JOINT CIRCULAR No. 20/TTLB TC-BÐ ON THE HANDLING OF OFFICIAL DOCUMENTS AND TELEGRAMS OF THE STATE TREASURY SYSTEM THROUGH POSTAL SERVICES.

JOINT CIRCULAR

REGARDING THE RECEIPT, TRANSFER, AND DELIVERY OF GOVERNMENT TREASURY DOCUMENTS AND TELEGRAMS THROUGH THE POSTAL SERVICE.

To ensure the operation of the Government Treasury system, to unify central guidance down to local levels, the Ministry of Finance and General Postal Corporation stipulate the receipt, transfer, and delivery of Government Treasury documents and telegrams through the postal service as follows:

I. GENERAL PROVISIONS:

1. The postal sector, with its functions, is responsible for ensuring the prompt and secure receipt, transfer, and delivery of Government Treasury documents and telegrams to the addresses indicated on the envelopes and in the telegrams.

2. All units within the Government Treasury system must fully comply with regulations regarding sending, receiving, paying postage fees, and other procedures as prescribed by the General Postal Corporation and this Circular.

3. Units within the Government Treasury system that send and receive documents and telegrams (including payment envelopes, budget limits, and Government Treasury documents) must enter into specific contracts with corresponding postal facilities directly responsible for the receipt, transfer, and delivery of these documents and telegrams. In cases where it is necessary to clearly indicate the location of handover, time of dispatch and receipt, consistent with mail schedules, and the use of special postal services, payment methods for fees, and the responsibilities of each party in case of errors, loss, delay, or misplacement of Government Treasury documents and telegrams.

II. SPECIFIC PROVISIONS:

1. Provincial, municipal, special zone post offices, county, district, and town post offices must inform the corresponding level Government Treasury of the full journey expenses for the dispatch and delivery of documents and telegrams from the sender to the recipient (current and whenever there is a change).

2. Government Treasury units must correctly send Government Treasury system documents in the specified size, color, and unique markings as per the sample envelope provided to the postal sector.

3. Based on the announced dispatch and delivery times for documents and telegrams, units within the Government Treasury system must submit envelopes for dispatch at the post office before the closing time for outgoing mail. If the Government Treasury sends after the closing time, the post office must include those envelopes in the next available mail run.

4. To ensure prompt processing of such documents, the Government Treasury system and all levels agree to send via the special service system (KT2). All envelopes sent by the Government Treasury to the post office must utilize special express services, numbered, and air transport (where applicable).

Postal facilities are responsible for guiding Government Treasury units on how to maintain records for sending and receiving documents and telegrams to ensure accountability in case of errors.

5. Upon arrival of mail, postal facilities must immediately open and select envelopes marked by the Government Treasury to deliver to the address indicated on the envelope according to the contract.

For incoming telegrams, postal facilities must organize their delivery to the designated recipient within the specified time frame.

6. Both parties shall specify the time, location, and method of handover, including holidays and Sundays. Each handover must be recorded individually in a logbook, indicating the date, time, name of the recipient, and the recipient must sign the logbook.

7. Postage charges for the dispatch and delivery of documents are calculated based on the weight of each envelope, including basic postage and additional service fees indicated on the envelope, according to the rates set by the General Postal Corporation. Telegram charges are calculated based on the number of words and any special services used. If a Government Treasury unit requests delivery outside regular hours, it must pay additional overtime charges to the post office. Payment of postage charges between the Government Treasury and the corresponding post office will be made as follows:

7.1. By payment check for each document dispatch.

7.2. Monthly, the post office will notify the Government Treasury of the amount due for postage charges along with a statement of outstanding debts sent during the month on the fifth day of each month.

Monthly, the corresponding Government Treasury unit will prepay half (1/2) of the previous month's postage charges to the post office, with the remaining balance to be paid at the end of the month.

If the Government Treasury does not prepay half of the previous month's postage charges, at the end of the month,

when settling the postage charges for that month, it must also pay an additional percentage (equivalent to the interest rate on corporate deposits) on half of the postage charges due for that month. When the Government Treasury must settle the previous month's outstanding postage charges to the post office and prepay for the current month, it must do so no later than five days after receiving the post office's notification.

8. Whenever loss, misplacement, delay, or error occurs, the corresponding Government Treasury and post office must jointly investigate, determine the cause and responsibility, and promptly report to higher-level Government Treasury and postal authorities. If the post office causes loss, misplacement, or delay, it must refund the entire postage collected for that envelope or telegram, including both basic and additional postage charges.

III. IMPLEMENTATION PROVISIONS:

1. The State Treasury Department (Ministry of Finance) and the Posts and Telecommunications Departments of the General Postal Corporation are responsible for guiding units within their sectors to strictly adhere to the provisions of this Circular.

2. During the initial implementation period, both parties must promptly inform each other of any irregularities to make timely corrections. During implementation, if deemed necessary, Government Treasury units and corresponding post offices should meet to exchange experiences and report to higher authorities.

3. This Circular shall take effect from the date of signature.

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