Guideline for Use of Research Activity Funds May, 2021
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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.
1⑥ 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
2charge 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.
•
Please submit texts and materials distributed, screenshots during online
participation, or others that can confirm your participation.
【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
3company'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.
4Foreign 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: Kyoto City, Uji City, Muko City, Nagaokakyo City
Otsu City
• 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: Kameoka City, Joyo City, Yawata City,
Kyotanabe City, Nantan City, Kizugawa City, Oyamazaki Town, Okunin
District, Kumiyama Town, Kuse County, Ide Town, Tsuji County,
Ujitawara Town, Segara District, Seika Town Kusatsu
City, Moriyama City, Ritto City, Yasu City Osaka
City, Toyonaka City, Ibaraki City, Takatsuki City, Mishima County
Shimamoto Town, Suita City, Settsu City, Hirakata City, Katano City,
Neyagawa City, Moriguchi City, Kadoma City
• 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：gsais-gkenkyu@mail2.adm.kyoto-u.ac.jp
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 : pc-mitsumori@s-coop.net
・Ishikawa Television and Electronics Company Tel : 075-791-5101
[Books]
・Kyoto University Cooperative Book Center Lune Direct Sales
Tel : 075-753-7637 Email : bookc@s-coop.net
・Books Kinokuniya Company（Kyoto Branch Ueda）
Tel : 075-221-3310 Email : takami_ueda@kinokuniya.co.jp
・Sanseido Bookstore Ltd.（Kansai Branch Niida）
Tel : 06-6853-1833 Email : n-iida@mail.books-sanseido.co.jp
・Far Eastern Booksellers（Kyoto Branch Yokochi） ※Western Books Specialty
Tel : 075-231-2093 Email : kyoto@kyokuto-bk.co.jp
・Maruzen Co. Ltd. Tel : 075-863-5321
・Miura Book Store ※Legal Western Books Specialty (English/German/French)
Tel : 03-3293-8444 Email : fumio@miurashoten.co.jp
[Reagents/Experimental Materials]
1・Wakenyaku Co. Ltd. Tel : 075-721-8111
・Nacalai Tesque Inc. Tel : 075-231-5301
1Form
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
＜gsais-gkenkyu@mail2.adm.kyoto-u.ac.jp＞ 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 UniversityTravel Expense
Payment
Category Designated Urban Rural
City
North America Los Angeles
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New York
San Francisco
Washington
Europe Western Geneva
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r Eastern Moscow
Middle East Abu Dhabi
O Jeddah
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ve Kuwait
rs Riyadh
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s
Eastern and Singapore
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Asia
Tr Southern/Korea
゜
ip Southern and
Western/China
South America
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