Request for employment certificate or company's own certificate (My requests) For employees

The feature to create the "Employment certificate" is currently unavailable. (Added January 12, 2024)
*You will still be able to use the feature to create your company's own certificates, such as an enrollment certificate (在籍証明書).

Employment certificate" from April Reiwa 06 (2024)
The Children and Families Agency announced that the forms to be used when applying for admission to a licensed day care centers, etc., will be changed from the original forms of each municipality to the nationally standardized forms. [May 29, 2023, Office Announcement issued by the Child Care Policy Division, Child Care and Family Affairs Bureau, Children and Families Agency]

From now on, each municipality's own "Employment certificate" (for Myna Portal API linkage, which was created in this manual) will not be used.
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You can create a "Employment certificate," which is required when applying for a licensed day care center, etc., according to the format of each local government.  You can also create your company's own certificate.
You fill in the required information and make your request. Then you download (or receive by mail) the completed certificate after it is approved by HR, etc.

If an employee wishes to requests a certificate, please follow the steps below.
*Depending on your company's settings, the employee may not create the certificate, but HR may create it on his/her behalf.

Certificate requests
 How to request
  To create an employment certificate by the municipality
     To create company's own certificates (e.g., Employment certificate)
     To upload form by you (or submit paper form)
   ■Create your own employment certificate form
   ■Create from the city search screen
  Enter comment
  Delete Request
How to download completed certificates

Certificate requests

① Click on Employees [My requests].
② All requests that can be created will be displayed.
  Click "Certificate requests."

How to request

To create an employment certificate by the municipality

You create a municipal employment certificate  which is uploaded to the Myna portal.

① Click "Search for a city’s form."
Note: If the company's own certificate form is not registered, only "Search for a city’s form" will be displayed.

 

②  Select the prefecture you wish to create.
③  Select the city/town/village to create.

④ For municipalities whose forms are registered in Workcloud via Myna portal API, the form name will be displayed.
Click "Request form."

⑤ Enter the required information.



⑥ Click "Submit request."

⑦ Waiting for HR approval..., a message will appear.
Note: If you wish to cancel your request, click "Cancel request" at the bottom.
You can cancel the request even after it has been approved by the company admin, but you will not be able to cancel it once the certificate preparation has started and the status "In progress" is displayed.

 

To create company's own certificates (e.g., Employment certificate)

A company's own certificate (e.g., employment certificate), which is not issued by the municipality, can be used if a template form has been prepared in advance. If available, they will be displayed after clicking "View available forms".

① Click "View available forms."

② Check the name of the request to be created.
③ Set the required information.
④ Click "Submit request."

⑤ Waiting for HR approval..., a message will appear.
Note: If you wish to cancel your request, click "Cancel request" at the bottom.
You can cancel the request even after it has been approved by the company admin, but you will not be able to cancel it once the certificate preparation has started and the status "In progress" is displayed.

 

To upload form by you (or submit paper form)

If the form has not been uploaded to the Myna portal API, the form will not be displayed when you search for your municipality. Even if it is displayed, the form may be out of date. Or you may need to create your own employment certificate form for private or after school childcare, etc.
In that case you can request by uploading your downloaded form to Workcloud or submitting a paper form by mail.
Please use either of the following methods to request.
The feature to upload forms (submit in paper form) from yourself, for example, if you do not have a form to use, was released on November 6, 2023.

■Create your own employment certificate form

Use this form if you know that this form is not a municipal-issued employment certificate.

① Click "Submit a certificate form".
Note: The button name may have been changed from "Submit a certificate form" depending on your company settings.

② Enter the required information.

Click "Submit request."

Waiting for HR approval..., a message will appear.
After this, the flow is the same as that from in "To create an employment certificate by the municipality".

 

■Create from the city search screen

This can be used if you first search for a municipal form and check the name of the form and it is not appropriate. Or, if the municipality does not have an employment certificate registered, a new creation screen will open separately.

Click on "Search for a city’s form."

Search for the prefecture and city.
Click "Use my own form" if the displayed employment certificate is not the one you want to use.

In the case of a municipality whose forms have not been uploaded to the Myna Portal API, the message "There are no employment certificate forms for XX" will be displayed.
Click "Use my own form."

③ Enter the required information.

Click "Submit request."

Waiting for HR approval..., a message will appear.
After this, the flow is the same as that from in "To create an employment certificate by the municipality".

 

※※If your municipal employment certificate is registered but you are not sure if it is the form to be used ※※

Once you have clicked on "Request form" and "Download PDF template", check to see if it is the Employment certificate you will use.
If it is not the form you will use, click "Cancel" at the bottom to close the screen.

 

Enter comment

If comments have been received from your HR or the vendor, a mark will appear to the left of the request name.
If you wish to enter a comment (even if it is not marked), or if you have received a comment and wish to reply to it, click on each request and enter it in the "Add comment" field at the bottom.

① Click on the request name for which you wish to enter comment.

② Enter comment.
③ Specify the destination for comments.
④ Click "Add comment."
If you have received a comment from your HR or the vendor, click "Mark read". The unread mark will be hidden from the request list.


Delete Request

Canceled requests can be deleted if they are no longer needed, such as when the same request is created in duplicate.

① In the list, click on the request you wish to delete that is marked "Request canceled.

② Click "Delete."

③ It has been removed from the list.

 

How to download completed certificates

When the certificate is complete, you will receive an email notification of its release to you.
Once you receive the notification, you can download the PDF file from the screen.

① (After clicking on the "My requests" menu) Click on " Certificate requests ".

② If "Request status" shows "Mailed & published" or "Published", you can download the completed certificate PDF.
Click on the request name you wish to download.

③ Click "PDF."

The PDF was downloaded to your local download folder.

④ If "Require paper version: Yes" and "Direct to employee" is selected, the certificate will be mailed to the address listed under "Employee address to send to".
You will also receive a "Mailed" notice in your email.

 

Click here for the Japanese version of this manual.
就労証明書や会社独自証明書の申請(マイ申請)従業員用

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