What Is the Employment Insurance Insured Person Certificate? When You Get It and How to Have It Reissued

When you are told "please submit your employment insurance insured person certificate" during a job change or departure, many people are puzzled because they don't know where it is. The employment insurance insured person certificate is an important document that proves your enrollment in employment insurance, and it can be reissued even if lost. This article clearly explains what the employment insurance insured person certificate is, when you receive it, and how to have it reissued along with what you need.

What is the employment insurance insured person certificate?

The employment insurance insured person certificate is a document proving that you are enrolled in employment insurance. It is issued when the company (employer) submits a "notification of acquisition of employment insurance insured status" to Hello Work and it is accepted.

The main contents listed are as follows.

Employment insurance insured person number
Insured person's name
Date of birth

One insured person number is assigned per person, and you carry over the same number even when you change jobs. For that reason, your new employer asks you to submit it so they can complete enrollment procedures under the same number.

Note that the "confirmation notice of acquisition of employment insurance insured status," which is attached to the insured person certificate, lists the workplace name and the date of status acquisition. If you don't want your previous company's name known, you can detach this part before submitting.

When you receive the employment insurance insured person certificate

The insured person certificate is issued by Hello Work when the company completes the employment insurance enrollment procedures, and in principle it is handed to you through the workplace. Generally, it reaches you within the month after you become an insured person.

However, in many cases the company keeps it to prevent loss and hands it over all together when you leave. If you don't recall receiving it when you joined, first check with the person in charge at your workplace whether they are keeping it.

Situations where the employment insurance insured person certificate is needed

Submission to a new employer: required to complete employment insurance enrollment under the same insured person number.
Procedures to receive unemployment benefits (the basic allowance): used at Hello Work to confirm your enrollment period and so on.
Application for the education and training benefit: needed to confirm your eligibility.

It is not used much while you are employed, but it is an important document needed at the time of departure or a job change.

How to have the employment insurance insured person certificate reissued

Even if you lose or damage it, it can be reissued at Hello Work. There is no fee for the procedure. There are mainly four methods.

1. Hello Work counter (same-day issuance)

If you apply at your nearest Hello Work counter, it is in principle reissued that same day if there are no problems with the documents. Reception is on weekdays only (roughly 8:30 a.m. to 5:15 p.m., varying by office) and is not accepted on weekends and holidays. If you are in a hurry, this method is the fastest.

2. By mail

If you cannot go to the counter, you can also apply by mail. Because issuance takes about 1 to 2 weeks, do the procedure with time to spare. To prevent postal accidents, it is recommended to send it by a method that leaves a record, such as tracked mail or simple registered mail.

3. Electronic application (e-Gov)

Using the government service "e-Gov," you can apply online anytime, 24 hours a day. However, note that in principle an electronic signature (electronic certificate) is required, so advance preparation is needed. Issuance takes about a few days to one week as a guideline.

4. Application by a proxy

If you cannot go yourself, a proxy can apply. In that case, a letter of proxy, the proxy's identity verification document, and a copy of the applicant's own identity verification document are required. The letter of proxy is valid for 3 months, so do the procedure early.

If you are currently employed, you can also request reissuance through the company (HR/general affairs). If the company completed enrollment via electronic application, it may be keeping a PDF of the insured person certificate, which you may be able to obtain by printing or forwarding.

What you need for reissuance

Employment insurance insured person certificate reissuance application form: obtained at a Hello Work counter or by downloading from the website.
Identity verification document: one photo ID such as a My Number card or driver's license. If you have none, two different documents such as a health insurance card, residence certificate, or pension book.
Previous company information: having the workplace's official name, address, and phone number makes it go smoothly.
(For a proxy application) a letter of proxy and the proxy's identity verification document
(For mail) a return envelope (with a stamp affixed)

Points to note about reissuance

The validity is 7 years: if more than 7 years have passed since you left your previous job, it cannot be reissued and you will obtain a new insured person number.
It cannot be reissued if you were not enrolled in employment insurance: short-term part-time work that does not meet the enrollment conditions has no insured person certificate to begin with.
The insured person number cannot be given over the phone: for personal information protection, you must visit in person and confirm it after identity verification.
A reissued certificate bears a "reissued" stamp: your new employer can tell it is a reissued document, but Hello Work will not contact the company where you are currently employed.

Summary

The employment insurance insured person certificate proves your enrollment in employment insurance and is needed for procedures such as a job change and unemployment benefits. Even if you don't have it on hand, it can be reissued at Hello Work.

It lists the insured person number, name, and date of birth, and the number is carried over even when you change jobs
It is issued through the company at enrollment; the company often keeps it
Reissuance is by four methods—counter (same day), mail, electronic application, and proxy—and is free
What you need is the reissuance application form and an identity verification document
Note that it cannot be reissued once more than 7 years have passed since leaving

Check whether you have it on hand before a job change or departure, and if you can't find it, consulting your workplace or Hello Work early gives you peace of mind.