Obtaining an Overseas Employment Certificate (OEC) is a crucial step for OFWs in Tokyo, Japan, who are planning to return to the Philippines for vacation, at the end of their contract, or to continue their overseas employment. The OEC serves as proof that they are legitimate OFWs and guarantees compliance with the regulations set by the Philippine government. To help OFWs navigate the process smoothly, we have outlined the essential steps involved in securing their OEC in Tokyo, Japan.
- Prepare the required documents: Before visiting the POLO (Philippine Overseas Labor Office) Tokyo, Japan office, gather the necessary documents for your OEC application. These typically include:
- Valid passport
- Valid work visa or work permit
- An employment contract or proof of existing employment
- Proof of membership in the Philippine Social Security System (SSS)
- Proof of payment for PhilHealth contributions
- Proof of payment for Pag-IBIG Fund contributions
- Schedule an appointment: Contact the POLO Tokyo office to schedule an appointment for your OEC application. This step is crucial as walk-in applicants may not be accommodated. Make sure to inquire about the specific requirements and procedures during your appointment scheduling.
- Attend the appointment: On the scheduled date and time, visit the POLO Tokyo office. Bring all the required documents and arrive early to allow sufficient time for the processing. The office will review your documents and assess your eligibility for the OEC.
- Pay the necessary fees: Once your eligibility is confirmed, you will need to pay the OEC processing fee. The fee amount may vary, so it’s advisable to inquire about the current fees during your appointment scheduling or directly from the POLO Tokyo office.
- Complete the processing: After paying the required fees, the POLO Tokyo office will process your OEC application. This may involve verifying your employment details, checking your membership in relevant Philippine government agencies, and ensuring compliance with necessary regulations.
- Receive your OEC: Once the processing is completed, you will receive your OEC. This document serves as proof that you are a registered OFW and allows you to leave the Philippine airport for work purposes or to continue your employment overseas.
It’s important to note that the OEC is valid for a specific period and for a single exit from the Philippines. If you plan to return to the Philippines for another vacation or to continue your job overseas, you may need to secure a new OEC for your subsequent travel.
Remember to keep your OEC in a safe place during your travel and present it when required by immigration authorities in both Japan and the Philippines.
The following individuals are qualified to process the OEC.
- Directly employed Filipino workers by an international employer
- Individuals who are employed by a recruitment agency
- OFWs employed by POEA’s Government Placement Branch (GPB)
Each document should be submitted in two (2) copies: an original and a duplicate or photocopy.
Basic Document Requirements
- Printed Online Appointment (POPS-BAM)
- Printed Balik-Manggagawa Information Sheet
- Sworn Statement
(For OFWs who have never had a POEA record or who are applying for OEC for the first time)
- Passport (valid for at least six months) from departure date
- Verified Employment Contract
- Certificate of Employment, Company ID, latest pay slip, or other documents as proof of employment
- Valid Work Visa, Work Permit, or any equivalent document
- Confirmed Airline Ticket
- OEC fees
- OWWA membership payment receipt
The list of requirements is subject to change, Hence, it is crucial to keep an eye on the POLO Tokyo, Japan’s website and Facebook page for updates.
What Should I Do Before Applying for an OEC in the DMW Tokyo Office?
a. Valid Passport: Make sure your passport is valid for at least six months beyond your intended stay in Japan.
b. Employment Contract: Obtain a verified or authenticated employment contract that complies with the standards set by the Philippine Overseas Employment Administration (POEA).
c. POEA Processing Fee Receipt: Pay the necessary processing fee to the POEA and keep the receipt as proof of payment.
d. Medical Certificate: Undergo a medical examination and obtain a medical certificate from a DOH-accredited clinic or hospital. This certificate should indicate that you are fit to work abroad.
e. NBI Clearance: Obtain a valid NBI clearance (National Bureau of Investigation) as part of the requirements for overseas employment.
f. Work Visa: Work closely with your employer to secure the necessary work visa or work permit for employment in Japan. The specific visa category will depend on your job position and duration of stay.
g. Proof of Qualifications and Experience: Prepare documents such as educational certificates, training certificates, and work experience letters to support your qualifications and experience in your field.
h. Proof of Financial Capacity: Provide evidence of your financial capacity to support yourself during your stay in Japan. This may include bank statements, employment certificates, or any other relevant financial documents.
i. Insurance Coverage: Obtain a comprehensive health insurance policy that covers medical expenses, repatriation, and other contingencies during your employment in Japan.
j. Other Supporting Documents: Additional documents may be required based on your specific situation or the requirements of your employer. It is essential to communicate with your employer and the recruitment agency to determine if there are any additional documents needed.
