THIS JOINT CIRCULAR REGULATES THE ESTABLISHMENT OF BUDGETS, MANAGEMENT AND USE OF FUNDS FROM THE STATE BUDGET AS WELL AS OTHER CONTRIBUTIONS TO ORGANIZE ACTIVITIES OF APEC 2017. IT INCLUDES SPECIFIC GUIDELINES ON EXPENSE LEVELS FOR ACTIVITIES SUCH AS MEETINGS, EVENTS, REPAIRS AND MAINTENANCE, PROCUREMENT OF ASSETS AND EQUIPMENT... IT ALSO REGULATES THE RESPONSIBILITY FOR MANAGING AND USING FUNDS AND SETTLEMENT OF MINISTRIES AND RELATED AUTHORITIES.
Scope of application
MINISTRIES, AUTHORITIES AND UNITS ASSIGNED THE TASK OF ORGANIZING APEC 2017 ACTIVITIES
Key points
- REGULATE EXPENSE LEVELS FOR PREPARATION AND ORGANIZATION ACTIVITIES OF APEC 2017
- GUIDE THE ESTABLISHMENT OF BUDGETS AND MANAGEMENT AND USE OF FUNDS FROM THE STATE BUDGET
- REGULATE SETTLEMENT OF FUNDS AFTER COMPLETION OF APEC 2017 ACTIVITIES
- MANAGEMENT AND USE OF LEGAL CONTRIBUTIONS AND FINANCIAL SUPPORT TO ORGANIZE APEC 2017
- EFFECTIVE DATE IS MARCH 7, 2016
🌐 Social impact of this document
- ENSURE EFFICIENT MANAGEMENT AND USE OF FUNDS IN THE PREPARATION AND ORGANIZATION OF APEC 2017
- PROVIDE A CLEAR LEGAL BASIS FOR THE ESTABLISHMENT OF BUDGETS, ALLOCATION, MANAGEMENT AND USE OF FUNDS FROM THE STATE BUDGET AS WELL AS OTHER CONTRIBUTIONS TO ORGANIZE APEC 2017
❓ Frequently asked questions
WHEN DOES THIS CIRCULAR TAKE EFFECT?
THIS JOINT CIRCULAR TAKES EFFECT FROM MARCH 7, 2016.
EXPENSES GENERATED OUTSIDE APPROVED BUDGETS MUST BE APPROVED BY WHOM BEFORE IMPLEMENTATION?
EXPENSES GENERATED OUTSIDE APPROVED BUDGETS MUST BE APPROVED BY THE HEADS OF SUB-COMMITTEES BEFORE IMPLEMENTATION.
Full text
JOINT CIRCULAR
Regulations on the preparation of budgets, management, use, and settlement of expenses for organizing the Asia-Pacific Economic Cooperation Forum in 2017
decision on the settlement of the preparatory and organizational expenses for the Asia-Pacific Economic Cooperation Forum in 2017
结算亚太经济合作论坛2017年准备和组织费用似乎有误，正确的翻译应仅针对第一行内容。根据规则，直接翻译如下：
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Pursuant to Decree No. 60/2003/NĐ-CP dated June 23, 2003 of the Government detailing and guiding the implementation of the State Budget Law;
Pursuant to Decree No. 36/2012/NĐ-CP dated April 18, 2012 of the Government stipulating the functions, tasks, powers, and organizational structure of Ministries and ministerial-level agencies;
Pursuant to Decree No. 215/2013/NĐ-CP dated December 23, 2013 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Finance;
Pursuant to Decree No. 74/2012/NĐ-CP dated September 29, 2012 of the Government stipulating the functions, tasks, powers, and organizational structure of the Office of the Government;
Implementing Decision No. 1082/QĐ-TTg dated November 16, 7 2015 of the Prime Minister regarding the establishment of the National Committee for APEC 2017;
Implementing Decision No. 1117/QĐ-TTg dated July 20, 2015 of the Prime Minister regarding the issuance of the operational regulations of the National Committee for APEC 2017;
Implementing Decision No. 112/QĐ-UBQGAPEC2017 dated September 4, 2015 of the National Committee for APEC 2017 regarding the establishment ofthe Physical and Logistics Sub-Committee for APEC 2017;
Minister of Finance and the Minister, Chairman Culture, of the National Defense At the proposal of issues this Joint Circular regulating the preparation of budgets, management, use, and settlement of expenses for preparing and organizing the Asia-Pacific Economic Cooperation Forum in 2017 chuẩn and organization the Asia-Pacific Economic Cooperation Forum in 2017.
