Subject:  American Community Security Update - July 2004

Welcome to the July newsletter!  Here are the topics for this month:

     --  Security Situation
     --  Upcoming Holidays
     --  Services to Americans by Appointment Only in Sapporo and Fukuoka
     --  Unrequested Unsubscription?
     --  IRS Office in Tokyo has Closed
     --  Individual Taxpayer Identification Number (ITIN)
     --  Obtaining Copies of Past U.S. Tax Returns
     --  Minors Must Apply in Person for U.S. Passports
     --  Personal Security Awareness
     --  Visas to China
     --  Helpful Hints For Voters
     --  Unsubscribing


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Security Situation
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The security situation in Japan remains the same with no new credible threat information; however the Government of Japan has taken heightened security measures at key facilities and ports of entry, as counter terrorism precautions linked to the increased role taken with preliminary deployment of Japanese self defense forces to Iraq.  The April 29, 2004 Worldwide Caution Public Announcement we distributed via this channel remains in effect (you can always read the most current information at http://travel.state.gov).  Be sure also to see the special section below, "Personal Security Awareness."


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Upcoming Holidays
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The Embassy and our Consulates will be closed for the following holidays in July:

    --  U.S. Independence Day (Sunday, to be observed on July 5 - Monday)

    --  Japanese Marine Day July 19 (Monday)


Please remember that the days just before and just after a holiday are usually exceptionally busy and you can expect significantly longer waiting times.  Visit us outside of these times and you should have a shorter wait.

A full list of all of our holiday closings for 2004 is online at http://japan.usembassy.gov/e/acs/tacs-holidays.html.  

If you do come to see us at the Embassy in Tokyo, note that we have two lines to enter the building; a (usually) longer line for visa applicants and a much shorter line for customers coming for American Citizen Services help.


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Services to Americans Now by Appointment Only in Sapporo and Fukuoka
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Services to American Citizens at our Consulates in Sapporo and Fukuoka are now available by appointment only; there are no longer any walk-in hours.  

For Sapporo:
Please call (011) 641-1115 to schedule an appointment.  The Consulate in Sapporo helps Americans in Akita, Aomori, Hokkaido, Iwate and Miyagi prefectures.  A map to the Consulate is available on our website at http://japan.usembassy.gov/e/acs/tacs-7123.html.

For Fukuoka:
Please call (092) 751-9331 to schedule an appointment.  The Consulate in Fukuoka helps Americans in Fukuoka, Kagoshima, Kumamoto, Miyazaki, Nagasaki, Oita, Saga and Yamaguchi.  A map to the Consulate is available on our website at http://japan.usembassy.gov/e/acs/tacs-7123.html.


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Unrequested Unsubscription?
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As you know, this list has a "leave" address for accepting unsubscribe requests (it is listed near the end of this message, below).  Lately we've been seeing tons of spam and virus mail coming into all of our join- and leave- addresses.  Most of it is successfully ignored, but if a message arrives at the leave- address and the (forged) From: address is a subscriber, that address gets removed.  We've recently tightened up the tests we apply to these messages, but it's still possible for a forged message to get through.  The clue that you have been a victim of such spammed mail is receiving a message saying you have been successfully unsubscribed from our list when you yourself have not requested it.  If you do get such a message, simply follow the instructions in the message to re-subscribe.


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Internal Revenue Service Office in Tokyo has Closed
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The Internal Revenue Service office at the American Embassy in Tokyo closed permanently on June 18, 2004.  For assistance, contact the IRS in Philadelphia at (215) 516-2000.  There is no overseas toll-free number available.  The IRS office provides service from 6:00 AM until 2:00 AM EST (20 hour availability) Monday through Friday.  The IRS web page, http://www.irs.gov, contains a great deal of information regarding filing and reporting requirements, including forms which can be downloaded.  

For specific questions on tax law (not tax account inquiries), you may submit your question via email by going to the IRS web page, clicking on 'Site Map' and scrolling down to and clicking on 'Help with Tax Questions' under the 'Help' heading and then following directions (or click directly on http://www.irs.gov/help/page/0,,id=120294,00.html).  The Internal Revenue Service has served the American community for nearly 40 years and regrets that it has become necessary to close its office in Tokyo.

Unfortunately, after the closing of the IRS office, no assistance on questions on tax law or tax account inquiries will be available at the Embassy.

Many common tax questions, such as exchange rates and how to apply for an Individual Taxpayer Identification Numbers (ITIN) for your Japanese spouse, are covered on our own web page at http://japan.usembassy.gov/e/acs/tacs-7126b.html.

One point to remember for all overseas taxpayers is that the United States taxes its citizens on their worldwide income. Even though they may be eligible to exclude a certain amount of their earned income from their income tax computation, they must file a US tax return in order to claim that exclusion. Also, while certain amounts of their earned income can be excluded for purposes of computing income tax, that income is not excluded for the purposes of computing Self Employment Tax, for those who are self-employed. 


