What is the 'My Number' Card and Do I Need It?
What is the 'My Number' Card and Do I Need It? A Comprehensive Guide for International Students
Congratulations! You’ve made it to Japan. You’ve likely finished your orientation, found your way to your dormitory or apartment, and perhaps even mastered the art of ordering ramen from a vending machine. However, as you settle into your new life, you will inevitably encounter a term that sounds a bit mysterious: "My Number."
For many international students, the "My Number" system (officially known as the Social Security and Tax Number System) is one of the more confusing aspects of Japanese bureaucracy. Is it a social security number? Is it an ID card? Do you actually need it, or is it optional?
In this guide, we will break down everything you need to know about the My Number system, from the initial notification paper you receive in the mail to the sleek plastic ID card that can make your life in Japan significantly easier.
1. Understanding the Basics: What is the My Number System?
The "My Number" system was launched by the Japanese government in 2016 to streamline administrative procedures across three primary sectors: social security, taxation, and disaster response.
Every person residing in Japan who has a "resident record" (住民票, juminhyo) is assigned a unique, 12-digit number. This includes not only Japanese citizens but also foreign residents who are in Japan for a mid-to-long-term stay (generally anyone with a visa lasting more than three months, such as student visa holders).
Why does it exist?
Before this system, different government agencies held separate records for your health insurance, your taxes, and your residency status. Linking these records was a slow, manual process. The 12-digit My Number serves as a "common key" that allows different departments to verify that "Student A" paying health insurance is the same "Student A" working a part-time job and paying residence taxes.
Is the number permanent?
Yes. Your 12-digit My Number remains the same for your entire life. Even if you leave Japan and return years later on a different visa (for example, switching from a Student visa to a Work visa), your number will remain the same. Therefore, it is vital to keep this number safe and not lose track of it.
2. Notification vs. Card: Identifying the Two Different Forms
One of the biggest sources of confusion for international students is the difference between the Individual Number Notice and the Individual Number Card. When you register your address at the local ward office (区役所, kuyakusho) for the first time, the process begins, but you won't get a plastic card immediately.
The Individual Number Notice (個人番号通知書)
About two to three weeks after you register your address, you will receive a document in the mail called the "Individual Number Notice."
- What it is: A paper notification informing you of your 12-digit number.
- What it isn't: It is not an official form of identification. It does not have your photo on it.
- Usage: You can use this to confirm your number, but most banks or employers will require additional ID (like your Residence Card) if you only show this paper.
The My Number Card (マイナンバーカード)
This is the optional, plastic, credit-card-sized ID that contains an IC chip. It features your name, address, date of birth, gender, your 12-digit number (on the back), and your photograph (on the front).
To help you distinguish between the two, refer to the table below:
| Feature | Individual Number Notice (Paper) | My Number Card (Plastic IC Card) |
|---|---|---|
| Material | Paper / Document | Plastic with IC Chip |
| Cost | Free (Sent automatically) | Free (First issuance) |
| Photo Included? | No | Yes |
| Official Photo ID? | No | Yes (Highly recognized) |
| Application Required? | No (Sent after address registration) | Yes (You must apply for it) |
| Convenience Store Services? | No | Yes (Print certificates at 7-Eleven, etc.) |
| Validity | Permanent (for the number) | Linked to your visa expiration |
Do I need the plastic card?
While the 12-digit number itself is mandatory (you are assigned one whether you like it or not), applying for the plastic card is technically optional. However, for international students, having the plastic card is highly recommended for reasons we will explore in the next section.
3. Why Students Need It: Common Scenarios and Benefits
You might be thinking, "I already have a Residence Card (在留カード); why do I need another ID?" While the Residence Card proves your legal status in Japan, the My Number Card is used for specific financial and administrative tasks that the Residence Card cannot handle alone.
A. Part-time Jobs (Arubaito)
If you decide to work a part-time job (within the allowed 28 hours per week), your employer is legally required to collect your My Number. They need this for tax withholding and to report your income to the tax office. Without providing your number, you may face difficulties in getting hired or experience delays in your payroll processing.
B. International Money Transfers
This is perhaps the most critical point for international students. If you plan to receive money from your parents back home or send money abroad using services like Wise, GoRemit, or traditional bank transfers, you will be asked for your My Number.
* Anti-Money Laundering (AML) Regulations: Japanese banks are very strict. To prevent money laundering, they must verify the tax ID (My Number) of anyone sending or receiving international funds. If you don't have your My Number ready, your transfer might be frozen.
