Guidelines for the Keio University Doctorate Student Grant-in-Aid Program

Transcription

1 Guidelines for the Keio University Doctorate Student Grant-in-Aid Program I. Submission of Documents To ensure appropriate accounting as expenses for academic research, please take careful consideration of the points below, and submit all the necessary documents to the Head Office of the Offices of Research Development and Sponsored Projects by the specified date. You will be required to return the outstanding balance to the university. The Head Office of the Offices of Research Development and Sponsored Projects will contact you regarding the procedure for reimbursement. 1. Documents to be Submitted (1) RESEARCH RESULTS PERFORMANCE REPORT (2) ACCOUNTING REPORT (3) Receipts (4) Documents for each expense item (refer to pages. 7-15) 2. Period Research Period: April 1, 2015 ~ March 31, 2016 Period of Expenditure: April 1, 2015 ~ Friday, February 19, 2016 The end of the research period is March 31, 2016, however, for accounting purposes, make sure that actual payment of expenses is completed by the said period. Deadline for Submission of Documents (1) RESEARCH RESULTS PERFORMANCE REPORT: Friday, February 19, 2016 (2) ACCOUNTING REPORT: 1st Deadline: Monday, November 30, nd (Final) Deadline: Friday, February19, 2016 Submit to Head Office of the Offices of Research Development and Sponsored Projects (Mita Campus South Annex 4th Floor) II. How to Fill in the Documents 1. RESEARCH RESULTS PERFORMANCE REPORT (Submit both and below) 1 Fill in the prescribed Word form, and submit one photocopy (double-face printing with signature or seal). 2 the electronic Word file to ora-hokokusho@adst.keio.ac.jp 1

2 For the Outline of Your Research Results, fill in the summary and results of your research in the space provided. (Do not include illustrations, graphs, etc.) As a general rule, recipients of this program are recommended to have their research results presented at major academic conferences or academic journals. Include, in footnotes, etc., the name of grants you received. The Research Project Leader is the person receiving the grant. 2. ACCOUNTING REPORT As indicated above, there are two deadlines; you are required to submit documents twice. If you are unable to obtain receipts by the first deadline, submit them by the second (final) deadline. If you have no expenses by the first deadline, submit your ACCOUNTING REPORT as 0 yen together with a SPENDING PLAN for your future expenses. If you fail to submit the ACCOUNTING REPORT by the first deadline, the Grant-in-Aid will be canceled. The grant must be paid back in full. Important Notes: Make sure that you have spent more than half of the grant by the first deadline. If the spending amount is less than half of the grant, submit a statement of reasons explaining why (free format). If you submit a complete ACCOUNTING REPORT for the first deadline, you are not required to submit again for the second (final) deadline. Documents to be Submitted 1 Fill in the prescribed Excel form, and submit one photocopy (with your signature or seal) Refer to page Where to Submit Documents, Contact Details, etc. 2 Number each receipt and enter them in the "Receipt No." column, with the total price including tax. (See page. 16) For each item on the ACCOUNTING REPORT, general names such as books, computer goods, business trip expenses, communications and shipping expenses, etc. are accepted. 3. Expense Item Categories Expenses need to be stated based on the following item categories. Books Academic books (Content must directly relate to your research. Books for educational purposes such as reference materials are not covered.) Consumable books (magazines and other such materials) Microfilm, records, audio tapes, video tapes, CD, DVD, electronic dictionaries, etc. 2

