Circular No. 31-TC/HCP explains and supplements the administrative fee standard regulations

 

CIRCULAR

Explanation and Supplement to the Standard Administrative Fee Regulations

After implementing the standard administrative fee regulations of 1957 for some time, several ministries, central agencies, and localities proposed that my ministry explain and supplement certain points in the regulations. Following consultations with central organizations and unions at a meeting on September 14 and 15, 1957, and reaching consensus with the Ministry of Interior, the Ministry of Labor, and the Vietnam General Confederation of Labor, our ministry hereby explains and supplements certain points, pending a comprehensive review and revision of the supply system by the Joint Board, to ensure uniform implementation:

PART I: REGULAR ADMINISTRATIVE FEES

I. TRAVEL ALLOWANCES

1) CASES OF BUSINESS TRAVEL

a) Purchasing through tickets but must disembark midway:

- On regular routes where there are trains or buses selling tickets to the destination, staff members on business travel may only purchase tickets up to the destination point and not beyond. If they purchase tickets further than the destination point without authorization, reimbursement will be made according to the fare paid up to the disembarkation point.

In cases of legitimate reasons such as late departure times, the last available bus or train to the destination point has departed, and there is only a through ticket available (with confirmation from the police station at the bus or train station), and immediate travel is necessary for work purposes, the head of the agency may consider and decide to reimburse according to the actual fare paid.

- When traveling by bus on a route that only sells through tickets and staff members must disembark midway, their trip and return journeys require approval from the head of the agency. Staff members on business travel should carefully consider purchasing through tickets based on the principle of ensuring work needs and saving expenses for public funds.

b) One-way travel but must pay for both directions:

- If this is a regular route requiring payment for both directions, with confirmation from local authorities or the head of the agency, reimbursement will be provided. If staff members voluntarily pay for both directions to travel faster, reimbursement will be made according to the fare for a single direction.

In cases where bus fares are officially increased (such as using commandeered vehicles to address passenger congestion), staff members on business travel will be reimbursed according to the actual fare paid, provided they have a valid ticket as proof of payment.

c) Routes with multiple transportation means (such as trains, buses, canoes, taxis):

Staff members on business travel may choose to travel by train, canoe, or bus.

Taxis may be used in urgent situations when other means of transportation are unavailable or if it does not increase costs for public funds due to reduced meal expenses, with approval from the head of the agency.

On routes where horse-drawn carriages are the common mode of transport for the people, staff members on business travel will be reimbursed for horse-drawn carriage expenses according to the usual rates charged by the people.

Employees who use personal bicycles, motorcycles, or motorbikes to travel on routes where buses, canoes, or trains are available will only be reimbursed according to the fare for these modes of transport, except in special cases approved by the head of the agency, in which case they will be reimbursed according to the depreciation allowance for personal bicycles or motorcycles.

d) Use of official cars and motorcycles. - While using official cars and motorcycles for business travel, agencies must comply with Circulars No. 1201-TTg dated December 29, 1956, and No. 987 dated July 30, 1956, issued by the Prime Minister regarding fuel conservation.

Apart from cars reserved exclusively for government officials and equivalent positions within the Party, Front, and mass organizations, official cars and motorcycles of agencies may only be used for urgent trips outside the city. If not urgent, existing means of transport such as trains or buses should be utilized. For business travel within the city, official cars should only be used in exceptional cases involving political or diplomatic matters, or when failure to use them would result in missed work, with approval from the head of the agency.

2) Cases of examination and study trips.

- Staff members assigned or designated by the agency to attend training courses or professional schools will be reimbursed for travel expenses and food allowances as if on business travel. If staff members request to attend studies or examinations on their own initiative (even with agency agreement), the agency will not provide reimbursement.

3) Cases of leave travel.

- Currently, there is no annual leave system for staff members.

Given the unchanged salary system, to partially alleviate difficulties for staff members deemed eligible for leave by the agency, the agency will reimburse travel expenses for trains or buses to a specific destination with legitimate reasons, once per year. Food allowances will not be provided.

In cases where bus fares are officially increased, reimbursement will be made according to the actual fare paid, provided there is a valid ticket as proof of payment.

On routes without trains or buses where walking or other means of transport over 10 kilometers are required, reimbursement will be made at 30 dong per kilometer, starting from the first kilometer. Distances under 10 kilometers will not be reimbursed.

Expenses under this section are recorded in Section III Social Allowance, Item 7 Other Allowances and Subsidies.

