JOINT CIRCULAR No. 23/2003/TTLT-BTC-UBTDTT Circular guiding financial management for the 22nd Southeast Asian Games (SEA Games 22)

CIRCULAR

JOINT CIRCULAR OF THE MINISTRY OF FINANCE AND NATIONAL SPORT COMMITTEE NO. 23/2003/TTLT/BTC-UBTDTT DATED  MARCH  25, 2003 ON GUIDELINES FOR FINANCIAL MANAGEMENT IN CONNECTION WITH THE 22ND EAST ASIAN GAMES (SEA GAMES 22) 

- Pursuant to the State Budget Law dated December 19, 1997 and Decree No. 87/CP dated December 19, 1997 of the Government on detailed regulations regarding the decentralization of budget management, preparation, implementation, and settlement;

- Based on Decree No. 86/2002/ND-CP dated November 5, 2002 of the Government stipulating the functions, tasks, powers, and organizational structure of ministries and ministerial-level agencies;

- Pursuant to Decision No. 93/2000/QD-TTg dated August 9, 2000 of the Prime Minister on the establishment of the National Steering Committee for the preparation of the 22nd East Asian Games;

- Pursuant to Decision No. 46/2002/QD-TTg dated April 3, 2002 of the Prime Minister on the establishment of the Organizing Committee for the 22nd SEA Games in 2003 in Vietnam;

- Pursuant to Decision No. 447/2002/QD-TTg dated June 10, 2002 of the Prime Minister on the assignment of tasks to members of the Organizing Committee for the 22nd SEA Games;  - Pursuant to the practices of previous SEA Games and the regulations of international sports federations;

The Ministry of Finance and the National Sports Committee issue guidelines for financial management in connection with the 22nd SEA Games as follows:

PART I - GENERAL PROVISIONS

 

1- The 22nd SEA Games shall be organized in accordance with the protocol of an international cultural and sports festival, combining with Vietnamese traditional culture, ensuring efficiency in professional terms, and reflecting the spirit of solidarity and mutual understanding among countries in Southeast Asia.

2- The entities subject to this Circular include agencies, units, organizations, and individuals using funds for the 22nd SEA Games.

3- The budget for organizing the 22nd SEA Games includes state budget allocations and other sources of funding from economic and social organizations, individuals within and outside the country.

4- The use and management of funds and assets serving the 22nd SEA Games shall comply with the State Budget Law and current government regulations on financial and asset management.

The 22nd SEA Games has the following sources of funding:

II - SPECIFIC PROVISIONS

1- Sources of Funds:

- Collecting accommodation fees from foreign athlete delegations according to international practice at a rate of 30 USD per person per day. For Laos, Cambodia, and East Timor delegations, the rate is 15 USD per person per day.

- State budget.

- Contributions, support, and sponsorships from organizations, enterprises, and individuals both domestically and internationally.

- Revenue from ticket sales for viewing competition events, performances, opening and closing ceremonies, and rights to emblems and symbols of the 22nd SEA Games.

2.1- Expenditure for preparatory work:

- Other charges.

2. Content of expenditures:

- Expenditure for propaganda, promotion (printing posters, invitations, badges, filming, photography, flags, slogans, printing other materials), and publicity through mass media (radio, television, press...).

- Renting optical fiber for television transmission and connecting networks of the command center.

- Expenditure for purchasing or renting equipment and venues for the 22nd SEA Games as required by specialized sub-committees (transmission lines for the press center, costumes, props, medical services, security, office supplies...).

- Expenditure for the opening and closing ceremonies, including costs for directing, staging, scripts, training for ceremonial groups, parades, synchronized performances, music, decorations...

- Expenditure for printing tickets, invitations, and making cards for participants in the 22nd SEA Games.

- Expenditure for medals, commemorative medals, badges, and other souvenirs of the 22nd SEA Games and Olympic badges.

- Expenditure for meetings, seminars, and press conferences of the Organizing Committee.

- Expenditure for training referees, guides, volunteers...

- Expenditure for training and implementing security, firefighting, and medical plans.

- Expenditure of the Steering Committee, Organizing Committee, and specialized sub-committees.

2.2- Expenditure for activities during the 22nd SEA Games:

- Other expenses;

- Expenditure for the opening ceremony.

- Expenditure for competitions and performances of various sports disciplines.

- Expenditure for food, accommodation, travel, and allowances for invited guests, referees, supervisors, coaches, athletes, members of the Steering Committee, and the Organizing Committee.

- Costs for sample collection and doping control.

- Expenditure for international conferences during the period of the 22nd SEA Games.

- Expenditure for the closing ceremony and summary of the 22nd SEA Games.

- Commendation expenses.

- Expenses for security, safety, sanitation, health, and service provision.

3.1- For invited guests and foreign athlete delegations:

- Other expenses;

3- Expense Levels:

- Expenditure for food, accommodation, travel, and work for foreign invited guests shall be in accordance with Circular No. 100/2000/TT-BTC dated October 6, 2000 of the Ministry of Finance on the expenditure system for hosting foreign guests and international practices.

- For foreign athlete delegations, expenditure for food, accommodation, and travel shall be based on contracts with service providers.

- Vietnamese sports teams staying in hotels will be reimbursed for food, accommodation, and travel expenses according to actual contracts; those staying in sports training centers will be reimbursed at a daily food allowance of 150,000 VND per person.

