YAMADA RESEARCH GRANT
Procedures for Grant Issuance

Yamada Bee Company, Inc.

1

TABLE OF CONTENTS
1.

Regarding the Yamada Research Grant

3

2.

Conducting the Grant-Funded Research

3

2.1. Research schedule, general procedures, and list of documents for submission

3

2.2.

(1) Schedule and flow of general procedures3(5-7)(2) Start and completion of research3(3) Schedule, contract date, and date of receipt

4(4) Considerations for conducting the research

4

Provision of Subsidy

8(1) Procedures for subsidy application

8

List of application documents for submission

8(2) Timing of grant issuance

8(3) Method of grant deposit

9

2.3. Research Grant Accounting

9(1) Eligible expenses

9(2) Accounting precautions

9① Grant accounting

9② Organizing method

9③ Payment method of eligible expenses

9④ Submission method

9(3) Precautions regarding expenditures

10① Machinery and equipment

10② Labor cost10

③ Scientific presentation fee

10

2.4. Creation and Submission of Reports(1) Submissions required for conducting the research at all circumstances

10
11

Yamada Research Grant Final Report (Guidelines, Article 15)11(2) Submissions that may be required depending on circumstances

12① Application for changes or permission to cancel the research (Guidelines, Article

1212)② Notification of change of representative (Guidelines, Article 12)12③ Application for research extension (Guidelines, Article 13)

12④ Scientific Presentation Report (Guidelines, Article 10)12(3) How to submit report and application form

12

3. Paperwork After the End of the Grant-Funded Research

12

4. Sanctions for Non-compliance or Illegal Acts

13

Appendix

14

List of Certifying Documents

2

1. Regarding the Yamada Research Grant

The purposes of providing this grant are 1) to assist in covering the expenses, in part, oforiginal research that makes use of honeybee, bee products or natural products, 2) promote andsupport honeybee research activities, 3) scientifically prove the traditionally claimed utility ofbee products, and 4) contribute to the development of the beekeeping industry and research inpreventive medicine and environmental protection including the habitat of honeybees throughthe use of honeybee, bee products, and natural products. (Guidelines for the Yamada Research
Grant Application, Article 2, Purpose of the Grant)
The applicant* of the grant is required to conduct the appropriate research and is required toundertake the following responsibilities as stated in the “Guidelines for the Yamada Research

Grant Application”.
(1) Execution of the research(2) Appropriate use of the grant fund(3) Modification or cancellation of the research plan as necessary(4) Submission of all required reports and report at the conference of Yamada Research Grant(5) Submission of the record of accounts and copies of the certifying documents*NOTE;
Applicant refers to the person who applied for the “Yamada Research Grant,” has received an informal
notice for the research grant (hereinafter “Informal Notice”), submitted the grant application andwritten pledge (Form 1), as well as the research plan (Form 1, Appendix). (Guidelines, Article 3, Grant
Application Eligibility)

2. Conducting the Grant-Funded Research
2.1. Research schedule, general procedures, and list of documents for submission(1) Schedule and flow of general procedures
See next page.
(2) Start and Completion of Research
Work on the eligible research can begin from October 1st of the same year that the grant wasreceived, and after receiving informal notice (hereinafter “Research Starting Date”). Research
conducted before that date are not eligible for the grant. In addition, if the research period is for 1
year, the research must be completed by September 30th of the following year as a general rule.
If the research period exceeds 1 year, the applicant must submit the research status report as of
May of the next year after receiving the grant (at the start of the next year’s Call for Grant
Proposal) and planned update by September, andcreate a midterm report (Form 9) describing

