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| The headquarters of the Ministry of Foreign Affairs at 1 Ton That Dam. (Photo: Quang Hoa) |
Implementing Project No. 1108/VP-BC on developing a Circular regulating the periodic reporting regime under the state management of the Ministry of Foreign Affairs, The World and Vietnam Newspaper introduces the full text of the Draft "Circular regulating the periodic reporting regime under the state management of the Ministry of Foreign Affairs and the use of the Ministry of Foreign Affairs' reporting information system" to widely solicit comments from affected subjects.
CIRCULAR
Regulations on periodic reporting regime within the state management scope of the Ministry of Foreign Affairs and the use of the Ministry of Foreign Affairs' Reporting Information System
Pursuant to Decree No. 28/2025/ND-CP dated February 24, 2025 of the Government stipulating the functions, tasks, powers and organizational structure of the Ministry of Foreign Affairs;
Pursuant to Decree No. 06/2005/ND-CP dated January 19, 2005 of the Government on the establishment and operation of representative offices of foreign cooperation and research organizations in Vietnam;
Pursuant to Decree No. 88/2012/ND-CP dated October 23, 2012 of the Government regulating information and press activities of foreign press, foreign representative agencies and foreign organizations in Vietnam;
Pursuant to Decree No. 130/2018/ND-CP dated September 27, 2018 of the Government detailing the implementation of the Law on Electronic Transactions on digital signatures and digital signature certification services;
Pursuant to Decree No. 09/2019/ND-CP dated January 24, 2019 of the Government regulating the reporting regime of state administrative agencies;
Pursuant to Decree No. 152/2020/ND-CP dated December 30, 2020 of the Government regulating foreign workers working in Vietnam and recruitment and management of Vietnamese workers working for foreign organizations and individuals in Vietnam;
Pursuant to Decree 58/2022/ND-CP dated August 31, 2022 of the Government on registration and management of activities of foreign non-governmental organizations in Vietnam;
Pursuant to Circular No. 03/2023/TT-BNG dated July 27, 2023 of the Minister of Foreign Affairs on the organization of consular work;
Pursuant to Circular No. 03/2025/TT-BNG dated June 13, 2025 of the Minister of Foreign Affairs amending, supplementing and abolishing a number of articles of Circular No. 10/2005/TT-BNG dated May 19, 2005 of the Ministry of Foreign Affairs guiding a number of articles of Decree No. 06/2005/ND-CP dated January 19, 2005 of the Government on the establishment and operation of representative offices of foreign cooperation and research organizations in Vietnam;
Pursuant to Circular No. 09/2025/TT-BNG dated June 30, 2025 of the Minister of Foreign Affairs guiding the functions, tasks and powers on foreign affairs of specialized agencies under the People's Committees of provinces and centrally run cities and People's Committees of communes, wards and special zones under provinces and centrally run cities;
At the request of the Chief of Office of the Ministry of Foreign Affairs;
The Minister of Foreign Affairs issues a Circular regulating the periodic reporting regime within the state management scope of the Ministry of Foreign Affairs and its use.
Ministry of Foreign Affairs reporting information system.
Chapter I: GENERAL PROVISIONS
Article 1. Scope of regulation
1. This Circular stipulates the principles and contents of periodic reports; data closing time and deadline for submitting reports; reporting forms and methods; editing and supplementing content and data in reports; report outlines; management, use and exploitation of the Ministry of Foreign Affairs' reporting information system; responsibilities of agencies and organizations related to the implementation of periodic reports under the management of the Ministry of Foreign Affairs.
2. In addition to the periodic reporting regime prescribed in this Circular, other periodic reporting regimes within the scope of functions and tasks of the Ministry of Foreign Affairs shall be implemented according to the provisions of relevant legal documents.
3. This Circular does not regulate the following reports:
a) The report contains state secrets.
b) Report within the Ministry of Foreign Affairs.
c) New periodic reports arising at the request of competent state agencies as prescribed by law.
4. Reports containing state secrets will be implemented in accordance with the Law on Protection of State Secrets.
5. If the reports and report outlines specified or referred to in this Circular are amended, supplemented or replaced by other legal documents, such legal documents shall apply.
