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How to purchase books

Please refer to the following if you wish to use research funds to buy books.

  1. Procedure for purchasing books
  2. Purchasing through a third party
  3. Purchasing on a university card
  4. What is meant by asset (equipment) material and expense (consumable) material?

Contact:
Graduate School of Informatics Library 
Ex .5390, .5510 Fax 5964

Procedure for buying books

When buying books with research funds, we would ask you to always go through the Graduate School of Informatics Library. As well as asking the library to purchase books, you can also purchase directly at the Co-op or at book shops etc. If you do purchase directly, you will need to inform us of the exact costs you have incurred. Please be aware that once we have entered the purchase into the book system, you cannot revise your decision at the Library. We understand that this may be inconvenient, but we would ask you to cooperate on this matter.

Asking the Library to make a purchase

When you ask the library purchase a book, you are required to submit details about the book (title, author, ISBN, edition, etc.) and the following information for accounting. Please send this information in an e-mail or fax to the Library. You can download the form by clicking on the button below. On receipt of the form, the library will be able to place your order immediately. On delivery, the book will be checked at the Library and then sent on to the Laboratory.

Purchasing books directly

If you purchase a book directly, please bring the receipt to the Library or send it using the university internal post system in a timely manner. Note that the accounting information below is still required. Be sure to download and fill in the form, and attach it to the receipt.

(Example) Book Purchase Form
Date 2009/1/1
Purchaser (Supervisor) XXXX
Field of specialization XXXX
Laboratory XXXX
Budget code 10 figure number starting with 140*
Funding category Enter a source of funding such as Operation grant, Commissioned research fund, Donation, Joint research, Grant-in-Aid from the Ministry of Education, Culture, Sports, Science and Technology, etc.
*In the case of Grant-in-Aid from the Ministry of Education, Culture, Sports, Science and Technology, enter the Research Category and Project Number.
* Enter the name of the Commissioned research fund, Donation, etc.
Faculty budget In the case of an Operation grant, enter 021515 etc.
Project code Leave blank the case of operating expenses or GCOE.
Usage period Asset (1 year or more), Consumable (less than 1 year)

* In the case of Grant-in-Aid from the Ministry of Education, Culture, Sports, Science and Technology, the Library will return a quote to the Laboratory. In the Laboratory, please attach a transmittal sheet to the written quote and submit it to Sankenkyuka Office.

Download Form

Purchasing through a third party (credit card company etc.)

Purchasing through a third party is also possible. After making the purchase, bring the following documents to the Library or send them by university post as soon as possible.

  • A third party payment claims form (be sure to include dates)
  • Receipt (when you have paid by credit card, your credit card statement)
  • A photocopy of the front cover (in the case of an asset purchase, the book itself is necessary).

After processing at the Library, we will return the third party claims formand the receipt to the laboratory. In the Laboratory, please attach a transmittal sheetto the third party claims formand receipt, and submit to the Sankenkyuka Office .

Purchasing on a university card

Purchasing on a university card are also possible. The following documents are necessary.

  • A university card use report (be sure to include dates)
  • Claims form
  • Receipt
  • A photocopy of the front cover (in the case of an asset purchase, the book itself is necessary).

What is the difference between an asset (equipment) book and an expense (consumable) book?

A book which is to be used for a period of a year or more is generally treated as an “asset (book)” (equipment).
Material which is to be used for less than a year or cannot be handled as a physical article will be treated as an expense (consumable).
What is meant by “material which cannot be handled as a physical article”?
This refers to material which does not have a physical form, such as contracts for viewing journals and databases on the internet.



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