April 1, 2024

[ Content ]Page

1. Introduction

2

2. Purpose for inspection of all goods

3

3. Inspection flow

3

4. Inspection details
Pattern A (Supplier)

4

Pattern B (Bringing in)

5

Pattern C (Going over)6

Pattern D (Vehicle)

7

Pattern E (Prevention)

8

Pattern F (Photo)

9

Pattern G (Deliver to the Acceptance Inspection Center) 10
List of inspection necessity

12

5. What is necessary for inspection, and other matters

14

Misconduct examples

16

Acceptance Inspection Center
Asset Management Section, Division of Facilities and Asset Management
Shibaura Institute of Technology

11. Introduction
For the purposes of using public and other research funds appropriately and preventing
misconduct in research and education, Shibaura Institute of Technology opened the
Acceptance Inspection Center in Toyosu and Omiya Campuses on April 1, 2015, with thecenter staff checking and inspecting goods delivered.
Regardless of the amount expended, the Acceptance Inspection Center inspects all goods
that are procured using public research funds and division budgets. (Please see below
for details.)
Researchers of other universities have been found to engage in intentional or negligent
misuse, resulting in serious outcomes including not only penalties on them but also thesuspension of research funds for their universities over the next several years. Please
understand that the acceptance inspection system is intended to prevent those resultsfrom occurring and protect individual researchers.
The following is an outline of how inspection of all goods is conducted.
Guidelines for management and auditing of public research funds at research
institutes (implementation standards)(Determined by the Minister of Education, Culture, Sports, Science and Technology
on February 15, 2007, revised on February 18, 2014, revised on February 1, 2014)(Omitted)
After formulating the guidelines, in February 2014, based on the discussions at the"Meeting of Experts on Proper Management of Public Research Funds", revisions
were made to add new content, and each institution established a management /audit system based on the guidelines. As a result of the progress, the number offraudulent cases through traders has decreased significantly.
However, fraudulent cases related to rewards, salaries, travel expenses, etc. are on
the rise, and research fund fraud still occurs in various forms. (Omitted)
This amendment strengthens fraud prevention measures with the three pillars of(1) strengthening governance, (2) awareness reform, and (3) strengthening fraud
prevention system, based on the factors that still cause fraudulent research funds. In
order to promote more effective efforts while considering the efforts of each
institution, the description of the previous guidelines will be further concreted andclarified.
(Excerpt from the Ministry of Education, Culture, Sports, Science and Technology website)22. Purpose for inspection of all goods
The introduction of inspection of all goods intends to realize Section 4 “Appropriate
management of research costs” of the Guidelines for Management and Auditing of Public
Research Costs in Research Institutions (February 2021) and thus prevent misconduct
such as fictitious ordering.
3. Inspection flow
(1) Budgets (financial sources) to be inspected
Competitive research funds (scientific research costs, government competitive funds,etc.), education and research budgets for departments, Special funds for education
and research budgets, Encouragement of research budgets, and Commissioned
research budgets.
* Administrative budgets not included. However, budgets regarded as competitive
research funds that require inspection shall be included.
(2) Target of inspection
All goods that fall under (1) above, including consumable supplies less than 200
thousand yen (“Everything to be inspected”).
(3) Inspection method
Goods are inspected at the Acceptance Inspection Center in Toyosu and Omiya
Campuses. In principle, all goods to be inspected need to be brought to the Centerand undergo inspection by the Center staff (with a few exceptions). You cannot get
paid for goods that have not undergone acceptance inspection.

3

4. Inspection details
Goods and supplies procured using the budgets specified in 3(1) must undergo inspection
according to the following patterns.

Pattern A (Supplier)
The supplier stops by at the Acceptance Inspection Center before delivery.
Supplier

Acceptance
Inspection Center

The supplier brings theAfter inspection, the supplier

item to the Center.

delivers the item to the orderer.

