Onboarding entry ④Commute allowance, bank accounts, social insurance, income tax, unemployment insurance – Workcloudヘルプセンター

12．Commute allowance
13．Bank accounts
14．Social insurance
15．Income tax
16．Unemployment insurance

12．Commute allowance

Register your commute allowance.
The screens displayed to you may vary depending on your company's settings.
Additionally, the information you need to enter may vary depending on company policies and your commute method.
*Depending on your company settings, this section may be hidden. If so, please proceed to the next section, “Bank accounts.”

First, please check whether the screen displayed is “Screen (A)” or “Screen (B)” as shown below.
Then, proceed to the input method that applies to you.
*The screen may also display text configured by your company.

Screen (A)

Please refer to “Input methods on Screen (A)” for instructions on how to enter data.

Screen (B)

Please refer to “Input methods on Screen (B)” for instructions on how to enter data.

Input methods on Screen (A)
Input methods on Screen (B)

Input methods on Screen (A)

If you notice an error in the required information while your request is pending, you cannot correct it yourself.
You will need to notify an HR member so they can reject the request, after which you can re-enter the information yourself or have HR register the correct details on your behalf.

① Click “Request a new commute allowance.”

Please select the commute method that applies to you.

■Public transportation
■Using the Office Work Request
■Fixed amount for private transportation
■Distance for private vehicle (automobile/motorcycle)
■Others

■Public transportation

Even if you use public transportation, please refer to the “Using Office Work Request” if you use “Using the Office Work Request” (transportation expenses are reimbursed only for the days you actually go to the office).

② Enter the details of the commute allowance.

③ Click “Save.”

④ Click “Next” to proceed to the next menu.

■Using the Office Work Request

For companies using the Office Work Request feature (transportation expenses are reimbursed only for the days you actually go to the office), please configure the settings as follows.

② Enter the details of the commute allowance.

③ Click “Save.”

④ Click “Next” to proceed to the next menu.

■Fixed amount for private transportation

If you commute using a vehicle you own and receive a fixed monthly commute allowance, please set the following details.

② Enter the details of the commute allowance.

ITEM	CONTENTS
Commute allowance start date	Enter the payroll start date for this commute method.
Commute method	Select “Private transportation (Fixed amount).” (Other commute methods displayed may vary depending on your company settings.)
Allowance period	Car commuting is basically on a daily basis. (The other displayed period may vary depending on company settings)
Start date of use	Enter the date on which you would like to start using the specified amount. *This “start date of use” does not affect payroll calculations. Only date data is retained for reimbursement purposes.
Commute distance (km)	Enter the one-way commute distance (km). You can enter up to two decimal places.
Total commute allowance	Can register even if it is not filled out. However, if the amount paid per month is fixed, enter the amount here.
Daily commute amount	Register the amount per day. The amount per day × the number of commute days will be paid as commute allowance. *Please ask your HR for the amount, as there are fuel and other charges.
Commute allowance proof	May be required by your company rules.

③ Click “Save.”
④ Click “Next” to proceed to the next menu.

■Distance for private vehicle (automobile/motorcycle)

If you commute by automobile or motorcycle and receive a commute allowance calculated based on the company’s standard fuel rate, please set the following details.

② Enter the details of the commute allowance.

③ Click “Save.”
④ Click “Next” to proceed to the next menu.

■Others

For details regarding walking commute or other commute allowances, please ask your HR.

② Enter the details of the commute allowance.

③ Click “Save.”
④ Click “Next” to proceed to the next menu.

Input methods on Screen (B)

① Click “Add new commute allowance.”

② With “Commute method: Public Transportation” still selected, click “Next.”

③ Specify the date from the calendar when you want to start using that route.
④ Enter the start station (or bus stop) and destination station (or bus stop).
When entered, candidates will be displayed by referring to JORUDAN’s transfer guide. Please select the appropriate one.

