JOINT CIRCULAR No. 23/2003/TTLT/BTC-UBTDTT GUIDING THE FINANCIAL MANAGEMENT WORK FOR THE 22ND EAST ASIAN GAMES (SEA Games 22)

JOINT CIRCULAR

Guidelines for financial management concerning

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THE MINISTRY OF FINANCE - SPORTS MANAGEMENT COMMITTEE

The 22nd Southeast 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;

Pursuant to Decree No. 86/2002/NĐ-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 preparing the 22nd Southeast 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 precedents from previous SEAGames and regulations of international sports federations;

Jointly, the Ministry of Finance and the Sports Management Committee provide guidelines for the financial management system for the 22nd SEA Games as follows:

Part I.

GENERAL PROVISIONS

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

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

3- The funding for organizing the 22nd SEA Games includes state budget allocations and other sources of fundraising 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 directives on financial and asset management.

Part II

SPECIFIC PROVISIONS

1- Sources of Funds:

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

- State budget.

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

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

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

- Other charges.

2. Content of expenditures:

2.1- Expenditure for preparatory work:

- Expenditure for propaganda, promotion, and advertising (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 network connections for 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 and dance, decorations...

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

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

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

- Training costs for referees, guides, volunteers...

- Expenditure for training security forces, firefighting, and medical personnel...

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

- Other expenses;

2.2- Expenditure for SEA Games activities:

- Expenditure for the opening ceremony.

- Expenditure for competitions and performances in various sports disciplines.

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

- Costs for sample collection and doping control testing.

- Expenditure for international conferences during the SEA Games period.

- Commendation expenses.

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

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

- Other expenses;

3- Expense Levels:

3.1- For invited guests and athlete delegations:

- Expenditure for food, accommodation, travel, and work for foreign invited guests according to 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 practice.

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

- Vietnamese sports teams staying in hotels will be reimbursed according to actual contracts; those staying in sports training centers will be reimbursed at a daily meal rate of 150,000 VND/person/day.

3.2- For staff and personnel serving the SEA Games:

Honoraria for staff and personnel serving (including holidays and Sundays) are as follows:

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

- Organizing Committee members, heads of sub-committees: 120,000 VND/day/person.

- Sub-committee members: 100,000 VND/day/person.

- Service personnel: 50,000 VND/day/person.

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

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

+ Final rehearsal: 20,000 VND/session/person.

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

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

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

The number of days eligible for honoraria for Organizing Committee members, sub-committees, and service personnel is the number of official days of the 22nd SEA Games. In cases where work requires early commencement or late completion, the Organizing Committee will consider and decide on eligibility for honoraria according to the above rates, but the extended period should 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 these allowances will not be reimbursed for travel expenses, but will be reimbursed for accommodation expenses according to Circular No. 94/1998/TT-BTC dated June 30, 1998 of the Ministry of Finance on the travel allowance system for state officials traveling domestically.

Travel expenses for referees from local areas invited by the Organizing Committee to perform duties at competition venues will be reimbursed according to current standards. Referees and service personnel will receive allowances based on actual working days.

For Organizing Committee staff and sub-committee members, and referees from the local area where the SEA Games are held who do not stay at guesthouses (or hotels) arranged by the Organizing Committee, they will not be reimbursed for accommodation expenses. If they arrange their own transportation, they will be reimbursed a fixed amount of 10,000 VND/day/person.

- Reimburse meetings of the Steering Committee and Organizing Committee: VND 50,000/meeting/person; of sub-committees: VND 30,000/meeting/person.

- Reimburse arbitration training: VND 30,000/day/person; specialized sub-committee training: VND 15,000/day/person.

- Reimburse for printing tickets and invitations: VND 2,000/unit.

- Reimburse for making medals: maximum VND 200,000/medal.

- Reimburse for making commemorative medals: maximum VND 150,000/medal.

3.3- For arbitrators and organizing committees of each event (excluding football):

3.4- For arbitrators and organizing committees of the football event:

3.5- Reward levels for Vietnamese athletes achieving medals at the Southeast Asian Games (SEAGames): Implemented according to Decision No. 49/1998/QD-TTg dated February 28, 1998 of the Prime Minister on certain allowances for coaches and athletes in sports.

3.6- Other expense levels:

- Translation of documents: Implemented according to Decision No. 112/2001/QD-BTC dated November 9, 2001 of the Minister of Finance regarding the issuance of some expenditure standards applicable to projects using official development assistance (ODA) loans, with the following rates:

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

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

- Hiring interpreters: VND 200,000/session/person.

- Expenses not specified above shall be settled according to contractual agreements or actual occurrences.

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

- For officials of the Organizing Committee, coaches, athletes, arbitrators, performers, musicians, service staff during the organization of SEAGames 22 who are civil servants, contractual employees receiving salaries, students receiving scholarships or living expenses during their service will continue to receive their full salary, scholarship, or living expenses paid by the units managing these individuals.

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 Organizing Committee of SEAGames 22 will coordinate with the Sports Management Committee to prepare budgets for each Ministry, sector, and locality, and consolidate them to submit to the Ministry of Finance for review and submission to the Prime Minister for approval 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 disburse funds to Ministries, sectors, and directly responsible localities according to the division of labor assigned by the SEAGames 22 Organizing Committee.

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

The budget of SEAGames 22 will be recorded under category 16-11 (sports affairs) in accordance with corresponding items in the state budget ledger. Upon completion of SEAGames 22, relevant Ministries, sectors, and localities are responsible for settling the organizational budget with the Ministry of Finance according to current regulations, and concurrently submitting it to the SEAGames 22 Organizing Committee.

Part III

IMPLEMENTATION PROVISIONS

This Circular takes effect from January 1, 2003 for SEAGames 22 and applies to the second ASEAN ParaGames for Persons with Disabilities held in Vietnam in 2003.

During implementation, if any issues arise, they should be promptly reported to the relevant ministries for study, amendment, and supplementation as necessary.