May, 2021 Guideline for Use of Research Activity Funds 【Introduction】
① Funds for research activities are from the national treasury (based on national tax), and suitable use is obligatory. Purchases for personal items and misappropriation, requests for personal travel expenses, and fabricated business trips will not only lead to a request for the return of funds, but students may even be subject to punishment. In addition, an audit of expenditures may be required with student cooperation for the explanation of expenses. ② The submission deadline is strictly adhered to. In the case of late submission, please note that the expense usage will not be approved. Please submit the application form for research activity expenses by e-mail to your research supervisor or your main supervisor (hereinafter referred to as your "academic advisor"). Also, please submit it to the School Affairs Office / person in charge of research activity expenses. ③ Research expenses can only be used for expenses approved by your academic advisor as research activities. In some cases, students may be required to submit a statement of reason for using the expenses and provide evidence to the person in charge of research activities. ④ Items purchased for research activities or any other expenses are not personal belongings of the recipient, but belong to the university. Consequently, please be aware that when you complete the course curriculum (including those who drop out), all equipment, and cashable items purchased up to that point will be returned to GSAIS. ＜Equipment/Cashable Items Examples＞ ・Computers（Desktop PCs、Notebooks、Servers, etc.） ・Tablet Computers（Smartphones, Tablets, etc.） ・Digital Cameras（Compact, Mirrorless, Single-lens Reflex, etc.） ・Video Cameras（Handy, Action, etc.） ・Televisions（Digital Televisions, PC Monitors, etc.） ⑤ The purpose of these expenses is to get the maximum use with the least expense. Therefore, the use of expenses that are not planned for the year, such as purchasing items that will be used in next year’s research from this year’s budget is not permitted.
1 ⑥ For research activity expenses, only the first or second semester should be applied. Purchases (advances) or business trips made prior to the application will not be accepted. First term: May 31st 2021 at 3pm, strict deadline. Second Term: Sept. 30th 3pm strict deadline. First term use: Until the end of Sept. Send term use: Until the end of Dec.
⑦ Be sure to manage your research fund plan and notify the person in charge of the administration department when it is complete.
【Purchased Items】
Items should be delivered to the Higashi Ichijo-kan (Administration department, in charge of expenses for research activities). For laboratory reagents, delivery to the student’s laboratory will be permitted, so please enter the department, field, and place to which the laboratory belongs.
① Please get a quote from the major suppliers listed at the end of this document [Reference] and attach it to the application. Please contact us in advance if you wish to obtain a quote from another vendor. ② The person in charge in the office will place the order. * Students cannot place orders. ③ The office will contact you after delivery. In addition, please be sure to come pick up your items as soon as possible, as the office will only store items for 3 days.
• If you cannot come pick up your items within the above period due to an official reason such as a business trip, be sure to contact the person in charge of research activities. In the past, there have been cases where students did not contact nor pick up their items. Please be aware that if this happens, some or all your expenses for research activities may be suspended.
• Except in unavoidable circumstances, orders will be submitted from mid-June to July for May (first semester) applications, and from November to December for October (second semester) applications. • The delivery notice and invoice will be submitted by the vendor to the research expenses department, and the university will make the payment to the vendor. If you receive them directly, please submit these to the person in 2 charge of research activities.
• For some goods such as reagents, it may be necessary to use them expeditiously in conducting research.
• If the purchase process does not meet the delivery deadline and interferes with your research, please contact us in advance.
• Please contact us in advance if you wish to copy documents or request documents from other universities through the library.
【Advanced Payments】 Students are not permitted to make advance payments and charge the costs to the university. However, if there is an unavoidable reason, such as a participation fee for a presentation at an academic conference (please be sure to submit your name card after attending the conference (as proof of participation)), the decision will be up to your academic advisor after submitting an application for use of research activity funds called the “Advance Payment Approval Application” attached. Please be sure to submit the application form by email no later than 10 days before the advance payment date. • Please consult in advance if you wish to use a credit card. The expiration date should be before December. •
【Travel Expenses】
Transportation expenses related to business trips are settled based on actual expenses. Eligible Transportation • Domestic business trips that use the Bullet Train and JR limited express (hereinafter referred to as "Bullet Train etc."). • The use of conventional trains only and toll expresses on private railways are excluded.
