For visitors invited to ELSI, with whom we have prior agreement to pay travel-related expenses, you will be reimbursed according to the Tokyo Institute of Technology's university rules. At ELSI, your travel-related expenses will be categorized into the following two:
- 1) Airfare, and
- 2) Per diem, your daily allowance for expenses.
Airfare will cover the flight cost including fuel surcharges and airport and ticket taxes. ELSI's expectation is for the flights to be booked in economy or within that reasonable range.
Any other expenses outside of your airfare should be covered by your per diem. This includes transportation to/from the airport, hotel, meals, local transportation costs and any other miscellaneous expenses.
If you are invited to visit ELSI but your airfare will be covered by another institution, we will still need to receive a copy of your itinerary and your boarding pass into Japan in order for us to pay your per diem for the ELSI portion of your visit. The university regulations require these documents for accounting purposes.
In the event that you are invited to Japan by another institution in addition to ELSI, please let us know as there may be cases where your travel expenses will be shared by the two institutions.
If you change your itinerary after your initial plans (for example, to add a visit to another institute in Japan, or even for personal travel reasons) please notify us of those changes as well.
Airfare and Per Diem Reimbursement
ELSI will basically transfer your travel-related expenses into your bank account after the trip upon receiving necessary documents from you.
Alternatively, we could pay in JPY cash upon your arrival at ELSI.
In both cases, your itinerary, receipt and e-ticket copy have to be submitted to us at least 3 weeks before your departure date.
Plane Ticket Arrangement
ELSI can book and pay for your ticket.
We need to have your departure airport and airline preference with your frequent flyer program number, if applicable seat preference, window or aisle special meal request, if any A scanned image of your passport will be needed Your per diem can be paid by bank transfer after the trip or handed to you in JPY cash on your first day at ELSI
We will need the following bank-related information below from you to process the wire transfer of your airfare and per diem reimbursement. After receiving all of your documents and information, it will take approximately three weeks to process.
- 1) Name of the currency in which you would like to receive reimbursement
- 2) Payee's Account No.
- 3) Payee's name as registered on the account
- 4) Payee's address (Street, State)
- 5) Payee's address (Country)
- 6) Payee's Bank name
- 7) Payee's Bank branch
- 8) Bank branch address (Street, State)
- 9) Bank branch address (Country)
- 10) SWIFT code
If you have any questions regarding reimbursement of travel-related expenses, please contact our office.