Joint Circular No. 66/2004/TTLT/BTC-VPCP guiding the expenditure regime for organizing the fifth high-level Asia-Europe Meeting (ASEM 5) in Vietnam

JOINT CIRCULAR

Guidelines for the Expenditure Regime for Organizing the Fifth High-Level Asia-Europe Meeting (ASEM 5) in Vietnam

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Pursuant to the State Budget Law on December 16, 2002, and Decree No. 60/2003/NĐ-CP dated June 23, 2003, of the Government detailing and guiding the implementation of the State Budget Law;

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. 44/2003/QĐ-TTg dated April 1, 2003, of the Prime Minister, establishing the National Committee for Preparing and Organizing the Fifth High-Level Asia-Europe Forum (ASEM 5);

Pursuant to Decision No. 111/2003/QĐ-TTg dated June 9, 2003, of the Prime Minister, establishing the Logistics Sub-Committee to Serve the ASEM 5 Conference;

Pursuant to the guidance of the Prime Minister at the third meeting of the National Committee on ASEM 5 (Circular No. 86/TB-VPCP dated April 19, 2004, of the Government Office), the Ministry of Finance and the Government Office jointly issue guidelines for the expenditure regime for organizing the Fifth High-Level Asia-Europe Meeting (ASEM 5) in Vietnam as follows:

I - GENERAL PROVISIONS

1- The subjects implementing this Circular are agencies, organizations, and units assigned the budget for carrying out tasks related to organizing and serving the ASEM 5 Conference.

2- The funds for organizing the ASEM 5 Conference include state budget allocations and other sources raised from domestic and foreign economic and social organizations.

3- Ministries, sectors, and localities may only use allocated funds to carry out activities within the scope of serving the organization of the ASEM 5 Conference approved by each sub-committee under the National Committee on ASEM 5, and not for other regular tasks of ministries, sectors, and localities.

4- The use and management of funds and assets for serving the ASEM 5 Conference shall be carried out in accordance with the State Budget Law and current government regulations on financial and asset management, as well as the provisions of this Circular.

II - SPECIFIC PROVISIONS

1- Sources of Funds:

The funds for organizing the ASEM 5 Conference include the following sources:

- State budget.

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

- Other sources (if any).

2. Content of expenditures:

- Expenses for learning, training, and overseas surveys.

- Expenses for publicity (printing banners, posters, logos, emblems, filming, photography, flags, slogans, and other promotional materials) and media coverage (radio, television, press, etc.).

- Expenses for purchasing or renting equipment and venues for organizing the ASEM 5 Conference as requested by specialized sub-committees (office equipment, security equipment, etc.).

- Expenses for purchasing or renting vehicles to serve the ASEM 5 Conference.

- Expenses for printing invitations and making badges for participants in the ASEM 5 Conference.

- Expenses for creating conference symbols and gifts, items, and memorabilia.

- Expenses for organizing international seminars and forums related to ASEM 5; sideline forums during the high-level conference.

- Expenses for hosting representatives attending ASEM 5 Conference activities.

- Expenses for the operations of the Steering Committee, Organizing Committee, and sub-committees under the National Committee on ASEM 5.

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

- Communication and liaison expenses.

- Expenses for building and operating a website for promoting ASEM 5.

- Expenses for renovating and repairing facilities for the ASEM 5 Conference.

- Expenses for purchasing other equipment and assets to serve the ASEM 5 Conference.

- Other expenses;

3- Expense Levels:

3.1- Expenses for organizing international seminars and forums related to the ASEM 5 High-Level Conference; sideline forums during the ASEM 5 High-Level Conference:

- For guests: The level of expense for food, accommodation, and travel for foreign delegates hosted by Vietnam shall be implemented according to Circular No. 100/2000/TT-BTC dated October 6, 2000, of the Ministry of Finance regarding the expenditure regime for hosting foreign guests visiting Vietnam and organizing international conferences and seminars in Vietnam, and international practices for organizing the ASEM Conference.

- For Vietnamese staff participating in serving international seminars and forums related to ASEM 5, and sideline activities during the ASEM 5 High-Level Conference, travel expenses shall be reimbursed according to current regulations. In cases of overtime work, overtime pay shall be provided according to the prescribed regulations.

