Inspection Manual for Public Funds(For Researchers).

Meiji University
Revised, April 2023

Meiji University’s Plan to Prevent Improper Use of Public Funds (Excerpt)
Strengthening the Check System for Orders, Receipt of Goods, and Acceptance
Inspection and Management
Besides ensuring smooth and effective research progress, the system shall prevent impropertransactions concerning goods and services from the point of ordering to acceptance inspection(such as the removal or reutilization of goods provided by manufacturers or vendors) by ensuringthat effective checks are being conducted by impartial actors through regular examinations of
the goods received at the inspection areas in all campuses.

Furthermore, along with steadily

implementing storage and monitoring equipment, other than special services and deliverables
involving databases and programs, articles of high monetary worth shall be appropriately
managed.
Further, to prevent improper business transactions, the University will publicize its
system of ordering and receiving goods and conducting acceptance inspections. Moreover, theunderstanding of policy and rules on countermeasures against impropriety should be deepened
through the submission of written oaths.

Table of Contents

Purpose・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・ 1
Inspection and Acceptance・・・・・・・・・・・・・・・・・・・・・・・・・・・・1
Research Funds Subject to inspection・・・・・・・・・・・・・・・・・・・・・・・ 2

Expenses for all books and other items costing JPY 30,000 or more, are subject toinspection ・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・ 5
Expenses not subject to inspection ・・・・・・・・・・・・・・・・・・・・・・・・5
Items Subject to Inspection・・・・・・・・・・・・・・・・・・・・・・・・・・・ 6
Points to note・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・6
Flow from order to delivery・・・・・・・・・・・・・・・・・・・・・・・・・・・7
1. Order placed with a provider・・・・・・・・・・・・・・・・・・・・・・・・7
2. Ordering from a Store (excluding the Meidai-mart convenience store)・・・・・・ 8
3. When purchasing from the Meidai-mart convenience store・・・・・・・・・・・ 9
About ordering・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・10

Addressing invoices, delivery slips, etc.・・・・・・・・・・・・・・・・・・・・・11
How to address items delivered by a delivery service ・・・・・・・・・・・・・・12
Delivery after inspection ・・・・・・・・・・・・・・・・・・・・・・・・・・・13
Inspection of Printed Bookbinding, Subcontracting and Repair・・・・・・・・・・・14
Regarding exceptional inspection・・・・・・・・・・・・・・・・・・・・・・・・15
Disposal of Articles・・・・・・・・・・・・・・・・・・・・・・・・・・・・・17
Contact information for the responsible divisions or offices・・・・・・・・・・・・17
Inspection Office opening hours・・・・・・・・・・・・・・・・・・・・・・・・18

【Purpose】
In February 2007, the “Guidelines on Managing and Supervising Public Research Expenses at
Research Organizations (Practice Standard)” (authorized by the Minister of Education, Culture, Sports,
Science and Technology) were stipulated. With the cooperation of faculty members and researchers
Meiji University has been conducting acceptance inspections for all books, materials, and items of
30,000 yen or more that are purchased by research funds, excluding specific individual researchexpenses.
However, in May 2012 the Board of Audit conducted a field examination related to public funds andpointed out that delivery confirmation (inspection) should be conducted for all items purchased withpublic funds, irrespective of the amount.
As a result, in April 2013 Meiji University created a new Inspection Office to inspect all items
purchased with public funds, irrespective of the amount.
In February 2021 the guidelines above were revised, and in order to appropriately operate and manage
research expenses it has become necessary to create a more effective acceptance inspection system
in order to prevent abuse and reduce risks.
We apologize for any inconvenience to faculty members or researchers, and we request yourunderstanding and cooperation.

【Inspection and Acceptance】
For the proper operation and management of research funds, it is necessary to inspect items andexpenditures as accurately as possible.
In order to prevent fraud at Meiji University as requested in the Guidelines, the work will be divided
between the office in charge of research expenses, and an inspection office at each campus as follows:
the Property and Facilities Office (Surugadai), Izumi Campus Office, Ikuta Campus Office, Nakano
Campus Office.

(1) Inspections
In the Inspection Office, the invoices and receipts will be checked to ensure that the actual contents
match the information on the documentation, such as the name of the item and the quantity,
etc. of what has been delivered.

(2) Acceptance
Each office will ensure that items paid for by research funds match the items specified in thecontract and that the specification also matches. This will be confirmed at the place where theitems have been delivered and accepted. The following items will be checked by the properties andfacilities office to ensure compliance with the Meiji University Educational Foundation Procurement
Regulations.
CampusSurugadai Campus
Outer locations (Kurokawa Field Science Center, Center for
Obsidian and Lithic Studies, ASEAN Center, etc.)

