Eligible use

・ Items costing less than JPY
50,000 (stationery, copier paper,
printers, toner, PC software[including downloaded software],drugs, etc.)

・ Items costing JPY at least 50,000- and less than 300,000 usable forone year or longer (experimental
instruments, specimens, PC
software, computers, etc.)

・ Items costing JPY 300,000 or
more usable for one year or longer(experimental instruments,
computers, etc.)

Documents to submit prior to
expense execution

N/A

N/A

N/A

Documentation required for expense execution
Payment to vendors etc.
(Payment of invoices)① Invoice (showing productname/unit price)② Delivery slip (showing
product name/unit price)* Your seal affixed whenchecking delivery① Invoice (showing productname/unit price)② Delivery slip (showing
product name/unit price)* Your seal affixed whenchecking delivery③ Supplies request voucher① Estimate (showing productname/unit price)② Delivery
slip (showing product name/unit
price) * Your seal affixed whenchecking delivery③ Invoice(showing product name/unit
price)④ Machinery/equipment
request voucher

References/notes
Advance payment① Receipt (showing productname/unit price)* Your seal affixed whenchecking delivery

In principle, payment by
invoice① Receipt (showing productname/unit price)* Your seal affixed whenchecking delivery② Supplies request voucher③ Written explanation (freeformat)* Affixed with your seal

In principle, payment by
invoice① Estimate (showing
product name/unit price)②
Delivery slip (showing
product name/unit price)③
Invoice (showing productname/unit price)④ Receipt* Your seal affixed whenchecking delivery⑤
Machinery/equipment request
voucher⑥ Written
explanation (free format) *Affixed with your seal

* Glass products and other fragile items, drugs and other consumable items, anditems used inside the bodies of other items are considered consumables even if they
cost JPY 50,000 or more.
* In the case of purchases with point appropriations, the amount excluding point
appropriations will be paid.
* When submitting a receipt from a home electronics mass merchandiser, submit theentire receipt without cutting off the details showing product name and whether
rewards points were used.
* Prior consultation is required when a single order is in an amount of JPY 500,000
or more, since advance application (approval) is needed.
* In principle, maintenance charges are not eligible.
* Antivirus software is eligible only for the relevant fiscal year.

* Software is considered supplies even if it costs JPY 300,000 or more.
* In the case of purchases with point appropriations, the amount excluding point
appropriations will be paid. However, partial payment of expenses in cash at yourown expense is not permitted.
* Prior consultation is required when a single order is in an amount of JPY 500,000
or more, since advance application (approval) is needed.
* In principle, maintenance charges are not eligible.
* Written explanation not required if purchased locally on a business trip abroad.

* Software is considered supplies even if it costs JPY 300,000 or more.* In the caseof purchases with point appropriations, the amount excluding point appropriations
will be paid. However, partial payment of expenses in cash at your own expense is
not permitted.* Prior consultation is required when a single order is in an amount of
JPY 500,000 or more, since advance application (approval) is needed.* In principle,
maintenance charges are not eligible.* Written explanation not required if purchased
locally on a business trip abroad.

Eligible use

・ Books (including e-books);magazines; videotapes, CDs,
DVDs, etc. (i.e., software
equivalent to books); maps;
pictorial records; newspapers,
database usage charges

・ Transportation, lodging, andother costs of domestic businesstravel ・ Transportation andmiscellaneous travel costs forbusiness day trips ・Rental car andrelated costs at the business travel
destination (including tolls, fuelcosts, and parking costs)

Documents to submit prior to
expense execution

N/A● Faculty:・ Business travelapplication (online application
system)・ Business travel
timetable(online application
system)● Graduate students:・
Business travel application (onpaper)・Business travel timetable(on paper)[Submit to: the relevantCollege Office]● Non-WFS,
non-University personnel:・
Request for payment of domestic
travel expenses (online application
system)・ Business travel
timetable(online application
system)● If renting a car:Consultin advance with the ResearchCenter* If you do business travel
for an academic or researchmeeting, etc., you must attach thematerials from which the day andplace of the meeting can be
confirmed by submitting anapplication.

