Circular No. 14/2012/TT-BNNPTNT guiding plant quarantine business files

CIRCULAR

Guidelines for plant quarantine business files

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Pursuant to Decree No. 01/2008/ND-CP dated January 3, 2008 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Agriculture and Rural Development and Decree No. 75/2009/ND-CP dated September 10, 2009 of the Government amending Article 3 of Decree No. 01/2008/ND-CP dated January 3, 2008;

Pursuant to the Plant Protection and Quarantine Ordinance No. 36/2001/PL-UBTVQH promulgated by the President on August 8, 2001;

Pursuant to Decree No. 02/2007/ND-CP dated January 5, 2007 of the Government on plant quarantine;

Considering the proposal of the Director of the Plant Protection Department;

The Minister of Agriculture and Rural Development issues this Circular guiding the plant quarantine business files.

Article 1. Scope of Regulation

This Circular guides the format, recording, and use of sample documents, business ledgers, and stamps for plant quarantine; the authority to sign and stamp sample quarantine documents and the responsibilities of agencies, organizations, and individuals related to plant protection and quarantine activities.

Article 2. Scope of Application

This Circular applies to agencies, organizations, and individuals involved in plant protection and quarantine activities.

Article 3. Sample Documents, Business Ledgers, Stamp Samples, and Unit Code Table plant quarantine

This Circular annexes 17 sample business documents for plant quarantine (Annex 1); 9 types of business ledgers for plant quarantine (Annex 2); Stamp samples for plant quarantine business (Annex 3) and the Unit Code Table and Quarantine Station Code Table (Annex 4).

Article 4. Specifications for Sample Documents, Business Ledgers, and Business Stamps for Plant Quarantine

1. Specifications for Sample Documents for Plant Quarantine at Annex 1

a) Sample papers 1, 2, 3, 4, 5, 6, 7, 8, 9, 12, 13, 14, 15, 16, 17 (Annex 1) uniformly use A4 paper size (210 x 297mm).

b) Sample papers 10, 11 (Annex 1) use continuous computer print paper with carbon paper material, paper size 219 x 305 mm (excluding border paper). These two samples are designed and printed with colored patterns on white paper to be used in conjunction with specialized software. The issued copies have greenish-yellow patterns and white background, while the retained copies have yellow patterns on a white background.

c) Sample papers 4, 5, 10, 11, 15, 16 (Annex 1) are designed bilingual in Vietnamese and English.

2. Specifications for Business Ledgers for Plant Quarantine at Annex 2

a) The ledgers are bound with hard covers, having extra space at the top for column titles, and the ledger paper is lined. Each ledger is labeled with its name, the unit that created it, and the time period.

b) The ledgers have dimensions of 33cm x 26cm. Two specific ledgers for tracking import/export goods have dimensions of 42cm x 32cm and are arranged to cover both pages of the open ledger.

c) The ledger for issuing Import Plant Quarantine Permits is compiled and extracted monthly from specialized software for storage.

3. Specifications for Business Stamps for Plant Quarantine at Annex 3

a) The business stamp for Plant Quarantine is elliptical in shape. Dimensions are 5cm x 3cm. The central part bears the Plant Quarantine emblem. At each end of the stamp along the horizontal axis, there is a star. The border of the stamp is inscribed with two lines in English:

Top line: "Socialist Republic of Vietnam"

Bottom line: "Plant Quarantine Service"

b) The stamp is made as an automatic inked stamp using blue ink. The stamp face material is oil-resistant rubber.

Article 5. Guidelines for Recording and Using Plant Quarantine Business Documents

1. Guidelines for Recording Plant Quarantine Business Documents in Appendix 1

a) Name of Authority:

- Name of Direct Superior Authority: name of the direct superior authority;

- Name of Plant Quarantine Authority: name of the plant quarantine authority issuing the document.

b) Plant quarantine business documents are completed by selecting and marking appropriate squares at the beginning of each line or filling in the required information according to specific requirements in each document template. In cases where there is no suitable option, the content should be recorded in the "other circumstances" or "other conclusions" sections as appropriate to the actual situation.

2. Guidelines for Using Plant Quarantine Business Documents in Appendix 1

a) Template 2 is issued by the Plant Protection Department.

b) Templates 1, 3, 4, 9, and 14 are pre-printed for the subject of the object or the carrier to declare.

c) Templates 5, 6, 12, 13, and 16 are pre-printed for plant quarantine officers to use when inspecting carriers, taking samples, investigating, and monitoring fumigation according to plant quarantine procedures.

d) Templates 7, 8, 15, and 17 are established on computers by the plant quarantine authorities. In cases where quarantine stations do not have computers, pre-printed templates can be used to record according to plant quarantine procedures.

đ) Templates 10 and 11 use specialized software for plant quarantine as directed by the Plant Protection Department and printed on various types of certificate forms provided by the Plant Protection Department. In cases where stations do not have computers, typewriters may be used to record necessary content onto the forms. The first copy (yellow watermark) is retained by the quarantine station, subsequent copies (blue watermark) are given to the subject of the object. Originals are stamped with "Origin", copies are stamped with "Copy". The number of certificates issued is based on the quarantine registration form (template 9).

The numbering sequence for Templates 10 and 11 is as follows: the serial number is assigned by the unit or station (six digits)/year of issuance (two last digits of the year)/unit code (two digits) and quarantine station code (two digits) consecutively. Unit codes and quarantine station codes in Appendix 4 issued together with this Circular.