3 Equipment Consumables Travel Compensation for part-time work and honorarium Other In principle, articles (machinery, devices, appliances, equipment, computers including software, specimens, models, etc.) with a useful life span of one year or more whose unit or set price is 200,000 yen or more (including tax, shipping and set-up fees.) Equipment for experiments, lab instruments, consumable printed material, stationary, computer software, photocopies, photo development and printing, etc., which has a unit or set price less than 200,000 yen (including tax.) Travel expenses for the purpose of survey and research, material gathering, research result presentation, meetings for research, etc. (transportation and accommodation fee) Daily allowances will not be paid. Not Accepted Local transport expenses, communication and shipping expenses (mailing and postage), printing and binding costs, computer usage fees, equipment repairs, bank or postal transfer fee, English proofreading fee, academic conference attendance fees, and expenses that do not fall into any of the above categories. Expenses for meetings are not covered. Telephone and Internet bills, as well as communication expenses for terminal equipment are not covered (1) Receipts 1 The research period is set from April 1, 2015, to March 31, 2016, however, for accounting purposes, make sure that actual payment of expenses is completed by Friday, February 19, As proof of expenditure, original copies of receipts are required for all expenses (including credit card payments. Be aware that any expenses not backed by an original receipt (including the loss of a receipt) will not be accepted. For credit card payments, refer to page.5 (2). Credit Card Payment. 3 Any receipt not bearing the text 領 収 書 (receipt) is not valid. Copies of receipts are not accepted. Submit the itemized list of purchases together with the receipt. 4 Receipts (PDF format etc.) sent by are not accepted. 5 Depending on the amount, you may need to attach a 収 入 印 紙 or a revenue stamp (prescribed according to stamp duty law). 6 The receipt must be made out to Keio University and bear the name of the researcher (Research Project Leader). Any purchases made online (e.g. Amazon) must also include the same information as above. 3

4 7 Each receipt must have the specific name of the item for which it is issued. (General Names such as お 品 代 [goods], 文 具 [stationary], パソコン 用 品 [computer goods], ソフトウェア[software], are not acceptable. ) If the details of the items are not specified in the receipt, attach documents (e.g. account statements, invoices) that have these details. 8 Downloadable digital receipts (e.g. purchases on Amazon, ANA, JAL, Expedia, Rakuten, etc.) Even if the downloadable digital receipt is the official receipt of the vendor, it will be considered to be a copy and not the original receipt. Submit a statement of reasons with the below points (free format). Documents to be Submitted What to write in the statement of reasons (free format with signature or seal). Indicate that the official receipt of the vendor is issued only in downloadable format. Indicate that although the receipts are possible to copy/duplicate, they will not be reused for other purposes. However, if the submitted document is not accepted as the original receipt, you may be asked to get one issued by the vendor. 9 Receipts for purchases with Amazon There are two types of receipts when you shop at Amazon. (a) A document that combines the statement of delivery and receipt is attached to the package A document that combines the statement of delivery and receipt, or any such document will be accepted as a receipt, however, be aware that if the document is titled 納 品 書 (Statement of Delivery), it will not be accepted as a receipt. (b) If the receipt is issued only in downloadable digital format If the package arrives with only the statement of delivery attached, you must download the digital receipt yourself. In that case, as the receipt will be considered to be a copy and not the original, you must also submit a statement of reasons (free format) with the details explained in 8 above. Receipts that are reissued Be aware that receipts that are reissued, in the case where receipts are lost, are not accepted. Additionally, be aware that when you download a digital receipt (Amazon, etc.), and close the window without printing it out the first time, 再 発 行 (reissue) may appear on the copy of the receipt the second time you access the page. 10 Receipts are also required with bank or postal transfer fees The ATM statement, which is issued after a transfer is made through an ATM, is not accepted as a receipt. However, it will be accepted as a receipt for the handling fee. 11 A separate receipt is required even if you make payments at post offices and convenient stores using 払 込 取 扱 票. 振 替 払 込 請 求 書 兼 受 領 証, which is issued at the time of payment, is not considered to be a receipt. However, it will be accepted as a receipt for the handling fee. 4

5 12 In the case you make online purchases using the エクスプレス 予 約 サービス (EX-IC service) (for bullet trains, etc.) make sure you download the receipt on your computer and print it out. Even if the price of the ticket is indicated on the EX-IC ご 利 用 票 (EX-IC ticket), this is not accepted as a receipt. If you are using your computer to download the receipt, the receipt should be available from the day after the purchase for three months (until 23:30). Make sure you read the details carefully (receipt issuing deadline, etc.) on the JR website in advance. Reasons such as not submitting receipts because they were not issued in time, are not be accepted. 13 Transactions for which receipts are not issued Check whether the vendor can issue a receipt, and only when this is not possible, submit the following documents. A statement of reasons (free format) explaining why the receipt was not issued, the name of the Research Project Leader, and his/her signature or seal. The monthly account statement ( 利 用 明 細 書 ) issued by your credit card company. Documentary evidence of all records that explain the transaction ( s, hard copies of purchase confirmation screen, etc.) 14 Receipts issued by electronic retail stores Purchases using points are not covered. If receipts issued by electronic retails stores include the actual receipt and itemized list of purchases, submit the entire document. 15 Points, mileage, gift vouchers, etc. cannot be used. 16 Receipts for cash-on-delivery payment In the case you choose to pay on receipt of the goods, make sure you ask the delivery staff for a 代 金 代 行 者 印. 17 For purchases of goods where the usage fee comes with a time limit The cost of subscription to publications and periodicals such as specialized journals, and software with expiry dates apply only during the grant period (April 1, 2015 to March 31st, 2016). e.g. If you purchase a one-year subscription from August 2015, the grant applies to the period between August 2015 and March The amount will be calculated on a per diem basis from the day the receipt is issued or from the start of the contract. If you are unsure about anything, contact us in advance. 18 If your purchase is in foreign currency, refer to page. 6 (3) Foreign Currency. 19 Refer to page.16 Submission of Receipts for how to submit all your receipts. Refer to page.14 for purchases that are not covered with the grant. (2) Credit Card Payment As much as possible, avoid paying with a credit card 5

