This Circular stipulates the expenditure regime for organizing activities during Vietnam's Chairmanship of ASEAN in 2010, applicable to agencies and units allocated funds. The scope of expenditure includes renting means of transport, equipment, supporting staff serving conferences, information and communication expenses, propaganda, cultural and artistic organization, learning from foreign experiences, website construction, and other expenditures.
Scope of application
Agencies and units allocated funds shall implement preparatory activities; organize and serve Vietnam's role as Chair of ASEAN in 2010.
Key points
- Implementation: Agencies and units allocated funds shall prepare and organize the implementation of ASEAN 2010 events.
- The budget includes state budget and other legitimate sources raised from domestic and foreign organizations.
- Staff serving the ASEAN Summit 2010 will be entitled to duty allowance at specific rates.
- Expenses for delegates attending meetings are self-funded, except for certain special activities.
- Ministries, central agencies, and localities must prepare and implement budgets according to regulations.
🌐 Social impact of this document
- Establish a legal basis for organizing ASEAN 2010 events.
- Help ensure reasonable and effective spending during the preparation and organization of activities.
- Depending on the amount of raised funds, it may affect the state budget.
❓ Frequently asked questions
How are staff serving the ASEAN Summit 2010 compensated?
Staff directly participating in serving the ASEAN Summit 2010 will receive duty allowance at specific rates: 200,000 VND/day/person for members of the National Committee for ASEAN 2010, Heads of Subcommittees, and Heads of the Secretariat of ASEAN 2010; 150,000 VND/day/person for members of Subcommittees and the Secretariat of ASEAN 2010; 120,000 VND/day/person for members of Teams, groups, and working committees under the Secretariat.
What is the level of support for mobile phone charges for staff?
Staff serving the ASEAN Summit 2010 will be allocated mobile phone charges during the conference period at the rate of 500,000 VND/person for members of the National Committee for ASEAN 2010, Heads of Subcommittees, and Heads of the Secretariat of ASEAN 2010; 300,000 VND/person for members of Subcommittees and the Secretariat of ASEAN 2010.
How are delegates attending sideline activities of the ASEAN Summit 2010 supported?
Delegates attending sideline activities of the ASEAN Summit 2010 will cover their own airfare, accommodation, travel, registration fees, and other expenses. Refreshments between sessions are limited to a maximum of 70,000 VND/day/person; each activity only organizes one reception meal with a maximum cost of 540,000 VND/person.
Are there any provisions regarding budget preparation?
Subcommittees, the Secretariat of ASEAN 2010, and agencies responsible for organizing ASEAN 2010 events must submit budget estimates to the Ministry of Finance before November 30, 2009. The Ministry of Finance will review and submit the budget estimates to the Prime Minister for approval.
Are there any provisions regarding finalization of accounts?
Expenditures for organizing ASEAN 2010 events are recorded separately. Ministries, central agencies, and localities are responsible for reviewing and approving separate final accounts to be submitted to the Logistics Subcommittee (Office of the Government). At year-end, these are consolidated into the final accounts of the State Budget in accordance with the State Budget Law.
Full text
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MINISTRY OF FINANCE ------------ |
SOCIALIST REPUBLIC OF VIETNAM Independence - Freedom - Happiness ------------------------------------ |
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Number: 208/2009/TT-BTC |
Hanoi, October 28, 2009 |
CIRCULAR
Regulations on expenditure for organizing activities during Vietnam's Chairmanship of ASEAN in 2010
In accordance with Decision No. 824/QĐ-TTg dated June 16, 2009 of the Prime Minister establishing the National Committee to prepare and implement Vietnam’s role as ASEAN Chair in 2010 (the National Committee for ASEAN 2010);
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Pursuant to Decree No. 60/2003/NĐ-CP dated June 6, 2003 of the Government detailing and guiding the implementation of the Law on State Budget;
Pursuant to the Decree No. 118/2008/NĐ-CP dated November 27, 2008 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Finance;
The Ministry of Finance hereby stipulates the expenditure regulations for organizing activities during Vietnam's Chairmanship of ASEAN in 2010 as follows:
1. Subject implementing the regulations: Agencies, units, and organizations assigned funds to carry out preparatory activities; organization and service provision for Vietnam's role as ASEAN Chair in 2010.
