Regulations on Payment Vouchers for Business Expenses in the Military

Circular 259 stipulates that the travel document must be stamped by the agency or unit assigning the officer to travel, with confirmation and stamps for the date of arrival and departure by the agency or unit where the officer is visiting for official duties.

- Documents or work plans approved by the Head of the agency or unit authorizing the travel (if any); official dispatches; invitations; and mobilization documents to participate in the work delegation.- Train, bus tickets; invoices; and legal ticket purchase receipts as prescribed by law when traveling by transportation means, or receipts from the vehicle owner. Particularly, for air ticket reimbursements, it is mandatory to have the boarding pass and value-added tax invoice as prescribed by law. In case of a lost boarding pass, there must be confirmation from the agency or unit authorizing the travel.- A statement of the distance of the business trip (applied for payment based on the flat-rate method when using personal transportation) and the working hours at the destination (if the traveler returns the same day) shall be submitted to the Head of the agency or unit for approval and payment.- Note that in cases of justified reasons requiring overnight accommodations during the trip or at the destination where accommodations cannot be arranged, the reimbursement documents for lodging shall include: Confirmation from the unit at the destination; lawful lodging rental invoices, and receipts as prescribed by law.- Specifically, regarding the reimbursement of travel expenses for inter-agency coordinated work, there must be a mobilization document (invitation letter, official dispatch) for the members from other agencies or units traveling, stating clearly the responsibility of the agency or unit covering the travel expenses.

See details in Circular 259/2017/TT-BQP, effective from December 2, 2017.

-Thao Uyen-

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