Circular No. 29/2000/TT-BTC on the management of the temporary holding fund of the State budget at Vietnamese representative offices abroad.

 CIRCULAR

CIRCULAR NO. 29/2000/TT-BTC OF APRIL 24, 2000 ISSUED BY THE MINISTRY OF FINANCE ON THE MANAGEMENT OF THE TEMPORARY HOLDING FUNDS OF THE STATE BUDGET AT VIETNAMESE REPRESENTATIVE AGENCIES ABROAD

Pursuant to the State Budget Law dated March 20, 1996 and Decree No. 87/CP dated December 19, 1996 of the Government detailing the decentralization of management, implementation, and settlement of the State Budget.
Pursuant to the Law Amending and Supplementing Certain Provisions of the State Budget Law No. 06/1998/QH10 dated May 20, 1998 and Decree No. 51/1998/NĐ-CP dated July 18, 1998 of the Government amending and supplementing certain provisions of Decree No. 87/CP dated December 19, 1996 of the Government detailing the decentralization of management, preparation, implementation, and settlement of the State Budget.
Pursuant to Decree No. 15/CP dated March 2, 1993 of the Government stipulating the tasks, powers, and responsibilities for state management of Ministries and ministerial-level agencies.
Pursuant to Decree No. 178/CP issued on October 28, 1994 regarding the tasks, powers, and organization of the Ministry of Finance.
The Ministry of Finance hereby stipulates the management of the Temporary Holding Funds of the State Budget at Vietnamese representative agencies abroad as follows:

This technical regulation sets out technical requirements, testing methods, sampling procedures; management requirements; responsibilities of organizations and individuals producing, trading, and importing cigarettes.

1. The Temporary Holding Fund of the State Budget at Vietnamese representative agencies abroad is a part of the State Budget Fund. The fund is formed from revenues of the state budget arising at Vietnamese representative agencies (Diplomatic, Trade, Military, News Agency, Television Station, Voice of Vietnam Radio Station, Labor Management Board...) abroad.

2. All revenues and expenditures of the State Budget arising at Vietnamese representative agencies abroad must be deposited into the Temporary Holding Fund and can only be used upon receipt of expenditure orders from the Ministry of Finance through encrypted telegrams signed by the Ministry of Foreign Affairs, except in cases of advance payments pursuant to orders from the Prime Minister (or those authorized by the Prime Minister).

3. Types of currency for revenue and expenditure in the Temporary Holding Fund: US dollars or local currency as prescribed by the laws of the host country.

4. Strictly prohibit expenditures from the Temporary Holding Fund to units or individuals without the approval of the Ministry of Finance.

5. The Ministry of Finance, the Ministry of Foreign Affairs, and the heads of Vietnamese representative agencies abroad shall be responsible for monitoring, inspecting, and managing the Temporary Holding Fund of the State Budget at Vietnamese representative agencies abroad.

II. SPECIFIC PROVISIONS

1. Revenues included in the Temporary Holding Fund of the State Budget include:

- Administrative fees collected by Vietnamese representative agencies abroad as prescribed by the Ministry of Finance.

- Fees for passport issuance, travel documents, and residence permits for Vietnamese citizens and foreigners entering, exiting, and residing in accordance with regulations set by the Ministry of Finance.

- Income tax of Vietnamese officials working at international organizations abroad.

- Compensation for training costs from scholarship students, interns, and workers, as well as other compensation and fines.

- Aid funds from international organizations, mass organizations, and foreign individuals donated to the Government and people of Vietnam.

- Other revenues as prescribed by the Ministry of Finance.

2. Expenditures from the Temporary Holding Fund of the State Budget include:

- Administrative expenses at Vietnamese representative agencies abroad.

- Membership fees and annual dues for international organizations.

- Other expenditures of the State Budget.

3. Procedures for collecting and disbursing the Temporary Holding Fund of the State Budget at Vietnamese representative agencies abroad.

3.1. Procedures for collecting and depositing the Temporary Holding Fund of the State Budget:

a. In the case of direct collection in cash or check, the accountant prepares a payment receipt for the Temporary Holding Fund of the State Budget in three copies:

- One copy given to the payer.

- One copy retained at the agency.

- One copy used as accounting evidence to record in the books and sent to the Ministry of Foreign Affairs.

b. In the case of bank transfers, based on banking documents, the accountant prepares a payment receipt for the Temporary Holding Fund of the State Budget in two copies:

- One copy used as accounting evidence to record in the books and sent to the Ministry of Foreign Affairs.

- One copy retained at the agency.

Revenues deposited into the Temporary Holding Fund of the State Budget at Vietnamese representative agencies abroad must be recorded separately in ledgers, not mixed with the operating funds of the agency.

3.2. Procedures for disbursing the Temporary Holding Fund of the State Budget:

3.2.1. Based on the expenditure order of the Temporary Holding Fund of the State Budget issued by the Ministry of Finance (Form No. 1), the Ministry of Foreign Affairs notifies (by encrypted telegram) the agency to withdraw from the Temporary Holding Fund of the State Budget at Vietnamese representative agencies abroad to provide to beneficiaries.

