2023

Guidelines for Implementation of Project with JEC Fund Grant

for overseas organizations
Single-Year Project

[Contents]
Procedures necessary to receive grant and other basic requirements------------------------------------------------------- 1
1.Procedures necessary to receive grant ---------------------------------------------------------------------------------------------- 1
2.General terms to receive grant ------------------------------------------------------------------------------------------------------- 2(1) Basic conditions to receive grant ------------------------------------------------------------------------------------------------ 2(2) On-the-spot inspection------------------------------------------------------------------------------------------------------------ 2(3) Acknowledgement of the JEC Fund-------------------------------------------------------------------------------------------- 2(4) Photographs that show the progress of the project------------------------------------------------------------------------------- 3(5) Website link ------------------------------------------------------------------------------------------------------------------------ 3(6) Rules for submission of documents -------------------------------------------------------------------------------------------- 4(7) Post-project evaluation ----------------------------------------------------------------------------------------------------------- 4(8) Other -------------------------------------------------------------------------------------------------------------------------------- 4
II. Submission of “Pledge to Execute the Project and Payment Procedure Notification” (stage one) ------------------- 5
1.“Pledge to Execute the Project and Payment Procedure Notification”--------------------------------------------------------- 5(1) Submitting the “Pledge to Execute the Project and Payment Procedure Notification” --------------------------------- 5(2) The “Payment Procedure Notification” Form--------------------------------------------------------------------------------- 5(3) Drawing Up the “Pledge to Execute the Project and Payment Procedure Notification” Form ------------------------ 6
III. Submission of “Progress Report on Project” (stage two) ---------------------------------------------------------------------- 7
IV. Procedures required during project implementation--------------------------------------------------------------------------- 9
1.Payment of expenses applicable to the JEC Fund Grant and treatment of expenses paid in a foreign currency --------- 9(1) Grant-covered expenses ---------------------------------------------------------------------------------------------------------- 9(2) Treatment of expenses paid in a foreign currency ---------------------------------------------------------------------------- 9
2.Procedures for change ----------------------------------------------------------------------------------------------------------------10(1) “Notice of Change” --------------------------------------------------------------------------------------------------------------10(2) “Application for Permission to Change Project” ----------------------------------------------------------------------------11
V. How to apply for advance payment -----------------------------------------------------------------------------------------------13
1.Submission of "Application for Advance Payment"-----------------------------------------------------------------------------13
2.Issuance of "Notice of Advance Payment" and its payment--------------------------------------------------------------------13
3.Submission of documents that allow for confirmation of payment------------------------------------------------------------13
VI. Submission of “Report on Completion of Project” (stage three)------------------------------------------------------------14
1.Payment of the grant money --------------------------------------------------------------------------------------------------------14
2.“Report on Completion of Project” ------------------------------------------------------------------------------------------------14(1) Forms of “Report on Completion of Project” and relevant documents --------------------------------------------------14(2) When to submit the report-------------------------------------------------------------------------------------------------------14(3) Instructions for preparation of “Report on Completion of Project” -------------------------------------------------------22
3.“Notice of Final Determination on Grant” ----------------------------------------------------------------------------------------29
VII. Payment of grant money (stage four) ---------------------------------------------------------------------------------------------32
1.How grant money is paid ------------------------------------------------------------------------------------------------------------32
2.Transfer of grant money to your bank account -----------------------------------------------------------------------------------32
VIII. Refusal ---------------------------------------------------------------------------------------------------------------------------------33
IX. Withdrawal -----------------------------------------------------------------------------------------------------------------------------34
1.Reasons for withdrawal --------------------------------------------------------------------------------------------------------------34
X. Disposal of resulting properties -----------------------------------------------------------------------------------------------------36
1.Procedures to dispose of resulting properties -------------------------------------------------------------------------------------36
2.Application-----------------------------------------------------------------------------------------------------------------------------36
3.“Notice of Approval” -----------------------------------------------------------------------------------------------------------------37
XI. Return of grant money ---------------------------------------------------------------------------------------------------------------38
1.Cases where return of grant money is required -----------------------------------------------------------------------------------38
2.Calculation of the amount to be returned ------------------------------------------------------------------------------------------38
3.Late payment charge -----------------------------------------------------------------------------------------------------------------39
4.Request of return of grant money and/or late payment charge -----------------------------------------------------------------39
I.

I.

Procedures necessary to receive grant and other basic requirements

1. Procedures necessary to receive grant
Implementing organizations must complete the following four-stage procedures before receiving grantmoney from the Japan World Exposition Commemorative Fund (JEC Fund Grant) of the Kansai Osaka
21st Century Association. If any change arises in the course of the implementation of the project, additional
procedures must be completed as necessary.
All documents required by the Association must be written in Japanese or English.
For a quick overview of the procedures, please refer to the following flowchart.
Stage one: Submission of “Payment Procedure Notification” (Refer to p. 5 for more details.)
Please submit “Pledge to Execute the Project and Payment Procedure Notification” form to the
Association by the specified date.
Stage two: Submission of “Progress Report on Project” (Refer to p. 7 for more details.)
Organizations that implement projects requested to be submitted by the Association must submit a“Progress Report on Project” by the specified date.
Stage three: Submission of “Report on Completion of Project” (Refer to p. 14 for more details.)
Subsequent to payment of Grant-eligible expenses, recipients are asked to submit the “Report on
Completion of Project” within one month. Note that if the “Report on Completion of Project” isnot submitted in a timely manner, the grant may not be issued in some cases.
Later, you will receive a “Notice of Final Determination on Grant” from the Association.
Stage four: Payment of grant money (Refer to p. 32 for more details.)
The grant money will be transferred to the bank account you designated in the “Pledge to Executethe Project and Payment Procedure Notification.”
Because the grant money is calculated together with Grant-eligible project expenses, it may beless than the grant amount noted on the “Notice of Decision on Grant.” It should be also notedthat the grant money is paid in Japanese yen and may not match the expected amount in local
currency due to the difference in exchange rate between the time of application and the time of
payment.
Implementing organization

Kansai Osaka 21st Century Association

Stage one
“Pledge to Execute the Project and Payment Procedure Notification”

Stage two●

When necessary“Progress Report on Project”●“Application for Permission to Change Project”●“Notice of Change”

Permission●

Stage three
Report on Completion of Project●

Examination
Notice of Final Determination on Grant

Stage fourCompletion

Payment of grant money‐1‐2. General terms to receive grant(1) Basic conditions to receive grant(i) Grant amountBecause the grant money is calculated together with Grant-eligible project expenses, it may be less than
the grant amount noted on the “Notice of Decision on Grant.” It should also be noted that the grantamount may be reduced or may not be paid at all if the implementing organization fails to show
an acknowledgement of funding by the Association as required below without good reason.
(ii) Payment of grant money
Once the “Report on Completion of Project” is submitted by the implementing organization, thefollowing three conditions are confirmed: i) The project has been carried out according to plan, ii)
Grant-eligible project expenses have been paid, and iii) acknowledgement of the JEC Fund is displayed.
The grant is paid as a reimbursement subsequent to post-project evaluation. (In determining grantamount, the Association considers whether the project has been implemented adequately andeffectively, whether there has been a ripple effect, etc.).
(iii) Diligence of a good director
Implementing organizations should carry out the projects with the diligence of a good director.
Especially, sufficient caution should be exercised to ensure safety so that no accident will occur during
implementation of the projects.
(iv) Separation of expenses
Implementing organizations should separate expenses applicable to the JEC Fund Grant and expenses
not applicable to the JEC Fund Grant. Also, they should separate project expenses from other project
expenses. If you are implementing the Grant-funded project in conjunction with another project, youmust separate costs for the other project as they are not covered by the Grant.
(v) Prohibition of other use
Implementing organizations are not allowed to use the JEC Fund Grant for any purposes other than the
project.
(vi) Maintenance of resulting properties
Implementing organizations should maintain/manage the properties that have resulted from the projectwith the diligence of a good director.
(vii) Surplus, reserve, and balance brought forward
Grant money may be reduced or its payment may be cancelled in case any surplus, reserve, and/or
balance brought forward accrue to the implementing organization when settling the account of the
project. Grant money should not be allocated to money paid to any higher organization that controls theimplementing organization, either.
(viii)Where the project is cancelled
If the project is cancelled, the grant will not be issued.
(2) On-the-spot inspection
To ensure that projects are going on as scheduled and that resulting properties are properly managed, theAssociation may, from time to time as necessary, request any implementing organization to submit a report,
or may have its staff visit the office or place of business of any implementing organization to inspect theiraccount books and other documents.
(3) Acknowledgement of the JEC Fund
Implementing organizations should show an acknowledgement of the JEC Fund in at least one of thefollowing items numbered (i) to (iii) according to the plan shown in the application form.
(i) PR materials (e.g. posters, programs, leaflets) and deliverables (e.g. reports, books, image files, DVDsand CD-ROMs) produced for the project(ii) Website (A link to the Association’s website should be provided.)(iii) Information board of the project (e.g. signboard)(iv) Implementing organizations should submit the items numbered (i) to (iii) above on which an
acknowledgement of the JEC Fund is shown. However, if submission of the originals is impossible,‐2‐

