Last update: 14/04/03
Before applying
	Before you apply for travel expenses support, you must complete your User Registration. Please click the below button.
*	If you work on several projects, you must do separate User Registration per each project. With the first project registration, you receive an ID and temporary password, that shall be changed within 48 hours, otherwise your temporary password will be expired. After changing the password, to update the data regarding the second project, please click Administrative Procedures for Visiting KEK/J-PARC> 2. Identify the purpose of your visit to KEK/J-PARC. Repeat this step for every other new project registration. Please be aware that same procedures from your portal site must be repeated every fiscal year starting in Japan on April 1st. In other words, registrations are valid for one year, only.
	<<How to add projects in your User Registration>>
	Administrative Procedures for Visiting KEK/J-PARC> 2. Identify the purpose of your visit to KEK/J-PARC
How to apply
	Please login from your portal site, and click Accommodation Booking and/or Travel Expenses> 1. Make an Accommodation Booking and/or Apply for Travel Expenses from the menu on the left-hand side of the screen. Please fill out the necessary information. If you have problems to login, it might mean your User Registration has expired. Please renew your registration in April, every year.
	* Accommodation and traveling support budget is covered by the National Public Service in KEK, other than the Outside Grants.
	<<How to apply>>
	Accommodation Booking and/or Travel Expenses> 1. Make an Accommodation Booking and/or Apply for travel Expenses
*	The support as a balance out of travel expenses with the dormitory charge, will be paid only in the below-mentioned cases:
1.	You need to make a dorm reservation at the same time with an application for travel expenses. The balance will be transferred to your bank account. (Otherwise, you will get your travel reimbursement in cash, and you need to make your dorm payment at the counter of the Users Office.)
2.	Period for travel expenses cannot exceed the period of your stay at the dormitory.
3.	Your travel expenses are not covered by Outside Grants or multiple budgets.
	You can confirm whether your dormitory fee will be deducted or not from your portal site. Please click the Accommodation Booking and Travel Expenses Application Status> 1. Accommodation and Travel Expenses Status from the menu on the left-hand side of the screen. Then see the Accom. Charge Status in green on the far right.
	Accommodation Booking and Travel Expenses Application Status> 1. Accommodation and Travel Expenses Status
How to check your application status
	You can make sure the reservation status from your portal site according to the following steps.
	<<How to check your application status>>
	Accommodation Booking and/or Travel Expenses > 2. Cancel/Change Accommodation Booking or Travel Expenses	Accommodation Booking and Travel Expenses Application Status > 1. Accommodation and Travel Expenses Status
*	The support as a balance out of travel expenses with the dormitory charge, will be paid only in the below-mentioned cases:
1.	You need to make a dorm reservation at the same time with an application for travel expenses. The balance will be transferred to your bank account. (Otherwise, you will get your travel reimbursement in cash, and you need to make your dorm payment at the counter of the Users Office.)
2.	Period for travel expenses cannot exceed the period of your stay at the dormitory.
3.	Your travel expenses are not covered by Outside Grants or multiple budgets.
	You can confirm whether your dormitory fee will be deducted or not from your portal site. Please click the Accommodation Booking and Travel Expenses Application Status> 1. Accommodation and Travel Expenses Status from the menu on the left-hand side of the screen. Then see the Accom. Charge Status in green on the far right.
	Accommodation Booking and Travel Expenses Application Status> 1. Accommodation and Travel Expenses Status
Cancellation/ Change
	Any notices for cancellation or change in your scheduled stay, shall be made from your portal site. After login, please click Accommodation Booking and/or Travel Expenses > 2. Cancel/Change Accommodation Booking or Travel Expenses from the menu on the left-hand side of the screen.
	<<How to cancel/change the reservation >>
	Accommodation Booking and/or Travel Expenses > 2. Cancel/Change Accommodation Booking or Travel Expenses
	<<Cancellation>>	<<Change>>
In case you need an Invitation Letter
	You can print out an Invitation Letter (Japanese only) from your portal site. Please click Accommodation Booking and Travel Expenses Application Status> 1. Accommodation and Travel Expenses Status from the menu on the left-hand side of the screen.
*	Please be aware that you cannot make a print out without approval (showed "PENDING")
	Accommodation Booking and Travel Expenses Application Status> 1. Accommodation and Travel Expenses Status
Registering your bank account
	Please complete the registration for your bank account from your portal site. After login, please click Administrative Procedures for Visiting KEK> 1. Administration relating to your visit from the menu on the left-hand side of the screen, then click "Next" button on the far right. You can find Request for account number registration & change in the middle of the page.
	<<How to register your bank account>>
	Administrative Procedures for Visiting KEK/J-PARC> 1. Administration relating to your visit
	Request for account number registration & change
Procedures required after leaving KEK
	It is necessary to confirm correctness of your stay in KEK from your portal site after leaving. An e-mail requesting your confirmation will be sent to you, so please login from your portal site and click Accommodation Booking and Travel Expenses Application Status> 2.Verification of Itinerary and accommodation from the menu on the left-hand side of the screen.
	<<How to confirm the schedule>>
	Accommodation Booking and Travel Expenses Application Status> 2. Verification of Itinerary and accommodation.
High Energy Accelerator Research Organization, KEK Users Office
1-1 Oho, Tsukuba, Ibaraki 305-0801 JAPAN Phone:+81-29-879-6135/6136 (overseas calls), 029-879-6135/6136 (inside Japan) Fax:+81-29-879-6137 (overseas calls), 029-879-6137 (inside Japan) E-mail:usersoffice@mail.kek.jp