Circular No. 17361/BTC-KBNN on Amending and Supplementing Payment Vouchers for Investment Capital

Respected: State Treasury Departments of provinces and centrally governed cities

Implementing Circular No. 130/2007/TT-BTC dated November 2, 2007 amending and supplementing certain Points of Circular No. 27/2007/TT-BTC dated April 3, 2007 of the Ministry of Finance on guiding management and payment of investment capital and operational capital with investment characteristics from state budget funds; to reform and simplify procedures in investment capital payments, the Ministry of Finance hereby guides the amendment and supplementation of payment vouchers for investment capital as follows:Directives for amending and supplementing payment vouchers for investment capital are as follows:

I. Repeal accounting vouchers

Repeal the following accounting voucher models issued pursuant to Decision No. 24/2006/QĐ-BTC dated April 6, 2006 of the Minister of Finance:

1. Investment withdrawal form combined with cash receipt (Model C3-01/NS)

2. Investment withdrawal form combined with transfer, electronic money transfer, and issuance of guarantee checks (Model C3-02/NS).

II. Supplement accounting vouchers

1. Supplement voucher model: Investment withdrawal form – Model C3-07/NS (Attached to this circular).

2. Content, recording method, and circulation process of the voucher

2.1. Investment withdrawal form – Model C3-07/NS:

Purpose

The investment withdrawal form is an accounting voucher prepared by the project sponsor or Project Management Board (collectively referred to as the sponsor) and sent to the State Treasury to withdraw investment capital (including both program-target investment capital and other investment capital); it is used to withdraw investment capital through transfer or in cash, serving as the basis for the State Treasury to record budget expenditures for investment development.

Recording method and responsibility

a. Sponsor

- The investment withdrawal form must be numbered consecutively within the accounting period, clearly indicating the date, month, year of issuance, budget level, and fiscal year of the investment capital.

- If the investment withdrawal form is used for advance funding, the "Payment" box should be crossed out. If it is used for withdrawing investment capital, the "Advance Funding" box should be crossed out.

- Clearly indicate the project name, project code, location code where the project is implemented; the name and budget unit code of the sponsor, the program-target code (if applicable); account number and State Treasury branch where the account is opened.

- Clearly indicate the number and date of the investment payment request form; source of investment capital; fiscal year of the investment capital plan.

- If withdrawing investment capital through transfer, electronic money transfer, or issuance of guarantee checks, clearly indicate the name, address, account number, and opening bank of the beneficiary, leaving blank the fields for recipient's surname, ID number, issuing authority, and issue date.

- If using the investment withdrawal form to pay in cash, clearly indicate the name of the receiving entity, recipient's full name, ID number, issuing authority, and issue date, leaving blank the fields for account number and opening bank of the beneficiary.

- The list of investment capital withdrawals must be detailed according to content, budget item, and amount; each item should be recorded in a separate line.

- The total amount requested for investment capital withdrawal should be recorded in both figures and words.

b. State Treasury

- The investment payment department, after reviewing the investment withdrawal form, signs confirmation and transfers it to the accounting department.

- The accounting department records the transaction in the "State Treasury Record" section.

Note:Accountants base on the "advance funding/payment" section and the "annual plan..." line to record the transaction. In cases where the sponsor withdraws completed volume of work from previously advanced funds, the accountant still records it as advance funding.

- Accountants, chief accountants, and directors of the State Treasury sign fully according to the positions specified on the voucher.

- If withdrawing investment capital in cash, the cashier records the date, month, and year in the "State Treasury records and pays on..." line, signs, stamps "PAID", and disburses to the sponsor. If withdrawing investment capital through transfer, electronic money transfer, or issuance of guarantee checks, leave the cashier position blank.

Circulation of vouchers:

a. Withdrawal of investment capital in cash:

- The sponsor prepares three copies of the investment withdrawal form and sends them to the State Treasury.

