Travel Information

E-ticket(s)

Print out the e-tickets sent to you and bring all the necessary travel documents with you when you travel (Passport, E-ticket and Hotel voucher (if any)).

When you check-in at the departing airport, please make sure to present all the E-ticket(s) and tell the airline company that your final destination is Naha airport, Okinawa, Japan for the smooth direct transfer of your luggage to Okinawa.

Those who have separate E-tickets may have to pick up the luggage at the transit airport and may be required to check it in once again at the airline counter. In such a case, please ask the airport staff what to do at the transit airport and follow their instructions.

Travel Insurance

Since your relocation travel is one-way, it does not come with travel insurance.
You may arrange your travel insurance for the duration of your journey. From the date of your arrival, you will be covered by National Health Insurance, a mandatory insurance provided by the Japanese Government.

What to Do in case of?

I. Missed the flights/connection due to delays or cancellation?
 

If your flight is delayed or cancelled, make sure to obtain a certification of cancellation/delay.

1.    Contact airline staff at the counter of the airport (you do NOT have to wait for our instructions).
       Work with airline staff to find an alternative itinerary and overnight accommodation if necessary.
       If this change will cause you to miss a transfer, be sure to inform the airline staff.
       If the airline will not cover any overnight stays caused by the delay/cancellation, please try to arrange accommodation
       by yourself. You can find an available hotel by asking the Information Desk at the airport or search for hotels
       on the internet.

       OIST will reimburse actual lodging costs up to the maximum lodging allowance (amount varies depending on
       countries/cities you stay: for specific information, please check here). Please keep all the receipts

       *If you have missed your flight for personal reasons, it is your responsibility to cover any expenses that arise.

2.    Send us the “UPDATED" flight schedule (New Arrival time and Flight number to Okinawa) by email at gs-emergency@oist.jp

3.    Submit all documents and the receipts after your arrival at OIST

II. Typhoons?
 

Summer is the high season for typhoons in Okinawa/Japan and we strongly recommend that you check typhoon information in the webpage below before departure.

JMA (Japan Meteorological Agency)

Typhoons may affect your travel and the flight cancellations/delays are expected. In such cases, You should:

1.    Check your flight status
       The fastest way to check your flight status is by contacting/visiting the airline website where you
       can find the most updated information.
       Have your e-tickets on hand for the flight codes.

2.   Reschedule Your Flight (if necessary due to flight cancellation)
      The airline company should reschedule your flight. Work with the airline either via phone or internet, or in person at the counter.        Please follow their instructions and ask for the details of your new flight schedule.
      Request a certificate of delay/cancellation from the airline which you will need as proof for reimbursement for any incurred fees.

      Once you know your new flight information,please inform the Travel and Relocation Team (gs-travel@oist.jp) of your new flight code and itinerary as soon as possible.

3.   Prepare some cash before your departure in case you need to pay in cash for hotels and public transportation.
 

4.   If your flight gets rescheduled and you need to stay at the airport, please follow the procedure below.

           4-1 Find a Hotel
           Airline companies most likely will not arrange accommodations for cancellations due to  typhoons.
           You can find an available hotel by asking the information desk at the airport or searching for hotels on the internet.
           For accommodations necessary due to typhoon, OIST will cover up to the maximum lodging allowance (Amount varies
          depending on countries/cities you stay: for specific information, please check For this table).
           The fee will be reimbursed after your arrival. 

           4-2 Keep all the receipt/ documents
          Please keep all the receipt (originals) of hotels, public transportations and certificate of delay/cancellation
          from the airline company (if available).Please submit all these documents upon your arrival to OIST.
          Reimbursable expenses will be reimbursed after your arrival.