Circular No. 149/1998/TT-BTC stipulates the expenditure regulations for organizing international ASEAN conferences in Vietnam.

CIRCULAR

ISSUED BY THE MINISTRY OF FINANCE NUMBER 149/1998/TT-BTC ON NOVEMBER 17, 1998 REGULATING THE EXPENSE REGIME FOR THE ORGANIZATION OF INTERNATIONAL ASEAN CONFERENCES IN VIETNAM

Pursuant to Decree No. 12/CP dated December 1, 1992 of the Prime Minister promulgating the "Regulations on Management of Our Delegations Abroad and Foreign Delegations Entering Our Country."
To implement uniformly the expense regime for organizing International ASEAN Conferences in Vietnam in accordance with the current economic and social situation and in conformity with practices, customs, and mechanisms for cooperation within the ASEAN framework, the Ministry of Finance hereby regulates the expense regime for organizing International ASEAN Conferences in Vietnam as follows:

I/ GENERAL PROVISIONS

1. The expense levels prescribed in this Circular shall only apply to the organization of International ASEAN Conferences at the level of Deputy Ministers and below. For ASEAN Summit Conferences, separate regulations shall apply.

2. Ministries, central agencies, and local agencies responsible for hosting International ASEAN Conferences in Vietnam must obtain permission from the Prime Minister and strictly comply with the regulations on management of foreign delegations entering our country as stipulated in Decree No. 12/CP dated December 1, 1992 issued by the Government.

3. Agencies primarily responsible for hosting conferences should utilize their own guesthouses, transportation means, and existing facilities to serve guests. In cases where such conditions and standards are not met, external services may be hired according to the expense levels prescribed in this Circular.

4. Funding for International ASEAN Conferences in Vietnam must be arranged within the annual budget approved; financial authorities will not supplement additional expenses for organizing conferences outside the plan or exceeding the approved budget. In case of extraordinary conferences not included in the annual plan, permission from the Prime Minister to organize the conference and supplementary funding must be obtained.

II. CONTENT AND EXPENSE LEVELS:

1. Reception at the airport:

For high-level conferences (SEOM, SOM, ASC) with accompanying delegation leaders, reception at the aircraft stairs and flower presentation to the delegation leader and female delegates shall be provided. For the ASEAN Ministerial Conference, formal reception and security escort shall be provided.

2. Vehicle standards:

- For the Ministerial Conference (MM): The delegation leader and high-level officials (SEOM, SOM, ASC) shall be assigned individual vehicles for pick-up and drop-off during the conference days; other delegates and entourage members shall use multi-passenger vehicles.

- For high-level conferences (SEOM, SOM): The delegation leader shall be assigned an individual vehicle for pick-up and drop-off during the conference days; other delegates in the delegation shall use multi-passenger vehicles.

- For working group meetings of (SOM) at the Director-General level and meetings of the ASEAN Standing Committee at the Deputy Director-General level (DG): The delegation leader shall be assigned an individual vehicle for pick-up and drop-off during workdays; other delegates in the delegation shall use multi-passenger vehicles.

- The cost of renting vehicles shall be settled based on the rental contract and payment receipt from state units authorized to operate transportation services.

3. Banquets: Each conference may organize one banquet according to the following levels (including representatives from Vietnam):

- Ministerial Conference delegation: Maximum level of 300,000 VND per person.

- High-level conference delegation (SEOM, SOM), Deputy Director-General level (DG): Maximum level of 250,000 VND per person.

- Working-level conference delegation: Maximum level of 150,000 VND per person.

For the Ministerial Conference delegation, additional cultural and artistic performances may be organized during the banquet (if applicable).

4. Rental accommodation standards:

Delegations shall cover their own accommodation costs. For the Ministerial Conference, the host shall arrange accommodation at the Government Guesthouse for Ministers and Deputy Ministers; if hotel accommodation is required, the maximum rate is 2,500,000 VND per room per day.

5. Social receptions and working sessions:

- During the conference, delegations shall cover their own meal expenses, but additional dinner arrangements for exchange of work between delegation leaders and lunch for representatives may be made, subject to the following maximum levels:

+ Ministerial Conference delegation: Maximum level of 150,000 VND per meal.

+ High-level conference delegation (SEOM, SOM), Deputy Director-General level (DG): Maximum level of 100,000 VND per meal.

- For remaining working sessions, only coffee, mineral water, and fruit juice shall be provided for guests, with a maximum level of 40,000 VND per person per day (applicable to both representatives and hosts).

6. Gifts and uniform shirts for delegation leaders:

- Uniform shirts shall only be given to Ministerial delegation leaders.

- Regarding gifts, commemorative gifts may be given with a maximum expenditure of 400,000 VND for Ministerial delegation leaders; 300,000 VND per person for Conference Chairpersons; 200,000 VND per person for Secretariat officials.

7. Other expenses:

In addition to the standards prescribed above, organizing agencies may also budget for additional items such as stationery, printing materials, promotional activities for the conference, venue decoration, rental of meeting halls or rooms, equipment rental (if necessary), flag and conference badge production, sightseeing, translation services, security, transportation for spouses of Ministers, medical supplies, and other necessary expenses (if any).

8. Settlement of travel expenses for Vietnamese staff participating in ASEAN conferences shall be carried out in accordance with the provisions of Circular No. 94/1998/TT-BTC dated June 30, 1998 of the Ministry of Finance "regulating travel allowances for civil servants and employees on domestic business trips." In cases of overtime work, current regulations shall apply.

III. Budget Preparation, Allocation, and Settlement of Conference Expenses:

1. Prior to organizing an ASEAN Conference, agencies and units shall prepare a budget for conference expenses and submit it to the financial authority at the same level and the Treasury office handling transactions with the agency or unit.

Financial authorities at all levels shall be responsible for reviewing the budget for ASEAN Conference expenses submitted by units, ensuring compliance with the regulations set forth in this Circular, and based on the annual budget, processing procedures to notify the unit of the expense limit.

The State Treasury shall examine the documentation and payment orders issued by the head of the unit for the ASEAN conference expenses to ensure the legality of the documents and their compliance with the budget allocation for the conference expenses of the unit, and proceed with the settlement procedures for the conference expenses of the unit.

2/ The agencies and units organizing the ASEAN conference shall be responsible for settling the conference expenses together with the quarterly or annual settlements of the unit.

Financial authorities at all levels shall be responsible for examining the settlement of ASEAN conference expenditures by agencies and units to ensure that expenditures comply with established regulations. In cases where expenditures deviate from regulations or exceed the prescribed limits, the financial authority has the right to reverse the unauthorized expenditures. Any person who issues incorrect payment orders shall be subject to penalties as stipulated in the Ordinance on Thrift and Prevention of Waste.

IV/ IMPLEMENTATION PROVISIONS:

This Circular shall take effect fifteen days from the date of signature. During its implementation, if there are any difficulties, they should be reported to the Ministry of Finance for study and resolution.