【CHART】 A List of Necessary Documents to Use and Request for HJU Grant (Gakujutsu Kenkyu Josei)

July 1, 2020

Expenditure Request Form

UsageCostsEquipment

PC, Digital Camera, Rrinting Press / PrinterPrice for Unit / Set\30,000- and more

Less than \30,000

Other Mechanical Equipments\30,000- and more

Procurement
Shomu-ka

Forms and Documents to Request to Use HJU Grants for
Equipments
1 Buppin-konyu-shinsei-sho （Gakujutsu Form 6）（Application for Purchase of Goods）
2 Mitsumori-sho (Estimate)

Researchers

Shomu-ka

1(eg. PC Peripheral Device or Parts of PC)

2

Less than \30,000-

Book\30,000- and more

Researchers

Researchers

12DVD, VTR and CD

Less than \30,000-

Researchers\30,000- and more

Shomu-ka

1
2

Less than \30,000-

Office Furniture\30,000- and more

Researchers

Shomu-ka

1
2

Less than \30,000-

Usage

Costs

Consumables

Stationery

Price for Unit / Set
Less than \30,000-

Other Consumables

Researchers

Procurement

Forms to pay for the bills / to pay reward to the personnels /to pay the researchers back1 Shisyutsu-shinsei-sho （HJU Form）(Expenditure Request Form)
2 Invoice / Receipt
3 Detailed Statement
4 Buppin-meisai-sho (Gakujutsu Form 7)(Item Details Form)
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Invoice / Receipt
3 Detailed Statement
4 Buppin-meisai-sho (Gakujutsu Form 7)(Item Details Form)
Buppin-konyu-shinsei-sho（Gakujutsu Form 6）
1 Shisyutsu-shinsei-sho（HJU Form）（Application for Purchase of Goods）(Expenditure Request Form)
Mitsumori-sho (Estimate)
2 Invoice / Receipt
3 Detailed Statement
4 Buppin-meisai-sho (Gakujutsu Form 7)(Item Details Form)1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Invoic / Receipt
3 Detailed Statement
4 Buppin-meisai-sho (Gakujutsu Form 7)(Item Details Form)Tosho-tou-shiryo-konyu-shinsei-sho（Gakujutsu Form 12） 1 Shisyutsu-shinsei-sho（HJU Form）（Application for Purchase of Books）(Expenditure Request Form)
Mitsumori-sho (Estimate)
2 Invoice / Receipt
3 Detailed Statement
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Invoice / Receipt
3 Detailed Statement
Buppin-konyu-shinsei-sho（Gakujutsu Form 6）
1 Shisyutsu-shinsei-sho（HJU Form）（Application for Purchase of Goods）(Expenditure Request Form)
Mitsumori-sho (Estimate)
2 Invoice / Receipt
3 Detailed Statement
4 Buppin-meisai-sho (Gakujutsu Form 7)(Item Details Form)
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Invoice / Receipt
3 Detailed Statement
4 Buppin-meisai-sho (Gakujutsu Form 7)(Item Details Form)
Buppin-konyu-shinsei-sho（Gakujutsu Form 6）
1 Shisyutsu-shinsei-sho（HJU Form）（Application for Purchase of Goods）(Expenditure Request Form)
Mitsumori-sho (Estimate)
2 Invoice / Receipt
3 Detailed Statement
4 Buppin-meisai-sho (Gakujutsu Form 7)(Item Details Form)
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Invoice / Receipt
3 Detailed Statement
4 Buppin-meisai-sho (Gakujutsu Form 7)(Item Details Form)

Forms and Documents to Request to Use HJU Grants forConsumables

Researchers

Researchers（To wear out and dispose in near future. Including copy of materials.）

