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【Guidelines and Forms】

Forms

Item Form No. Form Name / Remarks
Purchase of Goods and Related 1-1 Order/Contract Request Form
※This is required for goods purchasing and subcontracting of operations if the price for one order/one set is 100,000 yen or more. Submit sufficiently ahead of the delivery date. ne.
1-2 Statement of Reasons for Spending/Description
※Submit if it is necessary to explain the necessity of spending funds or the corresponding budget (you may also be asked by the Executive Office to submit this).
1-3 Postage Stamp and Postcard Use Report
※This is used when you purchase stamps or postcards.
1-4 Request for Reimbursement of Reimbursed Expenses
※Submit together with receipts if a person (such as a student or person outside of this University) other than the researcher responsible for spending of the corresponding budget (such as a research representative or member) is to be reimbursed.
1-5 Statement of Reasons Related to Inspection of Goods
※This is required when there is a reason the goods could not be inspected by the Executive Office (such as purchased at the location of the business trip). Submit with documentary evidence.
1-6 Reason for Selection
※If goods satisfying specifications can only be delivered by a specific company, write down the corresponding reasons and, together with the evidence materials, submit these with the order/contract request form.
1-7 Application Form for Purchase of Shared Equipment Due to Multiple KAKENHI Projects
Business Trip Office of Payroll and Employee Benefits Form Travel Requisition Form (for Faculty)
※Required before business trip. Persons employed full-time by this University.
2-1 Travel Requisition Form (for Senior Researchers and Researchers)
※Required before business trip. Research staff such as senior researchers and researchers.
2-2 Ritsumeikan University Statement of Travel Expenses [for faculty holding two posts (part-time lecturers,teaching lectures,visiting professors)/adjunct administrative staff] 
※Required before business trip. Part-time lecturers / teaching lecturers, visiting professors, adjunct administrative staff members.
2-3 Ritsumeikan University Statement of Travel Expenses [for students and persons outside of the University)
※Required before business trip. Persons with no employment relationship with this University (including college and graduate students), JSPS fellows, etc.
2-4-1 Domestic/Overseas Travel Report (Expense Report)
※Required after business trip. Attach trip evidence and submit within one week after returning.
2-4-2 Domestic/Overseas Travel Report (Expense Report)[No. 2]
※Use when entry space in 2-4-1 is insufficient (when business trip exceeds 7 days).
2-5 Interview/Lodging Certificate
※Use as evidence that you went to the business trip destination and as material for checking afterward.
Form of Salary Office of Employee Benefits  Failure to Attach Stubs  
Part-Time Employment 3-1-1d Notification of Working Conditions (Students Working Part Time)
※Used by college/graduate student who is has a student register in this University.
3-1-2d Notification of Working Conditions (Adjunct Administrative Staff)
※Use if you are a regular working adult or college/graduate student of another university.
3-1-3 Application Form for Employment as Adjunct Administrative Staff (Research Assistance / Faculty Secretary)
※If employing an adjunct administrative staff member for research administrative assistance or research assistance, submit this form instead of the Notification of Working Conditions.
3-2 Part-Time Employee Attendance Book
※For each day of part-time work, confirm the actual working hours and either sign or affix your seal. The employee (part-timer himself/herself) should submit this by the first day of the following month.
3-3 Part-time Commuting Transportation Expense Claim Sheet
※Use this form to claim commuting transportation expenses incurred for parttime work, regardless of whether the place of work is a University campus or not.
3-4 Attendance Book for Part-Time Research Staff
※Check the actual time worked each time (day) an assistant researcher or research assistant performs work, and affix your seal to or sign the form. The employee (part-timer himself/herself) should submit this to the affiliated Research Office by the first day of the following month.
Researcher Invitations, Compensation and Remuneration /Honorariums 4-1 Personalized Work Request
※This is a procedure to be performed before beginning work in cases where an individual is requested to perform piecework where the work is not (or cannot be) directly subject to guidance/supervision or management by the researcher.
4-2 Work Completion Report and Invoice
※This procedure is for paying compensation or honorarium/remuneration to the worker after the researcher receives the deliverables from the worker with regard to a personalized work (deliverables, etc.) requested using Form 4-1.
4-3 Invoice for Compensation, Honorarium/Remuneration Payment (Lectures, Specialized Instruction or Advice, Etc.)
※This procedure is for paying compensation or honorarium/remuneration to a guest speaker, panelist, commentator, reporter, moderator, or the like when holding a lecture meeting, symposium, workshop, or the like, or for paying compensation or honorarium/remuneration when receiving specialized knowledge from an expert, researcher, or the like in a related field. Submit before implementation (3 weeks in advance).
4-4 Invoice for Compensation, Honorarium/Remuneration Payment (Experiment Participants, Questionnaire/Interview Survey Respondents, Etc.)
※This procedure is for paying compensation or honorarium/remuneration for experiment participants, questionnaire/interview survey respondents, and the like in clinical research. Submit before implementation (after approval for cases where an application was made to the Ethics Review Committee for Research) (3 weeks in advance).
4-5 Gift Register
※Use when providing vouchers, souvenirs, and other items to multiple persons in place of the reward of 4-4.
4-6 Receipt
※Required when, in paying an honorarium/remuneration to an invitee, the researcher has no other way but to pay in cash. However, payment for honorarium/remuneration is normally made directly from the University to the invitee via a bank transfer, and this form is only to be used in exceptions.
Conference Expenses 5-1 Breakdown of Conference Liaison Expenses
※It is also necessary to submit a written estimate (or if after the event, an invoice and delivery slip [or receipt]) and materials that can objectively show that the conference, etc., was a necessary part of the research activity.
5-2 Application for Spending of Conference Liaison Expenses for Provision of Alcoholic Beverages and Food/Drink that Includes Alcoholic Beverages
※While presenting a written estimate, consult with the affiliated Research Office at least two weeks prior to the scheduled date. After the event, it is necessary to submit an invoice and delivery slip, as well as materials that can objectively show that the conference, etc., was a necessary part of the research activity.
Other 6-1 Application to Use Research Environment Enhancement Funds
※These funds are used in connection with research activities to enhance your research environment when you cannot spend via direct expenses.
6-2 Payment Statement
※Submit delivery slips and invoices along with the documentary evidence.
6-3 Statement of Compliance for Research Fund Spending during Off-Campus Research Program Period
※Submit this when spending research funds during off-campus research and the office is temporarily unavailable to perform an acceptance inspection. (After returning, bring items that have not been lost or destroyed to the acceptance inspection site for an inspection.)