A-1_Application for Domestic Business Trips

【2-A】Business trip application: Left portion of the screen

1. “出張期間” (period of travel) / “日数” (number of days of travel) / “機内泊数” (number of nights spent in-flight)

• The start and end dates of the business trip should be indicated in the “出張期間” (period of travel) field.

• If overnight stay on flights is required, enter the number of nights spent in-flight under the “機内泊数” field.

2. “出張者” (traveler) / “所属” (affiliation) / “職名” (job title)

• Use the “検索” (search) function to select entries for the “出張者” (traveler), “所属” (affiliation), and “職名” (job title) fields.

*Keio University faculty members must remember to select their affiliated department under the “所属” (affiliation) field. e.g., Faculty of XX

• Search by faculty/staff ID number for Keio faculty and staff members.

*Faculty and staff members who have registered secondary bank accounts should use their numeric ID Number (i.e., 000000), NOT the ID number that starts with an alphabetic character (i.e., w00000).  

• External parties (including students) should follow the steps below.

  • Traveler: Edit your entry manually after selecting “義塾教職員以外” (non-Keio faculty or staff member).

  • Affiliation: Edit your entry manually after selecting “義塾教職員以外” (non-Keio faculty or staff member).

  • Job title

    • Select either “その他（A相当）” (other: Category A) or “その他（B相当）” (other: Category B).

    • Enter your selections based on the standard amounts given for accommodation fees and per diems.

  • For details, please refer to “(Reference) Screen Image for Business Trips by External Parties” 

3. “出張種別” (type of business trip)

   • Click “検索” (search) and select the applicable type of business trip.

4. 申請種別 (application type)

   • For domestic business trips, select “国内出張他.”

5. “用務国” (destination country)

   • Select the country to which you will be traveling for the business trip.

   • For domestic business trips, select “日本（国内）” (Japan: domestic)

6. “都市名” (names of cities)/“出張目的” (purpose of business trip)

   • Names of cities: Enter the names of the cities visited on the business trip.

   • Purpose of business trip: Enter the reason for the business trip.

7. “安全保障輸出管理” (security export control): Select whether or not the trip is subject to security export control regulations.

8. “パスポートローマ字” (passport name written in alphabetic characters)/“出張者連絡先” (contact information of traveler)/“保険証券送付先” (insurance policy mailing address)

   • Only fill out this section when you have selected “国外第1種” (overseas: category 1) as the application type under step 4.

9. “備考” (comments)

   • If travel expenses are to be disbursed from two or more funds, please indicate in the “備考” (comments) field which period (of business activities) corresponds to which fund.

10. “行程表” (itinerary)

    • Enter the itinerary for the business trip

    • ▪ You can add multiple rows for the same date if multiple locations were visited on that date.

    • You are not required to fill in the itinerary at the initial time of application for business trips, since this information is only required when you apply for travel expenses.

    • If the applicant is covering the full cost themselves, they do not need to fill this in.

11. “全額自費（自己負担含む）” (fully self-funded including costs covered by the applicant)

    • Check this box if you do not need Keio University to execute any funds.

12. “謝金支払予定” (honoraria to be paid out)

    • In most situations, honoraria for business trips are not allowed (only for invitation business trips).

    • Check this box if there are honoraria to be paid out for this business trip.

13. “添付” (attachments)

    • Attach any required documents (copies of academic conference programs, etc.)

    • Refer to the Keio University Manual for Use of Funds for details

14. “送信” (submit): Click to complete your application.

【Supplemental】Travel application for Ushioda Fund overseas business trip/travel expense subsidies and special research expenses (sabbatical) for those who are eligible for a special research period.

Since these funds are not processed as expenses in Dr.Budget, please only apply for travel using the budget code 

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外部-（地区）> 旅費振替用> XXX> > > 【経常費】出張旅費-（氏名）

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In principle, the method of entry is the same as in 【2-A】 above, but please note that the parts described in the following notes will be handled uniquely.

In addition, since it is no longer necessary to apply for travel expenses (expense reimbursement) on Dr.Budget, we would appreciate it if you would approve the application again as it is once it is back in your possession after approval by the faculty. 

(Please follow the respective execution procedures prepared by the Academic Research Support Division for expense reimbursement). Please follow the respective procedure prepared by the Academic and Research Support Division.

【Notes】

1. ”備考欄”（Remarks）

Please list the funds you plan to spend. (e.g., expenditures from the Ushioda Fund) 

2. ”行程表”（Itinerary）

No entry required.

3. ”全額自費（先方負担含む）チェックボックス”（All out-of-pocket expenses (including those to be paid by the recipient) check box ）

Please check this box for convenience.