Softwear\30,000- and more

Less than \30,000-Shomu-kaResearchers

1 Buppin-konyu-shinsei-sho（Gakujutsu Form 6）（Application for Purchase of Goods）
2 Mitsumori-sho (Estimate)

Forms to Pay for the Bills / to Pay Reward to the Personnels/ to Pay the Researchers back1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Invoice / Receipt
3 Detailed Statement
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Invoice / Receipt
3 Detailed Statement
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Invoice / Receipt
3 Detailed Statement
4 Buppin-meisai-sho (Gakujutsu Form 7)(Item Details Form)
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Invoice / Receipt
3 Detailed Statement
4 Buppin-meisai-sho (Gakujutsu Form 7)(Item Details Form)

Remarks
A researcher or Sogo-kenkyu-sho may place an order for an equipment by the judgment of Shomu-ka.
In the case of payment by HJU card, receipt and detailed statement are needed.
When a invoice has the detailed statement of equipments, there's no need to attach 'Detailed Statement'.

A researcher or Sogo-kenkyu-sho may place an order for an equipment by the judgment of Shomu-ka.
In the case of payment by HJU card, receipt and detailed statement are needed.
When a invoice has the detailed statement of equipments, there's no need to attach 'Detailed Statement'.

A researcher or Sogo-kenkyu-sho may place an order for an equipment by the judgment of Shomu-ka.
In the case of payment by HJU card, receipt and detailed statement are needed.
When a invoice has the detailed statement of equipments, there's no need to attach 'Detailed Statement'.

In the case of payment by HJU card, receipt and detailed statement are needed.
When a invoice has the detailed statement of equipments, there's no need to attach 'Detailed Statement'.

Books are classified as property or consumnption according to contents not price by library.
In the case of payment by HJU card, receipt and detailed statement are needed.
When a invoice has the detailed statement of equipments, there's no need to attach 'Detailed Statement'.
Books are classified as property or consumnption according to contents not price by library.
In the case of payment by HJU card, receipt and detailed statement are needed.
When a invoice has the detailed statement of equipments, there's no need to attach 'Detailed Statement'.
A researcher or Sogo-kenkyu-sho may place an order for an equipment by the judgment of Shomu-ka.
In the case of payment by HJU card, receipt and detailed statement are needed.
When a invoice has the detailed statement of equipments, there's no need to attach 'Detailed Statement'.

In the case of payment by HJU card, receipt and detailed statement are needed.
When a invoice has the detailed statement of equipments, there's no need to attach 'Detailed Statement'.

A researcher or Sogo-kenkyu-sho may place an order for an equipment by the judgment of Shomu-ka.
In the case of payment by HJU card, receipt and detailed statement are needed.
When a invoice has the detailed statement of equipments, there's no need to attach 'Detailed Statement'.

In the case of payment by HJU card, receipt and detailed statement are needed.
When a invoice has the detailed statement of equipments, there's no need to attach 'Detailed Statement'.

Remarks

In the case of payment by HJU card, receipt and detailed statement are needed.
When a invoice has the detailed statement of equipments, there's no need to attach 'Detailed Statement'.

When a invoice has the detailed statement of equipments, there's no need to attach 'Detailed Statement'.
A researcher or Sogo-kenkyu-sho may place an order for an equipment by the judgment of Shomu-ka.
In the case of payment by HJU card, receipt and detailed statement are needed.
When a invoice has the detailed statement of equipments, there's no need to attach 'Detailed Statement'.

A researcher or Sogo-kenkyu-sho may place an order for an equipment by the judgment of Shomu-ka.
In the case of payment by HJU card, receipt and detailed statement are needed.
When a invoice has the detailed statement of equipments, there's no need to attach 'Detailed Statement'.

