Forms and Procedures Required for Applications and Disbursement

1.	Employment Agreement
2.	Resume for Research Associates
3.	Report on Hours Worked by Contract Workers	Roster of wage personnel
4.	Application for Deduction for Dependents of Salaried Workers	This form is for personnel without dependents. Personnel with dependents are to obtain the appropriate form at the financial affairs of each department office.
5.	Extramural Researcher Registration Form	Everyone is required to submit this form, even Waseda students. If there are any changes to your address or bank account, please resubmit the form to update the information.
6.	Request for the Payment of Labor Costs (Full-Time Faculty)	If a full-time staff member wishes for the payment of labor costs, he/she shall submit this form to the head of the department office in advance for approval. However, payment for time spent in teaching can not be claimed
7.	Request for the Payment of Labor Costs (Research Associates)	If a research associate wishes for the payment of labor costs, he/she shall submit this form to the head of the department office in advance for approval.
8.	Fax Form to Request Advance Approval for an Estimate	For expenditures of JPY 1 million or more, you need to obtain approval from the Financial Affairs Division in advance. However, this does not apply to consumables.
9.	Purchase Agreement
10．	Contractor Selection Report	You do not have to submit this document for disbursements of JPY 1.5 million or more if you have a comparative estimate from several companies.
11．	Investigation Report	You need to submit this document for purchases of equipment or machinery of JPY 300 thousand or more.
12．	Contractor Registration
13．	Request for Approval for Order Placement	You need to submit this document if the program is funded by MEXT's Special Coordination Funds for Promoting Science and Technology/ Grants-in-Aid on Comprehensive Scientific Research Contract.
14．	Service Agreement of Service Contract	This agreement is for research program contracts with external entities.
15．	Order Form/Order Acceptance Form	If necessary
16．	Request for Business Trips	Reference: Travel Expense Regulations
17．	Business Trip Report	Be sure to submit this document if your program is funded by a public authority.
18．	Request for Lecture Fee Payment
19．	Request for Commutation Allowance	For commuting in and around Tokyo, you can submit this document rather than the Request for business trips. You are requested to use reasonable transportation routes for commutation.
20．	Receipt

Documents and Procedures for the Disbursement of

Research Funds (Important)

Documents marked with a circle (○) are required and should correspond with the purchase price (including consumption tax).

Total amount of purchase or invoice		Estimate^{1, 2}	Comparative estimate	Acknowledgment of order	Agreement	Invoice/statement of delivery^{3, 4} or receipt⁵	Approval for payment
Less than JPY 300 thousand						○	Approval from the head of the department office
JPY 300 thousand or more but less than JPY 1.5 million	○			○		○	Approval from the head of the department office
JPY 1.5 million or more but less than JPY 5 million	○		○	○		○	Approval from the head of the department office
JPY 5 million or more but less than JPY 30 million	○		○		○	○	Approval from the executive director responsible⁶
JPY 30 million or more	Please consult with the financial section of department office promptly because you need to make bids and obtain approval from the Executive Board.

1.	For disbursements of JPY 1 million or more, you need to obtain approval from the Financial Affairs Division in advance advance approval for an estiname(advance approval for an estimate). Please consult with the financial affairs of each department office as soon as possible after obtaining an estimate preparing an estimate. However, this does not apply to consumables.
2.	You are requested to attach related documents (e.g., a copy of the catalog, drawings, and a block plan) to the estimate.
3.	Invoices and receipts are effective for only three months. Please ensure that invoices are not left in your laboratory.
4.	Equipment and supplies of JPY 100 thousand or more need to be registered as assets. Please ensure that they are specified as follows: (1) Manufacturer (2) Specifications (3) Production number (if no specification is available) (4) Installation Site/Location (in detail, e.g., room no. __, bldg. no. ) (5) Manager’s name, ID, and laboratory name
5.	Receipts should always be addressed to ________ (name), ______ Laboratory, Waseda University (writing only your name or “To whom it may concern” is not acceptable), and must include a description of the purchase.
6.	Orders cannot be placed without approval from the executive director in charge (for a settlement of decision. Therefore, anytime you require a disbursement, it is recommended that you apply for approval as soon as possible, for example, when a plan is determined, rather than just before placing an order.