Items subject to inspection
Items over 800,000 yen

Izumi Campus, Ikuta Campus, and Nakano Campus

Items over 1 million yen

1【Research Funds Subject to inspection】
Research Funds
Names inJapanese

Research Funds Names inEnglishAbbreviations

Department
Responsible

Japan Society for the Promotion of Science (JSPS)
Grants-in-Aid for Scientific
Research(KAKENHI) + Event Name
Academic Research andStudy(Kaken-hi)

Grant-in-Aid for Scientific
Research

学術研究動向調査等
研究

Research on Academic
Research Trends

ひらめき☆ときめきサイエンス

HIRAMEKI TOKIMEKI
Science

Hiratoki

二国間交流事業

Bilateral Exchange Program

Bilateral

科学研究費助成事業

National Institute of Information and Communications Technology (NICT)
Advanced Communications
高度通信・放送研究and Broadcasting
NICT
開発委託研究R & D Sponsored Research
Ministry of Education, Culture, Sports, Science and Technology
私立大学研究ブラン
ディング事業Research Branding
Business at private
Universities

Branding BusinessJapan Science and Technology Agency (JST)

研究成果展開事業

Research Results
Development Project

CREST
Sakigake,
ERATO
ACCEL
ALCA
RISTEX
A-STEP
COI

ムーンショット型
研究開発事業

Moonshot R & D

Moon Shot

戦略的創造研究推進
事業

Strategic Creative Research
Promotion ProjectJapan Agency for Medical Research and Development (AMED)
日本医療研究開発機
構(AMED)委託事業
及び補助事業

AMED +
the abbreviation ofprograms

Entrusted Business andSubsidiary Business

Ministry of Health, Labor and Welfare
厚生労働省厚生労働
科学研究費

Health, Labor and Welfare
Science Research Fund

Health, Labor and Welfare
Research Institute

Ministry of Agriculture, Forestry and Fisheries
Scientific Technique
農林水産業・食品産 Research Promotion
業科学技術研究推進 Program for Agriculture,
事業
Forestry, Fisheries andFood industry
農林水産省委託プロ
ジェクト研究Ministry of Agriculture,
Forestry and Fisheries +the abbreviation of stages

Ministry of Agriculture,
Forestry and Fisheries +the abbreviation of programs

MAFF Commissioned
Project Research2【Surugadai】
Research
Promotion
andIntellectual
Property
Office【Izumi】
Research
Promotion
andIntellectual
Property
Office(Izumi Branch)【Ikuta】
Ikuta Research
Promotion andIntellectual
Property
Office【Nakano]NakanoResearch and
Educational
Support OfficeNational Agriculture and Food Research Organization (NARO)「知」の集積と活用の場による研究開発
モデル事業

For the accumulation andUtilization of Knowledge
Research and Development
Model Projects by

SEIKEN Center

Innovative Technology
革新的技術開発・緊 Development and
急展開事業
Emergency Deployment
Business

New Energy and Industrial Technology Development Organization (NEDO)
新エネルギー・産業技術総合開発機構(NEDO)委託事業

NEDO Commissioned
Research Project

NEDO +
the abbreviation of thecommissioned projects

戦略的イノベーショ
ン創造プログラム

Cross-ministerial Strategic
Innovation Promotion
Program

SIP

Ministry of Land, Infrastructure, Transport and Tourism【Surugadai】
Research
Promotion
andIntellectual
Property
OfficeMinistryofLand, 【Izumi】
Infrastructure,
Research
Transport and Tourism
Promotion andIntellectual
Ministry of the Environment
Property
OfficeCommissioned Research
環境省委託事業
Ministry of the Environment(Izumi
Project
Branch)Japan Environmental Restoration and Conservation Agency (ERCA)【Ikuta】
環 境 再 生 保 全 機 構 Total Environmental
Ikuta Research
Environmental Promotion(ERCA) 環 境 研 究 総 Research Promotion
Promotion andExpenses
合推進費
ExpensesIntellectual
Property
Others
Office
国土交通省委託事業

国、地方公共団体及び国立研究開発法
人、独立行政法人からの受託研究・共同
研究

Commissioned Research
Project

Contract based
commissioned/collaborative
research with the national
government, local
governments, the national
research and development
agency, or incorporated
administrative agencies

Commissioned Researchwith Public Sectors
Collaborative Researchwith Public Sectors