- The accountant uses one copy for accounting and storage, two copies are sent to the investment payment department and comprehensive planning department (the investment payment department and comprehensive planning department use one copy for tracking, and return one copy to the sponsor).

b. Withdrawal of investment capital through transfer, electronic money transfer.

 - In case the beneficiary has an account at the State Treasury branch where the sponsor opens its account:

+ The sponsor prepares four copies of the investment withdrawal form and sends them to the State Treasury.

+ The accountant uses one copy for accounting and storage, one copy is reported to the beneficiary as credit, two copies are sent to the investment payment department and comprehensive planning department (the investment payment department and comprehensive planning department use one copy for tracking, and return one copy to the sponsor).

 - In case the beneficiary has an account at another State Treasury branch:

+ The sponsor prepares three copies of the investment withdrawal form and sends them to the State Treasury.

+ The accountant uses one copy for accounting and storage, two copies are sent to the investment payment department and comprehensive planning department (the investment payment department and comprehensive planning department use one copy for tracking, and return one copy to the sponsor).

 - In case the beneficiary has an account at a commercial bank:

+ The sponsor prepares five copies of the investment withdrawal form and sends them to the State Treasury.

+ The accountant uses one copy for accounting and storage, two copies are sent to the investment payment department and comprehensive planning department (the investment payment department and comprehensive planning department use one copy for tracking, and return one copy to the sponsor), the remaining two copies are used for payment or destroyed (depending on the payment method).

c. Withdrawal of investment capital through issuance of guarantee checks:

- The sponsor prepares three copies of the investment withdrawal form and sends them to the State Treasury.

- The accountant uses one copy for accounting and storage, two copies are sent to the investment payment department and comprehensive planning department (the investment payment department and comprehensive planning department use one copy for tracking, and return one copy to the sponsor) for monitoring.

III. Amend vouchers

1. Amend voucher model and scope of use

1.1. Amend and replace the "Investment Payment Request Form" (Model B01/KB) issued pursuant to Decision No. 298/QĐ-KBNN dated May 18, 2007 with a new model (Model B01/KB) attached hereto.

1.2. Scope of use:

The new "Request for Investment Capital Payment" form (Form B01/KB) is prepared by the project sponsor and submitted to the State Treasury (where the sponsor has an account) requesting provisional payment or settlement of completed work volumes from investment funds managed by the State Treasury system (concentrated construction capital, program target capital, government bond capital, foreign aid contributions, etc.).

Number of Request for Investment Capital Payment forms: For domestic-funded projects, three copies should be prepared (one copy for the State Treasury; one copy for the project sponsor; one copy for the beneficiary unit); for foreign-funded projects, five or six copies should be prepared depending on the project management level (in addition to the copies retained by the aforementioned units, one copy should also be sent to the serving bank; one copy to the Department of Foreign Finance, Ministry of Finance; and one copy to the higher-level Project Management Board if applicable).

The Request for Investment Capital Payment form is prepared once for each provisional payment or settlement of completed work volumes. However, for foreign-funded projects, due to the need to control and confirm provisional payments and settlements according to the funding ratio, it may be prepared once but used multiple times for provisional payments and settlements of domestic funds. When withdrawing funds from the second time onwards, the project sponsor only needs to prepare the Investment Capital Withdrawal Request form for provisional payments and settlements of the amount accepted by the State Treasury for provisional payments and settlements on the Request for Investment Capital Payment form that was not fully provisionally paid or settled previously.

The Request for Investment Capital Payment form can be prepared using a pre-printed form or created on a computer, but must comply with the prescribed model. The project sponsor and the State Treasury must sign all copies of the document completely, without signing or writing in red ink, pencil, or carbon paper; the document cannot be erased; signatures and stamps on the document must match the registered stamp and signature samples at the State Treasury.

