Empowered JAPAN Webinar Report

Empowered JAPAN Executive Steering Committee was established in 2018, “To realize a world where everyone canwork and learn, from anywhere, at anytime.” To promote the true value of workstyle innovation including telework, the committee
has been coordinating symposiums in both Tokyo and regional cities. And in collaboration with various local governments,
Microsoft, and partners, the committee has been serving as an advisor to provide telework training for both corporate andindividuals. In response to the spread of infection of corona virus (COVID-19) and the government announcement on February 25,2020, which included the request to citizens to telework, the steering committee made the decision to launch a series of freewebinars starting from March 17, 2020, to provide practical information for individuals and organizations across the nation, totelework and/or practice online education.

Category：System (labor work, subsidy,internal rules and remote working manuals)
Date：March, 20, 2020
Speaker：Yuki Fukuda
Certified Administrative Procedures LegalSpecialist (AZ Certified AdministrativeProcedures Legal Specialist Office)

After overcoming breast cancer, obtained
certification as a Certified Administrative
Procedures Legal Specialist. Gained experience asan entrepreneur consultant in Tokyo, and thenopened the AZ Certified Administrative Procedures
Legal Specialist Office. Handles upwards of 100
consultations per year, with a focus on founding
businesses. Specializes in financing support.
Provides total consulting on applying for subsidies
and grants, from the selection of appropriate
subsidies to reporting on performance. Holds
positions including Instructor at "Business
Founding School" (Nagareyama City), Consultant at"Business Founding Cram School" (sponsored by
the Chamber of Commerce and Industry), and"Mirasapo Specialist Dispatch Registration Expert"(The Small and Medium Enterprise Agency).

Specific Methods of Applying for Telework Subsidies
Given the strong demand for working from home, there are many companies that seek
government subsidies for introducing and expanding telework. Fukuda, an administrative
scrivener and entrepreneur consultant, proposes suitable financing to his client companies.
In particular, in the case of subsidies and grants, he provides total support from procedures
for applying to the government until performance reports. Fukuda provides consultation for
more than 100 clients per year.
The big appeal is that there is no obligation to repay subsidies. However, for that reason,
there are several points to be aware of in regards to application, adoption, implementation,reporting, and payment (issuance). "There are many subsidies for telework which originatedfrom COVID-19 measures and work-style reforms," emphasizes Fukuda. "I highly
recommend utilizing these subsidies to promote telework." In this article, he introduces two
subsidy systems which can be used immediately, as well as important points to be aware ofwhen applying.
First, let's start with some general cautions regarding subsidies. According to Fukuda, allsubsidies have "subsidy caps" and "subsidy rates." "For example, I will talk about the Subsidy
for Reforming Overtime Work, Etc., that is operated by the Ministry of Health, Labour andWelfare, explains Fukuda. "This subsidy has a cap of 1 million yen and a subsidy rate of 50%.
In other words, since the subsidy rate is 50%, even if the telework initiatives cost 2 million
yen, only 1 million yen will be paid. On the other hand, if initiatives cost 3 million yen andthe subsidy rate is 50%, the subsidy amount would be 1.5 million yen. However, due to thesubsidy cap, please be aware that a maximum of 1 million yen will be subsidized."
Another important point is that the payment of subsidies and grants is deferred. Even if anapplication is filed and the decision is made to issue the subsidy, it will not be paid
immediately. Instead, the payment is made after implementing the target initiatives, filingan implementation report, and undergoing an examination. "It is essential to consider
whether or not the company can pay the cost in advance," says Fukuda.

Empowered JAPAN Webinar Report
To begin, we will introduce the Subsidy for Reforming Overtime Work, Etc. According to Fukuda, this subsidy is for companies thatare now planning to implement telework; in other words, for "beginners." "It's good for 'beginners' because it also covers costs
incurred for consulting with external experts, and for creating work rules and labor agreements," explains Fukuda. In this respect, it isappropriate for companies that are unsure of problems and methods for introducing telework."
On the other hand, it does not include costs incurred to purchase computers, tablets, and smartphones. This is because the subsidy
is based on the criteria of "necessity" and "dedicated use." Since devices such as computers can be used for other purposes, it isdifficult to have these devices recognized for "dedicated use." (*Subsidy targets were reviewed on April 28, and coverage was added
for rental/lease costs incurred for computers, routers, etc.)"Thin client terminals and the like are also recognized in some cases," notes Fukuda. Regarding equipment, it's a good idea to list
the system construction diagram in the application form. By doing so, you can visually appeal the use of equipment for a dedicatedpurpose."
According to Fukuda, the Subsidy for Reforming Overtime Work, Etc., is a rare system which covers a period for teleworks initiatives
going back to February 17. In other words, even if you apply in April, you are still eligible to apply for teleworking expenses whichwere already incurred after February 17. Please be sure to keep invoices and receipts.

The second subsidy we will introduce is the Business Continuity Emergency Measure Subsidy in Tokyo. According to Fukuda, thissubsidy is appropriate for "intermediates." Specifically, in addition to corporations which are implementing telework for the first time,
this subsidy is suitable for corporations who have already prepared and used telework, but wish to achieve further enhancements.
One example would be a corporation that wants to add 10 new employees to its telework initiatives.
This subsidy covers a wide range of fees for computers, smartphones, and cloud services. Of particular note is the 100% subsidy
rate. In other words, it is possible for corporations to receive a full subsidy up to the maximum amount of 2.5 million yen.
"Not having to pay any expenses yourself is wonderful," says Fukuda. However, theonly expenses covered by the subsidy are those ordered or contracted after the dateof the payment decision notification of payment decision. Furthermore, the delivery
and payment associated with those expenses must be completed by June 30. Tokyo
forecasts a budget of 250 million yen. If the budget is exceeded, the subsidy programwill end within the application period that runs May 12th. Please consider applyingearly."
However, subsidies like these with a high cap and high subsidy rate are naturally
subject to strict examination. "When selecting an appropriate subsidy, do not focus
only on the amount of the subsidy; instead, it is important to base your decision on a clear understanding of conditions at yourcompany," explains Fukuda. "If 1 million yen is enough, your application will be viewed with suspicion if you scrape together
unnecessary expenses in an effort to approach 2.5 million yen," says Fukuda.
Furthermore, please note that the Business Continuity Emergency Measure Subsidy is operated by the Tokyo Metropolis, and is
only available to companies with headquarters or offices in Tokyo. However, since programs operated by the Tokyo Metropolis often
spread to local governments throughout Japan, it is essential to collect information in the future. For finding subsidies and grants,
Fukuda recommends the Mirasapo website operated by the Small and Medium Enterprise Agency. Users can search for available
subsidies by region or field. (*Name changed to Mirasapo Plus from April 1) "You can refine your search by using keywords such as'telework,' and obtain accurate information in a timely manner," explains Fukuda.
Finally, he introduced tips for creating application documents. The most useful resources are the entry examples and manuals thatare always posted on the website of each subsidy. "If you start by reading an example of the performance report, you can get acomplete picture of the subsidy," notes Fukuda. This is helpful because the contents of performance reports are closely linked to theapplication form."
According to Fukuda, it is possible to apply for the two subsidies at the same time. For example, you could use the Subsidy for
Reforming Overtime Work, Etc. to cover consulting fees incurred for introducing telework, and use the Business Continuity Emergency
Measure Subsidy to cover equipment expenses. However, please note that the same expenses cannot be covered by differentsubsidies. Additionally, application requires time and effort such as preparing documents, and the application periods for the twosubsidies overlap. It would be realistic to narrow down the subsidies required for your company, quickly create documents withaccuracy, and apply early.