Article 1. General Provisions
2. The budget for implementing preparatory activities; organization and service provision for Vietnam's role as ASEAN Chair in 2010 includes state budget allocations and other legitimate sources from domestic and foreign economic and social organizations.
3. Ministries, sectors, and localities may only use allocated funds to perform tasks and works within programs and plans related to preparation and implementation of ASEAN 2010 events approved by the Chairman of the National Committee for ASEAN 2010, and not for other regular tasks and other tasks of ministries, sectors, and localities.
For ASEAN activities and conferences organized by ministries and sectors under the rotating mechanism but not included in the programs and plans related to preparation and implementation of ASEAN 2010 events approved by the Chairman of the National Committee for ASEAN 2010, ministries and sectors shall independently develop budget estimates within their departmental budgets according to current State Budget Law provisions.
Ministries, sectors, and localities must utilize equipment and facilities of their agencies to serve ASEAN 2010 activities; external services can only be hired when internal resources are insufficient.
4. Management and utilization of funds and assets serving work related to preparatory activities; organization and service provision for Vietnam's role as ASEAN Chair in 2010 shall comply with the provisions of the State Budget Law, current government financial and asset management guidelines, and the provisions of this Circular.
Implementation of preparatory activities; organization and service provision for Vietnam's role as ASEAN Chair in 2010 includes the following specific items:
Article 2. Contents of Expenditure
Content of expenditure - Expenses for renting means of transportation, equipment, venues to organize ASEAN 2010 events, as approved by the Chairman of the National Committee for ASEAN 2010, Heads of Subcommittees, and the Secretary-General of ASEAN 2010;
- Expenses for creating symbols of Vietnam's ASEAN Chair in 2010 and gifts, items, and memorabilia;
- Expenses for printing invitations and making cards for participants in ASEAN 2010 activities;
- Expenses for organizing conferences, seminars, group meetings, forums, press conferences within the framework of ASEAN 2010;
- Expenses for delegates attending ASEAN 2010 activities hosted by the Vietnamese Government;
- Expenses for the operations of the National Committee for ASEAN 2010, its subcommittees, and the Secretariat of ASEAN 2010;
- Expenses for security, order, sanitation, health, and service provision;
- Communication expenses;
- Propaganda expenses (printing posters, banners, making films, photo albums, flags, slogans, promotional materials, and related publications; propaganda through mass media such as radio, television, newspapers; promoting ASEAN 2010 and the host country Vietnam through various activities such as art and craft exhibitions, ASEAN Golden Voice competitions, etc.);
- Expenses for decorating venues for ASEAN 2010 activities;
- Expenses for welcoming and managing journalists covering ASEAN 2010 activities (making cards, refreshments, supporting Vietnamese journalists attending press conferences before conferences);
- Expenses for cultural and artistic activities welcoming and serving delegates at ASEAN 2010 activities;
- Expenses for learning experiences, overseas surveys serving ASEAN 2010 activities;
- Expenses for building and operating the ASEAN 2010 website;
- Expenses for establishing and operating Press Centers and Press Rooms serving conferences within the framework of ASEAN 2010;
- Expenses for training and supporting volunteers serving activities within the framework of ASEAN 2010; expenses for supporting the rental of uniforms for volunteers participating in the ASEAN Summit 2010 and Ministerial Conference;
- Expenses for renting and purchasing equipment and other assets serving ASEAN 2010 activities;
- Other expenses directly related to organizing and serving ASEAN 2010 activities.
The above expenditure items must be approved by the Chairman of the National Committee for ASEAN 2010, Heads of Subcommittees, and the Secretary-General of ASEAN 2010.
