Request for employment certificate or company's own certificate (My requests) For admins & HR managers

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.

Please contact us if you wish to use this feature.

Company admins and HR managers can check the status of certificate request on the "Requests dashboard".
On this screen, you (Company admins and HR managers) check the requests received from the employee and approves (or rejects) it.  
Depending on the setting, you may enter the required information before the vendor (Ceridian) begins work.
The work is then transferred to the vendor.
*Depending on the settings, the vendor (Ceridian) may require you (customer HR) to confirm the PDF after it is created by the vendor after approval. After confirmation, the work will again be transferred to the vendor for mailing and publication.

It is also possible to create certificates of employment or company's own certificates that have already been created on behalf of eligible employees.
In the "Monthly counts" section, you can see how many certificates have been mailed for each month.

Certificate requests
 Approve/Reject
  ■To approve/reject from the list
  ■To approve/reject after checking the request content
  ※※Cases in which HR needs to be entered on the Certificate of employment※※
  ■Cancellation after request submission
  ■Confirm PDFs already created by the vendor (depending on settings)
 Create on behalf of the employee
  ■Create from the Request dashboard screen
  ■Create from an individual employee's screen
  ※※Cases in which HR needs to be entered on the Certificate of employment※※
Number of each badge
Check the request, approval, and mailing times
Check comments
Monthly counts
Copy the company's own certificate template (optional)

Certificate requests

Here you can check the status of requests and approve or reject requests. You can also create requests on behalf of employees.

① Click ADMINS [Approval requests].
② Click "Certificate requests" - "Certificate requests".

③ You can check the status of each request on the Request dashboard screen.

Approve/Reject

For requests whose status is "Approval requested", select the target request line from the list or check the request content and you approve or reject.

■To approve/reject from the list

④ Check the boxes for the requests to be approved (or rejected).
⑤ Specify "Approve selected requests" or "Reject selected requests".
⑥ Click "Apply action".

■To approve/reject after checking the request content

④ (on the screen after clicking the target employee on the list), check the contents and click "Approve" (or "Reject").
Note: The message will appear when there are fields to be entered by HR. For more information on this input, please refer to "Cases in which HR needs to be entered on the Certificate of employment" section later in this section.

★A feature was released on November 6, 2023 that allows employees to upload a form or provide a paper form if there is no suitable form for the employee to create a request.
The approval/rejection process is the same as before.

When the employee selects "Use paper original" at the time of request, the vendor (Ceridian) will change the "Original form receipt time: Not received" to 'Mark as received'.

⑤ Read the message and click "Yes".

If you want to unapprove the request once it has been "approved", click on "Remove approval".
Note: Click "Download PDF template" to download a PDF of the applicable municipality that is blank.
Click "Download" to download the form uploaded by the employee.
From "Edit," you can change the content of the employee's request, e.g., with or without a paper version. However, it is not possible to delete or change the form file uploaded by the employee.

When the vendor (Ceridian) starts working, the message "In progress" will be displayed.
After that, you cannot edit or delete the requests.

At the bottom of the screen, you can select either the employee or the vendor to enter comments.

Note: To return to the overall certification request screen, click "View all certificate requests" in the upper right corner of the screen. To return to the list of certificate requests screen for the subject employee, click "Return to list".

※※Cases in which HR needs to be entered on the Certificate of employment※※

Depending on the setting, there are fields you (HR) will need to fill in.
In such cases, it is recommended that the approval and required fields be entered from the request screen for the subject employee.
Refer to " To approve/reject after checking the request content" above.

① Click on "View fields."
Note: It can be done either after or before approval.

② Go to the "HR-input data" section at the bottom of the screen.
Click "Edit.

③ Set the required fields by selection or text entry.
Note: Required input items may differ in each municipality.

④ Click "Save".
Note: If any of the required fields have not been filled in, a message will be displayed.

⑤ The settings have been reflected.

Note: To return to the overall certification request screen, click "View all certificate requests" in the upper right corner of the screen. To return to the list of certificate requests screen for the subject employee, click "Return to list".

■Cancellation after request submission

If an employee "cancels" a certificate request after submitting it, the request will appear on the list screen as "Request cancelled".
You will also receive an email notification of the cancellation.

Clicking on the target request, you can see the date and time the request was canceled in the middle "Request status" section.

The employee can cancel the request even after approval. However, once the vendor starts the certificate preparation process after approval and "In progress" is displayed, the request can no longer be canceled.
(If the employee cancels the request before approval, it does not need to "approve (or reject)".

Confirm PDFs already created by the vendor (depending on settings)

The employee requests and the Company admin (or HR manager) approves the request and then the vendor begins creating the certificate.
After the vendor creates up to a PDF, it may need to be confirmed by the customer HR, depending on the settings.
After you have reviewed and "Verify" the content, the work will again move to the vendor. The vendor will "publish" and mail the certificate to the employee (depending on the settings).
*If the vendor is set up to also "Verify," you do not need to do this.

① Click on the request whose status is "PDF generated".

② Click on "PDF" to review the downloaded certificate.
③ If the content is OK, click "Verify.