CostsTravel Expenses

Trip Type

Domestic Trip

Purpose of Trip
Attendauce for Conference

Classifications of Research Materials / Fieldwork

Overseas Trip

Attendauce for Conference

Classifications of Research Materials / Fieldwork

Forms and Documents to Use HJU Gtants for Travel ExpensesTo Request
1 Ryoko-negai (HJU Form)(Research Trip Form)
2 Held Notice of Conference
To Peport the Achievement (within two weeks afterreturning)
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Ryohi-keisan-sho (HJU Form)(Travel Expenses Form)
3 Shuttyo-hokoku/kiroku-sho (Gakujutsu Form 3)(Research Trip Report)
4 Materials which can confirm your trip
To Request
1 Ryoko-negai (HJU Form)(Research Trip Form)
2 Kenkyu-keikaku-sho (Free Format)(Research Plan Form)
To Peport the Achievement (within two weeks afterreturning)
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Ryohi-keisan-sho (HJU Form)(Travel Expenses Form)
3 Shuttyo-hokoku/kiroku-sho (Gakujutsu Form 3)(Research Trip Report)
4 Materials which can confirm your trip
To Request
1 Ryoko-negai (HJU Form)(Research Trip Form)
2 Held Notice of Conference
3 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
4 Ryohi-keisan-sho (HJU Form)(Travel Expenses Form)
5 Invoice and Details travel agency issued, or receipt of airticket and hotel online
To Peport the Achievement (within two weeks afterreturning)
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Ryohi-keisan-sho (HJU Form)(Travel Expenses Form)
3 Shuttyo-hokoku/kiroku-sho (Gakujutsu Form 3)(Research Trip Report)
4 Materials which can confirm your trip
5 Plane Ticket Stubs
6 Copies of Passport
To Request
1 Ryoko-negai (HJU Form
(Research Trip Form)
2 Kenkyu-keikaku-sho (Free Format)(Research Plan Form)
3 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
4 Ryohi-keisan-sho (HJU Form)(Travel Expenses Form)
5 Invoice and Details travel agency issued, or receipt of air
ticket and hotel online

Examples
1 In the case that a researcher makes ticket and hotel
reservation via a travel agency.

Countermeasures

2 In the case that a researcher pays for a bus / a taxi in a
local area

About three weeks before the departure, please submit Expenditure Request Form "Shisyutsu-shinsei-sho"（HJUForm) with a invoice published by travel agency. Handling charge to travel agency included in the amount of travelexpenses is classified as "Travel Expenses".
Please request for expenditure with a receipt after returning. In the case of taxi, you need your boss's permission.
When it's difficult to get receipt of public transportation, it's not necessary.

3 In the case that a researcher pay for registration fee ofthe conference.

Please submit Expenditure Request Form "Shisyutsu-shinsei-sho"（HJU Form）with a copy of held notice of theconference.The cost is classified as Miscellaneous. Please submit receipt after returning.

1 In the case that a researcher makes ticket and hotel
reservation via a travel agency.
2 In the case that a researcher pays for a bus / a taxi in alocal area

Resume, photos, etc.
About three weeks before the departure, please submit Expenditure Request Form "Shisyutsu-shinsei-sho"（HJUForm) with a invoice published by travel agency. Handling charge to travel agency included in the amount of travel
expensesis is classified as "Travel Expenses".
Please request for expenditure with a receipt after returning. In the case of taxi, you need your boss's permission.
When it's difficult to get receipt of public transportation, it's not necessary.

Resume, photos, etc.
The following expenditure besides the cost of the air tickets are included in "Travel Expenses".
（１） Handling Charge（２） Airport Tax（３） Fuel Surcharge

1 In the case that a researcher pay for registration fee ofthe conference.

Kenkyu-keikaku-sho (Free Format) may be required depending on the itinerary.
Please submit Expenditure Request Form "Shisyutsu-shinsei-sho"（HJU Form）with a copy of held notice of theconference.The cost is classified as Miscellaneous. Please submit the receipt after returning.

2 In the case that a researcher pays for a bus / a taxi in alocal area

Please request for expenditure with a receipt after returning. In the case of taxi, you need your boss's permission.
When it's difficult to get receipt of public transportation, it's not necessary.

3 In the case that a researcher takes an e-ticket

Seat ticket is available instead of air ticket.