Meiji University

研究支援経費研究所研究費
社会科学研究所費
人文科学研究所費
科学技術研究所費

Research funds to researchers
who are granted competitive
Research Support Expenses
funds for which indirect
costs are set
Meiji University ResearchInstituteSocial Science ResearchFunds (Sha-ken)
Humanities Research Funds(Jinbun-ken)
Science and Technology
Research Funds (Gi-ken)
3

The abbreviation of
the institute + the name ofcategory e.g.
Sha-ken / Individual,
Jinbun / Synthetic,
Gi-ken / Designated【Nakano】
NakanoResearch and
Educational
Support Office

大学院研究科共同研
究費

Graduate School Joint
Research Program

Graduate School Joint

新領域創成型研究
若手研究
特別推進研究New Field Creation Research
Research by Young
Researchers
Special Promotion
Research

New Field
Young ResearchSpecial Promotion

研究クラスター

Research Cluster

Cluster

国際共同研究支援事
業International Collaborative
Research Promotion ProjectInternational Collaboration(Managed by the Graduate School office)Japan International Cooperation Center (JICE)
日本国際協力センター(JICE)人材育成
奨学計画特別プログ
ラム

Scholarship Program for
Human Resource
Development (JDS) Special
Program

JICE

Japan International Cooperation Agency (JICA)
国際協力機構(JICA)
研修員受入プログラ
ム

JICA Training Program

JICA

Japan Development Service (JDS)
Scholarship Program for
日本開発サービス
Human Resource(JDS) 人 材 育 成 奨 学
Development (JDS) Special
計画特別プログラム
Program

JDS

Ministry of Education, Culture, Sports, Science and Technology
文部科学省スーパー
グローバル大学創成支援Professional
Graduate
SchoolOfficeTop Global University Project SGU

Subsidies
Ward

Community
Relations
Officefrom

Chiyoda-Chiyoda-Gaku

Tama Ward 3 University Partnership Project
多摩区 3 大学連携事
業

Professional
Graduate
SchoolOfficeInternational
Collaboration
OfficeChiyoda-ku「千代田学」に関する区内大学等の事業
提案制度補助金

Graduate
SchoolOfficeTama Ward 3 University
Partnership Project

Tama Ward 3 University
Partnership Project

Ikuta Campus
Office* Meiji University handles all of the above expenses as public funds (including expenses managed as
equivalent to public funds).
* Even if they are university budget expenses, expenses that are included in the “(24) Top Global
University Project” SGU promotion funds (separate notice of these has been made) will be handled as
public funds.
* Aid and commissioned projects, etc. from the national government, local public organizations, or
independent administrative agencies, etc. other than those above will be handled in the same way(including expenses managed as equivalent to public funds).

4

【Expenses for all books and other items costing JPY 30,000 or more, are subject
to inspection】
Type of main researchexpenses, etc.
Commissioned / Collaborative
Research with Private Sectors
Donations for Academic
ResearchResearch Aid

Abbreviation of researchexpenses, etc.
Commissioned or joint +name of private sector, etc.
Ex: Commissioned / XXpharmaceuticalDonation +name of private sector, etc.
Ex: Donation / XX Trading
Research aid +name of foundation
Ex: Research aid / XX Foundation

Division
responsible

orOffice【Surugadai】
Research Promotion andIntellectual Property Office【Izumi】
Research Promotion andIntellectual Property Office(Izumi Branch)【Ikuta】
Ikuta Research
Promotion and Intellectual
Property Office【Nakano】
Nakano Research and
Educational Support Office【Expenses not subject to inspection】
Type of main researchexpenses, etc.

Specific Individual Research
Funds

Science Equipment Expenses

Abbreviation ofresearch expenses,
etc.

Division or Office in charge

Specific Individual【Surugadai】
Research Promotion and Intellectual
Property Office【Izumi】
Research Promotion and Intellectual
Property Office (Izumi Branch)【Ikuta】
Ikuta Research Promotion and Intellectual
Property Office【Nakano】
Nakano Campus Office

Science Equipment【Ikuta]School of Science and Technology Office
School of Agriculture Office【Nakano】
Nakano Campus Office【Ikuta】
Faculty of Science and technology Office
Experiment and Training
Training Expenses
Faculty of Agriculture Office
Expenses【Nakano】
Nakano Campus Office* The Finance Division will conduct acceptance inspections even on expenses not subject to inspection,
based on the “Meiji University Educational Foundation Procurement Regulations.”5

【Items Subject to Inspection】
Items subject to inspection(1) Equipment such as personal computers(2) Experimental materials, pharmaceuticals for experiments, and experimental organisms(3) Computer software (CD-ROM, downloaded versions, etc.)(4) Repairs and repairs of items(5) Books, magazines (including subscriptions), materials, etc.
(6) E-books (including downloaded versions)(7) Money paid as expenses to third party companies will not be considered for inspection.
(8) Printed items and binding of reports, etc. (Including posters, leaflets, pamphlets, etc.)【Points to note】(1) Documents required for inspection(a) Invoices(b)Delivery slips(c) Receipts* Even if the document is hand-written, you must include the following details:
the name, model number, and quantity of the items delivered.
(d)

For Web orders a detailed screen shot statement copy is required.
* If an invoice or a receipt does not show detailed specifications you must provide astatement with all details.

