Tokai Dormitory（Reservation via J-PARC User Support System）
Contents
1. Room availability and basic information ...............................................................................................................2
1-1. Find room vacancy ..........................................................................................................................................2
1-2. Learn basic information ..................................................................................................................................2
1. Accept bookings .............................................................................................................................................2
2. The room for your first choice is reserved. ...................................................................................................3
3. No Vacancy ....................................................................................................................................................3
4. Room request (to wait for cancellation) ........................................................................................................3
5. No-request room(s) during the reserved period ..........................................................................................3
6. Overlapping ...................................................................................................................................................3Cancellation & Modification Policy .......................................................................................................................4
On-Site Modification .............................................................................................................................................42. Bookings plus registration of “Application form to visit J-PARC” ....................................................................42-1. Reserve............................................................................................................................................................42-2. Change period ...............................................................................................................................................62-3. Cancel .............................................................................................................................................................73. Simply apply booking of Tokai Dormitory and/or KEK travel expenses ..............................................................93-1. Reserve............................................................................................................................................................93-2. Change .........................................................................................................................................................10
Change the date(s) ..........................................................................................................................................11
Modify the status of room request (staying outside of dormitory) ................................................................11
Changing of room request status is not available ..........................................................................................123-3. Cancel ...........................................................................................................................................................124. Regarding room changes during the period of use ..........................................................................................12
5. Confirm reservation, Print out a reservation confirmation ................................................................................13
6. Payment ...............................................................................................................................................................136-1. At the reception desk of Dormitory .............................................................................................................136-2. Bank transfer ................................................................................................................................................136-3. Online payment ...........................................................................................................................................146-4. Refunding accommodation fee ...................................................................................................................157. Receipt .................................................................................................................................................................157-1. Issuance of Invoice........................................................................................................................................157-2. Affiliation on receipt .....................................................................................................................................167-3. Separate issuing receipt ...............................................................................................................................161. Room availability and basic information

1-1. Find room vacancy

J-PARC User Support System

https://jus.j-parc.jp/usjparc/ui/UI_00000E.do

1. Login and Click "Accommodation Booking and/or Travel Expenses"
2. Click “Apply, View, Modify or Cancel my reservation”①②

3. Jump to the KEK User Support System, and click "View Dormitory Room Availability"

1-2. Learn basic information

1. Accept bookings◆Reservation is available 45 days prior to and till a day before check-in date.

◆31-nights booking is the maximum on a single reservation. Please make several reservations to bookmore than 32 nights.

◆Contact J-PARC Users Office (herein after, UO) to book room(s) on the day of use.

2. The room for your first choice is reserved.

This states that one or more room(s) has been reserved for you. A confirmation will be sent on the dayof use by e-mail and please find room number which is also displayed on your page.

3. No Vacancy⚫

If you do not wait for a vacancy, booking status is displayed [Stay out due to full occupancy]. Please
make sure to book rooms by yourself or ask UO.

⚫

If you await cancellation, booking status is displayed [on waiting list].

When the Dormitory have no rooms available, feel free to ask UO. UO will book the cooperated
accommodations of J-PARC. Please make sure that you cannot select the accommodation by yourself.
UO check the vacancy, make a reservation, cancel and change the reservation on behalf of you.

4. Room request (to wait for cancellation)⚫

Set several days you can wait for cancellation.

⚫

Once you register reservation, any of modification about waiting for cancellation is accepted. Tochange the waiting status (days), please cancel the current reservation and make a new reservation.

⚫

When the room is secured until the end of waiting period, booking status will change to [firstchoice is reserved] and booking status will be notified by e-mail.

⚫

If the room is not secured by the end of waiting period, status will be displayed [stay out overnight]
and notified by e-mail after the expiration date.

5. No-request room(s) during the reserved period

Apply no-request of room when you do not require one or more rooms during the reservation byticking a box of [stay outside]. > Modify the status of room request (staying outside of dormitory)

6. OverlappingReservation is not acceptable on the same period. In addition, overlapped reservation both at J-PARC
and KEK Tsukuba Dormitories is not available.
To find your reservation at KEK User Support System, log in to（https://krs.kek.jp/uskek/ui/UI_00000E）
and click [Accommodation Booking and Travel Expenses Application Status > Accommodation andTravel Expenses Status].

Cancellation & Modification Policy◆

Cancellation and modification are accepted free of charge until 24:00 (JST) 1 day before the checkin date.

◆No-show the first night is charged at 100%. A cancellation fee will be charged at 100% if cancellation
takes place on the day of use.

On-Site Modification◆Reduction of length of stay is accepted free of charge until 24:00 (JST) 1 day before of departure.
Once staying has started, modification (reduction and extension) on this website is not accepted.
Contact UO or Tokai Dormitory.

