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

CIRCULAR

OF THE MINISTRY OF FINANCE NUMBER 149/1998/TT-BTC DATE NOVEMBER 17, 1998
REGULATING THE EXPENSES FOR ORGANIZING INTERNATIONAL ASEAN MEETINGS
IN VIETNAM

Pursuant to Decree No. 12/CP dated December 1, 1992 of the Prime Minister on the "Regulations on Management of Our Delegations Abroad and Foreign Delegations Entering Our Country."

To implement uniformly the expenditure regulations for organizing International ASEAN Meetings in Vietnam in accordance with current economic and social conditions and in line with practices, customs, and mechanisms for cooperation within the ASEAN framework, the Ministry of Finance hereby stipulates the expenditure regulations for organizing International ASEAN Meetings in Vietnam as follows:

I/ GENERAL PROVISIONS

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

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

3\. The main organizing agencies must utilize their own guesthouses, transportation means, and existing facilities to serve guests. In cases where they lack the necessary conditions and standards to host the delegations, they may hire external services according to the expenditure levels specified in this Circular.

4\. The funds to ensure International ASEAN Meetings in Vietnam must be arranged within the annual budget approved by the unit; financial authorities will not supplement additional expenses for organizing meetings outside the plan or exceeding the approved budget. In case of extraordinary meetings not included in the annual plan, permission from the Prime Minister to organize such meetings and supplementary funding must be obtained.

II\. CONTENT AND EXPENDITURE LEVELS:

1\. Reception at the airport:

For high-level meetings (SEOM, SOM, ASC) with accompanying delegation leaders, reception at the aircraft stairs and flower presentation for the delegation leader and female delegates will be provided. For the ASEAN Ministerial Meeting, there will be formal reception and security escort.

2\. Vehicle standards:

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

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

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

- The cost of renting vehicles will be based on the rental contract and invoice issued by state entities authorized to operate transportation services.

3\. Hospitality:

Each meeting can only organize one hospitality event according to the following levels (including representatives from Vietnam):

- For the ASEAN Ministerial Meeting: Maximum level of 300,000 VND per person.

- For high-level meetings (SEOM, SOM), director-general level (DG): Maximum level of 250,000 VND per person.

- For working meetings at the specialist level: Maximum level of 150,000 VND per person.

For the ASEAN Ministerial Meeting, additional cultural and artistic performances can be organized during the hospitality event (if applicable).

4\. Accommodation standards:

Delegations will cover their own accommodation costs. For the ASEAN Ministerial Meeting, the government will arrange accommodations at the Government Guesthouse for ministers and deputy ministers; if hotel accommodation is required, the maximum cost is 2,500,000 VND per room per day.

5\. Social receptions and working sessions:

During the meeting, delegations will cover their own meals, but additional evening meals for exchanging work between delegation leaders and lunch for representatives can be arranged with the following maximum levels:

- For the ASEAN Ministerial Meeting: Maximum level of 150,000 VND per meal.

- For high-level meetings (SEOM, SOM), director-general level (DG): Maximum level of 100,000 VND per meal.

- For remaining working sessions, only coffee, mineral water, and fruit juice will 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 will only be given to minister-level delegation leaders.

- Regarding gifts, commemorative gifts will be given with a maximum level of 400,000 VND for minister-level delegation leaders; 300,000 VND per person for conference chairpersons; 200,000 VND per person for conference secretariat officials.

7\. Other expenses:

In addition to the above standards, organizing agencies can also budget for additional items: stationery, office supplies, printing of documents, conference publicity, decoration costs, venue rental or meeting room rental, equipment rental (if any), flag and emblem production, sightseeing, translation services, security, transportation costs for spouses of ministers, medical supplies, and other necessary expenses (if any).

8\. Reimbursement 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 expenses for civil servants and public employees traveling domestically." In cases of overtime work, reimbursement will be made according to the current regulations.

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

1\. Prior to organizing an ASEAN Conference, agencies and units must prepare a budget for conference expenses and submit it to the financial authority at the same level and the treasury where the agency or unit conducts transactions.

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.