2. When a funding organization deposits a grant into a faculty member's personal bank account, which is then transferred to the Institute's bank account
Flow of Procedures for Receiving Research Grants
Funding organization decides to award a grant (Funding organization deposits the grant into the faculty member’s personal bank account)
1.Submission of donation form
The faculty member who will receive the grant must prepare a donation form.
The form must be submitted to the Research Promotion Group (Mailbox: E3-16). A copy of the grant award letter from the funding organization and a copy of the first page of the faculty member’s bankbook must be attached.、Deadline: Around the 10th and 25th of each month
2. Decision by the Institute to accept the grant
If the Institute decides to accept the grant, the faculty member who will receive the grant is notified of the decision by email.
The faculty member is also notified of a budget code at this time.
Submit the User Registration Form for Purchase Request System to the administration office below.
Research Fund Contract Group, Ookayama Campus (Mailbox: E3-16)
3. Sending of Payment Request
The Accounting Division sends a Payment Request to the faculty member.
4. Transfer of grant
The faculty member must transfer the grant to the Institute’s bank account stated on the Payment Request. When doing so, deduct bank fees from the grant and transfer the remaining amount to the Institute. The Institute will bear the cost of bank fees.*
*This is only applicable when a funding organization is unable to deposit the grant directly into the Institute’s bank account due to their policy. In all other cases (i.e., where it is possible for a funding organization to deposit the grant directly into the Institute’s bank account), the faculty member must pay the bank fees to transfer the grant from his/her account to the Institute’s account.
If necessary, the grant may be used as soon as the Institute confirms that the grant has been deposited by the funding organization (i.e., before internal procedures have been completed).
Please contact the Research Promotion Group if you want to check the deposit and/or need to use the grant immediately.
5. Available for use
It takes approximately three weeks from the time the Accounting Division confirms that the grant has been transferred to complete internal procedures, update the Purchase Request System, and make the grant available for use by the faculty member.
A receipt is sent from the administration office to the faculty member. A letter of appreciation is not sent to the funding organization. If a letter is required, please contact us.