Joint Circular No. 152/2007/TTLT/BTC-BKHCN guiding financial management for organizing Technology and Equipment Markets (Techmart)

JOINT CIRCULAR

Guidelines for financial management of technology and equipment market (Techmart) activities

marketplace for technology and equipment (Techmart)

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

Pursuant to Decision No. 214/2005/QĐ-TTg dated August 30, 2005 of the Prime Minister approving the Project on Developing the Technology Market;

To unify the financial management work for organizing Technology and Equipment Markets, the Ministry of Finance and the Ministry of Science and Technology issue guidelines for financial management of organizing Technology and Equipment Markets as follows::

I.  GENERAL PROVISIONS

1. These Circular applies to the organization of Technology and Equipment Markets (referred to as Techmart) as stipulated in the Regulation on Technology and Equipment Markets issued together with Decision No. 15/2007/QĐ-BKHCN dated July 25, 2007 of the Minister of Science and Technology, which are supported financially by the State and approved by the Minister of Science and Technology, People's Committees of provinces and centrally governed cities.

2. The entities implementing this Circular include ministries, sectors, People's Committees of provinces and centrally governed cities, agencies, units, organizations, and individuals using funds to organize Technology and Equipment Markets.

3. Funds for organizing Technology and Equipment Markets include state budget for science and technology (central and local), contributions, donations, sponsorships from organizations, enterprises, and individuals both domestically and internationally, income from additional services provided to participating organizations and individuals, and other sources (if any).

The use and management of funds and assets serving the organization of Technology and Equipment Markets shall be carried out in accordance with the Law on State Budget and current financial and asset management regulations, as well as the provisions of this Circular.

II. SPECIFIC PROVISIONS

1. Sources of funds for organizing technology and equipment markets:

1.1. For Vietnam Technology and Equipment Markets (Vietnam Techmart).

a- State budget science and technology expenses.

b- Contributions from participating localities (if any).

c- Income from contributions, donations, sponsorships from organizations, enterprises, and individuals both domestically and internationally; income from providing additional services to participating organizations and individuals (outside those supported); unspent income from previous years; and other income (if any) can be used to fund the organization of Techmart.

1.2. For Local Technology and Equipment Markets (Local Techmart).

a- Local science and technology expenses.

b- Income from contributions, donations, sponsorships from organizations, enterprises, and individuals both domestically and internationally; income from providing additional services to participating organizations and individuals (outside those supported); unspent income from previous years; and other income (if any) can be used to fund the organization of Techmart.

The allocation of expenditure between different funding sources will be detailed in the project to organize Techmart approved by the competent authority.

2. Expenditure items for organizing technology and equipment markets include:

a- Expenditure for the Organizing Committee of Techmart: These are expenses for the Organizing Committee to carry out tasks specified in Article 13 and Article 14 of Decision No. 15/2007/QĐ-BKHCN dated July 25, 2007 on the issuance of the Techmart Regulation.

b- Special expenditure items

- Live broadcast costs (if applicable).

- Costs for awards, certificates, plaques, trophies, and prizes.

- Web site construction costs (virtual Techmart).

- Costs for collecting, processing, summarizing, and entering data on technology and equipment information.

- Consultant fees at Techmart.

- Travel, accommodation, transportation of equipment, and document transportation costs for the Organizing Committee and the Awarding Council.

- Travel, accommodation, and transportation of equipment costs for staff, experts, and scientists with booths participating in Techmart.

c- Other costs (if any).

3. Expense levels for organizing technology and equipment markets:

3.1. Travel expenses for members of the Organizing Committee and the Awarding Council shall be implemented according to Circular No. 23/2007/TT-BTC dated March 21, 2007 of the Ministry of Finance on travel expense regulations and expense regulations for organizing conferences for state agencies and public institutions.

3.2. Conference and seminar expenses shall be implemented according to the scientific conference expense content stipulated in Joint Circular No. 44/2007/TTLT-BTC-BKHCN dated May 7, 2007 of the Ministry of Finance and the Ministry of Science and Technology on guiding the establishment and allocation of budgetary funds for scientific and technological projects using state budget funds.

3.3. Communication expenses shall be implemented through a quota system, specifically as follows:

- Members of the Techmart Organizing Committee: VND 150,000/person/entire Techmart period.

- Members of sub-committees: VND 100,000/person/entire Techmart period.

In case of necessity, the Organizing Committee Chairperson decides the list of officials permitted to settle communication expenses during the Techmart service period. The maximum communication fee to be settled does not exceed VND 100,000/person for the duration of Techmart.

3.4. Translation expenses: Translation expense levels are defined as follows:

Written translation:

- Translating technical documents from foreign languages into Vietnamese and vice versa, at a rate of VND 50,000-VND 70,000/page (300 words).

Oral translation:

- Ordinary oral translation: Not exceeding VND 80,000/person/hour, equivalent to not more than VND 640,000/person/day working 8 hours.

- Simultaneous oral translation: Not exceeding VND 200,000/person/hour, equivalent to not more than VND 1,600,000/person/day working 8 hours.

The above translation expense standards only apply when external translators and interpreters need to be hired, and do not apply to translators and interpreters who are employees of agencies and units.

3.5. Allowances for staff and employees directly involved during the Techmart period:

- Chairpersons of the Steering Committee and Organizing Committee, and directing members: VND 150,000/person/day.

- Organizing Committee members, heads, and deputy heads of sub-committees: VND 120,000/person/day.

- Sub-committee members: VND 100,000/person/day.

- Directly involved staff and employees: VND 50,000/person/day.

In case a person performs multiple tasks on the same day, they shall only be entitled to the highest rate of remuneration.

