Regarding evidenced documents required for reimbursement
The qualified invoice-based method (the invoice system) came into effect on October 1, 2023. Please obtain an"Invoice (Qualified Invoice)" or "Simplified Invoice (Qualified Simplified Invoice (Receipt))" for transactions
with qualified invoice issuers. Please refer to the following URLs for details.
Overview→https://spirit.rikkyo.ac.jp/staffs/finance_division/payment/SiteAssets/pdf/about_invoice.pdf
Q&A→https://spirit.rikkyo.ac.jp/staffs/finance_division/payment/SiteAssets/pdf/faq_invoice.pdf
To improve the convenience of researchers and ensure accounting transparency, please use invoice settlement,
which does not require a lot of evidentiary documents. Also, if you have no choice but to pay in advance, pleaseproceed with reimbursement as soon as possible.
 Please request that evidentiary documents be issued in the name of "Rikkyo University, Your Name". Also, please
make sure the evidentiary documents are dated. Please affix your own seal of confirmation on the delivery slip incase of vendor payment and the receipt in case of advance payment.
 Receipts are valid for 3 months. (Counted by month; Example: A receipt dated April 5 must be submitted by
the end of July. Submission after August 1 is not valid. However, receipts for travel expenses are calculated
from the following dates: Air tickets: Date of boarding, Accommodation fee: Date of accommodation,
Package tour fee: From the date of departure of the tour.) As for the "payment slip and receipt" of the post office and the "receipt of money transferred" of a bank, pleaseattach a separate document to confirm the details of payment, such as "copy of payment handling slip (Please
make a copy before payment)", "invoice", and "membership payment guide".
 For advance payment by credit card, please submit a credit card statement (original) if you cannot obtain thesame evidentiary documents as cash advance payments for online sales or overseas purchases. After the debit
date is fixed, please prepare a page of your statement with the debit date, the name of the cardholder and thename of the bank account holder. (Credit cards must be in the user's name. Family cards are not accepted.)If payment is made in a foreign currency, a statement with the conversion rate shown is required. Credit card
payments do not require a statement if you have a receipt. Credit card statements are valid for 3 months fromthe debit date. Please note that credit card usage at the end of the academic year is limited to credit card
statements that can be submitted by the deadline for submission of evidentiary documents and that aredebited within the academic year concerned.
 When advance payments in cash in foreign currencies are made overseas, the payment will be made in yen
based on the exchange rate for the month specified by the University.
 Any error or correction in the contents will invalidate the document, so if there is any correction, you will
be required to obtain a reissued form.
 If it is generally difficult to understand the need for reimbursement or the relationship to the study, pleasecreate an "Expense Rationale form (arbitrary format)" or a "Notification (specified form for travel expenses)".

■Sample Invoice Format (Example of qualified invoice issuer)<Required information>
Invoice(1) Invoice date(Month) (Day) 20XX
Make sure to ask the vendor to fill this in.
Rikkyo University (Your Name)*If the date cannot be confirmed or there is an error,
1 -2 -3, △△, ○ ○ -ku, Tokyo XXXit will not be accepted.
XXXX(2) Addressee
TEL: 03-XXXX-XXXX
Please ask the vendor to write your name and□□□□ Co., Ltd. Company Seal
university name: "Rikkyo University". *Those
Registration numberT1234567890123
without the name of the University are not accepted.
We request payment of the following amount.
Payment due: ¥50,000
Details(3) Name and seal of the invoicing vendor
The name of the vendor shall be entered and thecompany seal shall be affixed.
*Please contact the Research Center if there is nocompany seal on a foreign company or web invoice.
(4) Registration number (in the case of qualified
invoice issuer)(5) Invoice Amount(6) Details
The details of the invoice, including item name,quantity, unit price, etc., the amount of consumption
tax per tax rate, and the applicable tax rate (in the caseof a qualified invoice issuer) must be indicated. *Ifthere is no detailed description, please attach thedescription separately.

■Sample Receipt Format (Example of qualified invoice issuer)<Required information>
Receipt(1) Date of receipt(Month) (Day) 20XX
Make sure to ask the vendor to fill this in.
*If the date cannot be confirmed or there is an error,
Rikkyo University (Your Name) stamp
it will not be accepted.
1 -2 -3, △△, ○ ○ -ku, Tokyo XXX(2) Addressee (+ Personal stamp)
XXXX
TEL: 03-XXXX-XXXX
Please ask the vendor to fill in your name and□□□□ Co., Ltd. Company Seal
University name, and put your seal on it before
Registration numberT1234567890123
submitting it.
Amount ¥44,000 I have received the above amount.
Details(3) Name and company seal of the vendor receiving
payment
The name of the vendor shall be entered and thecompany seal shall be affixed.
*Please contact the Research Center if there is nocompany seal on a foreign company or web invoice.
(4) Registration number (in the case of a qualified
invoice issuer)(5) Receipt(6) Details (or remarks)
The details of the invoice, including item name,quantity, unit price, etc., the amount of consumption
tax per tax rate, and the applicable tax rate (in the caseof a qualified invoice issuer) must be indicated.
*If there is no detailed description, please attach thedescription separately.

<Cases where receipts, etc. are not issued> When a transfer is made via online banking, the output of the transfer confirmation screen (payee, date,amount, handling fee, etc.) will be used as a substitute for the receipt of the transfer.
 If you paid via PayPal, please submit the original receipt. If you do not have the original receipt, please be
sure to submit a document that confirms the transaction details (conversion rates, etc.), PayPal statement andcredit card statement (original, in principle).
 When a receipt is not issued due to online sales, overseas purchases, etc., for advance payment by credit
card, the output document (seal required) on the credit card settlement confirmation screen will be used as asubstitute for the receipt. If this is not available, please submit your credit card statement (original, inprinciple; limited to the card holder).
<Addressee name and other information on receipts> (Requests and communications at the Deans' Council on
March 20, 2014)
・A receipt for research funds must have (1) "Rikkyo University" (or "Rikkyo Gakuin") and (2) the seal of theperson who paid for it affixed to the addressee column.
・In the following cases, the description of "Rikkyo University" (or "Rikkyo Gakuin") is not required.
(1) Receipts issued outside Japan(2) There is no addressee column on the receipt.
(3) Receipts issued by Amazon or other online stores(4) A train or bus ticket, a hotel (Name is mandatory), or a receipt issued from an automatic ticket machine.
(5) Credit card statements and bank transfer forms (Name is mandatory)