photographs or other materials on which the acknowledgements are clearly visible may be submitted
instead.
Materials printed only in Japanese do not have to carry a foreign-language version of the acknowledgement,
while those printed in foreign languages should also include a Japanese acknowledgement wheneverpossible.
[Examples]* See the Association’s website for data on the Association’s logo:
http://www.osaka21.or.jp/jecfund/english/download/
If you need illustrator data please contact us. (E-mail: jec-fund@osaka21.or.jp)(4) Photographs that show the progress of the project
Implementing organizations should submit photographs and other evidence to show the Association how the
projects have been undertaken, together with the “Report on Completion of Project.” Therefore, during theimplementation of the project, please be sure to take photographs at each stage of the project, including
scenes illustrating project implementation and the acknowledgement of the JEC Fund, including venues
and signboards. Note that you may be asked for a project overview and photographs prior to project
implementation, or prior to the submission of the Report on Completion of Project. The purpose is toprovide project descriptions and/or results on our website and/or public relations magazine.
(5) Website link
Implementing organizations should include on their websites a description to the effect that their project has
been executed with a grant from the Kansai Osaka 21st Century Association, and provide a link to the
Association’s website.
URL: http://www.osaka21.or.jp/jecfund/english/
In addition, when submitting the “Report on Completion of Project,” attach printed copies of the relevant
website pages.

‐3‐(6) Rules for submission of documents(i) The forms should be devised in accordance with the Guidelines, and submitted on A4 size paper. Also
paste receipts and other documents to be submitted with the “Report on Completion of Project” on A4
size paper.
You need to submit only one copy.
(ii) The name of the implementing organization and that of the project at the time of application (or, ifchanges have been approved, the implementing organization/project name subsequent to the change)
should be unified in all the documents to be submitted, including attachments such as written bills andreceipts.
* Changing the project name after receiving the Notice of Decision on Grant
Use the “Application for Permission to Change Project” form to change the project namesubsequent to receiving the “Notice of Decision on Grant.”(iii) If any situation arises which forces you to discontinue or abandon the project in the course of its
implementation, please complete the required procedures for cancellation.
(iv) It should be understood that to avoid complexity the Association will not check the formats of the
documents prior to their submission.
(v) Documents and inquiries should be directed to the Association. Direct inquiries to the Association are
accepted only by email.
Kansai Osaka 21st Century Association
Nakanoshima Center Building 29th Floor,
6-2-27 Nakanoshima, Kita-ku, Osaka 530-6691, Japan
Email:jec-fund@osaka21.or.jp(7) Post-project evaluation
The Association conducts post-project evaluations based on the “Report on Completion of Project”
submitted by the implementing organization in order to ascertain whether or not the project has
been completed adequately and effectively according to the plan shown in the application form, andto see what outcomes and ripple effects have resulted. Furthermore, the Association aims to improveits grant program based on the results of the evaluations and meet its accountability requirements by
publishing the results. The results of the evaluation will be also given to the implementing
organization when the “Notice of Final Determination on Grant” is sent. Also, the results will be used
to determine eligibility for any future applications.
(8) Other(i) Disclosure of information concerning the project
For each adopted project, the name of the implementing organization, the name and description of
the project, and the grant amount are shown on the Association’s website.
(ii) Protection of personal information
The Association uses the personal information submitted by the implementing organization for theprocedures described in this document as well as the procedures stipulated in the provisions forreceiving a JEC Fund Grant and the other provisions necessary for the grant. The Association willprotect and manage the personal information appropriately so that the information will not be used forany purposes other than the aforementioned purposes or disclosed/leaked to a third party without
consent from the implementing organization.

‐4‐

II.

Submission of “Pledge to Execute the Project and Payment Procedure Notification” (stage one)

1. “Pledge to Execute the Project and Payment Procedure Notification”(1) Submitting the “Pledge to Execute the Project and Payment Procedure Notification”(i) The implementing organization considers whether or not to accept the grant within the limitations
specified under the Grant money upper limit noted on the “Notice of Decision on Grant,” and submits
the “Pledge to Execute the Project and Payment Procedure Notification” if the decision is made to
take the Grant.
(ii) The “Pledge to Execute the Project and Payment Procedure Notification” must be submitted to the
Association by April 28, 2023. Note that no grant can be issued if the “Payment Procedure
Notification” is not received by this time.
(2) The “Payment Procedure Notification” Form
Download the “Payment Procedure Notification” form from the Association’s website:
URL: http://www.osaka21.or.jp/jecfund/english/download/
See the information below for further details on completing the forms.
“Pledge to Execute the Project and Payment Procedure Notification”
Date
Project No.
Dear Mr. Toshiki Sakimoto
President of Kansai Osaka 21st Century Association:
Pledge to Execute the Project and Payment Procedure Notification
Japan World Exposition Commemorative Fund Project for ( year )Hereby I pledge to abide by the following in implementing the Grant-funded project entitled ( project name).
I understand and will fully abide by the rules noted in the Guidelines for Application for the Japan World Exposition Commemorative Fundand by the conditions of the Notice of Decision on Grant.

Therefor please transfer the grant money for the project to the bank account shown below to cover the project expenses, when you haveconfirmed the successful completion of the project from our Report on Completion of Project. We will acknowledge receipt of the grantmoney upon its transfer.
1. Name of the bank (branch)
IBAN code
SWIFT code
2. Address of the bank
3. Type of accountCurrent account／Ordinary account
4. Account No.
5. Account holder’s name
6. If the account holder is not the representative of the implementing organization, please describe the reason.
7. Correspondent bank(1) Name of the bank (branch)
SWIFT code
(2) Address of the bank
Address of the applying organization:
Name of the applying organization:
Name of the representative:
Signature
Title of the representative:‐5‐(3) Drawing Up the “Pledge to Execute the Project and Payment Procedure Notification” Form
Fill out the “Pledge to Execute the Project and Payment Procedure Notification” form in English.
(i) Project No.
Please enter the number in the lower right corner of the “Notice of Decision on Grant.”(ii) Year in the heading
Please enter the year specified in the “Notice of Decision on Grant.”(iii) Name of the applying organization
Please enter the name specified in the “Grant Application.”(iv) Project name
Please enter the name specified in the “Notice of Decision on Grant.”
If the name has been changed following the “Notice of Permission to Change Project,” enter the
new name.
(v) Bank account
Correct bank information (the name and address of the bank or branch, type of account andaccount number) should be given. If you have an IBAN (International Bank Account Number)code (up to 34 digits), please enter the code under the name of the bank.
Please also specify your SWIFT code (8 or 11 alphanumeric characters) below the name of thebank, if any.
(vi) Account holder’s name
Please provide correct information, because if there is any misspelling in the name, grant money
may not be transferred. The Association transfers grant money only to the account of theimplementing organization, not to an individual account of the representative or a secretariat staff
member, or an account of another organization.
If the address of the account holder differs from the address of the applying organization, please
specify the address of the account holder.
(vii) Correspondent bank
If the grant money is to be transferred from Japan via a correspondent bank, please specify thename and address of the bank (branch), and SWIFT code.

