Circular No. 70/2010/TT-BTC stipulates the expenditure regulations for organizing activities during the year when the National Assembly of Vietnam serves as the Chair of AIPA 31.

Pursuant to Decree No. 60/2003/NĐ-CP dated June 6, 2003 of the Government detailing and guiding the implementation of the Law on State Budget;

Pursuant to the Decree No. 118/2008/NĐ-CP dated November 27, 2008 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Finance;

Article 1. General Provisions

1. Implementing entities: The AIPA 31 Organizing Board; the Secretariat of the AIPA 31 Organizing Board and various Sub-Boards; agencies of the National Assembly, agencies under the Standing Committee of the National Assembly, the National Assembly Office, and other agencies, units, and organizations assigned to carry out preparatory, organizational, and service activities for the year when the National Assembly of Vietnam serves as the Chair of AIPA 31.

2. Budget for organizing preparatory activities; organizing and serving the year when the National Assembly of Vietnam assumes the role of Chair of AIPA 31 includes state budget allocation and other legitimate sources from domestic and foreign economic and social organizations.

3. Management and utilization of funds and assets serving activities related to preparatory work, organization, and service for the year when the National Assembly of Vietnam assumes the role of Chair of AIPA 31 shall be carried out in accordance with the State Budget Law, current state financial and asset management guidelines, and provisions set forth in this Circular.

Article 2. Contents of Expenditure

Contents of expenditures for preparatory, organizational, and service activities for the year when Vietnam assumes the role of Chair of AIPA 31 include the following specific items:

- Expenses for renting means of transportation, equipment, and venues to serve the organization of events during the AIPA 31 year, approved by the Head of the National Steering Committee for AIPA 31 and the Head of the AIPA 31 Organizing Board;

- Expenses for creating symbols of the year when Vietnam serves as the Chair of AIPA 31 and gifts, items, and other memorabilia;

- Expenses for printing invitations and making cards for participants in AIPA 31 activities;

- Expenses for organizing conferences, seminars, group meetings, forums, and press briefings within the framework of the AIPA 31 year;

- Expenses for delegates attending AIPA 31 activities hosted by Vietnam;

- Expenses for the operations of the National Steering Committee for AIPA 31, the AIPA 31 Organizing Board, Sub-Boards, and the AIPA 31 Secretariat;

- Expenses for security, order, sanitation, health services, and support;

- Expenses for information, communication, and publicity;

- Expenses for decoration services for the AIPA 31 year;

- Expenses for welcoming and managing reporters covering AIPA 31 activities (making cards; midday drinks and fruits; supporting Vietnamese journalists attending press briefings before conferences);

- Expenses for cultural and artistic activities celebrating and serving delegates participating in the AIPA 31 year;

- Expenses for learning experiences and overseas surveys serving AIPA 31 activities;

- Expenses for building and operating the AIPA 31 website;

- Expenses for establishing and operating Press Centers and Press Rooms serving conferences within the framework of the AIPA 31 year;

- Expenses for training and supporting Volunteer uniforms for AIPA 31 activities; expenses for renting and purchasing uniforms for Volunteers participating in the AIPA 31 Summit Conference and Ministerial Meeting;

- Expenses for renting and purchasing other equipment and assets serving AIPA 31 activities;

- Other expenditure items directly related to organizing and serving AIPA 31 activities.

Any other expenditure items above must be approved by the Head and Deputy Heads of the National Steering Committee for AIPA 31.

Article 3. Level of expenditure:

1. Some levels of expenditure for organizing the 31st AIPA Summit Conference:

a) For delegates and delegations attending the 31st AIPA Summit Conference:

a1) Standards for accommodation rental:

- For delegations of member countries' parliaments, special observer country delegations, and observer country delegations:

+ Head of delegation and spouse: 01 suite room at a five-star hotel.

+ Delegation members at ministerial level: 01 mid-tier suite room at a five-star hotel.

+ Secretaries and other delegation members: 01 single room at a five-star hotel.

The number of delegates (including heads of delegation) to be covered shall be implemented according to the principle:

+ Delegation of member countries: 15 delegates and spouses; and 2 secretaries.

+ Special observer country delegation: 4 delegates and spouses; and 1 secretary.

