Leaving Tokyo College (Accounting, HR, etc.)

External research grants

If you transfer to an institution abroad: Even if you have time or funds remaining on a grant, you are unable to continue using that grant for research.  For KAKENHI grants, termination procedures must be followed; for scholarships or collaborative research projects, consultation with the funding source is required. Please understand that we may need to remain in contact with you after you depart Tokyo College.

Additionally, when you publish your research results that were handled by the grant, please make sure to add an acknowledgment.

If you transfer to a domestic institution: It may be possible to transfer the fund to another Japanese institution. For more information, please contact the Research Funding Team.

PC and other equipment

If your employment period has less than 3 months left, you are not allowed to purchase new PCs or equivalent equipment using your fund.

When leaving Tokyo College, electronics (including personal computers and monitors) and any items surpassing a certain value that were purchased using either Tokyo College funds or external funds must remain with Tokyo College. It may be possible to transfer ownership to your new place of work depending on the case.

Multifunction printer

If you have set up a personal scan folder on the multifunction printer in the lounge, please delete it.

Office restoration

Please clean up, restore the office space to the same condition as when you moved in, and ensure that you do not leave any trash or personal possessions behind.

Admin & paper work

(1)  Formal letter of resignation

Submit at least 30 days prior to your official resignation date only if you resign before the end of your employment term. It requires your original hand-written name and signature on a designated form.

(2) Contact information after resignation

We will provide you with a form to fill out.

(3) Termination from social insurance program

We will provide you with a form to fill out.

(4) Pension lump-sum withdrawal payments

If you are non-Japanese and you have a short coverage period under the National Pension system or you were enrolled in the Employees' Pension Insurance system (Kyosai) for more than six months, you can apply for the lump-sum withdrawal payments. Please make sure you are no longer covered by these pension systems and file the application for the payments within two years of leaving Japan.

(5) Separation notice for unemployment insurance

If you search for a new position after resigning from Tokyo College, you can claim unemployment insurance until finding a new position. However, you must hold an appropriate visa to work in Japan even after you resign from Tokyo College (e.g., spouse visa, permanent resident, and so on). In order to claim unemployment insurance, a “Separation Notice” needs to be issued from UTokyo.

(5) Resident (local) tax

Your resident tax associated with your income in last year is what you are paying now up to May next year. Therefore, you have to repay the rest of unpaid tax before you leave Japan. We recommend that you have UTokyo withhold it from your final paycheck.

Returning university ID card and health insurance card

Return your university ID card and health insurance card by the end of your final day.

Save pay slips

Make sure to download all of your pay slips issued by UTokyo for future tax filing at your next affiliation/country. You will lose access to the UTokyo system the day after your resignation. 

ECCS Cloud Mail Forwarding Settings

When your UTokyo Account expires, you will no longer be able to log in to ECCS Cloud Mail. If you set up forwarding to an external address for ECCS Cloud Mail while your UTokyo Account is still active, that setting will remain valid for approximately 180 days after the UTokyo Account expiration date. During this period, you can receive emails addressed to ECCS Cloud Mail at the forwarding email address.