0.Version
Version number
V1
V1.1
V1.2
V1.3
V1.4
V1.5
V2
V2.1
V3
V3.1
V4
V5
V5.1
V6
V6.1

Effective date
9-Nov-11
10-Nov-11
11-Nov-11
14-Nov-11
1-Oct-12
1-Apr-13
1-Oct-13
1-Apr-14
30-Sep-14
1-Apr-15
1-Apr-16
16-Oct-17
1-Apr-18
21-Sep-21
1-Jun-22

Person in charge
SKPV
PV
PV
ST
YF
YF
SNSN
SN
SN
KY
KY
YT
YT

Changes

Add Short-Term Student Research Assistants in Internal Position category Group 5
Revise Honorarium Table
Revise domestic lodging, int'l lodging and abolish insurance table and 50km rule, honorarium etc.

Revise Allowable meeting expenses etc.
Replace Honorarium table
Change VPFA into VPF, abolish Provost
Revise I. Table Travel expenses and V.VI Table Travel expenses. Delete IV. Table Travel expenses.

Delete Note Table Meeting Expenses
Revise I. Table Travel expenses; Add COO, Provost etc.
Revise I. Table Travel expenses and abolish Table authority purchase
Revise I. Table Travel expenses; change COO to SG

Ⅰ. Table Travel expenses

I. Traveler Group & Travel Approver(for external positions, decision of Group is made by requesting section. In doubt, contact Travel Desk)
Traveler Group

Traveler Position/Title

Travel Approver(s)Group 1

BOG members(Part-time)

Budget holder

Group 2

BOC members(Part-time)

Budget holder

President & CEO

Vice-CEO and budget holder

Vice-CEOPresident & CEO and budget holder

AuditorBudget holder

Executive Vice President

President & CEO and budget holder

Special Advisor to the PresidentGroup 3

ProvostPresident & CEO and budget holder

Secretary General
Vice President
DeanGroup 4

Associate Vice President

Supervisor and budget holder

Faculty

Dean of Research and budget holder

Staff Scientist level 2 and 3

Supervisor and budget holder

STG level 2 and 3
Senior Manager
Manager
Specialist level 2 and 3
Group Leader
Research Specialist
Research Support Leader
Research Unit Technician level5
IT LeaderGroup 5

Staff Scientist level 1

Supervisor and budget holder

Postdoctoral Scholar
STG level 1
Assistant Manager
Specialist level 1
Research Support Technician
Research Unit Technician level 1-4
Research Support Specialist
Research Fellow
IT Engineer
Other Staff
Guest Traveler

Registered OIST PhD Student

Budget holder

Guest Traveler

Budget holder

Employment Candidates
Guest Student

Guest Student
Special Students
Admissions Candidates

Budget holder

Ⅱ. Table Travel expenses

II. Class travel
II.1 Air
Traveler Category/GroupClass of service - domestic

Class of service - international

Exceptions

Group 1Business

Business

First if prior approved by PresidentGroup 2Business

Business

Group 3

EconomyBusiness

Group 4

EconomyEconomyBusiness if prior approved by VPFGroup 5

EconomyEconomyBusiness if prior approved by VPF

Definitions:domestic: Flights within Japan, including Tokyo/Osaka/Fukuoka from/to Okinawa flights connecting to an international flightinternational: Flights departing and/or arriving in a city outside Japan, including domestic flights within a country other than Japan.

II.2 Train, Bus, Boat
Traveler Category/GroupClass of service(domestic and international)

Express FareGroup 1and 2

1st classSpecial express over 100km

Group 3 and 4

2nd classSpecial express over 100km

Group 5Lowest class offeringreserved seatsSpecial express over 100km* Special express fare can be claimed when you travel on train for more than 100km.

II.3 Car
Personal vehicle Rate:

JPY 20 /km: (includes all operating costs - gasoline, maintenance and insurance etc.)

