“Yamada Research Grant 2013”
Direction for Grant Provision1

Table of Contents
1.

On the “Yamada Research Grant”

p.3

2.

Implementation of the Grant Research

p.3

2.1.

The Schedule, Paperwork Procedure, and List of Documents to be Submitted

p.3

(1)

The Schedule and the Flow for the Paperwork Procedure

p.3

(2)

Starting and Completing the Grant Research
The Relationships between the Schedule, the Contract Date, and the Receiving Dates,
etc.
When proceeding with the Grant Research

p.3

(3)
(4)

2.2.

2.3.

p.3

Table 1. The Schedule, Paperwork Procedure, and List of Documents to be Submitted

p.4

Table 2. Other procedures as needed and list of documents to be submitted

p.5

Provision for the Grant

p.5

(1)

Procedure for Applying for the Grant

p.5

・ List of Documents to be Submitted for the Application

p.5

(2)

The Timing when the Grant will be Provided

p.5

(3)

Method by which the Grant will be provided

p.6

The Accounting for the Grant

p.6

(1)

Expenses to be Covered by the Grant

p.6

(2)

Points to Note when Handling Accounting Works

p.6① The Use of the Grant

p.6② Method of Sorting the Accounting Matters

p.6③ Payment Method of the Expenses to be Covered by the Grant

p.6④ Method of Submission

p.6

Points to Note for Major Expense Categories

p.6① Machine Equipment Cost

p.6

② Personnel Expenses

p.6

(3)

2.4.

p.3

Matters Related to Reporting and Documents to be Submitted

p.7

(1)

Documents Mandatory to be Submitted for Implementing the Grant Research・ Whole Set of Documents to be Submitted at Final Report and Final Report
Dissertation Format for “Yamada Research Grant 2013” (Article 16 in the Outline
for Grant Provision)
Document to be Submitted for Each Case
① Application Form for Changes for the Grant Research for “Yamada Research
Grant 2013” (Article 11 in the Outline for Grant Provision)② Grant Research Cancellation (Discontinuation) Approval Application Form for“Yamada Research Grant 2013” (Article 13 in the Outline for Grant Provision)③ Report on Delay of the Grant Research, etc. for “Yamada Research Grant 2013”(Article 14 in the Outline for Grant Provision)④ Other Change Notices

p.7

Method of Submitting the Report

p.9

(2)

(3)

p.7

p.8
p.8
p.8
p.8
p.8

3.

Paperwork After Completion of the Grant Research

p.9

4.

Disciplinary actions for Inappropriate or Illegal Actions

p.9

Appendix

List of Evidential Documents

p.10

2

1. On the “Yamada Research Grant”
The purposes of this Grant are to contribute to the advancement of preventive medical researches, cosmetic
and dermatology researches, honeybee fundamental scientific researches, and apicultural researches onenvironmental protection. We hope to scientifically prove the usefulness of honeybee products which have been
claimed traditionally. We will support the researching activities implemented by the young researchers, byproviding granting aid as a part of expenses required.
The applicants* who receive this grant are required to adequately conduct the research, as well as subject tothe following restrictions based on the “Yamada Research Grant 2013” Outline for Grant Provision.
(1) Responsibility for research accomplishment(2) Restrictions on the use of the grant(3) Restrictions for changing the research plan or discontinuing the research(4) Submitting various reports(5) Preparing the account book and submitting the book and the evidential documents* “The applicant” refers to the person who has applied for the "Yamada Research Grant” and has been
accepted as the recipient of the grant.
2. Implementing the Grant Research
2.1 The Schedule for the Grant Research, financial report and List of documents to be submitted(1) The Schedule and the financial report
As described in table 1.
(2) Starting and Completing the Grant Research
The research to be covered by the grant would be started from October 1, 2013 after having received anotification of being accepted as the recipient for the grant from the Yamada Bee Company Inc. The
experiments performed before the starting date will not be covered by the grant. The researches which willtake one year have to be completed by September 30, 2014. The Applicant who will conduct the researchfor over a year should submit a copy of the Grant Research Implementation Interim Report for the Grant(Appended Form 9) on the status of grant research as of May of each fiscal year(FY), research planned tobe completed by September the same year, research plans for the following year (October 1 - September30) and the necessity for continued research, and the Payment Details (Appended form 8) to the Yamada
Bee Company, Inc. by the application deadline for the following year and the advisability of continuance
will be judged.
(3) The Relationships between the Schedule, the Contract Date, and the Receiving Dates, etc.
The expenses to be covered by the grant are those for orders, deliveries, and payments made during thecontracted research period (October 1, 2013－September 30, 2014 for the research for one year). Those
expenses to be paid after the completion of the period will not be covered by the grant.
(4) When proceeding with the Grant Research
The applicant is required to make close communication with the research supporting persons and thepersons responsible for the accounting works. The applicants are required to be especially careful whenhandling accounting matters such as processing or storing related documents (accounting slips, evidential
documents, etc.). Should there be any deficiency in the evidential documents, the applicants may not be
included as the new candidates for the grant recipient the following year, and be requested to return someof the grant already provided. Please note that when any problem occurs regarding the implementation of3