④ The status changes to "Verified". After this, the work is again transferred to the vendor, who will "publish" and mail the certificate to the employee (depending on the settings).

Create on behalf of the employee

If you create an employment certificate or company-specific certificate on behalf of an employee, please follow the steps below.

■Create from the Request dashboard screen

① Click on "New employment certificate" or "New custom certificate letter."
Note: "New custom certificate letter" is available if you (or Ceridian) have already created your company's own certificate template.

【Employment certificate (就労証明書)】

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 Search and specify by employee name or employee ID.
⑥ Click "Show request form."

⑦ Set the issue date and any other information. If "Send recipient: Direct to employee", please specify the address to send to.
It is recommended that the name of the child to be requested be written in the "Admins notes" field.
Note: Depending on the settings, "HR-input data" may appears. In such case, please enter at least the required fields in green.

⑧ Click "Create."
Note: After creation, the request is automatically placed in an "Approved" status.

【Company’s own certificate (custom certificate)】

Note: Company’s own certificates not issued by the municipality (e.g., Employment certificate) may be used if a form template has been created in advance.

② Check the certificate you wish to create.
③ Search and specify by employee name or employee ID.
④ Click "Create."

⑤ Enter the required information.
⑥ Click "Create."
Note: After creation, the request is automatically placed in an "Approved" status.

■Create from an individual employee's screen

① (After searching for the employee you wish to create) Click on "Requests" - " Certificate requests".
② Click on "New employment certificate" or "New custom certificate letter" if you wish to create a certificate that has already been created by your company (or Ceridian).
If the form has not been uploaded to the Myna portal API, the form will not be displayed when searching for a municipality in "New employment certificate".

Even if the form is displayed, it may be out of date. Or the employee may need to prepare his/her own certificate form for private or after school childcare, etc.
In such cases, you can create a certificate by uploading a form downloaded from or submitting a paper form by mail in "New other certificate".
★A "New other certificate" button was added on November 6, 2023 release.

【Employment certificate (就労証明書)]

③  Select the prefecture you wish to create.
④  Select the city/town/village to create.

⑤ Click "Request form."
The procedure after this is almost the same as creating a certificate from the list.

【Company’s own certificate (custom certificate)】

Note: Company’s own certificates not issued by the municipality (e.g., Employment certificate) may be used if a form template has been created in advance.

③ Confirm the name of the certificate to be created and click "Create".
The procedure after this is almost the same as creating a certificate from the list.

【Other certificate】

This can be used to upload a file of forms such as an employment certificate downloaded from a municipal website, etc., or mailed in paper form.

③ Set the issue date and other information.
In the "Employee-supplied form method" field, select "Use upload form" to upload a file if you uplod a file.  If you are mailing the form to the vendor (Ceridian) in paper form, select "Use paper original.
If "Send recipient: Direct to employee", please specify the employee's mailing address.
④ Click "Create."
Note: After creation, the request is automatically placed in an "Approved" status.

 

※※Cases in which HR needs to be entered on the Certificate of employment※※

Depending on the setting, there are fields you (HR) will need to fill in.
In that case, "HR-input data" is displayed at the bottom of the request screen.
Please set the necessary items for selection or input.
Note: It can also be set from the edit screen after creation.

Note: If any of the required fields have not been filled in, the message will be displayed.


Number of each badge

 

Check the request, approval, and mailing times

The display shows the year, month, and date, but you can also check the time by hovering the mouse over it.

 

Check comments

Click on "All comments" to see the unread comments that have been sent to HR.
Also, in the bottom list of the "Request dashboard," if there are unread comments, they will be marked next to employee’s name.
Both of these can be hidden by clicking "Mark read".

■To reply to a comment from the "All comments" screen

It can only be used to reply to comments sent to HR.

① Click on the request that appears under the target employee's name.

② Go to the comment input section of the target request. Enter your comments.
③ Select where to send comments.
④ Click "Add comment."

■To enter comments from the "Request dashboard" screen

It can be used regardless of whether comments have been sent to HR or not.

① Click the target request.

② Go to the target request. Enter "Add comment" at the bottom.
③ Select where to send comments.
④ Click "Add comment."

Monthly counts

You can check the number of items mailed each month.
Note: Even if the request date is in the previous month, it will be counted in the month to which the mailing date corresponds.

 

Copy the company's own certificate template (optional)

If a company's own certificate, such as an employment certificate (在籍証明書), has been prepared in advance, the template can be copied.
After copying, the name and contents are partially changed and saved. Employees can use it from My requests and you (company admins and HR managers) can also use it when creating on behalf of  employees.

① Switch to the "Certificate requests" - "Custom certificate templates" screen.

② Click on the name of the form you wish to copy.

③ Click "Copy."

④ This is the same content as the copied form. Please change the parts that need to be changed.
Note: The "Custom form name" is written "(Copy)" after the name of the copied form. Please change it to another name.

⑤ Click "Save."

⑥ The name of the form will be displayed with the name of the form renamed in ④.

 

・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)会社管理者・人事管理者用

・Here is a manual for employees to request an employment or company-specific certificate, and to download once completed.
Request for employment certificate or company's own certificate (My requests) For employees

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