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【Guidelines and Forms】

Forms

Item Form No. Form Name / Remarks
Goods,others
1-1 Order/Contract Request Form
*This is required for goods purchasing and subcontracting of operations if the
price for one order/one set is 100,000 yen or more. Submit sufficiently ahead of
the delivery date.
1-2 Statement of Reasons for Spending/Description
*Submit if it is necessary to explain the necessity of spending funds or the corresponding budget (you may also be asked by the Executive Office to submit this).
1-3 Postage Stamp and Postcard Use Report
*This is used when you purchase stamps or postcards.
1-4 Request for Reimbursement of Personal Advance payment of Research Expenses
*Based on the policy of the Ritsumeikan Trust (Division of Financial Affairs) regarding the "Invoice System" in accordance with the tax reform, starting in October 2023, the submission of this form shall be required for specific cases where the researcher who is responsible for the execution of the relevant budget makes personal advances. Please click here for details.
1-5 Statement of Reasons Related to Inspection of Goods
*This is required when there is a reason the goods could not be inspected by the Executive Office (such as purchased at the location of the business trip). Submit with documentary evidence.
1-6
Click here for an example
Reason for Selection
*If goods satisfying specifications can only be delivered by a specific company, write down the corresponding reasons and, together with the evidence materials, submit these with the order/contract request form.
1-7 Purchase Approval Request Form for Facilities Shared by Multiple Projects Including KAKENHI Projects
*As some fund originators require preliminary confirmation, notification, or the
like, or place restrictions on the purchasing source, be sure to consult with the
Research Office in advance.
1-8 Application for Combined Use of Multiple KAKENHI Projects
※As is it necessary to sufficiently ensure that the ratio to be borne by each funding
organization and the reasoning for that ratio is logical, be sure to consult with
the Research Office in advance.
Reference Specifications Sheet Form [Goods]
※Add or delete sections in the form (template) as needed for the case in question.
Reference Specifications Sheet Form [Outsourcing]
※Add or delete sections in the form (template) as needed for the case in question.
Travel expenses
2-2 Ritsumeikan University Statement of Travel Expenses [for faculty holding two posts (part-time lecturers,teaching lectures,visiting professors)/adjunct administrative staff]
※Required before business trip. Part-time lecturers / teaching lecturers, visiting professors, adjunct administrative staff members.
2-3 Ritsumeikan University Statement of Travel Expenses [for students and persons outside of the University)
※Required before business trip. Persons with no employment relationship with this University (including college and graduate students), JSPS fellows, etc.
2-4-1 Domestic/Overseas Travel Report (Expense Report)
※Required after business trip. Attach trip evidence and submit within one week after returning.
2-4-2 Domestic/Overseas Travel Report (Expense Report)[No. 2]
※Use when entry space in 2-4-1 is insufficient (when business trip exceeds 7 days).
2-5 Interview/Lodging Certificate
※Use as evidence that you went to the business trip destination and as material for checking afterward.
Form of Salary Office of Employee Benefits Failure to Attach Stubs
※Use this if you used air travel but you cannot submit the air ticket stubs, boarding
pass, or boarding certificate due to unavoidable circumstances.
Part-Time Employment 3-1-1d Notification of Working Conditions (Students Working Part Time)
※Used by college/graduate student who is has a student register in this University.
3-1-2d Notification of Working Conditions (Adjunct Administrative Staff)
※Use if you are a regular working adult or college/graduate student of another university.
3-1-3 Application Form for Employment as Adjunct Administrative Staff (Research Assistance / Faculty Secretary)
※If employing an adjunct administrative staff member for research administrative assistance or research assistance, submit this form instead of the Notification of Working Conditions.
Reference
To Our Hourly-based Employment
Staff and Adjunct Research Staff

※Be sure to give this to the employee when employing adjunct administrative
staff.
3-2 Part-Time Employee Attendance Book
※For each day of part-time work, confirm the actual working hours and either sign or affix your seal. The employee (part-timer himself/herself) should submit this by the first day of the following month.
3-3 Part-time Commuting Transportation Expense Claim Sheet
※Use this form to claim commuting transportation expenses incurred for parttime work, regardless of whether the place of work is a University campus or not.
3-4 Attendance Book for Part-Time Research Staff
※Check the actual time worked each time (day) an assistant researcher or research assistant performs work, and affix your seal to or sign the form. The employee (part-timer himself/herself) should submit this to the affiliated Research Office by the first day of the following month.
Researcher Invitations, Compensation and Remuneration /Honorariums 4-1 Personalized Work Request
(Deliverables, Etc.)

※This is a procedure to be performed before beginning work in cases where an individual is requested to perform piecework where the work is not (or cannot be) directly subject to guidance/supervision or management by the researcher.
4-2 Work Completion Report and
Invoice (Deliverables, Etc.)

※This procedure is for paying compensation or honorarium/remuneration to the worker after the researcher receives the deliverables from the worker with regard to a personalized work (deliverables, etc.) requested using Form 4-1.
4-3 Invoice for Compensation, Honorarium/Remuneration Payment (Lectures, Specialized Instruction or Advice, Etc.)
※This procedure is for paying compensation or honorarium/remuneration to a guest speaker, panelist, commentator, reporter, moderator, or the like when holding a lecture meeting, symposium, workshop, or the like, or for paying compensation or honorarium/remuneration when receiving specialized knowledge from an expert, researcher, or the like in a related field. Submit before implementation (3 weeks in advance).
4-4 Invoice for Compensation, Honorarium/Remuneration Payment (Experiment Participants, Questionnaire/Interview Survey Respondents, Etc.)
※This procedure is for paying compensation or honorarium/remuneration for experiment participants, questionnaire/interview survey respondents, and the like in clinical research. Submit before implementation (after approval for cases where an application was made to the Ethics Review Committee for Research) (3 weeks in advance).
4-5 Gift Register
※Use when providing vouchers, souvenirs, and other items to multiple persons in place of the reward of 4-4.
4-6 Receipt
※Required when, in paying an honorarium/remuneration to an invitee, the researcher has no other way but to pay in cash. However, payment for honorarium/remuneration is normally made directly from the University to the invitee via a bank transfer, and this form is only to be used in exceptions.
Conference Expenses 5-1 Breakdown of Conference Liaison Expenses
※It is also necessary to submit a written estimate (or if after the event, an invoice and delivery slip [or receipt]) and materials that can objectively show that the conference, etc., was a necessary part of the research activity.
5-2 Application for Spending of Conference Liaison Expenses for Provision of Alcoholic Beverages and Food/Drink that Includes Alcoholic Beverages
※While presenting a written estimate, consult with the affiliated Research Office at least two weeks prior to the scheduled date. After the event, it is necessary to submit an invoice and delivery slip, as well as materials that can objectively show that the conference, etc., was a necessary part of the research activity.
Other 6-1 Application to Use Research Environment Enhancement Funds
※These funds are used in connection with research activities to enhance your research environment when you cannot spend via direct expenses.
6-2 Payment Statement
※Submit delivery slips and invoices along with the documentary evidence.