(2) Please be aware that we will open the outer casing of the item for inspection.
(3) The Inspection Office will not confirm the performance, operation, specifications, etc. of delivered
items.
(4) Books, etc. that are subject to inspection will be stamped with Meiji University’s prescribed
inspection stamp whenever possible.
(5) No judgments whatsoever will be made by the Inspection Office about whether or not an item
purchased with research funds is eligible. For that reason, in some cases items may
not be accepted as eligible for funding even for things that have been inspected. Please consult therelevant office as to whether or not your intended expenditures are possible before you make an order.
(6) The Inspection Office will not confirm whether or not there is anything wrong with documents
required for expenditure procedures. The office responsible will provide final confirmation of
documents required for expenditure procedures, so please consult the relevant office about suchrequired documents.
For details, please refer to the separately distributed "Manual for Use of Research funds at Meiji
University" (issued by the Research Promotion and Intellectual Property Office)6【Flow from order to delivery】
1.Order placed with a provider
Find something
you want to buy

NO (unless absolutely decided)

At a fixed cost?

Buyingthings other thanbooks?

YES

YES

Researchers
can orderNO

University order
Contact therelevant
department

NO

Researchers
can order

NO

YES

YES
The goods youpurchased are
subject toinspection.

NO (books)

NO

Researchers
can order
YES

University order
Contact therelevant
department

Orders fromresearchers

Orders fromresearchers

YES
Orders fromresearchers
Address of
Invoice andDelivery slip

Orders fromresearchers
Address of the
Invoice andDelivery Slip

Delivery to theInspection Office[Inspection]

Receipt of goods

Delivery to thelaboratory/faculty
officeDelivery to theInspection Office[Inspection]

Delivery to thelaboratory/faculty
officeReceipt of goods

Determining thecost ofpurchasing

Determining thecost of purchasing

The purchasedbook is subject
to inspection.
YES

Submitdisbursement
documents to the
responsible
department

Bring to theinspection room.
[Inspection]

Submitdisbursement
documents to the
responsible
department＜Important notes＞* When placing an order with a supplier, see “How to Request a Purchase Order to a supplier”

7NO2. Ordering from a Store (excluding the Meidai-mart convenience store)Find
something
you want tobuy

At a fixedprice?

NO (unless absolutely decided)

YES
Can be orderedby researchers

NO

NO

YES

Can be orderedby researchers
YES

University order
Contact therelevant
department

in-store
Purchase

In-store
Purchase

Determining
the cost ofpurchasing

Are thepurchased goo
ds subject toinspectionNO

Are thepurchased goo
ds subject toinspection?

YES

YES

Bring to theinspection
room

Bring to theinspection
room

Submitdisbursement
documents to
the responsible
department

Submitdisbursement
documents to
the responsible
department

NO＜Important notes＞
Make sure the following information is included. Be sure to check it.
(1) Meiji University, name of department/institution, name of purchaser(2) Product name(3) Quantity(4) Unit Price (* If the quantity is stated, it is not necessary to state the unit price.)(5) Issue Date
(6) Issuer (company name, etc.)(7) Company seal or seal of the person in charge* If the information above, (1) to (6), is not provided then inspection cannot be carried out. Return theinvalid receipt to the store where the item was purchased and ask for a replacement.

8

3. When purchasing from the Meidai-mart convenience store
Find
something
you want tobuy

Can be orderedby researchers?
YES

NO

University order
Contact therelevant
department

Purchased in the
Meidai-martconvenience store(including orders
delivered at a later
date)

Determining thecost ofpurchasing

Purchasing
something otherthan a book?

NO (books)

YES

Have the"delivered"seal affixed to the"statement ofdelivery" and"invoice" (or"receipt").

Are thepurchased goods
subject toinspection?

NO

YES
Bring to theinspection room.
[Inspection]

Submitdisbursement
documents to the
responsible
department

Submitdisbursement
documents to the
responsible
department

9

【About ordering】(1) Amounts that can be ordered
Abbreviation ofresearch expenses,
etc.

