Student Affairs SectionWaseda University

(1) Registration/updating of the bank account information as a “Personal Account” through My Waseda

In order to receive medical fee reimbursement from the Waseda University Student Health Promotion Mutual Aid Association, you must first register ordinary savings account under the name of the student himself/herself on MyWaseda.

If the correct information was filled out in the “Enrollment procedure document (student’s personal record)” at the time of the enrollment procedure, the office of your affiliation shall perform the account registration procedure. You do not need to register your account yourself. However, if the correct information was not filled out in the said document, etc., you must register your account on MyWaseda as per “(5) Online registration/updating of the account.”

★If you are applying for medical fee reimbursement, be sure to check that your “account under the student’s name” has been correctly registered on MyWaseda.

• If you have not registered your account, you must register the “Personal Account” on MyWaseda yourself.
• If you are a foreign student, register a bank account with the same kana name for the account holder as the kana name on the Student ID.
• For foreign students and students in the English-based Degree Program, including the School of International Liberal Studies, we often see cases where students register their Roman character name as the account holder’s name and the actual bank account name is different. Be careful when registering/checking.
• Once you register your account, it shall remain effective while you are a Waseda University student unless there have been changes. However, if your Student Number has changed due to the shift from the Undergraduate School to Graduate School, etc., you must log in with the Student Number and register again.
• If you fail to register an account or incorrect information continues for 3 months after applying for medical fee reimbursement, you shall be considered to have abandoned the reimbursement. The medical fee shall not be reimbursed. Note that we shall not notify you regarding any failed transfer, etc. due to incomplete account settings.

(2) Check that the “Personal Account” has been registered!

Log into MyWaseda once and make sure that the “Personal Account” has been correctly registered.

There are two types of account registrations with the university, including the “Personal Account” to which medical fee reimbursement by the Waseda University Student Health Promotion Mutual Aid Association, scholarship (university scholarship), etc. are transferred, and “account from which tuition is paid.” There have been many cases in which a student only registered the “account from which tuition is paid” and misunderstands that account registration has been completed. Please be careful.

(3) Updating registered account information

Bank code, branch code, or account number may change after registering an account due to merge/abolishment of a bank/branch, etc. If any change has been made to the account information, swiftly update the account information.

(4) Account registration/update deadline

Register/update the account in advance. Be sure to register/update before submitting the itemized receipt. If you were unable to register/update before submitting the itemized receipt due to mitigating circumstances, swiftly register/update after submission.

*Note that the medical fee reimbursement application will be invalid unless the account is properly registered/updated within the specified period. (If the account is not registered/changed for 3 months after applying for medical fee reimbursement, the application shall be invalid.)

(5) Account registration/update on the website

Register/check/update the account data by following the steps below:
Log into MyWaseda => Menu on the left side of the home screen “Check/change personal information” => Change basic student information => Change “account under the student’s name”

• If account registration/updating operation does not work properly, inquire with the IT Center help desk on MyWaseda via email.

(1) Application procedure

The applicant student must fill the application form by bringing the “Student ID” and the documents below to the reception counter.

• If you received treatment without using your insurance card for emergency/other imperative reasons
  If a special application is filed by the patient and if it’s deemed to be for emergency/other imperative reasons, half of the normal medical fee may be reimbursed in some cases. (This shall be determined by the office based on the submitted documents and the situation)
  *The above process shall not be taken for treatment at one’s own expense (not covered by insurance).
  *If the hospital instructs to bring the insurance card on a later date, follow the instruction and change to treatment covered by insurance.

(2) How to summarize/submit the application

Fill out “Entry line (1)” and “Entry line (2)” on the “Application for Healthcare Benefit” and submit it along with the receipt (a copy is accepted) clearly indicating the information below at the Waseda University Student Health Promotion Mutual Aid Association counter.

*Documents filled out with a pencil or pen using special ink that is erased with friction, etc. shall not be accepted.

*Copies of receipts on both sides and copies on which advertisements, etc. are printed on the backside shall not be accepted.

Please download the application forms from here.

How to summarize the Medical Fee Reimbursement System application

Once a month, summarize the visits from the month (1st through the end of the month) and fill out the application.

*1,000 yen shall be deducted from each payment if you filed multiple applications for visits to the same medical institute within the same month.

The submission deadline shall be the 10th day of the third month after the visit month. Note that no application submitted past the deadline can be accepted.

Please check the “Application Deadline” from here.

Required items on the receipt

All of the name, date of the treatment, name of the medical institute, receipt seal of the medical institute, medical fee points, and receipt amount shall be included.

*Note that we shall not return the receipt attached to the application.

*Treatment received in overseas medical institutes/dispensing pharmacies shall be outside of the scope of medical fee reimbursement.

*1,000 yen per medical institute shall be the self coverage amount and deducted from the medical fee reimbursement.

However, if there are multiple treatment months (such as April and May) at the same medical institute, a total of 2,000 yen shall be deducted, including 1,000 yen for the month of April and 1,000 yen for the month of May.

(3) Submission deadline

Be sure to submit the “Application” by the 10th (*) of the third month after the visit month. No application submitted past the deadline shall be accepted.

Please check the “Application Deadline” from here.

*If the 10th of the third month after the visit month falls on a Saturday/Sunday/holiday or during Summer/Winter Vacations, it shall be the next weekday.

*If you cannot come to the reception counter by the deadline due to hospitalization, recuperation near one’s parents’ house, spreading of infectious disease, etc., you may apply by mail. However, applications that did not arrive before the submission deadline shall not be accepted. Note that the submission deadline is NOT the postmark deadline.

When applying, be sure to attach the “Reason for postal mailing form (Student ID copy must be affixed)” in addition to the “Application,” receipt, etc. (Without the “Reason for postal mailing form,” the application shall not be acceptable.)

*If you cannot come to the reception counter by the deadline, submission of the “Application” by proxy shall also be acceptable in addition to mailing. However, the proxy must bring the “Letter of attorney (Student ID copy must be affixed)” and the proxy’s ID in this case.

*If preparing a letter of attorney other than the specified “Letter of attorney (Student ID copy must be affixed),” the proxy must bring the Student ID (a copy is accepted).

(4) Transfer date for medical fee reimbursement

Treatment/dispensing from contracted medical institutes/pharmacies

The medical institute shall submit the application in the month following the treatment/dispensing. The transfer shall be made in the middle (10th through 20th) of the month two months after the treatment/dispensing.

(Example: Treatment in April -> Transfer in the middle of June)

The name of the account making the transfer shall be “Sodaigojokai.”

Treatment/dispensing from non-contracted medical institutes/pharmacies

While this depends on your application submission date, reimbursement for those submitted by the submission deadline, which is around the 10th of the month following the treatment, shall be transferred in the middle of the month two months after the visit month.

(Example: Treatment in April -> Submission by May 10th -> Transfer in the middle of June)

*Check the transfer timing on the “Medical fee application receipt,” which shall be issued at the reception counter when you apply.

*If the “account under the student’s name” is not registered or incorrect for 3 months after applying for medical fee reimbursement, you shall be considered to have abandoned the reimbursement. The medical fee shall not be reimbursed. Note that we shall not notify you regarding any failed transfer, etc. due to incomplete account settings.