Refund or offset against paid charges

1. If the charges on vehicles prescribed in Point a, b, and c Clause 2 of Article 2 have been paid , the vehicle owners may claim a refund of paid charges or the paid charges shall be offset against the charges payable of next payment period.

1.1. Before taking cars as prescribed in Point c Clause 2 of Article 2 for repair, the vehicle owner must present the Record of accident scene certified by police agencies and return the Inspection stamp, Inspection certificate to the nearest Registry Office as a basis for charge refund after the cars are completed the repair and re-inspection for the further operation.

1.2. An application for charge refund or offset against charges of next payment period (hereinafter referred to as charge refund) shall include:

a) An application form for charge refund using form in Appendix No. 5 enclosed herewith.

b) Photocopies of documents proving the period in which the vehicles’ operation is suspended as prescribed in Point a and Point b Clause 2 of Article 2 (such as: Decision on vehicle confiscation or impounding made by competent agencies, written revocation of registration certificate and license plates);

c) A photocopy of charge receipt;

d) Regarding to cars specified in Point c Clause 2 of Article 2, except for above documents, the vehicle owners shall also provide Records of revocation of Inspection stamp and Certificate of inspection (using form in Appendix No. 6 enclosed herewith). The period of charge refund shall be determined from the day on which the stamp and the certificate are revoked.

1.3. The application for charge refund shall be submitted at the Registry Office. When submitting application which contains photocopy documents, the applicant shall bring the original documents for comparison. When receiving application, the Registry Office shall put the date of stamp on application and record documents therein.

In case the application for charge refund is not satisfactory, within 03 working days from the day on which the application is received, the Registry Office shall notify the applicant of completion.

1.4. Within 03 working days, from the day on which the satisfactory application is received, the head of the Registry Office shall make a Decision on charge refund using form in Appendix No. 7 and Notification of no charge refund using form in Appendix No. 8 enclosed herewith this Circular and send them to the applicant.

1.5. The charges shall be refunded and offset for the vehicle owner corresponding to the paid charges for the period in which the vehicles’ operation is suspended.

1.6. Decision on charge refund shall be the basis for the Registry Office to make declaration and settlement of the charges which are refunded or offset against charges of next payment period.

2. Regarding to vehicles which are used for transport services in transport cooperatives, or enterprises (hereinafter referred to as enterprises) whose operation is suspended within at least 30 consecutive days.

2.1. Suspension of vehicle’s operation

a) An enterprise shall send an application to Services of Transport where its transportation business is licensed, including: An application form for suspension of vehicle’s operation (using form in Appendix No. 9 enclosed herewith); a Business license for transport services (photocopy).

b) Services of Transport shall verify the application (verify the requirements below: The vehicle whose operation is suspended is a vehicle used for transport services and it is under the ownership of the enterprise; the period of suspension of vehicle’s operation applied to each vehicle shall be at least 30 consecutive days).

– If the application is not satisfactory, they shall notify in writing (using form in Appendix No. 10 enclosed herewith) and return the application for completion. That procedure shall be conducted within 02 working days from the day on which the application is received;

– If the application is satisfactory, Services of Transport shall certify the Application for suspension of vehicle’s operation, an concurrently make a Record of impounding badge, and signboard (if any) using form in Appendix No. 11 enclosed herewith; that procedure shall be conducted within 03 working days from the day on which the application is received.

c) The enterprise shall send an application to the Registry Office of motor vehicles including: An application form for suspension of vehicle’s operation (the original and certified by Services of Transport); a Record of impounding badge, and signboard (if any); a Road user charge receipts (the photocopy).

d) The Registry Offices shall receive and verify the application

– If the application is not satisfactory, they shall notify in writing (using form in Appendix No. 10 enclosed herewith) and return the application for completion. That procedure shall be conducted within 02 working days

After completing the application, the enterprise shall send it to the Registry Office within 02 working days from the day on which the notification is received.

– If the application is satisfactory, the Registry Office shall make a Record of revocation of the Payment stamp using form in Appendix No. 12 enclosed herewith. That procedure shall be conducted within 02 working days

dd) The date certified in Application for suspension of vehicle’s operation by Services of Transport shall be the basis for determination of suspended period in order to determine that vehicle of whether exempt from charges. If the enterprise does not complete the application on schedule stated in the Notification of the Registry Office, the date on which the Record of revocation of Payment stamp is made shall be the basis for suspended period determination.

e) In case the enterprise have not paid charges on vehicles which are applied for suspension of vehicle’s operation up to the suspended date (as prescribed in Point dd), they shall pay sufficient charges to the Registry Office up to the suspended date.

2.2. If an enterprise wish to resume their vehicles’ operation, they shall follow the procedures below:

a) The enterprise shall send the application for reissuance of a Payment stamp to the Registry Office (where the application for suspension of vehicle’s operation is submitted), including: An application form for reissuance of a Payment stamp (using form in Appendix No. 13 enclosed herewith), a Record of revocation of Payment stamp (the original);

b) The Registry Office shall verify the application

– In case the application is not satisfactory or the actual period for which the vehicles’ operation has been suspended (from the suspended date prescribed in Point 2.1 to the day on which they are applied for resuming their vehicle’s operation) are not at least 30 consecutive days, the Registry Office shall make a Notification of ineligibility for charge exemption (using form in Appendix No. 14 enclosed herewith).

