JOINT CIRCULAR No. 129/2014/TTLT-BTC-BNV ON THE MANAGEMENT, USE AND SETTLEMENT OF STATE BUDGET FUNDS TO ENSURE THE IMPLEMENTATION OF THE PROJECT "COLLECTING VALUABLE AND RARE ARCHIVAL MATERIALS OF VIETNAM AND ABOUT VIETNAM"

JOINT CIRCULAR

Regulations on management, use, and settlement of state budget funds to ensure the implementation of the Project "Gathering Rare and Valuable Archival Materials of Vietnam and about Vietnam"

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Pursuant to the Law on Archives No. 01/2011/QH13 adopted by the National Assembly on November 11, 2011;

Pursuant to the Government Decree No. 60/2003/NĐ-CP dated June 6, 2003 detailing and guiding the implementation of the State Budget Law;

Pursuant to Decree No. 215/2013/NĐ-CP dated December 23, 2013 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Finance;

Pursuant to Decree No. 58/2014/NĐ-CP dated June 16, 2014 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Home Affairs;

Implementing Decision No. 644/QĐ-TTg dated May 31, 2012 of the Prime Minister approving the contents of the Project "Gathering Rare and Valuable Archival Materials of Vietnam and about Vietnam";

The Minister of Finance and the Minister of Home Affairs issue this Joint Circular regulating the management, use, and settlement of state budget funds to ensure the implementation of the Project "Gathering Rare and Valuable Archival Materials of Vietnam and about Vietnam".

Article 1. Scope of Application

This Joint Circular stipulates the scope of expenditure, expenditure levels, management, use, and settlement of funds for implementing the Project "Gathering Rare and Valuable Archival Materials of Vietnam and about Vietnam" approved by Decision No. 644/QĐ-TTg dated May 31, 2012 of the Prime Minister from the state budget.

Article 2. Applicability

This Joint Circular applies to agencies and units assigned the task of gathering rare and valuable archival materials to supplement national archives currently preserved at National Archive Centers under the General Office for Archives (Ministry of Home Affairs) and other organizations and individuals related to the gathering of rare and valuable archival materials of Vietnam and about Vietnam.

Article 3. Contents of Expenditure for Gathering Rare and Valuable Materials

1. Expenditure for surveying and statistics of rare and valuable archival materials.

2. Establishing a list of rare and valuable archival materials within the country and abroad: Searching, selecting, arranging, statistics, and compiling information.

3. Expenditure for reviewing the list of rare and valuable archival materials:

a) Expenditure for the activities of the Council to determine rare and valuable archival materials of Vietnam and about Vietnam: Workshops, meetings to review the list of rare and valuable archival materials, obtaining opinions from the council, hiring experts for review when necessary;

b) Expenditure for hiring experts for review when necessary.

4. Expenditure for gathering rare and valuable archival materials:

a) Expenditure for receiving donated rare and valuable archival materials: Renting conference halls, decorating conference halls, publicity, drinking water, and other expenses directly related to the reception of materials;

b) Expenditure for presenting gifts to owners who donate original copies, providing copies of archival materials;

c) Purchase of original copies of archival materials based on agreements between agencies and units tasked with gathering rare and valuable archival materials and the owners of the materials;

d) Expenditure for creating versions and copies of archival materials;

đ) Expenditure for exchanging archival materials (originals, originals, copies) with domestic and foreign agencies, organizations, and individuals: Selecting materials for exchange; creating copies of materials for exchange (in cases where originals are not exchanged); arranging, statistics, and compiling lists of exchanged materials;

e) Expenditure for building historical oral history materials: Drafting outlines, scripts; payment for interviews, recording, filming to build historical oral history materials;

g) Expenditure for hiring individuals and organizations both domestically and internationally to gather rare and valuable archival materials.

5. Expenditure for processing and scientifically arranging gathered rare and valuable archival materials:

a) Expenditure for organizing gathered rare and valuable archival materials both domestically and abroad;

b) Expenditure for translating and proofreading gathered rare and valuable archival materials from foreign languages, ethnic languages, ancient languages into Vietnamese;

c) Expenditure for purchasing insurance for gathered rare and valuable archival materials in special cases;

d) Expenditure for preserving gathered rare and valuable archival materials:

- Repairing archival materials: Cleaning, pasting, patching, disinfecting, deacidifying, reinforcing;

- Creating and maintaining backup copies;

đ) Expenditure for establishing a database on gathered rare and valuable archival materials: Developing software, digitizing materials, entering data, checking, and converting data.

