J-LEAP
2015-2016
MATERIAL STIPEND FORM INSTRUCTIONS
The accompanying form will be used to keep track of the $1,000 expenditure of the material stipend. You
may wish to set up an Excel spreadsheet of this form to keep a running total of the balance. If you do so,
do not forget to add the lines for the AT and Lead Teacher signatures. Please pay attention to the
instructions given below so that your form will be filled out correctly and you need not make timeconsuming revisions:
1. Review your J-LEAP handbook as to what are acceptable/unacceptable material purchases. Material
purchases should be made in consultation with your Lead Teacher.
2. Each receipt is one line item on the form. That is, you need not list individually every item purchased on
each receipt.
3. Your description for each receipt may need to be general for multiple items on one receipt, e.g.,
calligraphy & origami materials, Japanese toys, language books/DVDs, food for sushi making, etc. Please
use English to describe your purchases.
4. Be sure to clearly explain the purpose of any mailing cost for packages to/from Japan or within the US
(e.g., cards to Tohoku children, returning cultural items to Japanese Consulate).
5. For purchases in yen, be sure to include the exchange rate for that day. The historic exchange rate can be
easily determined on the website www.x-rates.com by selecting ‘Historic Lookup’ in the menu. Please
round off exchange rates to two digits.
6. Be sure to use the total price (which may include tax and shipping).
7. If any items for personal use are included in a receipt of multiple items, be sure to cross out those items and
recalculate the total, including the tax if applicable (use tax rate on receipt).
8. If you scan, copy, or take cell phone photos of receipts, be sure that every receipt is legible, especially the
total price. Use a black pen to darken original or copy of receipt if necessary.
9. Use clear tape, not glue, to attach receipts to paper. Remove all staples. Do not overlap or fold receipts;
each receipt must be clearly visible. Use only ONE side of the paper.
10. If you mail your form and/or receipts to TLI, use a 9”x12” envelope and do NOT fold form and/or
receipts.
11. At the end of your two-year appointment, material stipend funds may not be used to mail either personal
items or Japanese cultural items back to Japan.
SAMPLE TABLE
Receipt
Number
Date
Description
1
7/6/11
2
7/22/11
3
7/27/11
Japanese toys, games, and
calligraphy materials
Japanese language DVDs, CDs,
manga, and books
Traditional Japanese candies,
snacks, and tea
4
12/15/11
5
2/3/12
6
2/21/12
Revised 5.11.15
Postage to return borrowed
cultural items to Japanese
Consulate - Chicago
Office supplies for presentation
on the Great Tohoku Earthquake
Prizes for Japanese Club event
(chopsticks, doraemon cats,
mini Zen garden kit, etc.)
Total Price in
Japanese Yen
(exchange rate)
¥ 8,790
(81.04)
¥13,650
(78.40)
¥4200
(77.85)
Total Price
in US
Dollars
Balance
$1,000
$108.46
$891.54
174.11
717.43
53.95
663.48
62.50
600.98
24.73
576.25
19.49
556.76