Documentation required for expense execution
Payment to vendors etc.
(Payment of invoices)

References/notes
Advance payment① Receipt (showing title ofmaterials/unit price)* Your seal affixed whenchecking delivery* In principle up to three copies of the same book may be purchased.
* Annual magazine subscriptions are permitted for the relevant fiscal year or for aperiod of up to one year including one or more months in the relevant fiscal year
(months during past fiscal years are not accepted, but months during future fiscal
years are; attach documentation of the subscription period issued by the publisher).
* If the price is 50,000 yen or more for a single item or a set of items, in principle,
payment must be made by invoice and a "Expense Rationale form (arbitrary format,
your seal affixed)".
However, an "Expense Rationale form" is not required if purchased locally during abusiness trip abroad.

After applications for business travels have been approved
through the online application system, you must submit the
documents for exact calculation and make exact calculations ofactual costs. ● Submit the following during settlement:①
Domestic business travel expense settlement form② Receipts(or invoices) * If using a passenger plane, attach
documentation showing the boarding date, boarding section, andflight number* Your seal affixed when checking delivery③
Business travel report and a material(s) with which the executionof duties can be confirmed. (If material(s) with which theexecution of duties can be confirmed cannot be submitted,
describe details of duties specifically in the business
report.)[Submit to: section in charge of travel expenses]Submit
by roughly two weeks after the end of the business trip.

* If the distance traveled (one way) is less than 100 km from where you started,accommodation expenses and miscellaneous business trip expenses will not be
paid.* Business travel miscellaneous expenses will not be paid to graduate students(including University graduate trainees, graduate research students, and graduate
legal research students).* If you have multiple budgets for a single business trip,
you must specify the separation of budgets on the business travel timetable.* A leadresearcher may not pay travel expense for co-researchers or research partners inadvance.* If the designated requirements are met, the business travel timetable does
not need to be attached. * Rental car cost: Submit an application to use a rental car
when traveling for business. You must also attach materials specifying the rental
period and details of the amount of money during settlement.* Disclaimer
compensation fees and non-operation charge compensation fees are covered (only ifusing the same source as the rental car cost).* Insurance premiums (not included in
the basic rate) are not eligible.* In principle, optional extras are not eligible. (Snowtires, chains, etc. are covered.) *See Research Expenses Handbook for theprocedures and payment amounts for business travel.

① Invoice (showing productname/unit price)② Delivery slip (showing
product name/unit price)* Your seal affixed whenchecking delivery

Eligible use

・ Airfare, lodging, miscellaneous
travel costs, etc.
(Domestic transportation expenses,
including travel to airports, etc. ⇒travel and transportation expenses)
・Rental car and related costs at thebusiness travel destination(including tolls, fuel costs, andparking costs)

Documents to submit prior to
expense execution● Faculty:
・ Business travel application(online application system)
・ Business travel timetable(online application system)● Graduate students:
・Business travel application (onpaper)
・Business travel timetable (onpaper)[Submit to: the relevant College
Office]● Non-WFS, non-University
personnel:
・ Request for payment ofdomestic travel expenses (online
application system)
・ Business travel timetable(online application system)● If renting a car:
Consult in advance with the
Research Center* If you do business travel for an
academic or research meeting,etc., you must attach the materials
from which the day and place ofthe meeting can be confirmed bysubmitting an application.