6 You may use your credit card only in unavoidable cases, such as when purchasing an item on the Internet (and credit card is the only available method of payment), or for cases when payment is customarily made via credit card, including expenses related to research presentations abroad (e.g. international conference registration fee, paper submission fee to overseas magazines, etc.) 1 Submit the receipt together with the original copy of the monthly account statement ( 利 用 明 細 書 ) issued by your credit card company (information other than the cardholder's name, amount charged for the item, and the date of withdrawal may be blacked out). 2 Use a credit card that has the name of the Research Project Leader as the cardholder's name. 3 分 割 払 い(payment in installments), リボ 払 い (revolving payments), ボーナス 払 い (payment during bonus months) are not accepted. 4 If the payment was made in foreign currency, use the amount that has already been converted to yen on the monthly account statement ( 利 用 明 細 書 ) issued by your credit card company. 5 If the converted amount in yen is not indicated, make the conversion using the exchange rate of the day the payment was made, and attach an exchange rate table. Refer to page.6 (3) Foreign Currency. 6 Even if the card was used within the grant year, if the date of withdrawal is in the following year, that expense cannot be covered. If any payment was made by credit card, make sure that withdrawal is done within the grant year (by the end of March 31, 2016). (3) Foreign Currency If the payment is made in foreign currency, convert the amount according to the method below. 1 If you have the currency exchange form ( 外 貨 交 換 計 算 書 ) Convert using the currency exchange as the standard rate, and enter the amount in yen in the ACCOUNTING REPORT. You must also submit the currency exchange form ( 外 貨 交 換 計 算 書 ) 2 If you do not have a currency exchange form ( 外 貨 交 換 計 算 書 ) Refer to the website below and convert using the exchange rate of each applicable day, and enter the amount in yen in the ACCOUNTING REPORT. Link: Mitsubishi UFJ Bank (Mitsubishi UFJ Research and Consulting "Daily Exchange Quotations - since ") Check the exchange rate for the day the purchase was made and print the page/screen. (If the day of purchase was on a Saturday, Sunday, or a public holiday, and the exchange rate is not given, use the rate for the previous day.) 3 Drop the number that is less than one yen (rounding off is not accepted). 6

7 (4) Important Notes for Each Expense Item Category Books Academic books, consumable books (magazines and other such materials), microfilm, audio records, audio tapes, video tapes, CDs, DVDs, electronic dictionaries, etc. Documents to be Submitted a) Receipts b) BOOK PURCHASE REPORT (if the title of the book is not stated on the receipt, you must enter all the book titles in the report) 1 If the shipping fee is stated in the receipt, the shipping fee must be treated as an expense in the Other category. 2 Any expense that crosses over to the next year (e.g. annual subscriptions) will not be covered. Receipts are required for all purchases on the Internet (e.g. Amazon). Equipment In principle, articles with a useful life span of one year or more whose unit or set price (e.g. the price of a computer including peripheral devices supplied at the time of purchase) is 200,000 yen or more including tax Documents to be Submitted a) Receipts b) EQUIPMENT PURCHASE REPORT c) Credit card statement (クレジットカード 利 用 明 細 書 ) (if the payment was made via credit card) 1 Make sure expenditure on equipment is kept to less than 70% of the grant. 2 When you purchase a piece of equipment, you must complete the EQUIPMENT REGISTRATION FORM. Refer to page. 8 "<Important Notes on Equipment Registration, Ownership, and Maintenance>". 3 If you are planning to purchase a piece of equipment which has a unit or set price of more than one million yen, you are required to submit a quote, and you must notify the Head Office of the Offices of Research Development and Sponsored Projects in advance. The information will be used to assess the validity of the expenditure as a research expense. 4 In principle, spending the entire grant for purchasing computers is not accepted. 5 If the unit or set price of the equipment (e.g. computer) is less than 200,000 yen (including tax), the purchase will be treated as an expense in the Consumables category. 7

