7. Management of payment codes

Tips

This function is provided only for Science Tokyo users.

A Payment code is required to purchase TSUBAME points required for using paid services.
The payment code is valid only for the fiscal year in which it was issued. When the fiscal year changes, a new payment code must be created even if the same budget code is used.

Warning

Payment codes are only required for the Group manager.
The only payment codes that can be set for a group are those applied for by the group manager.
Payment codes applied by anyone other than the Group manager cannot be used.
Students cannot manage payment codes other than the budgets for which they are responsible.

7.1. Payment code availability period

Depending on the budget category, the deadline for purchasing TSUBAME points may be earlier than the final date for processing claims.

For budget categories other than “Institutional Operating Expense Funds(法人運営費)” and “Donations for Education and Research(奨学寄附金)” the transfer process must be completed within the university's financial accounting system by the deadline for finalizing billing procedures (accounting close) specified for that budget category.
To ensure sufficient time for completing the actual billing procedures (such as aggregation tasks) by this deadline, only payment codes meeting all three of the following periods are permitted for TSUBAME point purchases.

• Is within a research period
• Before December 31 of each fiscal year
• Until the following date arrives, using the earlier of the research period end date or the final billing processing date (if set) as the base date:
  • If the base date is the last day of the month, the last day of the month preceding the base date (e.g., if the base date is 12/31, until 11/30)
  • If the base date is not the last day of the month, the last day of the month two months prior to the base date (Example: If the base date is 12/25, until 10/31)

The above period is the timeframe during which TSUBAME points can be purchased after setting the payment code. Purchased TSUBAME points remain usable until the end of the fiscal year, regardless of the above period.

Warning

Regarding Institutional Operating Expense Funds and Donations for Education and Research, purchases of TSUBAME Points from January to March will be paid from the same budget for the following year.

7.2. New payment code request

Info

Grants-in-Aid for Scientific Research(科研費) has four different budget codes for each category, and TSUBAME's computer usage fee is classified as "Others(その他)". (Correnponding to "Facility and equipment usage fee in the research organization(研究機関内の施設・設備使用料)" in the Table of expense categories shared by ministries and agencies(府省共通経費取扱区分表))
Please note that applications for payment codes for expenses other than "Others(その他)" will be rejected as an incorrect expense category.

The process for payment code application is as follows.

You can use the "Payment code control" screen by choosing "Manage payment code" from the side menu.

Click the "New payment code request" to show the "Request for payment code" screen.

The following items are to be completed:

Item	Description
Payment code	This is a string that identifies the payment code. If you specify "Auto" in the radio button, the name of the payment code combined with the "Budget Name" will be generated automatically. When "Input" is specified, any payment code can be specified in the text box.
Budget classification	Please select the category of the budget to be applied for.(reference:学内予算の種類について Limited to Science Tokyo)
Budget code Budget name	Please accurately transcribe the budget code and budget name from the Goods and Services Request System. When transcribing, follow the procedure below this table.
Badget department	Chose one from pulldown menu.
Comment	Enter any comments you need to manage your payment code.
Research period	Depending on the budget category, you may be required to enter a research period. If the research period start date is earlier than the current fiscal year, enter April 1 of the current fiscal year as the start date. The start date of the research period cannot be earlier than the first day (April 1) of the corresponding fiscal year.
Last date of available billing processing	Please accurately transcribe the budget code and budget name from the Goods and Services Request System. When transcribing, follow the procedure below this table.
Person responsible for budget	Please enter the budget manager's TSUBAME login name. Budget manager must obtain an account even if they do not use TSUBAME. (*1)
Other contact	This is the backup contact information to use when the Center for Information Infrastructure representative cannot reach the payment contact person. (Optional)

(*1): Person responsible for budget(budget manager) may be displayed as the “予算承認責任者(Budget Detail Responsible Person)” in the Property Request System.

When applying for payment codes, many applications have been submitted with truncated endings due to the large number of digits in the budget code and budget name fields during copy-paste operations. Please obtain them using the method below.

1. Log in to the "Property Request System" via the Science Tokyo Portal
2. Select "予算管理"
3. Select "予算執行状況確認"
4. Select "CSV作成"
5. ranscribe "予算コード"(Budget Code) (32 digits) and "予算名称"(Budget Name) in the output CSV file.

After completing all required fields, click the “申請(Apply)” button to submit your application. Please take particular care to avoid errors when transcribing information displayed in the Goods and Services Request System. Applications for which correct information cannot be verified will be rejected.

After submission, the Center for Information Infrastructure staff will review the application details and proceed with either approval or rejection.
If the budget manager and the applicant are the same person, the payment code will be available immediately after approval by the Center for Information Infrastructure staff.
If the budget manager and the payment code applicant are different individuals, an email requesting confirmation of the payment code application will be sent to the budget manager.
Once [Approval by the budget manager (Confirmation)] is complete, the payment code will be available for use.

Tips

In many cases, approval of payment codes is stalled because the budget manager's addendum is not processed. If your payment code approval is taking a long time, please check with your budget manager first.

Tips

You can check the payment code you applied for from the "Payment code list" on the "Payment code control" screen.

7.2.1. Approval by the budget manager (Confirmation)

If the applicant for a payment code does not match the budget holder, an email will be sent to the budget holder requesting approval of the payment code application after CII has processed the application.

The requested payment code cannot be used until the payment code application is approved in one of the following ways

• When you use the link in the email
  1. log in to TSUBAME portal, and go to the URL in the email.
     • If the login screen of TSUBAME portal is displayed, please log in and then move to the URL on the email again.
     • If the URL is displayed as invalid, please check if the URL is not split in the mailer. If you still can't use it, please use the following method to approve directly from TSUBAME portal Check the information on the screen, and select approve or reject.
  2. Review the information on the screen and select Approve or Reject.
• If you want to approve directly from TSUBAME Portal
  1. Login to TSUBAME portal
  2. Click "Budget code usage request for approval" in the "Charging Management" group on the left side menu.
  3. Check the contents on the screen, and select "Approve" or "Reject".

7.3. Set payment code to group

Warning

The only payment codes that can be set for a group are those applied for by the group manager.
Payment codes applied by anyone other than the Group manager cannot be used.

TSUBAME allows users to manage multiple groups with different purposes. Group administrators must link groups that use payment codes.
You can set the payment code to a group on the "TSUBAME group details" page. You can reach the screen by selecting "Manage your group" in the menu bar on the left, followed by "Detailed display" for the target group on the "Groups list page."

Click "Payment Code Setting" in "TSUBAME group details" to show the "Payment code setting" page, where you can see the list of applicable payment codes.

Click the checkbox of the payment code to be used by the group followed by "Assign to payment code."

If you want to cancel the assignment, select the payment code you wish to cancel and click "Cancel assigned payment code."

7.4. Application for the payment code for the following fiscal year

From mid-March, we will begin accepting applications for payment codes for the following fiscal year. Payment codes applied for in advance will be held until the start date of the next fiscal year, following approval by CII and the budget supervisor (required if the budget manager is different). The code will become available from the start date of the new fiscal year and can then be assigned to groups, used to purchase points, etc.

Example of Payment Code Expiration Date (for Fiscal Year 2025)

When applications for payment codes for the next fiscal year become available, a checkbox for the next fiscal year will appear at the year of use on the "New payment code application" screen. If you want to apply for a payment code for the following fiscal year in advance, click the checkbox.

Tips

Payment codes applied for the next fiscal year update can be assigned to groups from April 1 of the new fiscal year.