B-2_Application for Overseas Business Travel Expenses

【3】Travel expenses application: Screen transition

1. Browse

• When you select “閲覧” (browse), the “parent” business trip screen is displayed.

2. Basic information

• Basic information including “出張期間” (period of business trip), “日数” (days of travel), “出張種別” (type of business trip), “資格” (qualification of applicant), “行先” (destination), and “目的” (purpose) fields will be filled in with data from the “出張申請” (business trip application).

3. Traveler

• Will be filled in with information from the “出張申請” (business trip application).

• Do not edit this as it will also be used for deductions on regular routes in the “駅すぱあと” (Ekispert) search function described below.

【4-1】Travel expenses application: Stipulated amounts for accommodation fees and per diems (1)

1. Stipulated accommodation fees

   1. Select the “規程宿泊” (stipulated accommodation fees) icon.

   2. A row will be inserted under the “品名入力” (enter item name) field displaying the stipulated amount of accommodation fees. At this point in the application process, the amount is not displayed yet.

2. Per diems

   1. Select the “日当” (per diem) icon.

   2. A row will be inserted under the “品名入力” (enter item name) field displaying the amount of per diem. At this point in the application process, the amount is not displayed yet.

3. Items of expenditure

   1. Select the appropriate “費目” (item of expenditure) from the “予算選択表” (budget selection list).

   2. The selected item of expenditure will be displayed.

4. Click “保存” to save.

【4-2】Travel expenses application: Stipulated amounts for accommodation fees and per diems (2)

1. Payment amount

• The stipulated amount of accommodation fees and per diems multiplied by the number of nights/days will be displayed.

2. Reductions

• Fill in this field if the amount to be paid is to be reduced from the stipulated amount.

3. Upper row: Details

• The accommodation fees and per diems, the stipulated amounts of accommodation fees and per diems per night/day multiplied by the number of nights/days, as well as the amount of reductions will be displayed.

4. Transfer bank (bank receiving transferred amount)

   1. When you click the “→” arrow icon, the transfer bank (first account for receiving salary) of the traveler listed in “4-2: 出張者” can be selected. Unless there is no account registered, be absolutely sure to select a bank account.

• If you wish for the payment to be transferred to an account other than the “給与第一口座” (first account for receiving salary), or if there is no bank account registered for the traveler, please select a transfer bank separately by clicking “検索” (search). If you do not have a bank account registered or wish to have payments transferred to a new account, please register or attach the transfer bank information on Dr.Budget.

• If you wish to have payments transferred to a student, and their transfer bank is not displayed, please register their bank account through K-Support.

• In principle, if the user logged into the system is not a faculty or staff member, the only bank account information that will come up by searching “学生他” (student or others) will be that of the account holder in question. If you wish to have payments transferred to a student, please indicate their student ID number, or if you wish to have payments transferred to another bank account, please register or attach their transfer bank information on Dr.Budget.

【5-1】Travel expenses application: Searching routes on Ekispert (1)

1. Click “行追加” (add rows).

2. Select “駅すぱあと” (Ekispert) with all the fields blank.

【5-2】Travel expenses application: Searching routes on Ekispert (2)

1. ”日付”（Date）: Select the date for which you wish to find a route.

2. ”時刻 / 出発・到着”（Time of departure and arrival）

• Select the time you plan to board (or boarded).

3. ”出発駅”（Departure station）

   1. Enter the departure station and click “検索” to search.

   2. Select the appropriate option from the list of possible stations displayed.

   3. Click “選択” to select.

4. ”到着駅”（Destination station）

   1. Enter the destination station and click “検索” to search.

   2. Select the appropriate option from the list of possible stations displayed.

   3. Click “選択” to select.

5. ”経由駅”（Transit station）

• If you wish to specify a transit station, select it in the same way as the departure and destination stations.

6. ”検索条件の詳細設定”（Detailed search settings）

• If you have any other search conditions, select them.

7. “経路探索（選択）” (search route: select)

【5-3】Travel expenses application: Searching routes on Ekispert (3)

1. Click “選択” to select the appropriate route.

A：Diagram of route

• Scroll down to view a detailed route diagram.

• (Regular) commuter allowances for commuting sections are automatically deducted.

B：Return

• • If you wish to modify your search conditions, click “戻る” to return to the previous screen.

【5-4】Travel expenses application: Searching routes on Ekispert (4)

1. Route and the reasoning behind that route

• The selected route and fare amount will be displayed.

2. Click “決定” to make your selection.

【5-5】Travel expenses application: Searching routes on Ekispert （5）

1. The “Ekispert” icon will become highlighted and the “上段：内容” (upper row: details) and “下段：事務入力” (lower row: details of business) will be filled in.

   • Clicking either row will copy the information to your clipboard, which you can then paste in other apps for reference.

2. “費目” (item of expenditure)

   • Select the appropriate item of expenditure.

3. ”振込先”（Transfer bank (bank receiving transferred amount)）

   • When you click the “→” arrow icon, the transfer bank of the traveler listed in “出張者” can be selected.

   • If you wish for the payment to be transferred to an account other than the “給与第一口座” (first account for receiving salary), or if there is no bank account registered for the traveler, please select a transfer bank separately by clicking “検索” (search).

   • If you wish to have payments transferred to a student, and their transfer bank is not displayed, please register their bank account through K-Support.

   • In principle, if the user logged into the system is not a faculty or staff member, the only bank account information that will come up by searching “学生他” (student or others) will be that of the account holder in question. If you wish to have payments transferred to a student, please indicate their student ID number, or if you wish to have payments transferred to another bank account, please register or attach their transfer bank information on Dr.Budget.

【6】Travel expenses application: Vendor/tatekaebarai payments

• Details for payments made to vendors or tatekaebarai payments (payments to be reimbursed at a later date) can be entered through travel expenses application.

1. “費目” (item of expenditure)

• Select the appropriate item of expenditure from the “予算選択表” (budget selection list).

2. Payment amount: Enter the payment amount.

3. ”振込先”（Transfer bank）: Select the transfer bank.

• If you wish to have payments transferred to a student, and their transfer bank is not displayed, please register their bank account through K-Support.

• In principle, if the user logged into the system is not a faculty or staff member, the only bank account information that will come up by searching “学生他” (student or others) will be that of the account holder in question. If you wish to have payments transferred to a student, please indicate their student ID number, or if you wish to have payments transferred to another bank account, please register or attach their transfer bank information on Dr.Budget.

4. ”上段：内容”（Upper row: Details）

• Enter payment details, etc.

5. “添付” (attachments)

• 請求書等必要書類を添付。

【7】Travel expenses application: Submission

1. When you have completed all your entries, click “送信” to submit your application.

• The screenshot on the left shows an example of travel expenses reimbursement application for this business trip.

• Accommodation fees (stipulated amount), per diems, domestic train fares, and airfare are applied for in advance.

【3】Travel expenses application: Vendor/tatekaebarai payments

• Details for payments made to vendors or tatekaebarai payments (payments to be reimbursed at a later date) can be entered through travel expenses application.

1. “費目” (item of expenditure)

• Select the appropriate item of expenditure from the “予算選択表” (budget selection list).

2. ”支払金額”（Payment amount）: Enter the payment amount.

3. ”振込先”（Transfer bank）: Select the transfer bank.

4. ”上段：内容”（Upper row: Details）

• Enter payment details, etc.

5. “添付” (attachments)

• Attach invoices and other supporting documents as necessary.

6. Click “送信” to submit.