8 6 For software, even if it is valued at more than 200,000 yen, the purchase will still be treated as an expense in the Consumables category. If the software costs more than one million yen, you must inform the Office of Research Development and Sponsored Projects in advance. 7 Any purchases (including delivery of goods) made in February, must only be for unavoidable situations in which the purchase had to be made in that month due to reasons relating to your research plan. In these cases, you must notify the Head Office of the Offices of Research Development and Sponsored Projects in advance. <Important Notes on Equipment Registration, Ownership, and Maintenance> If you purchase a piece of equipment (in principle, articles with a useful life span of one year of more which has a unit or set price of more than 200,000 yen including tax) with the grant, you must register the equipment so that appropriate use of the grant is made explicit. Purchased equipment belongs to Keio University, so you must complete the registration promptly within the grant period (April 1 ~ March 31 of the following year). Equipment Registration Procedure Register at: 管 財 部 用 度 課 (the Facility Management Office /Supplies Management Section or the corresponding office at your campus) Necessary Documents: 1 Receipts (photocopies) 2 EQUIPMENT PURCHASE REPORT Documents to be submitted after registration (at the time of the first and second submission of the ACCOUNTING REPORT) Submit to: The Head Office of the Offices of Research Development and Sponsored Projects Necessary Documents: 1 Receipts (originals) 2 EQUIPMENT PURCHASE REPORT (original copy with registration stamp) Consumables Equipment for experiments, lab instruments, consumable printed material, stationary, computer software, photocopies, photo development and printing, etc. which has a unit or set price of less than 200,000 yen (including tax) Documents to be Submitted a) Receipts 8

9 b) Invoice or Statement of Delivery (if there is no itemized list on the receipt) c) Credit card statement (if the purchase was made via credit card) 1 If you used a pre-paid card to photocopy, etc., submit the receipt together with the used pre-paid card. 2 If the unit or set price of the equipment (e.g. computer) is less than 200,000 yen, the purchase will be treated as an expense in the Consumables category. 3 For software, even if it is valued at more than 200,000 yen, the purchase will still be treated as an expense in the Consumables category. If the software costs more than one million yen, you must inform the Office of Research Development and Sponsored Projects in advance. 4 Receipts are required for all purchases on the Internet (e.g. Amazon). For credit card payments, refer to page.5 (2) Credit Card Payment. 5 Any purchases (including delivery of goods) made in February, must only be for unavoidable situations in which the purchase had to be made in that month due to reasons relating to your research plan. In these cases, you must notify the Office of Research Development and Sponsored Projects in advance. Domestic Travel Expenses Documents to be Submitted a) Receipts (accommodation fee, transportation fees, etc.) b) TRAVEL RECORD c) TRANSPORTATION EXPENSE RECEIPT (transportation fee for which receipts are not customarily issued e.g. local transport, taxis, etc.) d) Photocopies of academic conference programs, etc., in which the venue and dates are included (if the purpose of travel was to attend or give a presentation of your research results). e) If a flight was taken, attach the ticket stub or an alternative (e.g. boarding pass) f) Credit card statement (if the payment was made via credit card) 1 For all travel expenses (transportation and accommodation fees), you must submit the prescribed TRAVEL RECORD form. Include dates of travel, destination, purpose of travel, amount spent (e.g. transport costs) in the TRAVEL RECORD, and make sure you attach the receipts. 2 Daily allowance is not paid. 3 Actual cost (of transportation and accommodation) is covered in the grant. Ticketing service fee for air tickets can be covered in the grant. 4 Transport from your home to your campus is not included in the grant. 5 Receipts are required for transportation expenses. If you cannot obtain a receipt, submit the following documents if your total round trip travel is within 80km on train or bus on a regular fare. Applies to short-distance travel on local trains and buses (e.g. JR Yamanote Line, Tokyo Metro, etc.) without express train charges a) TRANSPORTATION EXPENSE RECEIPT 9