the research, especially when it is necessary to change the descriptions made upon the grant application
form, it is required that the recipient makes close communication with Yamada Bee Company Inc., and thenmakes the necessary procedures based on the result of discussions made with Yamada Bee Company Inc.
Table 1. The Schedule, Paperwork Procedure, and List of Documents to be Submitted
Year.
month

Yamada Bee Company, Inc.

ApplicantDocuments to be submitted
by the applicant

2013. 9・Informal notification of grant
provision・Application for grant provision
・Submission of Grant Research
Plan Document
・Submission of Promissory
Letter10・Notification of Grant
Provision for “Yamada
Research Grant 2013”

・Grant provision ceremony
・Official Start of the research

Numberofcopies・Application Form for“Yamada Research Grant2013” (Appended Form 1)

1・Research Plan Document for“Yamada Research Grant”(Exhibit of Appended Form
1)

1・Promissory Letter for“Yamada Research Grant”(Appended Form 2)

Due
date

In early
September1(by e-mail)In

1・The Bank Transfer AccountNotice for “Yamada
Research Grant”(Appended Form 3 or theprescribed form of theInstitutional Affiliation)

mid-September(by post)(・Submission the donation
application form)
・Announcement of the grantrecipients
11

12

2014.5・Provision the grant
research fee (bank transfer)and test sample(s)(・Reporting session

2012)

The application
・Submission of Interim Report※1

・Interim Report for “Yamada
Research Grant 2013”(Appended Form 9)
・The Payment Details for“Yamada Research Grant2013” (Appended Form 8)

1

deadline for the“Yamada1

Research Grant
2013”

2014.9・Completion of the research

10・Submission of Final Report※2

・Complete set of documents
for Final Report for “Yamada
Research Grant 2013”(Appended Form 7, Exhibit,
and Final Report format)
・The Payment Details for“Yamada Research Grant2013” (Appended Form 8)
and evidential documents

1

October 20

11-12
・Reporting session 2013

・Making presentations at thereporting session※ 2※1：The applicant who will conduct the research for over one year should submit the Interim Report(Appended Form 9), the Payment Details (Appended Form 8) by both e-mail attachment (electroniccopy) and post (official and original signed documents) by the application deadline for following year and4the advisability of continuance should be judged.
※2: The applicant who will conduct the research for over one year should submit the Complete set of
documents for Final Report by October 20 after the end of your research period.
※3：The applicant who will conduct the research for over one year should make either an oral presentation ora poster presentation at the annual reporting session after the end of your research period.

Table 2. Other procedures as needed and list of documents to be submitted
Category(a)Application Form for Changes for the
Grant Research(b)1Change notices for various changes(applicant, organization, address,(c)

Number ofcopies1

FormatDue date

Appended Form
4

To be submitted every time when the applicant
intends to significantly change the contents of
the research or the distribution of theexpenses.

Exhibit of

To be submitted each time without delay.

Appended Formapplicant’s seal)

4

Grant Research Cancellation

Appended Form

(Discontinuation) Approval

1

5

To be submitted every time when the applicant
intends to cancel or discontinue the grant
research.

Application Form(d)

Report on Delay of the Grant
Research, etc.

Appended Form
1

6

To be submitted in a prompt manner, every
time when it has become clear that the grant
research will not be completed by the end of
the scheduled period, or when it has become
difficult to implement the grant research.