1. Some expenditure levels for organizing the ASEAN Summit 2010:
Article 3. Budget Allocation Levels
a) For delegates and delegations attending the ASEAN Summit 2010:
Implementing the specific contents and expenditure levels as prescribed in the Prime Minister's Decision.
b) For staff and personnel serving the ASEAN Summit 2010:
- Service allowance for the Summit: Staff and personnel directly involved in serving the Summit (including holidays, Saturdays, and Sundays) will receive service allowances according to the following rates:
+ Members of the National Committee for ASEAN 2010, Heads of Subcommittees of ASEAN 2010, and the Secretary-General of ASEAN 2010: VND 200,000/day/person;
+ Members of Subcommittees of ASEAN 2010 and the Secretariat of ASEAN 2010: VND 150,000/day/person;
+ Members of groups, teams, working committees subordinate to Subcommittees and the Secretariat of ASEAN 2010, mobilized by the Heads of Subcommittees and the Secretary-General of ASEAN 2010 to serve the ASEAN Summit 2010: VND 120,000/day/person;
+ Liaison officers; service personnel (security forces, drivers, receptionists, volunteers); Vietnamese journalists participating in reporting the Summit, approved by the Heads of Subcommittees and the Secretary-General of ASEAN 2010: VND 100,000/day/person;
+ Liaison officers; service staff (security forces, drivers, receptionists, volunteers); Vietnamese journalists participating in reporting the Conference, the list approved by the Heads of Working Groups and the Secretary-General of ASEAN 2010: VND 100,000 per day per 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 entitled to remuneration is the number of official days of the Summit meetings. In cases where work must be implemented earlier or completed later than the official number of Summit days, payment shall be made according to the Decision approving of the Heads of Subcommittees, the Head of the ASEAN 2010 Secretariat; the remuneration level and maximum payment period shall not exceed fifteen days; once a subsistence allowance has been received, overtime pay (if applicable) shall not be received.
- Mobile phone call support expenses for staff:
Allocate mobile phone call expenses during the time of organizing the ASEAN 2010 Summit as follows:
+ Members of the National Committee on ASEAN 2010, Heads of Subcommittees, and the Head of the ASEAN 2010 Secretariat: VND 500,000/person;
+ Members of Subcommittees and the ASEAN 2010 Secretariat: VND 300,000/person;
+ In necessary cases, the Heads of Subcommittees or the Head of the ASEAN 2010 Secretariat decide the list of staff eligible for mobile phone call expense reimbursement or rental of mobile phones, with a maximum allocation not exceeding VND 300,000/person.
c) Expenses for press conferences before and after the Conferences: Allowance for Vietnamese reporters participating in press conferences is VND 150,000/day/person; expenses for beverages and fruits during breaks are VND 70,000/day/person.
2. Some levels of expenditure for organizing ASEAN 2010 Ministerial Meetings:
a) For delegates and guest delegations attending the APEC 2017 Ministerial Meetings:
Implement the contents and levels of expenditure as stipulated in the current regulations of the Ministry of Finance regarding the reception and hosting of foreign guests working in Vietnam, and the organization of international conferences and seminars in Vietnam.
In cases where special diplomatic requirements necessitate additional specific activities or higher expenditure levels than those currently stipulated by the Ministry of Finance at the ASEAN 2010 Ministerial Meetings, implement the contents and levels of expenditure according to the approved project by the Prime Minister.
b) For officials and staff serving the APEC 2017 Ministerial Meetings:
- Subsistence allowances for the duties of officials, civil servants, liaison officers, employees, and service forces (drivers, security personnel, receptionists, volunteers, short-term contract employees), and Vietnamese journalists participating in reporting on the conference, shall be applied at the same level as the expenditure at the ASEAN 2010 Summit but the payment period shall not exceed ten days for each conference.
- Mobile phone call support expenses for staff:
Allocate mobile phone call expenses during the time of each ASEAN 2010 Ministerial Meeting as follows:
+ Heads of Subcommittees and the Head of the ASEAN 2010 Secretariat: VND 300,000/person;
+ Members of Subcommittees and the ASEAN 2010 Secretariat: VND 200,000/person;
+ In necessary cases, the Heads of Subcommittees or the Head of the ASEAN 2010 Secretariat decide the list of staff eligible for mobile phone call expense reimbursement, with a maximum allocation not exceeding VND 200,000/person.
c) Expenditure for press conferences before and after the Summits: Shall be applied at the same level as the expenditure at the ASEAN 2010 Summit.