‐6‐III. Submission of “Progress Report on Project” (stage two)
Organizations that implement projects requested to be submitted by the Association should submit a“Progress Report on Project” by the end of January that shows the implementation status of the work until
the end of December.
Each “Progress Report on Project” should be submitted together with photographs that clearly show how
the project is being carried out.
“Progress Report on Project”
Date
Project No.
Dear Mr. Toshiki Sakimoto
President of Kansai Osaka 21st Century Association:
Progress Report on ProjectJapan World Exposition Commemorative Fund Project for ( year )We will report how the (project name) is being carried out below.

1. Project tasks that have been completed and that are planned for the remaining project period(1) Please indicate each of the project tasks that have been completed from ( date ) to ( date
implementation.

) together with the month of its(2) Please specify each of the project tasks that are planned for the remaining project period together with the scheduled month of its
implementation.
2. Scheduled date of completion of the project:(Scheduled date of completion of the project indicated in the “Grant Application”):
3. Scheduled date of submission of “Report on Completion of Project”:* The date should be within one month after the scheduled date of completion indicated in 2 above.
4. Problem that hinders the progress (Please fill in this space if the project completion is likely to be delayed beyond the original schedule.)(1) Specific details of the problem(2) Reason(3) Corrective measures
5. Other: If there is anything that has to be communicated to the Association, please indicate.
6. Attachment( ) photographs that show the progress of the project
Address of the applying organization:
Name of the applying organization:
Name of the representative:
Signature
Title of the representative:‐7‐[Instructions for preparation of the “Progress Report on Project”](1) Project no.
Pease enter the number in the lower right corner of the “Notice of Decision on Grant.”(2) Year in the heading
Please enter the year specified in the “Notice of Decision on Grant.”(3) Project name
Please enter the name specified in the “Notice of Decision on Grant.”
If the name has been changed following the “Notice of Permission to Change Project,” enter the
new name.
(4) Project tasks that have been completed and that are planned for the remaining project period(A) Project tasks that have been completed
Please specify each of the tasks completed between April 1 and the end of December, which can
include preparatory works such as well as tasks of varied stages.
(B) Project tasks that are planned for the remaining project period
Please specify each of the tasks planned after the submission of the report until the completion of
the project.
(5) Problem that hinders the progress
Please give specific details of any problems that were not expected at the planning stage, together
with reasons why such problems arose and the corrective measures to be taken.
This space should be filled in if the project completion is likely to be delayed beyond the originalschedule.
(6) Other
If there is anything that has to be communicated to the Association about the project plan, please
specify briefly.
(7) Attachment
Please submit several photographs to give an overall picture of the tasks completed before thesubmission of the report.
(8) Name of the implementing organization
The name should be the same as those shown in the “Grant Application.”‐8‐

IV. Procedures required during project implementation
1. Payment of expenses applicable to the JEC Fund Grant and treatment of expenses paid in a foreign
currency(1) Grant-covered expenses
Regarding Grant-covered expenses, the receiving organization is required to attach bills (including
breakdown) issued by service providers, as well as receipt copies, to the “Report on Completion of Project.”
Be sure to keep your receipts.
Expenses for which the receiving organization cannot produce receipts are not covered by the
Grant.
For travel and accommodation expenses, attach proof of travel and accommodation payment such as copiesof air tickets, receipts issued by hotels, etc. (including breakdown). Note that these expenses will not becovered if said receipts or documentation are missing or insufficient.
Expenses not specified as Grant-covered expenses in the “Notice of Decision on Grant” are not covered
even with a receipt.
Note that bills and receipts issued by service providers are required for all Grant-covered expenses.
(2) Treatment of expenses paid in a foreign currency
If an implementing organization pays any project expenses applicable to the JEC Fund Grant to project
participants and/or suppliers in a foreign currency, the organization is required to convert the amount ofsuch expenses into Japanese yen and indicate the amount in the “Report on Completion of Project.” This isbecause the Association will prepare a “Final Fund Allocation Table” in Japanese yen.
In principle, the amount should be converted into Japanese yen based on the exchange rate on the date of
the issuance of each receipt. The implementing organization is therefore required to attach documentation
evidencing the exchange rate on the day, such as a newspaper article, to “Report on Completion of Project.”
Fill in the exchange rate as of the date the receipt was issued, along with the amount converted to Japaneseyen. Also attach a Japanese translation of the expense breakdown.

‐9‐2. Procedures for change(1) “Notice of Change”
In case a change arises in any of the following information, please submit a “Notice of Change” with
documents demonstrating the change without delay.
(i) Name and address of the implementing organization(ii) Name of the representative(iii) Bank account specified in the “Pledge to Execute the Project and Payment Procedure Notification” (attach
a new “Pledge to Execute the Project and Payment Procedure Notification” form)(iv) Organizational affiliation, name, or contact information of the person in charge(v) Name of the project, Change in the date and/or venue of the project“Notice of Change”
Date
Project No.
Dear Mr. Toshiki Sakimoto
President of Kansai Osaka 21st Century Association:
Notice of Change
Japan World Exposition Commemorative Fund Project for ( year )Please be informed that the following change has been made in the (project name) as shown below.

1. Description of the changeTo
From
2. Reason for the change
3. Attachment
Address of the applying organization:
Name of the applying organization:
Name of the representative:
Signature
Title of the representative:‐10‐

(2) “Application for Permission to Change Project”(i) Submission of “Application for Permission to Change Project”
In any of the following cases, please submit an “Application for Permission to Change Project”
in advance for approval of the Association.
(a) Change arises in the name of the project.
(b) Major change arises in the date and/or venue of the project.
(c) It becomes certain before completion of the project that the project requires less money than the
JEC Fund Grant allocated to it due to increase in income other than the grant and/or decrease in
expenditure.
(d) The completion of the project is delayed until the following fiscal year.
[Instructions for filling in the form](A) If the date or scheduled completion of the project is delayed until the next fiscal year, pleaseindicate when the project will be completed and when the “Report on Completion of Project”
will be submitted in the space designated as “Description of the change.”(B) When the amount of the grant money is to be reduced, please attach a revised “Fund Allocation
Table,” “Income Breakdown,” and “Expenditure Breakdown” to this application form.
“Application for Permission to Change Project”
Date
Project No.
Dear Mr. Toshiki Sakimoto
President of Kansai Osaka 21st Century Association:
Application for Permission to Change ProjectJapan World Exposition Commemorative Fund Project for ( year )We would like to seek your permission to change the following part of the (project name

1. Reason of the change
2. Description of the change
3. Attachment

Address of the applying organization:
Name of the applying organization:
Name of the representative:
Signature
Title of the representative:

‐11‐

).

(ii) Issuance of “Notice of Permission to Change Project”
The Association will examine the “Application for Permission to Change Project” submitted by the
implementing organization, and if the reason for the change is deemed unavoidable, it will issue thefollowing “Notice of Permission to Change Project” to the organization.
“Notice of Permission to Change Project”
Date
To (name of the implementing organization)

Toshiki Sakimoto
President of Kansai Osaka 21st Century Association

Notice of Permission to Change ProjectJapan World Exposition Commemorative Fund Project for ( year )As a result of the examination of your application dated ( date ), we have resolved to give
permission to change ( project name ) as shown below.

