Decision No. 1424/QD-BTC Issuing the Procedure for Dispatching Civil Servants and Employees of Units under the Ministry of Finance on Domestic and Overseas Missions

This technical regulation sets out technical requirements, testing methods, sampling procedures; management requirements; responsibilities of organizations and individuals producing, trading, and importing cigarettes.

Article 1. Scope and Applicability

1. This regulation applies to the dispatching or approval of civil servants and employees of departments, bureaus, inspection bodies, and the Office under the Ministry of Finance on domestic and overseas missions or leave to travel abroad for personal matters.

2. This regulation does not apply to:

a) Dispatching staff to participate in inspection and supervision teams as stipulated by the Inspection Law and related guiding documents;

b) Dispatching staff to participate in long-term training courses abroad (three months or longer).

Article 2. Principles for Dispatching Staff on Missions

1. The dispatching of staff on missions must ensure timeliness, appropriateness of personnel and tasks, and compliance with established procedures.

2. The Heads of units are responsible before the Minister of Finance for the dispatching of staff on missions; staff dispatched on missions are responsible before the Head of their unit for the execution of assigned tasks according to approved work plans or approved leave plans.

3. Diplomatic passports and official passports may not be used for traveling abroad for personal matters.

4. Any changes to the approved plan must be reported to the Head of the unit for consideration and resolution within their authority, or for the Head of the unit to submit to the Ministry for consideration and decision as provided in this Procedure.

II. DISPATCHING STAFF ON DOMESTIC MISSIONS

Article 3. Dispatching on Missions According to Unit Programs

1. The Heads of units, based on assigned tasks, direct relevant departments and staff to develop mission content and programs, and review and approve them for implementation.

2. Specific authority to dispatch staff on missions is as follows:

a) The Ministry Leadership approves or signs the decision to dispatch the Head of the unit on a mission;

b) The Head of the unit approves or signs the decision to dispatch other staff members of the unit on a mission.

3. The leading unit may invite representatives from related units under the Ministry to join mission teams for collaborative work. The authority to decide on dispatching staff of invited units on missions is implemented as specified in Clause 2 of this Article.

Article 4. Dispatching on Missions at the Request of the Ministry

1. When there is a request from the Ministry Leadership, the Ministry Office informs the unit concerned to dispatch staff to participate according to the prescribed composition. For mission teams involving multiple units, the Ministry Office assigns a leading unit to compile the list and implement necessary procedures to support the mission.

2. In cases requiring a decision to establish a team, the leading unit submits the list to the Cadre and Civil Service Department for the Ministry to issue the decision.

Article 5. Dispatching staff upon requests from Ministries and sectors

1. Based on the request letters from Ministries and sectors, the Office of the Ministry shall notify the relevant unit or assign a leading unit to organize the dispatching of personnel. The leading unit shall be responsible for coordinating with related units to determine the list of staff members to be dispatched.

2. The authority and procedures for dispatching staff are specified as follows:

a) For working groups involving participation of Ministry leaders, the Department of Organization and Cadres shall lead and coordinate with related units to submit to the Ministry for signing the dispatching document.

b) For working groups involving participation of heads of units, the leading unit shall be responsible for submitting the list to the Department of Organization and Cadres for reporting to the Ministry. Based on the approval of the Ministry leadership, the Director of the Department of Organization and Cadres shall sign the dispatching document on behalf of the Minister.

c) The head of the unit (or the leading unit) shall sign the dispatching document on behalf of the Minister for other staff members (including those from cooperating units).

3. In case of refusal to dispatch personnel, the head of the unit must clearly state the reasons in the reply letter and bear responsibility for the decision to refuse.

Article 6. Dispatching staff to perform judicial appraisal tasks

1. The Department of Organization and Cadres shall be the focal point for receiving requests regarding the dispatching of staff to participate in financial accounting judicial appraisals by the criminal police agency or security investigation agency.

2. Based on the content of the judicial appraisal request and the tasks of the units, the Department of Organization and Cadres shall propose the dispatching of personnel and compile a report to the Ministry. After obtaining the approval of the Ministry, the Department of Organization and Cadres shall issue a dispatching letter on behalf of the Minister to send to the investigative agency.

3. Any refusal to conduct an appraisal (if applicable) must be done in writing and comply with the legal regulations on judicial appraisals.

Article 7. Authority to approve changes to work plans and schedules

The level that decides to dispatch staff for work shall also have the authority to approve changes to the approved work plans and schedules.