3. Some levels of expenditure for organizing ASEAN 2010 SOM Meetings:
a) For delegates and guest delegations attending the SOM Meetings:
Implement the contents and levels of expenditure as stipulated in the current regulations of the Ministry of Finance regarding the reception and hosting of foreign guests working in Vietnam, and the organization of international conferences and seminars in Vietnam.
b) For officials and staff serving the SOM Meetings:
- Subsistence allowances for the duties of officials, civil servants, liaison officers, employees, and service forces (drivers, security personnel, receptionists, short-term contract employees), and Vietnamese journalists participating in reporting on the conference, shall be applied at the same level as the expenditure at the ASEAN 2010 Summit. The payment period shall not exceed ten days in one batch.
- Mobile phone call support expenses for staff: Apply the same allocation level as for serving the ASEAN 2010 Ministerial Meetings.
4. Some levels of expenditure for organizing sideline activities of the ASEAN 2010 Summit:
a) For delegates attending sideline activities of the ASEAN 2010 Summit:
- Delegates attending sideline activities of the ASEAN 2010 Summit shall cover their own airfare, food, accommodation, transportation, registration fees, and other expenses. Special cases shall be handled according to the decision of the Prime Minister;
- Refreshments between sessions: Maximum VND 70,000/day/person;
- Each activity shall organize only one banquet (including entertainment and drinks), with a maximum expenditure of VND 540,000/person (excluding taxes payable to service providers according to current regulations).
- Commemorative gifts for delegates attending the conference: Maximum VND 300,000/person.
b) For staff and service personnel for sideline activities of the ASEAN 2010 Summit: Subsistence allowances for the duties of personnel involved in organizing and serving (staff, drivers, security personnel, receptionists, liaison officers, short-term contract employees...) shall be applied at a rate of VND 70,000/day/person. The payment period shall be the official event organization time but shall not exceed seven days.
Do not provide mobile phone call support expenses for staff and service personnel for sideline activities of the ASEAN 2010 Summit.
5. Some other levels of expenditure directly related to the organization of ASEAN 2010 Conferences and events:
a) Expenditure for meetings related to the organization of ASEAN 2010 Conferences:
- Meetings of the National Committee on ASEAN 2010: VND 150,000/person/meeting;
- Meetings of Subcommittees and the ASEAN 2010 Secretariat: VND 100,000/person/meeting.
In cases where the above meetings coincide with the official days of the conference, only the highest remuneration allowance shall be received.
b) For conferences where the Chairman of the National Committee on ASEAN 2010 permits the Organizing Committee to arrange centralized meals and accommodations for service personnel (security, health, protection, drivers, receptionists, volunteers...), the meal expenditure ceiling is VND 150,000/day/person (excluding taxes and service fees); accommodation expenditure shall be based on the actual invoice of standard rooms at hotels hosting international receptions and conferences, with two people per room. No cash payments shall be made if centralized meals and accommodations are not organized.
c) Expenditure for renting uniforms for volunteers serving at the ASEAN 2010 Summit and Ministerial Conferences, with a maximum of VND 100,000/person/day.
d) Expenses for delegations to survey and learn from abroad: Shall be implemented according to the current regulations of the Ministry of Finance regarding travel expenses for state officials and civil servants on short-term missions abroad.
d) Website construction costs for the 2010 ASEAN Conference: Implemented in accordance with Circular No. 137/2007/TT-BTC dated November 28, 2007, issued by the Ministry of Finance, guiding the level of expenditure for establishing electronic information under information technology.
e) Translation expenses: Implemented according to the current translation expense levels prescribed by the Ministry of Finance in the regulations on expenditures for hosting foreign guests working in Vietnam, and organizing international conferences and seminars in Vietnam.
f) Any expenses arising in reality that have not been specified in this Circular must be approved by the Heads of the Subcommittees and the Head of the ASEAN 2010 Secretariat; at the same time, they must ensure all legal documents, bidding files, contracts, invoices, and valid expense receipts.