(Description of the change)‐12‐

V. How to apply for advance payment
1. Submission of "Application for Advance Payment"
In the event that the Association deems it necessary, the implementing organizations may receive an
advance payment of up to three-fourths (rounded down to the nearest thousand yen) of the expenses to becovered by the advance payment of the Grant, with the maximum advance payment being set at one-half ofthe total amount as determined by the Association. If you wish to receive an advance payment, pleasecontact the Association in advance and submit the "Application for Advance Payment."
Please note that only one advance payment application can be submitted in a given fiscal year. Multiple
applications for advance payment in the same fiscal year may not be submitted.
Please be sure to indicate the expenses to be covered by the advance payment in the column for this. In
addition, please attach a document (estimate, invoice, etc.) that confirms the amount of the expenditure item
listed in the column for expenses to be covered by the advance payment, along with this application form.
2. Issuance of "Notice of Advance Payment" and its payment
The Association will review the "Application for Advance Payment" submitted by the implementing
organizations and, if it is deemed necessary, will issue the "Notice of Decision for Advance Payment of theGrant."
Following this, the advance payment will be transferred to the bank account you designated in the "Pledge
to Execute the Project and Receive the Payment."
3.

Submission of documents that allow for confirmation of payment
Please submit documents (receipts, bank transfer statements, etc.) that allow the payment to be confirmedby the due date after you pay the expenses to be covered by the advance payment.

‐13‐

VI. Submission of “Report on Completion of Project” (stage three)
1. Payment of the grant money
Once the “Report on Completion of Project” is submitted by the implementing organization, the following
three conditions are confirmed: i) The project has been carried out according to plan, ii) Grant-eligible
project expenses have been paid, and iii) acknowledgement of the JEC Fund is displayed. The grant is paid
as a reimbursement subsequent to post-project evaluation. (In determining grant amount, the Associationconsiders whether the project has been implemented adequately and effectively, whether there has been aripple effect, etc.).
Because the grant money is calculated together with Grant-eligible project expenses, it may be lessthan the grant amount noted on the “Notice of Decision on Grant.”
Grant money may be reduced or its payment may be cancelled in case any surplus, reserve, and/or balance
brought forward accrue to the implementing organization when settling the account of the project. Grant
money should not be allocated to money paid to any higher organization that controls the implementing
organization, either.
2. “Report on Completion of Project”(1) Forms of “Report on Completion of Project” and relevant documents
Documents and attachments to be submitted as part of the “Report on Completion of Project” are as shown
below.
Youcandownload
forms
from
the
Association’s
website:http://www.osaka21.or.jp/jecfund/english/download/
Documents to be prepared by implementing organizations(a) Cover of “Report on Completion of Project”(b) “Report on Implementation Outline and Results of Project”(c) “ Income and Expenditure settlement of account for the Grant Eligible Project”(d) “Income Breakdown”(e) “Expenditure Breakdown”(f) “Report on Resulting Properties”(ii) Documents to be attached to the report(a) Attach copies of bills and receipts related to expenses covered by the Grant. (Fill in the reference
number on the receipt. Also, if you have more than one receipt for the same expense category,attach a spreadsheet showing these amounts).
(b) Printed matter that carries an acknowledgement of the JEC Fund (including posters, programs,
printouts of relevant website pages, etc.)(c) Photographs which show how the project has been undertaken(d) List of participants(2) When to submit the report
Submit the “Report on Completion of Project” within one month after the project completion date (the last
day in which Grant-covered expenses are paid).
Instructions in preparing these documents are shown below.

‐14‐

Cover of “Report on Completion of Project”
Date
Project No.
Dear Mr. Toshiki Sakimoto
President of Kansai Osaka 21st Century Association:

Report on Completion of ProjectJapan World Exposition Commemorative Fund Project for ( year )We hereby report that (following documents.

1.
2.
3.
4.
5.
6.
7.
8.

project name) was completed as shown in the Attachment 1 and accordingly, submit the“Income and Expenditure settlement of account for the Grant Eligible Project” (Attachment 2)“Income Breakdown” (Attachment 3)“Expenditure Breakdown” (Attachment 4)“Report on Resulting Properties” (Attachment 5)(This report is required if the implementing organization has obtained some property as a result of the project.)
Copies of receipts and bills for expenses applicable to the JEC Fund Grant
Printed matter that carries an acknowledgement of the JEC Fund
Photographs which show how the project has been undertaken
List of participants

Address of the applying organization:
Name of the applying organization:
Name of the representative:
Signature
Title of the representative:‐15‐

“Report on Implementation Outline and Results of Project”(Attachment 1-1)

Report on Project Implementation and Results
Project name
OutlinePurpose of the project

Project description
Summary
Project period
Project completion date
Venue

Plan at the time of application submission

Performance

DD MM YY- DD MM YY ( days)

DD MM YY- DD MM YY ( days)

DD MM YY

DD MM YY

Schedule
Total no. of participants:(Domestic:/ Overseas:

Total no. of participants:)(Domestic:/ Overseas:)

No. of participating countries (including Japan):No. of participating countries (including Japan):(Names of participating countries:(Names of participating countries:)

No. of visitors/
No. of participants)* If there have been fewer participants than plannedat the time of application submission, specify the

Results

reason for the decrease.

Admission/Entry Fees
Public participation (Yes/No)* If there have been fewer descriptions/placements

Printed matter carrying anof acknowledgement of the JEC Fund thanacknowledgement of the JEC Fundplanned at the time of application submission,
specify the reason for the decrease.

‐16‐

“Report on Implementation Outline and Results of Project”(Attchment1-2）

Report on Project Implementation and Results
Publicity*1
URL
Results

Overview of participantquestionnaire answers*2

Effective spending

Results of project implementation, future application policy, etc.

Concrete
performance/results ofproject
implementation

This information will be shown on the official website of Kansai Osaka 21st Century
Association, so please specify briefly and in easy-to-understand terms.

Details on specific results
and impact of Grant

Problems with
implementation and futureissuesFuture projectplanning/policy stemmingfrom project results

Other

Change in bank account□No change
information*3 □Change*1 If the project was featured in newspapers or on television, attach a copy of the article or description of the broadcast(name of the broadcasting station, broadcast date, etc.).
*2 If a questionnaire is conducted as a part of your project, attach statistical compilation and analysis on participant satisfaction levels.
If a questionnaire is not conducted, note the number of participant comments garnered by the organizer.
*3 If there is a change in the bank account, attach the “Pledge to Execute the Project and Payment Procedure Notification” (for the updated
account).

‐17‐

“Income and Expenditure settlement of account for the Grant Eligible Project”(Attachment 2)

Income and Expenditure settlement of account for the Grant Eligible Project(Currency: JP￥)

IncomeIncomebreakdown

Expenditure

Budget items

Expenditure
breakdownAmount1

Amount1

Expenses to be covered by the JEC Fund Grant

JEC Fund Grant

Budget items

Own funds

2
3

Expenses not to be covered by the JEC Fund Grant

4

2
3
4

Sub-total of expenses to be covered by the
JEC Fund Grant
Expenses for secretariat personnel
Expenses for purchase of office consumables
and equipment
Reward or performance fee for the
implementing organization
Food and drink, sightseeing, and attraction
expenses
Expenses incurred by accompanying
persons
Other

Total

Sub-total of expenses not to be covered by
the JEC Fund Grant
Total

‐18‐

“Income Breakdown”(Attachment 3)
Income Breakdown
Income Breakdown No. 1(Currency: JP￥)
Budget item

Breakdown

Total

－

AmountIncome Breakdown No. 2(Currency: JP￥)
Budget item

Breakdown

Total

－

AmountIncome Breakdown No. 3(Currency: JP￥)
Budget item

Breakdown

Total

－

AmountIncome Breakdown No. 4(Currency: JP￥)
Budget item

Breakdown

Total

－

Amount* Please indicate exact amounts down to ¥1.