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Individual Taxpayer Identification Number (ITIN)
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Social Security Numbers are only available to American Citizens and Legal Permanent Residents (LPRs, or "Green Card" holders). They are not issued to spouses of American Citizens who are not LPRs or Japanese students going to the U.S. for college.

Instead, the Individual Taxpayer Identification Number (ITIN) was created for use as a tax reporting number for those taxpayers who do not qualify for Social Security Numbers. ITINs are for tax purposes only. The numbers are not valid as personal identification, and do not imply or in any way provide legal status in the U.S. or entitle holders to work in the U.S.

Learn how to apply for an ITIN from our website at http://japan.usembassy.gov/e/acs/tacs-7126b.html#non


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Obtaining Copies of Past U.S. Tax Returns
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Copies of your past U.S. Federal income tax returns are not available from the Embassy or our Consulates, but must be ordered directly from the IRS.  Many Americans need to obtain these copies in connection with immigrant visa ("Green Card") applications they file on behalf of their Japanese spouses.

Follow this link to learn how to obtain copies of past Federal tax returns:  http://www.irs.gov/faqs/faq1-6.html, or go to http://www.irs.gov and search for the term "transcripts."


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Minors Must Apply in Person for U.S. Passports
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Be sure to plan ahead for your summer travel needs.  Remember that processing time for U.S. passports is two to three weeks, as all printing is now done in the U.S.  While most adults can renew by mail, almost all minors must apply in person.

The rules on how to apply for a U.S. passport have changed, requiring more people to apply in person and allowing fewer people to apply by mail.  Under the new rules, only adults who were issued a ten year passport on or after their 16th birthday may apply for a renewal passport by mail.  All others must appear in person.  This change is effective worldwide and is not specific to Japan.

Full details, including downloadable application forms, are available at http://japan.usembassy.gov/e/acs/tacs-7130c.html.  To find out which of our offices serves your part of Japan (along with directions and our opening hours), please visit http://japan.usembassy.gov/e/acs/tacs-7123.html.


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Personal Security Awareness
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The past month in Saudi Arabia was marked by successful terrorist attacks in which assailants directly targeted Western individuals.  Protection against such attacks includes in large part personal security awareness.  

While no one wants to dwell on the thought of impending disaster, prudent planning can give you piece of mind knowing that you have prepared your family or company as well as possible.  To learn more, please take a look at the following documents, all available through our web site at http://japan.usembassy.gov/e/acs/tacs-7111b.html

     --  Security Guidelines for American Families Living Abroad
     --  Security Guidelines for American Enterprises Abroad
     --  Emergency Planning Guidelines for American Businesses Abroad
     --  Security Awareness Overseas - An Overview
     --  Guidelines for Protecting U.S. Business Information Overseas
     --  Personal Security Guidelines for the Business Traveler Overseas
     --  Security Guidelines for Children Living Abroad


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Visas to China
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Americans need visas to visit China.  Transit visas are required for any stop (even if you do not exit the plane or train) in China.  Business travelers are required to obtain a formal invitation from a Chinese business contact.  Tourist visas are issued only after receipt of a confirmation letter from a Chinese tour agency or letter of invitation from a relative in China.  These visas are available only from the Chinese Embassy or Consulate, and are not issued by the American Embassy or our Consulates.

For the HONG KONG SPECIAL ADMINISTRATIVE REGION only, a passport and onward/return transportation ticket are required.  Visas are not required for tourist/business stay of up to 90 days.

Information about Chinese visas is only available directly from the Chinese Embassy in Tokyo, one of their own Consulates or from many travel agents.  Contact the Chinese Embassy by phone at 03-3403-0924/ 0995, or visit their web site at http://lsb.china.jp/eng/index.htm.  

You cannot apply for a Chinese visa at the American Embassy or at an American Consulate, nor do we stock Chinese visa forms or have additional information on obtaining a Chinese visa.

General info on visa requirements for Americans for every country and territory worldwide is available on the Consular Affairs' web site at http://travel.state.gov/foreignentryreqs.html.  This information applies only to American Citizens; citizens of other countries should check with their own Embassy.


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Helpful Hints For Voters
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Voter Registration
Unregistered absentee voters should request their ballots at least 60 days before the election and registered voters at least 45 days before the election. Remember, voter registration can be affected or cancelled for several reasons: not voting for a period of time, changed residence since the last registration or election, changed name since the last registration or election, or changing political party preference (primary elections only) since the last registration. Also, registering to vote at a new place of legal residence will cancel your registration at your previous residence and might cause you to incur state or local tax liabilities.

Legal Voting Residence
Your legal voting residence address (item 3 of the Federal Post Card Application (FPCA) SF 76) helps determine the type of ballot a local election official sends to you. So, even if the home has been sold, rented or is no longer there because the site has been redeveloped, that address continues to be your legal voting residence for voting purposes as long as you continue claiming that state as your legal residence.  Determining a voting residence is a concern to many. Some citizens do not know where they should be voting and what state they should claim as their home of legal voting residence. 

