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1. Prepare the number of contract copies as agreed upon; three copies are recommended (one for Party A, one for Party B, and one for the principal investigator).
2. The contract’s signature seal section must include the executing unit (academic program or degree program) and the executor (principal investigator).
3. In accordance with the University’s principle of reciprocal contract signing, if the commissioning unit does not sign through its legal representative, the University’s signatory will be the Senior Vice President, who will sign on behalf of the University.

II.     Procedures for allocating management fees:

1. Main Campus projects: Management fees shall be allocated in accordance with the National Chung Hsing University Directives Governing the Management of Income and Expenses Arising from Industrial-Academia Cooperation.
2. Academy of Circular Economy projects: Management fees shall be allocated in accordance with the National Chung Hsing University Academy of Circular Economy Research and Development Results Income Management Directives.

• Calculation formula: Administrative management fee = total project funding × fixed rate
• Total project funding refers to the total contract amount specified in the project contract

III.    Payment request procedure:

1. Each installment shall be requested according to the contract, and the schedule shall be subject to the contract.
2. The mailing address shall follow the address listed on the contract’s seal page. If a different mailing address is required, please provide it via email.

• Approval workflow: Project Affairs Division (prepares the official letter) → Office of Accounting (review) → Cashier Division (issues payment documents) → Office of Research and Development officers (approval and seal) → Documents and Files Division (dispatches the official letter).
• Approval time: 3–5 working days.
• If a specific date of issuance is required, please notify us in advance to avoid affecting the quality of the official letter due to time constraints; when necessary, please assign personnel to handle the approval process in person.

IV.    Change procedures:
The following four types of changes follow a common principle: in accordance with the contract, any change must first obtain the consent of the commissioning unit before the University may proceed with internal change procedures.

Reason for chang	Method of issuing external official documents	Units for joint processing	Remarks
Budget reallocation	Issued by the principal investigator Issued by the Project Affairs Division upon request	Project Affairs Division, Office of Accounting	If the contract allows modifications to be processed according to internal University procedures, the University's Budget Change Form may be used
Extension of implementation period		Project Affairs Division, Office of Accounting
Change of principal investigator		Original academic program, new academic program, Project Affairs Division, Office of Accounting
Change of project implementing unit		Original academic program, new academic program, Project Affairs Division, Office of Accounting	If the commissioning unit provides written consent allowing internal processing of the change, please follow administrative procedures to obtain approval from the President

V.    Submission of reports:
Please first provide the required submission materials and the mailing address via email.
If a specific date of issuance is required, please notify us in advance to avoid affecting the quality of the official letter due to time constraints; when necessary, please assign personnel to handle the approval process in person.

VI.    Case closure procedures

1. Final report: Please handle the final report in accordance with the contract. If an official letter is required, the principal investigator is requested to provide all materials necessary for project closure to this Division.
2. Case closure and reimbursement: For expense reimbursement and carryover matters, please contact the Office of Accounting.

• Reminder: Please ensure that all documents required for case closure have been fully prepared.

VII.    Important reminders

1. Pursuant to Article 6 of the Stamp Tax Act, contracts (agreements) signed by the University are exempt from stamp tax.
2. Relevant matters shall be handled in accordance with the National Chung Hsing University Directives for Managing Laboratory Notebooks and the Instructions for the Use of Laboratory Notebooks.
3. Article 35, Paragraph 4 of the Act Governing Relations between the People of the Taiwan Area and the Mainland Area stipulates that “no investment or technological cooperation may be carried out in the Mainland area without the permission of the Ministry of Economic Affairs.”