the research plan and necessity of continuing the research for the next year (October
1st-September 30th), and submit it together with the Accounting Statement (Form 8) before the3deadline of submission for that year’s Call for Grant Proposals in order to undergo midterm
evaluation.
In addition, if the applicant disagrees with the content of the informal notice, it is possible towithdraw the application (Guidelines, Article 8). To do so, include the reason for withdrawal andsubmit a request in writing (free format) within 14 days after receipt of the informal notice.
(3) Schedule, Contract Date, and Date of Receipt
Expenses eligible for the grant are those that are planned to be ordered, delivered, contracted,
paid, etc. during the research period (October 1st-September 30th for a 1-year grant). Expenses tobe paid after the end of the research period (Beyond October 1st for a 1-year grant) are noteligible.
(4) Considerations for Conducting the Research
The applicant should make sure to keep in close contact with the accounting department. In
particular when processing accounts, be vigilant in keeping and processing purchase orders andother certifying documents. In the event that certifying documents are found to be deficient, there
is a possibility that your application will not be considered for the next grant proposal period or be
required to refund part of the research grant received. In addition, if you encounter any problems
while conducting the research, and particularly if you require to make changes in your research as
stated in your original application, make sure to inform Yamada Bee Company in Advance, and if
advised, conduct the required procedures. (Guidelines, Article 12, Changes to the Research Grant
Content and Contact Details of the Applicant, or Cancellation of Research).

4

(1) Research schedule, general procedures, and list of documents for submission
Date

SEP

Yamada Bee
Company Informal Notice

Num.

ApplicantApplicant GrantofDocuments to Submit

 Yamada

Research

Copies

Grant

(Year

Application

Application Form and Written

grant wasProcedures

Pledge (Form 1)

awarded)*Note 1

1

Submission
PeriodSEP/end (Bee-RAC)
OCT/start (Post) Yamada Research Grant Research

1Plan (Form 1, Appendix)

SEP/end (Bee-RAC)
OCT/start(Bee-RAC) Yamada Research Grant Subsidy

1

Application (Form 2)*Note 2

SEP/end (Bee-RAC)
OCT/start (Post) Bank Transfer Request for the1

Yamada Research Grant (Form 3)

SEP/end (Bee-RAC)
OCT/start (Post)or form specified by the applicant’s
institution.
• Grant

 Profile1

OCT/start (Bee-RAC)

1

OCT/start(Bee-RAC)

Provision
Ceremony
documents• the Conference

 the Conference of the Yamadaof the Yamada

ResearchResearch

Questionnaire

Grant

AgendaGrant
Questionnaire
OCT• Certificate of Grant

 AttendAwardawarding(during theceremony

awarding(Yamada Bee

ceremony)

Company)(send sealed grantapplication form)• Contact about theconference of
Yamada Research Official startof research

Grant Agenda• Announce grantawardees
NOV Issuance of grant
funds (banktransfer) Sending of test
samplesDEC- (Conference of the

JAN

Yamada Researchin the(following

Grant previous yr.)

Conference ofyear) Participation

・Confidentiality Pledge (Form 12)

1

participating in the*Note 3

Conference of thethe Yamada

Yamada Research

Research Gran

Grant for previous(hopefully)
MAY

Determine if

 Midterm
Report (for2nd year)*Note 1year’s research Yamada Research Grant Midterm

1

Report (Form 9)
 Yamada Research Grant

Call for Applications
Due Date1

Accounting Statement (Form 8)
 Proof of account of payments

1(receipts, etc.) 1 set

5

Yamada Bee

Date

Company

SEP Notice of Midterm

ApplicantApplicant Grant

Report Result (2ndapplication

year)

procedures

Documents to Submit

Form 1, Form 1-Appendix, Form 2,

Num.