The FVAP website at http://www.fvap.gov provides downloadable Guidelines For Members Of The Uniformed Services And Family Members and Guidelines for Citizens Residing Outside the United States. Select I Want to Vote from the FVAP home page, then select Residency Guidelines.  These are only general guidelines to help determine state of legal residence for voting purposes.

Notarizing Voting Materials
Always check your state instructions to determine whether your state requires a witness or notary on the FPCA and/or the ballot return envelope.  The Embassy or our Consulates will provide notary services for voting materials free of charge. 

Where To Send It
Did you know that if you send your FPCA or the Federal Write-In Absentee Ballot (FWAB) to the wrong local election official, it may use up precious time needed to get your application or ballot delivered and may affect the chances of your vote being received on time to be counted? For example, if you send your FPCA to the County Clerk and the state requires you to send it to the Registrar of Voters your FPCA may take more time to be delivered as it is forwarded to the correct office. This may cause a delay in getting your FPCA processed by the local election office.  

Similarly, if you are an overseas voter and you use the FWAB and mail it to the wrong office other than the one instructed to you by the state, your FWAB may need to be forwarded and may not arrive on the time required by state law to be counted. Each state has its own specific office for receiving absentee voting materials. 

Postage for Mailing From Overseas
The FPCA does not require postage for voting materials if mailed in the U.S. postal system, including all U.S. military post offices (APO, FPO) overseas as well as diplomatic pouches. Many Embassies and Consulates have access to U.S. military post offices. Those that have access will accept the FPCA and give it to the U.S. military post office. The FPCA may also be sent postage-free through the diplomatic pouch at Embassies and Consulates.

If you are mailing election materials from overseas and do not have access to a U.S. Embassy/Consulate or an APO/FPO address, please affix the proper postage necessary to get the materials into the U.S. postal system. NOTE: If using the online FPCA (OFPCA), you must place it in an envelope and apply proper postage. The OFPCA is available at http://www.fvap.gov>. Select On-line Federal Post Card Application.

Electronic Transmission
Visit http://www.fvap.gov, select State By State Instructions, and find out if your state allows electronic transmission of voting materials. If so, use this method to expedite processing of your voting materials. Most states that permit faxing of the voted ballot require the voter to sign a waiver of his or her right of a secret ballot.  After faxing, immediately mail the original signed and dated hardcopy. International toll-free fax numbers are listed on the FVAP website. From the FVAP home page, select Electronic Transmission (faxing) for a list of toll-free fax numbers from over 50 countries.

Tax Implications
The Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA) provides that exercising the right to vote, in elections for Federal offices, under the Act should not affect, for purposes of any Federal, state or local tax, the residence or domicile of a person exercising such right. Voting in an election for Federal offices only may not be used as the sole basis to determine residency for the purposes of imposing state and local taxes. If you claim a particular state as your residence and have other ties with that state in addition to voting, then you may be liable for state and local taxation, depending upon that particular state law.  Always seek legal advise when contemplating changing your residency.

The Final Say in Determining Eligibility
The Federal Government does not hold elections, the state does. Each of the States and U.S. Territories has its own law for holding elections. The local election official makes the final determination of a voter's eligibility to register and vote in that county, city or state. 

Status of Your Application
To reduce the possibility of being left with the uncertainty of the status of your FPCA, FVAP recommends that you provide your contact information when completing the FPCA. In the Remarks Section (item 7) of the FPCA, provide your telephone number (or a local contact) with all country prefixes and/or your e-mail address. Email is increasingly becoming the preferred method of communication. Also, in the remarks section, add other information that may assist local election officials in processing the application. Example: maiden name or other name used, old address, etc. If the information does not fit in item 7, continue on a separate sheet of paper and place inside the FPCA before sealing. FVAP recommends that FPCAs be sealed with adhesive tape on both sides after applying adhesive tab. Do not staple the FPCA.

Provide your fax number in item 5 and include all international prefixes, country or city codes (provide commercial fax numbers only). Even if your state may not allow faxing of the FPCA, the local election official may use your fax number to contact you.  Providing fax, phone and/or email will give the local election official options to contact you for questions, clarifications or to request additional information on your FPCA. If you do not provide clear contact information on the FPCA it may be impossible to reach you. 

For voters that want to know if their application has been denied, the Help America Vote Act now requires that voters be notified. If your FPCA is denied, your state is required by law to notify you and explain why it was denied.  


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Inclusion of  Non-U.S. Government links or information does not imply endorsement of contents.

This newsletter is prepared by the American Embassy in Tokyo with contributions from our Consulates/Consulates-General in Sapporo, Nagoya, Osaka-Kobe, Fukuoka and Naha.

Need a form?  Just about any form needed for use in our American Citizen Services sections is now available for download, including passport forms, the things you need to marry in Japan, blank Powers of Attorney, US Federal tax forms and more.  Visit http://japan.usembassy.gov/e/acs/tacs-forms.html, or take the shortcut at http://forms.tokyoacs.com/

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