Ritsumeikan Asia Pacific University

I. Subsidies for student organizations for their extracurricular activities

1. Clubs and circles that have been approved as a premier organization can receive a subsidy of up to 500,000 yen for a single academic year after being evaluated. Click here for details.

2. All student organizations registered with the University can apply for the following system and receive financial support from the University.

• (1) Event & Project Support System Type B: Selected Projects
  Unique and outstanding projects can receive up to 500,000 yen of financial support. Click here for details.
• (2) Incentive scholarships for self-motivated students
  The incentive system awards clubs, circles, event and project groups, multicultural weeks, student staff organizations (excluding those who are compensated) that have registered with the university and individuals that have displayed exceptional performance in their activities. Selected organizations will not receive a subsidy but will be awarded an incentive (Organizations: 100,000 yen, individuals: 50,000 yen). Applications open in June. Refer to Campus Terminal for application details.

II. Procedures for Premier Organization Subsidy

1. Subsidy application procedures

• The Student Office contacts the premier organizations in regards to subsidy applications every academic year.
• Organizations need to submit subsidy application through the online registration system by the specified deadline.
• Provide a detailed explanation of each item based on past expenses or cost estimates (provide details in the remarks column).
• After careful consideration, provide a detailed explanation of the necessity and effect of the subsidy. The Student Office will decline applications that state only, "Decrease financial burden of organization and its members."
• After the application is completed, the Student Affairs Committee will decide the items to be subsidized and the subsidy amount.
• Applicable items will be subsidized by two-thirds (The organization will bear one-third of the cost)

2. Procedures for subsidy use for individual expenditures

< 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 ten business days before the off-campus activity or event. Your organization must receive approval by the Student Office.
  When applying, organizations need to select "Premier organization" in the section of "Type of organization” and indicate the subsidies your organization is applying for.
• (2) After event or off-campus activities
• ①Register the report or off campus activity through the online registration system within ten business days after the event or off-campus activity. Your organization must receive approval by the Student Office.
  * Organizations need to indicate which approved activity your organization is referring to in the activity report.
• ②After the Student Office approves the activity report, submit the "Subsidy request (off-campus activity or event)" through the online registration system within ten business days. 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). If airplane tickets were purchased using the subsidy, submit proof of boarding or a document issued by the airline company indicating the boarding time/date, flight number, and passenger name(s).
  * When applying for a "Subsidy request (off-campus activity or event)" on the online registration system, extract information from the activity report approved by the Student Office and indicate the confirmation number on the "Subsidy request (off-campus activity or event)”application.
• ③After the Student Office approves the "Subsidy request (off-campus activity or event)", the representative and accountant need to come the Student Office with their inkan within ten business days after the approval date.
• ④The subsidy will be transferred to the organization’s registered bank account after the Student Office approves the “Subsidy request (off-campus activity or event).”

< Expenses related to equipment and other expenditures >

• (1) Before purchasing equipment
• 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
• Submit the "Subsidy application (equipment and other expenditures)" on the online registration system within ten business days of purchasing the equipment. Immediately after that (within three business days), submit receipts with the appropriate on the back to the Student Office (see below for receipt requirements).
• (3) After the Student Office approves the “Subsidy application (equipment and other expenditures)",
• the representative and accountant need to come the Student Office with their inkan within ten business days after the approval date.

3. Receipts

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.

(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.

4. Registering the organizations’ bank account with the University (Master Account Registration)

• (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.

Note

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.