Graduate School of Media and Governance Research Fund
Usage Guidelines For the 2024 Academic Year
Office of Facilities and Property Management
Office of Accounting and Procurement Services
1. Overview
Expenses from the Graduate School of Media and Governance Research Fund (hereafter referred toas the “research fund”) must be made in accordance with the following guidelines.
[Budget]The research fund is assigned to Master Seminars and budgeted in accordance with the number ofmembers belonging to respective Seminars. The fund is intended for faculty members in charge ofMaster Seminars/Independent Research, and the master’s and doctoral students enrolled in these. The
number of members excludes: non-degree students, students studying abroad or on a temporary leaveof absence, those who have yet to pay their academic fees for the semester concerned (including those
who applied for tuition deferment; *those who do not pay their academic fees by the end of December
will not be counted for this academic year), and faculty members studying abroad, on sabbatical, oron other leave (but those who have students registered for their Master Seminars will be counted).

The budget for each fund will be calculated after students have registered for courses, and details will
be provided to the faculty member in charge. Please share the details with the person in charge ofaccounting in your Seminar. The number of registered students will be reviewed after the course
registration period in the Fall Semester ends, and the budget will be adjusted and finalized.
*If students pay their academic fees after the budget has been calculated, the budget will be adjusted
accordingly.
[Management and Administration]
1) Application period: After the budget has been calculated – February 28, 2025
Accepted period for invoices and receipts: April 1, 2024 – February 28, 2025
For accounting purposes, expenses from the research fund must be in line with the single-year
budget principle and completed within this academic year. Funds may not be carried over to thefollowing academic year.
2) Submission deadline: February 28, 2025
If you purchase by invoice payment, the purchase, delivery of goods, and application must be
made by January 31, 2025.

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*Each year, we receive a high volume of applications just before the deadline, resulting inpayments taking longer than usual.
Please understand that this research fund is meant to be used for research in the 2024 academicyear. We ask you to make purchases and submit applications by January 31, 2025.
*Students who will graduate in the Spring Semester must complete the purchase, receipt of goods,
and application for payment by the date of their graduation.

3) The faculty member in charge of a Master Seminar should manage and record all expenses in aneasy-to-understand manner such as in an account book.
*The research fund is assigned to respective Seminars. As such, if you belong to different
Seminars in the Spring and Fall Semesters, expenses must be completed within each semester.
4) As a general rule, payments from the research fund will be made directly to the vendor upon receiptof the vendor invoice, in accordance with the process described in the Keio University Manualfor Use of Funds.

2. Notes on Expenses
1) Expenses that are not approved(a) Construction or installation costs for facilities or buildings (including equipment
disposal costs)(b) Payments which constitute an employment, such as issuance of monthly payments(excluding part-time work)(c) Book expenses and examination fees for obtaining personal qualifications (e.g., Eikenand TOEIC), and book expenses related to job hunting(d) Costs incurred at social gatherings while at an academic conference(e) Expenses related to Teaching Assistant or Student Assistant work (e.g., transportationcosts)(f) Optional expenses for items like electric appliances (e.g., warranty extensions, Apple
Care Protection Plan)(g) The portion of a purchase that is made with points, loyalty schemes, Amazon/Apple
gift cards and the like(h) Expenses that are not for research purposes and are difficult to distinguish between
work and personal use (e.g., purchase or use of cellular models of smartphones/
tablets/Apple Watch, related consumables, daily necessities, home appliances, furniture,seals; inkan, textbooks, and notebooks)(i) Other expenses not directly related to research (e.g., food, air conditioners/heating2

equipment, kettles, desks and chairs for the lab, health equipment, lamps)*Expenses on items that correspond to (h) and (i) may be reimbursed if they are directly
related to research, in which case you should attach a document clearly explaining therelationship. Your request will then be reviewed based on the statement.
2) Important Points(a) Postage fees (stamps, postcards, revenue stamps; inshi) will be considered as cash
vouchers. Submit an addressee list with a breakdown of expenses to verify that all fees areused up in full.
(b) Submit all receipts exactly as you received them without cutting them. Expenses will not
be covered if it is unclear whether points were used or not. Expenses intended to acquirepoints may not be reimbursed.
(c) Purchases without a receipt will not be accepted. This applies to online purchases as well.
Be sure to receive a receipt when making an online purchase.
(d) In principle, the applicant and the recipient must be the same person. Consult at the timeof application if the applicant is someone other than the recipient.
(e) For purchases made by invoice, be sure to check the payment deadline and submit wellin advance.
*Due to the time required for administrative processes, please pay in advance ifthe payment deadline is in less than two weeks. The submission deadline for payments byinvoice is January 31.
(f) Receipts without the names of items purchased will not be accepted. Please make surethey are filled out by the vendor.
(g) For purchases on Amazon, submit the delivery slip to avoid double billing. If there is nodelivery slip, submit the tag attached to the item.
(h) If you submit a receipt marked “reissued,” please enter into Dr.Budget the reason for thereissue.
(i) We do not manage individually allocated budgets. Please consult with the faculty
member in charge.
(j) Purchases made by credit card may not be accepted if the date of withdrawal from yourbank account is not within the academic year. Be careful about this point when applying inFebruary and onward.

If you have any questions, contact us via the link below before submitting your application.
Inquiries on the New Accounting System (Google Form)(We ask you not to contact us by phone for inquiries.)
June 2024 Edition3