Circular No. 01/2014/TT-NHNN on the handover, storage, and transportation of cash, valuable assets, and securities

CIRCULAR

Regulations on handover, storage, and transportation

of cash, precious assets, and negotiable instruments

On the basis of Law on the State Bank of Vietnam No. 46/2010/QH12 dated June 16, 2010;

On the basis of Law on Credit Institutions No. 47/2010/QH12 dated June 16, 2010;

Decree No. Decision No. 156/2013/NĐ-CP dated November 11, 2013, of the Government stipulating the functions, tasks, powers, and organizational structure of the State Bank of Vietnam;

Decree No. Pursuant to Decree No. 40/2012/NĐ-CP dated May 2, 2012 of the Government on currency issuance operations; storage and transportation of precious assets and negotiable instruments within the State Bank of Vietnam system, credit organizations, and foreign bank branches;

At the proposal of the Director of the Issuance and Treasury Department;

The Governor of the State Bank of Vietnam issues this Circular regulating the handover, storage, and transportation; inspection, inventory, turnover, and handling of excess or shortage of cash, precious assets, and negotiable instruments in the banking sector; cash receipts and payments between the State Bank of Vietnam, credit organizations, foreign bank branches, and customers.

PART I
GENERAL PROVISIONS

Article 1. Scope of Regulation

1. This Circular regulates the handover, storage, and transportation; inspection, inventory, turnover, and handling of excess or shortage of cash, precious assets, and negotiable instruments in the banking sector; cash receipts and payments between the State Bank of Vietnam, credit organizations, foreign bank branches, and customers.

2. Packaging, sealing, counting, handover of gold, precious metals, precious stones, and other precious assets are not within the scope of regulation of this Circular.

Article 2. Applicability

1. The State Bank of Vietnam (hereinafter referred to as the State Bank).

2. Credit organizations, foreign bank branches.

3. Customers involved in cash transactions, precious assets, and negotiable instruments with the State Bank of Vietnam, credit organizations, and foreign bank branches.

Article 3. Explanation of Terms

In this Circular, the following terms are understood as follows:

1. "Cash" refers to paper money and metallic coins issued by the State Bank of Vietnam.

2. "Paper money" includes cotton and polymer paper money issued by the State Bank of Vietnam.

3. "Precious assets" include gold, precious metals, precious stones, cash foreign currencies, and other types of precious assets.

4. "Negotiable instruments" include bonds, bills, and other types of negotiable instruments as prescribed by law.

5. "Sheet" is the unit of quantity for paper money, cash foreign currencies, and negotiable instruments.

6. "Piece" is the unit of quantity for metallic coins.

7. "Sealing" involves using sealing paper and/or lead seals to mark signs on bundles, bags, boxes, packages, and containers of money that have been packed according to regulations, ensuring that the bundles, bags, boxes, packages, and containers of money remain intact and complete.

8. "Lead seal" is a sealing method using specialized pliers to clamp both ends of the string tied at the mouth of the bag, package, or container of money through a lead seal. After clamping, the name and unique symbol of the entity holding the money must be clearly visible and complete on the surface of the lead seal.

9. "Customer" refers to individuals, organizations, and businesses outside the banking sector engaging in cash, precious assets, and negotiable instrument transactions with the State Bank of Vietnam, credit organizations, and foreign bank branches.

Chapter II
COUNTING, PACKAGING AND HANDOVER OF CASH,

PRECIOUS ASSETS, NEGOTIABLE INSTRUMENTS

Section 1
REGULATIONS ON PACKAGING AND SEALING OF CASH

PRECIOUS ASSETS, NEGOTIABLE INSTRUMENTS

Article 4. Packaging of Cash

1. A bundle consists of 1,000 (one thousand) sheets of paper money of the same denomination and material, packed into 10 (ten) stacks, each stack containing 100 (one hundred) sheets.

2. A package consists of 20 (twenty) bundles of paper money of the same denomination and material.

3. A bag consists of 1,000 (one thousand) pieces of metallic coins that have circulated, of the same denomination, packed into 20 (twenty) bars, each bar containing 50 (fifty) pieces.

4. A box consists of 2,000 (two thousand) newly minted metallic coins of the same denomination, packed into 40 (forty) bars, each bar containing 50 (fifty) pieces.

For the Central Treasury and the Branch Treasury of the State Bank of Vietnam in Binh Dinh Province, a container of metallic coins consists of:

a) 50 (fifty) bags of coins with a denomination of 5,000 dong;

b) 75 (seventy-five) bags of coins with denominations of 2,000 dong; 1,000 dong; 500 dong;

c) 100 (one hundred) bags of coins with a denomination of 200 dong.

6. The Director of the Currency Issuance and Treasury Management Department shall provide guidelines on the packaging of cash.

Article 5. Sealing of Cash

1. The sealing paper for bundles of cash is thin paper with dimensions suitable for each type of currency and pre-printed with certain contents. The State Bank uses white sealing paper with black ink. Credit institutions and foreign bank branches may use their own color of paper or ink on the sealing paper after agreeing on the sealing paper model with the State Bank.

2. On the sealing paper for bundles, bags, boxes, envelopes, and containers of cash, the following contents must be clearly stated: name of the bank; type of currency; quantity (sheets, pieces, bundles, bags) of cash; amount of money; full name and signature of the person counting and packaging; date, month, year of sealing.

3. Persons whose names and signatures appear on the sealing paper shall be responsible for the sealed bundles, bags, boxes, envelopes, and containers of cash.

4. Regulations on sealing packages, bags, and boxes of banknotes of the State Bank of Vietnam:

a) Lead seal for newly printed currency;

b) Lead seal with sealing paper for currency that has been circulated.

Article 5. Sealing of Newly Printed Currency

a) On the sealing paper for newly printed currency bundles (10 bundles), the following contents must be included: printing or minting facility; type of currency; serial number; name or code of the packager; year of production;

b) On the envelope of currency, the following contents must be included: currency type code, year of production, serial number or barcode of the envelope.