・ Travel expenses for visitors
invited from overseas（Airfare⇒international travel expensesCosts
during stay/limousine bus fare⇒transportation expenses）

・ Request for payment of travel
expenses for visitors invited fromoverseas (online application
system)・ Business travel
timetable (online application
system)・ Materials on seminaretc.(online application system)

Documentation required for expense execution
Payment to vendors etc.
(Payment of invoices)

References/notes
Advance payment

After applications for business travels have been approved
through the online application system, you must submit the
documents for exact calculation and make exact calculations ofactual costs.
● Submit the following during settlement:① Business travel expense settlement form
② Receipts (or invoices)* Your seal affixed when checking delivery③ Flight schedule issued by travel agent or airline④ Ticket stubs (if these cannot be submitted, passport copies)⑤ Business travel report and a material(s) with which theexecution of duties can be confirmed.
(If material(s) with which the execution of duties can be
confirmed cannot be submitted, describe details of duties
specifically in the business report.)[Submit to: section in charge of travel expenses]
Submit by roughly two weeks after the end of the business trip.

* Consult with the Research Center at least three weeks inadvance and then conduct the procedures in advance.● Submit
the following:① Air ticket receipt (or invoice)* Your sealor signature affixed when checking delivery② Flight scheduleissued by travel agent or airline③ Ticket stub for outboundflight (if these cannot be submitted, passport copies)④ Businesstravel report and a material(s) with which the execution of duties
can be confirmed. (If material(s) with which the execution ofduties can be confirmed cannot be submitted, describe details of
duties specifically in the business report.)[Submit to: Research]* The number of days eligible for payment of lodging expenses is limited to thedeparture date through the day prior to the date of return. No lodging expenses will
be paid for nights spent on board means of transportation.
* Business travel miscellaneous expenses will not be paid to graduate students(including University graduate trainees, graduate research students, and graduate
legal research students).
* If you have multiple budgets for a single business trip, you must specify theseparation of budgets on the business travel timetable.
* Travel casualty insurance not eligible (paid by the University: check with thesection responsible for travel expenses for details)* Actual costs of airport use fees and local transportation will be paid based on
application for them (receipts must be submitted).
* A lead researcher may not pay travel expense for co-researchers or research
partners in advance.
* Rental car cost: Submit an application to use a rental car when traveling forbusiness. You must also attach materials specifying the rental period and details of
the amount of money during settlement.
* Disclaimer compensation fees and non-operation charge compensation fees arecovered (only if using the same source as the rental car cost).
* Insurance premiums (not included in the basic rate) are not eligible.
* In principle, optional extras are not eligible. (Snow tires, chains, etc. are covered.)* See the Research Expenses Handbook concerning matters such as procedures forbusiness travel and amounts paid.

* Under the University budget, costs during stay and transportation costs tot heairport will be paid from travel and transportation expenses.* See the Research
Expenses Handbook concerning matters such as procedures for inviting visitors andamounts paid.

Eligible use

・ Part-timeDocuments to submit prior to
expense execution● Part-time employment
・ Application for use of part-time
employment
・ List of planned hires (if any)

Documentation required for expense execution
Payment to vendors etc.
(Payment of invoices)(Expenditures processed by HR
Dept.)

References/notes
Advance payment

Not possible[Submit to: Research]・ Lecturers at seminars
・ Presentation of case studies,emcee
・ Research/study advising・ Interpretation
・ Translation
・ Transcription
・ Proofreading・ Manuscript fees
・ Design fees (pamphlets, posters,etc.)

・ Honoraria to survey
participants(Piecework payments toparticipants, including subjects ofexperiments and research
participants, based on results)* May not be used to employ RAs.
* Submit the application for use at least two weeks in advance of the starting date of
employment (at least one month in advance if there is a need to screen applications).
The HR Department will notify you of registration procedures after it receives theapplication.
* Make entry to the attendance record on each day of attendance, and submit it to
the HR Department promptly after the end of the final working day of each month.
* Salary will be deposited directly to the employee's own account.
* See the Research Expenses Handbook concerning matters such as procedures for
employment of part-time employees and RAs and working conditions.

Prior consultation with ResearchCenter

① Estimate② Delivery slip (notice of・ Honoraria payment request
completion of work)* For translation, transcription,* Your seal affixed when
proofreading, and manuscript fees,
checking delivery
submit after delivery of work,③ Invoicefollowing prior consultation.
（Not needed if an invoice is[Submit to: Research]issued）[Submit to: Research]Prior consultation with ResearchCenter・ Written request for
payment of rewards for researchcollaboratorsThe written request
must be submitted after the work
is finished with priorconsultation.[Submit to: Research]―

Be sure to consult with the
Research Center in advance.