+ Observer country delegation: 2 delegates and spouses; and 1 secretary.

- Secretary General of AIPA and spouse: 01 mid-tier suite room at a five-star hotel.

Members of the AIPA Secretariat (and spouses): 01 single room at a five-star hotel.

- Other delegates who are guests of the Chairperson of the 31st AIPA: shall be implemented based on guest category according to the level of expenditure for hosting foreign visitors working in Vietnam as stipulated in Circular No. 01/2010/TT-BTC dated January 6, 2010 of the Ministry of Finance.

a2) Means of transportation:

- For delegations of member countries' parliaments, special observer country delegations, and observer country delegations:

+ Arrange 01 four-seat car exclusively for the head of delegation and the Secretary General of AIPA.

The type of vehicle shall be approved by the Head or Deputy Head of the National Steering Committee for the 31st AIPA.

+ Remaining members of the delegation will travel in multi-seat vehicles.

The type of vehicle and number of vehicles shall be approved by the Head of the Reception, Logistics, and Security Sub-committee of the 31st AIPA.

- For other delegates who are guests of the Chairperson of the 31st AIPA: shall be implemented based on guest category according to the standard for cars as stipulated in Circular No. 01/2010/TT-BTC dated January 6, 2010 of the Ministry of Finance.

- Escort vehicle standards, police escort vehicle standards: Shall be implemented according to Article 26 of Decree No. 82/2001/NĐ-CP dated November 6, 2001 of the Government on state ceremonial practices and reception of foreign guests, and shall be ensured by the Ministry of Public Security.

- Vehicles for transporting luggage of delegations and other types of vehicles serving the conference shall be approved by the Head of the Reception, Logistics, and Security Sub-committee of the 31st AIPA.

a3) Meals and refreshments:

- Regarding hospitality and welcoming of delegates:

+ Banquet: Maximum amount of 1,700,000 VND per person.

+ Welcoming delegates (organizing one dinner if applicable): Maximum amount of 1,200,000 VND per person.

The above level of expenditure includes beverage costs but does not include taxes payable to service providers under current regulations and applies to both delegates and Vietnamese interpreters participating in receptions.

- Maximum daily coverage:

+ Heads of delegations (and spouses) of member countries' parliaments, special observer country delegations, and observer country delegations: Maximum amount of 3,400,000 VND per person per day.

+ Delegation members at ministerial level; Secretary General of AIPA (and spouse): Maximum amount of 2,800,000 VND per person per day.

+ Members of the Secretariat, Delegation Secretaries, and other members: Maximum amount of 1,000,000 VND per person per day.

The maximum daily coverage only includes food, drink, laundry, non-alcoholic beverages, and local calls, and does not include taxes payable to service providers under current regulations.

The number of delegates (including heads of delegation) to be covered shall be implemented according to the principle:

+ Delegation of member countries: 15 delegates and spouses; and 2 secretaries.

+ Special observer country delegation: 4 delegates and spouses; and 1 secretary.

+ Observer country delegation: 2 delegates and spouses; and 1 secretary.

+ Members of the AIPA Secretariat and spouses.

- Daily meal standards for delegates who are guests of the Chairperson of the 31st AIPA: shall be implemented based on guest category according to the level of expenditure for hosting foreign visitors working in Vietnam as stipulated in Circular No. 01/2010/TT-BTC dated January 6, 2010 of the Ministry of Finance.

- During the conference, delegations shall cover their own meals (except for delegates covered or invited guests of the Chairperson of the 31st AIPA mentioned above), but additional lunch or dinner may be arranged for exchange of work between heads of delegations and other delegates from participating countries depending on the nature of work. Such arrangements must be approved by the Head or Deputy Head of the National Steering Committee for the 31st AIPA in the conference organization plan. The maximum expenditure levels are as follows:

+ Lunch or dinner for heads of delegations: Maximum amount of 1,200,000 VND per person.

+ Lunch or dinner for other delegates: Maximum amount of 400,000 VND per person.

The above amount includes beverage costs but excludes taxes payable to service providers according to current regulations.

