The definitions for business trip applications and travel expenses applications are as follows.
出張申請 (business trip applications)
An application to get approval to go on a business trip for a predetermined period of time.
旅費申請 (travel expenses application)
An application concerning the transportation expenses, accommodation fees, and other expenses from approved business trips (see definition 1.)
Please follow the process outlined in the steps below in order to fill out your applications for business trips and travel expenses.
Make your business trip application via the “出張” (business trip) tab.
*Domestic travel will be treated as a business trip if the round-trip distance is 80 km or more.
Your faculty will conduct an approval review (for internal personnel only).
The amount of time it takes to approve an application varies based on the meeting schedules at different faculties. Any questions should be directed towards the relevant faculty.
Business trips for non-Keio employees (including temporary staff and students) may be approved without waiting for the regularly scheduled meeting.
After receiving approval as outlined in step 2, the business trip application will be returned to the original applicant.
At this point, they should begin the procedures described under step 4.
Travel expenses may be reimbursed through pre-departure applications and post-return applications.
Applicants can receive accommodation fees and domestic transportation expenses up front by submitting a pre-departure application. They can then submit a post-return application after their business trip to receive reimbursements for local transportation expenses.
After returning from a business trip, the applicant should submit the business trip application that was returned to them in step 3.
For applicants who need to file business trip reports due to conditions related to “direct expenses of public funds” or other reasons, they should submit the application after filling out the “出張報告” (business trip report) column.