SubmissionofPeriodCopies1 eachForm 3 *Note 2

SEP/end (Bee-RAC)
OCT/start (Post)(2nd year) End ofresearch
OCT Final Report*Note 3

 Yamada Research Grant Final
Reports (Form 6), 1 set:
- Form 6 (Final Report) *Note 51

OCT 20th (Bee-RAC)- Form 6, Appendix(Final1- Form 7 (Summary Report)

1

OCT 20th (Bee-RAC) Yamada Research Grant

1

OCT 20th (Bee-RAC)

NOV/start (Post)
Research Paper)

NOV/start (Post)

Accounting Statement (Form 8)
 Proof of account of payments

OCT 20th (Bee-RAC)

NOV/start (Post)
1

NOV/start (Post)

1

NOV/start (Post)(receipts, etc.) 1 set
 Confidentiality Pledge (Form 12)*Note 3DEC-JAN Conference of Present at(following

Yamada Research

Conference of

year)

Grant

YamadaResearch
Grant *Note 6*Notes :1)

Grant funds will be deposited into the specified account at the end of the following month after grant provision
procedures are completed. (E.g. If the grant provision procedures are completed in the middle of October, the grant funds
will be deposited at the end of November.

2)

Please submit the sealed subsidy application form (Form 2) only when deemed necessary by the affiliated institution.
After submission, the form will be signed and sent to the applicant’s institution. If the applicant cannot use the provided
application form, the specified application form from the applicant’s institution may be used. Please contact the Yamada
Bee Company regarding this. In addition, as a rule, research expenses will be paid as grant funds.

3)

Please sign the pledge regarding confidentiality in advance so that no problems arise when giving a presentation on
research rules or submitting patent applications. The Results Briefing will be held in confidentially.

4)

If the research period exceeds 1 year, submit a midterm report (Form 9), Accounting Statement (Form 8) in both soft andhard copy (originals with seal) by the end of the Call for Applications Period of the next year. The necessity forcontinuation of the research will be evaluated by the Yamada Research Grant Judging Committee, which includes
external jury members

5)

For a research period exceeding 1 year, please submit by the 20thof the next month after the end of the research period.

6)

If the research period exceeds 1 year, the applicant is required to report research results at the Results Briefing during
the year the research period ends.

6

List of Documents and Procedures Necessary at All Times
Type
(a)

Application for change or

No. of Copies
1

Form
Form 4cancellation of theresearch contents or distribution of expenses. Submit

research grant *Note 1(b)

Notification of Change ofSubmission Period
Submit every time there are marked changes in thewhen the research is to be cancelled or abolished.

1

Form 4, Appendix

Submit every time there is a change.

1Form 5

Submit as soon as possible when anticipating that theRepresentative(affiliation name,location, contact number,position)(c)Application for extensionof research grant

research cannot be completed within the scheduled
period, or when it becomes difficult to continue with theresearch.

(d)Scientific Presentation
Report *Note 2

1

Form 11

Submit to apply for subsidy for conference presentation
fees after the presentation ends.

*Notes1)

Must submit when the test design for clinical trials (subjects, number of subjects, period drinking, and evaluation items) ischanged. The acceptance of the change will be determined by the Yamada Research Grant Judging Committee, which includes
external judges.

2)

For academic presentations and paper presentations, inform Yamada Bee Company 30 days before the summary submission or
the paper publication. . In addition, after the academic presentation, please submit a complete set of certifying documents ofthe conference presentation (Conference Abstract or Research Paper), Accounting Statement (Form 8) and proof of account of
payments (1 set). The scientific presentation fees will be paid at the end of the following month after the documents are
submitted.

7

2.2. Provision of Subsidy
The subsidy to be provided will be an approximate budget based on the application form submitted by
the applicant.
(1) Procedures for subsidy application
The applicant can apply for a subsidy of the expenses necessary during the year of the granted
research period by filling out the research plan (Form 1, Appendix) based on the grant budget
stated on the informal notice sent by Yamada Bee Company. Submit a set of the following
documents with your application. In addition, if applying for a subsidy for the 2nd year of theresearch period, submit the requirements stated in 2.4 (Creation and Submission of Reports) for
midterm evaluation together with the documents below.
List of Application Documents for Submissionl

Yamada Research Grant Application Form and Written Pledge (Form 1)lYamada Research Grant Research Plan (Form 1, Appendix)l