10 b) Document that serves as a proof of route and fare (e.g. screen shots or copies of web pages such as Yahoo! 路 線 情 報 ) If there is an express train charge (e.g. bullet train Narita Express), you cannot use the prescribed TRANSPORTATION EXPENSE RECEIPT form. You need to submit a receipt issued by the public transport or agency (e.g. travel agency). 6 If the air ticket and accommodation were procured as a package tour You will need to submit material that explains the purchase of the package tour was cheaper than if purchased separately. It is not acceptable to include sightseeing tours or other plans not relevant to the research as part of the itinerary, even if the package tour is a cheaper option. Also, it is not acceptable to organize any sightseeing or other plans not relevant to the research as part of your travel plans. If anything is unclear, contact the Head Office of the Offices of Research Development and Sponsored Projects before you make the purchase. 7 You are required to submit receipts for online purchases, such as air tickets, that were made via credit card. For credit card payments, make sure you refer to page.5 of this document. 8 The air ticket receipt must include the date of departure and route. If these details are not stated on the air ticket receipt, attach a document, such as the invoice, that includes this information. 9 Only the lowest economy airfare will be covered (the booking class for the date of departure must be class Y ). 10 Follow the regulations for domestic travel expenses for information on the upper limit for accommodation fee per night. (See table below) Payment of domestic business trip expenses shall follow the criteria below: Train fare Normal passenger fare is paid. The following amount will be added according to the distance traveled. More than 100 km one way Super express (bullet train), limited express, and express charges More than 500 km one way "Green" car (first class) ticket fare (however, this excludes bullet train routes) Sea fare Normal passenger fare (2nd class) is paid (high-speed, express charges are accepted) Airfare Airfare is paid only for the conditions below. (Only the lowest economy airfare is paid.) 1) The destination of your travel must be more than 500km away by train distance. 2) For other unavoidable situations which are 10

11 approved by Keio University Bus fare Actual cost Accommodation fee (per night) 12,000 yen 11 Taxi fare and car rental fee are, in principle, not accepted. However, for certain situations (e.g. public transport at travel destination is not easily accessible), the use of taxi is approved. If such a case occurs, submit the prescribed TRANSPORTATION EXPENSE RECEIPT form indicating the reason why the transport method was chosen, together with the original copy of the taxi receipt. However, depending on the reason given, it may not be approved. 12 If the trip is for the presentation of research results, material that states the name of the presenter, such as a conference program, must be submitted. 13 Even if the only expense incurred for the travel was the registration fee for the academic conference, you must also submit the TRAVEL RECORD form with materials related to the conference. <Distribution of Expenses When the Trip Is Made for More than One Purpose> If another engagement arises during your travels, you will need to separate your expenses. In these cases, not all of your travel expenses will be covered by the grant. If such a case arises, contact the Head Office of the Offices of Research Development and Sponsored Projects beforehand. Overseas Travel Expenses Overseas travel is approved if the researcher is giving a presentation at an academic conference or if the travel is necessary to your research, and must also be verified by your academic advisor. In any case, it must be clear to the third party that the trip is essential for your research. Additionally, long-term stay is not approved (moving your research base overseas for reasons such as studying abroad). Documents to be Submitted a) Receipts (accommodation fee, transportation expenses, etc.) b) OVERSEAS TRAVEL APPLICATION FORM (it is necessary to get approval from your advisor prior to the trip) c) TRAVEL RECORD d) Photocopies of academic conference programs, etc., in which the venue and dates are included (if the purpose of travel was to attend or present at an academic conference) e) If a flight was taken, attach the ticket stub or an alternative (e.g. boarding pass) f) TRANSPORTATION EXPENSE RECEIPT (transport for which receipts are not customarily issued e.g. local transport, taxis, etc. refer to page.13 Other 12) g) Credit card statement (if the payment was made via credit card) 11