* Be sure to consult with the Research Center in advance after checking the List of
Rikkyo University Standards on Research Expenses, Subsidies, Honoraria, etc.
found in the Research Expenses Handbook.
* In principle, no payment in advance by cash may be made for honoraria to
individuals.
* An amount in excess of the maximum limit in honoraria standards may not be
paid by an individual him or herself.
* Submit notice of the seminar in the case of a seminar.

Be sure to consult with the
Research Center in advance.

Eligible use

・Domestic and international
telephone charges
・Internet (Wi-Fi) access fees

・ Postage for shipping researchmaterials, questionnaire forms,
papers, etc.
・ Stamp costs; Yu-pack parcel
charges・ EMS (international businessmail) charges
・ Envelopes for remitting cash byregistered mail・ Copying documents
・ Separate printing costs for survey
forms, reports, papers, etc.
・ Charges for printing frommicrofilm readers or PCs
・ Charges for copies from overseas
publishers and other universities'
libraries
・ Copy-card charges

・ Binding charges for magazines,
materials, and papers

Documents to submit prior to
expense execution

Consult with the Research Centerin advance.

N/A

Documentation required for expense execution
Payment to vendors etc.
(Payment of invoices)① Invoice (with details
attached)* Your seal affixed whenchecking delivery② Details such as
telecommunications records
clearly showing recipients ofcommunication―

References/notes
Advance payment① Receipt (with details
attached)* Your seal affixed whenchecking delivery② Details such as
telecommunications records
clearly showing recipients ofcommunication*The use of Internet (Wi-Fi) charges for domestic and international business trips
and telephone charges charged at hotels, etc. for research purposes will be permitted
only on the business days of the business trip period. Note that for domestic travel
this is limited to cases where the communication environment is not available.
*Consult (in principle) in advance with the Research Center together with an"Expense Rationale form" explaining the need for research.

① Receipt(Clearly indicating items sent
by Yu-pack, EMS, etc.)* Your seal affixed whenchecking delivery* Have post-office receipts made out in the name of the University.
* Submit the shipping stub for Yu-pack and EMS shipments.

① Receipt (showing
provisos)* Your seal affixed whenchecking delivery* Prior consultation is required when a single order for printing expenses is in an
amount of JPY 1 million or more, since advance application (approval) is needed.
* Costs for printing business cards are eligible expenses only if they are printed by aprofessional printing service (attach one of the printed business cards for evidence).
The business card must show your enrollment in the university as its main message
and must be necessary for research. Any business cards with addresses other thanthe university's address printed on them are not eligible.

N/A① Invoice (showing productname/unit price)② Delivery slip (showing
product name/unit price)* Your seal affixed whenchecking delivery

N/A① Receipt (showing① Invoice② Delivery slip *provisos) * Your sealYour seal affixed when checking
affixed when checking
deliverydeliveryEligible use

・ Charges for repairs to universityregistered items (equipment such asmachinery and tools, and supplies)
・ Charges for repair andtroubleshooting of machinery (PCs,etc.)

・ Charges for use or leasing ofcomputers etc.
・ Venue (facility) usage charges･ Rent for rented machines, rented
mobile phones, materials
・ Car-rental charges in the field・ Digitalization of materials(saving to DVDs etc.)
・ Microfilm preparation
・ Database development
・ Digital-content development
・ Subcontracting ofresearch/analysis (when reports etc.
are prepared)
・ Data entry
・ Parcel-delivery charges
・ Storage service (Dropbox,
iCloud, OneDrive, Evernote,
Adobe Cloud Services etc.)
・AI-related services (ChatGPT,DeepL, etc.)