Yamada Research Grant Subsidy Application (Form 2) or form designated by yourinstitution (*only when deemed necessary by the affiliated institution)lBank Transfer Request for Yamada Research Grant (Form 3) or form designated by yourinstitution

Note: If you are unable to submit a complete set of the above documents, inform Yamada Bee
Company and submit the required documents immediately.
(2) Timing of Grant Issuance
Yamada Bee Company will send notice of the grant issuance after evaluating the complete set of
application documents and officially determining approval of the grant. (Guidelines, Article 9,
Determining Grant Approval). The official grant certificate will be awarded during the awarding
ceremony. Deposit of the subsidy will be the next month after all procedures for the grantawarding have been completed. However, for clinical trials, the grant will be deposited after
submitting a copy of the certificate of approval from t the applicant’s institution or ethics
committee governing the clinical trial facility, and the next month after the day that the Yamada
Bee Company receives it. . In addition, Yamada Bee Company must be informed in advance for
conference participation, travel, transportation, and paper submission expenses as stated in
Article 10 (Granting of Subsidy). After receiving approval from Yamada Bee Company and giving
the scientific presentation, please submit the Scientific Presentation Report (Form 11),
Accounting Statement (Form 8), and certifying documents (conference abstract or paper). The set
amount will be awarded the following month after the documents have been received by the
Yamada Bee Company..

8(3) Method of Grant Deposit
The grant budget will be deposited to the account specified by the applicant as stated in the
Yamada Research Grant Bank Transfer Request (Form 3) or the bank transfer request form sentby the applicant’s institution.

2.3. Research Grant Accounting
The grant awardee must create an Accounting Statement (Form 8) as a record of the earnings andexpenditures related to the grant-funded research, include the usage of the grant, and prepare
documents as proof (receipts, delivery statement, etc.), and keep all documents for 2 years after theend of the research.
(1) Eligible Expenses
Expenses deemed appropriate and necessary by Yamada Bee Company in order to conduct the
research.
(Reference: Grant Outline Appendix)(2) Accounting Precautions
1. Grant Accounting
The grant must only be used for expenses specified in the research plan.
2. Organizing Method
Arrange the Accounting Statements (Form 8, certifying documents (receipts, delivery
statement, etc.) of the research-related expenses by payment date and file the documents
together.
3.

Payment Method of Eligible Expenses
As a general rule, please pay research-related expenses by bank transfer.
a) When paying grant-eligible expenses, please do not pay by cash, do not combine with othernon-eligible expenses, or pay through promissory note. The payment must also not be used
to offset other transactions.
b) When paying by check, make sure the check is only for grant-eligible expenses as much as
possible.

4. Submission Method
The completed Accounting Statement (Form 8) together with the certifying documents(receipts or delivery statement, etc.) must be submitted within one month after the end of theresearch or after receiving a request from Yamada Bee Company.

9(3) Precautions Regarding Expenditures① Machinery and Equipmenta)When purchasing equipment and devices (devices needed for measurement, analysis,
evaluation, etc.), inspect the equipment immediately after delivery. For equipment thatcosts over 100,000 JPY, submit a copy of the delivery statement and a photo as proof thatthe machine has undergone procedures to be managed by your affiliated institution (such as
control number sticker) and submit them together with (2) and 4 above.

b)

If the volume is a “set,” specify it is a “set” under the itemized statement.

② Labor Costa)

Only direct labor costs of the persons directly involved in the research development are
eligible.
Note: Travel time during business trips is not eligible.

b)

Limit of 5,000 JPY per hour/1,500 direct man-hours per person③ Scientific Presentation Expenses (Travel and transportation expenses for conference
attendance and paper submission fees)a)

Scientific presentation expenses will be paid separately from grant funds. The limit for all
scientific presentation expenses is 500,000 JPY. The set amount below will be issued after
submission of certifying documents (Conference Presentation Abstract or Paper).

b)

As a rule, scientific presentation expenses will be after the amount of the expenses has been
determined. The set amount will be the actual conference participation expenses for one
person (excluding enrollment and membership fees), the actual transportation expenses andaccommodation expenses (the secretariat will decide if necessary based on the presentationtime) in accordance with the travel expense regulations. In addition, for presentations
overseas, the limit for actual expenses is 200,000 JPY. The upper limit for paper publication
fees will be 250,000 JPY per paper for papers in English. The upper limit for English
proofreading fees will be 50,000 JPY per paper. The upper limit for paper publication fees
will be 150,000 JPY per paper in Japanese.