- For remaining working sessions, refreshments during breaks shall be provided with a maximum expenditure of 300,000 VND per person per day (for two working sessions) and shall apply to both Vietnamese delegates participating in receptions and working sessions.

a4) Regarding gifts for delegates:

- Heads of delegations and spouses: Maximum expenditure of 5,000,000 VND per person.

- Secretary General of AIPA and spouse; heads of other delegations who are guests of the Chairperson of the 31st AIPA: Maximum expenditure of 3,000,000 VND per person.

- Other delegates: Maximum expenditure of 1,000,000 VND per person.

Other expenditures for delegates and delegations attending the 31st AIPA Summit Conference (reception at the airport, car standards, sightseeing, participation in cultural and sports activities...) shall be implemented according to the program and proposal approved by the Head or Deputy Head of the National Steering Committee for the 31st AIPA.

b) For staff serving the 31st AIPA Summit Conference:

- Allowance for conference service: Staff directly involved in conference service (including holidays, Saturdays, and Sundays) shall receive allowances for performing duties as follows:

+ Members of the National Steering Committee for the 31st AIPA, Organizing Committee for the 31st AIPA, Heads of Sub-committees of the 31st AIPA, and Head of the AIPA Secretariat: 200,000 VND per day per person.

+ Members of Sub-committees of the 31st AIPA and AIPA Secretariat: 150,000 VND per day per person.

+ Members of Teams, Groups, and Working Committees under Sub-committees and the AIPA Secretariat mobilized by the Heads of Sub-committees of the 31st AIPA to serve the 31st AIPA Summit Conference: 120,000 VND per day per person.

+ Liaison officers; service staff (security forces, drivers, receptionists, volunteers); Vietnamese journalists participating in reporting the conference, list approved by the Head of the Reception, Logistics, and Security Sub-committee of the 31st AIPA: 100,000 VND per day per person.

In cases where a person performs multiple tasks in one day, they shall only be entitled to the highest duty allowance.

The number of days entitled to receive allowances is the number of official days of the Conferences. In cases where work must be implemented earlier or completed later than the official number of Conference days, payment will be made according to the Decision approving the Reception – Logistics – Security Subcommittee's Head of AIPA 31; the allowance amount and payment period shall not exceed 15 days; once allowances have been received, overtime pay (if applicable) shall not be granted.

- Mobile phone call support expenses for officials and staff:

Allocate mobile phone call expenses during the AIPA 31 Summit organization period as follows:

+ Members of the National Steering Committee for AIPA 31, the Organizing Board for AIPA 31, Heads of AIPA 31 Subcommittees, and the Secretary-General of AIPA 31: VND 500,000/person.

+ Members of AIPA 31 Subcommittees and the Secretary-General of AIPA 31: VND 300,000/person.

+ In necessary cases, the Head of the Reception – Logistics – Security Subcommittee for AIPA 31 decides on the list of officials eligible for mobile phone call expense reimbursement or rental of mobile phones, with a maximum allocation of VND 300,000/person.

c) Expenses for press conferences before and after the Conference: Allowance for participating Vietnamese reporters at VND 150,000/day/person; water and fruit expenses between sessions at VND 70,000/day/person.

d) Expenses for subject matter collaborators serving the Conference's working contents: Decided by the Head of the Content – Publicity Subcommittee for AIPA 31, in coordination with the Head of the Reception – Logistics – Security Subcommittee for AIPA 31, applying the expense level for subject matter collaborators as stipulated in Clause 1, Article 13 of Resolution 773/2009/NQ-UBTVQH12 of the Standing Committee of the National Assembly.

2. Some expense levels for organizing AIPA 31 Ministerial Conferences:

a) For delegates and guest delegations attending the APEC 2017 Ministerial Meetings:

Implemented in accordance with Circular No. 01/2010/TT-BTC dated January 6, 2010, issued by the Ministry of Finance, regarding the regulations on reception expenses for foreign guests visiting Vietnam, conference and international seminar organization expenses in Vietnam, and domestic reception expenses.