‐19‐

“Expenditure Breakdown”(Attachment 4)
Expenditure Breakdown
Expenditure
Breakdown No. 1
Budget item

Breakdown

Total

－

Expenditure
Breakdown No. 2
Budget item

Breakdown

Total

－

Expenditure
Breakdown No. 3
Budget item

Breakdown

Total

－

Expenditure
Breakdown No. 4
Budget item

Breakdown

Total

－

* Please indicate exact amounts down to ¥1.

‐20‐(Currency: JP￥)
AmountReceipt No.

(Currency: JP￥)
AmountReceipt No.

(Currency: JP￥)
AmountReceipt No.

(Currency: JP￥)
AmountReceipt No.

“Report on Resulting Properties”‐21‐

(3) Instructions for preparation of “Report on Completion of Project”
Please prepare the documents in the order of:(1) Cover of “Report on Completion of Project”(2) “Report on Implementation Outline and Results of Project”(3) “Income Breakdown”(4) “Expenditure Breakdown”(5) “Final Fund Allocation Table”(6) “Report on Resulting Properties”
Please follow the instructions shown below in preparing them.
(i) Cover of “Report on Completion of Project”(a) Project no.
Please enter the number in the lower right corner of the “Notice of Decision on Grant.”(b) Year in the heading
Please enter the year specified in the “Notice of Decision on Grant.”(c) Project name
Please enter the name specified in the “Notice of Decision on Grant.”
If the name has been changed following the “Notice of Permission to Change Project,” enter the newname.
(d) Attachments
Please specify which of the following documents are attached.
(A) “Report on Implementation Outline and Results of Project”(B) “Income and Expenditure settlement of account for the Grant Eligible Project”(C) “Income Breakdown”(D) “Expenditure Breakdown”(E) “Report on Resulting Properties” (only if you have acquired any property as a result of the
project.)(F) Attach copies of bills and receipts related to expenses covered by the Grant. (Fill in the reference
number on the receipt. Also, if you have more than one receipt for the same expense category,attach a spreadsheet showing these amounts).
(G) Printed matter that carries an acknowledgement of the JEC Fund (including posters, programs,
printouts of relevant website pages, etc.)(H) Photographs which show how the project has been undertaken(I) List of participants(e) Name of the implementing organization
The name should be the same as those shown in the “Grant Application.”(ii) “Report on Implementation Outline and Results of Project”
This report pairs with the “Project Outline and Plan” submitted together with the “Grant Application.”
Please indicate results of the project as compared with the plan.
Also, please provide specific details about the effects of the project and measures used to achieve theproject’s outcome, as a post-project evaluation will be conducted based on the “Report on Completion of
Project.”More lines may be added to accommodate longer answers.
(a) Project description
Provide project details (performance/exhibit description, conference theme, etc.).
In cases where there are significant discrepancies between the project plan and results, give reasons.
You may use a separate sheet.
‐22‐

(b) Project completion date
The date noted on the project completion date line is the last day on which receipts were issued for
expenses covered under the Grant.
(c) Project schedule
Note implementation schedule details including preparation period.
(d) No. of visitors/No. of participantsEnter the number of participants in the project.
If there have been fewer participants than planned at the time of application submission, specify thereason for the decrease. (You may use a separate sheet.)(e) How the positive impact of the Grant is conveyed to the rest of society
Provide the number of copies for each type of printed matter carrying the JEC Fund acknowledgement.
In addition, if the lecture is open to the public, enter the date(s), venue, theme, and whether or not aquestionnaire was conducted.
If there have been fewer descriptions/placements of acknowledgement of the JEC Fund, specify thereason for the decrease. (You may use a separate sheet.)(f) Publicity
Describe publicity initiatives for the project, including the number of printed materials
distributed/where they were distributed, and how the information was conveyed to the mass media andrelated institutions. If the project was featured in newspapers or on television, attach a copy of thearticle or description of the broadcast (name of the broadcasting station, broadcast date, etc.).
(g) Website
Note the website and print/attach the relevant pages.
(h) Participant questionnaire
If a participant questionnaire was part of your project, enter a summary of the results. Also attachstatistical compilation and analysis on how happy participants were with the content. (TheQuestionnaire and statistical compilation/analysis is a factor in the Association’s post-project
evaluation).
(i) Effective spending
Note any specific measures you took to ensure effective spending. Write N/A if not applicable. Do notleave the line blank.
(j) Performance/EffectivenessThis information will be shown on the official website of the Association, so please summarize
the results of the project, compare the achievements with the original purpose, and describe, in
specific terms, how the project has benefited the public interest, what ripple effects have beenbrought by the project, and how the project’s impact has been conveyed to society, and so on.
(k) Grant impact
Enter specific details on the impact of the Grant, including any enhanced project content and/or
improved quality.
(l) Issues and problems
Evaluate the project for planning and implementation problems, as well as issues related to the project’s
future development. Note specifics.
(m) Future planning and policy
Note the specifics of how the project impact will be brought to society, how the project will proceed in
the future based on performance through the present time, and project orientation.
(iii) “Income Breakdown”
Under budget items, note any source of income (e.g. participation fees, sponsorship fees, donations andother financial support) besides the Foundation Grant and other grants. Note information on how you
arrived at the total, e.g. unit prices, quantities, etc., for each of the income sources.
(iv) “Expenditure Breakdown”
Please specify the itemized breakdown of the project expenses applicable to the JEC Fund Grant. Please fillin this form based on the receipts of expenses applicable to the JEC Fund Grant in a manner shown below.
‐23‐

(a) If the amount shown in a written estimate is entirely allocated to the project expenses applicable to the
JEC Fund Grant, please indicate “entire amount” in the relevant “Breakdown” column, the amount of
the receipt in the “Amount” column, and the serial number of the receipt in the “Receipt No.” column.
(b) If only part of such amount is allocated, please specify the calculation in the relevant “Breakdown”
column, the amount obtained by the calculation in the “Amount” column, and the serial number of thereceipt in the “Receipt No.” column. Also, please mark the part of the expense in the receipt or bill (forwhich an itemized breakdown is required) that will be allocated to the expenses applicable to the JEC
Fund Grant.
(v) “Income and Expenditure settlement of account for the Grant Eligible Project”
The “Income and Expenditure settlement of account for the Grant Eligible Project” compares with the settled amounts.
Please refer to the following instructions when filling in the table.
(a) Do not combine two budget items together. Please indicate a settled amount for the respective budget
amount specified in the “Fund Allocation Table” when submitting the application forms. If any incomeor spending budget item that was not expected when filling in the “Fund Allocation Table” has been
generated, create a new column and enter “¥0” in the budget column.
(A) How to fill in the “Actual amount spent” column, “Total income” column and “Breakdown of
total income” columns(a) Expenditure(i) Expenses applicable to the JEC Fund Grant
Please specify the amount of each item shown in the “Expenditure Breakdown.”(ii) Expenses not applicable to the JEC Fund Grant
Please specify the amount of each item that was actually generated. Any outstanding
amount should also be included in the total expenditure.
(b) Income(i) JEC Fund Grant
Please specify the lesser of the following amounts.
- Total of settled expenses applicable to the JEC Fund Grant multiplied by thesubsidizing rate shown in the “Notice of Decision on Grant” (amounts are rounded to
the nearest multiple of 1,000)- Finalized amount of the JEC Fund Grant (If the amount is reduced following theprescribed procedures, specify the amount after reduction.)(ii) Income other than JEC Fund Grant
You are expected indicate how the income other than the JEC Fund Grant has been
appropriated to project expenses.
(vi) “Report on Resulting Properties”
If any property that is priced at ¥100,000 or more and has a useful life of one year or more has resulted fromthe project, please submit this form.
Following instructions show how to fill in this form.
(A) Category
Please categorize the resulting properties as shown below.
(a) Machinery and equipment(b) Vehicle and transport equipment(c) Tools, instruments, and furniture(d) Prototypes and samples

‐24‐

(B)

Name

Please specify the name of the property as shown in the following table.
Category
Instructions
Machinery and equipment
Specify the name of the acquired product or good.
Vehicle and transport equipment
Tools, instruments, and furniture
Prototypes and samples(C)

Quantity
Please specify the quantity of the property as shown in the following table.
Category
Instructions
Machinery and equipment
Specify the quantity of each of the acquired goods.
Vehicle and transport equipment
Tools, instruments, and furniture
Prototypes and samples(D)

AmountPlease specify the price at which the property was acquired.