Article 6. Packaging and Sealing of Precious Assets and Valuable Documents

1. The packaging and sealing of foreign currencies and valuable documents shall be carried out in accordance with the procedures for packaging and sealing cash.

2. The procedures for packaging, sealing, counting, receiving, and delivering gold, precious metals, gemstones, and other valuable assets shall be specified in a separate document.

Section 2
COUNTING AND HANDLING OF CASH, FOREIGN CURRENCIES, AND VALUABLE DOCUMENTS

Article 7. Principles for Receipt and Payment of Cash, Foreign Currencies, and Valuable Documents

1. All receipts and payments of cash, foreign currencies, and valuable documents by the State Bank, credit institutions, and foreign bank branches must be conducted through the unit's fund.

2. Receipts and payments of cash, foreign currencies, and valuable documents must be based on accounting vouchers. Before receipt or payment, the validity and legality of the accounting vouchers must be verified.

The cash, foreign currencies, and valuable documents received or paid out must match the total amount (in figures and in words) and correspond to the time (date, month, year) indicated on the accounting vouchers, accounting books, and cash books. After receipt and before payment of cash, the accounting voucher must have the signature of the payer (or recipient) and the cashier or custodian of cash or cash handling staff.

Article 8. List of Types of Received (or Paid Out) Money

Each accounting voucher for receipt (or payment) of cash, foreign currencies, and valuable documents must be accompanied by a List of Types of Received (or Paid Out) Money or a delivery receipt. The list and delivery receipt must be kept according to regulations.

Article 9. Counting of Cash, Foreign Currencies, and Valuable Documents

1. When receiving or paying out cash, foreign currencies, and valuable documents, accurate counting must be performed.

2. The person depositing or withdrawing cash, foreign currencies, and valuable documents must witness the bank's counting or recounting before leaving the bank's counter.

Article 10. Receipt and Payment of Cash to Customers

In cases where it is not possible to complete the counting of customer cash receipts on the same day, credit institutions and foreign bank branches may agree with customers to apply the method of receiving cash by sealed bags and organizing the counting of sheets (pieces) of received cash according to the sealed bags on the next working day.

2. Credit institutions and foreign bank branches shall guide the implementation of the procedures for receiving and paying cash to customers (including receiving and paying cash in one-stop banking transactions, retail banking, and other activities related to cash receipt and payment).

3. The Director of the Issuance and Treasury Management Department shall guide the procedures for receiving and paying cash applicable to the State Bank.

Article 11. Cash Handover in the Banking Industry

a) Cash handover within the Head Office and Branches of the State Bank for circulated currency (except for the cases specified in point c, Clause 2, Article 11 of this Law);

b) Cash handover according to transfer orders between the Central Treasury and the Head Office, Branches of the State Bank, and vice versa; between different Central Treasuries; and between different Branches of the State Bank;

a) Cash handover of newly printed or minted currency from printing or minting facilities or the State Bank as stipulated in Clause 1, Article 11 of this Law;

b) Currency types that have been counted, sorted, and packaged using multi-functional machines for continuous counting, sorting, and bundling (bagging) by the State Bank, credit organizations, or foreign bank branches shall be handled as newly printed or minted currency as prescribed in this Clause;

3. Credit organizations and foreign bank branches shall establish rules for cash handover within their systems.

Article 12. Counting of Cash Handover in the Banking Industry

The Director of the Issuance and Treasury Department shall consider and decide on extending the time for counting cash under transfer orders due to objective reasons upon request of the Head Office and Branches of the State Bank.

If the Head Office and Branches of the State Bank do not organize the counting of individual banknotes (coins) received under transfer orders, they may hand over the sealed bundle (bag) of banknotes to credit organizations or foreign bank branches in the same province/city and must send a witness when the receiving party organizes the counting of individual banknotes (coins).

2. Credit organizations and foreign bank branches receiving cash as stipulated in point c, Clause 1, Article 11 must form a Counting Committee as prescribed in Clause 3, Article 62 of this Circular. The counting period is five working days from the date of receipt. The transferring party must send a witness; if no witness is sent, the transferring party must notify the receiving party in writing.

3. The witness is a representative of the transferring party who observes the counting process of the receiving party. The witness must directly observe and confirm any discrepancies in the bundle (bag) of banknotes, sign and confirm on the back of the sealing paper of the bundle (bag) of banknotes.

Article 13. Exchange of foreign currency and negotiable instruments

Credit institutions, foreign bank branches shall stipulate the exchange of foreign currency within their systems.

2. The handover and receipt of negotiable instruments shall be conducted as follows:

- Newly printed negotiable instruments shall be exchanged in sealed bundles with lead seals, similar to cash, or in unbroken sealed bundles (if not a full bundle); negotiable instruments that have been circulated shall be exchanged in bundles of ten sealed bundles from Trading Departments, State Bank branches, and if not a full bundle, shall be exchanged by sheet.

Trading Departments, State Bank branches shall establish a counting committee before transferring negotiable instruments to credit institutions, foreign bank branches or customers.

- Negotiable instruments that have reached their circulation period: shall be exchanged in sealed bundles from Trading Departments, State Bank branches or exchanged by sheet (in cases where a full bundle is not available).

c) Negotiable instruments deposited by credit institutions, foreign bank branches, National Treasury at the State Bank to participate in money market transactions shall be exchanged in bundles of ten sealed bundles, and if not a full bundle, shall be exchanged by sheet.

d) Credit institutions, foreign bank branches shall stipulate the exchange of negotiable instruments within their systems.

1. The exchange of cash between Trading Departments, State Bank branches, credit institutions, foreign bank branches and the National Treasury and vice versa shall be conducted in accordance with the provisions on the exchange of cash between Trading Departments, State Bank branches and credit institutions, foreign bank branches as stipulated in this Circular.

2. Units providing cash services for credit institutions may deposit bundles of ten sealed bundles through the settlement account opened at Trading Departments, State Bank branches. The exchange and counting of these bundles within the banking sector, between the State Bank and the National Treasury shall be carried out in accordance with Clause 1 of Article 11 and Article 12 of this Circular.