6. Expenditure for information dissemination about the work of gathering rare and valuable archival materials:

a) Information dissemination through mass media;

b) Organizing exhibitions and displays of rare and valuable archival materials: Renting exhibition venues; renting equipment and facilities for exhibitions; decoration; transporting materials; promoting and other expenses directly related to exhibitions and displays;

c) Compiling and publishing informational and promotional publications: Flyers; video clips about material reception ceremonies and commendations for donors; handbooks, guidebooks for archival material collection, publications introducing collected materials.

7. Expenditure for organizing domestic and international trips to survey, compile lists, and gather rare and valuable archival materials.

8. Expenditure for training staff involved in gathering rare and valuable archival materials on policies and guidelines of the Party and State regarding archival material collection, professional skills, and methods.

9. Expenditure for assisting owners of rare and valuable archival materials:

a) Expenditure for training and guiding preservation methods and techniques for rare and valuable archival materials;

b) Expenditure for supporting organization (statistics, arrangement, classification), repair of rare and valuable archival materials.

10. Expenditure for organizing conferences, seminars, and roundtable discussions on the work of gathering rare and valuable archival materials.

11. Expenditure for rewarding owners who provide rare and valuable materials; individuals and organizations that have made significant contributions to the work of gathering rare and valuable archival materials.

12. Expenditure for visiting owners of archival materials during research; promoting and mobilizing owners to donate and provide materials.

13. Expenditure for communication and transportation costs for gathered archival materials.

14. Expenditure for purchasing assets, equipment, supplies, chemicals, office supplies to serve the work of gathering rare and valuable archival materials.

15. Expenditure for overtime pay to implement project tasks.

16. Other expenditures directly related to the work of gathering rare and valuable archival materials.

Article 4. Levels of expenditure

1. The contents of expenditure for the work of gathering rare and valuable materials shall be implemented according to current financial expenditure standards and norms, specifically as follows:

a) Expenditure for investigation and statistical documentation of valuable archives: Implemented according to Circular No. 58/2011/TT-BTC dated May 11, 2011 of the Ministry of Finance on management, use, and settlement of funds for conducting investigations and statistics.

b) Expenditure for organizing seminars and discussions on the work of collecting materials: Implemented according to Joint Circular No. 44/2007/TTLT-BTC-BKHCN dated May 7, 2007 of the Ministry of Finance and the Ministry of Science and Technology guiding the establishment and allocation of budget estimates for scientific and technological projects using state funds.

c) Expenditure for convening evaluation boards for valuable archive lists, written evaluations from board members, and hiring experts for evaluation when necessary: Implemented according to Joint Circular No. 92/2014/TTLT-BTC-BTP-VPCP dated July 14, 2014 of the Ministry of Finance, the Ministry of Justice, and the Government Office guiding the preparation, management, use, and settlement of state budget funds to ensure legislative activities and improve the legal system.

d) Expenditure for organizing ceremonies to receive donated valuable archives: Implemented according to the expenditure items and levels specified in Circular No. 97/2010/TT-BTC dated July 6, 2010 of the Ministry of Finance on travel expense regulations and meeting organization expense regulations for state agencies and public service units.

đ) Expenditure for translating and proofreading valuable archives: Implemented according to the expenditure levels specified in Circular No. 01/2010/TT-BTC dated January 6, 2010 of the Ministry of Finance on expense regulations for receiving foreign guests working in Vietnam, organizing international conferences and seminars in Vietnam, and hosting domestic guests.

For cases where the materials are ancient languages within and outside the country, the additional expenditure shall not exceed three times the provisions set out in Circular No. 01/2010/TT-BTC dated January 6, 2010 of the Ministry of Finance mentioned above.

e) Expenditure for compiling handbooks, manuals for collection business, publications introducing collected materials; expenditure for propaganda work through mass media: Implemented according to Joint Circular No. 14/2014/TTLT-BTC-BTP dated January 27, 2014 of the Ministry of Finance and the Ministry of Justice on the preparation, management, use, and settlement of state budget funds to ensure legal dissemination and education and access to the legal system for citizens at the grassroots level.

g) Expenditure for organizing domestic and foreign working delegations to investigate, statistically document, compile lists, and collect valuable archives: Implemented according to Circular No. 97/2010/TT-BTC dated July 6, 2010 of the Ministry of Finance on travel expense regulations and meeting organization expense regulations for state agencies and public service units and Circular No. 102/2012/TT-BTC dated June 21, 2012 of the Ministry of Finance on travel expense regulations for civil servants traveling abroad short-term funded by the state budget.

h) Expenditure for training staff responsible for collecting materials and owners of materials: Implemented according to Circular No. 139/2010/TT-BTC dated September 21, 2010 of the Ministry of Finance on the preparation, management, and use of state budget funds allocated for cadre training and development.

