ad hoc reports, review and update support plans, and handle SSW residence status renewal applications on your behalf. Whether you are unsure about deadlines, need help with paperwork, or want to audit your filing history for gaps, please contact us for a free initial consultation.