Chapter III
STORAGE OF CASH, VALUABLE ASSETS, AND NEGOTIABLE INSTRUMENTS

Section 1
ARRANGEMENT AND STORAGE OF CASH, VALUABLE ASSETS, AND NEGOTIABLE INSTRUMENTS AT COUNTERS AND TREASURY DEPOTS

Article 15. Arrangement and storage of assets at counters and in cash vaults

The Director of the Transaction Department, the Director of the State Bank branch shall stipulate in writing the safekeeping of cash, valuable assets, and negotiable instruments during lunch break (if applicable) within the unit.

Credit institutions, foreign bank branches shall stipulate in writing the safekeeping of cash, valuable assets, and negotiable instruments during lunch break (if applicable) within the system.

Clause 2. Types of assets stored in the cash vault must be classified, counted, packed, sealed, arranged neatly and scientifically.

Clause 3. In the State Bank's cash vault, cash, valuable assets, and negotiable instruments must be packed and sealed according to regulations and arranged separately in each area or individual vault room.

Clause 4. Credit institutions, foreign bank branches have the responsibility to issue regulations and guidelines for the safekeeping of cash, valuable assets, and negotiable instruments within the system and take necessary measures to ensure absolute security of assets.

Article 16. Safekeeping of assets when performing other treasury services

Credit institutions, foreign bank branches shall stipulate conditions and procedures for receiving and returning assets to customers, responsibilities of related departments (accounting, treasury) in ensuring asset safety when providing asset management, safekeeping, rental of safety lockers and other treasury services; stipulate the procedures for receiving and storing negotiable instruments pledged as collateral for loans or other cases of depositing negotiable instruments.

Section 2
MANAGEMENT OF CASH, PRECIOUS ASSETS, NEGOTIABLE INSTRUMENTS AND TREASURY

Article 17. Responsibilities of the Head of the Issuance and Treasury Bureau, the Head of the Issuance and Treasury Sub-bureau, the Director

Point a) Equip means and equipment to ensure safety according to regulations;

Point b) Direct the application of necessary measures to prevent loss, confusion, theft, fire, flood, mold, pests, and other causes, ensuring the quality of money and assets stored in the cash vault;

Point c) Manage and keep the key to one lock of the outer door of the cash vault;

Point d) Directly open and lock the door to supervise the entry, exit, and safekeeping of assets in the cash vault.

Clause 2. The Head of the Issuance and Treasury Bureau, the Head of the Issuance and Treasury Sub-bureau shall perform duties and powers as stipulated by the Director in Articles 23, 25, 26, 28, 31, 32, 33, 34, 36, 37, 38, 39, 41, 43, 44, 55, 59, 60, 61, 65, 67 of this Circular.

Article 18. Responsibilities of the Head of the Accounting Department

Point a) Organize accounting for cash, valuable assets, and negotiable instruments according to accounting-statistical regulations;

Point b) Manage and keep the key to one lock of the outer door of the cash vault, directly open and lock the cash vault door to supervise the entry, exit, and safekeeping of assets in the cash vault;

Point c) Check and reconcile figures between accounting books and cash records to ensure accuracy;

Point d) Directly participate in periodic or spot inventory checks to ensure consistency between actual cash balances and accounting and cash records; sign confirmation of actual cash balances on cash records, tracking sheets for each type of asset, inventory sheets, and warehouse cards.

Point e) Guide and inspect the opening and recording of ledgers by cashiers and cash vault managers.

Article 19. Responsibilities of the Cash Vault Manager

a) Accurately, promptly, and fully executing cash, precious assets, and securities inflows and outflows according to the orders of competent authorities, valid accounting vouchers;

b) Opening cash registers; registers tracking each type of currency, each type of asset; inventory cards; other necessary books; recording and preserving books and documents fully, clearly, accurately;

c) Organizing the neat and scientific arrangement of cash, precious assets, and securities in the cash vault, ensuring cleanliness; proposing necessary measures to ensure the quality of cash, precious assets, and securities stored in the cash vault;

d) Managing and keeping the key to one lock of the door's wing that stores assigned assets, locks of storage room doors, and security equipment for storing assets within the cash vault (safes, iron cabinets).

3. The Central Cash Vault has several Cash Vault Managers: the Issuance Reserve Fund Cash Vault Manager, the Precious Assets Cash Vault Manager, the Securities Cash Vault Manager. Each Cash Vault Manager shall be responsible for the assets within their assigned scope and perform tasks as stipulated in Clause 1 of this Article.

4. Auxiliary staff assist the Cash Vault Manager in counting, packaging, handling, and transporting cash, precious assets, and securities.

Article 20. Responsibilities of the Cash Register Manager

In cases where a Cash Register Manager concurrently manages the Cash Vault as stipulated in Clause 2 and Clause 3 of this Article, they shall enjoy the benefits of a Cash Vault Manager.

For State Bank branches under central cities, a dedicated Cash Vault Manager shall be arranged to manage the Issuance Business Fund, foreign currencies, and securities.

Credit organizations, foreign bank branches have one or several Cash Register Managers, transaction officers. Each Cash Register Manager, transaction officer shall be responsible for the assets within their assigned scope; among them, one Cash Register Manager shall concurrently manage the Cash Vault or a dedicated Cash Vault Manager shall be appointed.

1. Guide and inspect business operations related to the safekeeping of treasury; organize the collection, disbursement (outgoing, incoming), storage, transportation of cash, valuable assets, and negotiable instruments in accordance with regulations.

2. Guide and inspect the opening and recording of cashiers' books.

3. Participate in inspections, inventory counts, and handovers of cash, valuable assets, and negotiable instruments.

Article 22. Responsibilities of the Cash Inspector

1. The Cash Inspector is responsible for counting, selecting, packaging, stacking, and transporting cash, valuable assets, and negotiable instruments.

