Procedures regarding the travel support allowance on overseas business trip

1 Summary for travel expenses

Subaru Telescope offers travel support to visitors who work in Japanese research institutes. The National Astronomical Observatory of Japan (NAOJ) allows expenses for a stay (a daily allowance, accommodation charges) and transportation based on the departure and the arrival at the station closest to the affiliated organization. The stay expense is allowed depends on the status (wage level, degree) of one's self. Although all the fare for the international airline is allowed, domestic transportation expenses is calculated by NAOJ based on the appropriate route. 

*As hotel expense in Hilo is very high, your total expense may exceed the amount that NAOJ reimburses you. Please book cheaper accomodation by yourself, if possible.

Your travel expenses will be credited to your bank account. Please make an account registration if you do not have bank account. Please fill out the "Furikomi Iraisho" and send it to Ms. Suehiro, Subaru Project via e-mail at observers-infodesk@naoj.org.
Apposition of a seal is not necessary.

Download "Furikomi Iraisho" Microsoft Word     Adobe PDF

2 Use charge of Hale Pohaku

Because Subaru Telescope pays for the use of Hale Pohaku, accommodation fee and a daily allowance during the stay at Hale Pohaku are not paid to the visitor as travel expenses.

3 Arrangements of airline ticket

Please make a reservation and payment for the airline ticket on your own (please defray it). You can purchase the ticket from any travel companies, but please choose the one that can issue the estimate, the schedule, and the receipt. Because the airline ticket that can be changed many times would be expensive, please choose a ticket that is not changeable or the one that can be changed only once for returning flight (you may hang the alteration charge). You will be able to book your flight on any website, however, you need to submit a copy of e-ticket. If you use "Expedia", you need to request a receipt. In case you change your daily schedule, special procedure will be needed.

4 Required documentation for traveling expenses claim

In order to receive your travel expense, the original copies of the estimate, the itinerary and the receipt issued by the travel agency are necessary. Please confirm with your travel agency to issue these three documents when you purchase your airplane ticket. The name on the bill should be your name not the "National Astronomical Observatory of Japan".

5 Proceeding for the business trip
Please send your flight itinerary and the estimate (or a copy of e-ticket) to Ms. Suehiro, Subaru Project. After confirming the detail of the itinerary, the NAOJ will issue the business trip request to sub-organs.
6 Submitting the Subaru Telescope Visitor Form

Please fill in and submit the Subaru Telescope Visitor Form . The visitor form must be submitted two weeks before your visit.

Based on your visitor form, the Subaru Telescope will make reservations for hotels in Hilo, a rent-a-car, and Hale Pohaku.

7 Submitting "Shucchou Kanryou todoke" and other documents
After you return from your business trip, please send the following four documentations to Ms. Suehiro, Subaru Project.

1.  Shucchou Kanryou todoke

2.  Original stubs of the all your boarding passes (If you lost the stubs, please ask airline company to certificate that you have been actually on board.)

3. Receipts of hotels

4. Shucchou hokokusho(*)

Send to: Ms. Yoko Suehiro, Subaru Project, NAOJ 
             2-21-1 Osawa, Mitaka-shi, Tokyo 181-8588 (Tel:0422-34-3757)

(*) Ms. Suehiro will send the Shucchou hokokusho(4) and Shucchou Kanryou todoke(1) via e-mail after you return from the business trip. Please review it and send back the filled (1) and other required items (2 and 3).

A procedure will be initiated once all documentations are collected. (Flight itinerary, estimate, receipt, "shucchou kanryou todoke", original stubs of all your boarding passes [or the copy of your passport], receipts of hotels). Three or four weeks after submitting these documentations, the travel expense will be credited to the assigned bank account.

8 Advance payment of travel expenses

If you wish to receive your travel expenses before your departure, the advance payment is available. However, your travel schedule must be set in concrete a month before your departure. Changing your schedule and adjusting an account after the trip will affect the operation and decrease the efficiency; therefore, please avoid rescheduling. (please consider that rescheduling is substantively impossible.)

Please submit the original flight estimate and the original itinerary to Ms. Suehiro, Subaru Project by one month before your departure and request for advance payment for travel expenses. Please submit the airfare receipt to Ms. Suehiro, Subaru Project after receiving the receipt from the travel agency. As same as the general case, you need to submit "shucchou kanryou todoke", the original stubs of the all your boarding passes (or the copy of your passport), the receipts of hotels, and "shucchou houkokusho" after returning from the trip.
You can request for the advance payment of travel expenses as long as your travel schedule does not change.

Contact Information for Travel Support:

Mitaka, NAOJ: Open Use Section, Subaru Project



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