◆Staying after 10:00am (late-check-out) and day-time (from 10:00am to 16:00pm) is charged 100%.
Contact UO or Dormitory reception desk in advance. Highly appreciated to contact well in advanceto set the same room.

2. Bookings plus registration of “Application form to visit J-PARC”
Following article shows the direction of booking a room through registration of Application form to visit JPARC. Applying KEK travel expenses is available as appropriate.

2-1. Reserve
1.

“Administrative Procedures for Visiting” on the left menu

2.

“1. Administration relating to your visit”

3. Next
4. Click “Submit” of “Application form to visit J-PARC” at [Online Application Forms]

Once you have registered the form, the last registered date is presented.

5. Select visiting period
6

Click “Register a new dormitory reservation” on Tokai Dormitory Reservation Status

Note: If reservation has been done, the reservation is presented.
7. Click “Apply, View, Modify or Cancel my reservation”
8.

Select the type of reservation
Applying for KEK travel expenses is available by “Accommodation booking and travel expenses” here.

9. Select one activity

10. Enter details, and click “Next”

11. Confirm information before submitting, and click “Back to application”⚫

“stay out overnight/ (I’ll) stay outside” on the remarks means requesting any rooms when thedormitory have no rooms available.

⚫

If you wish to change the waiting days, please back to the previous page.

12. Back to application form and check information on Tokai Dormitory Reservation Status is filled in.
Important: Make sure to complete submitting this application form to make room(s) reserved.

13. Enter other information
14. Submit
15. Confirm
16. “The dormitory reservation is completed as below” shows you have succeeded.

2-2. Change period
1.

“Administrative Procedures for Visiting” on the left menu

2.

“1. Administration relating to your visit”

3. Next
4. Click “Submit” of “Application form to visit J-PARC” at [Online Application Forms]

Once you have registered the form, the last registered date is presented.

5.

Select visiting period

6

Click “Modify dormitory reservation status” on Tokai Dormitory Reservation Status.
Important: Make sure to complete submitting this application form to make room(s) reserved.

➢Change the date(s)➢Modify the status of room request (staying outside of dormitory)➢Changing of room request status is not available

7.

Enter other information

8.

Submit9.

Confirm

10. “The dormitory reservation is completed as below” shows you have succeeded.

2-3. Cancel
1.

“Administrative Procedures for Visiting” on the left menu

2.

“1. Administration relating to your visit”

3. Next
4. Click “Submit” of “Application form to visit J-PARC” at [Online Application Forms]

Once you have registered the form, the last registered date is presented.

5.

Select visiting period

6

Click “Modify dormitory reservation status” on Tokai Dormitory Reservation Status.
Important: Make sure to complete submitting this application form to make room(s) reserved.

Stop cancelling dormitory reservation

Dormitory status changes.

7.

Enter other information

8.

Submit9.

Confirm

10. “The dormitory reservation is completed as below” shows you have succeeded.

3. Simply apply booking of Tokai Dormitory and/or KEK travel expenses

3-1. Reserve
Following article shows the direction of applying KEK travel expenses and/or booking of Tokai Dormitory.
1.

Click “Accommodation Booking and/or Travel Expenses” at the left menu, and“Apply, View, Modify or Cancel my reservation”①2.

②

Accommodation Booking and/or Travel Expenses > Make an Accommodation Booking and/or Applyfor
Travel Expenses. Select the application details.

①②③

3. “Next”
4. Fill in to the form that duration of accommodation and/or travel, and waiting days for room request(from 14 days to 1day before).
5. “Confirm”
6. Reservation completed

3-2. Change
1. Click “Accommodation Booking and/or Travel Expenses” > “2. Cancel/Change Accommodation
Booking or Travel
Expenses Application”.
2. Click the reservation number

3. Click “Change accommodation” at the bottom of the page.

4. Click one you wish to change.
➢Change the date(s)➢Modify the status of room request (staying outside of dormitory)➢

Changing of room request status is not available

Change the date(s)Select the date(s) and click “Changing accommodation”.

“Confirm”

Modify the status of room request (staying outside of dormitory)
Click “Reservation period”

Tick a box of “No Room Required” to cancel one or more room(s).

Changing of room request status is not available
Once you have registered reservation, any of modification about waiting for cancellation is accepted.
To change the waiting status, please cancel the current reservation and make a new reservation.

3-3. Cancel
1&2. Follow [Change]
3. “Cancel accommodation”

4. “Cancel accommodation”

5. “Confirm”

4. Regarding room changes during the period of use
You may be asked to move rooms during your stay. Please check using the following methods.
➢To know a day before: Notices will be posted in the room➢

How to check anytime during the period: From the 1st day of your stay, you can find reservation details
in way of the next sentence (5. Confirm reservation).