Article 2. Subjects of application
1. Ministries, ministerial-level agencies, government agencies and affiliated agencies and units.
2. People's Committees of provinces and centrally run cities (hereinafter referred to as provincial-level People's Committees) and affiliated agencies and units.
3. Vietnamese representative agencies abroad.
4. Organizations related to the implementation of the periodic reporting regime as prescribed in this Circular.
Article 3. Interpretation of terms
In this Circular, the following terms are construed as follows:
1. “Periodic reporting regime” is a reporting regime issued to meet the Ministry of Foreign Affairs' requirements for general information, carried out according to a defined cycle and repeated many times.
2. “The Ministry of Foreign Affairs' reporting information system” (hereinafter referred to as the System) is a system that collects, synthesizes, processes and provides information and data to serve the management, direction and operation of the Ministry of Foreign Affairs and at the request of competent agencies and individuals.
Article 4. General principles and requirements for implementing the periodic reporting regime
1. Comply with the principles and requirements for promulgating the periodic reporting regime prescribed in Articles 5 and 11 of Decree No. 09/2019/ND-CP dated January 24, 2019 of the Government regulating the reporting regime of state administrative agencies (hereinafter referred to as Decree No. 09/2019/ND-CP).
2. Ensure the honesty, transparency, provision and sharing of information, reporting data, safety, security and confidentiality in accordance with the law; ensure the ability to apply information technology to meet the requirements of the National Reporting Information System.
Article 5. Requirements for reporting agencies
1. Collect, synthesize, update complete and accurate information and reporting data; submit reports on time and in the correct manner. Reports sent to the Ministry of Foreign Affairs on the System are official reports of agencies and organizations.
2. Promptly respond to requests from the Ministry of Foreign Affairs to adjust and supplement information and reporting data upon request.
Article 6. Requirements for agencies receiving reports
1. Check, synthesize, process information and data from submitted reports and report to competent authorities according to relevant legal regulations.
2. Request the sending agency to make adjustments or supplements to the report when the report content is incomplete or inaccurate.
Article 7. Time for closing periodic reporting data
1. According to the provisions of Clauses 2 and 4, Article 12 of Decree No. 09/2019/ND-CP, specifically:
a) Annual periodic report: From December 15 of the year before the reporting period to December 14 of the reporting period.
b) Periodic report every 6 months: The time for closing data for the first 6 months of the year is calculated from December 15 of the year before the reporting period to June 14 of the reporting period. The time for closing data for the last 6 months of the year is calculated from June 15 to December 14 of the reporting period.
c) Quarterly periodic reports: From the 15th of the month before the reporting period to the 14th of the last month of the reporting period.
d) Monthly periodic report: From the 15th of the previous month to the 14th of the month of the reporting period.
2. In case specialized law has different provisions, the provisions of specialized law shall apply.
Article 8. Method of sending and receiving reports
1. The form of periodic reporting under the management of the Ministry of Foreign Affairs is expressed in electronic documents with digital signatures.
2. Periodic reports under the state management of the Ministry of Foreign Affairs are sent by one of the following methods:
a) The Ministry of Foreign Affairs' reporting information system is connected to the National Reporting Information System;
b) National document interconnection axis;
c) Other methods as prescribed in Clause 4, Article 8 of Decree No. 09/2019/ND-CP.
Chapter II: PERIODIC REPORTING REGIMES WITHIN THE SCOPE
STATE MANAGEMENT OF THE MINISTRY OF FOREIGN AFFAIRS
Article 9. Periodic reporting regimes
1. Report on the operation of representative offices of foreign cooperation and research organizations in Vietnam according to Circular No. 03/2025/TT-BNG dated June 13, 2025 of the Minister of Foreign Affairs amending, supplementing and abolishing a number of articles of Circular No. 10/2005/TT-BNG dated May 19, 2005 of the Ministry of Foreign Affairs guiding a number of articles of Decree No. 06/2005/ND-CP dated January 19, 2005 of the Government on the establishment and operation of representative offices of foreign cooperation and research organizations in Vietnam (hereinafter referred to as Circular No. 03/2025/TT-BNG).