Article 1. Scope of Regulation and Applicability
Article 1. Scope of Regulation:
This Joint Circular regulates the preparation of budgets, management, use, and settlement of expenses for preparing and organizing the Asia-Pacific Economic Cooperation Forum in 2017 (hereinafter referred to as APEC 2017) in Vietnam.
2. Scope:
Ministries, agencies, units, and organizations assigned funds to carry out tasks related to the preparation, organization, and service of APEC 2017 in Vietnam.
Article 2. Principles of Management and Use of Funds
1. Ministries, agencies, and units may only use allocated funds to perform tasks and activities related to the preparation, organization, and service of events within the framework of APEC 2017 that have been approved by competent authorities (Chairman of the National Committee for APEC 2017, Heads of Sub-Committees, Head of the Secretariat of APEC 2017), and shall not use these funds for other regular tasks of ministries, sectors, or localities.
2. The management and use of funds and assets for the preparation, organization, and service of APEC 2017 shall be carried out in accordance with the State Budget Law and current financial and asset management documents of the state, as well as the provisions of this Circular.
Article 3. Sources of Funds
The budget for organizing APEC 2017 includes:
1. State budget.
2. Contributions, support, and sponsorship from organizations, enterprises, and individuals both domestically and internationally.
3. Other sources (if any).
Article 4. Contents of Expenditure
1. Expenditure for the activities of the National Committee (hereinafter referred to as NC), sub-committees under it, and the Secretariat during the preparation and organization, and service of APEC 2017.
2. Expenditure for organizing meetings, seminars, group sessions, forums, sideline events included in the APEC 2017 event list approved by the NC Chair within the framework of APEC 2017.
3. Expenses for representatives attending APEC 2017 activities hosted by the Vietnamese government.
4. Expenses for printing invitations, making badges for participants in APEC 2017 activities, organizing committee badges, transportation control badges, journalist and technical staff badges, emblems, logos, banners, posters; printing handbooks, photo books, and other publications serving the preparation and organization of APEC 2017.
5. Expenses for building and maintaining the operation of the APEC 2017 website; information, communication, and publicity through mass media; other promotional activities according to the Plan approved by the NC Chair.
6. Expenses for organizing design competitions and creating symbols for APEC 2017 activities.
7. Expenses for training, briefing, instruction, and capacity building for implementing service activities for APEC 2017.
8. Expenses for hiring experts, consultants (domestic and international), workers for the preparation and organization of APEC 2017.
9. Expenses for security assurance, public order, health, epidemic prevention, food safety, environmental sanitation, and service work.
10. Expenses for cultural and artistic activities welcoming and serving delegates at APEC 2017.
11. Expenses for purchasing or producing gifts, items, and souvenirs according to the Plan approved by competent authorities.
12. Expenses for organizing delegations to survey and exchange experiences abroad on organizing APEC 2017 activities.
13. Expenses for purchasing or renting transportation means, equipment, venues, and uniforms for organizing APEC 2017.
14. Expenses for renovating and repairing facilities serving APEC 2017 activities.
15. Other direct expenses for organizing APEC 2017 such as: Translation services, office supplies, telephone, photography and photocopying, drinking water, and other related expenses.
Article 5. Funding Levels
1. Expenses for organizing the APEC 2017 Summit:
a) For Delegates and delegations attending the APEC 2017 Summit:
- Those covered by the Vietnamese government's hospitality: Implement the contents and expenditure levels as decided by the Prime Minister.
- Foreign delegations not covered by hospitality must pay their own expenses for meals, accommodation, and travel (the budget does not cover these costs).
b) For officials and staff serving the APEC 2017 Summit:
- Allowance for service: Officials and staff directly involved in serving the Summit (including holidays and Sundays) will receive allowances for performing duties at the following rates:
+ Members of the National Committee for APEC 2017, Heads of APEC 2017 Sub-Committees, Head of the APEC 2017 Secretariat: 300,000 VND/day/person.
