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Application for Foundation Grants, Post-Acceptance Procedures and FAQs

 

Table of Contents

What is a research grant?

  • It refers to those that are selected and received by public offerings such as research grant foundations.
  • The university accepts scholarships as a type of scholarship donation.
  • Except for those that are not approved by research funding organizations, etc., we collect common expenses (overhead) based on 15% of the amount accepted. The common expense burden is used for expenses for the entire university, expenses for the relevant department (the department that owns the donation), and donation paperwork expenses. * Regulations revised on July 1, the first year of Reiwa

*Click here for information on scholarship donations from corporations and individuals such as private companies (so-called “donations”).

If a University employee (including part-time staff) is selected for a research grant, the grant must be donated to the university. If you are selected for a research grant, some granting organizations may indicate that they would like the grant to be transferred to the faculty member’s personal bank account instead of to the university’s account. In such a case, a case in which a faculty member made a personal accounting without making a donation or notification to the university was pointed out in an on-site inspection by the Board of Audit. In accordance with the university’s regulations, research grants must be accounted for by the university in principle. If you are selected, please be sure to notify the Management Group.

If you want to apply

SHIORI Research Grants

Please take advantage of SHIORI, a system for sharing and distributing external funding information developed by URA. This page contains information on information that has been sent to the university for research grants. Deadlines and document submission destinations are also posted.

Contact

Management Group, Industrial Cooperation Division, Research Promotion Department, Institute of Science Tokyo
E3-11 2-12-1 Ookayama, Meguro-ku, Tokyo 152-8550
TEL : 03-5734-3816 FAX : 03-5734-2482
Email : don.gra[at]cim.isct.ac.jp
*Please replace @ with “@” in your email address[at].

Grant Foundation Center

You can browse the grants that are currently being solicited in the “Private Grant Guide”.

Once the adoption is decided

Research grants are accepted as a type of “scholarship donation” within the university. Depending on the intentions of the foundation and the nature of the grant, there are two types of acceptance.

How to proceed

1

When transferring money directly from the Foundation to Science Tokyo

Donations addressed to executives, employees, and faculty members will be remitted from the Foundation to Science Tokyo, and procedures will be made so that faculty members can use them using the Goods Billing System.

Flow until the start of budget execution

Decision to Adopt

1. Submission of scholarship donation application form

Through the host faculty member, please ask the Foundation to create one. Please be sure to attach a copy of the Notification of Acceptance and send it to Management Group(E3-11). Date: Around the 10th and 25th of every month

2. Acceptance decision

After the decision, we will notify the host faculty member by e-mail. The budget code will also be communicated at this time.

3. Delivery Request Form

The delivery request form issued by the Accounting Division of the University will be sent to the host faculty member by Management Group.

4. Deposits from the Foundation

In order to meet the desired payment date (= scheduled transfer date) stated on the scholarship donation application form, the grant will be transferred from the foundation to the university account.

5. Getting Started

After confirming the payment at the university’s accounting, it will be reflected on the goods billing system after going through the internal procedures, and the use will begin. * There is no reimbursement system for donations (research grants) before payment.

A receipt and a thank-you note in the name of the president will be sent to the Foundation.

Scholarship Donation Application Form

Please download and use the following file. For research grants (* Applications for applications conducted by research grant foundations, etc., and are selected after screening.) ）

2

When transferring money from the Foundation to the faculty member’s personal account

Flow until the start of budget execution

Decision to adopt the program (deposited from the Foundation into the faculty member’s personal account)

1. Submission of scholarship donation application form

Please create it by the host faculty member. Please be sure to attach the acceptance notice (copy) and the passbook (copy) of the faculty member’s bank account and send it to Management Group(E3-11). Date: Around the 10th and 25th of every month

2. Acceptance decision

After the decision, we will notify the host faculty member by e-mail. The budget code will also be communicated at this time.

3. Delivery Request Form

The delivery request form issued by the Accounting Division of the University will be sent to the host faculty member by Management Group.

4. Transfer

Please transfer the subsidy to the account listed on the delivery request form. The transfer fee will be borne by the university, so please deduct the amount of the fee before making the transfer.

* Only if the transfer cannot be made directly to the university due to the policy of the foundation. In other cases (where it is possible to transfer money directly from the Foundation), the transfer fee will be borne by the faculty member (private expenses).

5. Getting Started

After confirming the payment at the university’s accounting, it will be reflected on the goods billing system after going through the internal procedures, and the use will begin. * There is no reimbursement system for donations (research grants) before payment.

The receipt will be sent from the office to the faculty member. We do not send thank-you letters to the Foundation. Please let us know if you need it.

Scholarship Donation Application Form

Please download and use the following file. For research grants (* Applications for applications conducted by research grant foundations, etc., and are selected after screening.) ）

Note: If you do not qualify for the following research grants, please do not apply for a donation and treat it as your own income.

Examples that apply
  • Individual Bounties
  • If you are applying as a citizen (individual) and the research is conducted outside of working hours.
  • When accounting at the secretariat of an academic society that is recognized for its independence

It is no longer necessary to submit the “notification form” that was implemented until the 30th fiscal year.

Frequently Asked Questions about Research Grants

Q1

What is a research grant?

A1

This refers to applications that are submitted to public applications conducted by research grant foundations, etc., and are selected after screening. If you are unsure whether the external funding you have obtained is eligible for a research grant, please contact us.

Q2

When can I use the research grant?

A2

If the money is deposited to the university from the Research Grant Foundation, etc., based on the “desired payment date” (= scheduled transfer date) stated on the scholarship donation application form, you will be able to enter it in the goods request system. After confirming the payment from the Foundation at the Accounting Department of the University, it will be reflected in the goods request system through the internal procedures. If you are not in a hurry to use your budget, please wait about 3 weeks from the “desired delivery date” stated on the donation application form (for research grants). If you are in a hurry to use the budget, please contact the group in charge so that we can use the budget individually if the transfer of the grant from the Foundation is confirmed.

Q3

What is the budget code for a research grant?

A3

This refers to applications that are submitted to public applications conducted by research grant foundations, etc., and are selected after screening. If you are unsure whether the external funding you have obtained is eligible for a research grant, please contact us.

Q4

I have decided to transfer to another university. I would like to take my research grant to the new company.

A4

First of all, please check with the Research Grant Foundation and the destination institution to see if it is possible to transfer the grant to the destination institution.

Q5

Are there any rules for the use of research grants?

A5

When executing research grants, two rules must be followed.

  • Accounting rules of the University, such as accounting regulations
  • Rules for Grants from Research Grant Foundations, etc.

If you have any questions about the execution of the grant, please contact the department in charge of the contract.

Q6

The Research Grant Foundation has asked me to report my income and expenses. What should I do?

A6

We will issue a budget balance book, etc., so please contact the Management Group.

Q7

Are there any overhead charges?

A7

Except for those that are not approved by research funding organizations, etc., we collect common expenses (overhead) based on 15% of the amount accepted. The common expense burden is used for expenses for the entire university, expenses for the relevant department (the department that owns the donation), and donation paperwork expenses. * Regulations revised on July 1, the first year of Reiwa

Contact

Management Group, Industrial Cooperation Division,
Ext.: 3816
Email:don.gra[at]cim.isct.ac.jp
*Please replace @ with “@” in your email address[at].

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