3.2- Expenses for organizing the ASEM 5 High-Level Conference:

a) Delegates attending the ASEM 5 High-Level Conference who are covered by the Vietnamese Government's hospitality, shall be implemented according to Decision No. 574/QĐ-TTg dated June 2, 2004, of the Prime Minister.

b) Foreign delegations not covered by hospitality shall bear their own expenses for food, accommodation, and travel according to contracts with service providers.

c) For staff serving the ASEM 5 High-Level Conference:

- Allowances for staff members performing duties (including holidays and Sundays) shall be paid at the following rates:

+ Members of the National Committee on ASEM 5, Heads of Sub-Committees, and Secretariat Heads under the National Committee on ASEM 5: 150,000 VND/day/person.

+ Members of Sub-Committees under the National Committee on ASEM 5: 120,000 VND/day/person.

+ Members of Working Groups serving the ASEM 5 High-Level Conference mobilized by Sub-Committee Heads under the National Committee on ASEM 5 through written decisions to serve the ASEM 5 Conference: 100,000 VND/day/person.

+ Service personnel (security forces, drivers, receptionists, etc.) approved by Sub-Committee Heads under the National Committee on ASEM 5: 50,000 VND/day/person.

In case a person performs multiple tasks in one day, they shall only be entitled to the highest remuneration level.

The number of days eligible for allowance for members of the National Committee on ASEM 5, Sub-Committees, Secretariat, Working Group members, and service personnel is the actual number of days each individual performs their duties during the official period of the ASEM 5 High-Level Conference. In cases where tasks must be completed earlier or later than the official conference period, the Sub-Committee Heads under the National Committee on ASEM 5 will consider and decide, and they will be compensated according to the prescribed rates, but the total time for which allowances can be claimed shall not exceed ten days.

State officials who have received this allowance shall not be entitled to reimbursement for travel expenses, but in cases where it is necessary to rent accommodation, they may be reimbursed for accommodation rental fees according to the travel expense regulations stipulated for state officials on domestic business trips.

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

- Expenses for meetings of the National Committee on ASEM 5: 50,000 VND/person/meeting

- Expenses for meetings chaired by the Heads of Subcommittees under the National Committee on ASEM 5 and the Head of the ASEM 5 Secretariat: 30,000 VND/person/meeting.

- Mobile phone charges serving the conference (for the entire conference period):

+ Members of the National Committee on ASEM 5, Heads of Subcommittees under the National Committee on ASEM 5, Head of the ASEM 5 Secretariat: 300,000 VND.

+ Members of Subcommittees under the National Committee on ASEM 5: 200,000 VND.

+ In case of necessity, the Heads of Subcommittees shall decide the list of officers permitted to be reimbursed for mobile phone charges or to rent mobile phones during the conference period, with the maximum amount of reimbursement not exceeding 200,000 VND/person for the entire conference period of ASEM 5.

3.3- Other expenditure levels:

- Expenses for delegations going abroad for surveying and learning experiences: Implemented according to Circular No. 45/1999/TT-BTC dated May 4, 1999 of the Ministry of Finance on the travel expense regulations for state officials on short-term overseas business trips and Circular No. 108/1999/TT-BTC dated September 4, 1999 guiding supplementary provisions to Circular No. 45/1999/TT-BTC dated May 4, 1999.

- Expenses for building the website for the conference: Implemented according to Circular No. 111/1998/TT/BTC dated August 3, 1998 of the Ministry of Finance guiding the level of expenditure for establishing electronic information under information technology.

- Translation expenditure levels:

+ Written translation:

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

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

+ Oral translation:

. Ordinary oral translation: not more than 70,000 VND/hour/person, equivalent to not more than 560,000 VND/day/person working 8 hours.

. Simultaneous oral translation: not more than 150,000 VND/hour/person, equivalent to not more than 1,200,000 VND/day/person working 8 hours.

The above translation expenditure levels only apply in cases where it is necessary to hire external interpreters, and do not apply to interpreters who are state officials assigned to serve the conference.

For expenditures not specified above, payment shall be made according to the contract or based on valid and legitimate invoices and receipts for actual expenditures incurred.