Division or
Office in charge

Computers,
Experimental, andother equipment

Consumables(Materials for experiments,
software, computer related

Books,
Magazines

items, etc.)

KAKENHI - AMED
Commissioned /Collaborative
Research with
Private Sectors, etc.
- Research aid*Research Promotion
Division*Nakano Research and*Educational Support
OfficeItems which cost lessthan 200,000JPY for 1
item or one set, and thetotal amount for 1 orderis 600,000JPY or less.
(Orders that exceed
200,000JPY
requireestimates from at least 2
companies.)

Items for which thetotal amount for
1
order
is
600,000JPY or less.
(Orders that exceed
200,000 JPY require
estimates from atleast 2 companies.)

Items for which
the amount for 1
copy of 1 set is500,000JPY or less.

Top Global University
Project (SGU)*International
Collaboration Office**Community Relations
Office*Professional Graduate
School Office

Items
for
which
the order amount for 1
item or 1 set is less than
200,000JPY, and thetotal amount for 1 orderis less than 200,000JPY.

Items for which thetotal amount for
1 order is less than
200,000JPY.

Items for which
the amount for 1
copy of 1 set is500,000JPY or less.

Specific Individual
Research Funds

Research Promotion
Division

Each order should beunder 200,000JPY.

Each one-time ordershould be under
350,000JPY.

Each book or set ofbooks should beunder 350,000JPY.

A one-time ordershould be under
350,000JPY.

Nakano Campus Office

Science Equipment

Experimental Lab Fees

*Faculty of Science andTechnology Office*Faculty of Agriculture
Office*Nakano Campus Office*School of Science andTechnology Office*School of Agriculture
Office*Nakano Campus Office

If the order exceeds
200,000JPY then you
need to provide morethan 2 estimates.
The value of 1 item or 1
set is less than 200,000
JPY and the total
value of 1 order is lessthan 200,000JPY.
Order All from theProperty

Administration

Division

Refer tothe guidelines and guid
ebook
for
each
department.

If the order exceeds
200,000JPY
then
you need to provide
more
than
2
estimates.

The total amount of
one order is lessthan 200,000JPY.

The price of 1
book or 1 set is500,000JPY or less.

Not allowed
principle

Not allowed
principle

inRefer tothe guidelines andguidebook for eachdepartment.

Refer tothe guidelines andguidebook for eachdepartment.

* A department that promotes globalization by using other SGU promotion expenses related to thecreation of super global universities* For bookbinding, outsourcing and repair, if the amount is over 300,000JPY or if you need to conclude acontract regardless of the amount, the university will order this.

10in(2) Method
ArticleRequest Method

Books

・We will affix a seal of inspection to the book, but if research expenses are
not allowed for it, then it will not be possible to inspect the book because it
may or may not need to be inspected. Make sure that the research funds canbe used for this item. Then ask the provider to take the item to theinspection office for inspection. After this ask the provider to take the item toyour research room.
・ Please contact the relevant office that deals with research expenses forconfirmation and get their advice on how research expenses can be spent.

Articles other ・In some cases, the delivery may be made by the person in charge of thethan books

inspection office due to contractual reasons.
・ Please contact the relevant office dealing with research expenses forconfirmation and consult with them about how research expenses can bespent.

【Addressing invoices, delivery slips, etc.】(1) When placing an order make sure that the vendor addresses the Invoices, Delivery slips,
Quotations, and Receipts as follows:< Addresses for invoices, delivery slips, estimates and receipts >(1) Meiji University(2) Your affiliated school, etc.,(3) Name of researcher (full name)(4) Abbreviated name of research funds(2) As a general rule, the delivery destination should be the inspection room. Exceptional
items include: Large items, software, e-books, subscriptions, laboratory gases, laboratory reagents,
samples, etc. Please refer to [Exceptional inspection].
< Examples of destination descriptions >Description ofresearch expenditure
As Principal Investigator of Grants- Basic Research (C)in-Aid for Scientific Research(KAKENHI), I conducted basic
research(C),
wherecontributions are distributed to Co- Contribution
Investigators of other universities
Research case

Address
Faculty of □□, Meiji University Meiji
Taro Grants-in-Aid for Scientific
Research (KAKENHI) and Kiban (C)Faculty of □□, Meiji University Meiji
Taro Grants-in-Aid for Scientific
Research(KAKENHI), assessed amount (■■University)
Research
funds
forprivate Research expenses at a Faculty of □□, Meiji University,
research and Specific Individual research instituteDepartmentofResearchandResearch Funds
Development, Meiji Taro Co, Ltd.
Personal Studies
Specific
Individual Meiji Taro, Faculty of □□, Meiji
Research Funds
University Specific, Individual
11Description of
Address
research expenditure
Grant-in-Aid for Early- Meiji Taro, Faculty ofCareerUniversity
Scientists/Research by
Young Researchers

