JOINT CIRCULAR No. 20/TTLB TC-BĐ ON THE HANDLING, TRANSFERRING, AND DELIVERING OF LETTERS AND TELEGRAMS OF THE STATE TREASURY SYSTEM THROUGH POSTAL SERVICES

JOINT CIRCULAR

Regarding the receipt, transfer, and delivery of official letters and telegrams of the state treasury system through postal services.through the postal service by the state.

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To ensure the operation of the State Treasury System, to unify central and local guidance, the Ministry of Finance and the General Postal Corporation stipulate the following regarding the receipt, transfer, and delivery of official envelopes and telegrams of the State Treasury through postal services:

I. GENERAL PROVISIONS:

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

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

3. Units within the State Treasury System that send and receive official envelopes and telegrams (including payment envelopes, budget limits, and official letters of the State Treasury) must enter into specific contracts with direct postal facilities at the same level for the receipt, transfer, and delivery of these envelopes and telegrams. In cases where it is necessary to clearly indicate the place of handover, time of dispatch and receipt, consistent with mail schedules, and the use of special postal services, payment methods for postage fees; and provisions regarding the responsibility of each party in case of errors, loss, delay, or misplacement of State Treasury envelopes and telegrams.

II. SPECIFIC PROVISIONS:

1. Provincial, city, special zone post offices, county, district, and town post offices must inform the corresponding level State Treasury of the full journey expenses for delivering official letters and telegrams from the dispatch location to the receiving location (current and whenever there is a change).

2. State Treasury units must correctly send official envelopes of the State Treasury System according to the specified size, color, and unique markings as provided in the sample envelope sent to the postal sector.

3. Based on the announced time for transferring and delivering official letters and telegrams, units within the State Treasury System must submit their official envelopes at the post office before the closing time for dispatching mail. If the State Treasury sends after the closing time, the post office must transfer those official envelopes in the next available mail run.

4. To ensure prompt processing of such official letters, the State Treasury System and all levels uniformly adopt the KT2 system for dispatch. All official envelopes sent by the State Treasury to the post office must utilize special express services, numbered mail, and air mail (where applicable).

Postal facilities are responsible for guiding State Treasury units on how to maintain registers for sending and receiving official envelopes and telegrams to ensure accountability in case of errors.

5. Upon arrival of mail, postal facilities must immediately open and select envelopes marked with State Treasury symbols to deliver them to the addresses indicated on the envelopes according to the contract.

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

6. Both parties shall specify the time, location, and method of handover, including holidays and Sundays. Each item handed over must be recorded in the register, indicating the date, time, name of the recipient, and the recipient must sign the register.

7. Postage charges for transferring and delivering official envelopes are calculated based on the weight of each envelope, including basic postage and additional service charges indicated on the envelope, according to the rates set by the General Postal Corporation. Telegraph charges are calculated based on the number of words and any special services used. If a State Treasury unit requests delivery outside regular hours, it must pay additional off-hour delivery fees to the post office. Payment of postage charges between the State Treasury and the corresponding post office will be conducted as follows:

7.1. Payment by check for each official letter.

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

Monthly, the corresponding State 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 State Treasury does not prepay half of the previous month's postage charges, when settling the current month's postage charges at the end of the month, it must also pay an additional percentage (equal to the interest rate on corporate deposits) on half of the current month's postage charges. The State Treasury must settle the previous month's postage debt to the post office and prepay for the current month's postage no later than five days after receiving the post office's notification.

8. Whenever loss, misplacement, delay, or error occurs, the State Treasury and the corresponding post office must jointly investigate, determine the cause and responsibility, and promptly report to higher-level State 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 charges.

III. IMPLEMENTATION PROVISIONS:

1. The State Treasury Department (Ministry of Finance) and the Postal Services Division, Telecommunications Division (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 of the Circular, both parties must promptly inform each other of any irregularities to make timely corrections. During implementation, if deemed necessary, State Treasury units and corresponding postal facilities should meet to exchange experiences and report to higher authorities.

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