⑤ Click “Next.”
⑥ A list of possible routes will be displayed. Select the route you will use.
⑦ Click “Next.”
⑧ On the next screen, select the period for which the commute allowance is to be paid from the “Allowance period” list. After confirming, proceed with “Next.”
⑨ A confirmation screen will appear. If you need commute allowance proof, please attach it.
*Depending on your company's regulations, there may be a limit set on the amount of the commute allowance, and if the amount exceeds that limit, a confirmation message will appear. (You can still submit the request even if the message appears.) Click “Next.”

⑩ Click “Next” to proceed to the next menu.
(Example in the figure above: Select “Allowance period: Monthly” at ⑧)

＜Points to Note＞
・If station or bus stop names don’t appear in the candidates when you enter them in kanji in ④, try entering them in hiragana instead.
・If you select an option other than “Commute method: Public Transportation,” please refer to the corresponding commute method in “Input methods on Screen (A).”
・There may be cases where route search is not available even for public transportation.

In that case, click “Enter route manually” in ③.
For instructions on how to enter the information, refer to “Public transportation” in the “Input methods on Screen (A)” section (if you use Office Work Request, refer to “Using the Office Work Request”).

For detailed instructions on how to use the “Input methods on Screen (B),” please refer to this section as well.
Commute Allowance Registration (for commute wizard use) *⑦ and later

13．Bank accounts

Register the bank account to which your salary and bonus will be deposited.
*Depending on your company settings, this section may be hidden or view-only. If so, please proceed to the next section, “Social insurance.”

① Click “Add a new bank account.”

② Enter your bank name and account information.
The “Account name” field in the upper row is not actually related to the payroll transfer.
The “Account name (Katakana, alphabet)” in the lower column must match the bank account name.

③ Click “Save.”

④ Click “Next” to proceed to the next menu.

Notes
■Number of bank accounts can be registered
The number of accounts that can be registered varies by company. Ask your HR for details.

■Registration for JRE BANK
JRE BANK’s financial institution code is the same as that of its banking service provider, Rakuten Bank, Inc.
Therefore, search for “Rakuten Bank” in the “Search for bank” field.
In the “Search for branch” field, search for the name of a JRE BANK branch,

14．Social insurance

Enter your social insurance information.

① Enter information according to the input fields.

② Click “Save & next.”

15．Income tax

Register items related to your income tax.
*If your tax category shown is incorrect (or needs to be changed), please contact your HR.

① Enter information according to the input fields.

Note: Clicking “What is a widow?” or “What is a working student?” will take you to the National Tax Agency website.

② Click “Save & next.”

If you are eligible for a disability exemption
Please select Disability exemption, enter Disability handbook type, Disability handbook issue date, and the Disability level information.
Upload a copy of your disability handbook or other proof from “Choose file.”

16．Unemployment insurance

① Enter information according to the input details.

② Click “Save & next.”

・Next "⑤My Number tax ID and Request approval". Click here.

・Click here for the Japanese version of this manual.
オンボーディングの入力 ④通勤手当、銀行口座、社保、所得税、雇用保険

ITEM	CONTENTS
Country	Select the country where the receiving bank branch is located. If you select the country other than Japan, it will change as follows.
(If Japan is selected) Bank name Bank code Branch name Branch code	Click “Search for bank.” There you can search without entering the entire bank name. ① Click “Search for bank.” ② Enter the name of the bank (you do not have to enter all of them). ③ Click “Search.” ④ Click the appropriate bank as candidates are displayed. ⑤ Enter the name of the branch (you do not have to enter all of them). ⑥ Click “Search.” ⑦ Click the appropriate branch as candidates are displayed. Bank code and branch code are automatically reflected.
Account usage	Select from “General usage (both salary and bonus),” “Salary only,” or “Bonus only.” *“General usage (both salary and bonus)” may only be available according to your company regulations.
Account name	Enter the account name. This is not directly related to the payroll transfer.
Account name (Katakana, alphabet)	Enter the account name in katakana or alphabet. Be sure to leave a half-width space between your last name and first name. If you do not need a space, check the box “Allow bank account name without space?” box. This name must match the bank account name.
Account number	Enter your 7-digit account number.
Account type	Select either “Normal (futsuu)” or “Current (touza).” Notes: “Current (touza)” may not be available according to your company regulations. If you wish to specify it, please ask your HR in advance.
Notes	Enter notes as needed.
Proof of account number	Depending on your company regulations, you may be required to attach an image of the proof. In that case, please click on “Choose file” and upload the image.
Notes on attached file	Enter notes for attached file, if necessary.