Research caseGrant-in-Aid for Early-Career□□, Meiji
Scientists/Researchby Young
Researchers and Grants-in-Aid for
Scientific Research (KAKENHI)
Grant-in-Aid for Early-Career
for Faculty of □□, Meiji University Meiji
Scientists/Researchby Young Grants-in-Aid
Scientific
ResearchTaro, Grants-in-Aid for Scientific
Researchers, B)(KAKENHI) Grant-in- Research (KAKENHI), Young (B)Aid for Early-Career
Scientists/Research by
Young Researchers (B)For use by parties other than Meiji Large-scale
University affiliates:
etc.

research A large-scale research project by Taro
Meiji, Faculty of □□, Meiji University(Jiro NAKANO)【How to address items delivered by a delivery service】
For example, if you order through Amazon (amazon.co.jp) Web site etc. and the delivery service
delivers the item to the inspection office the address should be as follows:
CampusDestination

Surugadai

Zip code 101 -8301
1 -1 Kanda-surugadai, Chiyoda-ward, Tokyo
Meiji University Faculty Office Building, care of the inspection room.
Name of researcher, name of the school, etc. to which the researcher belongs;
Abbreviated name of research funds, etc.

Izumi

Zip code 168 -8555
1 -9 -1 Eifuku, Suginami-ward, Tokyo
Meiji University Izumi Campus Faculty Office Building, care of inspection room
Name of researcher and of the school, etc. to which the researcher belongs; Abbreviatedname of research funds, etc.

Ikuta

Zip code 214 -8571
1 -1 -1 Higashi-mita, Tama-ward, Kawasaki-city, Kanagawa
Meiji University Ikuta Campus Administration Building East, care of the inspection room
Name of researcher, name of the school, etc. to which the researcher belongs;
Abbreviated name of research funds, etc.

NakanoZip code 164 -8525
4 -21 -1 Nakano, Nakano-ward, Tokyo
Meiji University Nakano Campus Low-rise Building, care of Nakano Campus Office(responsible for inspection)
Name of researcher, name of the school, etc. to which the researcher belongs;
Abbreviated name of research funds, etc.

12

【Delivery after inspection】
Surugadai Campus
Izumi Campus

Delivered
goods

Delivery
MethodIkuta Campus

Nakano Campus(1) Inspected goods(2) Invoice (copy)(3) Invoice or receipt (Copies)* The original invoice (or receipt) shall be sent from the Inspection Office. It shall be
submitted to the office responsible for research expenses.
In principle items in the inspection room and after inspection Researchers
will
bethey will be delivered to the researcher’s room or mailbox.
contacted about deliveries
made to the Nakano Campus*See also "Exceptional Inspection ".
Office. Researchers will becontacted after the inspection
is completed.

(1) Researcher’s Mailbox
Place where(2) The Inspection Officeitems can be(For items not placed inreceived(1) Laboratory/Researcher’s
office(2) Researcher’s Mailbox

Nakano Campus Office

the researcher's mailbox)How
to (1) Mailcontact(2) Telephone (Laboratory/Researcher’s office or mobile phone)researcher(3) Attach delivery information memo to researcher’s mailbox< Important notes >*If the researcher orders through Meidai-mart convenience store the store will provide a receipt andinvoice with a seal to show that the item has been delivered. Such items do not need to be inspected.
Books cannot be dealt with in this way. At the time of purchase please tell the shop that you arepurchasing the item using research funds.
*Items for Post-Doctor, Researchers (non-tenured), Guest lecturers etc. who do not have a facultyroom will be informed by email from the inspection room that the items have arrived. Please pick up
items from the inspection room within 2 weeks. If the item is not picked up within 2 weeks, we will
send the items to the researcher’s house.

Please pay the delivery cost. Thank you for yourunderstanding.

13

【Inspection of Printed Bookbinding, Subcontracting and Repair】
In the inspection room, will inspect the product based on the necessary submitted documents.
Items PurchasedPrinted bound books*Reports, etc.
*No inspection
required for copies ofthe materialType

Documents to be Submitted

If the amount for 1 set is (1) 1 set of Finished Printed Items
300,000JPY or less, and no (2) Delivery slip
contract is necessary.

