Circular No. 98/2015/TT-BTC stipulates the expenditure regime for organizing the National Patriotic Exemplary Congress, the ninth session.

CIRCULAR

Regulations on expenditure for organizing |
the Ninth National Advanced Propaganda Congress

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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 Decree No. 215/2013/NĐ-CP dated December 23, 2013 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Finance;

Implementing Decision No. 180/QĐ-TTg dated February 3, 2015 of the Prime Minister regarding the establishment of the Organizing Committee for the Ninth National Advanced Propaganda Congress;

Decision No. 181/QĐ-TTg dated February 3, 2015 of the Prime Minister approving the plan for organizing the Ninth National Advanced Propaganda Congress;

At the proposal of the Director of the Administrative and Public Service Financial Department;

The Minister of Finance issues this Circular stipulating the expenditure regime for the preparation and organization of the Ninth National Advanced Propaganda Congress.

 Article 1. General Provisions

Article 1. Scope of regulation: This Circular stipulates the procedures for budget preparation, management, utilization, and settlement of expenses for the preparation and organization of the Ninth National Advanced Propaganda Congress (hereinafter referred to as the Congress).

Article 2. Applicability: Agencies, units, and organizations assigned tasks for the preparation and organization of the Congress.

Article 3. Funding for organizing the Congress shall be guaranteed from the state budget and other legitimate sources of fundraising (if any).

Article 4. Agencies and units organizing and serving the Congress shall be responsible for managing and utilizing the allocated funds in accordance with their intended purposes, current legal regulations, and specific provisions set forth in this Circular.

Article 2. Contents of Expenditure

Point 1. Costs for decoration, renting venues for ceremonial events, and other venues for organizing events during the preparation and organization of the Congress.

Point 2. Rental costs for technical equipment related to printing, translation, security assurance, office supplies, audiovisual equipment, assistance for persons with disabilities, and other assets and equipment serving the preparatory and organizational activities of the Congress.

Point 3. Travel expenses:

Subpoint a) Agencies, organizations, and localities sending delegates to attend the Congress shall ensure travel means and expenses for delegates from their place of residence or work to the venue where they will be received in Hanoi. For delegates coming from afar who must travel by air, the Organizing Committee shall be responsible for picking up and dropping off delegates at Noi Bai Airport and their accommodation in Hanoi. During the Congress sessions, the Organizing Committee shall be responsible for transporting delegates between their hotels and event venues and back.

Subpoint b) The Congress Organizing Committee shall settle the airfare and transportation fees for foreign delegates, overseas Vietnamese patriots, and exemplary speakers invited by the Organizing Committee to review reports before the Congress takes place.

Subpoint c) Types and quantities of vehicles serving delegates and other service activities for the Congress shall be implemented according to the approved project.

Point 4. Expenses for purchasing materials; collecting materials; writing and printing Congress reports, documents, and proceedings; books about exemplary models of advanced individuals, heroes, and national model workers from 2011 to 2015; and exhibitions before and during the Congress.

Point 5. Expenses for designing and printing invitations, press cards, technical staff cards, service personnel cards, car emblems for Congress service vehicles, logos, slogans, and other printing services for preparatory and organizational activities of the Congress.

Point 6. Expenses for designing and ordering Congress badges for delegates, the Organizing Committee, and guests; gifts and items for the Congress; and designing marketing inside and outside the conference hall.

Point 7. Publicity expenses: Press conferences before, during, and after the Congress; establishing and operating the Press Center for the Congress; writing contests on new factors and exemplary models; building documentary films for the Congress; organizing exchanges among exemplary models at the Congress; filming, photographing, printing posters, banners, logos, emblems, flags, slogans, and promotional materials, and organizing publicity through mass media (radio, television, press...).

Point 8. Expenses for reception and ceremonial activities (reception, farewell, banquets, and related activities); expenses for cultural and artistic activities during the Congress and the gala night celebrating the success of the Congress.

Point 9. Expenses for serving meals and accommodations for delegates (including foreign delegates and overseas Vietnamese patriots attending the Congress) during the Congress period, one day before the opening ceremony, and one day after the closing ceremony. Delegates within the country who have been provided with centralized accommodation by the Congress Organizing Committee shall not be reimbursed for lodging and travel allowances at the sending agency.

Point 10. Translation expenses for the Congress; serving the reception of foreign delegates and overseas Vietnamese patriots attending the Congress.

Point 11. Expenses for exemplary speakers at the Congress.

Point 12. Expenses for organizing meetings, seminars, meetings, and other activities of the Organizing Committee, subcommittees, and working groups during the preparatory and organizational periods of the Congress.

Point 13. Expenses for ensuring security, order, hygiene, health, and service; rental costs for uniforms for volunteers and liaison officers participating in serving the Congress; training, rehearsal, and final dress rehearsals for service activities during the preparatory and organizational periods of the Congress.