2. The Cash Inspector is liable for the assets under their inspection, selection, and packaging duties for cash, valuable assets, and negotiable instruments within the scope assigned.

Article 23. Duties of the Treasury Security Officer

1. The Treasury Security Officer has the following duties:

a) On-site inspection of conditions ensuring safety for the entry and exit of assets in the treasury and when organizing stacking and transportation according to the orders of competent authorities; inspecting treasury security work during working hours;

b) Controlling and supervising individuals allowed to work in the treasury; having the authority to inspect and examine individuals entering and exiting the treasury if there is suspicion;

c) Inspecting compliance with regulations on entry and exit from the treasury;

d) Proposing and recommending measures to the Director for organizing security within the treasury.

2. In cases where a dedicated Treasury Security Officer is not appointed, the Treasury Manager will concurrently perform these duties.

Article 24. Qualifications for the Positions of Treasury Manager, Cashier, and Cash Inspector

2. Credit organizations and foreign bank branches shall base their qualifications for the positions of Treasury Manager, Cashier, and Cash Inspector on those established by the State Bank and other relevant laws.

Article 25. Situations Where Personnel Cannot Be Appointed to Manage Bank Treasuries

1. The spouse, father, mother, biological child, adopted child, full brother, sister, or half-brother, half-sister (including those of the spouse) of the Director or Deputy Director cannot be appointed as Cashier or Treasury Manager.

2. Individuals who have relationships as spouses, parents, biological children, adopted children, or full siblings shall not participate together in holding keys to the treasury door; participating together in inventory counts and cash counts, or working together on the same vehicle or convoy transporting cash, valuable assets, and negotiable instruments.

Article 26. Delegation Provisions for Members Involved in Managing Cash, Valuable Assets, Negotiable Instruments, and Treasuries

a) The Director may delegate in writing to one Deputy Director to manage cash, valuable assets, negotiable instruments, and treasuries for a specified period. If the delegated Deputy Director is absent, the Director may delegate in writing to another Deputy Director to manage cash, valuable assets, negotiable instruments, and treasuries;

b) The person delegated is responsible to the Director for managing cash, valuable assets, negotiable instruments, and treasuries in accordance with this Circular and relevant laws.

a) For the Central Treasury at Hanoi (Treasury I) at 49 Ly Thai To Street, the Director of the Issuance and Treasury Department may delegate in writing to one Deputy Director to manage cash, valuable assets, negotiable instruments, and treasuries for a specified period. If the delegated Deputy Director is absent, the Director of the Issuance and Treasury Department may delegate in writing to another Deputy Director;

b) For Treasury I at Ao Phen location, the Director of the Issuance and Treasury Department may delegate in writing to one Deputy Director or the Head of Treasury I to manage cash, valuable assets, negotiable instruments, and treasuries for a specified period. If the delegated person is absent, the Director of the Issuance and Treasury Department may delegate in writing each time to another Deputy Director or a Deputy Head of Treasury I;

c) For the Central Treasury in Ho Chi Minh City, the Director of the Issuance and Treasury Sub-department may delegate in writing to one Deputy Director of the Issuance and Treasury Sub-department to manage cash, valuable assets, negotiable instruments, and treasuries for a specified period. If the delegated Deputy Director is absent, the Director of the Issuance and Treasury Sub-department may delegate in writing to another Deputy Director;

d) The person delegated in accordance with points a, b, and c of this Clause is responsible to the delegator for managing cash, valuable assets, negotiable instruments, and treasuries in accordance with this Circular and relevant laws.

4. Each time the Treasury Manager needs to take leave, travel on business, attend meetings, or study, they must submit a written request and obtain approval from the Director. The Director will issue a written appointment for a replacement and organize an inventory count and asset handover. The replacement is responsible for ensuring absolute secrecy and security of assets and normal business operations during the assigned period.

5. Upon expiration of the authorization period and the transfer of cash, valuable assets, negotiable instruments, and the vault, the authorized person must report on the management of cash, valuable assets, negotiable instruments, and the vault to the authorizing person. The authorized person may not further delegate authority to another person.

The replacement of the vault manager shall be carried out in accordance with the provisions of this Clause.

6. Credit institutions and foreign bank branches shall stipulate the authorization of the General Director and the Head of Accounting for managing cash, valuable assets, negotiable instruments, and the vault in special cases where it is impossible to appoint an authorized person as provided for in Clause 1 and Clause 3 of this Article.

Section 3
USE AND SAFEKEEPING OF VAULT KEYS AND SAFE KEYS

Article 27. Vault keys and safe keys

Each lock of the vault door, storage room door, and safe must have two keys, one for daily use and one as a backup. The key of a combination lock consists of a code and a positioning key (if applicable).

Article 28. Safekeeping of vault door keys

1. Each individual holding a vault door key must securely store the daily-use key in a separate safe placed at their workplace within the agency's premises.

Article 29. Safekeeping of storage room and safe keys

1. The daily-use key of safes (if any) in a storage room must be kept in a small iron box stored in one of the safes located in that storage room.

2. The daily-use key of the storage room and safe, as well as the key currently in use for the safe storing assets at the transaction counter, must be kept like the key currently in use for the vault door.

Article 30. Transfer of vault door keys

1. Each time vault door keys are transferred, the transferring and receiving parties must directly hand over the keys and sign the key transfer logbook. For combination locks, when transferring vault door keys, all three individuals holding the vault door keys must be present to open the vault. The transferring party must erase the code, hand over the positioning key; the receiving party must change the code.

2. Credit institutions and foreign bank branches shall stipulate in their system the procedure for transferring vault door keys when using special combination locks.

Article 31. Sealing and Sending Backup Vault Door Keys

3. The backup key box for the vault door has two locks, managed by the General Director and the vault manager each; this key is kept like the key currently in use for the vault door.

Article 32. Management of spare keys for warehouse doors and safe locks

Spare keys for warehouse doors and safe locks shall be sealed according to the procedures applicable to spare keys for vault door locks and stored in the safe of the Director.