The leave travel system for staff members in mountainous areas is regulated separately (Circular No. 43-NV/TT dated November 30, 1957).

4) Accommodation Allowance in Hanoi. - This allowance is temporarily implemented in Hanoi due to extremely difficult housing conditions.

a) Cases of business travel:

Agencies with staff members on business travel are responsible for arranging accommodation to protect the safety and health of staff members, safeguard documents, and save expenses.

If housing conditions prevent agencies from providing accommodation for staff members on business travel, and this is confirmed on the travel permit, staff members will be reimbursed for meals and lodging expenses as stipulated in Circular No. 14-TC/HCP dated January 26, 1957, issued by the Ministry of Finance.

If staying for more than one month, from the second month onwards, they will receive the difference in salary increases and regional allowances in Hanoi (if applicable).

In the first month, if they have already received the allowance for meals and lodging outside, they will not receive the difference in salary increases and regional allowances in Hanoi.

If staff members stay with family or acquaintances, they will not receive the allowance for meals and lodging outside.

In the case where the agency provides accommodation for meals and sleep but the staff member chooses to eat and sleep outside (at restaurants, homes, or familiar places), they shall not be entitled to the allowance for meals and sleep outside but only the difference in salary increase and regional allowance in Hanoi as stipulated in Circular No. 6669-PL dated November 22, 1957 of the Ministry of Interior Affairs.

b) In the case of visiting Hanoi for medical examination or treatment:

It shall be handled similarly to staff members working in Hanoi.

5) Transportation fees for luggage when transferring work locations.

When civil servants and employees transfer their work location, they shall be reimbursed for transportation fees for luggage (if any) up to 50 kilograms for themselves and their family as specified in Circular No. 14-TC/HCP dated January 26, 1957.

The cost of carrying and transporting luggage from home to the station or port and from the port or station to the new location shall be borne by the staff member themselves.

6) Allowance for bicycle wear and tear for civil servants and employees who do not belong to the category of regular mobile personnel.

- Civil servants and employees who, although not belonging to the category of regular mobile personnel, due to work requirements and with the consent of their superiors, use their personal bicycles for daily work shall also be entitled to the monthly allowance for bicycle wear and tear as stipulated in Article 6 of Circular No. 14-TC/HCP dated January 26, 1957 for regular mobile personnel.

7) Group travel. - In cases where a group travels with attendants and cooking utensils, during the journey, 200 dong per meal (equivalent to 400 dong per day) shall be calculated. Meals at the destination do not include this allowance.

II. ELECTRICITY AND WATER

1. Electricity

a) Electric iron: An electric iron consumes a significant amount of electricity. Some models consume as much power in one hour as ten 40W bulbs, while others consume as much as ten 75W bulbs.

To meet the common demand of staff wishing to use electric irons and pay for them, the agency needs to establish a usage regulation to prevent waste (such as avoiding using the electric iron on freshly washed clothes that are still wet, or using it for those who have not paid for its use). Those who use the electric iron will have to pay the following amounts:

- For a private electric iron used by a single family: 1,000 dong per month. If multiple families share the iron, each family must contribute an additional 1,000 dong per month.

- For a shared electric iron: each person using the iron in a month pays 200 dong per month. Although this per capita charge may not be entirely reasonable, given the current situation where electricity is shared without individual meters, it simplifies payment.

Staff members must purchase their own electric irons.

For existing electric irons, the agency may lend them out; if they break, the user must cover the repair costs.

b) Electric stove. - The electric stove consumes a large amount of electricity, significantly impacting the overall electricity standard in agencies where it is used.

Previously, the misuse of electric stoves was quite common, causing financial losses to the public fund:

- Some staff used the electric stove to boil water for washing hair, warm food, dry damp clothes,

- Others used it to cook corn, potatoes, make porridge for breakfast, brew medicine, cook food, steam rice, even simmer pig's feet, or use it for heating during winter.

Pending the issuance of regulations on electricity use in agencies by the Joint Ministry, the temporary rules for using electric stoves in agencies are as follows:

In places without individual meters to measure electricity consumption, users of electric stoves can only use them for boiling water for milk, tea, and mixing baby food, and must pay 3,000 dong per month. They are not allowed to use the stove for other purposes such as cooking food or steaming rice. Agencies should establish a regulation for using electric stoves to prevent waste.

In places with individual meters to measure electricity consumption, staff members can use electricity according to their needs but must bear the cost based on the electricity bill from the Power Plant, after deducting the standard electricity allowance.