III. DISPATCHING STAFF FOR WORK ABROAD

Article 8. Dispatching staff for work abroad using the Ministry's outbound group budget

1. For outbound groups included in the plan or for dispatching staff to participate in international meetings under the responsibility of the Ministry of Finance:

a) When dispatching staff or organizing a working group, the leading unit shall issue a document specifying the purpose, content, duration, and participants to be sent to the Department of Organization and Cadres;

b) Based on the proposal of the unit, the Department of Organization and Cadres shall submit to the Ministry for consideration and approval of the decision to establish the group or dispatch staff for work.

2. For outbound groups or dispatching staff using the Ministry's budget (partially or fully) but not included in the plan:

a) The leading unit shall be responsible for discussing and reaching consensus with the International Cooperation Department and the Planning and Finance Department regarding the establishment of the group or dispatching staff for work;

b) Based on the opinions of the International Cooperation Department and the Planning and Finance Department, the leading unit shall issue a document specifying the purpose, content, duration, budget, and participants to be sent to the Department of Organization and Cadres for compilation and submission to the Ministry for consideration and decision on establishing the group or dispatching staff for work.

Article 9. Dispatching staff for work abroad using the host party's funding

1. Upon receipt of an invitation letter or request for dispatching personnel transferred by the Ministry Office or the International Cooperation Department, the head of the unit shall be responsible for reviewing and determining the necessity of participation. If the invitation is accepted, the process of dispatching staff for work shall be carried out as follows:

a) In cases where a working group is not established:

- The head of the unit shall issue a document to the Department of Organization and Cadres specifying the name of the inviting unit, the name of the proposed participant, the purpose, content, duration, and budget for the work trip.

- Based on the unit's proposal, the Department of Organization and Cadres shall report to the Ministry to issue a decision to dispatch staff for work.    

b) In cases where a working group is established:

- The unit shall be responsible for submitting to the Ministry for approval of the establishment of the group, specifying the name of the inviting unit, the purpose, content, duration, proposed participants, and budget for the work trip.

- Based on the approval of the Ministry leadership, the head of the unit shall transfer the file to the Department of Organization and Cadres to complete the procedures for the Ministry to issue a decision for the working group.

2. In cases where the unit considers it unnecessary to participate, or if the Ministry leadership does not approve the proposal to dispatch staff for work, the head of the leading unit shall sign a reply letter on behalf of the Ministry or submit to the Ministry (if necessary) and inform the International Cooperation Department (in cases where the invitation was sent through diplomatic channels via the International Cooperation Department).

Article 10. Authority to Decide on Dispatching Officials Abroad for Work

1. The Minister of Finance:

a) Approves the establishment of work delegations (including delegations using funds within and outside the plan of the Ministry; delegations traveling with funding provided by the inviting unit).

b) Signs decisions dispatching Vice Ministers or delegations including participation of Vice Ministers for work.

c) Approves the permission for heads of units to travel abroad for work.

2. The Deputy Minister in charge of organizational and personnel affairs:

a) Exercises the authority of the Minister when the Minister is away on work.

b) Signs decisions dispatching heads of units or delegations including participation of heads of units for work.

c) Provides opinions on the permission for deputy-level officials of units (Deputy Department Heads, Deputy Bureau Chiefs, Deputy Inspectors, Deputy Directors of Offices) to travel abroad for work.

d) Approves the proposal and signs decisions dispatching officials under the authority of the Deputy Minister in charge of the sector when the Deputy Minister in charge of the sector is away on work.

3. The Deputy Minister in charge of the sector:

a) Signs decisions dispatching deputy-level officials of units assigned to be in charge to travel abroad for work.

b) Approves and signs decisions dispatching other officials of units assigned to be in charge to travel abroad for work.

4. In cases where the Minister, the Deputy Minister in charge of organizational and personnel affairs, or the Deputy Minister in charge of the sector is away on work, the Director of the Ministry's Office shall proactively report to the present leadership of the Ministry to handle urgent cases requiring travel abroad. The Director of the Ministry's Office has the responsibility to report back the results to the authorized leadership of the Ministry to sign decisions dispatching officials to travel abroad according to Clause 1, Clause 2, and Clause 3 of this Article.

Article 11. Approval for Officials to Travel Abroad to Handle Personal Matters

1. Officials and civil servants who wish to take leave without pay to travel abroad to handle personal matters (such as tourism, visiting relatives, medical treatment, etc.) shall submit an application to the head of their unit (according to Form No. 01 or Form No. 02 attached). The head of the unit, based on the requirements of the mission, decides whether to approve or propose the Ministry to approve the official's permission to travel abroad.

2. The approval authority is specifically defined as follows:

a) For Ministry leaders, the Personnel Organization Department is responsible for leading the process to confirm the approval opinion of the Ministry.

b) The head of the unit submits to the Ministry (through the Personnel Organization Department) for review and approval of officials at the level of Department Heads, Bureau Chiefs, and equivalent positions within the Ministry.

c) The head of the unit, authorized by the Minister, signs to confirm the approval for other officials.