Article 33. Opening the spare key box

1. Circumstances for opening the spare key box:

a) When the daily used key is lost or when it is necessary to open the warehouse door in urgent cases as stipulated in Article 38 of this Circular;

b) To retain additional spare keys for newly installed locks, changed code numbers, or in cases where the key manager changes;

c) To withdraw spare keys for replaced locks;

d) To inspect and inventory spare keys upon written order from the Director or competent authority.

2. When opening the spare key box for the vault door lock, the Director, Head of Accounting Department, cash custodian, and control officer must witness the process. The Director designates one of the three key holders to open the spare key box. In urgent situations requiring the opening of the spare key box while the key holder is absent, the Director designates an authorized representative of the key holder to witness the process.

3. Each time the spare key box is opened as specified in points a, b, and c of Clause 1 of this Article, there must be a document approved by the Director.

Article 34. Repair and replacement of vault door locks

It is strictly prohibited to make additional copies or duplicate keys for vault doors and safes. If the lock or key for the vault door is damaged and requires repair or replacement, a document approved by the Director is required. The Director is responsible for deciding on the selection of the repair or replacement service provider (locksmith). During the execution of repairs or replacements, the key holder or their authorized representative must witness the process.

Article 35. Responsibilities of staff assigned to manage and use vault door and safe keys

1. Ensure the security and confidentiality of the assigned keys, preventing loss, damage, or deterioration. Absolutely do not allow others to view, hold, or store the keys on their behalf.

Article 36. Responsibility for securing vault door keys

It is forbidden for all keys of the vault door locks to fall into the hands of a single person sequentially. If this situation occurs, it is considered that all vault door locks have been exposed and lost their keys, and the Director must replace the locks or change the codes according to Clause 1 of Article 37 of this Circular.

Article 37. Handling of lost or exposed vault door and safe keys

1. Keys for vault doors, storage rooms, and safes that are not properly managed as prescribed in this Circular are deemed to have been exposed. When keys are exposed, new locks or codes must be installed.

3. The person responsible for exposing or losing the key must undergo a serious review and compensate for the cost of installing new locks; they must face disciplinary action or legal consequences as prescribed by law.

Article 38. Handling the vault door in emergency situations

In an emergency situation, if there is a shortage of one or two key holders for the vault door, the Director shall permit the use of the spare key or the Director shall decide to break open the vault to save assets and report to the higher-level bank in the vertical system (if applicable) promptly.

Section 4
ENTERING AND LEAVING THE VAULT

Article 39. Subjects permitted to enter the vault

When performing tasks, the following subjects are allowed to enter the vault:

1. The Governor and Deputy Governors of the State Bank of Vietnam inspecting the vaults within the banking sector.

2. The Director of the Issuance and Treasury Department entering the vaults within the banking sector to carry out assigned tasks.

3. Staff members permitted in writing by the Governor of the State Bank of Vietnam to inspect or audit the vaults within the banking sector.

5. The Chairman of the Board of Directors, Chairman of the Board of Members, General Director of credit organizations and foreign bank branches inspecting their own system's vaults.

6. Staff members permitted in writing by the Chairman of the Board of Directors, Chairman of the Board of Members, General Director (Director) of credit organizations and foreign bank branches to inspect their own system's vaults.

7. The Director and other responsible key holders for the vault door.

8. Staff members supervising entry into the vault to monitor the entry and exit of assets; staff members inspecting the vault according to the work plan approved by the Director.

10. Members of the asset inventory committee conducting periodic or unexpected inspections.

11. Supervisory staff and technical staff, repair workers maintaining the vault; installing, repairing, and servicing equipment and locks in the vault, with approval from the Director.

Article 40. Cases permitted to enter the vault

1. Executing orders, vouchers for the withdrawal or deposit of cash, valuable assets, and securities.

2. Entering cash, valuable assets, and securities into the vault for storage or exiting them for daily use.

3. Inspecting and inventorying assets in the vault periodically or unexpectedly.

4. Cleaning the vault, stacking, and rearranging assets.

5. Repairing, maintaining, and installing equipment in the vault.

6. Rescuing assets in the cash storage room during emergencies.

7. Exiting and entering temporarily stored assets in the State Bank's vault; exiting and entering assets managed, stored, rented lockers and safes, and other treasury services provided by credit organizations and foreign bank branches.

8. Other cases as decided by the competent authority.

Article 41. Regulations on entering and leaving the vault

1. When entering, the vault custodian enters first; when leaving, the vault custodian leaves last. Opening and closing the vault door locks follow the principle of one person at a time and in the correct order: when opening the vault door: Director, Head of Accounting Department, vault custodian; conversely, when closing the vault door: vault custodian, Head of Accounting Department, Director. Each time entering or leaving the vault, everyone must sign the vault entry register to confirm.

2. Before entering and after leaving the vault, all members entering the vault must be present in the buffer room to witness the key holders opening and closing the vault door. Key holders must protect the secrecy of the code and key when opening and closing the vault door.

Article 42. Pre-inspection before entering and exiting the cash vault

1. Before unlocking, security personnel and key holders of the cash vault must carefully observe the condition of the lock and the vault door.

a) If suspicious signs are noticed, all doubts must be fully recorded before unlocking;

b) If signs of intrusion by criminals are observed, the scene must be preserved intact and reported to the police for examination and record; only then may the vault be unlocked.

2. Before leaving the cash vault:

a) Check the items that need to be taken out of the vault;

b) Recheck the safety equipment systems;

c) The custodian of the cash vault and security personnel must conduct a final check before closing the vault door.

Section 5
GUARDING AND PROTECTING THE CASH VAULT, COUNTERS

Article 43. Rules for the cash vault and cash transaction counters

1. Personnel responsible for entering the cash transaction counters or cash vaults must wear protective clothing or transaction uniforms without pockets.

