Manual for teacher

Q1 Is there a telephone contact point for inquiries?

A1 We do not have a telephone support desk. Please use the “Inqury” button in the accounting application. Please note that it may take some time for us to respond.
Inquiry Form: 早稲田大学ITサービスへのお問い合わせ・申請 / Inquiries or Apppliation for IT Services Support (waseda.jp)

Q2 When will this system be used?

A2 When electronic invoices, receipts, etc. are received from vendors, etc., they are required to be stored electronically. Therefore, if you receive electronic receipts, please attach the file through the system and submit the application.
For example, if you receive an invoice in data format and a delivery note in paper format, please fill in the information on the delivery note received in paper format in the accounting application, so that it can be processed smoothly in the research expense management section.

Q3 What kind of documents should I submit?

A3 Please submit the documents that you normally submit to the Research Expenses Management Office during the accounting process and that you have received electronically from a vendor or other party. Invoices/receipts, delivery slips, quotations, purchase orders, purchase orders, contracts, invoices, etc. (As needed, Record of the event, reimbursement form for replacement expenses, travel expense reimbursement statement, boarding certificate/airline ticket stub, Other documents as required by the financial resources.)

Please also refer to the Research Funds Manual.

» Research Funds Manual|WASEDA Research Portal (waseda-research-portal.jp)

Q4 I am not sure which budget to select.

A4 First, please check the budget balance of the project for which you are the budget administrator in the “Financial System” menu of MyWaseda.Please select a project/reseach project whose budget remains available and proceed with the application.Please note that some budgets have restrictions on the use of funds. For details, please check with the research budget management office.

Q5 I have only paper invoices as evidence of transactions.

A5 No, you do not need to use the accounting application.  Please bring the invoice to the research expenses management office.

Q6 I have both electronic and paper receipts.

A6 If both receipts are from the same budget, please submit them together in the Application.
Select “voucher type: Electronic” and attach the electronic file. Add a line for “Voucher type: Paper” and select “voucher type: Paper” and fill in the necessary information.

If the expenditure is to be made from a different budget, please attach the electronic receipts to the application and submit the application. Please bring the paper receipt to the research fund management office.

Q7 How should I handle electronic delivery slips for acceptance inspection?

A7 Please attach the electronic file of the delivery note to the application and print it out for acceptance inspection. We will be discussing the electronic acceptance inspection in the future.

Q8 I would like to have a secretary or assistant with a laboratory apply on my behalf.

A8 If you have already had as a secretarial user “Financial Management System” license, you can apply on behalf of others. If you have already applied for a secretary user, you can apply for a secretary user on behalf of your laboratory.

Q9 I want to allow students to submit expense request applications.

A9 Students are not authorized to use the application.

Q10 How can I check the budget balance?

A10 Please check it from “Budget implementation status inquiries” in MyWaseda. In MyWaseda, go to “Research” on the top menu, “Financial Management System” on the left side menu, and then click on “Budget implementation status inquiries”.

Q11 The balance is insufficient, but can I request an expenditure?

A11 Subsequent processing will result in an error. Please be sure to check the balance and select a source of funds for which there is still an executable budget.

Q12 Before applying for a request for expenditure, I would like to confirm whether or not the selected budget can be used for the expenditure.

Q12 The availability of expenditure is determined by the research expenses/financial resources. Please refer to the Research fund Manual or check with the Research Expenditure Management Office.

Q13 May I submit scanned invoices, receipts, etc.?

A13 You may not submit paper invoices, receipts, etc. scanned by yourself and attached to the accounting application.

Q14 I have one invoice, but I want to make an expenditure from two different budgets.

A14 Please check with the research expense management section to see if the budgets can be combined.If it is possible, please check in the “Contact” column of the “Contact Information” section of the accounting application, If the budget allows, please fill in the budget information that has not been selected in the “Budget Information Entry” field in the “Contact Information” field of the application.

Q15 Do I need to submit expense vouchers related to business trips via the application?

A15 All expense reports related to business travel must be attached to e-Trip for further processing.

Q16 I have submitted an application, but I still have the paper invoice. What should I do?

A16 Please bring the paper invoice together with the “Request for Expenses” printed from the “Application Completion” screen of the Accounting Application or from the Application History List to the Research Expenses Management Office.

Q17 Can I submit an expense request even though the budget has not been allocated yet?

A17 (1) Select “ZZZZZZ その他（予算配賦前）” under “Division + Project Research Proposal” in the “Budget Information Entry” column.
(2) Select the research expense management location that is processing the relevant budget from “Submitted to”.
(3) Fill in the details of the budget information in the “Contact Information” column.

Please apply after filling in the details of the budget information in the “Contact Information” column.
In principle, the request for expenditure should be made after the budget has been allocated.
In principle, requests for expenditure should be made after the budget has been allocated.

Q18 I would like to make an expenditure from the common budget of the faculty, but it is not an option.

A18 (1) Select “ZZZZZZ Other (before budget allocation), etc.” under “Location + Project Research Proposal” in the “Budget Information Entry” field.
(2) Select “Other than the above” in “Submitted to”.
(3) Fill in the details of the budget information in the “Message” field.

In principle, the request should be made from the budget for which you are the budget manager. Please contact the budget administrator of the budget before apply.

Q19 I want to cancel an expense request that I have applied for.

A19 It is not possible to withdraw the request by yourself on the accounting application. Please contact the budget administrator of the budget before apply.

Q20 I made an erroneous expenditure request. I want to correct it.

A20 It is not possible to correct an expenditure request that has been submitted in error. Please contact the administrative office of the budget before apply.

Q21 I forgot to attach the relevant documents to an expenditure request that I applied for earlier.

A21 It is possible to post-send from Post-Sending Related Vouchers Screen. Please search for the expenditure request you have applied for from Application History List Inquiry Screen and click the “Post-sending” button.

Q22 We received a request for additional submission from the office.

A22 If you receive invoices electronically, please submit them via the application. If you received it on paper, please bring it directly to the administrative office of the budget.

Q23 I found an electronic invoice that I don’t remember whether I requested the expenditure or not.

A23 It is possible to narrow down and check the expense request applications that were submitted on dates close to the issue date of the invoice in the Application History List.

Q24 I found that I have submitted a duplicate application. What should I do?

A24 Please notify the Research Funds Management Office as soon as possible.

Q25 I have a message to send to the staff member to whom I submitted the application.

A25 Please enter it in the “Message” field of the accounting application when you apply for an expense request.

Q26 For transactions for which no receipts were issued, I have been submitting downloaded credit card statements or net banking transaction details in PDF format to the research expense management office. In that case, I had crossed out transactions that had nothing to do with the transaction in question or irrelevant items.

A26 In principle, please send the file to the research expense budget management section as received (downloaded) without processing.
If blacking out is unavoidable except for transaction information (transaction date, amount, counterparty, transaction details, etc.), please ensure that the unprocessed file can be submitted promptly in the event of an audit or other inquiry from an internal or external organization.

Q27 It seems that in some cases, electronic receipts obtained through web transactions cannot be addressed. What should I do with an electronic receipt without an addressee?

A27 In principle, the name of the addressee is required.
Only in the following cases, it is exceptionally acceptable to use a blank address.

Cases in which receipts are issued electronically and the addressee name cannot be set (entered or changed) in the relevant business’s system

Example: Amazon receipts fall under the exception case because all addresses are output as blanks and cannot be set on Amazon’s website.