Orderer[Inspection method]
Before delivery, the supplier brings the item to the Acceptance Inspection Center toundergo inspection. After inspection, the supplier delivers it to the orderer.
Pattern A (Supplier): Last reception time for inspection is 16:45[Note]
Items less than 200 thousand yen continue to be ordered directly by researchers, whohave to direct the supplier to stop by at the Acceptance Inspection Center before delivery.
If the supplier bypasses the Center and directly delivers an item to the orderer, theorderer is required to bring it to the Center to undergo inspection.
For items ordered by the Asset Management Section that are 200,000 yen or more invalue, the original vouchers such as delivery slips and invoices are collected at the
Acceptance Inspection Center upon acceptance inspection.

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Pattern B (Bringing in)

Includes cases where the orderer purchases an item through the internet and directly
receives it from the supplier via courier or buys an item at a store (including the Co-op)
and brings it back to the office.
The orderer brings the item to the Acceptance Inspection Center.
The orderer directly buys an item at aStorestore, etc. and brings it to the Center.

Acceptance
Inspection Center

Orderer

Supplier
Delivered by courier to the orderer.

The orderer brings the item to the Center.

[Inspection method]
When the orderer directly buys an item at a store or directly receives an item at the office
via courier, the orderer brings it to the Acceptance Inspection Center to undergo
inspection.
Pattern B (Bringing in): Last reception time for inspection is 16:45[Note]
In principle, the orderer is required to keep the item unopened and unused whenbringing it to the Acceptance Inspection Center.
(It is possible to open the outer box of the delivery cardboard to confirm the inclusion of
the delivery note.)
If you have to use the item before inspection due to urgent circumstances, be sure to takea photo before use and submit it to the Acceptance Inspection Center when you bring in
the item. See “Pattern F (photo)” (page 9) for details.
Faculty members can send items to the Acceptance Inspection Center at Toyosu campus.
For details, see “Pattern G (Deliver to the Acceptance Inspection Center) (page 10).

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Pattern C (Going over)Items that are difficult to bring to the Acceptance Inspection Center, such as large
equipment and built-in software.
The center staff goes over to where

Coordination of inspection schedulethe item has been delivered.

Supplier

Orderer(Research facility)

Acceptance
Inspection Center

Large equipment, etc.

Delivered (installed)by the supplier to theHard-to-move equipment, built-

researcher (facility).

in software, etc.

The center staff goes tothe facility for inspection.

[Inspection method]
In consultation with the orderer, the Acceptance Inspection Center staff goes over towhere the item has been delivered (such as the research facility) and conducts inspection
together with the supplier and orderer.
※Priority will be given to reservations for Going-over inspection made by the day before.
Application deadline of Going-over inspection is 16:00 on that day.
[Note]
Equipment consisting of components should be inspected after they are assembled tomake the equipment operable. When inspecting built-in software, its start-up screenneeds to be shown. In the case of built-in parts (such as CPU, motherboard, and graphiccard), please bring them to the Center before they are built in the equipment.
Reservations for Going over are handled on a first-come, first-served basis. If you makea reservation on the day of the inspection, we may not be able to accommodate you atyour desired time. Early reservations are recommended.
Each Going over inspection appointment lasts 30 minutes. Therefore, when the
Acceptance Inspection Center staff has an appointment for a subsequent Going overinspection appointment or when the Acceptance Inspection Center is crowded, they may
only inspect items that are difficult to bring to the Acceptance inspection center.

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Pattern D (Vehicle)

Items that cannot be unloaded at the Acceptance Inspection Center for inspection, suchas gas cylinders and liquid samples.
Inspection to be conducted on the vehicle.
Acceptance
Inspection Center

The Center staff goes over to thevehicle with the item loaded on
it and inspects the item on thevehicle.

Supplier

Supplier

Orderer

Delivered to the ordererafter inspection.

[Inspection method]
The item is inspected on the vehicle before it is built into the equipment.
Pattern D(Vehicle): Last reception time for inspection is 16:30.
[Note]The orderer is required to consult with the supplier in advance about the delivery date(time) of a reagent, etc. Be sure to receive it on that date, not causing the supplier tobring it back. To prevent reagents from being taken home for resale and to control
inventory, a sticker will be attached to the reagent container for management purposes.

7Pattern E (Prevention)

Designated goods that are procured as Consumable Supplies less than 200 thousand yen(e.g. highly negotiable items, which mean items that can easily be exchanged withmoney).
A security seal to be put on both the item and the delivery letter.