(3) Invoice*If the delivered printed matter is bulky,
please contact the Inspection
Office after delivery. The staff of theinspection office will visit theplace where it has been delivered.
*If it is difficult to submit the complete
printed matter, provide copies andphotos of the first 3 pages of the bookshowing the title, table of contents,etc.) and the quantity of the printed
matter. Please ask the publishingcompany to provide this in advance.

For the case where the amount for In this case, we will not inspect the
1 set is more than 300,000 JPY, or item at the inspection room. Please
if you need a contract regardless of contact the office responsible forthe expense.

research expenses.

Work entrusted to a (1) Artifact ("Measurement Report "and" analysis report" etc.) or "Workthird party
Completion Report "*Measurement andcomponent analysis*Data entry*Research andprocessing, etc.

(2) Delivery slip

Repair(1) Repair Completion Report*ExcludingSpecific Individual
Research Funds(3) Invoice (or Receipt)*When the contents of the service consignment, etc. are unclear at the time ofinspection, please provide the Specification (the content of work, the time it
took to do the work, details showing the artifact, etc.) Please provide these
documents at the inspection room.

(2) Delivery slip(3) Invoice (or Receipt)

14

【Regarding exceptional inspection】
Product name
Personal
ComputerType*Customize Specifications*Products without model
number written on themain body of personal
computer, etc.

Software*Download Installation *Inspection will be conducted by (1) A PC or tablet which has
Purchasechecking
thesubmitted
software downloaded.
*License updates for documents.
(2) Print the serial number ofpreviously
purchased
the software or name ofsoftwaresoftware.
(3) Delivery slip(4) Invoice or receipt(5) Specification*When the item cannot be clearly
identified.
*Download Installation *Show the tablet screen that (1) Tablet devices purchased byPurchaseshows the cover page or
downloading e-books
copyright page and that is (2) Print the cover page of the econsidered as being inspected.
book and the copyright page.
*If the book or set is more than (3) Delivery slip
50,000JPY the inspector will (4) Invoice or receipt
need the catalogue registration.

Electronic
book

Inspection method*Inspection will be conducted bychecking
thesubmitted
documents.

Documents to be Submitted(1) Statement of delivery(2) Invoice (or Receipt)(3) Specifications*When the item cannot clearly be
identified.

Book andmagazine
subscriptions

Books and magazines*Items subject to inspection must (1) Subscriptions andbe brought to the Inspection
magazines
Office.

Subscriptions

Products accessed by the The inspector checks your PC or (1) PC or tablet which is
Web
tablet to see that the product isswitched on
there.
(2) The copyright page of the
product is printed out(3) Delivery slip(4) Invoice or receipt(5) Specification*When the item cannot be clearly
identified.

Other Exceptional Items

Inspection method

Documents to be Submitted

Kenpon(Copies ofBooks donatedto authors or ot
hers)

Books
summarizing
research
resultsaredistributed
toresearchersatotheruniversities,etc.
foropinions,
that will assist future
research.
In case there are additions
or changes to your books

In addition to the statement ofdelivery and the invoice (orreceipt/statement), a statement of
reasons for the donation and alist of recipients of the donatedbook are required.

(1) Kenpon (Donated book)(2) Statement of delivery(3) Invoice (or Receipt)*If we need other documents
than these, please refer to the
Meiji University ResearchFunds Manual.

Gas cylinder etc.

*Gas cylinders which are(1) Statement of delivery
delivered for inspection, after(2) Invoice (or Receipt)
inspection will be delivered to
the laboratory and installed.
*When only gas is filled up in thelaboratory, inspection room
staff
will
check
the
filling operation by doing aninspection.
15

Books withaddendaGas forexperiments

Such books must be brought to (1) Books with addenda
the inspection room and will be (2) Statement of delivery
inspected.
(3) Invoice (or Receipt)

Organisms for Organisms forexperiments
experiments*Identification of the type andquantity of organisms. The
inspection is conducted bytaking photographs as a record.
*If it is not possible to inspect
the organisms in the Inspection
Room,amemberofstaff will accompany the
product when it is delivered to
the laboratory.
*If neither method is possible the
items
will
be
photographed and will be
subject to a photo checkinspection.
Reagent
Reagents and samples for *For laboratory reagents andsamplesfor experiments
samples inspection will takeexperiments
place to confirm type andquantity, etc.
*If inspection at the inspection
room is not possible, theinspection
room
staff will accompany the
product when it is delivered to
the laboratory.
*If neither method is possible,
inspection will take place byinspecting a photo of the item
being inspected.
LiquidnitrogenIkuta Campus
Administration
East(1) Statement of delivery(2) Invoice (or Receipt)(3) Subject to a photo inspection*Photographic inspection will
determine the type andquantity.
*Photographic inspection is donein cases where inspection at theinspection room is impossible.

