Frequently Asked Questions

1. I organized an event with approximately 50 participants. Can I provide them with catering or small gifts?

2. If our team wants to purchase a computer and some computer accessories such as memory, portable hard drive, and wireless mouse, how should we apply?

3. If I am not in China but need to make a purchase, how should I proceed?

4. How should I proceed with reimbursement for my travel expenses?

5. What is the specific reimbursement procedure for catering invoices?

6. My reimbursement application was rejected. What should I do?

7. I would like to ask what should we do if we can’t get Fapiao for the expenses like buying documents or literature review online？Or some merchants cannot provide Fapiao?

8. What if some businesses say they can’t issue invoices but they can give receipts?

Question: I organized an event with approximately 50 participants. Can I provide them with catering or small gifts?

Answer: The catering expenses for the event can be reimbursed, but you need to provide the number of participants and a list of attendees. According to our regulations, we generally do not allow the use of Dii funds for providing small gifts or compensation. However, for research-related activities, it is possible to provide gifts or small compensations to students participating in experiments or interviews under the name of research/experiment participate fees.

Question: If our team wants to purchase a computer and some computer accessories such as memory, portable hard drive, and wireless mouse, how should we apply?

Answer: Computers, memory, and hard drives are considered strategic IT assets and require application through the procurement process. However, for accessories such as mice or keyboards that are not considered strategic IT assets, you can apply through the regular reimbursement process if the amount is below 5000 RMB.

Question: If I am not in China but need to make a purchase, how should I proceed?

Answer: First, if the item’s value is below 5000 RMB and it is not considered a strategic IT asset, you can make the purchase in your current location, keep the purchase receipts, and submit them to the Dii team for reimbursement. For items with a value exceeding 5000 RMB or that are considered strategic IT assets (such as iPads, cameras, etc.), you need to follow the procurement process. Please contact our team, and we will confirm with the procurement department if cross-regional delivery is possible.

Question: How should I proceed with reimbursement for my travel expenses?

Answer: Before applying for travel expense reimbursement, please ensure that your travel plans have been approved. During your trip, make sure to keep all relevant expense receipts, such as flight itineraries, physical train tickets, accommodation invoices, physical taxi or ride-hailing receipts, as well as meal receipts and invoices. Then, fill out a detailed Expense Report and ensure it complies with the reimbursement limits.

Question: What is the specific reimbursement procedure for catering invoices?

Answer: First, you need to familiarize yourself with the detailed reimbursement standards to ensure compliance with the specified reimbursement limits. After completing the catering expenses, please keep the receipts and invoices with detailed itemized information as reimbursement vouchers. When filling out the Expense Report, provide detailed information including the names of the individuals who dined, and specify their status as students or staff members. For external participants, also indicate their affiliated institutions. Please note that catering expenses including alcoholic beverages are not eligible for reimbursement.

Question: My reimbursement application was rejected. What should I do?

Answer: If your reimbursement application has been rejected, first determine the reason for the rejection. It could be due to incomplete documentation, non-compliance with regulations, or exceeding the budget, among other reasons. Before resubmitting, carefully review your application and make necessary adjustments based on the reason for rejection.

Question: I would like to ask what should we do if we can’t get Fapiao for the expenses like buying documents or literature review online? Or some merchants cannot provide Fapiao?

Answer: Goods and services for which invoices (Fapiao) cannot be obtained are not eligible for reimbursement. Missing receipts can be claimed for reimbursement if the Fapiao is lost after it has been issued, in which case only 80% of the amount claimed may be granted.

Question: What if some businesses say they can’t issue invoices but they can give receipts?

Answer: This is deliberate tax evasion by the merchant, which is not allowed for reimbursement.