2.2 Provision the Grant
The grant will be provided for the approved amount based upon the decision made by the grant examinationcommittee.
(1) Procedure for Applying for the Grant (Exhibit of Appended Form 1)
The applicants can apply for the expenses that will be required for the FY based on the research plancreated for the grant amount described upon the Informal Notification for the Provision of the Grant for“Yamada Research Grant 2013”. The applicants are required to submit the set of documents described
below. The applicant who intends to receive the continuing grant after the first year should submit the set of
documents described below after submitting the documents described at “2.4 Preparation and submissionof documents” and getting through the intermediate examination.
List of Documents to be Submitted for the Application- Grant Application Form for “Yamada Research Grant 2013” (Appended Form 1)- Grant Research Plan Document for “Yamada Research Grant 2013” (Exhibit of Appended Form 1)- Promissory Letter for “Yamada Research Grant 2013” (Appended Form 2)-Attached documents: estimate sheets or copies of the estimate sheets, certificates of the specifications
and the prices of the purchased products as substitutes for the estimate sheets※ In the case where the applicant is unable to submit all documents at the same time, he/she should
notify Yamada Bee Company Inc. to that effect and submit the documents as quickly as possible.
(2) The Timing when the Grant will be Provided
After the set of documents submitted for application have been received and the grant has been formally5determined to be provided, the applicant will be informed of such formal decision. The formal Certificate of
the Grant will be provided at the Grant Provision Ceremony. The grant will be provided by the end of thefollowing month when the provision notification had been made in. The Applicant who conducts a clinical
trial should provide the result of ethics committee by the end of the month subsequent to the applicant’s
notification to the Yamada Bee Company, Inc. about the approval of the Ethics Committee of anorganization which the Applicant belongs to or an experiment facility. We will reimburse the set cost after
receipt of support documents (receipts, presentation summaries, paper prints from submissions) at Yamada
Bee Company, Inc.
(3) The Method by which the Grant will be Provided
The grant will be provided by making bank transfer to the deposit account at the financial institutespecified by the applicant on the Bank Transfer Account Notice for the Grant (Appended Form 3).
2.3 The Accounting for the Grant Research
The grant researchers are required to book the payment details (Appended Form 8) as an account ledger, toclearly describe the usage of the grant, to organize the evidential documents (receipts, packing slips, etc.), andto keep them for 2 years after the completion of the grant research.
(1) Expenses to be Covered by the Grant
The expenses necessary for implementing the grant research, approved by the Yamada Bee Company,
Inc. to be necessary and appropriate. (Reference: Exhibit of the Outline for Grant Provision)(2) Points to Note when Handling Accounting Works① The Use of the Grant
The grant must not be used for any other purpose than those described in the research plan
document.
② Method of Sorting the Accounting Matters
For expenditure report, please book the payment details (Appended Form 8) attached the evidential
documents (receipts, packing slips, etc.) in the order corresponding to date of payment.
③ Payment Method of the Expenses to be Covered by the Grant
Please make the payments for the expenses to be covered by the grant by bank transfer.
(a) Please make sure not to make the payments for the expenses subject to be covered by the grantby cash payment, payment combined with those for other transactions, or by endorsing bills.
(b) When making the payment by check, please make sure to issue a check for the expenses subject
to be covered by the grant individually.
④ Method of Submission
Please submit the payment details (Appended Form 8) attached the evidential documents (receipts,
packing slips, etc.) with the final report.
(3) Points to Note for Major Expense Categories① Machine Equipment Cost(a) When purchasing machine equipments for implementing measurements, analysis, assessments, etc.,
please make sure to implement acceptance inspection for the object immediately after delivery. In thecase of more than 100,000 yen, please submit the packing slip and the photograph of the equipment
certifying the completion of registration process for the institutional affiliation (the photograph of theoverview image and the site showing registry number, etc.), together with the documents described in(2)-④.
6