2. Unassigned persons shall not be allowed to enter the cash counter or the cash depository.

3. The cash counter and the cash depository must have internal regulations established by the Director.

Article 44. Working overtime at the branch serving as a cash vault

After working hours, the counter and doors within the cash vault area must be locked. Only the security force and designated safekeeping equipment operators (if any) are allowed to remain alone in the workplace. For overtime work requests, at least two people must be present, with written permission from the Director and notification to the security department.

Article 45. Guarding and protecting the cash vault

1. The cash vault must be continuously guarded and protected to ensure safety 24 hours a day. The State Bank, credit organizations, and foreign bank branches must closely cooperate with relevant police forces to develop cash vault protection plans.

Article 46. Responsibilities of the guards

Personnel responsible for protecting the cash storage room must be accountable for its security within their designated scope.

Chapter IV
TRANSPORTATION OF CASH, VALUABLE SECURITIES, AND DOCUMENTS WITH VALUE

Article 47. Transportation procedures

The transportation procedure for cash, valuable assets, and securities begins from receiving and sealing the assets; loading onto transport vehicles; transporting on the road to the delivery location; delivering the goods and concluding when all handover procedures are completed.

Article 48. Responsibilities for organizing transportation

In necessary cases, the Trading Branch and State Bank branches may dispatch personnel to escort and deliver cash, valuable assets, and securities at the Central cash vault or receive and escort them from other State Bank branches.

The State Bank branch in Binh Dinh Province is responsible for organizing the transportation of cash, valuable assets, and securities between the Binh Dinh branch and the Central cash vault, and among State Bank branches in the Central and West Highlands regions (as stipulated by the Governor of the State Bank during each period).

2. The State Bank must have an Order from the Governor to transport foreign currency abroad.

3. Credit organizations and foreign bank branches must establish procedures and authority for issuing orders to transport foreign currency abroad, orders for transferring cash between branches, and regulations for transporting cash, valuable assets, and securities within their system.

Article 49. Authorization for Transportation

When handing over, receiving, and transporting cash, valuable assets, and negotiable instruments, the escort must have authorization from the competent authority.

For the transportation of foreign currency out of the country by the State Bank, the escort must have authorization from the Governor of the State Bank.

Before delivering the goods to the recipient, the deliverer must verify the validity and legality of the authorization; check the safety factors according to new regulations allowing the transportation of goods outside the premises of the State Bank, credit organizations, and foreign bank branches.

Article 50. Means of Transportation

1. The transportation of cash, valuable assets, and negotiable instruments must use specialized vehicles and necessary technical means.

2. The transportation of cash, valuable assets, and negotiable instruments within the State Bank system must include escort vehicles.

In cases where other means such as airplanes, trains, ships are hired for the transportation of cash, valuable assets, and negotiable instruments, this must be decided by the Governor of the State Bank.

3. In cases where credit organizations and foreign bank branches use other means to transport cash, valuable assets, and negotiable instruments, these organizations must specify this in writing and provide instructions on the transportation process, protection measures, and methods to ensure asset security.

Article 51. Ensuring Confidentiality of Transportation Information

1. Those organizing and participating in the transportation of cash, valuable assets, and negotiable instruments must strictly keep confidential information about time, route, type of goods, quantity, value, means of transportation, and asset preservation methods according to state secrecy protection regulations.

2. People not assigned tasks may not accompany on the means of transportation carrying cash, valuable assets, and negotiable instruments.

3. Documents related to the transportation of cash, valuable assets, and negotiable instruments should use the term "special goods" instead of "cash, valuable assets, and negotiable instruments" to ensure the confidentiality of transportation information.

Article 52. Ensuring Safety During Transportation

1. Cash, valuable assets, and negotiable instruments during transportation must be packed, sealed, and securely stored.

2. Transportation must be organized during daylight hours (except in special cases such as air, rail, or sea transport), and nighttime delivery and receipt should be minimized.

3. For long-distance transportation, rest stops should avoid crowded areas. In case of overnight stops, the vehicle must be parked at the premises of the State Bank, credit organizations, foreign bank branches, or police/military units to ensure safe conditions, coordinate guard duty arrangements, or store the goods in the treasury.

The Trading Department, State Bank Branches, credit organizations, and foreign bank branches that receive notifications of State Bank transportation vehicles encountering incidents along their routes in their localities must proactively contact and coordinate with local police authorities and the transportation vehicle's force to ensure asset safety. If necessary, they must request local people's committees to cooperate and promptly address any incidents.

Article 54. Receiving Organization

When cash, valuable assets, and negotiable instruments are transported to the receiving location, the receiving unit must immediately mobilize labor forces within the receiving organization (including outside working hours or on holidays) to safely store the items in the currency warehouse.

Article 55. Transporting Forces and Responsibilities of Escorts

1. When transporting cash, valuable assets, and negotiable instruments, there must be sufficient personnel to control vehicles, escort, and protect.

2. The escort is the overall person in charge during transportation, responsible for ensuring the safety of cash, valuable assets, and negotiable instruments; organizing the handover and transportation according to this Circular.

In cases where the quantity or value of cash, valuable assets, and negotiable instruments being transported is large, a convoy must be organized with multiple escorts, and the Director shall designate an officer to serve as the convoy leader.

Article 56. Transportation Protection Responsibility

1. Vehicles transporting cash, valuable assets, and negotiable instruments of the State Bank shall be protected by armed police; the number of people providing protection will be determined based on the quantity, value, and nature of each shipment through negotiation and agreement between the bank and the police unit. If there is only one vehicle, at least two police officers must provide protection.

The protective force or police protecting cash, valuable assets, and negotiable instruments are responsible for: developing a protection plan for goods, people, and means of transport from the moment of receiving the goods until they are handed over and safely returned to the agency's headquarters; strictly adhering to the regulations set forth in this Circular for transportation; handling specific incidents that occur, preventing vehicles from being inspected or searched along the route. In case of security breaches, they must directly engage in combat and assign members of the convoy to cooperate in protecting people, cash, valuable assets, negotiable instruments, and means of transport.