2. Method of preparation:

2.1. For the sponsor's section

- Sponsor: Enter the correct name of the sponsor or the Project Management Board as specified in the decision on establishment and the account opening registration, sponsor's stamp and signature sample at the State Treasury where the account is opened;

- Number: Enter the document number of the sponsor;

- Respectfully submitted to: Enter the name of the State Treasury where the sponsor has an account;

- Line Project Name, Construction Work: Enter the project name or construction work name as specified in the approved investment decision or the annual investment capital plan announcement (for planning and preparatory investment projects);

- Line Sponsor/Project Management Board: Clearly enter the name of the sponsor or Project Management Board registered with the Treasury agency. Clearly enter the unit code.

- Line Sponsor Account Number: Enter the provisional payment account number (in case of provisional payment) or the settlement account number (in case of settlement of completed work volumes) of the project opened at the State Treasury (for domestic funds) or the serving bank (for foreign funds);

- Line Basis of Contract: Enter the contract number; date, month, year of signing the contract between the sponsor and the contractor of the work, item, etc., requesting provisional payment or settlement;

- Line Basis of Completed Work Volume Value Determination Table: Enter the number and date, month, year of the completed work volume value determination table issued by the sponsor. If it is a provisional payment, leave this field blank.

- Line Cumulative Value of Accepted Work Volumes for Settlement Items: Enter the cumulative value of completed work volumes from commencement to this period (In case of settlement according to the contract, enter according to the index on the Completed Work Volume Value Determination Table based on the contract, additional work outside the contract; In case of settlement not according to the contract, enter according to the proposed settlement amount) of the items proposed for settlement;

- Line Provisional Payment Balance of Proposed Settlement Items: Enter the total provisional payment amount for the item up to the end of the previous period that has not been recovered.

In case of provisional payment, cross out the Settlement box; in case of settlement, cross out the Provisional Payment box;

Source of Funds: Clearly state the source of funds requested for payment (consistent with the announced annual plan, such as concentrated construction capital, program target capital, etc.);

Capital Plan: Clearly state the amount requested for payment under which annual capital plan (allocated capital or advance capital);

- Columns in the table:

+ Content Column: Enter the name of the work, item, tender package, or contract proposed for settlement this period. In case of settlement for multiple items, tender packages, or contracts of the same contractor, enter them separately by item, tender package, or contract.

Line Total: Enter the total for each corresponding column.

+ Approved Budget Estimate or Bid Value or Contract Value Column: Enter the approved budget estimate value for projects, works, item works, tender packages that do not conduct bidding; enter the approved bid value for projects, works, item works, tender packages that conduct bidding; enter the contract value for works that do not prepare detailed budgets and do not conduct bidding. In cases where there is no bidding or bidding where the contract value is less than the approved budget estimate value or the approved bid value, enter the contract value.

+ Column of cumulative amount of funds already paid from commencement to the end of the previous period (including provisional payments) including two columns for domestic funds (TN) and foreign funds (NN): Enter the cumulative amount of domestic and foreign funds already paid for the project, work, item work, tender package, or contract from commencement to the end of the previous period (including provisional payments not yet recovered and settlement of completed work volumes). In case of the first provisional payment for the project, work, item work, tender package, or contract, these columns should be left blank.

+ Column of provisional payment or settlement of completed work volumes (KLHT) this period (including recovery of provisional payments) including two columns for domestic funds (TN) and foreign funds (NN): Enter the amount requested for provisional payment or settlement of completed work volumes this period (including the amount of recovered provisional payments) according to domestic and foreign funds of the project, work, item work, tender package, or contract proposed for provisional payment or settlement this period.

Where there are multiple disbursement contents that cannot be fully recorded on the Investment Capital Payment Request Form, the project sponsor may attach a detailed list (including indicators (columns) similar to those on the Investment Capital Payment Request Form).

- The line Amount requested for advance payment or settlement (in figures and in words): Record the total amount (including both domestic and foreign capital) requested for advance payment or settlement in figures and in words, which must correspond to the total amount requested for advance payment or settlement of completed work volume this period (including the amount recovered from advance payments) of domestic and foreign capital in each column of the table.

