29.1 Policy

This Chapter provides basic policies and rules on travel and meeting expenses, and honorarium for OIST officers and employees, and guest travelers. Travelers must understand all travel related policies and rules and make business travel expenses reasonable and economical. Once the travelers finish business travels, travelers must promptly make the settlement of travel expenses in accordance with the travel expense settlement procedures.

Likewise, to invite guests to OIST, inviters must inform guest travelers of OIST’s policies and rules on guest travels and their expenses. Inviters must also keep guest travel expenses reasonable and economical and, once the travels are finished, promptly make the settlement of guest travel expenses in accordance with the travel expense settlement procedures.

The University’s travel policy (and primary requirement) is that all business travel must be approved before the traveler leaves for the trip and before any prepayments can be made.   

University travelers are expected to spend University funds prudently and plan appropriately so costs do not exceed budgetary limitations. Business travel expenses will be paid by the University if they are reasonable, appropriately documented, properly authorized, and within the guidelines of this policy. See Table for details on categories of travel expense and per diem rates. The traveler should neither gain nor lose personal funds as a result of University travel.

This Chapter applies to anyone who incurs travel expenses paid by the University regardless of the source of funds. It aims at providing

  • Compliance with Japanese regulations.
  • Policies, Rules, Procedures, and Definitions that simplify travel arrangements and enable the University to manage its planned annual travel budget within available resources.
  • Clear and consistent understanding of policies, rules and procedures for meetings and travel.

Intentional or frequent disregard for the University's travel policy and procedures may be considered grounds for disciplinary action, and/or for prosecution in the case of fraudulent misrepresentation of travel expenses.

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