2. Credit institutions and foreign bank branches shall define responsibilities for protecting and transporting cash, valuable assets, and negotiable instruments within their systems.

Article 57. Responsibilities of Vehicle Drivers

The driver is responsible for the technical condition of the transport vehicle; complying with the regulations for transporting cash, valuable assets, and negotiable instruments as stipulated in this Circular; abiding by traffic laws; proactively requesting priority passes or purchasing tickets for quick passage over bridges and ferries.

Article 58. Record Books for Tracking Transportation

Units organizing the transportation of cash, valuable assets, and negotiable instruments must maintain record books for each shipment, covering personnel allocation, means of transport, and transportation schedules.

Chapter V
INSPECTION, INVENTORY, HANDOVER, AND DISPOSITION OF SHORTAGES

CASH, VALUABLE ASSETS, NEGOTIABLE INSTRUMENTS

Section 1
INSPECTION, INVENTORY, AND HANDOVER OF CASH

PRECIOUS ASSETS, NEGOTIABLE INSTRUMENTS

Article 59. Periodic Inspection and Inventory

1. Comprehensive inspection of cash security and total inventory of cash, valuable assets, and securities twice a year, on January 1st and July 1st at midnight.

2. Inventory of reserve issuance funds and other assets stored in the cash vault once a month, on the first day of each month at midnight.

4. Unannounced inspections shall be conducted in the following circumstances:

a) When changing members who hold keys to the currency warehouse door;

b) When changing locks or losing keys to the currency warehouse door;

c) When suspecting unauthorized entry into the currency warehouse, cash counter, or cash, valuable assets, and negotiable instruments being transported on the road; discovering errors in property records during currency warehouse entry and exit and cash transactions;

d) When there is an order or document for inspecting the currency warehouse issued by the competent authority as specified in Clauses 1, 2, 3, 4, 5, and 6 of Article 39 of this Circular;

e) Inspect the counting and selection of cash.

5. The Director has the right to organize surprise inspections and comprehensive inventories of cash, valuable assets, and negotiable instruments at any time.

Article 60. Inventory Methods

1. Physical inventory of various types of cash, valuable assets, and securities to ensure the accuracy between actual cash balances and book records (or asset tracking ledgers).

2. Members participating in the inventory must directly count each bundle, bag, package, box, or container of sealed cash, valuable assets, or securities according to regulations; examine the condition of sealed bundles, bags, packages, boxes, or containers of cash or valuable assets, securities. In case of doubt, they must open them for physical counting or recount each note (for cash). The results of the inventory (details of assets by quantity and value) must be recorded in the books as prescribed. Compare the actual inventory of assets (quantity and value) with the balance on the accounting books and cash custodian's (or treasury custodian's) ledger; if there is a discrepancy (surplus or shortage), a record must be made and handled according to the provisions of Article 64 of this Circular.

For daily end-of-day inventory of unrounded bundles (bags) of cash, individual notes (pieces) must be counted.

3. The inventory record must be publicly approved; members of the inventory committee, cash custodian (or treasury custodian) must sign to confirm. The Director, Head of Accounting Department, and cash custodian (or treasury custodian) must sign to confirm the figures on the cash ledger or inventory ledger (if applicable).

Article 61. Transfer of Cash, Valuable Assets, and Securities

When changing any of the three key holders of the treasury door (Director, Head of Accounting Department, treasury custodian), a transfer of cash, valuable assets, and securities must be conducted. Depending on work requirements and leave periods, the Director may decide in writing whether to transfer part or all of the assets.

The recipient must personally examine, inspect, and count; they cannot delegate this responsibility to others.

Article 62. Inventory Committee, Counting and Classification Committee

1. When conducting regular inventory as stipulated in Clause 1 and 2, Article 59 of this Circular and during transfers of cash, valuable assets, and securities, the Director must issue a Decision to establish an Inventory Committee.

2. Each time organizing the counting and classification of received sealed bundles, boxes, or packages of cash, securities, the Director issues a Decision to establish a Counting and Classification Committee.

3. The composition of the Inventory Committee or Counting and Classification Committee includes:

a) Chairman of the Committee: Director;

b) Members: Heads of Accounting, Treasury, Audit Departments (or audit staff);

c) Some assisting officers decided by the Chairman of the Committee.

The Committee prepares a record of counting and classifying cash or a record of inventory and handles surplus or shortage of cash, valuable assets, and securities according to current regulations.

4. In cases requiring sudden inspections, a sudden inspection committee must be established, with its composition determined by the authority responsible for sudden inspections, but it must not be less than the composition specified in Clause 3 of this Article.

5. Daily end-of-day inventory is carried out by the Director, Head of Accounting Department, or someone authorized by the Director or Head of Accounting Department under Article 26 of this Circular. The Director may mobilize some staff to assist with the daily end-of-day inventory. Oversight of the daily end-of-day inventory is conducted according to internal control and internal audit regulations of the State Bank (for State Bank inventory) or according to regulations of credit institutions, foreign bank branches (for credit institution, foreign bank branch inventory).

6. Credit institutions, foreign bank branches specify procedures for inventory of cash at automatic teller machines, deposit machines, and in business rooms with cash within their systems.

Article 63. The Audit Council, Counting Council, and Currency Classification Council at the Central Treasury

a) Chairman of the Council: Director of the Internal Audit Department;

b) Members: Director of the Finance and Accounting Department, Director of the Issuance and Treasury Department.

a) Chairman of the Council: Director of the Issuance and Treasury Department or Branch Director of the Issuance and Treasury Department;

b) Members: Head of the Accounting and Financial Affairs Section, Head of the Treasury, audit staff.

3. The Counting and Currency Classification Council at the Central Treasury shall be established by the Director of the Issuance and Treasury Department, consisting of the following members:

a) Chairman of the Council: Director of the Issuance and Treasury Department or Branch Director of the Issuance and Treasury Department;

b) Members: Head of the Accounting and Financial Affairs Section, Head of the Treasury, Head of the Currency Destruction Section, audit staff.

