JOINT CIRCULAR No. 10-TT/LB-NH-BĐ-TC ON TRANSFERRING SALARIES TO THE FAMILIES OF STATE OFFICIALS, WORKERS, AND MILITARY PERSONNEL

JOINT CIRCULAR

Regarding the transfer of salaries to families of cadres, workers, civil servants, military personnel, and armed police

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Implementing Directive No. 3578-TN dated October 22, 1965 of the Prime Minister on the transfer of salaries to families of cadres, workers, civil servants, military personnel, and armed police (referred to as workers, civil servants, and military personnel hereinafter), the Joint Ministry of National Bank - General Department of Posts and Telecommunications - Finance hereby issues this Circular to specify the purpose, significance, applicable subjects, contents, measures, and procedures for verification and control.

I. PURPOSE AND SIGNIFICANCE

The organization of transferring salaries to the families of workers, civil servants, and military personnel aims at:

1. Ensuring that the families of workers, civil servants, and military personnel receive regular and prompt payments each month without having to travel far, thus not hindering their normal living activities, thereby contributing to encouraging family members to make efforts in production and combat.

2. Assisting the National Bank in actively managing the circulation of currency.

II. SUBJECTS

Workers, civil servants, and military personnel may authorize their units to deduct part of their salary monthly to transfer to their families. To avoid hindering the organization of salary transfers, the subjects eligible for salary transfer under this method include:

- Cadres, workers, and civil servants of state agencies, state-owned enterprises, and mass organizations who work long-term and regularly,

- Military personnel and defense workers; armed police.

Other subjects such as temporary workers, those approaching retirement (less than six months remaining), apprentices, those waiting for employment, probationers who have not completed one year and are not graduates from universities or specialized schools as stipulated in Circular No. 01-TT/LB issued by the Joint Ministry of Labor and Interior Affairs on January 23, 1962, those under indictment awaiting trial, etc., are not within the scope of application of this Circular. These individuals can still send money back to their families through postal money orders.

III. CONTENTS AND MEASURES FOR SALARY TRANSFERS

A. ORGANIZATION OF SALARY TRANSFERS

In organizing salary transfers, the National Bank and Post Office only transact with units, not individually with each person whose salary is transferred to their family.

1. Conditions for Salary Transfer

The amount transferred to the family must be fixed throughout the year, although the person transferring the salary may request changes starting from July 1st each year, except in cases where a reduction in salary affects the amount transferred to the family, in which case immediate changes must be made.

The amount transferred to the family should not exceed the level that affects the personal living expenses of the person transferring it. Unit heads are responsible for reviewing the monthly amount of workers, civil servants, and military personnel sent to their families when approving registration forms to ensure that the normal living conditions of the person transferring the salary are guaranteed in any circumstances.

2. Registration of Lists and Amounts of Salaries Transferred to Families

a) For Agencies and Enterprises:

- Agencies and enterprises located in one place for a long time.

Each year, the unit must prepare an initial registration form (Form No. 1) in four copies, interlocking, and send it to Bank A no later than December 10th of the previous year (Bank A and Post Office A are the bank and post office where the unit is headquartered, Bank B and Post Office B are the bank and post office where the family collects the money).

Bank A reviews the registration form, if it confirms that the unit has an account (limit or deposit) at the bank, it approves and sends all four copies to Post Office A. Post Office A approves the registration form, establishes a salary transfer ledger, prepares control sheets, assigns serial numbers, and processes as follows:

One copy is sent to the General Department of Posts and Telecommunications (Postal Administration and Newspaper Distribution Bureau),

One copy is sent to Bank A,

One copy is retained at Post Office A,

One copy is returned to the unit requesting registration.

Directly send the salary transfer ledgers and control sheets to Post Office B (the format of the salary transfer ledgers and control sheets will be specified and printed by the General Department of Posts and Telecommunications).

During the year of operation, if there are changes in the number of people transferring salaries or the amount transferred, the unit must prepare supplementary registration forms (Form No. 2) in four copies and send them to Bank A as with the initial registration form.

- Agencies and enterprises move entirely to another location.

The unit must issue a letter requesting Bank A and Post Office A at the old location to transfer the initial registration forms and supplementary registrations to Bank A and Post Office A at the new location. Post Office A at the new location renumbers the registration forms and informs Bank A at the new location and the General Department of Posts and Telecommunications (Postal Administration and Newspaper Distribution Bureau) of the change. Bank A at the old location must note on the registration form: "Salary transfer amount processed up to the end of month... year 196..." so that Bank A at the new location can continue to deduct from the subsequent months' salaries.

- Agencies and enterprises evacuate and divide into two parts, each part having its own account (deposit limit).