C. Printing Official Documents at Convenience Stores
In Japan, you often need a "Certificate of Residence" (Juminhyo) for things like signing a cell phone contract or renting an apartment.
* Without a Card: You have to go to the ward office during business hours (9 AM – 5 PM), wait in line, and pay about 300 yen.
* With a Card: You can go to any Lawson, 7-Eleven, or FamilyMart at 10 PM on a Saturday, insert your My Number Card into the multi-function printer, and print your Juminhyo instantly.
D. Health Insurance Integration
Japan is currently merging the National Health Insurance (NHI) system with the My Number Card (a system called Myna-ken-sho). Soon, your plastic My Number card will serve as your health insurance card at clinics and hospitals. This prevents you from having to carry multiple cards in your wallet.
E. Online Applications (Mynaportal)
The card allows you to access the "Mynaportal," a government website where you can check your pension records, see what information the government has on file for you, and even file taxes online (if you stay in Japan long enough to work full-time).
4. How to Apply: A Step-by-Step Guide for Students
If you have decided to get the plastic My Number Card (which we recommend!), the process is relatively straightforward but takes time.
Step 1: Receive your Notice
When your "Individual Number Notice" arrives in the mail, it will include an application form with a QR code. Do not throw this away!
Step 2: Choose your Application Method
You can apply in four ways:
1. Smartphone (Easiest): Scan the QR code on your application form. It will take you to a website where you can upload a digital selfie.
2. PC: Enter the application ID from your form on the official website and upload a photo.
3. Mail: Fill out the paper form, attach a physical photo, and mail it back in the provided envelope.
4. ID Photo Booth: Many photo booths in malls or stations have a "My Number Card Application" button. You pay for the photo, scan your QR code, and the booth sends the application automatically.
Step 3: Wait for the "Issuance Notice"
It usually takes about one month for the card to be processed. Once it’s ready, you will receive a postcard (the Issuance Notice) in your mailbox telling you to come and pick it up.
Step 4: Pick up your Card at the City Hall
You cannot receive the card by mail for security reasons. You must go to your local ward office or a designated "My Number Center" in person.
* What to bring: The postcard you received, your Residence Card, and your "Individual Number Notice" (the paper one).
* Setting Passwords: At the counter, you will be asked to set several passwords (usually a 4-digit PIN and a longer alphanumeric password). Write these down! If you forget them, you’ll have to go back to the city hall to reset them.
5. Security and Privacy: Handling Your Number Safely
Because the My Number is linked to your taxes and social security, it is considered highly sensitive information. You should treat it with the same level of care as your passport or bank PIN.
Who is allowed to see your number?
You should only provide your My Number to:
1. Government offices (for administrative procedures).
2. Your employer (for tax and insurance purposes).
3. Financial institutions (for bank accounts and remittances).
| Situation | Should you give your My Number? |
|---|---|
| Opening a Bank Account | Yes |
| Renting an Apartment (Landlord) | No (Usually not required) |
| Applying for a Part-time Job | Yes (After you are hired) |
| Signing up for a Gym Membership | No |
| Registering for a Point Card at a Store | No |
| Applying for University Scholarships | Sometimes (Check the specific requirements) |
What if I lose my card?
If you lose your plastic My Number Card, you must immediately call the toll-free "My Number Card Hot Line" to suspend the card's functions. This ensures that no one can use the IC chip for identity theft. Afterward, you should report the loss to the police and then visit your ward office to apply for a replacement (which usually costs around 800–1,000 yen).
A Note on Visa Renewals
Whenever you renew your visa or change your address, you must take your My Number Card to the ward office to have the information updated on the chip and the front of the card. If your card expires (which usually happens on the same day your visa expires), you may have to pay a fee to get a new one. Always keep your card updated alongside your Residence Card.
Conclusion: Making Your Life in Japan Easier
In summary, while the plastic My Number Card is not "mandatory" in the sense that the police will arrest you for not having it, it is a vital tool for the modern international student in Japan.
It simplifies the process of getting a job, ensures your money transfers from home arrive without a hitch, and saves you hours of waiting in line at the government office. As Japan continues to digitize its society, the My Number Card will only become more useful.
Our advice? As soon as you receive that notification paper in the mail, take a few minutes to scan the QR code and apply for the plastic card. It’s a small bit of paperwork that will save you a lot of headaches during your academic journey in the Land of the Rising Sun.
Welcome to Japan, and good luck with your studies!