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
*Depends on the hotel you stay in Hilo, your total expense may exceed the amount that NAOJ reimburses you. Please choose your hotel carefully before you submit your visitor form.
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. Takamoto, Subaru
Project via e-mail. Apposition of a seal is not necessary.
Download "Furikomi Iraisho"
Adobe PDF (In Japanese only)
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
5 Proceeding for the business trip
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
Please fax your flight itinerary and the estimate to Ms. Takamoto, Subaru Project. The fax number is 0422-34-3527. 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
7 Submitting important documentations
Please fill in and submit the Subaru Telescope Visitor Form . The visitor form must be submitted two weeks before your observation.
Based on your visitor form,
the Subaru Telescope will make reservations for hotels in Hilo, a
rent-a-car, and Hale Pohaku. If your observation is not with the Subaru
Telescope, such as UH88, Gemini, or Keck, please make a reservation for Hale
Pohaku at each institute.
After you obtain all three documentations, the travel estimate, the
itinerary, and the receipt, please mail these original documentations to
Ms. Takamoto, Subaru Project. It would be not problem purchasing your
ticket from any travel agency as long as your agency issues those three
the following two agencies would issue documents and directly mail them
to Subaru Project.
8 Submitting "Shucchou Kanryou todoke"
and other documents
If you purchase from one of the following agencies, please inform them
that it is the Subaru expense.
TEL: 03-3573-8511 FAX: 03-3573-8531
Miyuki Shiraishi E-mail: mi-shiraishi_at_nittsu.co.jp
Business hour 09:00-18:00 (Close on Weekends and Holidays)
Kinki Nippon Tourist, BTM Group
TEL: 03-6891-9338 FAX: 03-6891-9405
Rinko Onuki E-mail: rinko933643_at_mb.knt.co.jp
Tetsuya Harasawa E-mail: harasawa894027_at_mb.knt.co.jp
Kimiaki Morimoto E-mail: morimoto914063_at_mb.knt.co.jp
After you return from your business trip, please send the following four
documentations to Ms. Takamoto, Subaru Project.
9 Advance payment of travel expenses
Shucchou Kanryou todoke
2. Original stubs of the all your boarding passes (If you lost
the stubs, please submit a copy of your passport where your departure
and return dates are indicated. And also a copy of your ID picture
3. Receipts of hotels
4. Shucchou hokokusho with your signature and a personal seal (*)
Send to: Ms. Masami Takamoto, Subaru Project, NAOJ
2-21-1 Osawa, Mitaka-shi, Tokyo 181-8588 (Tel:0422-34-3516)
(*) Ms. Takamoto will send the form of Shucchou houkoku via e-mail after
you return from the business trip. Please review the form and send it
with your signature and a personal seal.
If the NAOJ staff goes on a business trip, Ms. Takamoto asks to sign and seal
A procedure will be initiated once all documentations are
collected. (Flight itinerary, estimate, receipt, "shucchou kanryou
todoke", original stubs of all your boaring passes [or the copy of your passport],
receipts of hotels, and "shucchou houkokusho"). Three or four weeks after
submitting these documentations, the travel expense will be credited to
the assigned bank account.
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. Takamoto, Subaru Project by one month before your departure and request for advance payment for
travel expenses. Please submit the airfare receipt to Ms. Takamoto,
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
Mitaka, NAOJ: Open Use Section, Subaru Project
- Contact person: Masami Takamoto
- Phone: 0422-34-3516
- Fax: 0422-34-3527