Regulations on tallying defective money

1. Based on records of extracting defective money, individuals managing defective money vault shall extract the money to enable Team 1 to hand over to Team 2 under internal supervision of Department of Issuance and Treasury.

2. Leader of Team 2 shall receive the money in packages (boxes) with whole seal and lead intact, the sealing paper must fully include details according to regulations on sealing case of State Bank of Vietnam and assign each accountant under supervision of the Supervision council following methods below:

a) Assign each stack of 10 banknotes and back of metal money with seal intact and each seal must contain all details according to regulations on sealing cash.

With respect to deformed money unqualified for circulation: assignment and receipt in packages and bags bearing seals according to regulations on packing and sealing deformed money.

b) With respect to packages (bags) containing less than 1,000 notes (pieces), individual packages and bags which bear seals, the seals must contain all details according to regulations and law.

3. Accountants after receiving all money packages (bags) assigned by the leaders shall sign for confirmation in internal records for money receipt, tally to determine quantity of notes (pieces), identify any surplus, deficit, mix, counterfeit money and money unqualified for circulation. If a pack (bag) contains adequate quantity of notes (pieces) with correct type of money as specified on the seal, remove the seal and pack a new pack (bag) with new seal.

4. Rules of packaging money and metal money after tallying the notes (pieces).

a) For notes: use 1 note in a stack to wrap around the stack along its width, put 10 stacks into 1 pile, use a band (spandex, nylon, etc.) to tightly wrap 2 times around the pile along the width and 1 time around the pile along the length, apply seal on whichever side the knot is on.

With respect to deformed notes that cannot be packed as above: put 1,000 notes in 1 fabric bag and use (spandex, nylon, etc.) band to tighten the opening and apply seal close to the knot at the bag opening.

b) With respect to metal money, put 1,000 pieces in fabric bag and use (spandex, nylon, etc.) band to tighten the opening and apply seal close to the knot at the bag opening. Metal money bag shall be contained in boxes and sealed as follows:

(I) 1 box of VND 5,000: 50 bags;

(ii) 1 box of VND 2,000, VND 1,000 and VND 500: 75 bags;

(iii) 1 box of VND 200: 100 bags;

c) Upon applying seals to money piles (bags), separate 2 ends of the band. The seal of money bags (boxes), piles (bags) must fully include details namely date of tallying, type of money, number of notes (pieces), total amount and signatures of tallying individuals.

5. While tallying, if any amount of surplus, deficits, mixed, counterfeit money or money qualified for circulation is found in money piles (bags), accountants must inform officials supervising tally of the Supervision council, leaders or employees to supervise, monitor and deal with excess, deficits and witnesses (if any) to examine again and sign for confirmation on the back side of the seal papers of money piles (bags) and sign in records for monitoring surplus and deficits in tally.

6. Individuals supervising and dealing with surplus and deficits in Team 2 shall be assigned with an amount of advance by the Council for destroying money from Team 1 with accurate value to fill in the piles (bags) with missing notes (pieces), money qualified for circulation and counterfeit money, the advance amount shall be monitored in records and accounted on a daily basis under supervision of the Council for destroying money and sent to defective money vault. Remaining advance amount shall be destroyed in the last day when money of the same value is destroyed.

7. Preserve money during break time and mid-day break.

Before break time and mid-day-break, the pile (bag) that is being tallied shall be temporarily closed with (spandex, nylon, rubber, etc.) band; piles (bags) that have been tallied and not tallied must be separated and stored independently.

Doors to the tallying rooms must be locked and sealed with signatures of leaders of Team 2 and supervisory officials of the Supervision council.

8. Handling at the end of the working day

a) Accountants shall assign leaders of Team 2 with amount of money that has been tallied and not yet tallied within the day (if any) and sign on internal records for receipt. Leaders of Team 2 shall pack packages (boxes), apply seal or place in trolley with locks and seal bearing signatures of leaders of Team 2 and leaders of Team for supervising tally to send to defective money vault. Assignment and receipt between accountants and leaders of Team 2 can be conducted multiple times per day.

b) Produce records for confirming and consolidating surplus and deficit money in piles (bags) of defective money in each State Bank of Vietnam of provinces and central-affiliated cities, State Bank of Vietnam’s Operation Office, each credit institutions and local State Treasury together with seal schedules and sealing papers. For counterfeit money mixed in money that is being tallied, produce separate records and deal with as per the law.

c) Leaders of Team 2 shall produce records confirming results of tallying defective money, which determines total amount of money that has been tallied, not tallied, deficit, mixed, money qualified for circulation mixed with defective money or counterfeit money detected via tallying with signatures of leaders of Team for supervising tally.

d) Money with mixed type, counterfeit money and money qualified for circulation shall be recorded for monitor under supervision of the Supervision council and sent to defective money vault.

dd) Doors to tallying rooms must be locked and sealed with signatures of leaders of Team 2 and supervisory officials of the Supervision council.