In cases where multiple families share an electric stove for boiling water and mixing baby food, the payment amount will be higher than the above-mentioned rate (3,000 dong), which will be determined specifically by the management agency.

c) Radio – Ceiling Fan

Users of personal radios and fans must pay:

- Radio: 1,000 dong per month

- Table fan: 2,000 dong

- Ceiling fan: 3,000 dong

The above rates apply to a fan running for an average of six hours per day. If used more frequently, the management agency will negotiate with the user to determine a fair rate.

2. Water

Family members of staff, such as parents and children, who are not included in the agency's roster (regardless of age, whether both parents or just one parent works) must pay a monthly water fee of 100 dong per person.

The rates for electricity and water mentioned above apply to agencies located in Hanoi. For other regions where the prices of electricity and water are higher, the Finance Department will base their regulations on these provisions, adjust accordingly, and submit them for review by the Committee.

III. BEDS, MATS, UTENSILS FOR DIVIDING MEALS

1) Beds and mats for spouses and children of staff not included in the roster. - Individuals not included in the roster living with staff members and employees do not qualify for the supply system provided to staff and employees. Therefore, the agency shall not use funds to purchase additional beds and mats for individuals not included in the roster.

Individuals in the family of staff who were previously lent beds by the agency may continue to borrow them temporarily. Mats should be purchased by the family.

2) Beds and mats for staff who moved out from collective housing. - Staff members who previously lived collectively in the agency and now wish to move out may borrow beds and mats if requested. New mats will not be issued if the old ones are damaged.

For those who had already moved out before, no further action will be taken.

The beds of staff members living collectively are state property and not personal assets. Therefore, staff members should use the existing type of bed provided by the agency, and there is no need to replace old beds with new ones (replacing old platform beds with new folding beds) as this would be wasteful and costly for the public fund.

3) Utensils for dividing meals. - Personal items such as bowls and plates for individual meals should be purchased by the staff members themselves. The agency will only purchase communal utensils for dividing meals.

B. UNUSUAL ADMINISTRATIVE FEES

1. Laundry allowance. - Female employees who give birth without assistance for laundry, if they must actually hire someone to do laundry and pay them for half a month from the date of childbirth, shall be granted a subsidy of 6,000 dong for this purpose.

If there is family assistance, friends, or hospital attendants helping with laundry, and no need to hire someone, they will not receive the aforementioned allowance.

In cases where childbirth occurs at a hospital and there is assistance with laundry, but due to early discharge, upon returning home, they still have to hire someone to do laundry and pay within the half-month period from the date of childbirth, they shall be granted a subsidy of 3,000 dong.

2. Conference

Additional conference fees are used for expenses on drinking water, decoration, and stationery for conferences.

The amount of additional conference fees will be determined based on the nature of the conference as follows:

- Annual work summary conferences: 100 dong per delegate per day.

- Mid-term review or extraordinary conferences: 50 dong per delegate per day.

For monthly work review meetings involving delegates from localities or peer-level departments, and for meetings reviewing the work of certain departments in cities such as Hanoi and Hai Phong, such as tax and police, it is necessary to concentrate cadres in districts within the city, a budget of 20 dong per person per day for drinking water is planned.

Internal meetings within agencies do not include this expense.

3. Official reception during holidays

Expenses for holiday celebrations on major holidays organized according to central directives are planned outside the standard.

At the provincial level, the United Front Organization is allocated the same budget for receptions and holiday celebrations as the Administrative Committee at the same level to be shared among organizations such as youth and women's groups.

At the district level, the United Front Organization is allocated 60,000 dong per year for receptions and holiday celebrations to be shared among district-level organizations.

4. Protective materials for liaison officers

Agencies with liaison officers are allocated to purchase two meters of nylon for each person to protect documents when traveling during rainy days (the usage period is about three years).

IMPLEMENTING PROVISIONS

New provisions added in this Circular apply uniformly to all cadres, workers, and staff from Deputy Directors of Ministries' Offices, Deputy Directors of Departments, Bureaus, Directorates, Divisions, Institutes under Ministries down to lower levels, and shall take effect from April 1958. There will be no retroactive claims or adjustments for previous months.

Provisions already stipulated in the 1957 Standard Supply Regulations, and in Circular No. 14-TC/HCP dated January 26, 1957 regarding travel allowances, which do not conflict with this Circular, shall continue to be implemented as before.

When new salary systems are introduced, some points that have been specified will be reviewed and amended as appropriate.

During the implementation of this Circular, if agencies encounter any difficulties, please report them to the Ministry of Finance.