Employment 2022

Last Updated July 06, 2022

Japan

Law and Practice

Authors



TMI Associates is one of the largest law firms in Japan, with offices in six locations in Japan and overseas branches in China, South-East Asia, the USA and the UK. Its labour and employment team is comprised of 39 lawyers, including 11 partners. The firm advises Japanese and multinational clients in various industries across the entire spectrum of employment-related matters, including litigation, M&A, and negotiation with labour unions. The team collaborates with TMI’s data privacy, intellectual property and criminal law experts, including former judges and public prosecutors, on matters that intersect with these areas, such as trade secret theft and employee misconduct. The team also regularly works with immigration experts within the firm.

Amendment to the Whistle-Blower Protection Act 

An amendment to the Whistle-blower Protection Act made in June 2020 became effective in June 2022. The purpose of the amendment was to encourage whistle-blowing by enhancing the protection of whistle-blowers. The main points of the amended Act are as follows: 

  • expanding the scope of “whistle-blower”, who is entitled to legal protection, to include (i) former employees whose employment has ended within one year, and (ii) officers; 
  • adding conduct that is subject to administrative sanctions to reportable facts which were limited to conduct subject to criminal punishment; 
  • requiring companies with more than 300 employees to establish a system to handle whistle-blowing, such as having a system to respond to whistle-blowing and identifying person(s) to engage in handling whistle-blowing (companies with 300 employees or less are simply required to make efforts to establish such a system); 
  • relaxing conditions for whistle-blowing to government agencies and to other third parties; 
  • exempting whistle-blowers from claims for loss or damages caused by the whistle-blowing; and 
  • imposing a confidentiality obligation on person(s) engaged in handling whistle-blowing with regard to information identifying the whistle-blower.  

Obligation of Employers to Publish Gender Pay Gap   

A ministry order pursuant to the Act on Promotion of Women’s Participation and Advancement in the Workplace was amended and enforced in July 2022 to require companies with more than 300 employees to publish information about the difference in wages between men and women employed by the company. The purpose of such amendment was to contribute to resolving the gender pay gap in Japan, which is larger than that of other industrialised countries. 

The pay gap information for the first business year ending after July 2022 will be required to be published within three months after the end of the business year. 

Regular Employees

An important distinction in employee status is between (i) indefinite-term, full-time employees (commonly called “regular employees”) and (ii) fixed-term and/or part-time employees (commonly called “non-regular employees”). There have been significant differences in employment conditions of regular employees and those of non-regular employees. Recently, new laws have been enacted to address this situation by prohibiting unreasonably different treatment, and many court cases have ensued.

Exempt Employees

Another important distinction is between exempt and non-exempt employees. Managers and supervisors who (i) have personnel and other management authority, (ii) decide at their own discretion when to start and finish their work, and (iii) receive higher salaries, are generally exempt from increased wages for overtime and holiday work. This requires particular attention, as the scope of employees who are considered exempt in Japan is much narrower than in some other countries and, as a result, employees are often incorrectly classified as exempt.

There are no formal requirements for entering into a written employment contract. An employment contract can be entered into orally. Upon hiring, employees must be given a written notification which states core employment terms such as the employment period, terms of renewal (if applicable), workplace, duties, working hours, days off, holidays, salaries and termination of employment.

Maximum working hours are eight hours per day and 40 hours per week, in principle. A labour management agreement (an agreement with a major labour union or, if such union does not exist, with an employee who represents the majority of the employees) must be entered into and filed with the Labour Standards Inspection Office every year in order to require employees to work beyond the maximum working hours. 

Even with the labour management agreement, overtime hours (the hours exceeding the maximum working hours) generally cannot exceed 45 hours per month and 360 hours per year for normal months. For busy months up to six months per year, this cap may be raised to 100 hours per month including holiday work, 720 hours per year not including holiday work, and 80 hours per month including holiday work on average over any period of two to six months.

Flexibility

Employers who would like to have some flexibility may, depending on the nature of their business, adopt one or more of the following:

  • a “flexible working hours system”, under which employees decide their own starting and finishing time, and working hours are calculated on a monthly basis;
  • an “irregular working hours system”, under which the starting and finishing time is determined by the employer, and the daily or weekly working hours can be longer than the maximum working hours so long as the average weekly working hours are 40 hours or less; and
  • a “discretionary working hours system”, under which employees who engage in certain work which requires discretion on how to proceed with the work can decide their own starting and finishing time, and working hours are deemed to be certain hours (eg, normal working hours at the workplace) regardless of the actual working hours.

Minimum Wages and Bonuses

Minimum hourly wages are determined per prefecture (ie, administrative district), in principle. Higher minimum hourly wages apply to certain industries. Prefectural minimum hourly wages are reviewed every year and are in the range of JPY853 to JPY1,072 from October 2022 (JPY1,072 for Tokyo, JPY1,023 for Osaka). A raise in the minimum wages is now under discussion.

There is no statutory obligation to pay bonuses or increase salary. The government does not intervene in the determination of compensation unless the amount is below the minimum hourly wage, determined based on discrimination, or reduced in an illegal manner.

Annual Leave

Employees whose attendance rate is 80% or more are entitled to ten to 20 days of annual paid leave per year depending on years of service. The number of entitled days is prorated if an employee works on a part-time basis.

Employees who meet certain criteria can take maternity leave (for delivery), childcare leave (up until the child reaches two years of age, at a maximum), and family care leave (for a family member requiring care). These leaves can be unpaid.

There is no legal obligation to provide paid sick leave for an illness or injury that is not work-related. When employees need to be absent from work due to such an illness, they commonly use annual paid leave. If they have used up annual paid leave, they may receive health insurance benefits which cover a part of their salary.

