Circular No. 20/2021/TT-BNNPTNT on plant quarantine business files

CIRCULAR
Regulations on plant quarantine business files

Pursuant to Decree No. 15/2017/NĐ-CP dated February 17, 2017 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Agriculture and Rural Development;

1. List of products changing information related to trade name and information related to organizations and individuals registering, Appendix I issued together with this Circular:

At the proposal of the Director of the Plant Protection Department;

The Minister of Agriculture and Rural Development issues this Circular to regulate plant quarantine business files.

Article 1. Scope of Regulation

This Circular stipulates the format, recording method, usage of sample papers, sample seals, and sample quarantine seals; signing and stamping of plant quarantine business files.

Article 2. Applicability

This Circular applies to organizations and individuals related to the contents regulated in Article 1 of this Circular.

Article 3. Sample papers, sample seals, and sample quarantine seals

This Circular annexes six sample plant quarantine business papers at Appendix I; sample plant quarantine seals at Appendix II; and sample quarantine seals at Appendix III.

Article 4. Format of sample plant quarantine business papers and seals

1. The format of sample plant quarantine business papers at Appendix I issued with this Circular is as follows:

a) Samples 1, 2, 3, 4, 5, and 6 uniformly use A4 paper size (210mm x 297mm);

b) Business samples 2 and 4 are designed in bilingual Vietnamese-English;

c) The Plant Quarantine Certificate and the Re-export Plant Quarantine Certificate specified in Appendices V and VI issued with Circular No. 33/2014/TT-BNNPTNT dated October 30, 2014 of the Minister of Agriculture and Rural Development regulating procedures and formalities for import, export, transit, and post-import plant quarantine (hereinafter referred to as Circular No. 33/2014/TT-BNNPTNT) use carbon paper material, continuous feed printer paper size 219mm x 305mm (excluding border); designed in bilingual Vietnamese-English; the paper pattern with colored patterns on a white background is used in conjunction with specialized software. The first copy has a light green pattern and background, the second copy has a yellow pattern on a white background.

2. The format of plant quarantine business seals at Appendix II issued with this Circular is as follows:

a) The plant quarantine business seal is elliptical; dimensions 5cm x 3cm. The center is the plant quarantine emblem. Two ends of the seal have star shapes horizontally. The border around the seal is inscribed in two lines in English:

Top line: "Socialist Republic of Vietnam"

Bottom line: "Plant Quarantine Service".

b) The plant quarantine business seal is made as an automatic inked seal, using blue ink. The seal surface material is oil-resistant rubber.

3. The format of plant quarantine sealing labels at Appendix III issued with this Circular is as follows:

The plant quarantine sealing label is elliptical; dimensions 7cm x 3cm. Two ends of the label have star shapes horizontally. The border around the label is inscribed in two lines in English: "Plant Quarantine of Vietnam".

Article 5. Recording and usage of sample plant quarantine business papers

1. The recording method of sample plant quarantine business papers at Appendix I issued with this Circular is as follows:

a) Name of the supervising agency: name of the direct superior supervising agency;

b) Name of the plant quarantine agency: name of the plant quarantine agency issuing the paper;

c) The plant quarantine business paper is completed by selecting and marking (x) in the appropriate squares at the beginning of each line or filling in the required declaration and registration information according to specific requirements for each paper. In cases where there is no suitable option, record the content in the "other case" or "other conclusion" sections as appropriate to the actual situation.

2. Usage of sample plant quarantine business papers at Appendix I issued with this Circular is as follows:

a) Sample 1 is established by the plant quarantine agency on a computer. In cases where the Plant Quarantine Station does not yet have a computer, pre-printed forms can be used for recording according to plant quarantine procedures;

b) Business samples 2, 3, and 5 are pre-printed or established in an electronic environment for plant quarantine officers to use when inspecting transport vehicles, taking samples, investigating, and monitoring disinfection according to plant quarantine procedures;

c) Sample 6 is established by the appraisal organization on a computer;

d) The Plant Quarantine Certificate and the Re-export Plant Quarantine Certificate specified in Appendices V and VI issued with Circular No. 33/2014/TT-BNNPTNT use specialized plant quarantine software and printed on certificate paper provided by the Plant Protection Department.

In cases where the Plant Quarantine Station does not yet have a computer, a typewriter may be used to record necessary content on the certificate paper. The first copy (yellow pattern) is retained by the quarantine unit, subsequent copies (green pattern) are given to the owner of the object. The original is stamped "Original", the copy is stamped "Copy".