i) Expenditure for producing video clips about material reception ceremonies, recognizing owners who have donated materials, and individuals and organizations that have made significant contributions to the collection of valuable materials: According to standards and unit prices of similar industries and based on legitimate expense receipts approved by competent authorities before implementation.

k) Expenditure for paying usage fees for materials managed by organizations when researching materials; expenditure for reproducing materials: The expenditure level is based on the price or usage fee of the managing organization and within the budget allocated by competent authorities.

l) Expenditure for rewarding owners providing materials; individuals and organizations making significant contributions to the collection of valuable archival materials: Applied according to the provisions of Decree No. 42/2010/NĐ-CP dated April 15, 2010 of the Government detailing the implementation of certain articles of the Law on Competition and Rewards and the Law Amending and Supplementing Certain Articles of the Law on Competition and Rewards.

m) Expenditure for preserving valuable archival materials; expenditure for repairing materials; expenditure for establishing and maintaining insurance copies; expenditure for establishing databases: Implemented according to documents issued by competent authorities stipulating economic-technical norms for repairs; establishing insurance copies; establishing archival databases and state salary systems.

n) Expenditure for creating versions and copies of materials from original or authentic sources; expenditure for exchanging materials; expenditure for purchasing insurance for materials; expenditure for organizing exhibitions and displays of materials; expenditure for printing and publishing publications introducing collected materials; expenditure for communication; expenditure for transporting collected materials and other expenses serving the collection of valuable materials: The expenditure level is based on legitimate expense receipts and within the budget allocated by competent authorities.

o) Expenditure for overtime work: As stipulated in Joint Circular No. 08/2005/TTLT-BNV-BTC dated January 5, 2005 of the Ministry of Home Affairs and the Ministry of Finance guiding the implementation of regulations on payment for night work and overtime for civil servants and officials.

2. Agencies and units assigned the task of collecting valuable archival materials must use funds to ensure the collection of valuable archival materials in accordance with the above regulations and current financial expenditure regulations. In addition, this joint circular guides some expenditure levels for the collection of valuable archival materials (as detailed in the attached appendix).

Article 5. Authority to decide on purchasing documents

1. The heads of units assigned the task of collecting documents shall decide on the purchase of documents with a maximum value of VND 50 million per document.

2. The Director of the National Archives and Records Management Department shall decide on the purchase of documents with a value from over VND 50 million to VND 200 million per document.

3. The Minister of Home Affairs shall decide on the purchase of documents with a value from over VND 200 million to VND 1 billion per document.

4. For documents with a value of over VND 1 billion per document, the Minister of Home Affairs shall submit for consideration and decision by the Prime Minister.

Article 6. Preparation, Implementation, and Settlement of Budget Estimates

The use and settlement of funds shall be carried out in accordance with the State Budget Law, the Accounting Law, and other guiding documents. This Circular provides additional guidance on specific points as follows:

1. Preparation of budget estimates:

Based on the approved content of the Project "Collecting Valuable and Rare Archival Documents of Vietnam and about Vietnam", the National Archives and Records Management Department under the Ministry of Home Affairs shall be responsible for guiding agencies and units in developing implementation plans for the project to serve as the basis for preparing annual budget estimates.

Agencies and units shall prepare budget estimates for collecting valuable and rare archival documents within their annual state budget expenditure estimates and consolidate them for submission to the superior supervisory agency according to the prescribed procedures.

2. Allocation of budget estimates: The funds for implementing the Project "Collecting Valuable and Rare Archival Documents of Vietnam and about Vietnam" shall be allocated to non-self-financing budgets and non-recurring funds of agencies and units.

3. Settlement:

a) In cases where expenses are incurred for visiting and presenting gifts to the owners of documents and information providers, the settlement shall be based on the decision of the competent authority regarding the list of visits and gifts; confirmation by the recipient or confirmation by the staff directly involved in the visits and gift-giving; the heads of agencies and units shall confirm the expenses and bear responsibility for the accuracy and honesty of the visit and gift expenses.

b) Agencies and units allocated and tasked with implementing the project must clearly explain the volume of work completed, not completed, and reasons for non-completion to be included in the annual settlement report of the agency or unit.

Article 7. Effective Date

1. This Circular takes effect from November 1, 2014.

2. When the documents cited for application in this Circular are amended, supplemented, or replaced by new documents, they shall be applied according to the amended, supplemented, or replacing documents.

3. Any difficulties encountered during implementation should be promptly reported to the Ministry of Finance and the Ministry of Home Affairs for study and appropriate amendment and supplementation./.