Employee Liability

Japanese law prohibits prior agreement on liquidated damages in case of an employee’s breach of an employment agreement. In addition, employers are prohibited from offsetting any claims against an employee with salary payment without the employee’s voluntary consent. It is, therefore, difficult to set forth a claw-back clause in Japan.

In Japan, it is possible for employers to adopt non-competition (or non-compete) clauses to restrict an employee’s activities for a period of time after the employment has ended. The validity of non-compete clauses is determined on a case-by-case basis. They will be considered void as a violation of public policy if they unreasonably restrict the employee’s constitutional right to choose his or her occupation.

To be enforceable, the non-compete clause must be reasonable in duration, geographic area, and scope of business or activity, and must be necessary to protect the employer’s legitimate business interests. Legitimate business interests may include technological and business secrets and information, protection of transaction with business partners, and avoidance of material damage on business operation. The courts also take into account the position of the employee, including the employee’s knowledge of confidential information and relationship with customers or suppliers, and the compensation awarded to the employee. 

In many cases, courts have sustained a non-compete clause but narrowly interpreted it by limiting its effect to an extent deemed reasonable. Typically, the courts are reluctant to acknowledge that an employee violated a non-compete clause simply by joining a competitor, and require that the employee is engaging in activities that harm the previous employer’s interests.

Since an injunction against competing activities directly interferes with an employee’s freedom of occupation, an injunction will only be granted when and to the extent it is necessary to prevent the employer’s damages. Under the current practice in Japan, the threshold is relatively high, and the courts do not easily grant an injunction based on a non-compete clause.

Freedom of Occupation and Business Competition

It is uncommon for Japanese employers to adopt clauses prohibiting the solicitation of former colleagues. The enforceability of such clauses is therefore not widely discussed. In principle, a balance must be sought between the solicited employee’s freedom of choice of occupation and the legitimate business interest of the employer. A clause prohibiting an employee from hiring a former colleague, even if there was no solicitation and the colleague applied of his or her own volition, is unlikely to be enforceable. 

In cases where employers have sought the liability of former employees for soliciting former colleagues based on tort, the courts have generally focused on the nature of solicitation. For example, if the departing employee solicits many of his or her team members to leave the current employer and join a competitor, the court will likely find that the nature of solicitation is malicious to the current employer, and thus consider the solicitation to be unlawful. Similarly, if the departing employee requests his or her ex-co-worker to bring the current employer’s proprietary information such as cost information, price list or customer list, it is more likely that the solicitation shall be deemed unlawful. 

On the other hand, if the solicitation is made based on a personal relationship on an individual basis without involving any disclosure of confidential information, it is less likely to be judged unlawful.

Clauses prohibiting the solicitation of customers are likely to be considered enforceable, as long as they can be shown to be necessary to protect the employer’s legitimate business interests, and do not unduly interfere with the employee’s freedom of choice of occupation. If the customer voluntarily approaches the ex-employee without solicitation from the ex-employee, the court is unlikely to consider it as a breach of non-solicitation clause.

Information on the Employee and Personal Rights

The Act on the Protection of Personal Information, which sets out rules on the protection of personal information of individuals in general, applies to the employment area as well. 

An employer must:

  • collect personal information properly;
  • publicly announce or inform the employee of the purpose of use of personal information unless it is obvious;
  • process personal information within the scope of purpose of use which has been announced or informed;
  • obtain the employee’s consent when transferring personal information to a third party unless the transfer falls under an exception under the Act;
  • in particular, when transferring personal information to a third party located in a foreign country, obtain the employee’s consent to such overseas transfer after explaining certain matters such as the legislation on the protection of personal information in that country, unless the transfer falls under an exception under the Act;
  • implement safety measures to protect personal information and supervise employees and contractors who handle personal information; and
  • administer the employee’s request to access, correct, add or delete personal information.

In relation to data privacy, it is advisable to build into the work rules a provision that permits the employer to monitor and search employees’ communications and files stored on the employer’s computers and systems and other electronic devices.

Employers should also be mindful of the need to adopt rules on handling health information of employees, which became a legal obligation in 2019.

Foreign nationals with a working resident status are permitted to engage only in the type of work and for the term authorised pursuant to their respective resident status.

The “student” resident status and the “family stay” resident status (for those who reside as a family member of a person with a different residence status) are non-working statuses. However, if a foreign national with such status obtains a permit “to engage in an activity other than that permitted pursuant to the resident status granted”, the foreign national can work up to 28 hours per week. In addition, those with a student resident status can work up to eight hours per day, 40 hours per week during long-term vacations. 

On the other hand, foreign nationals with permanent resident status, special permanent resident status, long-term resident status, and spouses or children of a Japanese national or permanent resident do not have any limitations on the type of work or hours of work, other than such limitations that also apply to Japanese nationals.

If an employer causes a foreign national to work in Japan under any of the following circumstances, the foreign worker and the employer may be subject to imprisonment for up to three years and/or a fine of up to JPY3 million:

  • work without a resident status that permits work;
  • engage in work that does not fall within the work permitted under the applicable resident status;
  • work after the expiry of the resident status term; or 
  • work in excess of the hours under the permit “to engage in an activity other than that permitted pursuant to the resident status granted”.

Notifying the Local Authority

Employers are required to notify the name, resident status, period of stay, nationality, etc, of a foreign worker to the local Public Employment Security Office (Hello Work, harōwāku) upon the worker’s hiring and termination. Punishment for non-compliance is a fine of up to JPY300,000. The notification requirements do not apply to the hiring or termination of foreign nationals with a special permanent resident, diplomatic or public status.

Labour Unions

Labour unions are formed in accordance with the Labour Union Act and have internal rules for the organisation, election of officers and procedures to make decisions.