After receiving the Notification, the enterprise still apply for reissuance of a Payment stamp in order to put their vehicles into operation, the suspended period shall not be exempt from charges. The Registry Office shall consider reissuing a Payment stamp and calculate the charges payable (if any).

– In case the application is satisfactory and the suspended period is 30 consecutive days, the Registry Office shall calculate the offset charges, the additional charge payable (if any) shall equal monthly charges divided by (:) 30 days and multiplied by (x) number of suspension days, in particular:

+ If the charge on a vehicle is not paid from its suspended date, its charge payable shall be determined from the day it is registered their operation again to the next inspection period, as prescribed.

If the charge of a vehicle is paid, it shall be offset corresponding to suspended period against charges payable of next payment charge. The Registry Office shall sign the Decision on offsetting road user charges (using form in Appendix No. 7) and provide a Payment stamp according to offset charges.

Example 9: On January 1, 2015, enterprise X pay charges for their cars with 18-month inspection period (up to June 30, 2016). After 1-month operation, enterprise X applies for suspension of their car’s operation and it is granted the approval for suspension for 11 months; on January 1, 2016, when enterprise X applies for resuming their car’s operation, the Registry Office shall provide a Payment stamp with a period from January 1, 2016 to May 13, 2017 (adding 11 months from June 30, 2016).

Example 10: Suppose that the aforesaid assumption is made again, enterprise X requests for suspension of vehicle’s operation for 20 months (from February 1, 2015 to September 30, 2016). On October 1, 2016, the enterprise applies for resuming its vehicle’s operation, the Registry Office shall provide a Payment stamp with a period from October 1, 2016 to February 2, 2018 (17 months).

If the offset charges smaller than charges payable of next payment period, the enterprise shall pay the additional charge for the difference period between the period of which the charge shall be paid periodically and the period of which the charge shall be offset, the Registry Office shall provide a Payment stamp according to payment period and charge receipts according to the additional charge payable.

Example 11: Enterprise Y has a car and the charge on such car is paid for 12 months. After 05 months, such car’s operation is suspended for 07 months. Upon ending of 12 months, enterprise Y resumes its car’s operation, and the Registry Office decides to offset charge against charge payable of next payment period. The next 12-month charge payment period, enterprise Y shall be offset the paid charge of 07 months (corresponding to period of suspended operation) and shall pay an additional charge for 05 months. The Registry Office shall provide a Payment stamp for 12 months and charge receipts according to the paid charge of enterprise for 05 months.

Regarding to vehicles which are impounded badges, and signboards, the enterprise shall apply for reissuance of signboards, and badges to Services of Transport (where the badges and signboards are impounded), including: An application form for issuance of badges, and signboards (using form in Appendix No. 15 enclosed herewith), a Decision on offsetting road user charges (submitting the photocopy and bringing the original for comparison).

Services of Transport shall verify application, then reissue badges, or signboards (if any) to the enterprise.

3. Regarding to cars specified in Point dd, Clause 2 of Article 2, vocational driving institutes, cooperatives, and enterprises (hereinafter referred to as enterprise) shall send application to Services of Transport including:

– An application form for certification of cars that are not permitted on public roads, and only be used within premises of the enterprise, and vehicles used for examination and it is under the ownership of the enterprise using form in Appendix No. 17 enclosed herewith.

– A photocopy of Certificate of Business registration;

– A photocopy of Certificate of vehicle registration (of each cars applied for);

Services of Transport shall receive and verify the application. If the application is not satisfactory, Services of Transport shall notify the enterprise of complete application within 03 working days from the day on which the application is received. If the application is satisfactory, Services of Transport shall conduct an inspection of enterprise and certify the Application form if vehicles satisfy all declaration, that procedure shall be conducted within 10 working days from the day on which the application is sufficiently received. If it is found that vehicles do not satisfy declaration, the enterprise shall re-complete the application for certification by Services of Transport.

The enterprise shall submit 01 application form (certified by Services of Transport) to the Registry Office, where its vehicles are inspected.

When vehicles are inspected, the enterprise shall submit a photocopy of Application form (bearing authenticity stamp of the enterprise). The Registry Office shall verify and compare with the Application certified by Services of Transport, the vehicles shall not be collected charges from the date of certification if it is conformable.

During the operation of an enterprise, if there is any increase in vehicles, the enterprise shall apply for certification of increase in vehicles to Services of Transport following the above procedures.

In case an enterprise apply for vehicle’s permission on public roads (changing from charge exemption to subject to charge), the enterprise shall notify in writing to Services of Transport and the Registry Office. Then, they shall pay charges to be permitted on public roads. The Registry Office shall inspect, calculate, and collect charges from vehicles from the day on which the vehicle owner resume registration of his vehicles.

4. In case the charge-collecting agencies detect any mistakes in charges or types of vehicles, the Registry Office shall request the vehicle owner to pay an additional charge (if the charge is collected deficiently) and claim a refund (if the charge is collected excessively). In the aforesaid cases, the agency must make a Record between charge-collecting agencies and vehicle owners (using form in Appendix No. 16 enclosed herewith) as a basis of additional collection or charge refund.