Remember to have both original documents and multiple copies, as they may be required for submission and verification. It is also advisable to keep a digital copy of all documents for your records.
Before going to the POLO Tokyo office, double-check that you have all the required documents and ensure they are organized and easily accessible. This preparation will help streamline the process and prevent any delays or setbacks during your visit.
How to Get an Appointment for OEC Application in Tokyo, Japan (POPS-BAM System)
Prior to visiting the POLO Tokyo, Japan office, an OEC appointment is required.
Follow these instructions to quickly make an appointment. Remember that having an online appointment simplifies things because government workers can immediately verify your information.
Step 1: Visit the POEA Online Service Website here – https://onlineservices.dmw.gov.ph//onlineservices/poeaonline.aspx
Step 2: Click the “Let’s go” button on e-Registration
Step 4: Fill in the required information and then click register (a message will display indicating that your registration was “Successful”)
Step 5: Log in to the email address you provided when you registered (there is a message containing your “temporary password”)
Step 6: Return to the link provided in Step 1 and login using the registered email address, then click “next.”
Step 7: Use the temporary password sent to your email, then click “log in.”
Step 8: Set your preferred password.
Step 9: Update your profile by clicking “My Profile,” after completing your profile, click “Update Profile” on the upper right side of the page
Step 10: Input your identification data (passport) and beneficiary on your profile
Step 11: Click the “Balik-Manggagawa” on your dashboard then click the “Next” button
Step 12: Enter your return flight date then click the “Next” button
Step 13: You will be asked about whether you are returning to the same employer, job site, and position if you are a returning BM.
If so, you can print your OEC exemption immediately.
If not, go to step 9 instead (change employer or new BM)
Step 14: Input all your contract details then click the “Submit” button
Step 15: Select your host country as the processing site then click the “Next” button
Step 16: Choose and select your preferred appointment date
Step 17: Take a screenshot and print your scheduled appointment date
How to Apply for an Overseas Employment Certificate in Tokyo, Japan
Step 1: Gather all of the necessary requirements.
Step 2: Go to POLO Tokyo, Japan office on your scheduled appointment day. Show the assigned security personnel your approved appointment letter, valid ID, and full-dose vaccination card/certificate.
Step 3: The assigned security personnel will check your name on the list of approved appointments for the day. To avoid long lines, bring the complete set of requirements.
Step 4: Get a token number from the assigned personnel.
Step 5: Go to the processing window and submit your documents.
Step 6: Pay for OEC fees.
Step 7: Wait for the OEC processor’s advice before printing your OEC in the POPS-BAM System
Make sure that all the information and details in your OEC are correct and in line with your credentials.
Step 8: Sign in to your POPS-BAM account and select “Print OEC” from the “My Transaction Tab” menu.
- When filling out online forms, it is advised to avoid using non-English characters like Chinese, Korean, Japanese, or Arabic. Using only English characters will ensure the timely processing of your Overseas Employment Certificate (OEC).
- You cannot apply for a new OEC unless your current one has expired, been revoked, or has already been used for deployment.
- You are allowed to obtain an OEC only once during each visit to the Philippines. It is not permitted to acquire multiple OECs simultaneously.
- Remember to bring three copies of your OEC to the airport on your departure day.
- The validity of the OEC is limited to sixty (60) days from the date of issuance.
- If you leave the Philippines without an OEC, you may face difficulties during check-in or encounter immigration officials preventing your departure. It is essential to ensure you have this document with you at all times before leaving.
- Balik-Manggagawa OFWs (Overseas Filipino Workers returning to the same employer) must also present a copy of their employment contract, plane ticket, and any other required travel documents.
- Once you have all the necessary documents, you can proceed to the airport and present your OEC to the immigration official. Having an OEC allows OFWs to travel smoothly while fulfilling their legal obligations related to employment.
- For inquiries, you can call (+81 3) 6441-0428 / (+81 3) 6441-0478 from Monday to Thursday, between 09:00 AM and 05:00 PM, and on Friday, between 09:00 AM and 01:00 PM. Please note that the office is closed on
Overseas Employment Certificate | Ano at Para Saan ang OEC ?
It is important to know what OEC is, what it does, and what benefits there are.
Frequently Asked Questions
If you have any further questions regarding “How to Process OEC in Tokyo, Japan”, see the list of frequently asked questions and answers below.