Traditionally, labour unions are formed in each company (ie, "enterprise unions"). Often, such enterprise unions belong to a higher hierarchy organisation consisting of enterprise unions in the same industry. These enterprise unions, especially if they constitute a majority of employees, have significant bargaining power regarding the employment terms and conditions of employees. Enterprise unions negotiate with employers for an increase of wages and bonuses, typically once a year in March (the "spring labour offensive"). The majority of enterprise unions have union shop agreements which require the employer to terminate non-managerial employees who do not become members of the enterprise union. The rate of unionised employees has dropped over the past few decades: according to a 2021 survey by the Ministry of Health, Labour and Welfare, it is estimated at 16.9%.

In recent years, another type of labour union has become popular. Labour unions which accept local workers of different companies, including managerial-class employees, are called "general unions" and are becoming increasingly active in supporting individual workers. General unions represent individual workers in negotiation with their employers on various matters including dismissal or resignation, change of employment conditions, and other issues in the workplace such as harassment or bullying. 

In principle, employers need to participate in collective bargaining with labour unions, including general unions, when requested. Refusing to engage in collective bargaining without a reasonable ground could constitute an unfair labour practice prohibited under the Labour Union Act.

There are two main types of employee representative bodies in Japan.

The first body is a majority labour union. When an enterprise union constitutes the majority of employees in a workplace, such an enterprise union is authorised to act as an employee representative body for that workplace. Typically, majority labour unions act as parties to labour-management agreements such as an agreement regarding overtime and holiday work hours (the Article 36 Agreement). Also, majority labour unions are entitled to, and required to, submit an opinion to the employer regarding the content of work rules when they are adopted or amended.

If there is no majority labour union in a workplace, an employee representative elected by employees acts as an employee representative body for purposes of executing labour-management agreements and submitting an opinion on work rules. The employee representative must be a non-managerial employee, and must be elected by a majority of the employees in the same workplace by a democratic method such as voting.

Procedural Regulations

Collective bargaining agreements (rodo-kyoyaku) are often entered into between employers and enterprise unions. They must be executed in writing. 

Standards regarding employment conditions set forth by a collective bargaining agreement prevail over work rules stipulated by the employer and terms of individual employment agreements. Any employment condition which is inferior to the standards set forth in a collective bargaining agreement is null and void even if such inferior employment condition is set forth in the work rules or individual employment agreements.

In addition to negotiations for executing or amending collective bargaining agreements, labour unions – general unions, in particular – may request employers to engage in collective bargaining to resolve various individual employment matters such as resignation, dismissal or resignation, change of salary or holidays, and trouble in the workplace such as harassment and bullying. Employers may not refuse collective bargaining without reasonable grounds and these are interpreted narrowly. 

Consequences of non-compliance

If the employer refuses to engage in collective bargaining without reasonable grounds, the union may apply for relief from unfair labour practice to a regional labour committee, which is an independent administrative body established under the Labour Union Act. The regional labour committee conducts an investigation regarding the unfair labour practice. In many cases, the investigation ends by settlement between the labour union and the employer. If a settlement is not reached, then the regional labour committee issues a decision either to recognise an unfair labour practice and order the employer to attend the negotiation, or reject the union’s petition. The losing party may appeal to the central labour committee or file a lawsuit to challenge the decision.

An employer can dismiss a non-fixed-term employee only if (i) there are objectively reasonable grounds, and (ii) the dismissal is considered to be appropriate in light of social convention. In practice, the employer bears the burden of proof to show that a dismissal has “objectively reasonable grounds” and “is appropriate in light of social convention”. Japanese courts apply a very strict interpretation of this standard, and have found many dismissals to be invalid unless there was a significant reason for the dismissal. Therefore many employers in Japan try to reach an agreement with the employee to terminate employment, rather than to dismiss the employee, in order to avoid the high risks associated with the dismissal and lengthy and costly disputes.

Grounds for Dismissal

Typical examples of grounds for dismissal are: 

  • an employee’s inability to work, or insufficient ability to work due to illness, injury, or where the employee is performing at a consistently low level in carrying out his or her duties; 
  • an employee has committed a material breach of his or her employment contract or work rules of the company; and 
  • decisions by the management to restructure the company due to the serious financial ill health of the company and there is a need to reduce the workforce as a result of such restructuring (ie, redundancy).

Redundancy

In a redundancy case, Japanese courts have continuously held that the validity of a dismissal will be determined based on a comprehensive analysis of the following four requirements when assessing the situation under the above standard:

  • there must be a business need to reduce the workforce;
  • the employer must make every effort to avoid the dismissal of employees (eg, reduction or suspension of recruitment, transfers, restrictions on overtime, offering voluntary early retirement);
  • the selection criteria to determine which employee is to be dismissed is reasonable; and
  • the appropriateness of the procedure (eg, whether sufficient explanations and discussion opportunities with the labour union or employees were provided).

The courts weigh the balance of necessity and reasonableness of the dismissal against the damages incurred by the affected employee due to the loss of his or her employment. A case-by-case analysis is necessary for determining whether these criteria are met. 

Other standards apply for fixed-term employees. Employers cannot dismiss employees hired under a fixed-term employment during their term without “unavoidable reasons”. This standard is even more strictly interpreted by the courts, compared to the standard for non-fixed term employees.

Procedures for Dismissal

There are no statutory procedures for lawful dismissal, except for the required notice of 30 days or payment in lieu of such notice, as described in 7.2 Notice Periods/Severance. However, as mentioned above, procedures such as providing sufficient explanation and consultation are given importance in considering the validity of a dismissal due to redundancy. Due process is crucial for disciplinary dismissals, as described in 7.3 Dismissal for (Serious) Cause (Summary Dismissal). In addition, in a case where a collective bargaining agreement is entered into between an employer and a labour union regarding the termination of employment, the employer must follow the provisions of such agreement.