Documents to submit prior to
expense execution

Documentation required for expense execution
Payment to vendors etc.
(Payment of invoices)

References/notes
Advance payment

N/A① Estimate② Delivery slip, notice ofcompletion of work, etc.
* Your seal affixed whenchecking delivery① Receipt (showing
provisos)* Your seal affixed whenchecking delivery

N/A① Estimate② Delivery slip, notice ofcompletion of work, etc.
* Your seal affixed whenchecking delivery① Receipt (showing
provisos)* Your seal affixed whenchecking delivery* Car rental: Submit a written explanation of the reason for use (in any format).
Also attach materials showing the period of rental and detailed amounts.
* Insurance premiums and options are not eligible.

N/A① Estimate② Delivery slip, notice ofcompletion of work, etc.
* Your seal affixed whenchecking delivery① Receipt (showing
provisos)* Your seal affixed whenchecking delivery* For parcel deliveries, a packing stub showing the names of articles sent isrequired.
* Prior consultation with the Research Center is required when subcontracting
expenses are in an amount of JPY 1 million or more, since advance application(approval) is needed.

* Attach equipment/supply registration nos.
* Submit a detailed statement of repairs.

Eligible use

・ Development, printing, andenlarging charges
・ Paper screening/submittal
charges・ Gifts to survey participants・ Parking charges
・ Fees・ Admission charges to lecture
meetings etc.

・ Academic society annual
membership fees・ Registration
fees・ Conference participation fees

・ Stamp tax

Documents to submit prior to
expense execution

N/A

N/A

Documentation required for expense execution
Payment to vendors etc.
(Payment of invoices)① Invoice② Delivery slip
* Your seal affixed whenchecking delivery―

Contact the Research Center.

References/notes
Advance payment① Receipt (showing
provisos)* Your seal affixed whenchecking delivery① Receipt (showing
provisos) * Your seal toconfirm the content by
yourself② For annual
dues:A document issued by
the society showing theamount of annual dues for the
yearFor conference
participation charges:
Documents showing thedates, location, and costs ofthe conference* An amount in excess of the maximum limit on gifts to for surveys participants
may not be paid by an individual him or herself.
* See Research Expenses Handbook for maximum amounts.
* For survey gifts, whether presented to individuals or institutions, attach thepersonal or corporate name of the recipient, the content of participation in thesurvey, the name of the item purchased, and the price per unit.
* Gifts for surveys participants refer to gifts presented in appreciation ofcooperation in a survey and similar activities. Simple souvenirs are not eligible.
*As a general rule, a receipt and ticket stub are required for the execution of "tickets
for theater, movies, sports games, etc." If the stub shows the amount, date, and nameof the issuer, only the ticket stub is required for execution. If the ticket stub has theamount, date, and issuer's name written on it, only the ticket stub is acceptable.
In principle, a receipt is required for admission fees to museums and art galleries. If
the stub has the amount, date, and name of the issuer written on it, it can be
executed with only the stub instead of a receipt. In principle, a receipt is required foradmission fees to museums. If the stub has the amount, date, and name of the issuer
written on it, only the stub can be used in lieu of a receipt.
* Consult with the Research Center in advance concerning parking charges forbusiness travel using rental cars or personal vehicles.
* Be sure to attach a notice or program for the lecture meeting.

* Annual membership fees for the next fiscal year are covered, while those for pastfiscal years are not. If paying participation fees in the previous fiscal year, forexample through "early bird" registration, obtain a receipt again on the day ofparticipation. Settlement will take place during the fiscal year of participation.*
Submit a separate Academic Society Application if the fiscal year cannot be
verified.* Advance payment only.* When using a receipt for payment from a post
office or bank in place of a receipt, attach documentation in place of an invoice,clearly showing the fiscal year and amount.* Be sure to attach a notice or program
for the conference.* Conference participation fees are covered only for conferences
held during the fiscal year, while costs of receptions, mixers, and lunch are notcovered.

* Since amounts of stamp tax are specified depending on the amount of a
subcontracting agreement, check with the Research Center in advance if you think
you will need to pay stamp tax.