To keep things clear, we’ve used the term ‘budget allocation(予算配当)’ for expediency, although the correct term should be ‘balance limit setting(残高許容額).’ If the balance limit is set in the goods and other materials s billing system, it will be available for use.

Software licenses, e-book subscriptions, and other items with fixed contract periods can be fully expensed from the current fiscal year’s budget, even if they span multiple fiscal years, as long as all requirements are met. For more details, please refer to the guidelines.

For instance, it can be combined with budgets that have no specific usage restrictions. However, there are certain important considerations, so please be sure to carefully review the guidelines.

General-purpose computers, tablets, and similar devices cannot be purchased unless they are considered absolutely necessary for the research. Even if approved, ownership remains with our institute, and the device must be kept on campus. With permission from your academic supervisor, you may temporarily take the device off-campus, but it should not be permanently set up at home. Once the support period ends, the device must be returned to your academic supervisor.

The guidelines provide detailed information on what expenditures are allowable and the criteria for consideration in detail. Please be sure to read them carefully first. If you have any questions about things not covered in the guidelines, or if you’re still unsure after reading them, feel free to contact us through the inquiry form.

Some changes to the plan may be unavoidable due to research progress or stock availability of items. As long as the expenditure is necessary for advancing your research, you are allowed to make adjustments without prior notice. However, if an inspection by JST finds that the changes are inconsistent with the original plan or involve unapproved expenses, you will be required to cover the costs yourself or reallocate them to another budget.

The budget for the off-campus study cannot be allocated, nor combined, with research funds. If the support amount for the off-campus study is insufficient for travel expenses (for example, if it falls short of the round-trip airfare), an increase in the support amount may be approved. Please consult with the administrative office for assistance.

For tax purposes, it is considered as miscellaneous income. Therefore, you will need to file a tax return on your own.

Since the research fund is not considered salary, a withholding tax certificate cannot be issued. As a document to verify the amount disbursed, a certificate of employment specifying the support period and monthly research incentive fund amount will be issued after selecting to the program. Please use the certificate of employment for any necessary procedures.

The research incentive funding will be transferred directly from our institute to the bank account you specify. There are no restrictions on how you can use the funds, and you are free to use them as needed. Any unused funds do not need to be returned, and you don’t need to report how they are spent.

Principally, the research initiative fund will be transferred on the 20st of each month. If the 20st falls on a non-business day (Sunday, Saturday, or a public holiday), the transfer will be earlier or later.

The budget allocation(予算配当) notice will be emailed to the supported students and their academic supervisors. Please forward it to the administrative staff or other relevant individuals in the lab as needed (be sure to forward it to the person responsible for entering requests in the goods and supplies system). Notifications will be sent to continuing students around early April, and to new students a few weeks after their acceptance.

As you proceed with this project, please keep in mind that it is funded by taxpayers’ money. Therefore, efforts should be made to use expenses efficiently, while achieving the maximum effect with the minimum cost. Additionally, important guidelines regarding the use of expenses are provided, so please be sure to review them.

Each fiscal year, a detailed budget code will be created with the academic supervisor as the responsible party. A balance limit setting(残高許容額) will be set based on the allocated amount, and funds can be used up to that limit. Supported students will not have access to the purchasing system for goods and other materials materials related to the budget execution. Instead, they are required to keep an account record to manage the budget.

The business expense category should be classified under educational expenses.

For new supported students, research funds can be used starting from the date of enrollment (excluding international students who have not yet arrived). For continuing supported students, funds can be used starting from April 1st.

It seems that there should be no issue as long as the estimate is within its submission period. For more details, please check with the contract division.

If you are purchasing item(s) worth 500,000 yen or more when combined with other competitive research funds or similar sources, prior approval from JST is required.

If obligations are not fulfilled or if there are other improper reasons, you may be required to return the funds.

Reimbursement is only allowed if the amount is under 1 million yen and paying upfront is absolutely necessary to carry out the research. Please check the reimbursement guidelines for more details.

Expenses paid in advance before your acceptance cannot be reimbursed through the program’s budget.

There will be no reduction in the research incentives or funds provided by this program. However, funding from Tokyo Tech Academy (TAC-MI, SSS, ISE, and ToTAL) may be reduced, so please check with the administrative office of the academy that you belong to.

The research incentives are allocated as an equivalent to living expenses and are separate from the RA compensation, which is paid for work. Therefore, there won’t be any conflict.

Since you were selected based on your research plan, you should generally proceed with the research as outlined in your application. However, you’re welcome to interpret the theme more broadly. If there are changes in your affiliation or academic supervisor, and your research plan changes significantly, you’ll need to submit a research plan amendment form.

As long as the expenses align with the research and study plan outlined in the application, they can be allocated.

Insurance premiums or vaccination costs for personal coverage cannot be allocated from the program. However, if an external research partner requires insurance as a condition for the collaboration, the cost may be covered as a research expense. Proof of this requirement must be submitted to the accounting office. For details, please check with the accounting office.

This may be allowed under certain conditions to ensure the equipment is used effectively.
Requirements: The equipment must be essential for the supported student’s research, and the student must have sufficient usage to meet their research needs.
Shared Use: The equipment can be shared with others as long as it does not interfere with the student’s research. Additionally, responsibilities for repair costs or damage must be agreed upon in advance.

If the English paper aligns with the research content proposed under this program, the cost can be allocated from the research funds.