+ Members of APEC 2017 Sub-Committees and APEC 2017 Secretariat: 250,000 VND/day/person.
+ Members of groups, teams, working units under Sub-Committees and the APEC 2017 Secretariat mobilized by the Heads of Sub-Committees and the APEC 2017 Secretariat to serve the APEC 2017 Summit: 200,000 VND/day/person.
Staff members serving (security forces, drivers, receptionists, volunteers, liaison officers...) approved by the Heads of Subcommittees and the Secretary-General of APEC 2017: VND 150,000/day/person.
In case a person performs multiple tasks in one day, they shall only be entitled to the highest remuneration level.
The number of days eligible for remuneration is the number of official days of the Conferences. In cases where work must be implemented earlier or completed later than the official Conference days; the maximum payment period shall not exceed 15 days; at the same time, overtime pay (if applicable) shall not be paid.
In cases where officials and staff serving the Conference at a location other than their place of residence have already received duty allowance, travel expenses shall not be reimbursed.
- In necessary cases, the Conference Organizing Committee arranges centralized meals and accommodation for security forces, medical personnel, and service staff (guards, drivers, receptionists, volunteers, liaison officers...). The meal expense rate is VND 200,000/person/day (inclusive of beverages, excluding tax and service fees); accommodation expenses are based on actual invoices. No cash payments will be made if centralized meals and accommodations are not utilized.
- Mobile phone call support costs for officials and staff: The allocation rate applied during the organization of the APEC 2017 High-Level Meeting is as follows:
+ Members of the National Steering Committee, Heads of Subcommittees, and the Secretary-General of APEC 2017: VND 500,000/person.
+ Members of Subcommittees and the Secretary-General of APEC 2017: VND 300,000/person.
+ In necessary cases, the Heads of Subcommittees or the Secretary-General of APEC 2017 decide on the list of officials eligible for mobile phone call reimbursement or rental of mobile phones, with a maximum allocation rate not exceeding VND 300,000/person.
2. Expenses for organizing APEC 2017 Ministerial Meetings:
a) For delegates and guest delegations attending the APEC 2017 Ministerial Meetings:
- Those covered by the Vietnamese government's hospitality: Implement the contents and expenditure levels as decided by the Prime Minister.
- Foreign delegations not covered by hospitality must pay their own expenses for meals, accommodation, and travel (the budget does not cover these costs).
b) For officials and staff serving the APEC 2017 Ministerial Meetings:
- Duty allowances, meals, and accommodations for officials, civil servants, staff, and volunteer forces (drivers, guards, receptionists, liaison officers, volunteers, short-term contract employees) are applied at the same rates as those for the APEC 2017 High-Level Meeting. The number of days eligible for allowances is the number of official meeting days. In cases where work must be implemented earlier or completed later than the official meeting days, payment will be made according to the decision of the Heads of Subcommittees and the Secretary-General of APEC 2017, but the duration of each period shall not exceed seven days.
- Mobile phone call support costs for officials and staff:
The allocation rate applied during each APEC 2017 Ministerial Meeting is as follows:
+ Members of the National Steering Committee, Heads of Subcommittees, and the Secretary-General of APEC 2017: VND 300,000/person.
+ Members of Subcommittees and the Secretary-General of APEC 2017: VND 200,000/person.
+ In necessary cases, the Heads of Subcommittees or the Secretary-General of APEC 2017 decide on the list of officials eligible for mobile phone call reimbursement, with a maximum allocation rate not exceeding VND 200,000/person for one service period of the APEC 2017 Ministerial Meeting.
3. Expenses for organizing Senior Officials Meetings (SOM):
a) For delegates and guest delegations attending the SOM Meetings:
- Those covered by the Vietnamese government's hospitality: Implement the contents and expenditure levels as decided by the Prime Minister.
- Foreign delegations not covered by hospitality must pay their own expenses for meals, accommodation, and travel (the budget does not cover these costs).
b) For officials and staff serving the SOM Meetings:
- Duty allowances, meals, and accommodations for officials, civil servants, staff, and volunteer forces (drivers, guards, receptionists, liaison officers, volunteers, short-term contract employees) are applied at the same rates as those for the APEC 2017 High-Level Meeting.
The number of days eligible for allowances is the number of official meeting days. In cases where work must be implemented earlier or completed later than the official meeting days, the maximum payment period for one period shall not exceed fifteen days; at the same time, overtime pay (if applicable) shall not be paid.