2. Report on the press information activities of foreign press, foreign representative agencies, and foreign organizations in Vietnam according to Clause 4, Article 22 of Decree No. 88/2012/ND-CP dated October 23, 2012 of the Government regulating the press information activities of foreign press, foreign representative agencies, and foreign organizations in Vietnam (hereinafter referred to as Decree No. 88/2012/ND-CP).
3. Report on consular fee collection according to Circular No. 264/2016/TT-BTC dated November 14, 2016 of the Ministry of Finance stipulating the collection rates, collection, payment, management and use of fees and charges in the diplomatic field applied at Vietnamese representative agencies abroad (hereinafter referred to as Circular No. 264/2016/TT-BTC) and Point b, Clause 1 and Clause 3, Article 21 of Circular No. 03/2023/TT-BNG dated July 27, 2023 of the Minister of Foreign Affairs on the organization of consular work (hereinafter referred to as Circular No. 03/2023/TT-BNG).
4. Report on consular fee collection according to Circular No. 264/2016/TT-BTC and Point b, Clause 1 and Clause 3, Article 21 of Circular No. 03/2023/TT-BNG.
5. Consular white publications inventory summary report according to Circular No. 264/2016/TT-BTC and Point b, Clause 1 and Clause 3, Article 21 of Circular No. 03/2023/TT-BNG.
6. Report consular statistics according to point b, clause 1 and clause 3, Article 21 of Circular No. 03/2023/TT-BNG.
7. Report international migration data according to Point d, Clause 9, Article 3 of Circular No. 09/2025/TT-BNG dated June 30, 2025 of the Ministry of Foreign Affairs guiding the functions, tasks and powers on foreign affairs of specialized agencies under the People's Committees of provinces and centrally run cities and People's Committees of communes, wards and special zones under provinces and centrally run cities (Circular No. 09/2025/TT-BNG).
8. Report on the implementation of the Plan for implementing the United Nations Global Compact on Safe, Orderly and Regular Migration (GCM) according to Point 1.(i) Section III Article 1 of Decision No. 402/QD-TTg dated March 20, 2020 of the Prime Minister promulgating the Plan for implementing the United Nations Global Compact on Safe, Orderly and Regular Migration (GCM) and Point d Clause 9 Article 3 Circular No. 09/2025/TT-BNG.
9. Report on the recruitment and management of Vietnamese employees working for foreign organizations and individuals in Vietnam according to Clause 4, Article 27 of Decree 152/2020/ND-CP dated December 30, 2020 of the Government regulating foreign employees working in Vietnam and recruitment and management of Vietnamese employees working for foreign organizations and individuals in Vietnam (hereinafter referred to as Decree 152/2020/ND-CP dated December 30, 2020).
10. Report on the management of activities of foreign non-governmental organizations in Vietnam according to Clause 1, Article 23 and Clause 6, Article 24 of Decree No. 58/2022/ND-CP of the Government on registration and management of activities of foreign non-governmental organizations in Vietnam.
11. Report on the activities of foreign non-governmental organizations in Vietnam according to Clause 5, Article 21 of Decree No. 58/2022/ND-CP of the Government on registration and management of activities of foreign non-governmental organizations in Vietnam (hereinafter referred to as Decree No. 58/2022/ND-CP).
Article 10. Contents of reporting regime
1. Report on the operations of representative offices of foreign cooperation and research organizations in Vietnam
a) Subject of reporting: According to the provisions of Clause 3 and Clause 4, Article 2 of Circular No. 03/2025/TT-BNG.
b) Required reporting content: According to regulations in Clause 2, Article 2 of Circular No. 03/2025/TT-BNG.
c) Frequency and deadline for reporting: According to regulations in Clause 7, Article 2 of Circular No. 03/2025/TT-BNG.
d) Outline and report data form: According to Form 03 and Form 04 specified in Circular No. 03/2025/TT-BNG.
2. Report on the press information activities of foreign press, foreign representative agencies, and foreign organizations in Vietnam
a) Subjects of reporting: Vietnamese representative agencies abroad; localities with land and sea borders.
b) Report requirements: Situation of the host country, bilateral relations, situation of the Vietnamese community and characteristics of the local information and communication environment regarding the foreign information work of the representative agency; assessment of local public opinion about Vietnam and bilateral relations; results of foreign information work; propaganda work to protect sovereignty over seas and islands.
c) Reporting frequency: Annually.
d) Deadline for submitting reports: No later than December 20 of each year.
e) Sample outline and report data form: Appendix 01 attached.