Expenses for filing, registering, maintaining, or protecting new patents (including consultations with patent attorneys) based on research outcomes at this institution cannot be allocated from this program’s budget. However, if these expenses are directly necessary for advancing research; such as evaluating the project’s direction, they may be allocated.

Items purchased with research funds are the property of Science Tokyo. So, students cannot take them to an external institution. As a general rule, these items will continue to be maintained and used within Tokyo Tech.

Travel costs generally include transportation fees, daily allowances, and accommodation expenses. For more details, please contact the travel department staffs.

Since off-campus study is a required part of the program for supported students, the research incentive fund will continue to be paid during this period. However, taking a leave of absence may result in your acceptance to the program being revoked. If you are considering a leave, please contact the office as early as possible.

Travel expenses necessary for off-campus study or for carrying out research can be allocated. If receiving funding from multiple sourses, please ensure that expenses/budgets are properly separated between this program and other funding sources.

Yes, it is possible as long as you follow the program guidelines. The inspection process will depend on Science Tokyo regulations. Please check with your academic supervisor or the administrative staff in your research department for details.

You can be reimbursed for the train fare through in the form of an advance payment. However, if you are commuting to an off-campus institution, it will be reimbursed based on actual expenses. For more details, please refer to the train fare reimbursement manual.

The ownership remains with Science Tokyo. If the items are necessary for research and if you need to take them outside temporarily, they can be used off-campus with approval from your academic supervisor. However, after your off-campus study is complete, please make sure to return the items to your department.

If you’re combining the program budget with other projects for a single trip, it’s fine as long as you can separate the costs properly. Please consult with the travel expenses desk for the application procedure.

If attending the relevant international conference is absolutely necessary for carrying out your research, then it is fine to allocate the expenses.

If the following two conditions are met, the cancellation fee can be allocated according to the school regulations:
1.The reason for the cancellation is genuinely unavoidable (it cannot be allocated if the cancellation is due to administrative errors or personal reasons of the supported student).
2.The fee is approved by the relevant department.

You can receive support from both sources. Since the expenses need to be clearly separated, please refer to the guidelines for more details. Also, be sure to consult with the Science Tokyo Academies (TAC-MI, SSS, ISE, and ToTAL) you are registered with.

It is possible. If you’re combining the two; the suopport from this program and the other program by JSPS, for a single trip, you need to properly separate the expenses by schedule between the two. Please refer to the guidelines for more details.

If it’s an international conference held abroad and you will be presenting (including poster presentations), it can be accepted as apart of off-campus study.

Please make sure you have at least your schedule and destination set before submitting your application. If you’ve applied for or plan to apply for other financial support, include any known details. For estimated expenses, use a quote from a travel agency, such as JTB. If anything changes after submitting your off-campus study Plus application, promptly submit an updated version through the designated form.

This is not covered under the program. Please allocate expenses from your research funds or personal funds.

This is not covered under the program. Please allocate expenses from your research funds or personal funds.

The costs can be allocated if the following two conditions are met:

1.The repair is absolutely necessary within the scope of normal use (repairs caused by the user’s error cannot be allocated).
2.The equipment was purchased with the budget from SPRING, BOOST, the former ‘Cross the border! Tokyo Tech Pioneering Doctoral Research Project’ or ‘Tokyo Tech Advanced Human Resorces Development for Doctoral Student’ , or the former Advanced Talent Development Doctoral Fellowship.

Transportation costs cannot be reduced without a valid reason, but daily allowances and accommodation expenses can be adjusted. If you are covering travel costs solely from this program’s budget, please consider reducing these expenses. Please discuss within your lab whether to adjust daily allowances or accommodation costs. You can also use other budgets to cover what’s missing. For more details, please refer to the guidelines.

As long as it qualifies as off-campus study, it can be counted, regardless of whether the budget comes from this program.

Yes, it’s possible. However, you cannot submit a plan that extends beyond the end of the support period or past the date of your graduation ceremony.

The notification is scheduled for late March to early April. If you need to enter information into the goods and other materials system before receiving the notification, please refer to Science Tokyo’s travel expense webpage, specifically 「QI-6: The budget code I want to use has not been created (the expenditure budget code has not been finalized).」

You will likely need to confirm and finalize the expenses for the current fiscal year by its end. Please reach out to the travel expense office for further details or assistance.

You can apply only if the paper submission fee is included in the conference registration fee and cannot be separated.

It depends on the details of your plan. For example, if you return to Japan after training in Country A and then travel to Country B, it is generally appropriate to submit separate applications for each. On the other hand, if you travel from Country A directly to a neighboring Country B, a single application is usually appropriate. If you are unsure, please submit your application as early as possible for review.

The timing of the payment to the supported student varies depending on factors such as whether it is an advance payment or a reimbursement, and whether services like JTB are used. Please note that payments are not made directly from the program office to the student. For more details, please check with the travel expense office.

Combining the budget within the program with other funding sources is allowed, as long as all conditions specified in the Combining with Other Budgets section of the guidelines are met. Please note that we cannot confirm the specific rules or restrictions of other funding sources, so be sure to consult the administrators responsible for general budgets.

You will need access to the goods and other materials system to retrieve this information. Please check with your academic supervisor or administrative assistant in your laboratory.

Could you kindly explain the procedures for applying/processing travel expenses, as well as requesting acknowledgment payments?