Procedures relating to the travel expenses for the dispatch of researchers

On procedures related to travel expenses in Japan-U.S. Brain Research Cooperative Program

The Project is implemented at the expense of the Japan Society for the Promotion Science, but for disbursement of expenses, the National Institute for Physiological Sciences, National Institute of Natural Sciences will act as proxy. Therefore, to proceed with procedures for payment of travel expenses, the following “travel expenses related documents” are necessary, so please submit these to the International Affairs Section, International Relations and Research Corporation Division, General Affairs Department, Okazaki Administration Center of the National Institute of Natural Sciences. As for Documents No. 1 to 8, 10, and 11 below, we would like these to be submitted two weeks in advance, at the latest (forms for the following documents may be downloaded from this page). Moreover, for operational procedures relating to overseas travel, these should be performed at the organization with which the dispatched researcher is affiliated.

※ For persons who would like to edit the files, word document format (.doc) or rich text versions (.rtf) can be downloaded (except for File 2. Request for Registration of Bank Account for Remittance).
※ Please send one copy of each (for 9. Boarding pass, two-way tickets are required).

1. Business Trip Request Inquiry
Application form is not ready.
 
2. Request of the registration of bank account
 [Excel 40KB]
Fill the columns in thick lines
(This is not necessary for persons who have submitted the form previously and have no change in account, etc.)
3.Overseas Travel Itinerary
 [PDF 67KB]
Refer to Entry Example 1 [PDF 76KB]
4.Group Joint Study Project Dispatch Registration
 [PDF 77KB]
Submit only for group joint study project (unnecessary for researchers dispatched to the U.S.)
5. Foreign Business Trip Statement
 [PDF 96KB]
Only employees of Okazaki Research Facilities submit
Refer to Entry Example 2 [PDF 9KB]
6. Air Fare Estimates Estimate for two-way air fare (Economy Class (low and economical route)) (description of route, fare grade must be included, breakdown of U.S. entry and departure tax, airport use fee, insurance surcharge must be specified)
7.Flight Schedule Document by which airport for landing and departure, flight number, and date can be confirmed
8. Air Fare Receipt Submit promptly after payment of air fare (if ticket is purchased not via travel agency, such as via WEB, please make sure to perform procedures for issuance of “receipt” at time of boarding ticket issuance)
9. Boarding Pass Submit promptly after returning to Japan
10.  The evidence of accommodation ※Coming soon
11. Documents, etc. in Support of Visit in Country Relating to Joint Research
 
Only researchers dispatched to the U.S., group joint study project
(Acceptance Approval, Email exchanges relating to the visit, etc. (copy acceptable))
 
12. Written Pledge [PDF 55KB] Only students submit
13. Registration on Contact Information
of Institutions for Dispatch

 [PDF 54KB]
Only researchers dispatched to the U.S. (unnecessary for group joint study project), submit promptly after arrival at the institution for dispatch. (email, fax acceptable)
14. Notice of Return Submit promptly after returning to Japan
 - (For Researchers Dispatched to the U.S. and Group Joint Study Project) [PDF 67KB]
 - (For Information Exchange Seminars) (submit only in the case of holding seminar outside Japan) [PDF 67KB]
 - (For Japan-U.S. BRCP Review Meeting) [PDF 67KB]
15. Holiday Compensation
Designation Ledger
When necessary, only employees of Okazaki Research Facilities submit
16. Business Trip Report Only employees of Okazaki Research Facilities submit
(No special form for the Project)

Travel expense related procedures Word Document Ver. Document
The following files may be opened with Microsoft Word
Travel expense related procedures Rich Text Ver. Document
The following files may be opened with WINDOWS/Mac Ver. MS-Word and Ichitaro

Travel expense related procedures Word Document Ver. Document

The following files may be opened with Microsoft Word

(1) Business Trip Request Inquiry

Application form is not ready.

(3) Overseas Travel Itinerary

[Overseas Travel Itinerary]

(4) Group Joint Study Project Dispatch Registration

[Group Joint Study Project Dispatch Registration]

(5) Foreign Business Trip Statement

[Foreign Business Trip Statement]

(11) Written Pledge

[Written Pledge]

(12) Registration on Contact Information of Institutions for Dispatch

[Registration on Contact Information of Institutions for Dispatch]

(13) Notice of Return

[For Researchers Dispatched to the U.S. and Group Joint Study Project] , [For Information Exchange Seminars] , [For Japan-U.S. BRCP Review Meeting]

Travel expense related procedures Rich Text Ver. Document

The following files may be opened with WINDOWS/Mac Ver. MS-Word and Ichitaro

(1) Business Trip Request Inquiry

Application form is not ready.

(3) Overseas Travel Itinerary

[Overseas Travel Itinerary]

(4) Group Joint Study Project Dispatch Registration

[Group Joint Study Project Dispatch Registration]

(5) Foreign Business Trip Statement

[Foreign Business Trip Statement]

(11) Written Pledge

[Written Pledge]

(12) Registration on Contact Information of Institutions for Dispatch

[Registration on Contact Information of Institutions for Dispatch]

(13) Notice of Return

[For Researchers Dispatched to the U.S. and Group Joint Study Project] , [For Information Exchange Seminars] , [For Japan-U.S. BRCP Review Meeting]

to PageTop