4. The Audit Council, Counting Council, and Currency Classification Council at the Central Treasury may summon some staff to assist as decided by the Chairman of the Council.

The Committee prepares a record of counting and classifying cash or a record of inventory and handles surplus or shortage of cash, valuable assets, and securities according to current regulations.

Section 2
HANDLING OF SURPLUS OR SHORTAGE OF CASH, VALUABLE ASSETS, AND SECURITIES

DOCUMENTS WITH VALUE

Article 64. Handling of surplus or shortage of cash, valuable assets, and securities during counting and packaging

1. In cases where there is a shortage of cash, valuable assets, and securities according to the Minutes of the Counting and Currency Classification Council and the Audit Council as stipulated in this Circular, the person whose name is on the seal of the bundle, bag, box, envelope, or container must compensate 100% of the value of the missing asset. If repeated offenses occur, disciplinary action will be taken depending on the severity, and in serious cases, legal proceedings will be initiated. Any surplus found in bundles, bags, boxes, envelopes, or containers will be recorded as business income for the bank whose name is on the seal.

2. Credit institutions and foreign bank branches shall base their internal regulations on Clause 1 of this Article to handle surplus or shortage of individual sheets (pieces) within bundles (bags) of currency that have been received and issued within the banking sector, which are sealed with ten full sheets or sealed metal bags.

Article 65. Handling of surplus or shortage of cash, valuable assets, and securities stored in treasuries, transaction counters, and during transportation

1. In cases where surplus or shortage of cash, valuable assets, and securities is discovered in treasuries, transaction counters, or during transportation, the General Director must decide to conduct a comprehensive inventory of all related assets. The General Director, Heads of Departments, Sections, or Units responsible for Accounting, Auditing, and Treasury must directly examine, inspect, prepare minutes, record in ledgers, and hold individuals accountable who were tasked with safeguarding the assets, as well as those involved, to promptly recover the full value of the missing or lost assets.

3. Cases of cash loss suspected to be due to theft by criminals, robbery, embezzlement, or abuse (with elements constituting a crime) must maintain the original scene and report to the police.

Article 66. Handling of Losses Due to Carelessness in Business Operations

1. In cases where losses of cash, valuable assets, or negotiable instruments result from carelessness in handover, counting, storage, full compensation for the loss must be provided and disciplinary action taken according to the provisions of the law.

2. For matters under the State Bank, a Compensation Resolution Council must be established to handle material responsibility.

Article 67. Handling of Losses Due to Subjective Reasons

1. The Director and those responsible for managing, supervising, and ensuring the safety of cash, valuable assets, and negotiable instruments, if failing to fulfill their duties leading to losses of money in the treasury or allowing subordinates to embezzle or steal assets, shall be subject to disciplinary action according to the provisions of the law; if they bear joint liability for the loss of money or assets, they must compensate or face criminal responsibility according to the provisions of the law.

2. For staff involved in treasury operations, if they embezzle or steal cash, valuable assets, or negotiable instruments, they must fully compensate for the value of the missing assets and be dismissed or face criminal responsibility according to the provisions of the law.

Chapter VI
IMPLEMENTATION

Article 68. Benefits for Treasury Staff

1. Staff and soldiers who excel in managing, storing, transporting cash, valuable assets, and negotiable instruments, and who courageously protect these assets, shall be rewarded.

2. Staff involved in treasury operations as stipulated in this Circular shall enjoy duty allowances, hazardous and arduous work allowances, physical hazard supplements, personal protective equipment, and other benefits as prescribed by the State and the industry.

Annually, branches of the State Bank, credit institutions, and foreign bank branches must report on treasury safety according to the contents of this Circular. Reports from credit institutions and foreign bank branches must be sent to the branch of the State Bank in their area and to their superior credit institution or foreign bank branch (if applicable). Branches of the State Bank, credit institutions, and foreign bank branches must compile reports and submit them to the State Bank (Currency Issuance and Treasury Department) before January 15 of the following year.

1. The Director of the Currency Issuance and Treasury Department is responsible for guiding and inspecting the implementation of this Circular.

2. The Head of the Internal Audit Department is responsible for guiding the control of the organization's implementation within the State Bank system.

3. The Chief Inspector of Banking has the responsibility to inspect the implementation of this Circular by credit institutions and foreign bank branches.

Article 71. Responsibilities of Credit Institutions and Foreign Bank Branches

Credit institutions and foreign bank branches must base their regulations and guidance for implementation within their systems on the provisions of this Circular, adapting them to their operational models and organizational structures, and ensure the safety of money and assets; organize the supervision of implementation within their systems.

Chapter VII
IMPLEMENTING PROVISIONS

Article 72. Effective Date

This Circular takes effect from February 20, 2014.

2. From the date this Circular takes effect, the following documents shall cease to be effective:

a) Decision No. 60/2006/QD-NHNN dated December 27, 2006 of the Governor of the State Bank promulgating the Regulations on Handover, Storage, and Transportation of Cash, Valuable Assets, and Negotiable Instruments;

b) Decision No. 27/2007/QD-NHNN dated June 21, 2007 amending and supplementing certain Articles of the Regulations on Handover, Storage, and Transportation of Cash, Valuable Assets, and Negotiable Instruments issued pursuant to Decision No. 60/2006/QD-NHNN;

c) Circular No. 21/2011/TT-NHNN dated August 30, 2011 amending and supplementing Clause 5, Article 3 of the Regulations on Handover, Storage, and Transportation of Cash, Valuable Assets, and Negotiable Instruments issued pursuant to Decision No. 60/2006/QD-NHNN.

The Director of the Office, the Director of the Issuance and Treasury Department, the Governor of the State Bank of Vietnam's Trading Department, the Heads of units under the State Bank of Vietnam, the Governors of the State Bank of Vietnam branches in provinces and centrally-administered cities, the Chairmen of the Management Boards, the Chairmen of the Member Councils, and the General Directors (Directors) of credit organizations and foreign bank branches shall be responsible for implementing this Circular./.