(b) When the quantity was described as “one set”, make sure to show a breakdown of the “set”.
② Personnel Expenses(a) Only the expenses for the direct work time for those directly engaged in the research development
can be covered.
* The expenses for the travel time for business trips will not be covered.
(b) The hourly payroll is limited to 5,000 yen per person, and total working hour should not exceed 1,500
hours per person.
③ Travel Expenses and Paper Submission Fees related to participation in Conferences or other events(a) Yamada Bee Company, Inc. will provide the following set costs after receiving support documents(receipts, presentation summaries, paper prints from submissions).
(b) The limit for reimbursement for travel expenses for participation in Conferences and other events are
set at 50,000 yen per person for conferences/presentations in Japan and 200,000 yen per person forinternational conferences/presentations. The limit for submission of an academic paper is at 150,000
yen per paper for English language publications and 50,000 yen per person for Japanese language
publications.
2.4 Preparation and submission of documents
The applicants shall submit the report documents and notification documents listed below during the period
starting from the grant research commencement date until the completion date of the grant research. (Please
note that any breach of the reporting requirement may result in disciplinary action to order the recipient to returnthe grant.)
The applicants are requested to submit the reports based on the Outline for Grant Provision; these reports
are categorized into those that mandatory to be submitted for when implementing the grant research (1), andthose that are to be submitted each time for each event (2).
(1) Documents Mandatory to be Submitted for Implementing the Grant Research・Whole Set of Documents to be Submitted at Final Report and Final Report Format for “Yamada Research
Grant 2013” (Article 16 in the Outline for Grant Provision)
Please submit a copy of the Whole Set and Final Report Format to the Yamada Bee Company, Inc.
within fifteen (15) days counting from the date of the study completion or by October 20, 2014, whichevercomes earlier. The applicant who will conduct the research for over a year should submit a copy of theGrant Research Implementation Status Report for the Grant (Appended Form 9), the Payment Details(Appended Form 8), and the evidential documents (receipts, packing slips, etc.) to Yamada Bee
Company, Inc. by October 20, 2014 and submit “the whole set” by October 20 of the year of the study
completion. For the status of subsidized research as of May of this year, research planned to becompleted by September this year, and research plans for the following year (October 1 - September 30)
and the need for continued research, if the period of research exceeds 1 year, submit part 1 of the Status
Report (Form 9) and Payment Statement (Form 8) and copies of supporting evidence for Yamada
Research Grant 2013 by the public deadline for 2013 funding, and submit the following documents by theend of the research period, October 20.The details for the whole set are as listed below.
- Final Report on the Grant Research for “Yamada Research Grant 2013” (Appended Form 7)- Grant Research Result Report for “Yamada Research Grant 2013” (Exhibit of Appended Form 7)- Final Report for “Yamada Research Grant” on the accomplishment for the grant research (Final reportformat)- Payment Details (Appended Form 8)
7

- evidential documents (receipts, packing slips, invoice, etc.)※ See “Appendix: List of Evidential

Documents” on page 10.
The applicant who has any objection for the contents of the Informal Notice is able to withdraw theapplication. Please submit a notification of such effect (in any format) to Yamada Bee Company, Inc.
within fourteen (14) days counting from the day when the subject Notice had been received.
The methods of writing the “Final Report for Yamada Research Grant on the accomplishment for the
grant research” are as described below.
(a) Please write on the final report format specified by Yamada Bee Company Inc.
- Format file name: “Final report format.doc” (Microsoft Word)- Do not change the format (font type, point size, etc.)(b) Please describe the purpose, the method, and the results, etc. of the research in approx. 40,000
characters (including charts and photographs).
(c) Please submit the complete data (completed version) attached to e-mail or by post as CD-R. The
proofreading will not be performed.
(d) Please include the charts and photographs, etc. in the body text (do no list them at the end of thepaper).
(e) i) The final report should be written in Japanese. *Only the applicants from overseas can write inEnglishii) Notes for the charts and photographs, etc. are as follows;- Please avoid using charts with white descriptions on black backgrounds.
- Please select photographs, etc. with sharp contrast in color or those with clear shades.
iii) If the applicant is using Windows Vista, he/she is requested to change the document version to
those corresponding to Windows XP before saving it. After you have saved the document, please
make sure to check that there is no garbled character.
(2) Documents to be Submitted for Each CaseAs necessary, the applicant should submit one copy of the documents①-④ listed below to Yamada Bee
Company, Inc. promptly.
① Application Form for Changes for the Grant Research for “Yamada Research Grant 2013” (Article 11 in
the Outline for Grant Provision, Appended Form 4)
When the applicant intends to change the contents of the grant research or the distribution of theexpenses, he/she is required to discuss the matter with Yamada Bee Company, Inc. in advance. Slightchanges (those corresponding to the conditions described in any of the items of Article 12 in the Outline
for Grant Provision) do not require any specific procedure.
② Grant Research Cancellation (Discontinuation) Approval Application Form for “Yamada Research
Grant 2013” (Article 13 in the Outline for Grant Provision, Appended Form 5)
When the grant research becomes impossible to be continued, discontinued during the course, orcancelled due to some reason, please make sure to discuss the matter with the Yamada Bee Company,
Inc. in advance.
③ Report on Delay of the Grant Research, etc. for “Yamada Research Grant 2013” (Article 14 in the
Outline for Grant Provision, Appended Form 6)
When it has become difficult to complete the grant research by September 30 of the scheduled year of
the study completion, or when the implementation of the grant research has become difficult, theapplicant should notify the matter by submitting the document with the reason clearly described, and8