Example: 000003/12/0502: Certificate number 000003 issued in 2012 by the Noi Bai Plant Quarantine Station under the Region V Plant Quarantine Service.

In cases where an itemized list of plant objects needs to be attached, the plant quarantine business stamp must be affixed to the back of the certificate and the list.

Article 6. Guidelines for Recording Ledgers and Using Plant Quarantine Business Stamps

1. Plant quarantine officers must ensure that ledger entries are complete and accurate, with clear handwriting, no erasures, and all entries made in the same ink type. Any corrections must be confirmed by the Head of the Unit.

Business ledgers must be continuously recorded page by page without skipping pages.

Recording into the plant quarantine business ledger must be done regularly and promptly. Daily work results must be entered into the ledger before 11 o'clock the next day.

Plant quarantine authorities may apply information technology to establish business ledgers on computers, regularly update data, print out for storage, and ensure secure data management.

2. The plant quarantine business stamp is used to affix in the "Stamp of Authority" section of Templates 10 and 11 (Appendix 1).

3. Management and storage of Plant Quarantine Business Document Templates, Business Ledgers, and Plant Quarantine Business Stamps shall be carried out in accordance with current regulations.

Article 7. Authority to sign and stamp model plant quarantine documents

1. Model paper 2 (Annex 1) shall be signed by the leadership of the Plant Protection Department and stamped with the seal of the Plant Protection Department.

2. Models of papers 10 and 11 (Annex 1) shall be signed by the leadership of the Plant Quarantine Regional Office or the leadership of the Plant Quarantine Station under the Plant Quarantine Regional Office and stamped with the plant quarantine business seal.

The Plant Protection Department authorizes the Provincial Plant Protection Office to carry out plant quarantine import and export procedures, sign and stamp the plant quarantine business seal on models of papers 10 and 11 (Annex 1). The Provincial Plant Protection Office authorized shall be responsible for the issuance of these types of papers before the law and the Plant Protection Department.

3. Models of papers 3, 7, 8, 15, 17 (Annex 1) shall be signed by the leadership of the Plant Quarantine Regional Office, the plant quarantine station under the Plant Quarantine Regional Office, and the Provincial Plant Protection Office authorized, and stamped with their respective seals.

4. Models of papers 5, 6, 9, 12, 13, 16 (Annex 1) shall be signed by plant quarantine officers and stamped with the hanging seal of the plant quarantine unit (Plant Quarantine Regional Office, plant quarantine station, Provincial Plant Protection Office).

Article 8. Responsibilities of relevant agencies, organizations, and individuals

1. Plant Protection Department

a) Implement, direct, guide, and inspect the establishment of plant quarantine records in accordance with the provisions of the law.

b) Carry out printing and issuing blank forms of models of papers 10 and 11 (Annex 1) to the Plant Quarantine Regional Office.

c) Set up a unified plant quarantine business seal for nationwide use.

2. Plant Quarantine Regional Office

a) Directly implement procedures and establish plant quarantine records within its authority; guide and urge the Provincial Plant Protection Offices in the region to implement procedures and establish plant quarantine records in accordance with the provisions of the law.

b) Train Provincial Plant Protection Offices in the region on specialized and plant quarantine business knowledge.

c) Issue blank forms of models of papers 10 and 11 (Annex 1) to authorized Provincial Plant Protection Offices; monitor the quantity and type of blank forms issued.

d) Print plant quarantine business forms (excluding models 2, 10, 11 of Annex 1) and issue various types of papers according to plant quarantine business requirements.

3. Provincial Plant Protection Office

a) Directly carry out plant quarantine work and establish plant quarantine business records in accordance with this Circular and related documents within the scope of its authority.

b) Provincial Plant Protection Offices authorized by the Plant Protection Department to carry out plant quarantine import and export work must perform the following tasks:

- Register with the Plant Protection Department the signature samples of the leadership of the Provincial Plant Protection Office and the person authorized to sign models of papers 10 and 11 (Annex 1). In case of any change in information, immediately notify the Plant Protection Department.

- Quarterly, the Provincial Plant Protection Office must report the number of certificates used, the remaining number of blank forms, submit the retention copy (yellow color) together with damaged papers to the responsible Plant Quarantine Regional Office when requesting new issuance.

c) Print plant quarantine business forms (excluding models 2, 10, 11 of Annex 1) and issue various types of papers according to plant quarantine business requirements.

5. The subject of the object has the responsibility

a) Declare according to the model registration form with the plant quarantine agency;

b) Create conditions for plant quarantine officers to perform their duties as prescribed;

c) Comply with the provisions in the issued plant quarantine business documents.

Article 9. Effective Date

This Circular takes effect from July 6, 2012, replacing Decision No. 16/2004/QD-BNN-BVTV dated April 20, 2004, of the Minister of Agriculture and Rural Development promulgating regulations on inspection procedures and establishment of plant quarantine records.

Abolish Annex 3 of Circular No. 18/2011/TT-BNNPTNT dated April 6, 2011 Amend, supplement, and abolish some administrative procedures in the field of plant protection and quarantine according to Resolution No. 57/NQ-CP dated December 15, 2010 and Annexes 1, 2, 3 of Circular No. 88/2007/TT-BNN dated November 1, 2007 of the Ministry of Agriculture and Rural Development guiding the implementation of domestic plant quarantine work.

During the implementation process, if there are difficulties or obstacles, units shall report to the Ministry of Agriculture and Rural Development (Plant Protection Department) for consideration, amendment, and supplementation./.