Circular No. 02/BYT-TT guiding the use of foreign currency and expenditure levels for training courses and seminars in the healthcare sector funded by international organizations.

CIRCULAR

Guidelines for the use of foreign currency and expenditure levels for classes and seminars in the healthcare sector funded by international organizations

Annually, international organizations plan to sponsor a certain amount of foreign currency for spending on organizing seminars and classes (referred to as conferences) in the healthcare sector. To ensure the effective and appropriate use of this foreign currency according to financial expenditure regulations, pending the issuance of state regulations on the use of foreign currency and expenditure levels for conferences sponsored by international organizations, and after reaching consensus with the Ministry of Finance, the Ministry of Health temporarily guides the use of foreign currency and expenditure levels to ensure the content of the conference without significantly differing from those funded by domestic budgets.

I. GENERAL PRINCIPLES ON THE USE OF THE FOREIGN CURRENCY MENTIONED ABOVE

a) The foreign currency transferred by international organizations to organize conferences and seminars must be recorded in the plan as foreign currency provided by the State to the Ministry of Health for importing medicines, chemicals, medical equipment, etc., and settled annually according to prescribed regulations.

Upon receipt of such foreign currency, the units hosting the conferences must transfer the entire amount into the Ministry of Health's account (without retaining 10%) to be transferred to the Medical Import-Export Company (Vimedimex) to carry out the aforementioned import tasks.

The Medical Import-Export Company converts the received foreign currency into Vietnamese dong and deposits it into the Ministry of Health's account to provide funds to the units hosting the conferences according to the budget and prescribed regulations. The maximum expenditure for each conference shall not exceed the amount of Vietnamese dong converted from the foreign currency at the exchange rate specified in point b, Section I below:

Any remaining funds must be managed and settled as part of the allocated budget funds.

In cases where units require the import of some equipment or materials to serve patients or construction materials for additional housing, laboratory rooms, etc., serving the conference, the unit must prepare a forecast submitted to the Ministry for approval regarding both the actual need for foreign currency and the procurement method that complies with the State's foreign currency management principles. Units are not allowed to directly purchase consumables or materials from domestic agencies (Unimex, JntevShop) using foreign currency to take advantage of exchange rate differences or engage in buying and reselling, internal distribution.

b) After receiving the foreign currency, Vimedimex has the responsibility to:

- Enter into contracts with units to import according to the order in accordance with the regulations permitted by the Ministry;

- To ensure sufficient funding and timely conditions to serve the conference,

Vimedimex may be paid in Vietnamese dong at a preferential exchange rate higher than the official rate.

This exchange rate will be specifically proposed by Vimedimex to the Ministry to ensure sufficient funding for the conference while not excessively increasing the cost of health products (which use imported raw materials).

Quarterly, Vimedimex reports to the Ministry on the income, expenditure, and foreign currency amounts transferred to the company.

c) For Vimedimex to proactively plan the import of medicines and medical equipment, the Planning Department is responsible for informing the Vietnam Pharmaceutical Enterprises Association and Vimedimex about the foreign currency amounts expected to be sponsored by international organizations for classes and seminars in the year (excluding unexpected conferences).

II. EXPENDITURE LEVELS FOR CONFERENCES

1. For foreign guests.

Foreign guests sent or invited by international organizations will cover their own airfare and accommodation expenses during the conference period.

Foreign guests invited by our country will be covered according to the inbound delegation regulations.

2. For domestic participants.

Food allowance:

a) Each participant traveling from afar to stay at the conference location will be accommodated in a hotel or other facility arranged by the Organizing Committee and will receive a food allowance equivalent to 2.5 times the daily food allowance stipulated in item a, point 2 of Circular No. 24-TC/HCVX dated September 4, 1986, of the Ministry of Finance for three meals (breakfast, lunch, dinner). Specifically, the current allowance is 175 dong per day per person for food.

Accommodation costs are estimated at an average of 70 dong per night.

The food allowance also includes a living cost differential subsidy according to the region as specified in Decision No. 85-CT dated April 4, 1986, and No. 117-CT dated October 4, 1986, of the Council of Ministers' Chairman.

Official delegates from other provinces and localities attending the meeting who do not eat or stay as arranged by the Organizing Committee and notify the Organizing Committee in advance will receive a full food allowance as mentioned above.

Invited guests from other provinces attending the conference who do not eat at the conference will also receive a full food allowance as mentioned above.

b) Travel expenses and work allowances for each individual are covered by the agency with participants.

c) Local representatives and invited lecturers for individual sessions are invited to lunch. If the representative or lecturer does not eat, they will receive a cash allowance equal to 100% of the lunch food allowance.

3. For lecturers. Lecturers invited from other locations are covered for food and accommodation according to the guidance in point 2a, Part II.

4. For invited guests and service staff:

a) Invited guests such as journalists and television reporters from other provinces are covered as stated in point 2a, Part II.

If the invited guest resides within the conference location area and attends the entire day, they will also receive a food allowance equal to 100% of the amount specified in point 2a, Part II (if they do not eat and notify the Organizing Committee in advance).

b) Drivers and staff assigned to directly serve the conference are invited to all three meals (breakfast, lunch, dinner). If they are dispatched from another province to serve the conference, they will be covered for accommodation like participants or receive a cash allowance equal to 100% of the amount specified in point 2a, Part II (if they do not eat or stay at the facility arranged by the Organizing Committee).

For drivers of invited guests from other locations attending the conference, if they do not eat or stay at the facility arranged by the Organizing Committee, they will be reimbursed 50% of the participant's food allowance.

5. Other service expenses.

5. Other service costs.

The hotel rent, conference hall rental, travel car expenses for field visits, audiovisual equipment for experiments, decoration, office supplies, printing, translation, and compilation of documents... shall be budgeted according to the nature of each conference content and the location where the conference is held, closely aligning with reality. Avoid unnecessary ostentation and waste, especially in expenditures for photography, filming, dining, receptions, fuel and transportation costs, etc.

The average cost per person for the closing banquet of the conference shall not exceed 320 dong, and it is strictly prohibited to purchase gifts to present to delegates.

III. DUTIES AND RIGHTS OF THE HOSTING UNIT

a) The unit organizing the conference is responsible for rigorously reviewing the number of invited delegates to ensure they meet the criteria, standards, and composition, and to consider the number of staff serving the conference and class, and report to the directly managing department for approval to minimize expenses.

b) The hosting unit is tasked with handling procedures to receive foreign currency transferred to VimedimeX, and to submit the budget within the deadline to the Ministry. After approval, the unit must effectively utilize the allocated funds for organizing the conference and class. If the expenses are less than the approved amount by the Ministry, the unit will be rewarded with 10% of the savings to be used for the incentive fund, while the remaining 90% will be used for subsequent conferences or classes or to supplement the unit's funding.

c) Within fifteen days after the conclusion of the conference, the unit must report the final settlement of expenses along with all supporting documents to the Ministry of Health (Financial Accounting Department) for the Ministry to settle accounts with the State.

d) To facilitate financial management when working with international organizations, units should request that international organizations transfer the foreign currency for the conference at least one month before the opening ceremony.

This Circular takes effect from the date of issuance. All previous regulations contrary to this Circular are hereby abolished.