3. Consular fee collection report
a) Subjects of reporting: Vietnamese representative agencies abroad.
b) Report requirements: Consular fees collected by Vietnamese representative agencies abroad according to regulations.
c) Reporting frequency: Monthly; no later than the 10th of the following month/month starting the next quarter.
d) Sample outline and report data form: Appendix 5 issued with Circular No. 264/2016/TT-BTC.
4. Consular fee collection report
a) Subjects of reporting: Vietnamese representative agencies abroad.
b) Report requirements: Consular fees collected by Vietnamese representative agencies abroad according to regulations.
c) Reporting frequency: Monthly; no later than the 10th of the following month/month starting the next quarter.
d) Sample outline and report data form: Appendix 4 issued with Circular No. 264/2016/TT-BTC.
5. Consular white publications inventory summary report
a) Subjects of reporting: Vietnamese representative agencies abroad.
b) Report requirements: Total number of white consular publications used by Vietnamese representative agencies abroad during the reporting period, number imported at the beginning of the period, number of remaining publications carried over to the next period.
c) Reporting frequency: Monthly and year-end; no later than the 10th of the following month (for monthly reports) and January 10 of the following year (for annual reports).
d) Sample outline and report data form: According to the form of the Ministry of Finance in Circular No. 24/2024/TT-BTC dated April 17, 2024 of the Ministry of Finance guiding the Administrative and Career Accounting Regime.
6. Consular statistics report
a) Subjects of reporting: Vietnamese representative agencies abroad.
b) Report requirements: Summary of consular work situation at the representative office, statistics on the number of issued documents, consular work performed, problems and recommendations (if any).
c) Reporting frequency: Twice a year; latest before July 10 (for the first 6-month report) and January 10 of the following year (for the annual report).
d) Outline template and report data form: Form No. 09b/2023/NG-LS according to Circular No. 03/2025/TT-BNG.
d) Reporting system: Reporting information system of the Ministry of Foreign Affairs.
7. International migration data report
a) Subjects of reporting: Ministries, ministerial-level agencies, agencies under the Government; People's Committees of provinces and centrally run cities.
b) Reporting requirements: Provide international migration data.
c) Reporting frequency: Every 6 months (the reporting period for the first 6 months of the year is from January 1 to June 30; the latest date for submitting the report is before July 15 every year; the reporting period for the last 6 months of the year is from July 1 to December 31; the latest date for submitting the report is before January 15 of the following year).
d) Sample outline and report data form: Appendix 02 attached.
8. Report on the implementation of the United Nations Global Compact for Safe, Orderly and Regular Migration (GCM)
a) Subjects of reporting: Ministries, ministerial-level agencies, agencies under the Government; People's Committees of provinces and centrally run cities.
b) Report requirements: GCM Agreement implementation results.
c) Reporting frequency: Annually.
d) Sample outline and report data form: Appendix 03 attached.
9. Report on the recruitment and management of Vietnamese employees working for foreign organizations and individuals in Vietnam
a) Subject of reporting: According to the provisions in items a, b, c, d, clause 3, Article 2 of Decree 152/2020/ND-CP.
b) Report requirements: Recruitment and management situation of Vietnamese employees working for foreign organizations and individuals in Vietnam.
c) Reporting frequency: Annually (report submission deadline as prescribed in Clause 4, Article 27 of Decree 152/2020/ND-CP dated December 30, 2020).
d) Outline template and report data form: According to Form No. 02/PL II Appendix issued together with Decree 152/2020/ND-CP.
10. Report on the management of activities of foreign non-governmental organizations in Vietnam
a) Reporting subjects: Central ministries, branches, People's Committees of provinces and cities.
b) Report requirements: Statistics on NGOs operating in the fields/areas under the responsibility of the agency/locality; work on mobilizing NGO aid and implementing NGO projects; results of implementing tasks specified in the Decree; plan for implementing NGO aid activities and managing NGOs in the following year.
c) Reporting frequency: Annually.
d) Outline template and report data form: According to Form 04 prescribed in Decree No. 58/2022/ND-CP.
