Circular No. 56/2021/TT-BCA on forms for registration and management of residence

CIRCULAR

Regulations on forms for registration and management of residence

Based on the Residence Law dated November 13, 2020;

Pursuant to Decree No. 01/2018/NĐ-CP dated August 6, 2018 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Public Security;

1. Amending and supplementing Clause 2 and Clause 3 of Article 3 as follows:

The Minister of Public Security issues this Circular regulations on forms for registration and management of residence.

Article 1. Scope of Regulation

This Circular stipulates the forms, management, and use of forms in the registration and management of residence.

Article 2. Applicability

This Circular applies to:

1. Agencies and individuals engaged in the registration and management of residence, and the management of entry and exit.

2. Agencies, organizations, households, and Vietnamese citizens residing within the territory of the Socialist Republic of Vietnam.

Article 3. Forms used in the registration and management of residence

This Circular promulgates 16 forms used in the registration and management of residence, designated with the symbol CT, specifically as follows:

3. The temporary absence declaration form to be issued to citizens declaring temporary absence according to Clause 1, Article 31 of the Law on Residence (designated as CT03).

4. The receipt and result notification form to be established by the residence registration agency to handle administrative procedures related to residence (designated as CT04).

5. The supplementary and completion instruction form to be established by the residence registration agency to request citizens to supplement and complete the permanent residence registration, cancellation of permanent residence registration, separation of households, adjustment of residence information in the Residence Database, confirmation of residence information, temporary residence registration, cancellation of temporary residence registration, extension of temporary residence, declaration of temporary absence, declaration of residence information (designated as CT05).

6. The refusal to accept and process the file form to be established by the residence registration agency to notify citizens of the reasons for refusing to accept and process the permanent residence registration, cancellation of permanent residence registration, separation of households, adjustment of residence information in the Residence Database, confirmation of residence information, temporary residence registration, cancellation of temporary residence registration, extension of temporary residence, declaration of temporary absence, declaration of residence information (designated as CT06).

7. Confirmation of residence information to be used to confirm the residence information regarding time, place, method of residence registration, and other contents of individuals and households upon request (designated as CT07).

8. Notification of the results of processing and cancellation of residence registration to be established by the residence registration agency to notify citizens of the results of processing permanent residence registration, cancellation of permanent residence registration, separation of households, adjustment of residence information in the Residence Database, confirmation of residence information, temporary residence registration, cancellation of temporary residence registration, extension of temporary residence, declaration of temporary absence, declaration of residence information, cancellation of permanent residence registration results, cancellation of temporary residence registration results (designated as CT08).

9. Decision on the cancellation of residence registration to be used by authorized agencies to cancel the permanent residence registration, temporary residence registration of citizens who have registered beyond their authority, beyond the target group, or not meeting the conditions stipulated in Article 35 of the Law on Residence (designated as CT09).

10. Information verification form to be established by the residence registration agency to exchange information and documents between residence registration agencies to clarify the information of individuals and households during the implementation of residence registration and management work (designated as CT10).

11. Proposal for approval form to be used to propose the competent authority to resolve permanent residence registration, cancellation of permanent residence registration, separation of households, adjustment of residence information in the Residence Database, confirmation of residence information, temporary residence registration, cancellation of temporary residence registration, extension of temporary residence, declaration of temporary absence, declaration of residence information, cancellation of permanent residence registration, cancellation of temporary residence registration (designated as CT11).

12. Statistics on the situation and results of residence registration and management to be used by local police units to compile and report information related to residence registration and management work in the locality on a daily, weekly, monthly, quarterly, semi-annual, and annual basis (designated as CT12).

13. Residence file bag to be used for storing files and documents in residence registration and management work (designated as CT13).

14. Lodging reception book to be used to monitor the reception of lodging notifications according to Article 30 of the Law on Residence (designated as CT14).

15. File handover tracking book to be established and managed by the file storage management agency after handling permanent residence registration, cancellation of permanent residence registration, separation of households, adjustment of residence information in the Residence Database, cancellation of permanent residence registration results (designated as CT15).