Security seal
[Inspection method]
A security seals (to prevent reselling) are put on both items and delivery letters after
they are inspected. Inspection Center will manage the items until their disposal.
[Designated goods (highly negotiable items)]
In “the Guidelines”, MEXT designates the following items as highly negotiable items
that should be managed carefully to prevent reselling.
https://www.mext.go.jp/a_menu/kansa/houkoku/1343904_21.htm
Detail（example）

Item
PC

Laptop computer, desktop computer, VR computer, or otherequipment with the functions of recording & a computer.

Tablet computer

iPad, digital paper, smart phone, wearable device (e.g. Apple
Watch), other equipment with the functions of recording & a
computer.

Digital camera

Compact digital camera, DSLR digital camera, 360-degree camera,
small digital camera, or other equipment that can record a still
image.

Video camera

Video camera, drone with video camera, or other equipment that canrecord a movie (moving image).

TV

TV

Recording equipment

IC recorder, DVD recorder, Blu-ray recorder, or other equipment(audio/video)with the functions of recording (audio/video).

※If the security seal is removed, please contact the Acceptance Inspection Center
immediately. The security seal will be reapplied.

8Pattern F (Photo)

Photo-based inspection.

Exceptional emergency response in the case of:- the orderer procuring an item (consumable) urgently off-campus (e.g. during business trip).
- the orderer being in sudden need of an item at an external research facility.
- the orderer being in need of an item for research purposes outside business hours of theCenter.

Please fill in the reason for photo acceptance in the Statement of Reasons for Exceptional
Response form.
Acceptance
Inspection Center

Urgent purchaseoutside campus

The orderer is required to bring the item its photo and
the Statement of Reasons for Exceptional Response form
to the Center with the receipt when he/she is back.

[Inspection method]
The orderer is required to visit the Acceptance Inspection Center immediately after
he/she is back and submit following photo/documents:-Present the item’s photo (data) which he/she took before using the items-The receipt, delivery notice etc.
-Statement of Reasons for Exceptional Response form
Pattern F(Photo): Last reception time for inspection is 16:00.
[Note]
If you procured the items off-campus, be sure to take a pre-use photo of the opened item
along with the delivery note and receipt. The Acceptance Inspection Center staff will
check its name and quantity of them.
※Please bring both the goods and the photos if you still have goods.
When a student receives an inspection with a photograph, he/she must bring aStatement of Reasons for Exceptional Response Form with “signature” or “name and seal”
in order to confirm that he/she has the permission of the person responsible for use(faculty member) in advance.

9Pattern G（Deliver to the Acceptance Inspection Center at Toyosu）

The courier delivers the items to the Acceptance Inspection Center at Toyosu campus.
(*Pattern G is limited to Toyosu Campus only).

Acceptance
Inspection Centerat Toyosu

Supplier

The orderer pick

Courier delivers the items toup the items andAcceptance Inspection Center

have

them

inspected.
Notify the orderer that theOrderepackage has arrived【Inspection method】
The items that faculty member ordered can be delivered to the Acceptance Inspection
Center at Toyosu campus by marking the packages as “Deliver to the Acceptance
Inspection Center at Toyosu campus” Upon receipt of the delivery notice, the orderershall promptly visit the Acceptance Inspection Center at Toyosu campus to have thepackage inspected. For items purchased from e-commerce sites recommended by SIT(Amazon Business, Biznet), Acceptance Inspection Center at Toyosu campus staff
member will be authorized to unpack the package on behalf of the orderer and will
inspect the package upon receipt without the orderer`s presence. If the item falls under
the designated items, a security seal will also be affixed.
Pattern G: Last reception time for inspection is 16:00.
(Last reception time for items purchased from e-commerce sites recommended by SIT(Amazon Business, Biznet) is 16:45)【Note】
The following items cannot deliver to the Acceptance Inspection Center at Toyosu
campus:・Dangerous goods
・Refrigerated goods
・Large equipment, etc.
Please make sure to send the above items to the orderer's laboratory.

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Even if the items purchased through SIT recommended e-commerce site, with a high riskof damage (precision equipment, medicine, etc.) will be inspected in the presence of theorderer without being opened in advance.
The Acceptance Inspection Center at Toyosu campus cannot receive any items when they
are closed. Please check the Acceptance Inspection Center calendar for the opening days.