Point 14. Other related expenses directly linked to the organization and service of preparatory and organizational activities of the Congress such as office supplies, photographing and printing commemorative photos for delegates, telephones, communication, drinking water, and other related expenses.

Article 3. Specific expenditure levels

1. Food and beverages:

a) For delegates and guests:

- Delegates, guests (including foreign delegates and overseas Vietnamese) and the Organizing Committee members staying at centralized accommodation during the Congress period and one day before and after the Congress: The food allowance is VND 400,000 per person per day.

On days when there is a reception organized by Party and State leaders: The food allowance is VND 200,000 per person per day.

- For delegates not registered for centralized accommodation during the Congress: A food allowance of VND 400,000 per person per day for the actual time of participation.

On days when there is a reception organized by Party and State leaders: A food allowance of VND 200,000 per person per day.

- Reception organized by Party and State leaders: VND 500,000 per person per meal.

The above expenditure level includes beverages but does not include taxes payable to service providers according to current regulations.

b) For service personnel (security, guards, medical staff, drivers, receptionists, etc.) during the Congress period, if the Organizing Committee arranges centralized meals, the maximum food allowance is VND 200,000 per person per day; if not arranged centrally, no food allowance will be provided.

c) Refreshment expenses (during the Congress period): VND 70,000 per person per working session. For water expenses during Organizing Committee meetings and sub-committee meetings, they shall be implemented according to Circular No. 97/2010/TT-BTC dated July 6, 2010, issued by the Ministry of Finance on travel expenses and conference organization costs for state agencies and public institutions.

2. Accommodation:

- Delegates from afar who have registered for centralized accommodation will be arranged to stay at hotels designated by the Organizing Committee (during the Congress period and one day before and after the Congress).

- The Organizing Committee will reimburse accommodation expenses for delegates according to the expenditure levels specified in Circular No. 97/2010/TT-BTC dated July 6, 2010, issued by the Ministry of Finance on travel expenses and conference organization costs for state agencies and public institutions.

- For foreign guests and overseas Vietnamese attending the Congress: The Organizing Committee will reimburse accommodation expenses based on actual receipts, but not exceeding VND 1,700,000 per person per day.

- For service personnel (security, guards, medical staff, drivers, receptionists, etc.): If authorized to approve the Congress organization plan agrees to arrange centralized meals and accommodations during the Congress period, the accommodation allowance will be implemented according to Circular No. 97/2010/TT-BTC dated July 6, 2010, issued by the Ministry of Finance. No cash allowance will be provided if centralized meals and accommodations are not arranged.

Point 3. Travel expenses:

a) The Organizing Committee will support airfare and transportation expenses for foreign delegates and patriotic overseas Vietnamese delegates according to economy class ticket prices, with special cases requiring approval by the Head of the Organizing Committee.

b) The Organizing Committee will reimburse transportation expenses for keynote speakers invited to review their reports before the Congress period according to Circular No. 97/2010/TT-BTC dated July 6, 2010, issued by the Ministry of Finance.

c) Expenses for renting vehicles to serve the Congress according to contracts, invoices, and legal documentation as stipulated.

4. Translation services for foreign and overseas Vietnamese delegates attending the Congress shall be implemented according to Circular No. 01/2010/TT-BTC dated January 6, 2010, issued by the Ministry of Finance on expense regulations for hosting foreign guests visiting Vietnam, organizing international conferences and seminars in Vietnam, and hosting domestic guests.

5. Expenses for organizing training, briefing, rehearsal, and other educational activities for staff, drivers, service personnel, liaison officers participating in Congress organizational activities shall be carried out according to approved plans and budgets based on Circular No. 139/2010/TT-BTC dated September 21, 2010, issued by the Ministry of Finance on budget planning, management, and utilization for cadre training and development.

6. Expenses for purchasing or leasing assets, technical equipment, printing, making symbols, gifts, and other goods and services shall be implemented according to current laws on bidding.

7. Overtime pay during the preparation period for the Congress (outside the days already compensated for serving the Congress): Shall be implemented according to Joint Circular No. 08/2005/TTLT-BNV-BTC dated January 5, 2005, issued by the Ministry of Home Affairs and the Ministry of Finance on overtime pay regulations for civil servants and employees.

8. Other related expenses for Congress organization:

a) Allowance for participants in Organizing Committee meetings to prepare for the Congress:

- Chairperson of the meeting: VND 400,000 per person per session.

- Other Organizing Committee members: VND 300,000 per person per session.

- Sub-committee members: VND 200,000 per person per session.

- Invited participants: VND 100,000 per person per session.

b) Allowance for sub-committee meetings, seminars, discussions on report contents, reviewing exemplary reports, press conferences before, during, and after the Congress:

- Chairperson of the meeting or seminar: VND 200,000 per person per session.