(E)

Description
Please specify the description of the property as shown in the following table.
Category
Instructions
Machinery and equipment
No need to fill in this column except for properties of
Vehicle and transport equipment
extraordinary nature.
Tools, instruments, and furniture
Prototypes and samples(F)

Date of acquisition
Please specify the date when the property was acquired as shown in the following table.
Category
Instructions
Machinery and equipment
Specify the date of delivery or payment of the cost.
Vehicle and transport equipment
Tools, instruments, and furniture
Prototypes and samples(G)

Location
Please specify where the property is located/stored as shown in the following table.
Category
Instructions
Machinery and equipment
Specify the name of the facility and its address where the
Vehicle and transport equipment
properties are installed or stored.
Tools, instruments, and furniture
Prototypes and samples(H)

Manager
Please specify the name of the organization or person responsible for management of theproperty.

(I)

Usage
Please specify for what purpose the property is used.
‐25‐

(J)

Photographs
Please specify the serial numbers of the photographs which show the resulting property. Also,
please attach some photographs that show the appearance, interior and other outline of theresulting property.

(vii)Submission of attachments
The following documents should be attached to “Report on Completion of Project.” Please follow the
instructions shown below in preparing these documents.
Attach copies of bills and receipts related to expenses covered by the Grant. (Fill in thereference number on the receipt. Also, if you have more than one receipt for the same expense
category, attach a spreadsheet showing these amounts).
- Printed matter that carries an acknowledgement of the JEC Fund (including posters, programs,
printouts of relevant website pages, etc.)- Photographs which show how the project has been undertaken- List of participants(a) Copies of bills and receipts for expenses applicable to the JEC Fund Grant
Please submit copies of bills and receipts only for expenses applicable to the JEC Fund Grant. However,please keep the original bills and receipts as we may need to check them. Please follow the instructions
below when submitting these copies.
A. Receipt(aa) No omission or inaccurate information
Please make sure that each receipt meets all of the following conditions. It should be notedthat in case of failure to meet any of these conditions, the expense will not be applicable to
the JEC Fund Grant.
(i) Date of issuance is specified.
(ii) The name of the issuing organization is indicated together with a signature.
(iii) The receipt is addressed to the implementing organization. (Receipts addressed toindividuals are not acceptable.)(iv) Type of purchase is clearly indicated.
(v) For travel and accommodation expenses, names, dates, and breakdown details are indicated.
(bb) Treatment of expenses paid in a foreign currency
If an implementing organization pays any project expenses applicable to the JEC Fund Grant toproject participants and/or suppliers in a foreign currency, the organization is required to convert
the amount of such expenses into Japanese yen and indicate the amount in the “Report on
Completion of Project.” This is because the Association will prepare a “Final Fund Allocation
Table” in Japanese yen.
In principle, the organization should convert the amount into Japanese yen based on theexchange rate on the date of the issuance of each receipt or the date of the conversion, and attach
documentation evidencing the exchange rate on the day, such as a newspaper article.
Specify the exchange rate used for the conversion along with the amount converted to Japanese
yen in the receipt. Also attach a Japanese translation of the expense breakdown.
B. Bill(aa) No omission or inaccurate information
Please make sure that each bill meets all of the following conditions. It should be noted thatin case of failure to meet any of these conditions, the expense will not be applicable to the
JEC Fund Grant.
(i) Date of issuance is specified.
(ii) The name of the issuing organization is indicated together with a signature.
‐26‐

(iii) The bill is addressed to the implementing organization. (Bills addressed to individuals are
not acceptable.)(iv) Breakdown of the billed amount is indicated. (This information is not necessary if a written
itemized statement is attached.)(bb) Indication of the portion of the billed amount applicable to the JEC Fund Grant
In case only some portion of the billed amount is applicable to the JEC Fund Grant, pleaseindicate the portion by marking it. If the total amount of expenses applicable to the JEC
Fund Grant is obtained not by adding the marked portions but through some calculation,please indicate the method of the calculation.
(b) Printed matter that carries an acknowledgement of the JEC Fund
Please submit printed matter including video, film, DVD, CD-ROM (display information on the label)and sign in which the acknowledgement of the JEC Fund is shown. If submission of the originals is
impossible, photographs in which the acknowledgements are clearly visible may be submitted instead.
If your website provides a link to the Association’s website (URL:http://www.osaka21.or.jp/jecfund/),please also send a copy of the page.
(c) Photographs which show how the project has been undertaken
Please submit some photographs during the implementation of the project to show how the project has
been undertaken.
-Performance and exhibition: signboard installed at the venue, participants entering the venue, scenes
from the performance and exhibition, and the acknowledgement of the JEC Fund-International conference: signboard installed at the venue, scenes from the conference, and theacknowledgement of the JEC Fund-Book purchase: the entrance and the entire appearance of the place where the books are stored, thebooks, and the acknowledgement of the JEC Fund- Publication of books, etc: the published material and the acknowledgement of the JEC Fund
- Invitation/dispatch of personnel: the event for which the invitation/dispatch of personnel wasundertaken and the acknowledgement of the JEC Fund
-Equipment purchase: the entrance and the entire appearance of the place where the equipment isinstalled, the equipment, and the acknowledgement of the JEC FundIf any property resulted from the project, please submit photographs of such property.
Make sure that there are no copyright or image rights problems related to the copies of the photographs
submitted. The Association will consider all such materials received to be free of such issues.
Submit the documents upon agreeing to the following.
(A) Documents submitted cannot be returned (where necessary, submit copies).
(B) Documents submitted may be used for foundation project publicity purposes in the future (e.g. inpamphlets, on websites, etc.). If we choose to use the materials, we reserve the right to trim and lay out
the photos as we require.
(d) List of participants
Please submit a list of participants.
Travel and accommodation costs and transport costs associated with moving between venues should be
documented by the eligible individual(s), e.g. by issuing reference numbers for project participant lists
and relevant receipts.

‐27‐

(viii) Expenditure Breakdown (sample)
Expenditure Breakdown
Expenditure Breakdown
No. 1
Budget item

Printing and binding costs

BreakdownAmountReceipt No.

Leaflet @100 yen x 10,000 sheets

1,000,000

1Program @1,000 yen x 1,000 copies

1,000,000

2

Poster @250 yen x 2,000 sheets

500,000

3

－

Total

2,500,000

Expenditure Breakdown
No. 2
Budget item
Hall rental
Total

Cost of materials without
acknowledgement of the
JEC Fund is not applicableto the JEC Fund Grant.
Submit photos of the
published materials and theircontents.

Breakdown
720,000 yen x 10 days

Amount7,200,000－

Receipt No.
4

Cost of social events
involving drinking and eating
is not applicable to the JEC
Fund Grant.

7,200,000

Expenditure Breakdown
No. 3
Budget item

Breakdown
Japan – U.S. @100,000 yen x 2 x 15 persons

Amount3,000,000

Receipt No.
5

Travel expenses

Total

－

3,000,000

Expenditure Breakdown
No. 4
Budget item

Accommodation costs

Submit documentation that
evidences the amount, suchas list of participants, inaddition to bills and receipts.

BreakdownAmountReceipt No.

@18,000 yen x 20 persons x 3 nights

1,080,000

6@10,000 yen x14 persons x 3 nights

420,000

6@5,000 yen x 20 persons x 3 nights

300,000

6

Total

1,800,000‐28‐

Submit documentation that
evidences the amount, such as
list of participants, in addition
to bills and receipts.
Accommodation costs arisingoutside of the project period
are not applicable to the JEC
Fund Grant.

