APU Alumni Assocation is here to support its members

Model cases

Provided for these activities, a budget of up to 300,000 yen

case01

Case I:: Support for current students by conducting a charity booth at Tenku festival 2022 and collecting donations for a NPO

case02

Case II:: Support for job-hunting and career change activities through alumni networking

case03

Case III:: Chapter general assembly and social events for alumni networking

Eligibility

ChaptersChapters active in each country/region
GroupsLong-term activities by alumni or by region prior to becoming a chapter
ProjectOne-time or short-term group activities by alumni

Details of Support

01Priority measures

Subject of application:

ChaptersGroupsProject

Support Items:

Public relations activities	HP creation cost	100,000 yen per project (maximum number of applications is one)
Public relations activities	Photography	10,000 yen per project
Job hunting/career	change Job hunting/career change support (offline/online)	100,000 yen per project
Entrepreneurship	Speaker's honorarium	Up to 2 lecturers per project
Entrepreneurship	Travel and lodging expenses for speakers	Up to 100,000 yen (as specified in the travel policy)Lodging: up to 12,000 yen per night

*Items not eligible for support
- (1)Expenses related to food and beverages (however, refreshments of approximately 500 yen per participant are eligible for assistance)
- (2)Activities that are recognized as individual activities, not as a chapter, group, or project
- (3)Items that become personal property

02Support for Promotion of Chapter/Group Activities

Subject of application:

ChaptersGroups

Support Items:

Grants are available for expenses aimed at maintaining and promoting community with an upper limit of 100,000 yen.

(*One application per chapter/group per fiscal year.)

03Support for Medium and Large-Scale Events

Eligibility:: ChaptersGroups
Support Items:: Support for medium- and large-scale events will be provided for venue expenses (up to 300,000 yen).
For activities that include public relations activities, job search/placement assistance, and entrepreneurship support in the "Priority Measures" section, the budgets may be used in combination.

04Fixed subsidy for chapters/groups

Eligibility:

ChaptersGroups

Support Items:

A fixed fee of 50,000 yen will be provided to chapters/groups that apply for this subsidy to cover the expenses necessary for face-to-face general assemblies.

*Please refer to a separate expenses manual for application procedures and details.

ProceduresFlow from application to payment.

STEP 1

Please fill out the "Proposal for budget" and submit it along with a list of members to the secretariat.

Download the Proposal for budget

STEP 2

The Proposals for budget will be approved at the Board Meeting four times a year (March, June, September, and December).

*The deadline for application is the end of the month prior to the Board Meeting.

STEP 3

Please submit a report within one month after the activity is conducted.

(Report, list of participants, accounting report, photos of the day of the event, account registration form (for domestic or overseas remittance), and receipts)

STEP 4: Upon receipt of the report, the approved subsidy amount will be paid to the designated account.

Please address the receipts to "Ritsumeikan Asia Pacific University Alumni Association.
Budgeted expenditures during March are not acceptable. Regarding the submission of reports and other documents after the implementation of activities, the deadline is the end of February for those in Japan, and February 15 for those requiring overseas remittance.

View the flow from application to subsidy payment in PDF format

FAQ

QIs it possible for the secretariat to invoice vendors for expenses?

In principle, it is possible to do so once for the main expenses of each project (the most typical being the venue fee). In Japan, the payment is usually made by invoice at the end of the following month after the 20th of the month, so there is enough time to meet the deadline. However, overseas, payment deadlines differ from country to country, and overseas remittances take more time than domestic transfers, so we would appreciate it if you could discuss this with us when you submit your project.

QIs there a requirement on the account to receive the budget?

An account in the name of the chapter/group is preferred. However, if it is difficult to open such an account, the budget can be transferred/remitted to the personal account of the treasurer.

QHow does the exchange rate affect the budget?

During the planning stage, the budget is approved in Japanese yen. The transfer depends on whether the amount paid in local currency (as indicated on the receipt) exceeds the budget or not, based on (the Japanese yen amount converted at SMBC's TTS rate on the day of payment (or the business day immediately preceding the payment in the case of a Saturday, Sunday, or holiday)).

1. If the amount of expenditure is within the budgeted amountThe Alumni Association Office will request an overseas remittance in the exact local currency amount paid overseas (as shown on the receipt).

2. When the amount of expenditure exceeds the budgeted amountThe budgeted Japanese yen amount approved at the planning stage will be converted to the recipient's local currency and remitted at the rate on the remittance date when the Alumni Association Office requests the overseas remittance from Sumitomo Mitsui Banking Corporation.

QIs there a requirement for multiple modes of transportation (Shinkansen and airplanes in Japan)?

We ask for your cooperation in reducing costs. (In principle, use a package plan that includes accommodation and travel expenses, use discounted fares, etc.).Please refer to the Alumni Association Travel Policy for details.

QIf there are two speakers (e.g., for a job hunting support project), is it acceptable to submit separate receipts to the Alumni Association Office?

If the speakers belong to different organizations or live in different locations, it is acceptable to submit the receipts separately.