Reimbursement

The Accounting Section is NOT in charge of purchasing books, DVDs, CDs, and Films.
 These items should be purchased directly from the Library.
 Travel expenses and payments cannot be reimbursed with the invoice for reimbursement form. Please confirm each procedures.
Any kind of purchases should always be made through the Accounting Section. Direct purchases from outside vendors cannot be reimbursed.
 Low-prices from internet vendors do not justify purchasing directly without our approval.

The following will be covered by the fund

丒Enrollment fee for attending/participating in academic conferences
丒Overseas travel expenses such as car rental fees, gas
丒Should you need to purchase specific items such as USB
仸Bank transfer fee will be covered by the fund
仸If faculty or staff purchase emergency supplies, they should bring them to the Accounting section to be verified.

Required documents to be submitted for reimbursement

丂仸Please translate documents besides Japanese and English.

乮侾乯Invoice for reimbursement(Please use the form below)

乮俀乯Receipt or credit card statement

仸For purchases with foreign currencies, if faculty or staff submit a receipt for currency    exchange, then he or she will be reimbursed at the same rate.
Otherwise, he or she will be reimbursed at bank rate on the date of purchase.

仸In case faculty or staff will not be able to obtain the receipt, he or she should prepare a receipt form beforehand and bring it along so that foreign venders can fill it out.

乮俁乯For academic conference fees, program or other official documents indicating fee amount.
 Annual fee for academic conference, organization bylaws

仸If a conference乫s enrollment fee is separate from a social gathering fee, we reimburse only the enrollment fee.
仸Please inform the administration staff in charge of travel expenses if conference fee includes lunch as this will reduce the daily allowance.
仸Please retain the documentation showing conference details because the conference website might be taken down after the conference is finished.

乮係乯Schedules in a rented car
仸Please submit the schedule in a rented car with the invoice for car rental fees

Reimbursement form

Form
Instructions for filling out the form

Example form
乮侾乯Annual conference fee乮cannot be funded by a grant for scientific research乯
乮俀乯Conference enrollment fee