The serial number on the certificates specified in Appendices V and VI is as follows: Serial number assigned by the unit or Plant Quarantine Station (six digits)/year of issuance (two last digits of the year)/unit code (two digits) and Plant Quarantine Station code (two digits) consecutively.

If it is necessary to attach a list of quarantined objects, the business seal must be affixed to the back of the Certificate and the List.

Article 6. Use of plant quarantine business seals

1. Plant quarantine business seals shall be affixed to the section marked "Seal of the authority" in the forms specified in Appendix V and Appendix VI issued together with Circular No. 33/2014/TT-BNNPTNT.

2. Management of plant quarantine business seals shall be carried out in accordance with laws on archival work.

Article 7. Signing papers and affixing plant quarantine business seals

1. The Plant Quarantine Certificate and the Re-export Plant Quarantine Certificate specified in Appendix V and Appendix VI issued together with Circular No. 33/2014/TT-BNNPTNT shall be signed and affixed with plant quarantine business seals by the head of the Plant Quarantine Branch, the head of the Plant Quarantine Station, or the head of the Department under the Plant Quarantine Branch.

2. The Plant Quarantine Registration Form, the Import Plant Quarantine Certificate, the Transit Plant Quarantine Certificate, the Domestic Transport Plant Quarantine Certificate, and the Temporary Plant Quarantine Result Certificate specified in Appendix I, Appendix II, and Appendix III issued together with Circular No. 33/2014/TT-BNNPTNT; the Order to Retain and Process Plant Quarantine Objects specified in Appendix 1 issued together with the National Technical Regulation on Requirements for Plant Quarantine Objects (QCVN 01-192: 2020/BNNPTNT); and Model Paper No. 5 in Appendix I issued together with this Circular shall be signed and affixed with seals by the head of the Plant Quarantine Branch, the head of the Plant Quarantine Station, or the head of the Department under the Plant Quarantine Branch.

3. The Export Plant Quarantine Registration Form, Re-export Plant Quarantine Registration Form, or Re-re-export Plant Quarantine Registration Form specified in Appendix IV issued together with Circular No. 33/2014/TT-BNNPTNT, and Models Papers 1, 2, 3, and 4 specified in Appendix I issued together with this Circular shall be signed by plant quarantine officers and affixed with hanging seals of the Plant Quarantine Branch or the Plant Quarantine Station.

4. Model Paper 6 specified in Appendix I issued together with this Circular shall be signed and affixed with seals by the leader of the Harmful Organism Inspection Organization or the staff responsible for the inspection department, or the technical management staff of the inspection department.

Article 8. Responsibilities of organizations and individuals

1. Plant Protection Department

a) Guide, inspect, and urge the implementation of this Circular;

b) Implement, direct, guide, and inspect the establishment of plant quarantine records in accordance with the provisions of the law;

c) Print the blank Plant Quarantine Certificate and Re-export Plant Quarantine Certificate according to the models specified in Appendix V and Appendix VI issued together with Circular No. 33/2014/TT-BNNPTNT, and adhesive labels according to the models specified in Appendix III issued together with this Circular; make, manage, and issue plant quarantine business seals according to the models specified in Appendix II issued together with this Circular;

d) Distribute the blank Plant Quarantine Certificate, Re-export Plant Quarantine Certificate, plant quarantine business seals, and adhesive labels as stipulated in point c of this clause to the Plant Quarantine Branches.

2. Plant Quarantine Branch

a) Directly implement procedures and establish plant quarantine records within its jurisdiction;

b) Print and distribute the plant quarantine business forms specified in Appendix I of this Circular (except for model 6).

3. Harmful Organism Inspection Organization

The Harmful Organism Inspection Organization must register with the Plant Protection Department the signature samples of authorized persons signing Model Paper 6 in Appendix I issued together with this Circular. In case of changes, it must immediately notify the Plant Protection Department.

4. Owner of the object

a) Declare according to the registration form for the quarantine authority; comply with the regulations in the issued plant quarantine business forms;

b) Cooperate with state management agencies to carry out plant quarantine in accordance with the law on plant protection and quarantine.

Article 9. Effective Date

1. This Circular takes effect from February 11, 2022.

2. This Circular replaces Circular No. 14/2012/TT-BNNPTNT dated March 27, 2012, issued by the Minister of Agriculture and Rural Development guiding plant quarantine business records.

During the implementation process, if there are difficulties or obstacles, organizations and individuals are requested to promptly reflect them to the Ministry of Agriculture and Rural Development for review and amendment./.