2.4. Creation and Submission of Reports
The applicant must submit the reports and application forms by the set deadlines from the start
until the end of the grant-funded research. (Please note that non-compliance with reporting duties
may result to the applicant having to refund the grant).
There are two kinds of report documents: (1) Submissions required for conducting the researchunder all circumstances, and (2) submissions that may be required depending on circumstances.

10(1) Submissions required for conducting the research under all circumstances
Yamada Research Grant Final Report (complete set of documents), as stated under Article 15,
Reporting Research Results (Form 6). Make one copy of each document and submit within 15 days
after completion of the research or October 20th of the next year, whichever date comes first.If theresearch period exceeds 1 year, as a general principle, the applicant must submit the researchstatus report as of May of the next year start of the next year’s Call for Grant Proposal) andplanned update by September, and submit create a midterm report (Form 9) describing thenecessity of continuing the research and research plan for the next year (October 1st-September30th) and submit them until the deadline for the next year’s Call for Grant Proposal. Pleasesubmit the set of documents below by October 20th of the year the research period ends.
l

Yamada Research Grant Final Report (Form 6)lYamada Research Grant Final Research Paper (Form 6, Appendix)l

Yamada Research Grant Summary Report (Form 7)lYamada Research Grant Accounting Statement (Form 8)lCopy of Certifying Documents (quotation, delivery statement, inspection certificate, billingstatement, etc.)
Note: Please refer to “List of Certifying Documents.”

In addition, the guideline for writing the “Final Research Paper” is as follows.
(a) Please write the paper using the format specified by Yamada Bee Company (Form 6,
Appendix ).Please do not make changes to the text formatting (changes to the font, size,etc.)(b) Write the research purpose, method, and results within 20,000 characters. When writing
the results, please include the statistical analysis method and whether there is asignificant difference.
(c) When there is a lot of research content or when it is difficult to write it in research paper
format, sendthrough post by saving it to a CD-R.
(d) Please include figures and photos within the report body (Do not collect them at the end of
the report).
(e) Language to be used is Englishl

For figures, avoid using a dark background against white text.

l

For photos, please select one with clearly defined light and shade(f) Please write conference presentations or paper submissions under the “Presentation
Materials” column. If you are scheduled to present, make sure to include it. (Guidelines,
Article 16.2 (Reporting and Promotion of Results).

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(2) Submissions that may be required depending on circumstances
After submitting the data of the following application forms below (①-④) via Bee-RAC, send thehard copy documents by post to the Yamada Bee Company.
① Application for Changes or Permission to Cancel the Research (Yamada Research Grant).
(Guidelines, Article 12) (Form 4).
Submit when the applicant would like to make changes in the research contents or
distribution of expenses. In addition, if it becomes impossible to continue with the
grant-funded research, or if the research must be cancelled or abolished, it should be
consulted with Yamada Bee Company in advance.
② Representative for the Yamada Research Grant (affiliated institution, location, contact
number, position) Notification of Change of Representative (Guidelines, Article 12) (Form 4).
Please send out the notification when there has been a change in the research grant
representative’s institution, location, contact details, position, etc.
③ Yamada Research Grant Application for Research Extension (Guidelines, Article 13) (Form 5)
If it becomes difficult to conduct the research or if cannot be completed by the expectedcompletion date of Sept. 30, submit a notice stating the reason and do as instructed.
④ Yamada Research Grant Scientific Presentation Report (Guidelines, Article 10) (Form 11)
Please submit when receiving the scientific presentation subsidy after presentation or
publication. Submit the proof of presentation (conference abstract or paper), Accounting
Statement (Form 8), and payment statement together.
(3) How to Submit Report and Application Form
Submit the document data stated in (1) and (2) using Bee-RAC. After doing so, please send thehard copy documents by post to the Yamada Research Grant Office, Yamada Bee Company, Inc.
l