Article 12. Handling Cases of Exceeding Permitted Time for Traveling Abroad

1. Officials traveling abroad for work, due to work requirements or objective reasons, must extend their stay beyond the specified time, must report to the head of their unit. The head of the unit is responsible for informing the Personnel Organization Department, and simultaneously reporting to the Ministry leadership to sign a decision to provide guidance on implementation.

All cases of extending the working period to handle personal matters abroad must be reported before departure and can only be implemented with the approval of the Ministry.

2. Officials approved to take leave or unpaid leave to travel abroad to handle personal matters must return to their workplace according to the prescribed time. If the stay is extended, they must report to the head of their unit for consideration and resolution according to the following provisions:

a) The head of the unit may allow the official (with the head of the unit signing to confirm approval) to extend the leave or unpaid leave period not exceeding three days; if it exceeds this period, approval from the Ministry leadership must be sought.

b) Officials subject to approval by the Ministry leadership, when extending their stay abroad, must seek approval from the Ministry leadership.

IV. IMPLEMENTATION

Article 13. Management of Documents for Dispatching Staff on Official Duties

Documents signed by the Heads of Units pursuant to the Minister's authorization to dispatch staff on official duties within the country; confirming approval for staff to take leave or unpaid leave to travel abroad to handle personal matters must be sent one copy for reporting to the Ministry's Leadership, one copy to the Personnel Department, and one copy to the Planning and Finance Department (for cases of unpaid leave to travel abroad to handle personal matters).

Article 14. Reporting System

1. Quarterly, before the 15th day of the month following the quarter, Units are responsible for reporting the situation of dispatching staff on official duties within the country; approving staff to take leave or unpaid leave to travel abroad to handle personal matters to the Personnel Department (using forms number 03 and 04 attached).

2. The Personnel Department is responsible for compiling and reporting to the Ministry the situation of dispatching staff on official duties, granting leave, and approving unpaid leave for staff to travel abroad to handle personal matters for all units under the Ministry of Finance.

Article 15. Handling Special Cases

For cases of dispatching staff on official duties outside the scope specified above, the Unit Head is responsible for coordinating with the Personnel Department to report to the Ministry for consideration and decision.

Article 16. Supervision of Implementation

The Director of the Personnel Department and the Director of the Ministry of Finance's Office are responsible for assisting the Minister of Finance in supervising the implementation of regulations on dispatching staff on official duties by Units; promptly proposing measures to ensure that the dispatching of staff on official duties is convenient, meets assigned requirements, and complies with prescribed procedures.

During the implementation process, if there are difficulties or obstacles, Units should promptly reflect them to the Ministry (through the Personnel Department) for consideration and resolution./.

 

Form No. 01 (For staff and civil servants at the level of Deputy Section Chief and below)

SOCIALIST REPUBLIC OF VIET NAM
Independence - Freedom - Happiness

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APPLICATION FOR LEAVE (AND/OR UNPAID LEAVE)

To travel abroad to handle personal matters

Respected: ...(Unit Head).

My name is: …

Position, working unit:...

I hereby submit this application requesting the Unit Leader to consider and approve my leave year ... (and/or unpaid leave) to travel, visit relatives,...[[1]] in ..., from .../.../... to .../.../..., including ... days of unpaid leave[[2]].

During my stay abroad, I will strictly comply with the regulations of the Vietnamese State and the host country.

All expenses will be borne personally.

I respectfully request your consideration and approval./.

Hanoi, day ... month ... year ... 

 

Place of Receipt:
- Individuals;
- Leadership of the Ministry (for reporting purposes);
- Personnel Department (to keep personal file);
- Planning and Finance Department;
- File: VT, unit.

 

Form No. 02 (For Leaders at the Department Level and Above)

SOCIALIST REPUBLIC OF VIET NAM
Independence - Freedom - Happiness

-----------------

APPLICATION FOR LEAVE (AND/OR UNPAID LEAVE)

To travel abroad to handle personal matters

My name is:   ...................................................................................................

Position, working unit:...

I hereby submit this application requesting the Ministry's Leadership and the Personnel Department to consider and approve my leave year ... (and/or unpaid leave) to travel, visit relatives,...[[3]] in ..., from .../.../... to .../.../..., including ... days of unpaid leave[[4]].

During my stay abroad, I will strictly comply with the regulations of the Vietnamese State and the host country.

All expenses will be borne personally.

I respectfully request your consideration and approval./.

Hanoi, the ... day of the ... month  of the ... year 

 

Place of Receipt:
- Individuals;
- Unit;
- Planning and Finance Department;
- File: VT, Personnel Department (HSCN).