Examiner Travel Arrangement

The following guidelines are based on OIST’s travel expense regulations (PRP chapter 29).
As it is funded by subsidy of the Japanese government, OIST is only able to cover the cost of travel for the most economical route in the allowed class category.

Important Notes
  • OIST only covers the cost of simple round-trip for flight and OIST-business related expenses.
  • Any costs related to private stay activities cannot be covered.
  • In case of a trip combining visit to OIST and other institution(s), the costs are shared by OIST and the other institution(s). OIST will ask the traveler whether the next host institution is able to pay for the expense to the next destination.
  • OIST is unable to accommodate personal requests (such as preferred airline, itinerary, etc.).
  • OIST can only reimburse you the actual paid amount showed on receipts so that points accumulated on airline mileage, expedia points, etc. are not reimbursable.

Flight Arrangement

In principle, OIST arranges a simple round trip between workplace/home and OIST on behalf of the traveler.

When a guest includes a private stay or detour, only expenses pertaining to OIST business will be covered.  A quote comparison is required, and any difference incurred by a private stay or detour needs to be paid by the traveler.

Once the travel schedule has been fixed, the Graduate School Travel Team will contact you for final confirmation of the flight itinerary.

If you prefer to purchase the flight tickets, please refer to Self-Flight Arrangement.

Accommodation

OIST will arrange accommodation for your OIST business period.  If you arrange accommodation by yourself, please refer to Self-Accommodation Arrangement.

Ground Transportation

OIST will arrange transportation (by taxi) between Naha airport and your hotel, and again from the hotel to OIST (and vice versa).

Reimbursement

Travelers are only reimbursed after travel is completed.
Original receipts are required for all reimbursements. The submission deadline for reimbursements is 10 business days after the end of the trip.

For self-arranged airfares, please submit receipts, boarding passes, and itineraries for reimbursement.

　Travel Expenses NOT covered by OIST

  • Any incremental expenses incurred through non-OIST business, such as advance/extended stays or detours, stopover expenses, or air fare differences incurred by an extension of stay.
  • Cancellation fees, change fees, or any additional costs incurred due to a disaster, such as a typhoon, during a private stay.
  • Uneconomical transportation, e.g. taxis in the metropolitan area, or short distance Shinkansen.
  • Any expense not listed above e.g. meals, drinks etc.