16. File retrieval and exploitation tracking book to be established and managed by the file storage management agency to track information and documents in the file storage (designated as CT16).

Article 4. Management and use of forms

The Ministry of Public Security will uniformly manage and use the forms promulgated along with this Circular:

1. Form Management

a) The Ministry of Public Security will print and distribute forms CT13, CT14, CT15, CT16 to local police units.

b) Forms CT01, CT02, CT03, CT04, CT05, CT06, CT07, CT08, CT09, CT10, CT11, CT12 will be directly printed from computers by local police units when performing residence registration and management work.

c) Forms CT01, CT02, CT03, CT04, CT05, CT06, CT07, CT08, CT09, CT10, CT11, CT12, CT14, CT15, CT16 will be printed on A4 size paper (210 mm x 297 mm) using black ink on white paper. Form CT13 will be printed on brown-yellow paper with dimensions of 270 mm x 350 mm using black ink.

a) Forms CT01, CT02, CT03, CT04, CT05, CT06, CT07, CT08, CT09, CT10, CT11, CT12 will be integrated into the residence management software and printed for use. For numbered forms, the number of such forms will be recorded in ascending order by the residence registration agency starting from number 01 on January 1st and ending on December 31st each year.

b) Forms CT14, CT15, CT16 must be filled out continuously page by page without leaving any blank spaces; all contents on the cover and pages of the book must be fully and clearly recorded.

3. It is strictly prohibited to arbitrarily erase, alter, or supplement information in the forms, causing distortion of the content. In cases of intentional distortion of information, penalties will be imposed according to the severity level as stipulated by law.

Article 5. Funding Assurance

1. The funds ensuring the management and use of forms for registration and residence management include:

a) Funds for printing and distributing forms in the work of registration and management of residence.

b) Expenses for purchasing equipment, means, and materials serving printing and using forms.

2. The funds ensuring the use of forms for registration and residence management shall be provided from the state budget and allocated in the annual state budget estimate of the Ministry of Public Security. The Administrative Police Management Department shall take the lead and coordinate with the Logistics Department, the Planning and Finance Department, and related units to report to the leadership of the Ministry of Public Security for approval of the funds ensuring this work.

3. By September each year, public security units and localities shall prepare estimates of their needs for using forms CT13, CT14, CT15, CT16 for the following year and submit them to the Administrative Police Management Department for consolidation and reporting to the Ministry of Public Security. Public security units and localities shall prepare estimates of funds for printing forms CT01, CT02, CT03, CT04, CT05, CT06, CT07, CT08, CT09, CT10, CT11, CT12 for use by subordinate public security units and localities.

4. The management, distribution, use, settlement, and final accounting of funds ensuring the management and use of forms for registration and residence management from the state budget must be carried out in accordance with the State Budget Law and guiding documents.

Article 6. Effectiveness

1. This Circular takes effect from July 1, 2021, and replaces Circular No. 36/2014/TT-BCA dated September 9, 2014, issued by the Minister of Public Security regarding forms used in registration and residence management.

2. Form HK14 issued together with Circular No. 36/2014/TT-BCA dated September 9, 2014, issued by the Minister of Public Security regarding forms used in registration and residence management, if already printed and distributed by authorized authorities, may continue to be used until exhausted and no additional printing shall be done.

Article 7. Responsibility for Implementation

1. The Director of the Administrative Police Management Department is responsible for directing, inspecting, and guiding the implementation of this Circular.

2. The Planning and Finance Department is responsible for coordinating with the Administrative Police Management Department to report to the Minister of Public Security for the decision on funds ensuring the use of forms for registration and residence management.

3. Heads of units under the Ministry of Public Security, Directors of provincial and centrally-administered city public security departments, and relevant agencies, organizations, and individuals are responsible for implementing this Circular. During the implementation of this Circular, if there are any difficulties, public security units and localities shall report to the Ministry of Public Security (through the Administrative Police Management Department) for timely guidance.

During the implementation of this Circular, if there are any difficulties, public security units and localities shall report to the Ministry of Public Security (through the Administrative Police Management Department) for timely guidance./.