(Last modified: 2026/01/28)

Thank you for your understanding and cooperation in ensuring smooth operations.

【Basic Rules】

Deadline:
Please claim accurately by the deadline, as we evaluate every expense claim. No individual claims will be accepted after the deadline.

Program Specifics:
Reimbursement rules vary by program. Please check the "Reimbursement Rules" sheet in the PROGRAM HANDBOOK for every outdoor activity you participate in.

Q.How do I claim my outdoor activity expenses?

After the program, we will send you the "Expense Claim" email with instructions.
(We will ask you to submit your bank details in this email too.)

Q. What do I claim?

1.Transportation fee you paid *during the outdoor activity only*
*No need to claim the amount you paid between your home and meeting point/break-up point back home. We pay a Fixed Transportation Allowance. For details please check the Acceptance email.

2.Activity/Entrance fee
Please check "Reimbursement Rules" sheet in the PROGRAM HANDBOOK.

Q. When do I receive my reimbursements?

Once they are finalized, they will be reimbursed together with your participation fee on the payday.

Q. Can I summarize the fees for transportation, activity/entrance fee?

No. Please claim one by one, as we will evaluate every fee you claim.

【Transportation fee】

Q. Can I use my IC card?

Yes. However, as a basic premise, you must record all 3 of the following details for every single trip. If any of these are missing, the expense will not be reimbursed:
① Station/Bus stop names (Origin and Destination)
② Method (Train or Bus)
③ Price (Exact fare)

e.g. Tokyo
Fee1: Shinjuku st. to Shibuya st., train, 170yen
Fee 2: Shibuya st. to Harajuku st., train, 210yen

e.g. Kyoto
Fee1: Kyoto Eki mae to Kiyomizumichi, bus, 230yen
Fee2: Kiyomizumichi to Higashiyama Nanajo, bus, 230yen

Q. Do I need to submit proof of riding trains and buses?

No. However, you must record all details accurately as described above.

Q. Can I buy a one-day pass?

This is not allowed unless Tomonokai staff approval has been given for the program. If you have any questions, please feel free to check with our staff before the program.

【Activity/Entrance fee】

Will I be reimbursed for all expenses?

Reimbursement rules vary by program. Please check the "Reimbursement Rules" sheet in the PROGRAM HANDBOOK.

Q. Can I throw away the receipts?

Please keep all receipts until the scheduled payday.

Q. The service we used did not issue receipts. How do I prove that I paid?

Reimbursement policies vary by service. Please check "Reimbursement Rules" sheet in the PROGRAM HANDBOOK.

Q. What should I do if I paid together with Japanese students and don’t have my own receipt?

First and foremost: please try to get a receipt of your own. If that is not possible, take a photo of the shared receipt and submit a photo as proof.

*In the Expense claim form "comments" section, write how much you paid and how the cost was split. Without all information mentioned, we cannot reimburse you.

e.g. "Receipt states 3,600yen as total fee, but my actual fee was 600yen. We split the fee among 6 participants."

【After participating】

Q. I cannot send the Expense claim form.

Before deadline: This may be a technical issue. Please try submitting the form from a different device.

After deadline: The expense claim form closes automatically once the deadline passes. You will not be able to send the form after the deadline.

Q. I missed the deadline. Can I still receive my payments?

For those who did not submit the Expense Claim form within the deadline; for the outdoor activity fee a minimum fee will be paid. This minimum fee differs by program; please refer to the "Expense Claim" email which is sent within 2 business days (not 2 days) after the program.

Tomonokai team