◇Procedures on Handling FY 2020 HJU Gakujutsu Grant―Office work and basic points of attention for researchers―

1. Preparations to Submit the Necessary Documents
Researchers should issue every document to request for payment. Please refer to thefollowing website for formats (Word, Excel) and examples (PDF) to fill in the forms.
http://www2.hju.ac.jp/~souken/hjugakujutsu/hjugakujutsu.htm

The necessary documents and the payment procedures are almost same as HJU
Kojin Kenkyu-hi. Please refer to an attachment 「学術研究助成費の使用・請求方法一覧」
or ‘A List of the Necessary Documents to Use and Request for HJU Gakujutsu Grant’
2. Submission of the Necessary Documents
Please submit every document to the mailbox or the office of Reseach Institue“Sogo-kenkyu-jo” (inside the office of General Affairs Section, “Shomu-ka”).
3. Period of use of HJU Gakujutsu Grant and confirmation of the Payment Status
In principle, use of research funds is set to target expenditures after grant notification.
Please confirm the date of evidentiary documents such as invoice and receipt, which areafter the notification when you request for payment.
However, in the case of continued research on Personal Research and Joint Research,
you are allowed to apply for payment with evidentiary documents, which the date areafter April 1st.
Researchers should complete use of HJU Gakujutsu Grant by the end of February. (See“Gakujutsu Grant Regulations of Hiroshima Jogakuin University ” Chapter 4, Article
17 )In the case of continued fiscal year, amount of allocation of the budget will be
determined at the same time as grant notification.
Accounting Section, “Zaimu-Kaikei-ka” is in charge of account books and payment ofHJU Gakujutsu Grant. Research Institute is also in charge of management of HJU
Gakujutsu Grant. If you need to confirm the payment status, please contact to ResearchInstitute.
4. Due Date for Payment by HJU Gkujutsu Grant and Submission of Forms
Every payment by HJU Gakujutsu Grant is determined by the rules of HJU Gakujutsu
Grant. Therefore, please submit the necessary documents by the following due dates:◆Due date for payment by HJU credit card: Monday, February 15th, 2021
Regarding the payment after Tuesday, February 16th until Sunday, February 28th,
please pay in advance by cash.
◆Due date of invoice and receipt : Sunday, February 28th, , 2021◆
Due date of submission of invoice or receipt of the documents:
Wednesday, March 10th, 2021◆
Due date of submission of invoice or receipt of books and submission of physicalbooks: Thursday, February 25th , 2021
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Due date of submission of the documents which you need to submit in advancesuch as Application for Purchase of Goods (over ￥30,000) “Buppin-koyushinseisho”, and Application for Employment, “Koyo-shinseisho”:
Friday, January 29th, 2021
◆ Regarding the payment for rewards for a part -time job and travel fee you will pay
after Wednesday, March 10th, please inform Research Institute in advance.
◆5. Submission of the Report on the Research Achievement
Researchers should submit the following reports on research achievements:① Account book, “Shushi-bo” (HJU Gakujutsu Grant Form 5, researchers should
submit by the end of every fiscal year of research period)② Report on outline of research achievement,”Kenkyu-gaiyo-hokoku-sho” (a report ofoutline of research achievements which researchers should write at the end of fiscal
year of research period.)③ Report on Research Achievements, “Kenkyu-seika-hokoku-sho” (a final report ofresearch achievements which researchers should write by the end of next fiscal
year after completion of research period.)④ Report on the academic conference, “Gakkai-shuryo-hokoku-sho” (a report on thecompletion of academic conference which was held in HJU) and Accounting Report,“Kaikei-hokoku-sho” (HJU Gakujutsu Grant Form 10 and 11, researchers should
submit by the end of every fiscal year with academic conference which was held inHJU)
6. Remarks① There are 5 kinds of expenditure item (‘Equipment’, ‘Consumables’, ‘TravelExpenses’, ‘Personnel Expenditure and Remuneration’, and ‘Miscellaneous’) for HJU
Gakujutsu Grant. Specific examples of each expense are written on an attachment 「学術研究助成費の使用・請求方法一覧」 or ‘A List of the Necessary Documents to Use andRequest for HJU Grant’② When you purchase goods which is over 30,000 yen, please submit Application forPurchase of Goods, “Buppin- konyu-shinseisho” (HJU Gakujutsu grant Form 6) inadvance.
③ When you purchase books, registration will be needed in the library. Please submit
physical books and payment documents to Research Institute. Please refer to anattachment 「（参考）図書購入から登録、執行までの流れ～公的研究費の適正な管理と使用の為に～」 “ （Reference） The procedures from book purchase to registration and application
for payment: Proper management and use of public research funds“*There are differences from the procedures of books on personal research fund.
④ When you request to hire a part-time worker, you should submit Application for
Employment, “Koyo-shinsei-sho” (HJU Gakujutsu Grant Form 8) and Bank Transfer
Request Form “Shakin-furikomi-irai-sho”. When you request to pay rewards, you shouldsubmit (1) Expenditure Request Form “Shisyutsu-shinsei-sho” (HJU Gakujutsu GrantForm), (2) Attendance Book, “Shukkin-hyo” (HJU Gakujutsu Grant Form 4), and2

(3) HJU Form to Report on Working Days and Hours, “Shuro-hokoku-sho”(HJUGakujutsu Gant Form 9). Researchers are not allowed to pay personnel expenditureand rewards directly to the workers. The payment method is limited to bank transfer.

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