- Participants: VND 100,000 per person per session.

- Service personnel: VND 50,000/person/session.

c) Allowance for individuals contributing articles to draft reports and Congress documents: VND 200,000 per article.

d) Support for mobile phone charges during the Congress period, allocated as follows:

- Heads and Deputy Heads of the Organizing Committee; Heads of Sub-committees (Content, Propaganda, Logistics, and Security): VND 300,000 per person.

- Members of Sub-committees (Content, Propaganda, Logistics, and Security): VND 200,000 per person.

- In necessary cases, the Head of the Logistics and Security Sub-committee decides the list of officials eligible for mobile phone charges reimbursement, with a maximum allocation of VND 200,000 per person.

e) Allowance for individuals with exemplary reports:

- Reports selected for inclusion in the book of exemplary models, heroes, and outstanding workers from 2011 to 2015 and those presented at the Congress: VND 300,000 per report.

- The Organizing Board shall pay for meals and accommodation expenses for exemplary speakers summoned to review their reports before the Congress according to the support allowance for meals and accommodation for delegates not receiving salaries from the state budget as stipulated in Circular No. 97/2010/TT-BTC dated July 6, 2010 of the Ministry of Finance.

e) Allowance for participants serving the Congress:

- Members of the Organizing Board and Heads of Sub-Boards: VND 200,000/person/day.

- Members of Sub-Boards: VND 150,000/person/day.

- Members of working groups directly under Sub-Boards mobilized to serve the Congress: VND 100,000/person/day.

- Service staff including security guards, drivers (excluding hired vehicle drivers), receptionists, medical personnel, volunteers, liaison officers, and officials of units directly mobilized to serve the Congress: VND 100,000/person/day.

- Officials of units indirectly mobilized to serve the Congress (police forces, traffic police...): VND 100,000/person/day. The list of service staff mobilized during the Congress days shall be approved by the Heads of Sub-Boards. The allowance period is based on actual mobilization service days during the Congress, but not exceeding five days. Those who have received allowances shall not be entitled to travel expenses during these days. In case a person performs multiple tasks, they shall only receive the highest allowance level. Once an allowance has been received, overtime pay (if applicable) shall not be granted.

g) Rental fee for uniforms for volunteers and liaison officers participating in serving the Congress during the Congress days: VND 100,000/person/day.

h) Other expenditure items shall be implemented at levels similar to those of other sectors with similar work or actual costs and must be approved by the Heads of Sub-Boards prior to implementation.

Article 4. Budget Preparation, Allocation, and Final Settlement

1. Establishment of budget projections:

Based on the content of work related to organizing the Congress approved by the Heads of Sub-Boards, and in accordance with current financial expenditure standards and the expenditure levels specified in Article 3 of this Circular, each Sub-Board shall prepare the budget for implementing its assigned tasks (detailed according to each Ministry or agency responsible for specific tasks within the Sub-Board) and submit it to the Logistics and Security Sub-Board of the Congress (the permanent body being the Central Department of Mobilization and Reward under the Ministry of Home Affairs) for consolidation.

The Ministry of Home Affairs shall consolidate the detailed budget for organizing the Congress according to each Sub-Board and submit it to the Ministry of Finance for review and approval.

2. Allocation of budget projections:

After the Prime Minister approves the total budget for organizing the Congress, the Ministry of Finance shall allocate the budget for implementing the Congress to each Ministry or agency responsible for executing the tasks. Based on the allocated budget, each Ministry or agency shall distribute the budget according to the provisions of the State Budget Law and guiding documents.

3. Management, Use, and Final Settlement of Funds:

Ministries and agencies allocated funds to perform tasks serving the Congress shall be responsible for managing, using, and final settlement of funds according to the approved budget and the guidance provided in this Circular. All cases of expenditures outside the approved budget must be approved by the Head of the Congress Organizing Board before implementation.

At the end of the year, Ministries and agencies allocated budgets for performing tasks shall compile the final settlement of Congress organization funds into their annual revenue and expenditure report for 2015 according to the State Budget Law, Accounting Law, and guiding documents. Unspent Congress organization funds must be returned to the state budget.

Article 5. Implementation Provisions

This Circular takes effect from August 10, 2015, and applies to activities organizing the National Patriotic Exemplary Congress, the ninth session. During the process of organizing and implementing, if there are any difficulties, relevant agencies and units need to report to the Congress Organizing Board - Central Department of Mobilization and Reward, Ministry of Home Affairs, and Ministry of Finance for prompt resolution.

During the process of organizing and implementing, if there are any difficulties, relevant agencies and units need to report to the Congress Organizing Board - Central Department of Mobilization and Reward, Ministry of Home Affairs, and Ministry of Finance for prompt resolution./.