Bee-RAC URL
http://www.bee-rac.com/users/sign_inlPostal Address:

194 Ichiba Kagamino-cho, Tomata-gun, Okayama, 708-0393 Japan

3. Processes After the End of the Grant-Funded Research
After the final research report has been submitted by the applicant, based on the guidelines, it will be
evaluated on whether the research has been conducted according to pan, whether the purpose has
been achieved, whether the subsidy has been used appropriately, etc. Items judged to be
non-compliant with the grant decision and conditions may result in a request to refund the grant inwhole or in part.
In addition, the Yamada Research Grant Final Report submitted (Form 6) will be carefully kept instorage by Yamada Bee Company.

12

4. Sanctions for Non-Compliance or Illegal Acts
In general, since the issuance of the research grant is a one-sided contract with the researcher
receiving the grant, it is the grant recipient’s duty to use the funds appropriately and effectively, andsubmit the abovementioned reports. Therefore, please note that persons who do not comply with thefollowing will have their grant forfeited, or if the grant has been issued, will be requested to return the
grant, or as the case may require, refund the grant plus charges and arrears.
(1) When a falsehood is found in the grant research content(2) Usage of subsidy funds for purposes other than those stated in the research plan
(3) When there is a change in the research plan and the amount of research expenses is significantly
less than the amount of grant funds provided(4) When grant funds were unused despite being laid out in the research plan budget(5) When the applicant has translation with antisocial forces(6) Violation of the Yamada Research Grant Application Guidelines

13Appendix
List of Certifying Documents
Item

Certifying Document(1) Materials for Experiments

1 copy of any of the following: Delivery Statement, Billing Statement, Bank
Remittance Notice.
Note: shipping fee is not eligible① (1)Corresponds to materials for experiments② For equipment costing over 100,000 JPY, a copy of the delivery statement
and a photo as proof that the machine has undergone procedures to be
managed by the applicant’s affiliated institution (such as control sticker
number)① A copy of any of the following: consignment contract, billing statement,bank remittance notice.
② Consigned Research Report① Salary Rules, Salary Statement, Bank Remittance Notice, proof of Salary
Received② Payroll (persons in question only)③ Report of Working Hours (Must include: Dates, Working Hours, Name ofWorker, Duties, Seal of the person in-charge) Note: Must make the reportof working hours every month for each person.
① Billing statement from the affiliated organization or other document in its
stead.
② Proof of payment① Scientific presentation fees; travel and transportation fees:a conference
abstract, the receipt for the conference participation cost, and proof of
travel expenses (copies of receipts, route, etc.)
Note: Please note that society enrollment fees, abstract book fees, andsocial gathering fees are not eligible.
② Paper submission fee: presentation paper and receipts for publishing fees
and English proofreading fees
① (1) Corresponds to materials for experiments② Proof of payments other than those in ①l
Honorarium: Invitation or request letter, proof of honorarium fee, bankremittance notice, investigation results report. Note: Cash payment ofhonoraria for monitors, etc. (travel expenses) will not be accepted as a
general rule. Please pay by bank transfer.
lMeeting Expense: Proof of payment such as receipts. Meeting minutes orreports, etc.
l
Payment chargeslTravel and transportation expenses: travel expense calculation
statement, travel expense billing statement, bank remittance notice andbusiness trip report
Note: Souvenirs for business trips are not included.

(2) Machinery(3) Consigned Analysis Fee(4) Labor Cost

(5) Indirect Expenses(6) Scientific Presentation Fees

(7) Miscellaneous Fees

14