Circular No. 37-TC/TCĐN on allowances for officials going on short-term missions abroad funded by Vietnam

CIRCULAR OF THE MINISTRY OF FINANCE

Regarding the allowance system for officials on short-term missions abroad funded by the state

Based on the mechanism of payment in freely convertible foreign currencies applicable to countries that previously had transactions with us in transferable rubles, and the current price fluctuations abroad, after consulting relevant sectors, the Ministry of Finance stipulates the allowance system for our officials on short-term missions abroad funded by the state as follows:

I- CLASSIFICATION OF STAFF

Staff members going on short-term missions abroad are classified according to their basic monthly salary received domestically:

Class A has a monthly salary of 668 dong or more

Class B has a monthly salary from 425 dong to less than 668 dong

Class C has a monthly salary from 310 dong to less than 425 dong

Class D has a monthly salary of 310 dong or less.

II- ALLOWANCE SYSTEM

1. Living expenses:

The living expense allowance for staff on short-term missions includes funds for meals and incidental expenses (washing and ironing, baggage handling, transportation for work-related travel, and small tips, etc.). Specific allowance levels are detailed in the attached annex.

Calculation of meal and incidental expenses: each day spent in the host country is counted towards the allowance. Travel time to the host country by air or international train is fully counted towards the allowance at the destination country's rate. If the mission requires transit through another country, the allowance is calculated based on the standard set in the transit country.

2. Incidental expenses:

The incidental expense allowance applies only when the host country provides accommodation and meals but does not provide additional cash allowances. In decisions dispatching the delegation, invitations from the host country, or confirmations from our embassy in the mission country, it must be clearly stated that the host country only covers meals and accommodation without providing incidental expenses for the delegation to qualify for this additional allowance.

3. Waiting expenses during transit:

Time spent waiting during transit up to eight days, counting both the outbound and return journeys, is eligible for two-thirds of the meal and incidental expense allowance. If there are special reasons requiring an extension beyond the specified period, confirmation from the local embassy is required, and the delegation continues to receive the allowance as specified. Any time spent abroad due to individual requests approved by authorized personnel is at the individual's own expense.

4. Expenses reimbursed based on actual costs and fixed quotas:

Hotel room rental fees or other embassy accommodations are reimbursed based on actual costs as recorded on the invoice.

Airport fees and taxi fares from the airport, station, or port to the hotel or embassy guesthouse are reimbursed based on fixed quotas set in the transit and mission countries (specific amounts are detailed in the attached annex).

III- OTHER PROVISIONS

1. Ticket purchase regulations:

Ministers and equivalent positions are entitled to first-class or class I tickets for air or rail travel. Deputy ministers and below are entitled to regular class tickets for air or rail travel.

2. All delegations attending conferences are entitled to the same level of expenses as those staying in hotels during the conference period. If the delegation needs to wait after the conference due to unforeseen circumstances, they should contact the embassy to arrange accommodation at the embassy guesthouse.

Delegations not attending conferences must stay at the embassy guesthouse (except where the mission location lacks an embassy guesthouse or the workplace is far from the capital).

Hotels rented and rooms booked should be mid-range hotels and rooms. Deputy minister-level and above may book single rooms, while others should book shared rooms.

3. When disbursing funds to the delegation, the Ministry of Finance will disburse in US dollars, depending on specific cases, the Bank for Foreign Trade will settle in US dollars, local currency available at the bank, or other freely convertible foreign currencies at market exchange rates determined by the Vietnam Bank for Foreign Trade. For delegations funded in local currency from the State Budget's temporary holding fund at our embassies abroad, the exchange rate published by the local bank for converting cash US dollars shall apply.

IV- ESTIMATION AND SETTLEMENT

This regulation applies to officials on short-term missions abroad funded by the state (including officials funded from the state's foreign currency reserve and those funded from their respective departments' and localities' foreign currency reserves).

For officials funded from the state's foreign currency reserve before departure, the competent ministry, departments, and localities must prepare an estimate of foreign currency expenditures for approval by the Ministry of Finance according to the provisions of this Circular. Within fifteen days after the delegation returns, the competent ministry must submit a final report on foreign currency expenditure for approval by the Ministry of Finance. For officials funded from departmental and local foreign currency reserves, separate regulations govern the preparation of estimates and approval of settlements.

This Circular replaces Circulars No. 77-TC/TCNT dated December 31, 1987, and Circular No. 51-TC/TCĐN dated November 10, 1989, issued by the Ministry of Finance, and takes effect from the date of signature.

We request all ministries, sectors, localities, and our embassies abroad to disseminate this information to our officials on missions abroad for implementation.

STANDARDS FOR MEAL AND INCIDENTAL EXPENSE ALLOWANCES FOR STAFF ON SHORT-TERM MISSIONS ABROAD FUNDED BY THE STATE
AIRPORT FEES AND TAXI FARES