In which:

+ The amount recovered from advance payments (in figures): Record the amount of capital recovered from advance payments in figures according to domestic and foreign capital of each line correspondingly. In case of advance payment, these lines should be left blank.

+ Warranty transfer amount (in figures): Record the warranty amount for the project.

+ Blank line: For recording other cases such as when the Treasury collects taxes on behalf of the agency, etc.

+ The amount to be paid to the beneficiary unit (in figures): Record the amount of advance payment or settlement of completed work volume after deducting the above amounts to be paid to the beneficiary unit according to domestic and foreign capital of each line correspondingly.

- Beneficiary unit name line: Record the name of the beneficiary unit according to the contract signed between the project sponsor and the contractor (in case of contract) or according to the request of the project sponsor, the Project Management Board (in case of settlement without contract).

- Beneficiary unit account number... At... : Record the account number of the beneficiary unit and its address at the bank, credit organization, or State Treasury according to the contract signed between the project sponsor and the contractor.

Where there are multiple beneficiary units, additional lines shall be added to reflect the information as above (name of unit, account number, place where the account was opened, amount).

Where advance payment or project management cost settlement or costs performed by the project sponsor itself is concerned, the name and account of the beneficiary unit shall record the name and account of the project sponsor or the unit assigned tasks or internal contracts by the project sponsor.

- Record the date of issuance of the document, sign and write out full names according to each position and each copy, then stamp with the seal of the project sponsor.

Where the amount of capital requested for settlement this period includes multiple currencies according to the contract (VND, foreign currency), the project sponsor shall record the full amount requested for settlement according to each currency specified in the contract between the project sponsor and the contractor in the corresponding columns and lines in the part prepared by the project sponsor.

2.2. As for the section recorded by the State Treasury:

- Date of receipt of the Investment Capital Payment Request Form: Record the date the department receiving applications and delivering results receives the Investment Capital Payment Request Form.

In case of advance payment, cross out the Settlement box; in case of settlement of completed work volume, cross out the Advance Payment box.

- Accepted capital amount line: Record the amount of advance payment or settlement of completed work volume accepted for payment by the State Treasury based on the amount of advance payment or settlement of completed work volume proposed by the project sponsor. It shall be divided according to each source of domestic and foreign capital and analyzed according to each Item and sub-item corresponding to the columns (depending on the nature of the investment capital, record the corresponding Items and sub-items, such as Item 147, 148, 149, 150, 118, 145, etc.).

Where the accepted advance payment or settlement of completed work volume includes multiple Items and sub-items, they shall be recorded separately according to the corresponding columns.

Where the accepted domestic and foreign capital amount is in multiple currencies (as stipulated in the contract between the project sponsor and the contractor), record each currency fully in the corresponding columns.

Where:

+ Recovered advance payment amount: Record the total amount of recovered advance payment (if any) and divide it into the amount of recovered advance payment of the previous year and the amount of recovered advance payment of the current year's plan.

Blank lines for recording the warranty transfer amount (if any) or other contents if any arise;

+ Amount to be paid to the beneficiary unit: Record the amount to be paid to the beneficiary unit in figures and in words.

- Rejected amount: Record the amount of advance payment or settlement of completed work volume rejected by the State Treasury (the difference between the amount proposed by the project sponsor and the amount accepted for advance payment or settlement of completed work volume by the State Treasury).

Clearly state the reasons for rejecting advance payment or settlement.

- Note line: Record other differences in the process of payment control by the State Treasury such as multi-source projects, multi-budget levels, special construction projects or aid funds (C-K), advertising funds...

- Record the date of issuance of the document and sign, write out full names according to each position and each copy, then stamp with the State Treasury seal.

The above are some supplementary and amended guidelines on investment capital payment documents and target programs with investment characteristics. The implementation time is unified from January 1, 2008. Documents issued and sent to the State Treasury by the project sponsor before January 1, 2008 but not yet settled, the State Treasury will continue to monitor and settle for the unit. During the implementation process, if there are difficulties, the units shall promptly report to the State Treasury for coordination to resolve them./.