3. “Notice of Final Determination on Grant”
The Association will examine the “Report on Completion of Project” submitted by the implementing
organization upon completion of the project. If, as a result of the examination, the Association has judgedthat the project was carried out properly and has taken effect as expected, then the Association will finalize
the amount of the grant money and inform the organization of the amount by “Notice of Final
Determination on Grant” together with the result of the post-project evaluation.
The amount of the grant money should be the lesser of the following amounts.
(1) Total of settled expenses applicable to the JEC Fund Grant multiplied by the subsidizing rate shown in
the “Notice of Decision on Grant” (amounts are rounded to the nearest multiple of 1,000)(2) Finalized amount of the JEC Fund Grant (If the amount is reduced following the prescribed
procedures, the amount after reduction.)“Notice of Final Determination on Grant”
Date

To (name of the implementing organization)

Toshiki Sakimoto
President of Kansai Osaka 21st Century Association

Notice of Final Determination on Grant
Japan World Exposition Commemorative Fund Project for ( year )This is to inform you of the total amount of JEC Fund Grant to be awarded to your project( project name ), which was determined on the applicable form dated (), underthe conditions shown in the attachment, together with the result of the post-project evaluation
conducted by the Association in attachment 2.

1 Finalized amount of JEC Fund Grant

Yen

2 Scheduled date of payment
Project No.

‐29‐

(Attachment)
Conditions for Receiving JFC Fund Grant
1.

Maintenance of resulting properties
Properties resulting from a project should be maintained and managed for five years from the date of acquisition thereof. The period of maintenanceand management of such properties can be extended if deemed necessary by the President. Implementing organizations should maintain/manage theproperties with the diligence of a good director.

2.

Restriction on the rights to resulting properties
Implementing organizations should seek the prior approval of the President to:(1) Transfer, exchange, lease, or use as collateral the resulting properties.
(2) Subject the resulting properties to a lease or other interest.
(3) Use the resulting properties for a purpose not originally intended or discontinue the use of the properties.

3.

Withdrawal
The President may withdraw the JEC Fund Grant in part or in whole if, during the maintenance/management of the resulting properties:(1) The implementing organization makes a false application or report.
(2) The implementing organization does not comply with the instructions of the President.
(3) The implementing organization refuses, impedes, or avoids, without good reason, the inspection of the progress of the project by staff of the
Association.

4.

Return of grant money(1) If grant money is to be withdrawn in part or in whole after the money has been paid to an implementing organization, the organization should
return the grant money in part or in whole, as appropriate, by the date specified by the President.
(2) If the grant money that has been already paid to an implementing organization exceeds the finally determined amount of the grant, theorganization should return the excess amount by the date specified by the President.

5.

Calculation and late payment charge(1) When returning the grant money that has been withdrawn in part or in whole, the organization should also pay to the Association an additionalamount, calculated, on a prorated basis, at a 10.95% annual interest rate on the grant money to be returned for the number of days from the next day of
the receipt to return of the money.
If the organization fails to return the grant money by the specified date, the organization should pay to the Association an additional amount calculated,on a prorated basis, at a 10.95%annual interest rate on the grant money to be returned for the number of days from the next day of the receipt to returnof the money, plus a late payment charge calculated, on a prorated basis, at a 10.95% annual interest rate on the delayed payment for the number ofdays from the day immediately following the specified date to the date when payment is actually made.
(2) If the organization fails to return the excess amount by the specified date, the organization should pay to the Association a late payment charge
calculated, on a prorated basis, at a 10.95% annual interest rate on the excess amount for the number of days from the day immediately following thespecified date to the date when payment is actually made.

6.

On-the-spot inspection(1) To ensure that resulting properties are properly managed, the President may, from time to time as necessary, request any implementing
organization to submit a report, or have the Association staff visit the office or place of business of any implementing organization to inspect theiraccount books and other documents or question persons in charge.
(2) Implementing organizations should offer bona fide assistance and cooperation to the on-the-spot inspections by the Association.

7.

Disclosure of the project information
Implementing organizations should allow the Association to disclose the following information to the public.
(1) Name of the implementing organization(2) Title and name of the representative(3) Name of the project(4) Outline, plan, and achievement of the project(5) Amount of the grant money‐30‐

(Attachment 2)

Results of Post-Project Evaluation

At the Kansai Osaka 21st Century Association, we have conducted a post-project evaluation based on the “Report on
Completion of Project” submitted by the implementing organization in order to ascertain whether or not the project has
been completed adequately and effectively according to the plan shown in the application form (or according to thechanged plan, if applicable) and to see what outcomes and ripple effects have resulted. The following are the results of ourevaluation of your project, which may be helpful for you to plan for new projects in the future.

1. RatingRatingHas well exceeded the expected standards.

Your project

Has exceeded the expected standards.
Has met the expected standards.
Has hardly met the expected standards.
Has failed to meet the expected standards.

2. Items for evaluation
Item

Evaluation

Has the project been properly
reported upon completion?
How has the project been
implemented?
Has the implementing organization
made reasonable efforts to hear thevoices of participants, etc.?
Has the grant money been properly
spent?
Have the publicity activities been
properly undertaken?

‐31‐VII. Payment of grant money (stage four)
1. How grant money is paid
Once the “Report on Completion of Project” is submitted by the implementing organization, the following
three conditions are confirmed: i) The project has been carried out according to plan, ii) Grant-eligible
project expenses have been paid, and iii) acknowledgement of the JEC Fund is displayed. The grant is paid
as a reimbursement subsequent to post-project evaluation. (In determining grant amount, the Associationconsiders whether the project has been implemented adequately and effectively, whether there has been aripple effect, etc.).
Because the grant money is calculated together with Grant-eligible project expenses, it may be lessthan the grant amount noted on the “Notice of Decision on Grant.” It should be also noted that the grantmoney is paid in Japanese yen and may not match the expected amount in local currency due to thedifference in exchange rate between the time of application and the time of payment.
Note that payment of the Grant will be delayed if there are any issues with the information noted on the“Report on Completion of Project” or the attached documents.
2. Transfer of grant money to your bank account
The grant money will be transferred to the bank account you designated in the “Pledge to Execute theProject and Payment Procedure Notification.”‐32‐

VIII. Refusal
In case any applying organization is forced to discontinue or abandon their project after awarding of grantmoney was determined, or has earned more income than originally expected and become able toimplement the project without the grant money, the organization should submit a “Notice of Refusal” in thefollowing form.
“Notice of Refusal”
Date
Project No.
Dear Mr. Toshiki Sakimoto
President of Kansai Osaka 21st Century Association:

Notice of Refusal
Japan World Exposition Commemorative Fund Project for ( year )We hereby inform that we will refuse receipt of the JEC Fund Grant for ( project name )granted to us in “Notice of Decision on Grant” dated () for the reason mentioned below.

(Reason)

Address of the applying organization:
Name of the applying organization:
Title of the representative:
Name of the representative:
Signature‐33‐

IX. Withdrawal
1. Reasons for withdrawal
A JEC Fund Grant may be withdrawn in part or in whole even after awarding of the grant has been finallydetermined if:(1) The implementing organization is found to have made a false application or report.
(2) The implementing organization discontinues the project.
(3) The implementing organization is found unable to complete the project.
(4) The project is found to be disqualified as:(i) A project contributing to international understanding that is suitable for commemorating the success of Expo '70 andmatch the "aim of the Japan World Exposition"(ii) A project that is conducted in a well-planned, appropriate manner and for which grant money is
expected to create positive effects.
(iii) A project that will not benefit a limited number of individuals.
(iv) A project that is somewhat associated with Japan.
(v) A project whose implementing organization is not regarded as an investor in any third party project.
(vi) A project whose implementing organization will not donate the properties obtained through the JEC
Fund Grant to any third party.
(vii) A project that is not conducted as part of the current business of the implementing organization (suchas construction of a school building, purchase of a lot, opening of university or educational courses,
etc.)(viii)A project whose purpose is not to conduct research for the sake of research.
(ix) A project that is not planned for religious or political activities.
(x) A project whose purpose is not to establish a fund.
(xi) A project that is not implemented personally.
(5) The implementing organization does not comply with the instructions of the President.
(6) The implementing organization refuses, impedes, or avoids, without good reason, the inspection of the
progress of the project by staff of the Association.
(7) The Grant money is used for purposes other than Grant-covered expenses.
(8) Legal code is violated.
(9) The implementing organization does not comply with the conditions for payment of the grant specified in
the “Notice of Decision on Grant” or otherwise engages in misconduct in implementing the project (e.g.
failure to show an acknowledgement of the JEC Fund specified in “I. Procedures necessary to receive grantand other basic requirements”).