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List of inspection necessity

Inspection shall be conducted in a timely and appropriate manner. If you have any
question, please contact the Acceptance Inspection Center.
[Inspection necessity] ○＝Necessary ×＝Unnecessary △＝Partially necessary
Item

Inspection method (example)

Chemical○Experimentalorganism○

Software (not builtin software)○

Subscription fee○

Equipment repair○○

Travel expense(business trip,
accommodation)×

Document
organization,
experimentassistance×

Part-timer
employment

×Gift, book coupon

×

Labor cost, reward

Electric book

Academic papers /Collection ofacademic papers
Academic meeting
materials(proceedings, etc.)△

Put special labels on containers after inspection at theCenter. (Excluding those that cause deterioration or dangerof chemicals due to opening of the sealing film, or recycling
containers that need to be returned, etc.) In absence of theorderer, the item should be brought back because thedepartment office cannot store it.
Direct delivery to the research facility on the condition thatthe orderer is present (prior confirmation with the supplier).
After delivery, the Center staff goes over to the facility toinspect the item.
Direct delivery to the research facility on the condition thatthe orderer is present (prior confirmation with the supplier).
After delivery, the Center staff goes over to the facility toinspect the item. The downloadable version is inspected on
the PC screen, etc., after installation.
Inspect the first issue delivered.
In the case of advance payment, inspect the application form
(with the catalogue attached, if any).
Inspect the repaired item based on the repair report.
Inspect the software installed on the device (PC, etc.) for
confirmation of delivery (download) by going over (PatternB) or bring in (Pattern C).

Submit a gift list to the accounting department.
Inspection necessary- When buying a collection of papers alone.
- Even if a conference fee includes the price of collectionsof papers, buying more volumes separately than thespecified limit is subject to inspection.
- For electronic treatises whose viewing period is only
the academic conference, bring photo of the screen and12Annual membershipfee

Outsourcing

Book,publication, copy,
image
development
Translation,
proofreading,audiotyping,correction, etc.
Programdevelopment,
data analysis,
websiteproduction cost×○

Inspect all delivered items.
*Please consult with Acceptance Inspection center before
distributing.

○

Inspect the deliverable. If the printing volume is large,
PC screen for acceptance inspection is also OK.

○

Inspect the deliverable. (Includes the website renewal
cost.) Bring documents that show the specifications andwork instructions.

Survey○Processing cost○

Stamp, postcard,
Letter Pack, SIM
card
Rental fee(experimental
equipment, etc.)

×○Meeting-related cost×

Maintenance cost△

Participation fees
for training andseminarsMuseum entrance
fees, etc.
Equipment usage
fees for off-campus
facilities

documents of its payment details.
Inspection unnecessary- Manuscript submission fee; article processing charge.
- When a conference fee includes the price of collectionsof papers.
* If the price of collections of papers is charged separatelyfrom the annual membership fee, inspection is necessary.
When the price of collection of papers is charged along withthe annual membership fee, inspection is necessary if it is
not included in the annual membership fee.

×△

Inspect the deliverable such as reports and questionnaire
results.
Inspect the drawing, item, work report, etc. Bring
documents that show the specifications and work
instructions.
Inspection
unnecessarytransportation costs.

forcommunications

andFor an item that is replaced regularly, confirm the actual
one at the time of contract conclusion and renewal.
Photo-based inspection for external rental.
Inspection is unnecessary for the venue rental fee andconference food and drink cost.
Software maintenance involving version upgrades require
acceptance inspection. Equipment maintenance does not
require acceptance inspection at the time of payment, but
the actual equipment will be checked on an irregular basis.
If the participation fee/entrance fee is separate from thecost of materials, etc., the cost of materials must be
inspected.
Acceptance inspection is required when experiments using
the equipment result in deliverables.
Equipment usage fees for training, etc. do not require
acceptance inspection.
(No deliverables will be generated.)13

