Self-Flight Arrangement

If you prefer to purchase your own flight tickets, please follow the procedures below.

In principle,

  • Airfare will only be reimbursed after the travel.
  • The maximum amount for reimbursement will be set at the simple round-trip quote obtained from OIST’s contracted travel agency (JTB).
     

Procedure

  1. The Graduate School Travel Team (GS Travel Team) will contact you with the current simple round-trip quote from JTB. This quote will be set as the maximum reimbursable amount.

     
  2. Keeping the following points in mind, your flight ticket(s) must be purchased within a week of receiving notice of the JTB quote and maximum reimbursable amount. If your airfare exceeds the maximum reimbursable amount, you are responsible for covering the difference, not OIST.
     
  • Origin/destination airport and arrival/departure date at Naha airport must be the same which is confirmed by OIST Exam team.
     
  • The flight class must be same as JTB quote (please note that OIST can not cover business class for domestic flight).
     
  • Reimbursement for transit hotels will depend on the JTB quote obtained by the GS Travel Team. For example, if the self-arranged flight requires an overnight stay at the transit point, reimbursement for this accommodation will be made ONLY IF the JTB quote also includes an overnight stay in its itinerary.
     
  1. After you purchase your flight ticket, please submit the e-ticket and receipt to GS Travel Team before the departure date. Also, please submit the boarding passes after your travel. The Graduate school cannot reimburse any expenses without them.
    To request for reimbursement, please keep in mind that:
  • Flight tickets must be purchased within a week of receiving notice of the JTB quote and maximum reimbursable amount. *If this is not possible, please let us know as we will need to obtain a new quote.
     
  • Receipt must include the traveler’s name, flight schedule, airfare(including currency), and date of payment.

     

Under no circumstances will you be reimbursed if you fail to meet these points.