Travel Expense Reimbursement Guildelines

1.1 Personal Travel
・If your trip includes personal travel or visits unrelated to ISSP, please consult with us before booking your flight.
・Approval must be obtained in advance.
・Reimbursement is possible only if the private portion is clearly shorter than the business portion.
・If approval is not granted, reimbursement will be limited to a one-way ticket.
1.2 Documents to Submit Before Traveling
Please email the following documents to begin the reimbursement process:
・Flight itinerary
・Flight purchase receipt (e-ticket showing payment)
1.3 Receipt Requirements
・The receipt must show your name as the traveler.
・Reimbursement will be made only to your personal bank account.
・If booked through your institution’s travel center, ensure your name appears clearly.
・Receipts issued only in your institution’s name cannot be accepted.
・If the receipt is a paper copy, email a scanned version first and submit the original later.
・The itinerary and receipt must be clearly linked (e.g., booking number).

・Submit your paper boarding pass from your departing flight.

・Email a scanned copy of your paper boarding pass from your return flight.

4.1 Personal and Business Travel Combined
・Approval must be obtained before purchasing your ticket.
・Reimbursement is possible only if the personal portion is clearly shorter than the business portion.
・Without approval, reimbursement will be limited to a one-way ticket.
4.2 Ticket Booking
・Please book your ticket individually. Do not combine bookings with other travelers.
4.3 Boarding Pass Requirements
・Paper boarding passes only. Mobile passes are not accepted.
・Avoid using automated gates.
・If paper passes are unavailable, submit a copy of your passport stamp page.
4.4 Domestic Transportation
・Taxi fare from the airport to ISSP is not reimbursable under the University of Tokyo’s travel policy.
・Domestic travel expenses to and from the airport are reimbursed at pre-determined fixed rates.