ITEM	CONTENTS
Social insurance before?	Select your social insurance from the list. If you have never lived in Japan and do not have a National basic pension number, please select “First time in social insurance.”
National basic pension number	Enter a “4-digit number” - “6-digit number”. (All text must be in half-width characters) Note: If you have more than one pension number, click “I have more than one pension number” and the following entry fields will appear.
Proof of national basic pension number	If necessary, upload a copy of proof of your national basic pension number.
Notes on attached file	Enter notes on the attached file, if necessary.

ITEM		CONTENTS
Tax category (View-only)
You cannot make this change yourself. If you need to change your category, please contact your HR.
Kou	If you receive your salary exclusively from this company, or if this company is the primary payer.
Non-resident	Those who do not have an address in Japan or have lived in Japan for less than one year.
Otsu	Other than the above.
Income tax related settings
Household head name		Enter the name of the head of household.
Household head relation		Select the appropriate relation from the list.
Disability exemption		Select the appropriate item from the list. *If you are eligible for the disability exemption, please also refer to the item below “If You are eligible for a disability Tax exemption.”
Single parent/ widow exemption		Select the appropriate item from the list. *Widow will appear in the list if they are female under “4. Personal details” and their marital status is set to ‘Divorced’ or “Widowed/Widower.”
Working student exemption		Select “No” or “Yes.” If you select “Yes,” please select how you would like to submit your student certification and attach the proof if necessary.

ITEM	CONTENTS
Disability exemption	Select the applicable exemption, either “General disability” or “Special disability”
Disability handbook type	Enter the name of the handbook you have, such as “Physical Disability recordbook” or “Mental Disability recordbook”
Disability handbook issue date	Specify the date of issuance of the handbook from the calendar.
Disability handbook expiry date	May leave this blank.
Disability level	Enter your disability level
Disability proof status	Select from the list.
Proof of disability handbook	This appears when you select “Upload” in the upper item. Upload a copy of your disability handbook from “Choose file.” (Please upload in PDF, JPE, PNG or other formats)

ITEM	CONTENTS
Unemployment insurance number	Enter a “4-digit number” - “6-digit number” - “1-digit number”. (All text must be in half-width characters) The unemployment insurance number will be a number only. When you check the “This is my first job / I don’t know my unemployment insurance ID” box, the following options will appear. Select the appropriate option. Unless this is your “First time in unemployment insurance,” please enter (attach) the additional required information.
Proof of unemployment insurance number	If necessary, upload proof of your unemployment insurance number.
Notes on attached file	Enter notes on the attached file, if necessary.

ITEM	CONTENTS
Commute allowance start date	Enter the payroll start date for this commute method.
Commute method	Select the commute method to be used. (Other commute methods displayed may vary depending on your company settings.)
Allowance period	Select the period for the commuting allowance. (The other displayed period may vary depending on company settings)
Start date of use	Specify the actual start date you will use this commute method *This “start date of use” does not affect payroll calculations. Only date data is retained for reimbursement purposes.
Commute distance (km)	(Displayed when not on “Toll roads”) Enter the one-way commute distance (km). You can enter up to two decimal places.
Total commute allowance	Please ask your HR about the details.
Daily commute allowance	Please ask your HR about the details.
Commute allowance proof	May be required by your company rules.

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12．Commute allowance

Screen (A)

Screen (B)

Input methods on Screen (A)

■Public transportation

■Using the Office Work Request

■Fixed amount for private transportation

■Distance for private vehicle (automobile/motorcycle)

■Others

Input methods on Screen (B)

13．Bank accounts

14．Social insurance

15．Income tax

16．Unemployment insurance