Q&A for Japan-U.S. Brain Research Cooperative Program

This Q&A gives frequently asked questions concerning the Program and answers thereto. In the case where the explanation in this Q&A is insufficient, please make an inquiry to the International Affairs Section, the International Affairs Section, International Relations and Research Corporation Division, General Affairs Department, Okazaki Administration Center of the National Institute of Natural Sciences (“International Affairs Section”).

When making application
After adoption
Before dispatch
During dispatch period
Travel-expense related
After dispatch

< When making application >

Q1. [Overall] Is there any limit on the number of pages in an application form or on the insertion of figures?

A1. There number of sheets is limited to just Form 1-1 of Researchers dispatched to the U.S. (up to approx. 3 pages), and Form 2-1 of Group joint study project (up to approx. 5 pages). For other forms, there is no limit on the number of pages. In addition, colored figures can be inserted.

Q2. [Overall] Concerning Letter of acceptance by prospective institute in the U.S. (joint researcher dispatch) or Record of correspondence with prospective institute in the U.S. (Group joint study project, Information exchange seminars), is there any designation of forms? Can printed email exchange of communications with opposite parties be used?

A2. There are no designated forms. Additionally, printed email exchanges may be submitted as well.

Q3. [Researchers dispatched to the U.S.] Is there any designation for position of “8. Reference” in Form 1-1?

A3. There is no designation of the reference's title. Please ask some person who is very familiar with the details of the applicant’s research. In many cases a professor or associate professor will be the reference.

Q4. [Researchers dispatched to the U.S.] Can a reference to recommend multiple applicants?

A4. It is possible. However, please prepare and submit application documents for each applicant.

Q5. [Group joint study project] Is it necessary to apply from both Japan and the United States?

A5. It is unnecessary.

Q6. [Group joint study project][Information exchange seminars] Is a reference required?

A6. No reference is required.

Q7. [Group joint study project (continued portion)] Is it acceptable to state the same contents at the time of original application on the application forms for the year following the year of adoption and thereafter?

A7. If no change has been made from the time of application, it is acceptable to transcribe the contents of the original application form. However, please be careful about the parts that should be stated freshly, such as the “9. Details of research implemented in FY xxxx or the status of progress.”

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< After adoption >

▼ Before dispatch
Q8. [Overall] When should I submit a proposal?

A8. Please submit it as soon as the schedule is set. In relation to transmittal of the dispatch request, please submit it at least two weeks ahead of departure.

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▼ During dispatch period
Q9. [Overall] My official title has been changed. Is it necessary to notify of the change?

A9. Please notify the International Affairs Section of the “official title” “date changed” in email. No special form exists. In addition, please prepare documents for submission under the official title after the change (except for those prepared before the report on change).

Q10. [Overall] Will research expenses and conference participation expenses be provided?

A10. Research expenses and conference participation expenses are not covered by the Program. Only the transportation costs between Japan and the United States, daily allowance and accommodation costs will be provided.

Q11. [Overall] Is it possible to change the scheduled date for return to Japan?

A11. Please consult us individually. If change is allowed, a Proposal Change Notification should be submitted.

Q12 [Researchers dispatched to the U.S.] Is it possible to return to Japan temporarily during the dispatch period?

A12. There is no problem with temporary return to Japan.
However, transportation expenses for a temporary return, accommodations costs during the temporary return and daily allowances will not be paid under the Program.

Q13. [Group joint study project] Does the dispatch destination need to be an institution of the opposite party?

A13. It does not necessarily need to be an institution of the opposite party, however, dispatch to a country other than the United States is not permitted. The program only assumes the transportation cost between Japan and the United States, daily allowance and accommodation costs

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▼ Travel-expense related
Q14. [Overall] Is the provision of just airfare, or just expenses for staying possible?

A14. It is possible.
Please make an entry in the remarks column of the Business trip request inquiry such as “Only requesting airfare” “Airfare will be paid out of other research expenses,” etc.
If you are not requesting airfare, you need not submit the following four items.
6. Air fare estimates
7. Flight schedule
8. Air fare receipt
9. Boarding pass

Q15. [Overall] Is it possible to use a taxi, limousine bus, special express train, or business class seat for transfer to the destination?