The main part remains at the original location and prepares a supplementary registration form reducing the number of people and an initial registration form for the evacuated part, treating it as a new unit, and sending it to Bank A at the original location. Bank A at the original location will note on the initial registration form: "Registration of the evacuated part, salary transfer amount processed up to the end of month... year 196..." then send it to Post Office A at the original location for processing as above. Note: For this new registration, a new salary transfer ledger does not need to be established.

b) For the People's Army

If it is a stationary unit, it is handled like a stationary agency at one place. If it is a mobile unit, the brigade, battalion, or equivalent level is responsible for registering and deducting from the salary limits of subordinate units to transfer to Bank A. Initial registration forms and supplementary registrations must be prepared in five copies, one additional copy being sent to the direct superior (division, military region).

c) For Armed Police Units

The unit responsible for armed police units that have subordinate units registers collectively for these subordinate units. Independent units (brigade, battalion), schools prepare separate registration forms. Mobile units establish registration forms as in the case of mobile units of the People's Army.

3. Salary Transfer Ledger

The salary transfer book is only valid for one year, from January to December of that year. If it extends beyond the year, workers, civil servants, soldiers wishing to continue transferring salaries to their families, or wanting to increase or decrease the amount transferred every June, must request a new salary transfer book.

This book contains twelve sheets for each of the twelve months, serving as receipts for receiving money and stubs kept in the book. If salary transfer begins mid-year, for example in April, then the sheets corresponding to January, February, and March must be crossed out and canceled.

Each worker, civil servant, soldier may have one or more salary transfer books depending on the need to send money to family members at one or multiple different locations.

4. Withdraw the budget limit or account balance to transfer funds to the Post Office

The unit that has registered the list must ensure that, under any circumstances, the full and timely payment of the required amount to be transferred to the family and the current postal service fee for transferring money will be made to Bank A. Bank A must ensure timely transfer to the post office through the current account number 741 for the salary transferred to the family and through the deposit account number 340-01 for the postal service fee.

When the unit collects the first salary of the month from Bank A, they must also issue a payment authorization form to transfer the salary to be sent to the family and the service fee to Post Office A. The service fee for transferring the salary to the family must be borne by the person receiving the salary. The total salary to be transferred to the family is withdrawn in one lump sum, while the remaining salary is collected in two installments as usual.

If the individual withdraws salary from Bank A without submitting the aforementioned payment authorization form to deduct and pay to Post Office A, the bank shall not allow the withdrawal of funds.

The calculation of the salary received in the first period is as follows:

Example: Mr. X's monthly salary is 100đ, he sends 60đ to his family, and receives in the first period:

Total amount sent to the family: 60đ

50% of the remaining salary, including the service fee (1%): 10.60

Remaining amount: 9.40

Total: 80.00

Second period withdrawal: 20.00

Total: 100.00

Mr. Y's monthly salary is 50đ, he sends 25đ to his family, and receives in the first period:

Total amount sent to the family: 25đ

Up to 60% of the remaining salary, including the service fee (1%): 0.25

Remaining amount: 14.75 : 40đ Second period withdrawal: 10

Total: 50đ

a) For agencies

Payment authorization form according to model number 3-BTC/NH in the joint directive of the Ministry of Finance and the State Bank No. 32-CT/LB-TC-NH dated December 26, 1962.

b) For units operating on the revenue-expenditure offset method

These units with account number 733 for other current deposits at Bank A will deduct from this account to transfer and pay to Post Office A.

c) For state-owned enterprises

State-owned enterprises with settlement accounts will deduct from these accounts to transfer and pay to Post Office A.

The enterprise director is responsible for fully and timely transferring the money to Post Office A. Bank A needs to monitor the settlement accounts of the enterprises and promptly inform the enterprises in advance if the account balance is insufficient when approaching the first salary collection period of the month. If the enterprise cannot resolve the issue, it must promptly report to the superior authority or the competent ministry for prompt resolution.

d) For People's Army and People's Police units

In cases where a battalion, independent company, or equivalent level unit, or a unit responsible for the People's Police, which registers for subordinate units and moves to another location, the battalion, independent company, or responsible unit, although moving away, still leaves the registration list at Bank A at the original location. The superior unit of the battalion, independent company, or the superior unit of the People's Police unit that has received part five of the registration list, when allocating funds to the registered units, must deduct the amount to be transferred according to the salary transfer registration list, including the service fee, and transfer this amount directly to Bank A at the original location to record it immediately in the appropriate postal accounts.

B. PAYING TRANSFERRED SALARIES TO FAMILY MEMBERS

The basis for paying transferred salaries to family members is the salary transfer book. Upon issuance, this book will be transferred by Post Office A to Post Office B via the internal postal network along with a control sheet. Post Office B, upon receipt, will coordinate with Bank B to determine the payment date, then invite the individuals named in the salary transfer book to come and collect the book and discuss the procedures for collecting the money. Post Office B retains the control sheets.

