Do's and Don'ts

Before embarking on a research trip, fieldwork training or internship (hereinafter referred to as a “trip”), obtain approval from your supervisor and follow the necessary procedures stipulated by your department.

• Submit a photo or scan of your Shinkansen (bullet train) ticket to the PWS Office via email. Be sure to take a photo of your ticket(s) before they are eaten by the departure gate when exiting the Shinkansen station.
• Submit the actual paper Shinkansen receipt(s) to the PWS Office as soon as possible after you return from the trip.
• Report your Shinkansen departure and destination locations (section of the train ride) to the PWS Office (can be done via email).
• Ensure that you keep your boarding passes for flights, ferries, etc., and submit them as soon as possible after your trip.
• If you have received funding support from PWS for your trip, submit the research activity report (template provided here) as soon as possible after your trip. Please have the report approved by your mentor before submitting it to report@pws.wrc.kyoto-u.ac.jp .

• Students are eligible for reimbursement for a limited number of expenses including airfare, hotel fees, COVID-19 testing fees and ferry fares. Reimbursement is usually not available for other expenses.
• If you need to request a reimbursement, please contact the PWS Office immediately. The Administration Bureau at the North Campus requires the “Application for Reimbursement Approval” to be submitted 2 weeks before reimbursement. The PWS Office will assist you in filling out and submitting the form, so please make sure you let us know in detail what you will be purchasing.
• Submit the receipt(s) for reimbursement to the PWS Office as soon as possible, within 2 weeks of the purchase.
• Once the purchased item(s) have arrived, please email photo(s) of the item(s) to the PWS Office as proof and be sure that the item name/contents and quantity of each item is visible.
• If you require reimbursement for postage fees, please submit the original delivery sheet (customer copy) that is affixed to the package.
• We strongly encourage you to consider making purchases through vendors registered with Kyoto University whenever possible instead of using the above-described reimbursement procedure for when items are paid for in advance.

• Items purchased with funds managed by Kyoto University are required to undergo an acceptance inspection. If the stamp indicating that the acceptance inspection has been conducted is not affixed on the delivery statement, please send us the following with the original quotation and invoice:
  • Pictures of these items via email to confirm the contents and quantity of the items.
  • The original delivery sheet (customer copy) that is sealed on the box.

• Registration fees, travel expenses, and per diem allowances for international conferences (only those at which you will be making a presentation) will be considered for financial support by PWS, regardless of whether the conference is held internationally or in Japan.
• In the case of domestic (non-international) conferences in Japan, PWS will consider financially supporting travel expenses and per diem allowances if you are presenting at the conference.
• We kindly request that you consult with your mentor in advance regarding your conference participation and have your mentor inform the PWS Office.
• Annual membership fees for conferences are to be paid by the individual (i.e. student).