Further, from an administrative perspective, an employer must notify the Public Employment Security Office in advance if any of the following situations occurs:

  • when 30 or more employees are expected to leave or to be dismissed within one month;
  • when five or more employees between the ages of 45 and 64 are expected to leave due to the failure to meet the standards of the continuous employment system at retirement age, or due to a cause attributable to the employer, or are expected to be dismissed within one month;
  • when an employee who has a disability is dismissed; 
  • when withdrawing job offers or postponing the hiring date for new graduates or cancelling or downsizing hiring plans for new graduates.

Notice of termination must be given 30 days prior to dismissal, unless the employer’s work rules or the employment agreement stipulates that the employer shall give a longer notice period. However, an employer may provide payment equivalent to the particular employee’s average wage for 30 days in lieu of such notice. The payment should be made when notifying the employee of the dismissal. An employer may also give a combination of notice and payment, in which case the employer will pay for the number of days short of the requisite 30 days (eg, if the employee gives ten days’ notice, the employer must pay an amount equivalent to 20 days of the employee’s average wage).

An employer may dismiss an employee without notice or payment in lieu of notice in the event that the company cannot continue to function due to a natural disaster or another unavoidable cause, or when reasons for dismissal are attributable to the employee. Under these circumstances, the employer must obtain the approval of the administrative office with respect to the reason in question.

In addition, the employer may dismiss, without notice or payment in lieu of notice, employees who are:

  • employed on a daily basis and have not been employed consecutively for more than one month;
  • employed for a fixed period not longer than two months and have not been employed consecutively for longer than that period;
  • employed in seasonal work for a fixed period not longer than four months and have not been employed consecutively for longer than that period; and
  • in a probationary period and have not been employed consecutively for more than 14 days.

Disciplinary Action

Dismissal as a disciplinary action due to an employee’s misconduct or illegal act is classified as “disciplinary dismissal”. This type of dismissal is different from a “regular dismissal” which is not a sanction but occurs when there is a reason to terminate employment that does not reach the level of a disciplinary dismissal.

As a disciplinary dismissal is a type of disciplinary action, it must follow the procedures and formalities required to conduct disciplinary action.

The Labour Standards Act requires employers to state what type of conduct constitutes grounds for disciplinary action and the types of disciplinary action. An employer cannot conduct disciplinary action based on grounds not stipulated in the work rules. 

In addition, an employee must be given the opportunity to defend himself or herself against an accusation. This is the minimum procedural requirement. If there are additional procedural requirements set forth in the work rules or a collective bargaining agreement, the employer must follow such procedures to conduct disciplinary action. If the employee violates a material procedural requirement, the disciplinary action may be void as an abuse of the employer’s right to impose discipline.

Even in cases where an employer takes disciplinary action based on the provisions of the work rules, if such disciplinary action lacks an objective, justifiable reason or the disciplinary action is considered to be unreasonable in light of social convention, the action may be deemed null and void as an abuse of rights by the employer. 

As a general rule, 30 days’ prior notice or payment in lieu of such notice must also be provided for disciplinary dismissal, except for cases where the chief of the Labour Standards Inspection Office otherwise approves. 

Employers may enter into termination agreements to end an employment relationship with an employee based on mutual consent. There are no specific procedures or formalities required under the law to conclude an enforceable termination agreement or to include a release clause in such agreement. 

However, a waiver of an employee’s rights may be deemed invalid if such employee’s consent to the waiver was not made under his or her “free will”. The courts will look into whether there is an objective, rational reason that sufficiently supports the existence of the employee’s free will. Notably, recent court decisions tend to strictly review the “free will” of the employee, especially in cases where the employee waives a significant portion of his rights. Therefore it is advisable to provide an accurate and detailed explanation of the content of the waived rights before allowing an employee to sign a release.

In addition, if the manner of the solicitation to resign is coercive, or if there is any undue pressure on the employee to resign, it may constitute an illegal act under Japanese law that may result in claims for damages against the employer. Therefore it is important to avoid actions or words that can be deemed to constitute threats or harassment or that invite misunderstanding, and also to avoid requiring the employee to attend an unreasonable number of termination-related discussions over a protracted period. 

Prohibition of Dismissal

An employer may not dismiss the following employees:

  • Employees taking leave for medical treatment with respect to a work-related injury or illness and within 30 days after he or she returns to work from said injury or illness. Only if the period is longer than three years may the employer dismiss the worker by paying compensation of the equivalent of 1,200 days’ average salary of the said employee.
  • Female employees during their prenatal and postnatal leave (ie, a six-week period before childbirth and an eight-week period after childbirth) and within 30 days after the end of such period.

In addition, an employer is prohibited from dismissing an employee for such reasons as:

  • discriminatory reasons based on nationality, creed and social status;
  • being a union member or having engaged in proper union activities;
  • being female, getting married, becoming pregnant, or giving birth;
  • requesting maternity or family care leave or having taken such leave;
  • making a declaration of an unlawful situation to the competent authorities; or
  • disclosing information in the public interest (under certain conditions).

Under Japanese law, an employer may only dismiss an employee if (i) there are objectively reasonable grounds; and (ii) the dismissal is considered to be appropriate in light of social convention. A dismissal that does not satisfy these requirements will be deemed an abuse of right and thus invalid.

In this regard, a wrongful dismissal claim is available where an employee is dismissed without an objectively reasonable ground. The Japanese courts take a very strict view in determining whether there are facts that substantiate the existence of “an objectively reasonable ground”, and many dismissals have been found invalid unless there was a very significant reason for said dismissal.

