Subsidies for student organizations for their extracurricular activities

＜ Expenditures for events and off-campus activities ＞

• (1)

  Before events or off-campus activities
  Complete the activity registration through the online registration system a minimum of two weeks before the off-campus activity or event. Your organization must receive approval by the Student Office.
  When registering, organizations approved for subsidy must select “Basic Activity Support" or “Activities that Contribute to Society/APU Community” in the section "Type of University Subsidy” and indicate the subsidy your organization will be receiving.

• (2)

  After event or off-campus activities

  • ①

    Submit the report through the online registration system within two weeks after the event or off-campus activity. Your organization must receive approval by the Student Office.

  • ②

    After the Student Office approves the activity report, submit the "Subsidy Procedure (Off-campus activity or Event)" through the online registration system within two weeks. Immediately after that (within one week), submit receipts with the appropriate information on the back to the Student Office (see below for receipt requirements).

    In the "SNS Report" section, use the following format to create SNS reporting data in Japanese and English, and share a link of its editable version after making it.

    • Basic Activity Support
    • Activities that Contribute to Society/APU Community
  • ③

    After the Student Office approves the "Subsidy Procedure (Off-campus activity or Event)", the representative and accountant need to come the Student Office with their inkan within two weeks after the approval date.

  • ④

    The subsidy will be transferred to the organization’s registered bank account after the Student Office approves the “Subsidy Procedure (Off-campus activity or Event).”

＜ Expenses related to equipment and other expenditures ＞

• (1)

  Before purchasing equipment, etc.
  Subsidies exceeding the estimated amount in the subsidy application will not be subsidized. Confirm the actual product when submitting a subsidy application.

• (2)

  After purchasing equipment, etc.
  Submit the "Subsidy application (equipment and other expenditures)" on the online registration system within two weeks of purchasing the equipment. Immediately after that (within three business days), submit receipts with the appropriate information on the back to the Student Office (see below for receipt requirements).

  In the "SNS Report" section, use the following format to create SNS reporting data in Japanese and English, and share a link of its editable version after making it.

  • Basic Activity Support
  • Activities that Contribute to Society/APU Community
• (3)

  After the Student Office approves the “Subsidy Procedure (equipment and other expenditures)", the representative and accountant need to come the Student Office with their inkan within two weeks after the approval date.

When purchasing items that have been approved for subsidy use, be sure to receive a receipt that lists the names of the items purchased, the number of items purchased, and the unit price. As a general rule, receipts that only show the total amount paid and do not list the specific items purchased will not be accepted.

(1) Itemized Receipts

• If there is a space on the receipt where the business issuing the receipt can make it out to the university, have them make it out to either「立命館アジア太平洋大学」or”Ritsumeikan Asia Pacific University.” Receipts that are written out to “customer,” the student organization, or “APU” are ineligible for reimbursement.
• On the back of the receipt, write the ①date of purchase ②total amount and ③place of purchase in pen. (Do not use a pencil.)

(2) Formal Receipts (ryoshusho)

Follow the instructions below if a business is only able to issue you a formal receipt (ryoshusho) instead of an itemized receipt.

Name	Receipts should be made out to 「立命館アジア太平洋大学」or “Ritsumeikan Asia Pacific University” NOTE* Receipts made out to “APU” or “Ritsumeikan” are ineligible
Stamp of the Issuer	The receipt should be stamped by the issuer
Amount and purchased items	The monetary amount and the purchased items should be clearly stated.
Notes on the Reverse Side	1. Date of purchase 2. Items, unit value x quantity, purpose of the purchase, (Departure and arrival places in the case of travel expenses) 3. Formal student organization’s Name 4. Bank account name (organization name), position (Representative or Accountant), name, and student ID number of the member whose name is on their organization’s bankbook. *[Sample] APU Japanese culture club, Accountant JUMON Shoko, 12345678 5. Inkan (Seal) or signature of the member whose name is on their organization’s bankbook.
Revenue Stamp(Shunyuinshi)	Necessary for amounts of over 50,000yen
Correction	Front side: Corrections to the front of the receipt should be stamped by the issuer Back side: Use the following method to correct any mistakes. 1. Draw two lines over the correction part. 2. Put the account holder’s stamp over the two lines. 3. Write the correct information above the two lines.

(3) Receipts Issued Overseas (English speaking countries)

• The word “Receipt” should be written on the front side.
• “Ritsumeikan Asia Pacific University” must be clearly written on the receipt. “APU” is not acceptable.
• There must be a stamp or signature of the issuer.
• *On the reverse side (uragaki), please write the exchange rate of the local currency if not in Japanese yen or attach a table of currency exchange rates.
• Write the items listed in (2) above on the reverse side.

(4) Receipts Issued Overseas (non-English speaking countries)

• If you cannot obtain receipts in English, you must provide a translation. Make certain that the receipts are made out TO: “Ritsumeikan Asia Pacific University” in English not in the local language.
• *On the reverse side (uragaki), please write the exchange rate of the local currency if not in Japanese yen or attach a table of currency exchange rates.
• Write the items listed in (2) above on the reverse side.

• (1)

  Subsidies will only be transferred into the organization’s bank account. (Open the bank account with the Organization’s Name + Representative/Accountant + Individual Name) *[Sample] APU Shakespeare Club, Accountant JUMON Shoko

• (2)

  You must register a new account with the university (Master account registration). Bring your bank passbook and inkan to the Student Office.
  IMPORTANT! Register your account when you submit the Budget Request Application. If you did not register your account when you submit a Request for Disbursement of Extracurricular Activity Subsidy, your application may not be accepted.

• (3)

  You must change the name on the account if the member who opened the account graduates or leaves the club. Do this at the bank, and update the registration at the Student Office.

  * As you need the club member who opened the account to do most transactions, be sure to change the account name before the current member leaves.

• (4)

  After updating the account name at the bank, bring your bank passbook and inkan to the Student Office.

A few days are required for funds to reach your account after submitting a Request for Disbursement of Extracurricular Activity Subsidies. Be sure not to change the account name until after all transfers have come through.
Change names before applying for any subsidies.