The department allocated a lump sum budget shall be responsible for paying remuneration to its staff.
Participants in cultural and artistic activities welcoming and serving delegates at the 2010 ASEAN Conferences (performing arts, circus, drama, etc.) shall be paid according to the contracts signed between the Organizing Committee and the art groups.
Purchasing or renting assets, equipment, printing documents, producing symbols, gifts, etc., with a value of 100 million VND or more must be conducted through public tender in accordance with the current regulations on procurement of supplies, equipment, and work tools for state agencies, mass organizations, and state-owned enterprises; and ordinary work tools and equipment for armed forces funded by the State Budget.
For procurement, repair, and other expenses with special characteristics that do not have established expenditure standards or unit prices set by the State, such expenses must be agreed upon by the relevant state management agency, approved by the competent authority, and included in the state budget estimate before implementation, serving as the basis for final settlement of expenses.
6. In cases where Vietnamese officials and employees need to travel for work related directly to the 2010 ASEAN Year; or in cases where accommodation needs to be arranged centrally for Vietnamese officials participating in receiving international guests, the treatment for Vietnamese officials participating in receiving and hosting international guests, serving international conferences and seminars shall be implemented in accordance with the current regulations of the Ministry of Finance on expenditure for hosting foreign guests working in Vietnam, and organizing international conferences and seminars in Vietnam (on the official days of ASEAN 2010 events: Summit Meetings, Ministerial Meetings, SOM Meetings, sideline meetings if meals and accommodations are centrally arranged by the conference organizers, then travel allowances will not be reimbursed).
Overtime pay shall be provided in accordance with Joint Circular No. 08/2005/TTLT-BNV-BTC dated January 5, 2005, issued by the Ministry of Home Affairs and the Ministry of Finance, guiding the implementation of wage payment systems for night work and overtime for civil servants, public officials, and civil servants.
Article 4. Budget Preparation and Settlement
1. Establishment of budget projections:
a) Based on the contents of the work related to organizing the 2010 ASEAN Year activities approved by the Chairman of the National Committee, the Heads of the Subcommittees, and the ASEAN 2010 Secretariat, and in accordance with the current expenditure standards and the expense levels stipulated in Article 3 of this Circular, the Subcommittees, the ASEAN 2010 Secretariat, and the main organizing agencies of the ASEAN 2010 activities shall prepare detailed budgets for each implementing agency (the main agency and the cooperating agencies) and submit them to the Material and Logistics Subcommittee (Government Office) and the Ministry of Foreign Affairs no later than November 30, 2009. In cases where central ministries and localities are assigned to undertake other tasks (not within the scope of the Subcommittees), the central ministries and localities shall prepare necessary budgets and submit them to the Material and Logistics Subcommittee (Government Office) and the Ministry of Foreign Affairs. If using means and equipment from their own agencies or units, these should not be included in the costs for the 2010 ASEAN Year activities. b) The Material and Logistics Subcommittee shall take the lead and coordinate with the Ministry of Foreign Affairs to review the activities of each Subcommittee, each ministry, and locality according to their assigned functions and responsibilities, and compile a detailed budget for organizing the 2010 ASEAN Year activities (detailed by each Subcommittee, Secretariat, and each ministry, central agency, and locality).
c) The Ministry of Finance shall take the lead and coordinate with the Material and Logistics Subcommittee (Government Office) and the Ministry of Foreign Affairs to review the budget for organizing the 2010 ASEAN Year activities, and submit it to the Prime Minister for consideration and approval. a) Based on the total budget estimate for organizing the 2010 ASEAN Year activities approved by the Prime Minister, the Ministry of Finance shall notify the budget estimates for each Subcommittee and the ASEAN 2010 Secretariat through the ministries assigned to head the Subcommittees and the Secretariat. In cases where two ministries are jointly assigned to head the same Subcommittee, based on the approved budget estimates for each ministry, the Ministry of Finance shall allocate the budget to each ministry within the Subcommittee to organize and implement.
b) For central ministries and localities assigned to undertake other tasks (not within the scope of the Subcommittees), based on the approved budget estimates by the Prime Minister, the Ministry of Finance shall notify the budget estimates to each ministry, central agency, and locality for implementation.