If the employee prevails in a litigation claiming a wrongful dismissal, the employee can request to be reinstated and receive payment of unpaid wages from the day following the termination, with a delay interest at the rate of 3% per annum.

The prohibition of discrimination in the workplace is governed by several laws which set forth matters relating to discrimination and harassment. Employees are protected against: 

  • discrimination with respect to wages, work hours and other working conditions for reasons of nationality, creed or social status (Labour Standards Act);
  • discrimination based on gender (Labour Standards Act and Equal Employment Opportunity Law);
  • unfair treatment because of pregnancy, giving birth, taking child and family care leave, or similar personal circumstances (Equal Employment Opportunity Law and the Child and Family Care Leave Law); and
  • unreasonable discrimination against part-time workers, fixed-term employees, and dispatched workers (Act on Improvement, etc, of Employment Management for Part-Time Workers and Fixed-Term Workers).

There is no statute which explicitly shifts the burden of proof to employers. Therefore employees who claim that discrimination has taken place bear the burden of proof to substantiate such discrimination. 

Any discriminatory act taken by the employer with respect to an employee’s working conditions, transfer, relocation, and termination in violation of any of the above laws will be invalid. The employer may be subject to administrative guidance, administrative orders, and criminal penalties for such act, depending on the applicable law. Further, employers may be liable to compensate for damages incurred by the employee if discriminatory actions constitute a breach of the agreement with the employee or constitute tort.

The labour tribunal procedure (rodo shinpan) which was introduced in 2006 focuses on the resolution of individual employment disputes and has become highly popular. This procedure aims to resolve disputes between the employer and employee such as dismissal, demotion, reduction of salary, and overtime payment in an expeditious manner. 

The labour tribunal procedure is conducted by a labour tribunal committee composed of one professional judge and two lay judges. The parties can represent themselves, although in many cases parties retain attorneys. The procedure is generally concluded within three hearings which average 70 to 80 days, while regular lawsuit procedures normally take more than one year. 

Since this is a procedure with an emphasis on expeditious resolution, the labour tribunal tends to proactively suggest settlement, and so many labour tribunal cases are resolved by amicable settlement. If parties cannot reach an amicable settlement, the labour tribunal awards a decision; however, if either party is dissatisfied with such decision, then the dissatisfied party/parties can file an objection to have the case determined by the district court in a regular lawsuit. 

Class action claims are not available in Japan, whether in labour tribunal or regular lawsuit.

Alternative dispute resolution is possible in employment disputes. The possible procedures are conciliation (assen), mediation (chotei) and arbitration (chusai). Parties are not obliged to engage in any of the alternative dispute resolution procedures before making an official claim in the court. 

Examples of Procedure

Conciliation is a procedure where a conciliator acts as an intermediary to have both parties compromise their claims and reach settlement. 

Mediation is a procedure in which a mediation committee presents a settlement proposal after hearing facts from both parties and advises both parties to accept such settlement. 

Arbitration is a procedure in which an arbitrator or arbitration committee renders an arbitration award to resolve the case after hearing the facts from both parties. Unlike conciliation and mediation, an arbitration award is binding on both parties. 

Pre-dispute arbitration agreements under which employers and employees agree to resolve future employment disputes through arbitration are rendered invalid under the Arbitration Act, in light of the view that there are differences in the bargaining power between the employers and the employees, and thus the employees’ right to submit their claims to court should not be forfeited by such agreements.

A prevailing party to a litigation can demand the other party to bear court costs under the Act Concerning Civil Litigation Costs. However, attorney’s fees are not included in the scope of such court costs. Therefore, in principle, each party bears its own attorney’s fee, and even a prevailing party cannot require the other party to bear the prevailing party’s attorney’s fee. 

In the case a party files a suit against the other party claiming damages based on tort, there is a possibility that attorney’s fees will be awarded as a part of damages. However, the court generally only awards a fraction of the attorney’s fees even in such a case.

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Trends and Developments


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Anderson Mori & Tomotsune has been one of the leading firms in Japan since its founding in 1952. The firm consists of approximately 500 lawyers working from offices in multiple jurisdictions across Asia.

2022: A Year of Developments in Japanese Employment Legislation and Litigation

The population of Japan is plunging drastically. It is now approximately 120 million. There is a possibility that it will be reduced to 43 million in 90 years unless something effective is done. Further, there are many old people but few babies. Therefore, the government is trying to have companies establish a good environment for people to bear and raise children. The government is also aiming at having companies use more female employees, part-time employees and old people as well as gently requesting that people start to receive their pensions at a later stage of their lives.

January 2022

Amendments to the Health Insurance Act

Long-term sickness leave benefits are payable by the Health Insurance Association/Society where employees are unable to render their service/labour to their company because of any injury or sickness unrelated to work. Long-term sickness leave benefits have started to be payable for “18 months in total”, instead of “18 months from the beginning” (Article 99, paragraph 4).

Those employees who leave their company are allowed to discretionarily have their current health insurance continued for two years, which is called the “discretionary continuance of an employee’s insured status”. The discretionary continuance of the insured status used to be discontinued only in limited situations, during the two-year period, once it was chosen when the employee left the company. Now, it could be discontinued at the volition of an employee, during the two-year period (Article 38, Item (7)).

Amendments to the Income Tax Act

Historically, severance/retirement allowances have been treated favourably tax-wise. There has been a big change, however, to the calculation of the amount of income tax to be imposed upon the severance/retirement allowances that are payable to employees whose period of service is five years or less, since the government was aware of many cases where the favourable tax treatment was abused. Until December 2021, the calculation of the amounts of taxable severance/retirement allowances was simple: the statutory deductible amount was taken away from the actual amount and then 50% of the remainder was taxable. A serious adverse influence will be exerted upon an employee whose period of service is as short as five yeras or less but who could receive a large amount as a severance/retirement allowance.