1. Who can get an OEC exemption?
The following requirements must all be met in order for a Balik-Manggagawas to be exempt from acquiring an OEC:
- Has a valid work visa or work permit
- Returning to the same employer and workplace
- Has a record in the POEA database
(Has previously received an OEC at any POEA offices or facilities, including the POEA main office, extension units, regional offices, POLO offices abroad, and BM mall processing centers)
2. Are OFWs allowed to travel without an OEC?
No. All OFWs leaving the Philippines, whether they are returning employees or new workers, must acquire an OEC.
The OEC serves as an exit clearance; therefore if you try to leave the country without it, Immigration will stop you. Additionally, you are excused from paying the terminal fee and travel tax thanks to this certificate.
3. How long is an OEC or OEC Exemption Number valid?
From the date of issuance, the OEC or OEC Exemption Number is valid for 60 days. You are required by POEA to obtain this as a Balik-Manggagawa before returning to your employer.
4. Is my OEC valid for many uses?
OEC or OEC Exemption Number is only intended for one use. Once you have given it to Immigration, it cannot be used again.
5. Why does the system want my most recent OEC number? What does it mean?
The most recent transaction record you have with POEA is your most recent OEC number. This information is required by the system in order to get your record and most recent employment information.
6. What happens if I forget my OEC number?
You will be redirected by the system to the APPOINTMENT page, where you must manually visit POEA to process your OEC.
7. What should I do if I lose my OEC?
Log in to your BM Online or POPS-BAM account and reprint your OEC.
8. Where can I settle my OEC fee?
- You can pay your fees in a number of ways, including:
- Globe G-cash
- Over-the-counter thru Banks
- Over-the-counter thru Bayad Centers
- Online Banking
- POLO Tokyo, Japan office
Instructions on how to complete the payment process will be sent to you through email.
9. What is the POLO Tokyo, Japan’s office hour?
The POLO office in Tokyo, Japan is open Monday to Thursday, 09:00 AM – 05:00 PM and Friday, 09:00 AM – 01:00 PM (Closed on Japanese and the Philippines public holidays).
10. What is POLO Tokyo, Japan’s address?
POLO Tokyo, Japan’s address is the Philippine Overseas Labor Office, Embassy of the Republic of the Philippines, Roppongi, 5-15-5, Minato-ku, Tokyo, Japan.
11. What is the DMW POLO Tokyo, Japan’s hotline number?
You can reach the POLO Tokyo, Japan office at (+81 3) 6441-0428 / (+81 3) 6441-0478.
- Understand the requirements: Familiarize yourself with the specific requirements for obtaining an OEC. These requirements may vary depending on your country of destination and the agency you are dealing with. It is essential to have a clear understanding of what documents and information you need to provide.
- Prepare the necessary documents: Gather all the required documents according to the guidelines provided by the Philippine Overseas Employment Administration (POEA). These documents typically include your valid passport, visa, employment contract, and proof of overseas employment.
- Visit the POEA or designated processing center: Proceed to the POEA or the designated processing center in your area. These centers are usually established to assist Overseas Filipino Workers (OFWs) with their OEC applications. Be sure to check the location and operating hours before your visit.
- Submit the application: Present your documents to the designated personnel at the processing center. They will verify your papers and guide you through the application process. Make sure to provide accurate and complete information to avoid any delays or issues.
- Pay the necessary fees: There may be fees associated with obtaining an OEC, such as processing fees or other charges. Ensure that you have the required amount of money to cover these fees. The personnel at the processing center will inform you of the specific payment procedures.
- Attend the required orientation: Some processing centers may require you to attend an orientation session. This session aims to provide you with important information about your rights, responsibilities, and the necessary steps to ensure a smooth overseas employment experience.
- Complete the process: Once you have submitted the required documents, paid the fees, and attended any mandatory orientations, the processing center will proceed with the verification and issuance of your OEC. This certificate serves as proof that you are a documented OFW and grants you certain benefits, such as exemption from terminal fees and travel taxes.
It is important to note that the procedures outlined above may be subject to change or vary based on the specific regulations and guidelines set by the POEA or the respective agencies involved. Therefore, it is always advisable to consult official sources or seek guidance from authorized personnel to ensure you have the most up-to-date and accurate information for obtaining an OEC.
DMW POLO-OWWA Tokyo
Address: Embassy of the Republic of the Philippines 5-15-5 Roppongi, Minato-ku, Tokyo 106-8537 Japan
Telephone Number/s: OWWA: 03-6441-0428/0478/0959
Email: OWWA: firstname.lastname@example.org, Labor and Employment Facilitation Services: email@example.com, Welfare Services: firstname.lastname@example.org
Facebook Pages: facebook.com/poloowwatokyo/
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