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Procedure to Visit Japan

 Procedure to Visit Japan (Malaysian Researchers only)

1.

Arrange visit schedule after consult your Japanese host researcher and inform the respective group leader for his/her endorsement.


2.

Submit your visit proposal to University of Malaya-Kyoto University Secretariat for your cooperation research program arrangement.

Liaison staff:

·         Mr. Azizi bin Abu Bakar (azizi.bkr@um.edu.my),

·         Dr. Nobumitsu Sakai (sakai@risk.env.kyoto-u.ac.jp)

·         Address: UM-Kyoto University Secretariat, Level 6, Research Management  

                and Innovation Complex (RMIC), University of Malaya,

                                             50603 Kuala Lumpur,  Malaysia

·         Tel (UM-KU office):  +603-7967 4635  Fax: +603-7967 7813


3.

(UM staff only) Submit a copy of approval letter (Surat Kebenaran Perjalanan Ke Luar Negara- Urusan Rasmi) issued by HR Department (BSM) to UM-KU Secretariat.

(UM student only) Submit a copy of approval letter issued by Deputy Vice Chancellor (Academic) to UM-KU Secretariat.


4.

Purchase your flight ticket (6 weeks before your departure);

(A) Staff: Please purchase it by yourself and the airfare will be reimbursed later.

(B) Student: Arrange by UM-KU Office.


5.

Fill up Visit Proposal (VP) and Itinerary Form (IF) (Please download the file below: VP, IF, RR Form). Since the VP requires your handwritten signature, please print it out after filling up all details. Write your handwritten signature and scan the VP into a PDF file (e-signature also allowable).


6.

Send both of the scanned VP and the Microsoft Office-Excel IF file TOGETHER with CONFIRMED/PURCHASED e-ticket (must include: flight schedule, proof payment by the participant and total amount) and a copy of your passport front pages (face photo and details) to UM-KU Secretariat 5 weeks before your flight departure to Japan. Once you have purchased the e-ticket, please submit also your  completed ACP Air Travel Claim Form (Please find and download the form below). Submission must be made via email to Mr. Azizi or Dr. Sakai.


*Participants from UTM (JB) are encouraged to purchase flight ticket with route: JB-KLIA-KIX-KLIA-JB  for easier preparing the claim documents.


7.

UM-KU Secretariat processes the documents and submits to the International Cooperation Section (ICS) in Kyoto University 4 weeks before your flight departure to Japan.


8.

ICS will validate the forms. After the validation process, ICS will send an invitation letter to UM-KU Secretariat 3 weeks before your flight departure to Japan.


9.

UM-KU Secretariat will send the invitation letter to you 2 weeks before your flight departure to Japan.


10.

Apply for an Entry Visa at the Japan Embassy in Kuala Lumpur or at the Consular office in Johor Bahru/Kota Kinabalu (Please download the file below: Visa Application Form to Enter Japan and visit the Japan Embassy website: http://www.my.emb-japan.go.jp/English/visit.html#A)

 

*Exemption of Short-term Visa for Malaysian Nationals to Visit Japan

From 1st July 2013, the Government of Japan has decided to abolish the requirement of short-term visa for Malaysian Nationals who hold ordinary biometric passports with embedded microchip that is compliant with ICAO standards (issued since February 2010) who wish to enter Japan for short-term stay.

 

However, this visa exemption only applies to Malaysian Nationals holding ordinary biometric passport with embedded microchip that is compliant with ICAO standards. Malaysian Nationals who do not hold ordinary biometric passport with embedded microchip that is compliant with ICAO standards remain advised to obtain a visa to enter into Japan.

 

For checking method of passport is compliant with ICAO standards or not:

More info please refer to this link:

http://www.my.emb-japan.go.jp/English/visit/visa_apprequirement.htm

 

11.

Print out Research Report (RR) (Available in the file: VP, IF, RR Form) and bring it to Japan.

 

---- During your stay in Japan ----

12.

Visit ICS to receive your allowance.

Liaison staff:

·         Ms. Yuka Yano (yano.yuka.7a@kyoto-u.ac.jp)

·         Address: International Cooperation Section (ICS), Katsura Campus, Kyoto University,

                  Kyotodaigaku-Katsura , Nishikyo-ku, 6158530, Kyoto, Japan

·         Tel (ICS): +81-75-383-2059


13.

Fill up your RR and submit to ICS by hand or email before your departure to Malaysia.

 

---- Upon return to Malaysia ----

14.

If you have not submitted your e-ticket, please submit your e-ticket (a complete document as mentioned above: No.6)  to UM-KU Secretariat for reimbursement process WITHIN AND NOT MORE THAN 2 WEEKS UPON RETURN FROM JAPAN. Please attach your claim submission with completed ACP Air Travel Claim Form (Please find and download the form below).

 

*Only online flight ticket purchasing [purchased by the participant(s)] will be processed for claim using the aforementioned procedure.


15.

Reimbursement progress on date credit to your bank account or delivery of your cheque via post can be updated with Ms. Nurul Hamizah binti Ros at +603-7967 7824/7811 or via email: hamizah@um.edu.my

 

Deadlines for Visit Proposal submission.
(Mutually agreed in the 1st Steering Committee on January 18, 2012)

Visit Date

Deadline

Remarks

April – May

 

Practically impossible

June

The beginning of May

Should be avoided preferably

July – September

The end of May

-

October – December

The end of August

-

January – February

The end of November

Visit after the end of Feb. should strongly be avoided

 

Procedure to Visit Japan
VP, IF, RR Form
Visa Application Form to Enter Japan
ACP Air Travel Claim Form
 
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