A15. It shall be based on National Institutes of Natural Sciences, an Inter-University Research Institute Corporation, Rules for Travel Expense for an Executive Officer and Employee. If you are not sure about your judgment, please make an inquiry to the International Affairs Section.
<Taxi and limousine bus>
We cannot pay unless there is a particularly good reason such as that alternative means cannot be used, etc. such as train.
<Special express train (domestic)>
Can be used only in the case where the distance is 100 km or greater.
<Business class>
Persons of 7th grade (corresponding to associate professor of the university) or higher can use Business Class. In addition, in the case of a flight of over 8 hours, persons of 5th grade (corresponding to lecturer, assistant professor, research assistant) or higher can also use Business Class. In the case of being affiliated with an institution other than NINS and it is difficult to determine this, please make an inquiry to the International Affairs Section about whether it is possible to use Business Class.

Q16. [Overall] How much is the total amount for a single day of transportation expenses, daily allowance and accommodation expenses?

A16. Since it depends on the area for dispatch, please make an individual inquiry. Please understand in advance that we cannot provide an amount that is greater the budget allocation.

Q17. [Overall] Is it possible to submit documents related to travel expenses via electronic data?

<Electronic data acceptable>
1. Business trip request inquiry
2. Request for registration of bank account for remittance
3. Overseas travel itinerary
4. Group joint study project dispatch registration
5. Foreign business trip statement
6. Air fare estimates
7. Flight schedule
8. Air fare receipt (in the case where displayed on the PC such as in the case of Net purchase)
9. Boarding pass (in case of ticket-less procedures)
10. Documents, etc. in support of visit in country relating to joint research
12. Registration on contact information of institutions for dispatch
< Items for which e-data can not be used>
8. Air fare receipt (in the case of receiving a paper receipt from such as a sales agency, etc.
9. Boarding pass (in the case of paper)
* On lost boarding passes (stub)
For boarding passes, the original should be submitted without fail but if it should be lost, please make an entry and affix your seal on the Travel Expenses Application Form Attached Document (stub) Loss Motion and submit this to the International Affairs Section.
11. Written pledge
13. Notice of return
14. Holiday compensation designation ledger
15. Business trip report

Q18. [Overall] When will travel expenses, etc. be paid?

A18. Normally, these are adjusted and paid in lump sum after dispatch.
* Since in the case of Researchers dispatched to the U.S., as the dispatch period will be long term, if desired by the subject person, it is possible for approximate payments to be made in mid-course and then for payment of the remainder of the amount to be paid upon adjustment after dispatch.
Moreover, in the case where the number of persons is large, such as an Information exchange seminars, sometimes payment may take time. We request that documents related to travel expenses procedures be submitted early.

Q19. [Overall] Will original copies of receipts, etc. be returned? (so that these can be submitted to the affiliated organ, etc.)

A19. Since original copies are all submitted to the Japan Society for the Promotion Science, we cannot return them. If it is necessary to submit these to your affiliated organ, etc., we will ask you to handle this matter as per the below. Please understand in advance:
- Request the travel agency, etc. to divide the original copies of documents (such as dividing these into an outbound portion and a return portion.)
- Ask your affiliated organ if it is possible to submit a copy

Q20. [Information exchange seminars] When any participant is absent suddenly due to deteriorating health, etc., can the cancellation fee for the person’s flight be paid?

A20. Yes, it can. Please submit the application for the business trip request inquiry, the overseas travel itinerary, and the cancellation fee receipt. If possible, we would request you to state to the effect that the air flight was cancelled due to sudden absence.

Q21. [Information exchange seminars] In place of a participant who is suddenly absent, we had a person who is not in the Plan participate. Can the travel expenses for the alternative participant be paid?

A21. Yes, these can. However, rather than attendance as an alternate participant, this will be the case of a request as an official participant. Please ask us about details for the individual case.

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▼ After dispatch
Q22. [Overall] What kind of photos should be submitted for PR?

A22. We would request you to provide us with photos relating to Japan-U.S. Brain Research Cooperative Program activities. (TIF approx.. 400 dpi, 10 x 10 cm)
<Reference example>
Group photo with lab members, photo of lab presentations, scene of research lab (photo of cages of experimental animals), photo of building of dispatch destination, etc.

Q23. [Overall] I received an invitation to a Research Results Reporting Meeting but I cannot participate due to schedule.

A23. Then we request that you report on the next meeting. Please notify the International Affairs Section.

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