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【Overview】
【Overview】
As a general rule, a single business trip application should be made for only one individual through Dr.Budget.
However, there may be instances where multiple individuals will go on the same business trip to the same destination, such as when professors go on business trips together with their research students. In such cases, since it imposes a heavy administrative burden on the applicant to submit a business trip application for every single participant, it is permitted for a single business trip application to apply to multiple people if certain conditions are met.
Even in cases where it is permitted to submit a single business trip application for multiple people, applicants may still submit a business trip application per person by using the “過去参照” (Refer to past application) function.
Please see below for details.
【Cases where it is permitted for multiple persons to submit a single consolidated business trip application】
【Cases where it is permitted for multiple persons to submit a single consolidated business trip application】
A single business trip application may be made for multiple individuals if all of the following conditions are met.
When those traveling do not require approval for business trips at Keio University
Example: If a full-time faculty member is going on a business trip with multiple students, one business trip application should be made for the faculty member and one consolidated application for all the students.
When the “itinerary requiring reimbursement” is the same for all travelers
Example: All travelers will gather at Tokyo Station, proceed to their place of business together, and then disperse at Tokyo Station upon their return. When reimbursements will only be made for travel expenses, accommodation fees, and per diems for the portion of the itinerary between Tokyo Station and the place of business. Expenses incurred while traveling between the travelers’ homes and Tokyo Station will be self-funded.
○Example
○Example
How to apply for business trip in the following scenario
One faculty member travels with ten students to Hokkaido.
The trip begins and ends at Haneda Airport. Application for reimbursement of expenses will only be allowed for the travel expenses, accommodation fees, and per diems incurred for the portion of the itinerary between Haneda Airport and the place of business. Expenses incurred while traveling between home and Haneda Airport will be self-funded.
＜2＞Business trip application for ten students
＜2＞Business trip application for ten students
【1】Business trip applications
【1】Business trip applications
These instructions only cover fields that differ from standard business trip applications (domestic or overseas).
“出張者” (traveler), “所属” (affiliation), “職名” (job title)
”出張者”（Traveler）: Select “義塾教職員以外” (external party).
”所属”（Affiliation）: Select “義塾教職員以外” (external affiliation).
”職名”（Job Title）: Select either “その他（A相当）” (other: Category A) or “その他（B相当）” (other: Category B).
“備考” (comments)
Indicate in the comments field that you have attached a list of travelers.
“添付” (attachments)
Attach the “List of Travelers” and “Business Trip Application (for number of travelers)”.
Attach any other supporting documents.
A) Taro Mita (student) data entry example
B) Gaku Hiyoshi (student) data entry example
【2】Application for travel expenses (1) In the case where the stipulated amount of accommodation fees and per diems are paid to the traveler(s) themselves
【2】Application for travel expenses (1) In the case where the stipulated amount of accommodation fees and per diems are paid to the traveler(s) themselves
Please apply for travel expenses for each payor (If there are ten payors, ten applications are to be submitted).
”出張者”（Traveler）
Leave the default settings.
”振込先”（Transfer bank (bank receiving transferred amount)）
Designate the traveler as the payee.
If no bank information is registered for the traveler, please contact the Human Resources or Administrative Affairs Office of the respective campus with the bank information (bank name, branch name, type of deposit account, account number, account holder name).
【3】Application for travel expenses (2) In the case where local transportation expenses (search routes on the Ekispert website) are paid to the traveler themselves
【3】Application for travel expenses (2) In the case where local transportation expenses (search routes on the Ekispert website) are paid to the traveler themselves
You may submit one consolidated travel expenses application for multiple people.
You must enter one statement of expenses for each individual.
”出張者”（Traveler）
Leave the default settings.
”振込先”（Transfer bank (bank receiving transferred amount)）
Designate the traveler as the payee.
If no bank information is registered for the traveler, please contact the Human Resources or Administrative Affairs Office of the respective campus with the bank information (bank name, branch name, type of deposit account, account number, account holder name).
【4】Application for travel expenses (3) In the case where accommodation fees and local transportation expenses are paid by invoice or by tatekaeseisan (payments to be reimbursed at a later date)
【4】Application for travel expenses (3) In the case where accommodation fees and local transportation expenses are paid by invoice or by tatekaeseisan (payments to be reimbursed at a later date)
You may submit one consolidated travel expenses application for multiple people.
When applying for accommodation fees, please ensure that there is clear indication as to how many people will need to be reimbursed.
“出張者” (traveler)
Leave the default settings.
“費目” (item of expenditure)
Select the appropriate item of expenditure from the “予算選択表” (budget selection list).
”支払金額”（Payment amount）: Enter the payment amount.
”振込先”（Transfer bank (bank receiving transferred amount)）: Select the payee’s transfer bank.
”上段：内容”（Upper row: Details）
Enter payment details, etc.
If there is another payment to be made, enter them the same way as in the first statement.
“添付” (attachments)
Attach invoices and other supporting documents as necessary.
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