(1) Statement of delivery(2) Invoice (or Receipt)(3) Photo inspection of the item
*Items whose type and quantity
can be identified.
*When inspection in thelaboratory or the Inspection
Room is impossible.

By Inspection Room Staff or TA (1) Statement of delivery
Building inspection by having someone (2) Invoice (or Receipt)
present at the filling site andkeeping a record of the date andquantity filled and so on.

Articles of large volume, size, or weight

Such items will be ordered for
direct delivery to laboratories,
etc. Inspection office staff will
come to the laboratory directly tocarry out inspections after
delivery.

(1) Statement of delivery(2) Invoice (or Receipt)(3) Photograph of the item to beinspected*Items whose type and quantity
can be identified*Inspection in the laboratory andinspection room is impossible.

Articles purchased by researchers on a *We will inspect these in the
Inspection Room after
business trip
purchase*If the item is used on a businesstrip, take a photo before using
the item so that it can bechecked against the contents of
the invoice (or receipt).
Information such as the productname and model number shouldbevisible.
Thephotostaken will be subject toinspection.

(1) Statement of delivery(2) Invoice (or Receipt)(3) Photograph of the item to beinspected*The photograph should show
the product name and model
number and the quantity.
*Photograph inspection will be
used when inspection in thelaboratory or the inspection
room is impossible.

16Overseas Research Delivery to remote *Photo inspection.
*Original
Invoices,
Items
locationsdelivered, and Quotations(Those with a company seal
should be inspected. Pleasebring all documents as soon as
possible.
*After books are inspected
the office will send inspection
seals.
Please attach them tothe books.
Items that have to be purchased *Photo inspection.
unexpectedly in order to pursue research*Check the Invoice (or Receipt)
for details such as the productname and model number
before use. Please take a photo.
*Please submit the original
copies of the Invoice andQuotation (with the companyseal) to the Inspection Office assoon as possible.

(1) Quotation(2) Statement of delivery(3) Invoice (or Receipt)(4) Photograph of the item to beinspected*The product name, model
number and quantity should be
identifiable.

(1) Quotation(2) Statement of delivery(3) Invoice (or Receipt)(4) Photograph of the item to beinspected*The product name, model
number and quantity should be
identifiable.

【Disposal of Articles】
See how research expenses can be used in the "Manual for the Use of Research Expenses, etc. in
Meiji University". This covers the disposal of waste products (Issued by the Research Promotion
Division, Research Promotion and Intellectual Property Office). See Management and Disposal of
Products Reference.

【Contact information for the responsible divisions or offices】
Campus

Office in Charge

Phone Number

Surugadai

Research Promotion and Intellectual

03-3296-4361,4476

Property Office

Izumi

International Collaboration Office03-3296-4191

Community Relations Office03-3296-4539

Professional Graduate School Office03-3296-2397

Research Promotion and Intellectual

03-5300-1451,1452

Property Office (Izumi Branch)
Ikuta

Ikuta Research Promotion and044-934-7613,7720

Intellectual Property Office
Faculty of Science and technology
OfficeFaculty of Agriculture OfficeNakanoNakano Research and Educational* For experiment and training expenses, pleaserefer to the implementation instructions
that will be sent to you separately.
* For experiment and training expenses, pleaserefer to the guide that will be sent to you
separately.
03-5343-8056

Support OfficeNakano Campus Office03-5343-8015

17

【Inspection Office opening hours】
CampusLocation

Phone Number

Office in Charge

Surugadai

Faculty Office Building 3F

03-3296-4643

Property and Facilities Office

Izumi

Faculty Office Building 1F03-5300-1028

Izumi Campus Office

Ikuta

East Management Building

044-934-7177

Ikuta Campus Office03-5343-8121

Nakano Campus Office

2F (Bus parking lot 2F)
NakanoLow-Rise Wing 3F

Office hours

9:00 - 17:00 (Mon. - Fri.), 9:00 - 12:30 (Sat. Surugadai, Nakano),
8:30 - 12:00 (Sat. Izumi, Ikuta)* The Office is closed on Sundays, national holidays, the commemorative date of
the anniversary of Meiji University’s founding (Nov.1), the anniversary of Meiji
University’s founding (Jan. 17), during the summer break (Aug. 10 - 16), and during
the winter holidays (Dec. 26 - Jan. 7).
* During the summer holidays (Aug. 1 - Sept. 19), the Office will be open from 9:30 16:00 (Mon. - Fri.). It will be closed on Saturdays.
* The Office is closed on holidays when classes are held.
* If opening hours are changed, a notice will be posted.

18