Issuance of Ministry Ordinance (issued on 7 January 2022)

The Ministry of Health, Labour & Welfare issued an ordinance on some tips with respect to those employees who work on a shift basis.

Amendments to the Unemployment Insurance Act

Those employees who work for one company for less than 20 hours a week are not entitled to unemployment insurance. If those who are 65 years old or older render their service for two companies simultaneously but the working hours for each company do not exceed 20 hours a week, they therefore could not have been covered by state unemployment insurance. Due to the implementation of the amendments, however, they have started to be insured if they work 20 hours or more in aggregate for two companies (Article 37-5). There is a possibility that this relaxation may, in 2027, start to be applicable even to those who are younger than 65 years old.

Amendments to the Health Insurance Act

A Health Insurance Society/Association would be allowed to request companies to provide it with copies of the annual medical check-ups and so forth, if it deems this to be necessary for maintenance of the health of the employees of such companies (Article 150, paragraph 2). In such a situation, no advance consent by each employee would be required (Article 150, paragraph 3).

Enforcement of the Construction Asbestos Damage Employee Benefit Act

The Supreme Court rendered a judgment on 17 May 2021 on the rescue of employees who have been suffering from asbestos. Inspired by this judgment, the Japanese Congress enacted a statute in June 2021 for protection of employees who have been suffering from asbestos-related illnesses. This statute has been in force since January 2022.

March 2022

Publication of Manual on Bullying by Customers

The Ministry of Health, Labour & Welfare publicised the Manual on How to Handle Bullying by Customers.

April 2022

Amendments to the Childcare Leave & Family Care Leave Act.

Those female and male employees who raise a baby that is younger than one year old (younger than one and a half or two years old in some situations) have a right to take childcare leave (basically with no pay). The requirements for the entitlement of fixed-term employees for childcare leave and family care leave were relaxed.

If an employee notifies the company of their (or their spouse’s) pregnancy or childbirth, it is imperative that the company gives that employee an explanation on the childcare leave system and checks whether they wish to take childcare leave.

A company shall take appropriate steps with respect to facilitation of taking childcare leave, such as:

  • internal training and education;
  • establishment of an employee consultation section;
  • gathering information on specific examples of other employees within the same company, and providing employees therewith; and
  • announcement of the system and the policy on promoting employee use of the system.

Amendments to the Female Employees Activation Inducement Act.

The Female Employees Activation Inducement Act, which started to be effective as of April 2016, was introduced by then Prime Minister Shinzo Abe, who was assassinated in July 2022, and was designed to increase the number of female employees playing an active and important role in business.

The Female Employees Activation Inducement Act has required a company that has more than 300 employees to do the following.

  • Collect information so that the company will be able to learn about its current situation with regard to gender equity, including at least the following (and more if these numbers are acceptable):
    1. the ratio of those female employees that are newly hired compared with all employees that are newly hired;
    2. the difference between the average period of service for female employees and that for male employees;
    3. the average amount of monthly overtime work for employees; and
    4. the ratio of female managers and above compared with all managers and above.
  • Preparation of an Action Plan to try to solve the current problem.
  • Internal publication of the Action Plan.
  • External publication of the Action Plan.
  • Submission of the Action Plan to the Prefectural Employment Bureau.

Since April 2022, those companies that have between 100 and 300 employees have also been subject to the above-described obligations (Article 8).

Amendments to the Personal Information Protection Act.

An individual is now allowed to request a company to disclose their personal information that the company possesses. Due to the amendments, an individual will start to be allowed to designate the way their personal information will be disclosed by a company when they want the company to disclose such personal information.

For the time being, the personal information that will be erased within six months is not subject to such disclosure obligations. But due to the amendments, such information will soon start to be subject to the obligations.

A company that provides personal information and a company that obtains personal information shall keep the records. Due to the amendments, an individual will start to be allowed to request companies to disclose such records.

An individual is now allowed to request a company to delete or stop using their personal information where the company uses it outside the ambit of the original purpose or where the company obtains it through an unjustifiable method. Due to the amendments, an individual will start to be allowed to request a company to delete or stop using their personal information where the company has no necessity to use such information, or where their personal information is leaked or destroyed or damaged.

It will become more difficult for a company to transfer personal information of its employees to an entity outside Japan in general.

It will be imperative that a company shall inform the Personal Information Protection Committee if any personal information of an individual is leaked. Further, the company shall inform the individual whose personal information is leaked.

A company that is located outside Japan will start to be subject to the Japanese Personal Information Protection Act.

Amendments to the Employment Policy Comprehensive Improvement Act.

A new provision about anti-bullying policies (Article 30-2) was enacted recently as bullying had been a big problem throughout Japan. It started to be applicable to large-sized enterprises as of 1 June 2020. It started to be applicable to small-sized and medium-sized enterprises as of 1 April 2022.

Amendments to the Road Traffic Act Enforcement Ministry Regulation

A company has to designate a head of responsible driving if the company has:

  • one or more automobiles that could carry 11 or more passengers; or
  • five or more automobiles

As of 1 April 2022, this person started to be required to check drivers for potential intoxication.