- Mobile phone call support costs for officials and staff: The allocation rate applied is the same as that for the APEC 2017 High-Level Meeting.
4. Expenses for organizing sideline events of the APEC 2017 High-Level Meeting:
a) For delegates participating in:
- Delegates participating in sideline events of the APEC 2017 High-Level Meeting shall cover their own airfare, food, accommodation, transportation, registration fees, and other expenses.
Special cases shall be handled according to the Prime Minister's Decision.
- Refreshments between sessions: Maximum VND 200,000/day/person.
- Each sideline event may organize one reception dinner (including entertainment and drinks): Maximum VND 1,200,000/person (excluding tax and service fees).
- Souvenirs for delegation leaders: Maximum VND 1,000,000/person.
b) For officials and staff serving the sideline events of the APEC 2017 High-Level Meeting:
- Duty allowances, meals, and accommodations for staff involved in organizing and serving (officials, staff, drivers, guards, receptionists, liaison officers, volunteers, short-term contract employees...) are applied at the same rates as those for the APEC 2017 High-Level Meeting.
The number of days eligible for allowances is the number of official event days. In cases where work must be implemented earlier or completed later than the official event days, the maximum payment period for one period shall not exceed seven days; at the same time, overtime pay (if applicable) shall not be paid.
- Mobile phone call support costs for officials and staff: The allocation rate applied is the same as that for the APEC 2017 Ministerial Meeting.
5. Other expenses related to the organization of APEC 2017 meetings and events:
a) Expenses for overseas survey and experience exchange missions: Implemented according to Circular No. 102/2012/TT-BTC dated June 21, 2012, issued by the Ministry of Finance, stipulating travel expenses for state officials and civil servants on short-term overseas trips funded by the state budget and subsequent amendments and supplements.
b) Expenses for building the APEC 2017 Conference website: Implemented according to Circular No. 194/2012/TT-BTC dated November 15, 2012, issued by the Ministry of Finance, guiding the cost of establishing electronic information to maintain the regular operation of agencies and units using state funds.
c) Translation expenses: To be carried out in accordance with the provisions of Circular No. 01/2010/TT-BTC dated January 6, 2010, issued by the Ministry of Finance on the regulations for reception expenses for foreign guests working in Vietnam, conference and seminar expenses for international events held in Vietnam, and domestic reception expenses.
d) Training class organization expenses, training sessions, drills, and other activities to implement APEC 2017 operations and staff training programs: To be implemented according to the approved project and budget in accordance with the expenditure items and levels specified in Circular No. 139/2010/TT-BTC dated September 21, 2010, issued by the Ministry of Finance on the preparation of budgets, management, and utilization of state funds for cadre training and development.
e) Expert and advisor rental expenses (domestic and foreign), labor service expenses for APEC 2017 preparation and organization work: To be implemented according to the expenditure levels specified in Circular No. 91/2014/TT-BTC dated July 14, 2014, issued by the Ministry of Finance on the regulations for expenditure for preparation and organization of IPU-132.
f) Expenditure for renovation and repair services for APEC 2017 activities: To be carried out in accordance with current regulations on basic construction investment management and procedures for controlling capital investment and public expenditure with investment and construction characteristics within the National Treasury system.
g) Expenses for purchasing or renting assets, equipment, printing documents, producing symbols, gifts, etc.: To be carried out in accordance with the Public Procurement Law and related implementing documents.
h) Overtime pay (outside the days already compensated for serving the Conference): In cases of overtime work, overtime pay shall be settled according to Circular Joint No. 08/2005/TTLT-BNV-BTC dated January 5, 2005, issued by the Ministry of Home Affairs and the Ministry of Finance on the implementation of wage payment systems for night work and overtime for cadres, civil servants, and public officials.
i) Expenditures for the operation of the National Committee, subordinate Subcommittees, and Secretariat (travel expenses, communication costs, office supplies, fuel, vehicle expenses, etc.): To be carried out in accordance with current regulations and valid expense vouchers.
k) For unforeseen expenditures not covered by the expenditure levels specified in this Circular and other laws, the Minister or head of a ministry or agency assigned the task of organizing APEC 2017-related activities may decide specific expenditure levels based on ensuring compliance with tender documentation, contracts, invoices, and valid vouchers.
