Instruction for Reimbursement Payment Application (Revised Nov.22 2022)

Faculty who can place an order as the budget manager are not required to apply
in advance. However, advance payment at your own expense should be madeonly unless there is any other option in business and please make sure to avoid
unnecessary advance payment.
＜Examples of cases considered as unavoidable in business＞
・When purchasing on a business trip
・When purchasing consumables via online and only payment by cash or credit card
is available
・When purchasing urgently at stores etc.
・When payment by invoice is not possible due to vendors reasons【NOTE】
It is not appropriate to make advance payments with the vendors who already do business withKyushu university on an invoice-paying basis (which may raise suspicions of fraud).

Table of Contents
１． Documents to be submitted ・ ・ ・ ・ ・ Page 2
２． Preparation of “Reimbursement Payment Application Form” ・ ・ ・ Page 3
３． Contact Information ・ ・ ・ ・ Page 8
４． Form of “Reimbursement Payment Invoice”(立替払請求書)・ ・ ・ ・Page 91

１．Documents to be submitted
After you receive the books you bought, please submit the following to the library within 10 days.

①

Reimbursement Payment Application Form(立替精算申請書)（Prepareing via ASK(Accounting system)）→ See Page 3 to 7②

Reimbursement Payment Invoice(立替払請求書)→ See Page 9 to 10③

Documentary Evidence（one of the following）
Please include your signature and the date you received the books.

・Receipt (If there is no title in it, also submit a book cover copy)
・Card usage copy（where your name, book titles, and amount of money can be confirmed）
・Card usage statement（Copy is acceptable, with “it is the same as the original/seal” written
in the margin, and other documents that can certify the transaction details. ）【In case of foreign currency settlement】（Submit an additional document to confirm
the converted amount as Japanese yen.）・Credit card statement
・Foreign currency exchange certificate
・ Mitsubishi UFJ Research & Consulting Foreign Exchange Rate List (withoutdocuments above)（http://www.murc-kawasesouba.jp/fx/past_3month.php）
Convert to Japanese Yen at the TTS rate of the purchased date (the last weekday on
Saturdays, Sundays, and holidays), and print the page.

Please submit the above 3 documents and the books to the office in charge on
your campus.
* In case of consumables, it is not necessary to submit the books if the receipt
has the date and signatures verified by two faculty or staff members.

2２ ．Preparation of“Reimbursement Payment Application Form”① Log in to ASK, and click「立替・仮払 精算申請」↓② Click「立替精算申請」（Reimbursement Payment Application）

3

③

ASK’s budget selection screen is displayed, click「検索」(Search).

Then available budgets are displayed. Check the balance and others, select one.

4

④The screen 立替精算申請 is displayed. Fill in the following information
・申請日 Application date・・・Date of application (ASK input)
・経費区分 Expense category・・・Select「その他」(Other)・摘要 Abstruct・・・Enter the reason why you need pay in advance⑤Click「+明細を追加する」(Add the details)

④その他

④
④

⑤5

⑥The budget you selected is displayed.
Enter the information in other fields as well. Fields in pink are required.
・内容 Contents・・・Enter the title of the book you purchased
・支払先 Payee・・・Click to search your own name・支払区分 Payment category ・・・Select “総合振込 (general deposit)”・数量 Quantity・・・Select “式” from the pull down menu
・単価 Unit price
・備考 Remarks・・・In case of consumables, enter “消耗品”(shoumuhin)
If purchasing on a business trip, enter “the destination and period of your business trip”
If purchasing via online, enter “the name of the vendor you purchased from”⑦After completing the entry, click「追加」(Add)⑥⑦6

⑧ The details have been added,
Double check the registration details, then make a check 「PDF 表示」 , and click「登録と確定」(Comfirm)
The preview screen of Reimbursement Application Form will be displayed. Print it out7３．Contact Information

For faculty of Ito or Hakozaki Campus
Central Library 4F Book Management Section, Book Acquisition Division
Phone：092-802-2486
Extension：（Ito）90-2486
Email：toctosho@jimu.kyushu-u.ac.jp※Submitted Documents can be also accepted at the Science and Technology Library
Counter (Weekdays 9:00-17:00 only)

For faculty of Maidashi(Hospital) Campus
Medical Library Acquisition and Cataloging Division
Phone：092-642-6036
Extension：（Maidashi）91-6036
Email：tiuukemo@jimu.kyushu-u.ac.jp

For faculty of Ohashi Campus
Design Library Cataloging Division
Phone：092-553-4426
Exetnsion：（Ohashi）95-4426
Email：seiri@design.kyushu-u.ac.jp

For faculty of Chikukshi Campus
Chikushi Library Library Service Division
Phone：092-583-7514
Extension：（Chikushi）93-7020
Email：srttosho@jimu.kyushu-u.ac.jp

8

立替払請求書

請求金額円

也

但し、として上記のとおり立替払いをしましたので、請求いたします。

令和年

月

国立大学法人九州大学日殿立替払人 所属：
職名：
氏名：－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－－※本人が支払ったことを証明する書類（領収書、クレジットカードの利用明細書など）を添付すること

9

立替払請求書

Sample
請求金額

Total billed amount○○○円也
Enter the book title

但し、「○○○の研究」ほか○点

書籍代として上記のとおり立替払いをしましたので、請求いたします。

令和3年

5 月 10 日

国立大学法人九州大学

Date of applied on ASK

殿
立替払人 所属：
Enter your affiliation

職名：
氏名：

10経済学研究院教授
九大 花子