Requests for Business Travelers • Please be sure to submit your receipts. • Please be sure to submit receipts when purchasing tickets or boarding the Bullet Train. Please do not forget the receipt when purchasing, ticketing, or boarding. • Please keep the receipt on hand and submit it with your travel expense claim form. ⇒If the amount on the receipt includes money for a route outside of the 3 company's scope of work, the amount will be deducted from the bill.
Travel expenses for transportation, daily allowances, and accommodation will be transferred to the student’s account. Before traveling, be sure to fill in the attached “Travel Expense Application Request,” have it confirmed and approved by your mentor or supervisor, and then submit it by e-mail to the person in charge of research activity funds. Important points regarding the travel expense application request and the required documents before and after the trip are found below. In addition to the list described below, if you are uncertain about travel expenses or if you have any questions, please be sure to consult with the person in charge of research activity funds. Please do not make any reservations or purchase tickets on your own.
【Important Points when filling out the Travel Expense Application Request】
• Please take into consideration your mentor and supervisor's business trip schedule while filling in the document, and submit it two weeks before the trip. Generally, travel expenses will be paid after your trip, but if you wish to be paid for the travel expenses beforehand, please submit the travel expense application request and the documents at least 4 weeks before the business trip.
• If you are going on a business trip abroad, be sure to consult with your academic advisor before applying to the Crisis Management Committee for approval before preparing the travel expense application notification.Please submit a copy of your overseas travel notification, written oath, and overseas travel insurance to the administrative office / in charge of international education before filling out your travel expense application request. In addition, please register on the "Trip Register" before departure.
• Please fill in the daily schedule portion of the travel expense application request for each day and for each service.
• The table below shows the amount of daily allowance prescribed by Kyoto University (lunch fee, same-city transportation cost), accommodation fee (hotel fee, dinner fee, breakfast fee). It is not possible for the university to provide more than this, but it is possible to adjust or reduce the actual payment.
4 Foreign Country Division Domestic Designated Urban Rural City Daily ¥1,500 ¥5,000 ¥4,000 ¥3,500 Allowance Accommodation ¥8,500 ¥16,000 ¥13,000 ¥10,000 Fee • Reference for “Travel Expense Provision Division” for designated cities, divided into urban and rural.
• If you are staying with your parents or at an acquaintance's house (when no accommodation fee is charged), please enter this in the travel expense application request. Please take care that if the itinerary is accidentally billed and accommodation expenses were not incurred due to staying at your parents or acquaintance's house, and it is later discovered, it will be considered as an illegal billing, regardless of intention.
• Transportation expenses are calculated by the office based on the university's travel expense regulations, and daily allowances and accommodation expenses are generally fixed, but reductions can be adjusted.
• If you use a business plan, please be advised that the actual cost will be paid. You can use the plan fee if it is cheaper than the regular travel expenses, even if you include the evening and breakfast charges. In this case, you will need a receipt and the contents of the business plan. If there are benefits other than meals, these can be used if they are cheaper than the regular travel expenses, but please use restraint in using these benefits. (Example: Kyoto / Tokyo round-trip Shinkansen + overnight business plan, Itami / Sapporo round-trip aircraft + overnight business plan, etc.)
• Please note that flights are only available in economy class. Premium economy is not permitted.
• Please refrain from using LCC. This is because various optional charges for LCC are not covered.
5
• Public transportation is used as a general rule, charges for taxis will not be provided. If there is an unavoidable reason such as no nearby station, please contact us in advance.
• In the case of travelling to the city suburbs, only the actual transportation expenses will be paid. • Suburbs:
• In the case of travelling further to the city outskirts, we will pay a calculated transportation cost and a daily allowance of 1,000 yen. Suburbs:
• Travel within a city should fall within the daily allowance, so transportation expenses are not paid, but in the case it exceeds the daily allowance, it can be paid. Please consult us accordingly.