wait for the instruction from the Yamada Bee Company, Inc.
④ Other Change Notices (Exhibit of Appended Form 4)
Please submit this document when there had bee any change for the applicant, organization, address,or the title of the applicant.
(3) Method of Submitting the Report
The reports listed in (1) and (2) should be submitted to the Yamada Bee Company, Inc. to the following
address or e-mail address either by post or e-mail.
・E-mail address to submit the reports: research-grant@yamada-bee.com
・Address: 7F Annex #2 Daiichi Central BLDG
6-30, Honmachi, Kita-ku, Okayama-city, Okayama 700-0901, Japan
3. Paperwork After Completion of the Grant ResearchUpon receiving the final report for the grant research from the applicant, the Yamada Bee Company, Inc. will
make a survey based on the Outline for Grant Provision as for whether the grant research had been
implemented as planned, whether the original purpose had been achieved, and whether the grant had beenused in an adequate manner, etc. If the grant research is identified to have been inadequate for the grant
provided or not matching with the grant provision conditions, the applicant may be demanded to return some or
the entire grant sum.
4. Disciplinary actions for Inappropriate or Illegal Actions
In general, grant provision is a unilateral contract made for the researcher of the Grant Research, which
therefore makes it compulsory for the recipient to use the grant in an effective and adequate manner, and to
make the reports, etc. described above. This implies that those recipients who have breached the following
matters will have his/her grant provision decision taken back, be ordered to return the already paid grant, and insome cases, be ordered to pay the additional amount or the delinquent charge for the sum to be returned, andtherefore the recipient must be careful enough not to call for such matter.
(1) Using the grant for any other purpose than those described upon the plan document for the Grant
Research(2) Breaches for the contents of the grant provision decision or the conditions for providing the grant(3) Breaches for the rules or the instructions made by the Governor based on rules(4) When any other fraudulent acts have been identified

9Appendix: List of Evidential Documents
Item
(1)

Evidential Document

Expenses

A copy of one of the following; packing slip , invoice, or bank transfer notificationfor experiment* Shipping cost cannot be included

materials(2)

Expenses① Pursuant to the provisions of “(1)Expenses for experiment materials”.

for machine② In the case of more than 100,000 yen, the packing slip and the photograph of theequipments

equipment certifying the completion of registration process for the institutional affiliation (thephotograph of the overview image and the site showing registry number, etc.)(3)

Expenses① A copy of one of the following; consignment contract document, invoice, or bank transfer

required for

notification

analysis② Consigned research report document

consignment(4) Personnel① A document where the payment amount can be confirmed such as the payment

expensesregulation, pay statement, or bank transfer notification, etc.
② Payroll book (only the part for the subject person)③ Work time report document (required descriptions: date, work time, name of person, work
description, to be sealed by the manager)*The document is to be prepared monthly foreach person(5)

Indirect

expenses① An invoice from the organization where the recipient belongs to, or an equivalent
document② A document that proves the payment
Pursuant to the provisions of “(1)Expenses for experiment materials”.

(6) Other①

miscellaneous② An evidence for the payment other than (1)expenses

・A document describing the necessity of the expense (in free format).
・Honorarium; request letter (invitation letter), a document which shows the basis for theunit price, such as an honorarium regulation, etc., a bank transfer notification, and a
research result report document.

* We basically do not accept making honorarium(travel expenses) payment in cash for the monitors, etc. Please make your payments bybank transfer.
・Travel expenses; travel expenses regulation, a travel expense calculation form, a travel
expense invoice, and a bank transfer notification. Business trip report document (whenthe business trip was made for an oversea country, the report is to be consisted of 10
pages or more) * Please note that fees for gifts you may bring for the business trips
cannot be included into the travel expenses.
・Conference costs ; an evidence for the payment, such as a receipt, etc. Abstract of yourpresentation. * Please note that fees for the proceeding, participation in exchange
meeting, etc. cannot be included into the conference costs.
・Meeting costs; an evidence for the payment, such as a receipt, etc. Meeting memo orreport document, etc.
・Article submission cost; a separate print of the article submitted.
・Transfer fees

10