3.2- For staff serving the 22nd SEA Games:

Honoraria for staff serving (including holidays and Sundays) shall be as follows:

- Chairperson of the Steering Committee, Chairperson of the Organizing Committee, and members of the Steering Committee: 150,000 VND per day per person.

- Members of the Organizing Committee, Chairpersons and Deputy Chairpersons of sub-committees: 120,000 VND per day per person.

- Members of sub-committees: 100,000 VND per day per person.

- Service staff: 50,000 VND per day per person.

- Participants in synchronized performances, parades, and letter formations:

+ Training: 15,000 VND per session per person.

+ Rehearsal: 20,000 VND per session per person.

+ Official performance: 30,000 VND per session per person.

- Allowance for qualified volunteers: 50,000 VND per day per person.

- Participants in cultural performances shall be paid according to the contracts signed between the Organizing Committee and artistic groups.

- Subsidize volunteers meeting the criteria: 50,000 VND/day/person.

The number of days entitled to remuneration for members of the Organizing Committee, Sub-committees, and service staff is the officially organized number of days for SEAGames 22. In cases where work must be implemented earlier or completed later, the Organizing Committee will consider and decide, and such individuals will be entitled to remuneration at the prescribed level, but the extended period shall not exceed five days.

In case a person performs multiple tasks in one day, they shall only be entitled to the highest remuneration level.

State officials who have received this allowance shall not be reimbursed for travel expenses, but they will be reimbursed for accommodation rental fees according to Circular No. 94/1998/TT-BTC dated June 30, 1998, issued by the Ministry of Finance, "Regulations on Travel Expenses for State Officials on Domestic Business Trips."

Transportation costs for referees from localities invited by the Organizing Committee to perform duties at competition venues will be reimbursed according to the current standard regulations. Referees and service staff will be entitled to daily allowances based on actual working days.

For Organizing Committee officers and Sub-committee members, referees from the locality hosting SEAGames who do not stay at guesthouses (or hotels) arranged by the Organizing Committee will not be reimbursed for accommodation expenses, but if they arrange their own transportation, they will be reimbursed at a fixed rate of 10,000 VND/day/person.

- Meeting expenses for the Steering Committee, Organizing Committee: 50,000 VND/meeting/person; for Sub-committees: 30,000 VND/meeting/person.

- Training expenses for referees: 30,000 VND/day/person; training expenses for Sub-committees: 15,000 VND/day/person.

- Printing ticket and invitation letter expenses: 2,000 VND/unit.

- Medal production expenses: up to 200,000 VND/unit.

- Commemorative medal production expenses: up to 150,000 VND/unit.

3.3- For referees and competition organizing committees (excluding football):

3.4- For referees and competition organizing committee for football:

 3.5- Award levels for Vietnamese athletes achieving medals at SEAGames: Implemented according to Decision No. 49/1998/QĐ-TTg dated February 28, 1998, of the Prime Minister regarding certain regulations for coaches and athletes in sports.

3.6- Other expense levels:

- Translation services: Implemented according to the provisions of Decision No. 112/2001/QĐ-BTC dated November 9, 2001, of the Minister of Finance on issuing certain expenditure standards applicable to projects using official development assistance (ODA) loans, with the following rates:

+ Translation from foreign languages to Vietnamese: 35,000 VND/page (300 characters/page).

+ Translation from Vietnamese to foreign languages: 40,000 VND/page (300 characters/page).

- Interpreter hire: 200,000 VND/session/person.

- Expenses not specified above will be settled according to the contract or actual occurrence.

Departments that have been allocated a lump sum budget are responsible for paying remuneration to their own officials.

- For Organizing Committee officials, coaches, athletes, referees, performers, musicians, and service staff during the organization of SEAGames 22 who are state officials, employees, long-term contract workers receiving salaries, students receiving scholarships or living expenses during their service at SEAGames 22 will continue to receive their full salary, scholarship, or living expenses paid by the managing units.

4- Preparation of Budget Estimates, Allocation, and Final Accounting of Funds:

4.1- Preparation of Budget Estimates:

Based on the income and expenditure levels stipulated in Part II above, the SEAGames 22 Organizing Committee will cooperate with the Sports Management Committee to prepare budgets for each ministry, sector, and locality, and submit them to the Ministry of Finance for review and approval by the Prime Minister to allocate to relevant ministries, sectors, and localities.

4.2- Allocation of Funds:

Based on the allocated budget for SEAGames 22, the Ministry of Finance will provide funds to ministries, sectors, and localities directly responsible for implementing tasks assigned by the SEAGames 22 Organizing Committee.

4.3- Accounting and settlement of SEAGames 22 income and expenditures:

The SEAGames 22 budget will be recorded under category 16-11 (Sports Affairs) in the national budget ledger. At the end of SEAGames 22, ministries, sectors, and localities are responsible for settling the SEAGames organization budget with the Ministry of Finance according to current regulations, and also submitting it to the SEAGames 22 Organizing Committee.

PART III - IMPLEMENTING PROVISIONS

This Circular shall take effect from January 1, 2003 for the 22nd SEAGames and shall be applied to the second ASEAN ParaGames for Persons with Disabilities held in Vietnam in 2003.

Any difficulties arising during implementation should be promptly reported to the relevant ministries for study, amendment, and supplementation as necessary.