2. Allocating the budget:
c) Based on the allocated budget estimates, the ministries, central agencies, and localities shall withdraw the budget from the State Treasury to implement.
d) For contributions, support, and sponsorships from organizations, businesses, and individuals both domestically and internationally, and other sources (if any) for organizing the 2010 ASEAN Year; the ministries, central agencies, and localities must fully reflect income according to regulations, while being responsible for managing and using these funds to carry out the tasks related to organizing the 2010 ASEAN Year in accordance with current financial expenditure regulations.
d) The agencies and localities notified of the budget estimates shall be responsible for carrying out the tasks assigned by the National Committee for ASEAN 2010.
3. Accounting and Settlement:
d) Agencies and localities notified of the budget estimate shall be responsible for performing their assigned tasks by the National Committee for ASEAN 2010.
3. Accounting and settlement:
a) The budget for organizing activities of the ASEAN 2010 year shall be monitored separately and recorded under administrative management expenses according to corresponding sections of the State Budget Manual.
b) For Ministries, central agencies, and localities receiving funds for organizing ASEAN 2010 year activities directly from the State Budget: These Ministries, central agencies, and localities shall be responsible for reviewing and approving separate settlement reports, and submitting them to the Material-Supply Subcommittee (Government Office). At the end of the year, the leading Ministry shall consolidate these reports into the annual settlement report of the State Budget for the relevant Ministries, central agencies, and localities in accordance with the State Budget Law.
c) For Ministries, agencies, and localities receiving funds for organizing ASEAN 2010 year activities from the Subcommittees: These Ministries, central agencies, and localities shall be responsible for settling the received funds and submitting them to the leading Ministry of the respective Subcommittee. The leading Ministry shall be responsible for reviewing and approving the settlement reports of the relevant Ministries, central agencies, and localities, and consolidating them to submit to the Material-Supply Subcommittee (Government Office). At the end of the year, the leading Ministry shall consolidate these reports into its own annual settlement report of the State Budget in accordance with the State Budget Law.
d) The Material-Supply Subcommittee (Government Office) shall review and consolidate all settlement reports on the budget for organizing the ASEAN 2010 year, and submit them to the Ministry of Finance for verification before presenting to the National Committee on ASEAN 2010 for approval of the settlement report.
State-owned enterprises that have been assigned by the Ministry of Agriculture and Rural Development to conduct offshore wind power project surveys before the effective date of this Circular shall continue to implement according to the assigned documents; any new matters arising after the effective date of this Circular shall be implemented in accordance with the provisions of this Circular.
1. This Circular takes effect 45 days from the date of signature.
2. The heads of the Subcommittees, the ASEAN 2010 Secretariat, the heads of Ministries, central agencies, and the chairpersons of People's Committees at provincial level who organize and serve ASEAN 2010 events shall be responsible for implementing the current regulations of the State and the guidelines set forth in this Circular.
In the course of implementation, if any difficulties arise, they should be promptly reported to the Ministry of Finance, the Government Office, and the Ministry of Foreign Affairs for study, amendment, and supplementation as appropriate.
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Place of Receipt: - Prime Minister (For reporting); - National Assembly Office; President's Office; - Central Party Committee Office and relevant Party Committees; - Supreme People's Court; - Supreme People's Procuracy; - State Audit Agency; - Ministries, ministerial-level agencies, and agencies directly under the Government; - Central Steering Committee Office for Combating Corruption; - National Committee on ASEAN 2010; - Subcommittees, ASEAN 2010 Secretariat; - Provincial People's Committees, Departments of Finance, Treasury Bureaus of centrally governed cities and provinces; - Government Portal, Ministry of Finance Portal; - DEPARTMENT OF LEGAL DOCUMENT REVIEW - MINISTRY OF JUSTICE; - Official Gazette; - Units under the Ministry; - File: VT, Civil Service Affairs Department. |
DEPUTY MINISTER DEPUTY MINISTER (Signed) Pham Sy Danh |
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