12 For important notes regarding overseas business trips, refer to Domestic Travel Expenses 1~9. 10 Follow the regulations for domestic travel expenses for information on the upper limit for accommodation fee per night. Payment of overseas business trip expenses shall follow the criteria below Airfare The lowest economy airfare (booking class for the date of departure must be class Y ) is the maximum amount covered by the grant, and the actual cost of the ticket will be paid. Accommodation fee The actual cost for the accommodation fee is paid, however the maximum (per night) amount covered depends on the destination. The price of accommodation can include one night stay with two meals. Designated City 19,000 yen per night Europe and North America 17,000 yen per night (Except Designated City ) Other regions 13,500 yen per night Daily allowance is not paid. Other miscellaneous Immunization fee, visa charges, entry and departure taxes, airport fees, expenses domestic transportation costs to and from the airport, and expenses for unavoidable use of taxis overseas can be covered if receipts are submitted (statement of reasons must be attached). Fees for obtaining passports and overseas insurance are not covered. (It is advisable you obtain your own travel insurance, as you are responsible for your personal safety and crisis prevention/management.) Designated City:New York, Washington, Boston, Los Angeles, San Francisco, London, Paris, Geneva, Moscow, Abu Dhabi, Riyadh, Jeddah, Kueto, Singapore, and Jan Avi 11 If the trip is for the presentation of research results, material that states the name of the presenter, such as a conference program must be submitted. 12 Even if the sole purpose of the trip was to attend an academic conference, you must also submit the TRAVEL RECORD form with materials related to the conference. <Distribution of Expenses When the Trip Is Made for More than One Purpose> If another engagement arises during your travels, you will need to separate your expenses. In these cases, not all of your travel expenses will be covered by the grant. If such a case arises, contact the Head Office of the Offices of Research Development and Sponsored Projects beforehand. 12

13 Other 1 If you cannot obtain a receipt, submit the following documents if your total round trip travel is within 80km on train or bus on a regular fare. Applies to short-distance travel on local trains and buses (e.g. JR Yamanote Line,Tokyo Metro, etc) without express train charges. TRANSPORTATION EXPENSE RECEIPT Document that serves as a proof of route and fare (e.g. screen shots or copies of web pages such as Yahoo! 路 線 情 報 ) 2 Taxi fare and car rental fee, in principle, are not accepted. However, for certain situations (e.g. public transport at travel destination is not easily accessible), the use of taxi is approved. If such a case occurs, submit the prescribed TRANSPORTATION EXPENSE RECEIPT form indicating the reason why the transport method was chosen, together with the original copy of the taxi receipt. However, depending on the reason, it may not be approved. 3 Attach a mailing list for all correspondence (by post) and shipping fees. Mailing list: Write the name of the recipient or their mailing address (indicating who the item is addressed to), and the intended purpose on each receipt. In the case where you are not able to give personal information (e.g. surveys and questionnaires) Indicate the number of items that were sent out on each receipt A statement of reasons why you are not able to give out personal information of the recipient. 4 If you purchase stamps Write down intended purpose and date of use on each receipt. Attach a mailing list if the item was sent by post 5 If social gathering and excursion expenses are included in the expenses for attending academic conferences If social gathering and excursion expenses are specified, that amount will be deducted from the total expense. If social gathering expenses are not specified, a flat rate of 5000 yen will be deducted from the total expense. If excursion expenses are not specified, the entire expense for attending the academic conference will not be covered. 6 Warranty fees (guarantee charges) Warranty fees (guarantee charges) that come with purchase of equipment such as computers are not covered. 13