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

3.4- Expenditures for renovation, repair, and construction of facilities serving the ASEM 5 Conference: Implemented in accordance with Circular No. 44/2003/TT-BTC dated May 15, 2003 of the Ministry of Finance on guidelines for managing and settling investment capital and public service capital with investment characteristics from state budget funds and Decision No. 601/KB/QĐ/TTVĐT dated October 28, 2003 of the Director General of the State Treasury on the procedures for controlling settlement of investment capital and public service capital with investment characteristics within the country through the State Treasury system.

3.5- Purchases of assets, equipment, printing of documents, production of symbols, gifts... with a value of 100 million VND or more must be conducted through bidding or competitive tendering as stipulated in Circular No. 121/2000/TT-BTC dated December 29, 2000 of the Ministry of Finance guiding the implementation of Decree No. 88/1999/NĐ-CP dated September 1, 1999, and Decree No. 14/2000/NĐ-CP dated May 5, 2000 of the Government on bidding for procurement of office supplies, materials, equipment, and work tools for state agencies, mass organizations, state-owned enterprises; ordinary office supplies and work tools for armed forces using state budget funds.

3.6- For procurement, repair, and other special nature expenditures without prescribed expenditure levels or unit prices by the state, these expenditures must be agreed upon by the relevant government management agency and approved by the competent authority before implementation, serving as the basis for final accounting of funds.

4- Preparation of Budget Estimates, Allocation, and Final Accounting of Funds:

4.1- Preparation of Budget Estimates:

Based on the related tasks for organizing and serving the ASEM 5 Conference approved by the Heads of Subcommittees under the National Committee on ASEM 5, current expenditure standards, and the expenditure levels stipulated in Section II of this Circular, Subcommittees under the National Committee on ASEM 5 shall prepare budget estimates for their respective responsibilities and submit them to the Material-Supply Subcommittee, Office of the Government.

The Office of the Government will consolidate detailed budget estimates for the ASEM 5 Conference by Subcommittee and send them to the Ministry of Finance for review. Detailed calculation bases must be included in the budget estimates for the ASEM 5 Conference sent to the Ministry of Finance for review.

The Ministry of Finance will coordinate with the Office of the Government to review the budget estimates for the ASEM 5 Conference and submit them to the Prime Minister for approval.

4.2- Allocation of Funds:

Based on the approved budget estimates for the ASEM 5 Conference by the Prime Minister, the Ministry of Finance will notify each Subcommittee under the National Committee on ASEM 5 (through the Ministry responsible for the permanent duties of the Subcommittee). For the ASEM 5 Conference expenses implemented by localities, the Ministry of Finance will delegate authority to the localities.

Agencies and localities notified of the budget estimates are responsible for implementing the tasks assigned by the National Committee on ASEM 5. The execution of ASEM 5 Conference expenses shall comply with the State Budget Law and its implementing regulations.

4.3- Accounting and Final Accounting of Receipts and Expenditures for the ASEM 5 Conference:

The Ministries assigned with the permanent tasks of the Subcommittees under the National Committee for ASEM 5 shall be responsible for managing, using, and settling the budget for organizing the ASEM 5 Conference for the portion of the budget allocated to the Subcommittee. The budget for organizing the ASEM 5 Conference shall be tracked separately and recorded under category 13 - 01 (Administrative Management) according to the corresponding items in the state budget.

Within 45 days from the end of the ASEM 5 Conference, the Ministries assigned with the permanent tasks of the Subcommittees under the National Committee for ASEM 5 and the localities allocated the budget for organizing the ASEM 5 Conference shall be responsible for submitting the final settlement report on the conference budget and the inventory report of fixed assets purchased for the organization of the ASEM 5 Conference to the Ministry of Finance, and concurrently send them to the National Committee for ASEM 5.

For contributions, support, and sponsorships from organizations, businesses, and individuals both domestically and internationally; other sources of income (if any), the Ministries, sectors, and localities may use these funds for activities related to organizing the ASEM 5 Conference, but must include them in the report submitted to the Ministry of Finance, and concurrently send them to the National Committee for ASEM 5.

III - IMPLEMENTATION PROVISIONS

This Circular shall take effect fifteen days from the date of publication in the Official Gazette.

In the course of implementation, if any difficulties arise, they should be promptly reported to the Joint Office of the Ministry of Finance and the Government Office for study, amendment, and supplementation to ensure appropriateness./.