【Submission of Required Documents】
＜Before your Trip＞ ・Flight：Airfare Documents（E ticket）, Itinerary ・Business Plan：Documents with Quote and Item Breakdown ・For business trips related to conference presentations, documents that can confirm attendance at the conference and meal provision, such as a program that shows the presentation title and your name. ・For interviews or meetings, documents such as appointment emails exchanged with the other party in advance to confirm your agendas.
＜After your Trip＞ ・Flight：Formal Receipt and Proof of Boarding (boarding pass) ・Business Plan：Formal Receipt ・For Conference Participation：Name Card（Proof of Participation）
6 ・Visa ：Formal Receipt（Agency fee not payable） ・Airport Bus ：In Japan, only at Kansai Airport（Receipt not Required） In foreign countries, only when traveling from an airport that is not in the same city（Receipt Required） ・Foreign Country Transportation：Receipt, Ticket Stub ・When using the Bullet Train, etc.: Receipts (in principle, the original) Receipts are documents such as EX spending slips, cash receipts, credit card statements, and other documents that confirm the amount of money you have paid.
7
【Period of Use for Travel Expenses】 Please use all expenses by the end of September for the first semester and the end of December for the second semester.
【Changes in Travel Expense Plans】 If your travel plan changes, please inform your academic advisor, the administrative department, research activities, and other expense departments immediately and resubmit the revised application form.
【Other Points】
TOEFL、IELTSの 受験料は 1 回に限り申請可能です。
Score sheets must be submitted. If you use a credit card, your credit card statement is required(fixed billing amount). (When paying in foreign currency (examination fee is paid in dollars), a statement with a fixed billing amount is required) However, submission fees will not be accepted for papers for which the student is not a correspondent author (the person in charge of thesis).
【Unauthorized Expenses】
The main items for which research activity expenses cannot be paid are listed below.
＜Office Supplies＞ ・In principle, office supplies and stationery for daily use are not allowed. ・Printers（including ink） ・Scanners, routers, pocket WiFi, etc. ・Software and licenses ※In principle, if the usage period of software or license exceeds the year, it will not be accepted,(for example, from June to May of the following year).If you are unsure, please contact the person in charge before applying.
＜Travel Expenses＞ Language courses (including overseas), or participation in academic conferences where the student does not make a presentation, etc. are not covered
8 ※In principle, we only accept participation in academic conferences if there are plans for a presentation and posters (please be sure to submit your name card (participation certificate) after the conference).
＜Other＞
• Business trips purchased in advance before applying will not be accepted.
• Student purchased personal PC repair expenses are not covered.
• When purchasing a single item, students are not allowed to pay a portion of the price at their own expense.
【Document Submission/Inquiries】
• Please download and use each document from the GSAIS WIKI
• Business hours for the Office of the Research Activity Funds Supervisor of GSAIS: Hours: Mon-Fri (Except Holidays, University foundation day, Obon holidays (excluding the third week of August, Tuesday, Wednesday) the end of the year and New Year’s holidays) From 9:00 to 17:00 (excluding lunchtime from 12:00 to 13:00) All deadlines stated in this guide shall be within the above business hours on that deadline. * By 17:00 for delivered items.
Office in Charge： GSAIS Main Office/Person in Charge of Research Activity Expenses Higashi Ichijou-kan Basement 019 Mail：[email protected]
9
【Reference】
●List of Main Vendors Below is a list of our main vendors.
If you need to get a quote from a vendor other than those listed below, please contact us.