The transferred amount each month will be paid once to the family within the period from the 10th to the 20th of each month. If there are few salary transfer books to be paid in a locality, payments can be made earlier. If the family has not collected the money by the specified date, they can collect it later. By the end of January of the following year, if there are still amounts not collected by the relevant parties, Post Office B will notify Post Office A to return the uncollected amounts to the sending unit, with the return transfer document attached to a detailed list showing the name, ID of the sender, and the months the family did not collect.

When collecting money, the recipient must present the salary transfer book, identification documents, sign for the money in the salary transfer book and the control sheet. Post Office B stamps the salary transfer book and the control sheet, cuts the stub of the salary transfer book for settlement with the General Post Office and radio station.

The recipient can collect the money at the post office branch, sub-branch, or village post office according to their preference and the postal organization's capacity. All procedures for collecting money generally follow the current postal procedures.

Post Office B will use the postal fund (transfer money) to make payments, and if insufficient, will withdraw funds from Bank B through account number 741 for current accounts related to postal transfers.

IV. SOME SPECIAL CASES

When there are changes in the work of workers, officials, soldiers, or in the family address affecting the control and payment by the post office, the banking and postal agencies directly responsible for transferring salaries must promptly notify each other about such changes through their internal communication lines. Additionally, Post Office A must also report to the General Post and Radio Bureau (Postal Services and Press Distribution Department) to adjust the registration lists.

a) Workers, officials, soldiers transfer to another unit

The old unit is responsible for immediately sending the supplementary registration form reducing personnel, while the new unit is responsible for registering additional personnel according to the procedures mentioned above. If at the new unit, the worker, official, or soldier is the first to transfer salary to their family, the unit will create the initial registration form. Note that a new salary transfer book should not be established.

If the old unit delays in submitting the supplementary registration form reducing personnel, it still must transfer the amount previously registered to the post office. If an officer transfers to a new unit in the following month, the unit must supplement the registration 15 days before the person departs.

Upon receiving the supplementary registration form reducing personnel, Bank A must immediately inform Bank A where the person is assigned to work to monitor the new unit's supplementary registration form adding personnel.

b) Workers, officials, soldiers terminate employment, are dismissed, prosecuted, or die

The unit with individuals in these situations must immediately prepare a supplementary registration form reducing personnel, no later than 15 days before the cessation of salary payments. Post Office A must promptly report to Post Office B to cease payments. If the unit reports late, it must bear responsibility for paying Post Office A the excess amount paid by Post Office B.

c) Workers, officials, soldiers increase or decrease the amount transferred to their families

There may be two cases: workers, officials, soldiers voluntarily request an increase or decrease, or are compelled to decrease. In both cases, the unit must prepare a supplementary registration form and request issuance of a new salary transfer book.

1. Workers, officials, soldiers who voluntarily request an increase or decrease in the amount transferred to their families must wait until the specified deadline (July 1st each year).

2. Workers, officials, soldiers who are demoted resulting in a reduced transfer amount must immediately complete the necessary procedures to obtain a new salary transfer book.

d) Military personnel, defense industry workers, armed police hospitalized

Currently, military personnel, defense industry workers, and armed police hospitalized receive their salary from the hospital, and upon discharge, they may not return to their original unit. For ease of tracking, the unit must submit a supplementary registration form reducing personnel. Banks A and Post Office A must inform Banks B and Post Office B to stop payments, and the hospital must register if the patient requires long-term treatment, treating it as a new registration.

đ) Family receiving transferred salary changes residence

Upon changing residence, the family must immediately inform the old Post Office B of the new address so that this Post Office B can forward the control form to the new Post Office B for continued payment in subsequent months. If relocation occurs without prior notice, the family must contact the new Post Office immediately upon arrival, present the salary transfer book, identity proof, and request continuation of payments, bearing the current postal service fee.

e) The recipient of transferred salary dies

Workers, officials, soldiers transferring salary must either request cessation of payments or have Post Office B continue payments to another designated person, with the unit confirming the request.

g) Loss of salary transfer book

The person losing the book must immediately inform Post Office B to examine and issue a second book based on the control form, noting on the control form that a second book has been issued and that payments will no longer be made under the first book.

V. IMPLEMENTATION PROVISIONS

Regarding documentation, reconciliation, and control, the General Post and Radio Bureau and the State Bank will establish specific regulations for each sector to guide implementation to ensure the salary transfer process is simplified, expedited, and rigorous.

Between Post Office A and Bank A, and between Post Office B and Bank B, regular reconciliation of account number 741 (Post Office Remittances) for transferring money must be conducted. The bank is responsible for monitoring to prevent overdraws from account number 741 mentioned above.

Salary transfer to families is a new and complex task. It is recommended that units promptly reflect difficulties encountered during implementation for joint ministry research and resolution.