In cases where special diplomatic requirements result in additional specific activities or some expense levels need to be higher than current regulations, such expenses and levels shall be carried out according to the decision of the National Steering Committee for AIPA 31's Head or Deputy Head.

b) For officials and staff serving the APEC 2017 Ministerial Meetings:

- Allowances for duty performance of officials, civil servants, liaison officers, staff, and service forces (drivers, security guards, receptionists, volunteers, short-term contract employees), and Vietnamese journalists participating in reporting the Conference, shall be applied at the same expense level as the AIPA 31 Summit Conference but the payment period shall not exceed 10 days for one conference.

- Mobile phone call support expenses for officials and staff:

The allocated expense level during each AIPA 31 Ministerial Conference period is as follows:

+ Heads of Subcommittees and the Secretary-General of AIPA 31: VND 300,000/person.

+ Members of Subcommittees and the Secretary-General of AIPA 31: VND 200,000/person.

+ In necessary cases, the Head of the Reception – Logistics – Security Subcommittee for AIPA 31 decides on the list of officials eligible for mobile phone call expense reimbursement, with a maximum allocation of VND 200,000/person.

c) Expenses for press conferences before and after the Conferences: Allowance for Vietnamese reporters participating in press conferences is VND 150,000/day/person; expenses for beverages and fruits during breaks are VND 70,000/day/person.

3. Some expense levels for organizing AIPA 31 SOM Conferences:

a) For delegates and guest delegations attending the SOM Meetings:

Implemented in accordance with Circular No. 01/2010/TT-BTC dated January 6, 2010, issued by the Ministry of Finance, regarding the regulations on reception expenses for foreign guests visiting Vietnam, conference and international seminar organization expenses in Vietnam, and domestic reception expenses.

b) For officials and staff serving the SOM Meetings:

- Allowances for duty performance of officials, civil servants, liaison officers, staff, and service forces (drivers, security guards, receptionists, short-term contract employees), and Vietnamese journalists participating in reporting the Conference, shall be applied at the same expense level as the AIPA 31 Summit Conference. The payment period for one batch shall not exceed 10 days.

- Mobile phone call support expenses for officials and staff: The expense level shall be applied at the same allocation level as the Ministerial Conference.

4. Some expense levels for organizing sideline activities of the AIPA 31 Summit Conference:

a) For delegates attending sideline activities of the AIPA 31 Summit Conference:

- Delegates attending sideline activities of the AIPA 31 Summit Conference shall cover their own airfare, food, accommodation, transportation, fees, and other expenses. In exceptional cases, implementation shall be based on the decision of the National Steering Committee for AIPA 31's Head or Deputy Head.

- Refreshments between sessions: Maximum VND 70,000/day/person.

- Each activity shall organize only one banquet (including entertainment and drinks), with a maximum expense level of VND 540,000/person (excluding taxes payable to service providers under current regulations).

- Commemorative gifts for delegates attending the conference: Maximum VND 300,000/person.

b) For officials and staff serving sideline activities of the AIPA 31 Summit Conference: Allowances for duty performance of forces participating in organizing and serving (officials, staff, drivers, security guards, receptionists, liaison officers, short-term contract employees...) shall be applied at a rate of VND 70,000/day/person. The payment period shall be the official event organization time but shall not exceed 7 days.

No mobile phone call support expenses shall be provided for officials and staff serving sideline activities of the AIPA 31 Summit Conference.

5. Some other expense levels directly related to the organization of AIPA 31 Conferences and events:

a) Expenses for meetings related to the organization of AIPA 31 Conferences:

- Meetings of the National Steering Committee for AIPA 31, the Organizing Board for AIPA 31: VND 150,000/person/meeting.

- Meetings of AIPA 31 Subcommittees and the Secretary-General of AIPA 31: VND 100,000/person/meeting.

- Other meeting expenses shall be implemented according to the regulations stipulated in Resolution 773/2009/NQ-UBTVQH12 dated March 31, 2009, of the Standing Committee of the National Assembly.