Article 6. Budget Preparation, Management, Utilization, and Settlement
1. State budget funds
The preparation, management, utilization, and settlement of state budget funds for APEC 2017 preparatory and organizational work shall be conducted in accordance with the current provisions of the State Budget Law, Accounting Law, and related implementing documents. This Circular provides guidance on certain specific matters as follows:
a) Establishment of budget estimates:
- Ministries, agencies, and units assigned the main responsibility for organizing APEC 2017 meetings and events shall develop proposals for organizing such meetings and events to be submitted to the Chairman of the Steering Committee for approval (including estimated funding for the proposal).
- Based on the approved proposal, and in accordance with the expenditure items and levels specified in this Circular, ministries, agencies, and units assigned the main responsibility for APEC 2017 activities shall prepare budgets and submit them to the relevant Subcommittees and Secretariat of APEC 2017. The Subcommittees and Secretariat of APEC 2017 shall review and consolidate the budget estimates (detailed by each ministry, agency, and unit responsible for tasks within the Subcommittee) and submit them to the Material and Logistics Subcommittee and the Government Office.
- The Material and Logistics Subcommittee of APEC 2017 shall check the expenditure items and levels according to the functions and responsibilities of each Subcommittee and consolidate the budget estimates for organizing APEC 2017 activities by Subcommittee and Secretariat (detailed by each ministry, agency, and unit responsible for tasks within the Subcommittee) and submit them to the Ministry of Finance.
- The Ministry of Finance shall review the budget estimates for preparing and organizing APEC 2017 activities and submit them to the Prime Minister for approval.
b) Allocation and distribution of budgets:
Based on the approved budget estimates for preparing and organizing APEC 2017 events, the Ministry of Finance shall notify and allocate budgets to each ministry and agency responsible for implementing the tasks. On the basis of the budget allocated by the competent authority, ministries, agencies, and units responsible for implementing the tasks shall distribute the budget in accordance with the State Budget Law and related implementing documents.
c) Management, utilization, and settlement of funds:
Ministries, agencies, and units are responsible for managing, utilizing, and settling funds allocated for implementing APEC 2017-related activities in accordance with current financial regulations, and at year-end, they shall consolidate these into their annual settlement reports. Any expenses incurred outside the approved budget must be approved by the Subcommittee Chair before implementation.
The preparation and organization expenses for APEC 2017 activities of each ministry, agency, and unit shall be separately monitored and accounted for under corresponding categories, items, and sub-items in the state budget classification.
Upon completion of APEC 2017 activities, within 60 days, ministries, agencies, and units responsible for implementing APEC 2017-related activities shall submit reports on the use of APEC 2017 organization funds and inventory lists of fixed assets purchased for APEC 2017 organization purposes to the Material and Logistics Subcommittee and the Ministry of Finance. Within 30 days from receiving the reports from ministries, agencies, and units, the Material and Logistics Subcommittee shall compile and submit a report on the use of APEC 2017 preparation and organization funds to the Ministry of Finance for reporting to the Prime Minister.
2. For contributions, support, sponsorship, and other legally raised funds from domestic and foreign economic and social organizations for the organization of APEC 2017, these shall be considered as revenue of the state budget, to be managed and utilized according to the provisions of this Circular and the regulations of the sponsors; they shall be consolidated into the report on preparation and organization expenses for APEC 2017 submitted to the Ministry of Finance, with copies sent to the Logistics Sub-committee.
Article 7. Implementation Organization
1. This Joint Circular takes effect from March 7, 2016.
2. In cases where legal normative documents cited in this Joint Circular are amended, supplemented, or replaced by other legal normative documents, the provisions of the amended, supplemented, or replacing documents shall apply.
3. For work volumes that agencies and units have implemented before the effectiveness of this Joint Circular, agencies and units shall base their final settlement of expenses on the provisions of this Joint Circular and actual, lawful, and valid expenditure vouchers in accordance with the State Budget Law, Accounting Law, and guiding documents.
4. During implementation, if any difficulties arise, they should be promptly reported to the Ministry of Finance and the Government Office for study and appropriate amendment and supplementation.
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DEPUTY MINISTER, HEAD
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DEPUTY MINISTER
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