Amendments to the Welfare Pension Insurance Act

As a rule, individuals are expected to start to receive their pension at the age of 65. However, individuals are allowed to accelerate or postpone the start. Those who could start to receive pension used to be “those individuals who are between 60 and 70 years old”. Which meant that an individual had to start to receive their pension at the age of 70, at the latest. This has been changed into “those individuals who are between 60 and 75 years old”. Which means that an individual has to start to receive their pension at the age of 75, at the latest. If an individual postpones the start, by one month, then the amount will be increased by 0.7%. This means that the amount will be increased by 84% altogether if an individual postpones the start by ten years (75 years old). Further, if an individual accelerates the start, by one month, then the amount will be decreased by 0.4%. This means that the amount will be decreased by 24% altogether if an individual postpones the start by five years (60 years old).)

Issuance of Ministry Ordinance (issued on 31 March 2022)

Infertility treatment began to be covered by the Health Insurance as of April 2022.

Further, the Ministry of Health, Labour & Welfare prepared and issued the manual on workplaces where female employees could continue to work while receiving infertility treatment.

Amendments to the Workers’ Accident Compensation Insurance Act Ministry Regulation

The business of masseuses/masseurs and acupuncturists could be subject to special enrolment under the Workers’ Accident Compensation Insurance Act.

Amendments to the Workplace Hygiene Ministry Regulation

Article 5, paragraph 3 of the Workplace Hygiene Ministry Regulation used to stipulate “between 17 and 28 degrees Celsius” with respect to the temperature of workplaces. It has become “between 18 and 28 degrees Celsius” since April 2022.

Amendments to the Corporate Tax Act

If the aggregate amounts of the annual remuneration to be payable to employees have been increased by 3 % (large-sized companies) or 1.5% (small-sized and medium-sized companies), then then corporate tax will be reduced to a certain extent. 

Amendments to the Next Generation Nurture & Support Act Ministry Regulation

Those companies that have more than 100 employees are obliged to prepare an Action Plan so that employees will be able to enjoy a better environment where they could raise children. If the Prefectural Employment Bureau deems the Action Plan to be excellent, then the company is able to receive some recognition. The kinds of recognition and the conditions upon which such recognition is given have changed since April 2022.

May 2022

Issuance of Ordinance regarding Workers Accident Compensation (No 0512-1 issued on 12 May 2022)

If an employee gets infected with COVID-19 through work, the sickness is, of course, covered by the Workers’ Accident Compensation Insurance. Regarding COVID-19, however, even if the sickness itself is gone, some symptoms may continue to be seen (sometimes knows as “long covid”). These symptoms are subject to the benefits under the Workers’ Accident Compensation Insurance Act.

Amendments to the Defined Contribution Pension Act

Companies are allowed to establish a defined contribution pension plan for their employees, under which companies would simply have to pay a certain amount of money for their employees and bear no further monetary obligations. Those who could be insured used to be “those individuals that were younger than 60 years old (65 years old in some limited situation)”. This has been changed into “those individuals that are younger than 70 years old ”.

The pension withdrawal refund used to be subject to one stringent requirement: the amount of the individually saved asset shall be JPY15,000 or less. Since May 2022, this requirement could be substituted for other more lenient requirements.

When an individual working for a company is a member of that company’s defined contribution pension plan, and they leave the company, the individual may take their individual pension asset to their new employer (if the new employer has established a defined contribution pension plan) or to iDeCo (a self-managed pension). Until May 2022, these were the only two options. Since May 2022, a new system (a transfer to the corporate pension system that the Corporate Pension Federation operates) has been available.

June 2022

Amendments to the Asbestos Health Damage Recovery Act

The bereaved of an employee could have received benefits if the employee passed away on or before 26 March 2016. This has been changed to “if the employee passes away on or before 26 March 2026”. The statute of limitation used to be “until 27 March 2022”. It has been changed to “until 27 March 2032”.

Amendments to the Whistle-Blowers’ Protection Act

Establishment of the position “Whistle-Blowers’ Protection Handling Chief” (an obligation for those companies that have more than 300 employees and a “make an effort” obligation for those companies that have 300 or less) (Article 11)

Confidentiality obligation to be imposed upon those who engage in investigations

Statutory directors and those who have left the company within the last 12 months will start to be protected.

No claims against whistle-blowers may be made in terms of compensation for damages.

Not only those who whistle-blowing leads to criminal penalties, but also those whose activities have led to administrative penalties, will start to be protected.

July 2022

Amendments to the Female Employees Activation Inducement Act Ministry Ordinance

For those companies that have more than 300 employees, they are required to publicise the following pieces of information:

  • Providing Opportunities – Elective (at least one out of the eight items described below must be chosen):
    1. the ratio of those female employees that are newly hired compared with all employees that are newly hired;
    2. the competition ratio between female employs and male employees if the company differentiates in how it hires female employees and male employees;
    3. the ratio of female employees compared with all employees;
    4. the ratio of junior managers compared with to all junior managers;
    5. the ratio of female managers and above compared with all managers and above;
    6. the ratio of female statutory directors and officers compared with all statutory directors and officers;
    7. past examples of internal transfers of roles and/or employment statuses (contract types) with respect to female employees and those with respect to male employees; and
    8. past examples of rehiring and/or mid-career recruitment with respect to female employees and those with respect to male employees.
  • Providing Opportunities – Compulsory (as of July 2022): the difference between the wages of female employees and those of male employees.

Preserving Work-Life Balance – Elective (at least one out of the seven items described below must be chosen):

    1. the difference between the average period of service for female employees and that for male employees;
    2. the ratio of female employees who were hired ten fiscal years ago (that are still with the company) and male employees who were hired ten fiscal years ago (that are still with the company);
    3. the ratio of those female employees who have taken childcare leave and those male employees who have taken childcare leave;
    4. the average amount of monthly overtime work for female employees and that for male employees;
    5. the average amount of monthly overtime work for female employees and that for male employees, with respect to each employment status (contract type);
    6. the ratio of employees who have taken annual paid leave; and
    7. the ratio of employees who have taken annual paid leave, with respect to each employment status (contract type).