Resume, photos, etc.
Please make copies of (1) stamped pages and (2) pages with a researcher's name and photo.
The following expenditure besides the cost of the air tickets are included in "Travel Expenses".
（１） Handling Charge（２） Airport Tax（３） Fuel Surcharge

To Peport the Achievement (within two weeks afterreturning)
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Ryohi-keisan-sho (HJU Form)(Travel Expenses Form)
3 Shuttyo-hokoku/kiroku-sho (Gakujutsu Form 3)(Research Trip Report)
4 Materials which can confirm your trip
5 Plane Ticket Stubs
6 Copies of Passport

1 In the case that researcher pays for a bus / a taxi in alocal area

Please request for expenditure with a receipt after returning. In the case of taxi, you need your boss's permission.
When it's difficult to get receipt of public transportation, it's not necessary.

2 In the case that researcher takes an e-ticket

Seat ticket is available instead of air ticket.

Resume, photos, etc.
Please make copies of (1) stamped pages and (2) pages with a researcher's name and photo.

CostsOccupations of Personnels (Jobs)

Personnel Expenditure Students of College or Graduate
School (Part-time Workers)
and Remuneration

Costs

MiscellaneousPayments (Transportation Expenses)\880- an hour (not covered)

Adult Members of Society(Part-time Workers)\930- an hour (actual expenses)

Adult Members of Society(Experts Providing Special Knowledge)

Max. \30,000- each time (per event)￥4,500- an hour

Usage
Fees for Borrowing Books and Magazins via HJU

Price for Unit / Set(Regardless of the amount of its price)

LibraryFees for Photocopies(Regardless of the amount of its price)

Repair Costs for Equipments afforded from Gakujutsu
budget(Regardless of the amount of its price)

Participation or Registration Fees for Conferences(Regardless of the amount of its price)

Bank Transfer Fee(Regardless of the amount of its price)Forms and Documents to Request to Hire Personnels to Carry
1 Arbeit-part-time-koyo-shinsei-sho (Gakujutsu Form 8)( Application for Employment )2 C.V. of Candidates (Free Format)

Please attach a document with notes of (1) the expert's
name, numbers, an address and an occupation, (2) anoverview of the activity the expert will join to provoide his/ her knowledge, and (3) the relation between the activity
and the Gakujutsu project.

Forms to Pay the Researchers back1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Receipt
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Receipt
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Receipt
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Receipt
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Transfer Statement

Forms to Pay Reward to the Personnels
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Shukkin-hyo (Gakujutsu Form 4)（Attendance Book）
3 Furikomi-iraisho(HJU Form)(Bank Transfer Request Form)
4 Arbeit-part-time-shuro-hokoku-sho (Gakujutsu Form 9)(Form to Report on Working Days and Hours)
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Furikomi-iraisho(HJU Form)(Bank Transfer Request Form)
3 Tesuryo-hoshu-to-shiharai-meisai-sho (HJU Form)(Commission Fee Statement)
Forms to Pay for the Bills
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Invoice
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Invoice
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Invooice
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Invooice
1 Shisyutsu-shinsei-sho（HJU Form）(Expenditure Request Form)
2 Statement with amount, bank account, and dtails

Remarks

Bank account is limited to employee's own. Please contact Research Institue in advance when you hire a part time
worker as HJU has designated bank.

Bank account is limited to employee's own. Please contact Research Institue in advance when you hire a part time
worker as HJU has designated bank.
"Tesuryo-hoshu-to-shiharai-meisai-sho"(Commission Fee Statemen) (HJU Form) is posted on the website ofResearch Institute.
Remarks

Invoice with payment method, bank account and details

Invoice with payment method, bank account and details

Invoice with payment method, bank account and details
See the column "Examples" of "Travel Expenses".
Bank transfer fee shoud be writen below the item of goods and travel expenses you will request in a Shisyutsushinsei-sho