5. What is necessary for inspection, and other matters
Other than the item to be inspected, the following documents are necessary for inspection.
If the item is Consumable Supply less than 200 thousand yen, the orderer places anorder by herself/himself, and the following documents ((2) Necessary documents) will be
required for inspection. All the necessary documents and the delivered item should be
brought into the Center.
In principle, the Asset Management Section will place orders for Equipment /Fixture
costs 200 thousand yen or more. And the Asset Management Section will designate thedelivery destination to the user (in the case of delivery by courier service, to a laboratory
or experimental room under the user's jurisdiction), and the user must bring the items
to the Inspection and Receiving Center for inspection.
(1) Necessary items■All goods procured- When you procured more than one, please get all of them to be inspected.
- In the case of software, bring in its package. In the case of downloaded software,bring in the note PC with the software installed.
When repairs have been made, prepare a repair report and repaired items.
Repaired items alone will not be accepted for inspection.
(2) Necessary documents■Less than 200 thousand yen (Consumable supplies)- Delivery slip or receipt

The name on the necessary documents should be “Shibaura Institute ofTechnology, Your Name.” Your name only or “上様” is not accepted.

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(3) Location of the Acceptance Inspection Center
Map of Acceptance Inspection Center at Toyosu■Toyosu Campus●Old Location

Research Building 1F.
Phone: 03-5859-7300

TECHNO PLAZA※The Acceptance Inspection Center at
Toyosu has relocated on April 1st.

●

防災
ター

交流棟

Entrance

Please refer to the Map on the right.

ｰResearch

Building No.5, 1F

StairsPhone: 048-720-6560

Building
1F

Laboratory■Omiya Campus

ｴﾚﾍﾞｰﾀｰ

Alumni Hall

★New Location(4) Business hours
Monday to Friday★

9:00–17:00

Reception hours
検収パターン
Pattern A（Supplier）

受付時間
9：00～16：45

Pattern B（Bringing in） 9：00～16：45
Pattern C（Going over） See page 6 for details
Pattern D（Vehicle）

9：00～16：30

Pattern F（Photo）

9：00～16：00

Pattern G

See page 10 for details* Except for summer/New Year holidays and during the SIT entrance exam period.
* Business hours may change during the summer shift period.
* The Center staff may leave seat for a short while to inspect large equipment, etc.
* Please check opening dates on calendar of the Acceptance Inspection center.

Inspection is conducted on a day (during the contract delivery period) when
you receive the item from the supplier. If you can’t undergo inspection on thatdelivery date, you must complete inspection within 5 days from the delivery
date. If the contract delivery deadline is set on a non-working day like
Saturday, Sunday or holiday, the next working day is regarded as the contract
delivery deadline. This also applies to repair and maintenance services.

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Examples of Misconduct
We at METI received from University A an investigation report about inappropriate useof research funds and confirmed that the university was engaged in accounting fraud inresearch projects subcontracted by METI.
So we have decided to suspend the provision of subsidies to University A for a certain
period of time and restrict researchers involved in the fraud from applying for all
research funds awarded by METI for a certain period of time. We also made University
a return part of the funds they had fraudulently received and will ask them to returnthe remaining funds.
(Excerpt from the METI materials)

Misconduct examples
1. Fictitious ordering
Collude with the supplier to pretend to order consumable supplies, and have the suppliercharge the price. Money paid is stocked for future research funds to be used by the relevant
researchers.

2. Cheat on volume
Collude with the supplier to pretend to order more consumable supplies than necessary, andhave only the necessary number of them delivered. The rest processing is the same as above.

3. Excessive ordering
Order an extra amount of expensive consumable supplies and have them delivered. Extra
supplies will be diverted separately.

4. Unintended use
Purchase an item (fixture, consumable, etc.) that is not included in the original research planand have the supplier charge the cost under the name of an item that is in line with theresearch purpose. Pretend to receive an item necessary for research and get paid.

5. Diversion of receipts
Research funds do not include costs for entertainment. So replace a receipt for entertainment
expenses (club, karaoke, golf, etc.) with a receipt for private dinner, etc. and charge theexpenses under the category of meeting expenses.

6. Abuse of reimbursement for out-of-pocket expenses
Exploit the reimbursement for out-of-pocket expenses for a small number of supplies andrare components. Submit a receipt used for another purpose as if you spent your own money
for consumable supplies necessary for your research.

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