➢Once you apply for a period extension, check a confirmation email from the system.

➢

If you request a room exchanging directly at Users Office, receive a room number from UO.

◆How to move out/in when changing rooms and how to take a break after returning to the room
Please return your room key to the reception by 10am and later after 4pm pick up key for night.
Note that accommodation rooms are not available from 10am to 4pm.
If you would like to use a nap space, etc., please contact User Office and reserve the "nap room" (TokaiBuilding 1).

5. Confirm reservation, Print out a reservation confirmation
Please print out a reservation confirmation (Dormitory Usage Record) and present at check-in desk.
1.

Accommodation Booking and Travel Expenses Application Status > Accommodation and TravelExpenses Status. Click reservation number.

①②
2. Click ”Dorm Usage Record”

3. Print out to paper

6. Payment
In case of changing the days after payment have done, UO will refund. Please make sure that several weeks
takes of refunding process.

6-1. At the reception desk of Dormitory
Payment is accepted by cash (JPY), credit card (VISA, MASTER, JCB, and AMEX) and Debit-card.

6-2. Bank transfer
In case of payment by remittance, transfer to the bank account below.
Note: Transaction fee needs to be covered by the payer.
Upon making transfer, refer to the example and make sure to note accommodation period before the nameof the payer.

Bank Information:
Bank Name: Mitsui Sumitomo
Branch Name: Ushiku
Swift Code: SMBCJPJT
Account Number & kind: 4044782, Futsuyokin (Ordinary bank account)
Address: 280 Ushiku-machi, Ushiku-shi, Ibaraki-ken, 300-1221, Japan
Phone: (81)-29-872-7511
Beneficiary Information
Name: Inter-University Research Institute Corporation High Energy Accelerator Research Organization
Address: 1-1 Oho, Tsukuba-shi, Ibaraki-ken, 305-0801, Japan
Phone: (81)-29-864-5155
Example: Tsukuba Taro 2011/05/14 - 2011/05/16 ---> 05140516TsukubaTaro

6-3. Online payment
Important: Online payment is accepted 20 days from the day following the date of check-out.

1. Click “Accommodation Booking and/or Travel Expenses” > “3. Online payment” on the left menu.
2. Online payment button is not highlighted at this state.

3. Tick at “select” of the reservation and click “Online payment”.

①②
4. “OK”

5. Receive confirmation by e-mail.
6. Access the website directed on the e-mail, entry necessary credit card information on the page andproceed with the payment.

6-4. Refunding accommodation fee

The accommodation fee that has been paid will not be refunded unless it becomes impossible to stayovernight due to natural disaster or the mechanism side. Please make sure to pay after confirming theschedule.

7. Receipt
Receipt, as below, shall be issued at payment desk of Tokai Dormitory and/or Users Office unless applicant
applies offsetting.
Please note that electronic receipt is not supported. When the applicant will pay via bank transfer and/or online
payment and request receipt, contact Users Office.

（6-1）Affiliation upon reservation is print

Sample of receipt
領収証書 receipt
住所 address（6-2）Incurred amount of fee
令和 2 年度

TC0000000〇〇大学/ **** university

Reservation ID

氏名 name

申請番号：D2020-00009999〇〇 〇〇and reservation period (includingnight/room(s) not assigned atdormitory）
e.g.) 1 July-5 July (4nights）

領収金額 Paid amount\ 3,000 –1 July: stayed outside

Period2 July: stayed outside

宿泊施設使用料

宿泊期間：2020/7/1～2020/7/5

3 July: stayed outside

Room charge（2020/7/2 9:35:07, received）

4 July: stayed at dormitory

大学共同利用機関法人 高エネルギー加速器研究機構

Detailed

High Energy Research Organization

attached.

7-1. Issuance of Invoicestatement

isnotQualified Invoice
Please submit or mail the original receipt to Users Office. After we complete to the qualified invoice andsend back to you by post. Note that only available after payment.
Separately from the accommodation facility usage fee, we will add the tax-excluded amount, 10%
consumption tax amount, eligible invoice issuing business registration number and telephone number.

Information in English INVOICE
Especially for the guest from abroad and require invoices written in English. Note that only available afterpayment. Please contact Users Office and the invoice will be sent by email after payment.
If you wish a prescribed format, please submit it in advance.

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7-2. Affiliation on receipt
Affiliation which was registered at the time of booking on the system is printing on receipt. Change theinformation, then make a reservation, as needed.

7-3. Separate issuing receipt

◆

If you would like to separate the receipt in two or more, make sure to separate the reservation period
in advance.

◆Incurred amount of fee and reservation period may not be matched in case of staying outside
dormitory are included in the reservation period. Please make sure to separate the reservation period
in advance.