3.6. Expenditure on office supplies, printing, photocopying of documents, Certificates of Merit, Certificates of Commendation, Certificates of Recognition, making trophies, sculptures, invitations, making cards based on current regulations, invoices, and lawful vouchers approved by competent authorities (Expenditure for making trophies for awards, with a maximum expenditure not exceeding 1,000,000 VND per trophy; expenditure for making sculptures not exceeding 150,000 VND per sculpture).

3.7. Support expenses not exceeding 50% of travel expenses according to the prescribed regulations during the official organization period of Techmart for independent experts and scientists but not more than two people per booth; support expenses covering 50% of transportation costs for concentrating exhibition equipment and items at Techmart.

The remaining funds are to be used for transporting equipment and items for display and introduction at Techmart; living, accommodation, and travel expenses of experts and scientists: The organizing committee requires participating units to arrange these expenses from their own financial resources or the organizing committee to mobilize funds from various sources such as sponsorships, grants, and contributions from domestic and foreign organizations and individuals to provide support.

3.8. Expenditure for collecting, processing, and compiling detailed information on technology and equipment: 20,000 VND per technology or equipment item.

3.9. The level of reward money for collectives and units with outstanding products participating actively in the technology and equipment market; individual farmers, workers, and students with creative and outstanding products in the technical innovation movement participating in the technology and equipment market, as stipulated by the organizing committee but not exceeding the provisions on reward money under current laws and regulations on incentive and commendation systems.

3.10. Other expenditures not specified from Section 3.1 to 3.9: To be implemented according to the budget approved by competent authorities and in accordance with economic contracts, lawful invoices and vouchers, and related legal documents within the framework of the total budget for organizing Techmart approved by authorized agencies.

4. Financial support roadmap for organizing Techmart from the state budget.

- From now until the end of 2010, the state budget will ensure funding for organizing the Technology and Equipment Market including expenses for the organizing committee to carry out organizational-reception, information dissemination, content preparation, fundraising activities, awarding expenses; rental and setup of booths, support for travel expenses (including meals, accommodation, and transportation) and transportation of equipment for independent individuals participating in Techmart; support for equipment transportation for participating organizations.

- Starting from 2011, pilot fee collection from organizations and individuals with booths participating in the Technology and Equipment Market, specific collection rates will be determined by the organizing committee. State funding will ensure:

+ In 2011: The state ensures a maximum of 80% of the infrastructure and technical expenses of Techmart (rental fees, security, electricity and water charges, protection of Techmart, booth setup costs); ensuring expenses related to the organizing committee such as organizational-reception, information dissemination, content preparation, fundraising, awarding, and other related expenses (collectively referred to as organizing committee expenses).

+ In 2012: The state ensures a maximum of 60% of the infrastructure and technical expenses of Techmart; ensuring organizing committee expenses.

+ In 2013: The state ensures a maximum of 40% of the infrastructure and technical expenses of Techmart; ensuring organizing committee expenses.

+ In 2014: The state ensures a maximum of 20% of the infrastructure and technical expenses of Techmart; ensuring organizing committee expenses.

- Starting from 2015: The state budget will ensure the operating expenses of the organizing committee. Other expenses will be contributed by participating organizations together with other mobilized sources to ensure funding.

III. ESTABLISHING BUDGETS, ISSUING AND SETTLING EXPENSES

1. Establishing the state budget for organizing Techmart:

Annually, when preparing the state budget revenue and expenditure plan, based on the Techmart organization plan, the agencies responsible for implementing Techmart establish the state budget for Techmart activities and submit them to the competent authorities for inclusion in the corresponding science and technology service budget (central or local), specifically:

- The Ministry of Science and Technology establishes the state budget for organizing the Vietnam Techmart (including national scale and regional scale) and sends it to the Ministry of Finance for submission to the competent authority to make decisions according to the State Budget Law.

- Provincial People's Committees, municipal people's committees directly under the central government, ministries, ministerial-level agencies, and government agencies balance the science and technology service budget for organizing local Techmarts, participating in the Vietnam Techmart (including both national scale and regional scale Techmarts) or supporting affiliated scientific and technological organizations participating in Techmarts.

2. Allocating and withdrawing the budget for organizing Techmart:

a. For funds from the central budget:

- The central budget for organizing the Vietnam Techmart (including both national scale and regional scale Techmarts), and the implementation of central activities at local Techmarts are allocated in the annual science and technology service budget of the Ministry of Science and Technology.

- The Ministry of Science and Technology allocates the budget to the main implementing unit which withdraws the budget according to the progress and workload assigned in the approved Techmart organization project and is responsible for using and settling this amount according to the State Budget Law.

b. For funds from the local budget:

- Funds from the local budget for organizing local Techmarts, contributing to the organization of the Vietnam Techmart are allocated in the budget of the agency responsible for organizing local Techmarts.

- The unit assigned to organize Techmart at the local level withdraws the budget estimate for expenditure according to the progress and volume of work allocated, and is responsible for using and settling the actual expenses incurred in accordance with the provisions of the State Budget Law.

The allocation and withdrawal of budget estimates shall be carried out in accordance with the current provisions of the State Budget Law, ensuring expenditure according to the progress and volume of work assigned.

3. Accounting and settlement of revenues and expenditures:

The funds for organizing Techmart shall be accounted for under corresponding items and sub-items of the State Budget Classification. Upon completion of the organization of Techmart, the agencies, units, and localities participating in organizing Techmart are responsible for settling the organizational expenses in accordance with the current regulations.

IV. IMPLEMENTATION PROVISIONS

This Circular takes effect fifteen days from the date of publication in the Official Gazette. During implementation, if there are any difficulties, they should be reported to the Ministry of Finance and the Ministry of Science and Technology for study, supplementation, and amendment as appropriate/.