Employee Guide: Year-End Adjustment Process on Smartphones

This guide explains the year-end adjustment process (for employees) on a smartphone, from receiving the request to completing the survey and submitting the required documents to HR. For the explanation of the process on PC, see Employee Guide: Year-End Adjustment Process on PC.

Time required to answer the survey (estimated)

If you already have the necessary documents on hand, here’s a rough estimate of how much time it should take:

• If not enrolled in life insurance and have no dependents under tax law: 1–3 minutes
• If enrolled in life insurance and have dependents under tax law: 5–15 minutes
• If enrolled in life insurance, have dependents under tax law, and have a housing loan: 10–20 minutes

Watch the process in a video

We also have a video that explains how to answer the year-end adjustment survey (Japanese only).

The video URL is as follows: Answer video: Smartphone (Japanese) | Year-End AdjustmentOpen in another tab

1. Open SmartHR using the link provided in the year-end adjustment request email

Find an email titled [年末調整の依頼が届きました] (“year-end adjustment request received”) and press the link inside to access SmartHR.

Enter your employee number or email address and password on the login screen and press [Log in].

Refer to the following help pages if you need additional guidance (forgot password, unable to log in, etc.):

2. Press [Answer] to begin the year-end adjustment

When you press [Answer], you will see the first question for the year-end adjustment.

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This first page explains how to pause answering the questions and resume at a later time, what documents are required, and an estimate of the time required to answer the questions for the year-end adjustment. Please be sure to read through this information.

Press [Start] at the very bottom of the page to start answering the survey.

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3. Answer the questionnaire

Proceed through the questionnaire, reading each question and selecting the answers that match your situation.

If you want to redo your answers

If you made a mistake when answering, you can redo your answers. To do that, go to the answer history at the bottom of the screen, and select the question (shown in blue) that you want to correct.

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If you accidentally deleted any pre-filled information

If you accidentally deleted any pre-filled information, refresh the page or select the previous question in your Answer history to correct your answer. If you move to the next question after deleting information, you won’t be able to undo it. Please re-enter the information that was deleted.

4. Check the information you entered

A review screen will appear during the survey, showing the information you’ve entered so far.

If you need to make corrections, press [Edit the above]. If you do not need to make corrections, tick off the [I confirm that this is correct] checkboxes for all items, then proceed to the next question.

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5. Check your application forms

SmartHR's year-end adjustment feature automatically generates the various application forms for year-end adjustment based on your survey answers.

Preview your application forms and make corrections, if needed. You can do this by selecting the corresponding question (shown in blue) from the answer history and redoing your answers.

You can also view the document in full screen mode on your smartphone by pressing [Open in a new window].

If there are no problems with the applications, press [Complete entering information] at the very bottom of the page, and you will see the final screen of the survey.

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6. Return to the home screen

Press [Back to Home page] and you will see a message that says [The survey has been answered] on your year-end adjustment screen. You can review the created documents on this screen as well.

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If you need to make corrections

You can edit your answers before they are reviewed by your company’s HR staff. Press [Edit Input] to move to the editing screen.

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Select the item to be corrected, enter the reason for correction, and press [Edit]. On the editing screen, make the necessary changes and save them by pressing [Save and Submit].

7. Prepare and submit the required documents

Read through the sections [Document(s) to submit] and [Related documents], then print out the necessary documents and submit them to the HR staff, if required. Documents labeled [Must print] must be printed and submitted to the HR.

The [Other] section may include the [Sheet for affixing document originals] if your company uses such sheets for attaching original certificates. Attach the originals (such as insurance or housing loan certificates) to the sheet before submitting. If several sheets are required to affix original copies, follow the instructions provided by the HR staff in charge of year-end adjustments, and submit them all together.

Application for housing loan deductions

SmartHR’s Year-End Adjustment feature creates and submits the application for housing loan deductions (Application for Special Credit for Loans Related to a Dwelling / 給与所得者の住宅借入金等特別控除申告書) as electronic data. Because of this, you do not need to fill in the paper application for housing loan deductions sent by the tax office. Even if you submit a paper certificate for housing loan deductions, you can leave the application section blank.

Whether you need to submit the original copies of the certificate for housing loan deductions (Certificate for Special Credit for Loans Related to a Dwelling / 住宅借入金等特別控除証明書) and the year-end balance certificate (年末残高等証明書) depends on how you submit the certificate for housing loan deductions and on its method (certificate method / 証明書方式, or statement method / 調書方式).

• If you submitted the certificate for housing loan deductions as electronic data (XML file):

  • Statement method (調書方式): You do not need to submit the original copies of the certificate for housing loan deductions or the year-end balance certificate.
  • Certificate method (証明書方式): You do not need to submit the original copy of the certificate for housing loan deductions. You need to submit the original copy of the year-end balance certificate.

• If you submit the certificate for housing loan deductions on paper:

  • You need to submit the original copy of the certificate for housing loan deductions. If it uses the certificate method, also submit the original copy of the year-end balance certificate.

To check which method your certificate uses, see Q. 住宅ローン控除証明書の方式（証明書方式・調書方式）を確認するには？. For submitting electronic data, see Q. 保険料控除証明書や住宅ローン控除証明書、年末残高等証明書は電子データで提出できる？.

Having trouble?

Please refer to the Help Center: Year-end adjustment. Our Help Center has articles addressing frequently asked questions from employees.