Control and prevent duplicate payments of invoices and documents

To improve the quality of customer service transactions and promptly prevent risks in business operations, the Provincial State Treasury has just issued an official dispatch warning about the risk of duplicate payment of invoices and documents to budget spending units.

Mr. Dang Hong Quang, Director of the Provincial State Treasury, said: Duplicate invoice and document payment is when an invoice or original document is generated but sent twice at different times for payment. The cause of duplicate invoices and documents may be due to the budget spending unit's negligence or mistake in collecting documents and documents to send to the State Treasury for payment, or the budget spending unit intentionally creates duplicate invoices and documents to take advantage of and appropriate budget money.

Officers of the Inspection and Control Department of the Provincial State Treasury compare data.

At the State Treasury of Son La province, in the past 9 months alone, 7 payment records with duplicate invoices and documents were discovered. The State Treasury of the province has coordinated with the budget spending unit to review and handle the recovery and reduction of state budget expenditures according to regulations. In addition, 21 records and documents were discovered with different amounts compared to the list; 2,514 records were rejected many times on the online public service program. The reason is that the budget spending unit did not fully declare the content according to the document, only declaring part of the expenditure content on the list of advance/payment content. The budget spending unit paid the amount on the document more than the amount on the list of advance/payment content.

Ms. Nguyen Minh Phuong, Head of the Inspection and Examination Department, Provincial State Treasury, said: Immediately after receiving the official dispatch from the State Treasury, the Provincial State Treasury sent a document to agencies and units transacting with the Provincial State Treasury; the provincial investment and construction project management boards, requesting budget-using units to strengthen inspection, take measures to strictly control the payment documents and invoices of the units before preparing and sending payment records through the Provincial State Treasury, not allowing the creation and sending of duplicate payment documents and invoices. At the same time, continue to thoroughly grasp, deploy, and study professional skills for all cadres and civil servants performing the task of controlling State budget expenditures through the Treasury.

With the goal of improving the quality of customer service and moving towards "3-no Treasury", no direct transactions, no use of paper documents, no use of cash, the Provincial State Treasury has implemented transactions through online public services for 100% of units; synchronously deployed the electronic bilateral payment system, the inter-treasury electronic payment system, the budget and treasury management information system (TABMIS) and a stable inter-bank payment program, ensuring proper procedures, safety and smoothness. Coordinated with budget units to speed up the automatic payment of electricity, water, postal and telecommunications service fees through the State Treasury. Coordinated the implementation of state budget collection with 7 commercial banks in the area; applied modern forms of budget collection and payment via the Internet, through card acceptance devices and implemented budget collection 24/7 including holidays, festivals, and New Year's Eve...

The utilities being deployed help the Provincial State Treasury shorten the time for preparation and signing, monitor the payment document transfer cycle, compare data quickly, neatly, accurately, creating publicity and transparency in administrative procedures. At the same time, create favorable conditions, reduce travel and waiting costs for customers; enhance confidentiality, help customers as well as the Treasury monitor the process of processing documents, control state budget expenditures; enhance responsibility and transparency in controlling state budget expenditures in particular and transactions with customers in general.

With the drastic direction of the State Treasury, risks arising in expenditure control and state budget payment accounting will be controlled and prevented early and from afar, contributing to improving the efficiency of financial and budget management and improving the quality of State Treasury operations at all levels.

Nguyen Yen

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