14 3. Expenses not covered by the grant Any expenses not listed in page. 2 3 Expense Item Categories are not covered. Below is a list of expenses that are often mistaken as being covered by the grant. For expenses in the "Other" category, not all the expenses are listed below, so make sure you contact the Office of Research Development and Sponsored Projects beforehand for more information. 1 Domestic and overseas travel expenses for your academic advisor 2 Travel expenses for invited guests from overseas 3 Expenses related to facilities such as buildings (purchase, rental, repair, etc.) 4 Expenses for purchasing equipment that are normally procured by the university (desks, chairs, book shelves/cabinet, photocopiers, etc.) 5 Monthly salaries (fixed salary), retirement allowances, bonuses, or other allowances to research assistants such as rewards 6 Expenses for items that cannot be distinguished from items of personal use. (Telephone and Internet bills, portable terminal with communication functions, terminal device including communication expenses (e.g. b-mobile, SIM cards), transformers, conversion plugs, etc. are not accepted) 7 Expenses that are not directly related to research (alcoholic beverages, accident insurances, gifts, business cards, inkan seals, guidebooks, seminar/course fees, certification exam, clothes, shoes, safe box, keys, etc.) 8 Annual membership fees for academic societies 9 Social gatherings and excursion expenses which are included in the expenses for attending academic conferences (refer to page. 13 Other 5) 10 Meeting expenses (meals, etc) 11 Contracts and subscriptions that crosses over to the next year (e.g. annual subscription for publications, security fees with fixed contract period, software with fixed usage period) 12 Transportation expenses from your home to your affiliated campus 13 Taxi fares, car rental fares (refer to page.13 Other 2 for more information) 14 Use of private car (gasoline, etc.) 15 Expenses within Keio University that provide income for Keio such as photocopying (in your office or laboratory), envelopes, books, etc. 16 Purchases from Keio University (any receipt issued by Keio University) e.g. use of the Kyoseikan Collaboration Complex, Media Centers, School of Medicine Laboratory Animal Center, School of Medicine Core Instrumentation Facility, Faculty of Science and Technology Central Service Facilities for Research, SFC Seminar Guest house, etc. 17 In principle, spending the entire grant on a piece of equipment or a full set of equipment (e.g. computers) is not accepted. 14

15 18 Expenses relating to your doctoral dissertation (printing and binding, English proofreading fee, etc.) 19 Combination with other grants (including Keio University research grants) 20 Usage of points, mileage, gift vouchers, etc. 21 Warranty fees (guarantee charges) that come with the purchase of equipment such as computers and components are not covered. 22 Multiple purchases of items such as computers 23 Bags (backpacks, suitcases, etc.) 24 Daily allowance 4. Grant Management The money paid from the Grant-in Aid Program must be managed and kept safely such as in a saving deposit. In principle, you must open a new account (this is to avoid any confusion of the use of the grant with living expenses or other grants, and especially to separate interest.) If you have a bank account that you opened in the past and are not currently using (with zero balance), you are able to use that account for this purpose. For accounting purposes, all expenses subject to the grant must be completed by Friday, February 19, 2016, including interests accrued from the saving deposit (including interest accrued after the account is closed) 5. Where to Submit Documents, Contact Details, etc. Head Office of the Offices of Research Development and Sponsored Projects (Keio University Doctorate Student Grant-in-Aid Program) Address: South Annex 4F, Mita, Minato-ku, Tokyo Direct number: (Extention: 25855) Fax: Opening hours: Weekdays 8:30-11:30 and 12:30-17:00 (closed weekends and public holidays) (inquiries): honbu-tanto@adst.keio.ac.jp (submission of documents): ora-hokokusho@adst.keio.ac.jp Website: You will be able to access the guidelines and prescribed forms on the website. You must notify the Office of Research Development and Sponsored Projects, if there are any changes to your contact details (e.g. change of address). (You can notify any changes by .) 15

16 If you withdraw from the university during the research period, you must complete your research project and submit all necessary documents. Receipts submitted after your withdrawal from the university will not be accepted. The ACCOUNTING REPORT and other documents such as receipts must be submitted directly or mailed to the office. These documents may be submitted via the corresponding office in your campus. When making an inquiry by , or when you are submitting documents by , put Doctoral Research Grant-in-Aid as the subject matter. Guidelines for Keio University Doctorate Student Grant-in-Aid Program ( The content is revised and updated every year. Amendments to the content may be made during the year. Make sure you stay up-to-date with the latest information. It is not possible to include all the possible scenarios and regulations in the guidelines. If you have any queries, contact the Head Office of the Offices of Research Development and Sponsored Projects. Submission of Receipts 1 The receipts must be made out to Keio University and bear the name of the researcher (Research Project Leader). 2 All receipts must be numbered so that they correspond to the receipt numbers listed in the Receipt No. column of the ACCOUNTING REPORT. If there are many receipts, you may enter the total amounts classified into relevant expense item categories on the ACCOUNTING REPORT. 3 Receipts must be sorted by expense item category using paperclips etc. Do not attach the receipts on a sheet of paper using glue, stapler, or tape. Paper clip <Expense Item Category> *Books *Equipment *Consumables 16 Name of Expense Item Category Receipt Receipt Receipt

17 *Travel *Other Printing and binding fee Local transport expenses Communications and shipping expenses 17