Procedures for Expenditures That Cost 5 Million Yen or More Per Order

【1】Input screen（1）

1. “地区” (Campus)

• Select the campus under which the funds of the funding source are managed.

2. “稟議年度” (Academic year of approval request)

• Indicate the academic year in which the relevant item or service to be purchased will be delivered or provided.

【2】Input screen（2）

1. “統一資金コード” (Unified fund code)

• Enter the fund code for the funds to be allocated.

2. “物品” (Goods)

• Enter the name of the goods for purchase.

3. “設置場所・管理責任者” (Location and administrator)

• Enter the location where the goods will be installed or placed.

4. “購入価格” (Purchase price)

• Enter the price of the goods for purchase.

• If the goods are to be purchased using foreign currency, please write the amount along with the currency at the bottom.

5. “内訳” (Breakdown)

• If necessary, provide a breakdown of the goods to be purchased.

6. “納入予定日” (Expected date of delivery)

• Enter a specific date in the fields for “年” (year), “月” (month), and “日・時期” (day), or use the field labeled “日・時期” to enter the period of the month (ex. early May, mid-May, late May, etc.).

• If the order is to be placed within XX days, enter it in the free input field on the right.

7. “データベース、ウェブサービスなど利用期間が定められている場合の期間” (Duration of use for databases, web services, and other services for which a usage period is specified)

• If you are purchasing goods with a fixed period of use, indicate that usage period.

8. “購入理由” (Reason for purchase)

• Describe in detail the educational, research, or medical necessity for which the goods are being purchased.

9. “当該物品購入による効果” (Outcomes from the purchased goods)

• Describe in detail the merit that would arise from the purchase of this item in terms of its educational, research, or medical outcome.

10. “ランニングコスト、メンテナンスおよびアフターサービスの有無” (Presence or absence of running costs, maintenance, and/or after-sales services)

• Describe in detail if there are any running costs, maintenance, and/or after-sales services.

• Describe in detail if there are any running costs, maintenance, and/or after-sales services.

【3】Input screen（3）

1. “業者選定方法” (Vendor selection method)

• Indicate how the vendor was selected.

2. “採択・不採択” (Accepted/Rejected)

• Indicate the estimate that you have decided upon with “採択” (Accepted) and all others with “不採択” (Rejected).

3. “業者名” (Vendor name)

• Enter the name of the vendor from which the estimate was obtained.

4. “金額” (Price)

• Enter the price from the vendor’s estimate.

5. “見積書” (Estimate)

• Select “参照” (Browse) and attach the estimate that you received.

【4】Input screen（4）

1. “購入物品およびメーカー選定理由” (Reason for selecting the goods for purchase and their manufacturer)

• Enter the reason for selecting the goods in question, as well as why their manufacturer was chosen.

2. “納入業者選定理由・経緯” (Reason and background for selecting the vendor)

• Enter the reason for purchasing from the vendor that you will receive goods or services from.

• If you are purchasing from a vendor due to their estimate being lowest among competitors, please state so.

3. “業者” (Vendor)

• 納入業者名を記入してください。

4. Enter the name of the vendor from whom the item will be received.

• Select “有” (Yes, there is a conflict of interest) if you have a conflict of interest, such as a relative serving in an executive role at the company that you have accepted as a vendor, or if you are receiving personal benefits (e.g., free provision of facilities or goods), and enter the details. Select “無” (None) if there is no conflict of interest.

5. “義塾との資金関係の有無” (Presence of absence of a financial relationship with Keio University)

• If there exists a financial relationship such as you being in a joint research agreement with the vendor, select “有” (Yes, there is a financial relationship with Keio) and write the details. Select “無” (None) if there is no relationship.

6. “義塾教職員の役員就任の有無” (Presence or absence of a Keio University staff member serving in an executive role)

• If a staff member of Keio University serves in an executive role at the company that you have selected as the vendor, select “有” (Yes) and write the details. Select “無” (None) if this is not true.

【5】Input screen（5）

1. Please review the Manual for Use of Funds and attach all required documents.