‐34‐

“Notice of Withdrawal”“Notice of Withdrawal” in the following form will be given to implementing organizations that become
disqualified as recipients of a JEC Fund Grant for any of the reasons mentioned above.
If the organization has already received the grant money in part or in whole, the organization should return
the amount following the procedures separately indicated by the Association.
“Notice of Withdrawal”
Date

To (name of the implementing organization)

Toshiki Sakimoto
President of Kansai Osaka 21st Century Association

Notice of Withdrawal
Japan World Exposition Commemorative Fund Project for ( year )This is to inform you that the JEC Fund Grant to be awarded to (withdrawn for the reason mentioned below.

(Reason)‐35‐

project name) will beX. Disposal of resulting properties
1. Procedures to dispose of resulting properties
Any implementing organization who wishes to dispose of the resulting property in any of the following
manners during the period of their maintenance/management specified in the “Notice of Decision on
Grant” should submit an application for approval.
Grant money should be returned if income has accrued to an implementing organization as a result of
disposal of resulting properties.
(1) Transfer, exchange, lease, or use as collateral the resulting properties.
(2) Subject the resulting properties to a lease or other interest.
(3) Use the resulting properties for a purpose not originally intended or discontinue the use of the properties.
2. Application
Please prepare the following form and submit it together with necessary documents.
“Application for Permission to Dispose of Resulting Properties”
Date
Project No.
Dear Mr. Toshiki Sakimoto
President of Kansai Osaka 21st Century Association:“Application for Permission to Dispose of Properties Resulting from JEC Fund Project”
We hereby seek your permission to dispose of the properties resulting from our project in thefollowing manner.
1. Means of disposal (Please place a circle around the number below.)(1) By transferring the property(2) By exchanging the property(3) By leasing the property(4) By using the property as a collateral(5) By subjecting the property subject to a lease or other interest(6) By using the property for a purpose not originally intended or discontinuing its use(7) By other means (Please describe.)
2. Specific details about the disposal
3. Reason for disposal
4. Attachments
Address of the applying organization:
Name of the applying organization:
Title of the representative:
Name of the representative:
Signature‐36‐

(1) Instructions for preparation of the form(i) Means of disposal
Please place a circle around the appropriate number. If you select “other,” please specify the means ofdisposal.
(ii) Specific details about the disposal
Please describe more details about the disposal.
(iii) Reason for disposal
Please specify the reason for disposal of the property.
3. “Notice of Approval”
If the Association approves disposal of the property by the implementing organization, a “Notice ofApproval” will be issued to the organization. In disposing of the property, the organization should comply
with the conditions that may be specified in the notice.
“Notice of Approval”
Date

To (name of the implementing organization)

Toshiki Sakimoto
President of Kansai Osaka 21st Century Association

Notice of Approval to Dispose of Property Resulting from JEC Fund Project

We approve the disposal of the property indicated in your application dated ( date ) on the conditions
shown below.

1. Approved means of disposal
2. Condition(s)‐37‐

XI. Return of grant money
1. Cases where return of grant money is required
Grant money should be returned if:(1) Grant money is to be withdrawn in part or in whole after the money has been paid to an implementing
organization.
If grant money is to be withdrawn in part or in whole after the money has been paid to an implementing
organization, the organization should return the grant money in part or in whole, as appropriate, by the datespecified by the Association. (See IX Withdrawal)
In this case, the organization should also pay to the Association an additional amount, calculated, on aprorated basis, at a 10.95% annual interest rate on the grant money to be returned for the number of days
from the next day of receipt to return of the money.
If the organization fails to return the grant money by the specified date, the organization should pay to the
Association an additional amount calculated, on a prorated basis, at a 10.95% annual interest rate on the
grant money to be returned for the number of days from the next day of receipt to return of the money, plus
a late payment charge calculated, on a prorated basis, at a 10.95% annual interest rate on the delayed
payment for the number of days from the day immediately following the specified date to the date when
payment is actually made.
(2) Grant money that has been already paid to an implementing organization exceeds the finally determinedamount of grant.
If the grant money that has been already paid to an implementing organization exceeds the finallydetermined amount of grant, the organization should return the excess amount by the date specified by the
Association.
If the organization fails to return the excess amount by the specified date, the organization should pay to the
Association a late payment charge calculated, on a prorated basis, at a 10.95% annual interest rate on theexcess amount for the number of days from the day immediately following the specified date to the datewhen payment is actually made.
(3) Income has accrued to an implementing organization as a result of disposal of resulting properties.
If grant money is to be withdrawn in part or in whole after the money has been paid to an implementing
organization, the organization should return the grant money in part or in whole, as appropriate, by the datespecified by the Association.
If the organization fails to return the grant money by the specified date, the organization should pay to the
Association an additional amount calculated, on a prorated basis, at a 10.95% annual interest rate on the
grant money to be returned for the number of days from the next day of receipt to return of the money, plus
a late payment charge calculated, on a prorated basis, at a 10.95% annual interest rate on the delayed
payment for the number of days from the day immediately following the specified date to the date when
payment is actually made.
(4) The organization submit a “Notice of Refusal ”after advance payment has been paid to an implementing
organization
If grant money is to be withdrawn in part or in whole after the money has been paid to an implementing
organization, the organization should return the grant money in part or in whole, as appropriate, by the datespecified by the Association. (See IX Withdrawal)
If the organization fails to return the grant money by the specified date, the organization should pay to the
Association an additional amount calculated, on a prorated basis, at a 10.95% annual interest rate on the
grant money to be returned for the number of days from the next day of receipt to return of the money, plus
a late payment charge calculated, on a prorated basis, at a 10.95% annual interest rate on the delayed
payment for the number of days from the day immediately following the specified date to the date when
payment is actually made.
2. Calculation of the amount to be returned
Amount to be returned should be calculated as shown below.
(1) If the grant money is withdrawn:
Amount of the grant money to be withdrawn + additional amount (amount of the grant money to be‐38‐

withdrawn x 0.1095 ÷ 365 days x number of days from the next day of receipt to return of the money)(2) If an excessive amount has been paid:
The difference between the amount paid to the organization and the finally determined amount(3) If any income accrues as a result of disposal of resulting properties:
The residual value of the resulting property x amount of the grant money ÷ expenses required for the JEC
Fund project(4) If any the organization submit a “Notice of Refusal ”:
Total advance payment

3. Late payment charge
If the organization fails to return the amount by the specified date, the organization should also pay latepayment charge that is calculated as follows.
Amount to be returned x 0.1095 ÷ 365 days x number of days from the day immediately following thespecified date to the date when payment is actually made4. Request of return of grant money and/or late payment charge
The following form will be sent to the organization when return of grant money and/or late payment charge
is requested.
“Request of Return of Grant Money and/or Late Payment Charge”
Date
To (name of the implementing organization)
Toshiki Sakimoto
President of Kansai Osaka 21st Century Association
Request of Return of Grant Money for JEC Fund Project and/or Late Payment Charge
We hereby request return of the grant money paid for (project name

) (and late payment charge) as shown below.

1. Amount to be paid
2. Calculation
3. Reason
4. Date of payment
5. Bank accou‐39‐