Car Rental Rates:

Domestic and International

Traveler Category/GroupClass of service

Maximum/day

Group 1-3

Intermediate

12,000Group 4-5Economy

8,500* Daily cost of car rental includes all charges incurred i.e.: km, taxes, insurance etc. except gasoline* Car service with driver may be arranged for Group 1 and 2 in special circumstances* Exceptions must be approved by the Vice-President for Financial Management

Ⅴ.ⅥTable Travel expenses

V. Per diem and maximum Lodging Allowance rate in JPY
Domestic Lodging

International lodging

International lodging(incl breakfast)large cities (incl breakfast)small cities (incl breakfast)

7,700

40,000 (BOG - all incl.)
20,000 (BOC - all incl.)
15,200 others

40,000 (BOG - all incl.)
20,000 (BOC - all incl.)
26,800 others

2,500

6,000

13,100

2,400

5,200

11,100

Guest traveler

2,500

6,000

Guest student

2,400

5,200

Traveler

Domestic Per diem

International Per diem

Group 1 and 2

3,300Group 3 to 4
Group 5Onna-son Per diem

Onna-son Lodging
Low Season

Onna-son Lodging
High Season

40,000 (BOG - all incl.)
20,000 (BOC - all incl.)
23,800 others

3,300

40,000 (BOG - all incl.)
20,000 (BOC - all incl.)
15,200 others

40,000 (BOG - all incl.)
20,000 (BOC - all incl.)
15,200 others(*20,000)

21,50018,5002,500

13,100(*15,200)

13,100(*20,000)

18,80015,8002,400

11,100(*15,200)

11,100(*20,000)

Actual≤13100

Actual≤21500

Actual≤18500

3,300

Actual≤13,100(*15,200)

Actual≤13,100(*20,000)

Actual≤11100

Actual≤18800

Actual≤15800

2,400Actual≤11,100(*15,200)

Actual≤11,100(*20,000)* Amount in bracket is maximum amount by direct bill to OIST or actual amount reimbursement with receipt. In case of payment by fixed allowance without receipt, domestic lodging is applied.
* High season is Jul 16 to Aug 31, golden week and year end (Dec 29 to Jan 3)* It is allowed to stay hotels regardless of this table if based on Annual List Price for Hotels in Onna [Link:https://groups.oist.jp/ja/dfa/travel-expenses]*Please check the availability of campus housing before booking hotels in Onna-son.

*International Large Cities include:
Country NameCity Name

ARGENTINA

Buenos Aires

AUSTRALIA

Melbourne, Perth, Sydney

AUSTRIA

ViennaBELGIUM

Antwerp, Brussels

BRAZILRio de Janeiro, Sao PauloCANADA

Montreal, Toronto, Vancouver

DENMARK

Copenhagen

FINLAND

Helsinki

FRANCEParis, Lyon

GERMANY

Berlin, Bonn

HONG KONG

Hong Kong

ISRAELTel Aviv, Jerusalem

ITALY

Rome

NETHERLANDS

Amsterdam

NORWAYOsloPORTUGAL

LisbonRUSSIA

Moscow, Saint Petersburg

SINGAPORE

Singapore

SPAIN

MadridSWEDEN

Stockholm

SWITZERLAND

Geneva, Zurich

UNITED KINGDOMLondon

UNITED STATESAtlanta, Los Angeles, New York, Boston, Chicago, Denver, San Francisco, Miami, Washington DC

Ⅴ.ⅥTable Travel expenses

V.1 Deductions for meals included in registration fees and hotel charges:
If lunch and/or dinner are provided, half of Per diem is paid.

V.2 Stays in the same city longer than 30 days
Lodging allowance is multiplied by 0.6 to take into account cheaper rates of long term stays.

Table authority meeting expense and disbursement
September 1, 2019

Meeting Expenses - Common to all divisions, sections or units
Items

Section Leader

in JPY m (million)-

Vice-President-

President

up to 0.05 (JPY up to 0.05 (JPY above 0.05 (JPY above 0.05 (JPY above 0.05 (JPY50,000)
50,000)50,000)50,000)50,000)Meeting expense

Disbursement (payments) - only for section of Budget and Accounting
ItemsDisbursement

Remarksin JPY m (million)

Section Leader-

Vice-President-

President

all transactions----

Remarks