1 1. Report on activities of foreign non-governmental organizations in Vietnam
a) Reporting subjects: Foreign non-governmental organizations in Vietnam.
b) Report requirements: Statistics on project and non-project programs, scale, funding sources, personnel situation of the organization, and aid capital usage plan for the next period.
c) Reporting frequency: Annually.
d) Sample outline and report data form: Form 05 specified in Decree No. 58/2022/ND-CP
Chapter III: MANAGEMENT, USE AND EXPLOITATION OF THE MINISTRY OF FOREIGN AFFAIRS' INFORMATION REPORTING SYSTEM
Article 11. Reporting information system of the Ministry of Foreign Affairs
1. The reporting information system of the Ministry of Foreign Affairs has an access address on the Internet at https://baocao.mofa.gov.vn.
2. The reporting information system of the Ministry of Foreign Affairs meets the requirements on functions, techniques, standards, regulations on connection, integration, and sharing of information and data as prescribed in Articles 17, 18, and 19 of Decree No. 09/2019/ND-CP.
3. The Ministry of Foreign Affairs' reporting information system is the focal point for integrating and managing the reports specified in Article 9 of this Circular.
Article 12. Responsibilities of agencies and units in managing, using and exploiting the Ministry of Foreign Affairs' reporting information system
1. Responsibilities of ministries, branches, provincial People's Committees and relevant agencies and organizations:
a) Provided with 02 accounts (including a report update account and a report approval account to send reports to the Ministry of Foreign Affairs) and user manual to implement the reporting regime on the Ministry of Foreign Affairs' reporting information system.
b) Use the account for the right purpose and with the right authority; ensure the safety and security of login information; be responsible for the completeness and accuracy of information and data sent through the System.
c) Be responsible for immediately notifying the Ministry of Foreign Affairs (Department of Cipher and Information Technology) when detecting errors or technical problems in the System that may affect the operation or information security of the System; coordinate with the Ministry of Foreign Affairs to improve the management and operation of the System.
2. Responsibilities of the Ministry of Foreign Affairs:
a) Based on the reports specified in Chapter II of this Circular, design outlines and data forms for reporting on the System; ensure connection, integration, and synchronization of the System's shared periodic reporting data with the Government reporting information system.
b) Guide, urge and inspect the management, use and exploitation of the System for agencies and organizations sending reports.
c) System Administration, granting new, revoking, delegating, setting up accounts; organizing connection, integration, synchronization of reporting data, shared catalog data of the Software with other information systems and performing other technical tasks to maintain the operation of the Reporting Information System.
d) Promptly handle when detecting or receiving feedback from agencies and organizations about technical incidents; in case the incident cannot be resolved, apply a solution to temporarily suspend part or all of the reporting implementation on the System; notify relevant agencies and organizations.
d) Research and propose plans to upgrade and expand the System to meet the needs of information and data exploitation; ensure information security and safety for the System and new requirements for digital transformation in State management of the Ministry of Foreign Affairs.
Chapter IV: IMPLEMENTATION ORGANIZATION
Article 13. Implementation
1. Ministries, ministerial-level agencies, Government agencies; Provincial People's Committees; relevant agencies and organizations are responsible for organizing the dissemination and strict implementation of periodic reporting regimes within the scope of state management functions of the Ministry of Foreign Affairs as prescribed in this Circular and relevant legal documents.
2. The Ministry of Foreign Affairs is responsible for monitoring, urging and inspecting the implementation of this Circular.
3. During the implementation process, if any difficulties or problems arise, agencies, organizations and units are requested to promptly report to the Ministry of Foreign Affairs for guidance, consideration, editing and supplementation.
Article 14. Entry into force
This Circular takes effect from the date of signing./.
Source: https://baoquocte.vn/lay-y-kien-ve-du-thao-thong-tu-quy-dinh-ve-che-do-bao-cao-dinh-ky-thuoc-pham-vi-quan-ly-nha-nuoc-cua-bo-ngoai-giao-335472.html
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