For those companies that have 300 employees or less and more than 100 employees, they are required to publicise at least one piece of information out of those 16 items described above.

Amendments to the Unemployment Insurance Act Ministry Regulation

Basic benefits under the Unemployment Insurance Act are paid by the government to those who individuals cannot find a job, and the payment period is one year since they left their company. As of July 2022, those who have established their own business could still enjoy the Basic Benefit (where they own business turns out to be unsuccessful), during the three-year period after they left their company.

Amendments to the Workers’ Accident Compensation Insurance Act Ministry Regulation

The business of dental technicians could be subject to the special enrolment under the Workers’ Accident Compensation Insurance Act.

Amendments to the Guideline on Moonlighting

The Ministry of Health, Labour & Welfare amended a guideline on moonlighting and the “Qs & As” it provides.

October 2022

Amendments to the Childcare Leave & Family Care Leave Act

Childcare leave could be split into two chunks.

Special childcare leave (paternity leave immediately after childbirth) will be established so that a male employee will be able to “take days of childcare leave and simultaneously render his service” if there is a labour-management agreement. Up to four weeks may be taken during the eight-week period immediately following the birth.

Amendments to the Health Insurance Act and the Welfare Pension Insurance Act

For the time being, those part-time employees who satisfy the following requirements are to be insured in terms of the Health Insurance and the Welfare Pension Insurance Acts.

Those:

  • who work 20 hours or more per week;
  • who earn JPY88,000 or more per month;
  • whose period of service is expected to last one year or more; and
  • who work for a company that has more than 500 employees.

These requirements will be changed to those:

  • who work 20 hours or more per week;
  • who earn JPY88,000 or more per month;
  • whose period of service is expected to last more than two months; and
  • who work for a company that has more than 100 employees.

If an employee takes 14 days or more of childcare leave within one month, then the employee could be exempt from Health Insurance Premiums and the Welfare Pension Insurance Premiums.

Amendments to the Defined Contribution Pension Act

For the time being, those individuals working for a company who are members of that company’s defined contribution pension plan, will find it difficult to enjoy the iDeCo system as there needs to be a labour-management agreement. However, this requirement will be abolished as of October 2022.

Amendments to the Employment Security Act

Employers will be obliged to show correct information, in terms of what kinds of job candidates are sought for, and so forth, and shall not engage in showing false or misleading information (Article 5-4). Further, employers will be obliged to explicitly show the purpose when they try to collect personal information of job candidates (Article 5-5).

Amendments to the Performance Development Promotion Act

Amendments to Article 10-3 of the Performance Development Promotion Act will be in force as of October 2022. Article 10-3 already indicated an opportunity for career consulting prior to October 2022. Due to the amendments, the timing of providing career consulting has been clearly stipulated in the statute. They mention "at the timing of development of performance and also at the timing of improvement of performance as well as in line with the requests made by employees".

December 2022

Amendments to the Workplace Hygiene Ministry Regulation

Article 10 of the Workplace Hygiene Ministry Regulation stipulates, with respect to illumination, the following:

  • 300 lux or more for a job that requires precision/accuracy;
  • 150 lux or more for a regular job; and
  • 70 lux or more for a job that could be done roughly.

These requirements will be changed into

  • 300 lux or more for a job in general; and
  • 150 lux or more for an auxiliary job.

April 2023

Abolishment of the special exemption under the Employment Standards Act

Article 37, paragraph 1 of the Employment Standards Act stipulates that employers shall compensate overtime work with a 50% increase (instead of a 25% increase) of salary for every hour that exceeds 60 hours a month. For the time being, this stipulation is inapplicable to small-sized and medium-sized companies. As of April 2023, this inapplicability will stop being effective and such companies will start to be liable.

October 2024

Amendments to the Health Insurance Act and the Welfare Pension Insurance Act

The requirements that will start to be applicable as of October 2022 will be further changed to those:

  • who work 20 hours or more per week;
  • who earn JPY88,000 or more per month;
  • whose period of service is expected to last more than two months; and
  • who work for a company that has more than 50 employees.

April 2025

Abolishment of the special exemption under the Old People Employment Security Act

Article 9 stipulates that the basic rule regarding mandatory retirement age is 65 years old. However, if companies entered into a labour-management agreement on or before 31 March 2013, then such companies have been allowed to choose and select some employees that satisfy internal standards over other employees (selection at the age of 61 years old until 31 March 2016, and at the age of 62 years old until 31 March 2019, and at the age of 63 years old, until 31 March 2022, and at the age of 64 years old until 31 March 2025). This exemption will be abolished as of 31 March 2025.

Anderson Mori & Tomotsune

Otemachi Park Building, Otemachi 1-1-1
Chiyoda City, Tokyo 100-8136
Japan

+81 3 6775-1071

+81 3 6775-2071

hidekithurgood.kanoh@amt-law.com www.amt-law.com
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TMI Associates is one of the largest law firms in Japan, with offices in six locations in Japan and overseas branches in China, South-East Asia, the USA and the UK. Its labour and employment team is comprised of 39 lawyers, including 11 partners. The firm advises Japanese and multinational clients in various industries across the entire spectrum of employment-related matters, including litigation, M&A, and negotiation with labour unions. The team collaborates with TMI’s data privacy, intellectual property and criminal law experts, including former judges and public prosecutors, on matters that intersect with these areas, such as trade secret theft and employee misconduct. The team also regularly works with immigration experts within the firm.

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Anderson Mori & Tomotsune has been one of the leading firms in Japan since its founding in 1952. The firm consists of approximately 500 lawyers working from offices in multiple jurisdictions across Asia.

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