[Expendable Supplies] ・Kyoto University Cooperative Campus Shop/Purchases All contacts for the Kyoto University Cooperative are referenced on the site below. http://www.s-coop.net/ ・Kakimi Kyuukadou Company Tel : 075-221-3051 ・Chokakudou Company Tel : 075-781-6689 ・ASKUL （No quote is required. Please let us know the product name, application number, and quantity from the website or catalog when you place an order. The catalog can be borrowed from the office.） ＜PC/Electronic Equipment＞ ・Kyoto University Cooperative Shop Lune PC Center Tel : 075-753-7636 Email : [email protected] ・Ishikawa Television and Electronics Company Tel : 075-791-5101
[Books] ・Kyoto University Cooperative Book Center Lune Direct Sales Tel : 075-753-7637 Email : [email protected] ・Books Kinokuniya Company（Kyoto Branch Ueda） Tel : 075-221-3310 Email : [email protected] ・Sanseido Bookstore Ltd.（Kansai Branch Niida） Tel : 06-6853-1833 Email : [email protected] ・Far Eastern Booksellers（Kyoto Branch Yokochi） ※Western Books Specialty Tel : 075-231-2093 Email : [email protected] ・Maruzen Co. Ltd. Tel : 075-863-5321 ・Miura Book Store ※Legal Western Books Specialty (English/German/French) Tel : 03-3293-8444 Email : [email protected]
[Reagents/Experimental Materials] 1
・Wakenyaku Co. Ltd. Tel : 075-721-8111 ・Nacalai Tesque Inc. Tel : 075-231-5301
1
Form
Advanced Payment Approval Request
Year Month Date Management Yoshida South Campus Office
Budget Manager Affiliation: Title： Name： Seal
The following application will be made and approved based on Kyoto University Contract Handling Procedures, provision of Article 24.
１．Items for approval □Payment over 100,000 yen □Advance payment for non-faculty members (including university students) ２．Person who will pay in advance (affiliation / job title / name)
３．Advance payment details and amount
４．Reason for advanced payment
５．Source of Expenses
Department： Budget Subject： Project： Delivery Location：
Accounting Assistant Accounting Assistant Chief Clerk Director Director Manager Manager Clerk
【Research Activity Funds】Travel Application【Example】
■After returning to the university, please report any changes in content or meal offers. ■Please mail the travel application to ＜[email protected]＞ two weeks before the departure date.
■For travels overseas, before submitting your travel application, please submit: ・[Oath], [Overseas Travel Notification], and [Copy of Overseas Travel Insurance Certificate].
School Year・Name 3rd Year Hanako Sougou
Mentor or Main Advisor Name Kantarou Shishuu
[Overseas travel only] Business email address ※Use the Kyoto University Address if unknown. * Address that you can be contacted at your travel destination hanahana＠gmail.com
Country：Germany 【Overseas travel only】Destination name, city name City：Hamburg
Research Activity Funds Source of Funds ※Confirmed by mentor or main advisor Other（ ）
Project Name ※Confirmed by mentor or main advisor
（Please write only donations, contract research, or KAKENHI research activity funds）
If Attending Academic Conference Participation fees will not be charged in advance
If Food is Provided 9/3 Lunch, Dinner
Fill in the dates and contents（Example：8/6 Lunch、 9/4 Lunch 8/10 Dinner, etc.）
Date：9/2 If You Stay Before or After （Date and Reason） Reason：Stayed the night before 9/3 due to early start time
If You Stay at Home Date：
(Fill in the date, reason, and home address) Reason：
Home Address：
Suburbs (Kyoto City, Uji City, Mukai City, Nagaokakyo City, Enter the transportation route only for Otsu City)
Limited Express Haruka (Kansai Airport) Route to Airport Other（ ）
If there is a reduction adjustment, enter the adjustment amount
Other
【Research Activity Funds】Travel Application【Example】
Other Party Month/ Business Address Place of Affiliation / Position / Business Contents Day Business Name
9/1 Kansai Airport Travel
9/1 Dubai Airport Travel, Overnight
9/2 Hamburg Hamburg Previous Night Stay Airport
20146 Hamburg uni- Hamburg University 9/3 Hamburg Conference Participation hamburg.de University Mr. ○○ ○○ and Information Gathering
20146 Hamburg uni- Hamburg University 9/4 Hamburg Conference Participation hamburg.de University Mr. △△ △△ and Information Gathering
9/4 Hamburg Travel Airport
9/4 Dubai Airport Travel, Overnight
9/5 Kansai Airport Travel, Return to University
Travel Expense Payment
Category Designated Urban Rural City
North America Los Angeles
New York
San Francisco ゜ Washington
Europe Western Geneva Ar ea London
゜ fo , •) r Eastern Moscow Middle East Abu Dhabi O Jeddah Kuwait ve rs Riyadh ea ゜ s Asia Eastern and Singapore Tr Southern/Korea ip Southern and ゜ Western/China ゜ South America ゜
From the Kyoto University Travel Expense Manual ゜
令