The content of the telegram sent to Vietnamese representative agencies abroad should clearly state the following information:

Based on expenditure order number... / Temporary Holding Fund of the State Budget of the Ministry of Finance. Please withdraw the amount... from the Temporary Holding Fund of the State Budget at the Vietnamese representative agency in... to provide to... Purpose of expenditure...

When disbursing from the Temporary Holding Fund of the State Budget, the accountant prepares an expenditure voucher (in two copies) clearly stating the purpose of expenditure (consistent with the encrypted telegram of the Ministry of Foreign Affairs).

- One copy used as accounting evidence to record in the books and sent to the Ministry of Foreign Affairs.

- One copy retained at the agency.

3.2.2. Based on the expenditure order of the Temporary Holding Fund of the State Budget, the Ministry of Finance issues a notification approving the budget in Vietnamese dong (converted from the foreign currency withdrawn from the Temporary Holding Fund of the State Budget multiplied by the accounting exchange rate specified by the Ministry of Finance). Record - income "Consular fees or other revenues abroad" simultaneously - expenditure "Provided to Ministries and Agencies" - corresponding to the beneficiary of the State Budget (according to the relevant chapters, clauses, and sub-items of the State Budget).

3.2.3. In the case of advance payments from the Temporary Holding Fund of the State Budget pursuant to orders from the Government, Vietnamese representative agencies abroad have the responsibility to report to the Ministry of Foreign Affairs and the Ministry of Finance for handling and resolving these advance payments.

4. Reporting system for revenues and expenditures of the Temporary Holding Fund of the State Budget.

- By the twentieth day of the last month of each quarter, Vietnamese representative agencies abroad must quickly report via telegram to the Ministry of Foreign Affairs the balance of the Temporary Holding Fund of the State Budget. The Ministry of Foreign Affairs will compile and report this balance to the Ministry of Finance for timely measures to avoid accumulation, and the Ministry of Finance will suspend the allocation of operating funds for the next quarter to Vietnamese representative agencies abroad if they fail to submit the report within the specified time frame.

- Quarterly and annually, the Vietnamese representative offices abroad shall prepare reports on foreign currency receipts and expenditures from the Temporary Holding Fund of the State Budget (Form 2) and submit them to the Ministry of Foreign Affairs. The Ministry of Foreign Affairs will consolidate the reports on the receipts and expenditures of the Temporary Holding Fund of the State Budget of the Vietnamese representative offices abroad and submit them to the Ministry of Finance (Form 3).

- Periodically, the Ministry of Finance shall coordinate with the Ministry of Foreign Affairs to conduct inspections of the Temporary Holding Fund of the State Budget at Vietnamese representative offices abroad. If any improper receipts or expenditures or incorrect accounting entries are discovered during the inspection, the Ministry of Finance will adjust the accounts accordingly, and the individuals and heads of the agencies responsible must reimburse the improperly expended funds.

III. IMPLEMENTATION

1. The head of the Vietnamese representative office abroad shall be responsible for managing the receipts and expenditures of the Temporary Holding Fund of the State Budget in accordance with the provisions of this Circular.

2. This Circular shall take effect fifteen days from the date of issuance and shall replace Circular No. 11 TC/TCĐN dated April 20, 1992, issued by the Ministry of Finance, concerning the management of the Temporary Holding Fund of the State Budget at embassies and diplomatic missions abroad.

3. In the course of implementation, if any difficulties arise, the Vietnamese representative offices abroad are requested to report them to the Ministry of Finance and the Ministry of Foreign Affairs for study and resolution.

Model No. 1

(Attached to Circular No. 29/2000/TT-BTC dated April 24, 2000)

ORDER TO DRAW FROM THE TEMPORARY HOLDING FUND

Number:.../TG

Respected: Vietnamese representative office at...

Please draw from the Temporary Holding Fund of the State Budget at your office for...

Pursuant to:

Decision/Document number:...date...of (Agency)

Expenditure items:

Foreign currency (in figures):

(in words):

Hanoi, day...month...year...
Signed: MINISTER OF FINANCE
HEAD OF FOREIGN FINANCE DEPARTMENT

Form No. 2
FINAL ACCOUNT REPORT ON RECEIPTS AND EXPENDITURES OF THE TEMPORARY HOLDING FUND

(For Vietnamese representative offices abroad)

(Prepare in detail according to the State Budget classification)

Month...year...
(unit of measurement: each type of currency 1 form)

Prepared by
(Sign and write full name)
Date Month Year Head of the Office

(Attached to Circular No. 29/2000/TT-BTC dated April 24, 2000)

Model No. 3

FINAL ACCOUNT REPORT ON ANNUAL RECEIPTS AND EXPENDITURES OF THE TEMPORARY HOLDING FUND

(For the Principal Department)

(Major Technical Specifications and Other Information)