In cases where the above meetings coincide with the official Conference days, only the highest allowance payment shall be granted.

b) For Conferences where the National Steering Committee for AIPA 31 allows centralized meals and accommodations for forces participating in serving the Conference (security, healthcare, protection, drivers, receptionists, volunteers...), the meal expense level shall be a maximum of VND 150,000/day/person (excluding taxes and service fees); the accommodation expense level shall be according to the standard of two people per room (or one person per room if there is an odd number of people of different genders) based on the actual invoice of a standard room (Standard) at the hotel hosting international guests and international conferences. No cash payments shall be made if centralized meals and accommodations are not organized.

c) Support for renting uniforms for Volunteers participating in serving the 31st AIPA Summit and Ministerial Meetings, with a maximum amount not exceeding 100,000 VND/person/day.

d) Expenses for survey and study missions abroad: Implemented according to the current regulations of the Ministry of Finance on travel expenses for state officials on short-term missions abroad and other applicable expenses (if any) as stipulated in Resolution No. 773/2009/NQ-UBTVQH12 of the Standing Committee of the National Assembly.

đ) Expenses for building the Website for the 31st AIPA Conference: Implemented according to Circular No. 137/2007/TT-BTC dated November 28, 2007 of the Ministry of Finance guiding the expenditure levels for creating electronic information under information technology.

e) Translation expenses: Implemented according to the translation expense levels prescribed in Circular No. 01/2010/TT-BTC dated January 6, 2010 of the Ministry of Finance regarding the expense system for welcoming foreign guests to work in Vietnam, organizing international conferences and seminars in Vietnam, and entertaining domestic guests.

g) Expenses for organizing training courses and capacity-building programs for staff, volunteers, etc., participating in serving AIPA 31 activities: Implemented according to Circular No. 51/2008/TT-BTC dated June 16, 2008 of the Ministry of Finance guiding the management and use of training and capacity-building funds for state officials and civil servants.

h) Any additional expenses arising in practice that have not been specified in this guidance document must be approved by the Head or Deputy Head of the National Steering Committee for AIPA 31; at the same time, they must ensure all legal documents, bidding files, contracts, invoices, and valid expense receipts.

i) Products, goods, services, etc., rented or purchased from outside to serve AIPA 31 activities shall be carried out through contractual agreements.

Expenses for purchasing or renting assets, equipment, printing materials, producing symbols, gifts, etc., shall be implemented according to the current regulations on bidding.

6. In cases where Vietnamese officials must travel to serve activities directly related to AIPA 31; or in cases where accommodation needs to be arranged for Vietnamese officials participating in receiving international guests, the treatment for Vietnamese officials involved in receiving and entertaining international guests, serving international conferences and seminars shall be implemented according to the current regulations of the Ministry of Finance on the expense system for welcoming foreign guests to work in Vietnam, organizing international conferences and seminars in Vietnam (for official days of AIPA 31 events: Summit meetings, Ministerial Meetings, SOM meetings, sideline meetings if meals and accommodations are centrally arranged by the conference organizers, then travel expenses will not be reimbursed).

In cases of overtime work, overtime pay shall be made according to Joint Circular No. 08/2005/TTLT-BNV-BTC dated January 5, 2005 of the Ministry of Home Affairs and the Ministry of Finance guiding the implementation of the wage system for night work and overtime for cadres, civil servants, and public officials.

Article 4. Budget Preparation and Settlement

The preparation, management, allocation, payment, and settlement of funds shall be carried out according to the current provisions of the State Budget Law; Resolution No. 773/2009/NQ-UBTVQH12 of the Standing Committee of the National Assembly, and implementing guidelines.

Based on the budget estimate prepared by the National Assembly Office, the Ministry of Finance shall review and submit to the Prime Minister for approval the total budget for organizing preparatory activities; organizing and serving the year when the National Assembly of Vietnam assumes the role of Chair of AIPA 31.

According to the approved total budget, the Ministry of Finance shall implement the supplementary budget for 2010 to enable the National Assembly Office to organize and implement these activities.

The budget for organizing preparatory activities; organizing and serving the year when the National Assembly of Vietnam assumes the role of Chair of AIPA 31 shall be settled separately and recorded under administrative management expenses in the corresponding sections of the State Budget; at the end of the year, it shall be consolidated into the final settlement of the State Budget of the National Assembly Office.

Article 5. Implementation Provisions

1. This Circular takes effect 45 days from the date of signature.

2. In the course of implementation, if any difficulties arise, they should be promptly reported to the Ministry of Finance for study, amendment, and supplementation as appropriate./.