Student Travel Expense Subsidy

Activities conducted as part of regular coursework that promote educational and research endeavors beyond the framework of SOKENDAI’s courses—and that contribute to the University’s mission of fostering researchers with internationally recognized, advanced research capabilities and broad perspectives in fundamental academic fields—are eligible for support. Based on applications submitted by enrolled students, the Hayama Headquarters will provide full or partial financial support in accordance with internal regulations.

1. Objectives of the Subsidies

Based on applications submitted by enrolled SOKENDAI students (excluding those on leave of absence) who are registered for course subjects that qualify as eligible educational activities, SOKENDAI will provide full or partial financial support for round-trip transportation expenses and accommodation costs necessary for traveling from the students’ home campus to the location where intensive lectures, seminars, or similar classes are held.

2. Eligibility

Eligible students are regular SOKENDAI students (excluding those on leave of absence).
The educational activities for which students may receive support for travel expenses are defined as follows:

1. Course subjects at SOKENDAI that require students to travel in order to attend in‑person classes or similar face‑to‑face educational activities.
2. Other activities that the President recognizes as meeting the eligibility criteria specified in Article 3 of the Regulations on Travel Expense Subsidies for Students Participating in Regular Curriculum Activities of the Graduate University for Advanced Studies, SOKENDAI. 

3. Subsidy Amounts

The maximum amount of travel expense subsidies is 60,000 yen per person for each course, with an annual limit of two courses.

4. Documents to be Submitted

[ Application ]

If you wish to apply for the travel expense subsidies, please submit the following documents to your program office by the date specified by your program office*1.

*1 Please contact your program office for the submission deadline.
(The documents must arrive at the Hayama Headquarters no later than seven days before the start of travel.)

(1) “Application form for payment of travel expense for SOKENDAI activity” (Form 1)
※As we have previously requested the submission of syllabus, please note that we have now added a section for syllabus information (the relevant URL) in the Application Form under item “(4) Syllabus Information.”
By completing this section, you will no longer need to submit the syllabus separately.
If your syllabus does not include details such as the venue, dates, or schedule, please also provide a URL in the lower field where this information can be confirmed.
If the information is provided via email, please attach the email separately.

(2) Copies of the emails confirming the approval of both the academic advisor and the hosting instuructor.

(3) For accommodations using commercial facilities, documents showing the accommodation plan (e.g., online reservation confirmation email).
※Submission at the time of settlement is also acceptable.

(4) “Local Remittance Registration Application” (Form 2) 
Please submit this document if you are receiving travel expense support from the University for the first time, or if there has been any change to your previously registered bank account information.

 
[ Settlement ]

After completing the course (travel), please submit the following documents to your program office.
(The documents must arrive at the Hayama Headquarters within seven days after the completion of travel.)

5. Important Points concerning Travel Expenses Subsidy

• Travel expenses (round‑trip transportation and accommodation costs) will be provided to eligible SOKENDAI students in accordance with University regulations. For the disbursement of expenses, payment will be made to the designated bank account after confirming attendance during the course period (based on the attendance record).
  Please note that students are required to temporarily cover their own travel expenses, which will be reimbursed after the settlement.
  
  
• As a general rule, travel expenses will be reimbursed based on travel to and from the location of the parent institute where the student’s affiliated course is based. However, if the student requests to designate another location as the point of departure or arrival, and if travel to and from that requested location is deemed more economical and reasonable than travel based on the parent institute's location, reimbursement will be calculated using the requested location.
  Please note that if you request to use a different location as the departure or arrival point, please specify details such as your travel schedule and route in the “Application form for payment of travel expense for SOKENDAI activity." 
  
  
• If the one-way JR travel distance between the departure/arrival point and the destination exceeds 100 kilometers, travel expenses will be calculated and reimbursed based on the fare of a regular train ticket with the student discount applied. Therefore, please make sure to apply in advance for a student discount certificate through your program office.
  
  
• If a limited express train is required for academic activities to go to a destination other than parent institutes, the limited express surcharge may be reimbursed even when the travel distance is less than 100 kilometers. If you use a limited express train, please submit documentation at the time of settlement that clearly shows the date, travel section, fare, and ticket type.
  If you plan to use a limited express train, please consult with us in advance.
  
  
• Meal expenses for each day during the course period are not covered by this travel support and must be borne by the student.
  
  
• If it is determined that overnight accommodation is necessary in order to attend the classes, lodging expenses will be provided in accordance with the university’s travel expense regulations.   

※If any false declaration is identified, it will be regarded as misuse, and you will be required to return the funds and may be subject to disciplinary action in accordance with the university’s regulations.

[Important Notes on Accommodation]

• If you cannot arrive in time for class without leaving before 7:00 AM, or if returning after class would mean arriving home after 10:00 PM, overnight accommodation — including the night before or after — may be approved depending on your circumstances. Please contact us in advance.
  
  
• If you stay at the home of a friend or relative, or in any other situation where no lodging expenses are incurred, no lodging allowance will be provided..
  
  
• Meal expenses associated with lodging, such as breakfast, must be covered by the student. After completing your travel, please promptly submit the receipt (electronic data is acceptable) showing the lodging fee for the room only (without meals) to your program office. If the lodging fee and meal charges are listed together on the same receipt, please also submit an itemized statement showing a breakdown of the charges. Please note that if it is determined that the lodging fee includes the cost of meals, the reimbursement amount will be adjusted accordingly.