Use of digital signatures for handling administrative procedures via Vietnam National Single Window

Handle administrative procedures via the National Single Window refers to the process where the declarant submits e-documents and information to carry out customs procedures and other administrative procedures.

Article 12. Use of digital signatures for handling administrative procedures via Vietnam National Single Window

In case a regulation of specialized laws requests the use of digital signatures, the declarant must use digital signatures to carry out administrative procedures via the VNSW and comply with the following regulations:

1. Use of digital signatures and legal value of digital signatures are prescribed by regulations of laws on digital signatures and digital signature authentication.

2. Digital signatures used in administrative procedures must be authenticated by digital certificates of public digital signature certification authorities; or foreign digital certificates licensed to be used in Vietnam.

3. If the declarant has registered to use many digital signatures with specialized processing systems, the declarant has the right to choose one of such digital signatures.

4. Before using their digital signature for administrative procedures via the VNSW, the declarant must register such digital signature with the supervisory unit. Such registration may be carried out along with the request for a user account. If the declarant has already possessed a user account but not yet registered their digital signature or would like to register an additional digital signature, they shall use their registered account to access the VNSW and fill in the following information:

a) Name and tax ID number of the importer or exporter;

b) Full name, number of identity card, passport or another document of equivalent value, and position (if any) of the person granted the digital certificate;

c) Serial number of the digital certificate;

d) Validity period of the digital certificate.

5. In case of change to registered information, extension of the digital certificate or change of the key pair, the declarant must re-register the information specified in Clause 3 herein with the supervisory unit. Such re-registration shall follow the procedure for new registration.

Article 13. Handling administrative procedures via Vietnam National Single Window

1. Administrative procedures via Vietnam National Single Window shall be handled in the following order:

a) The declarant or handling authority submits information concerning the administrative procedure via the VNSW;

b) The VNSW receives the information, assigns a number to the dossier and forwards it to specialized processing systems;

c) Handling authorities receive and handle the information, inform the process of receipt and handling, and announce the handling result via the VNSW;

d) The VNSW informs the process of receipt and handling, handle the information, and announce the handling result to the declarant and relevant specialized processing systems.

2. Responsibilities of declarants:

a) Declare, submit administrative dossiers and fulfill requirements for procedures handling from handling authorities upon carrying out administrative procedures via the VNSW.

Declarants may use the tools provided by data transmission service providers to create information to fulfill the responsibilities prescribed in this Point;

b) Pay tax, fees, charges and other amounts payable as prescribed by law;

c) Be answerable to the law for accuracy and honesty of the declared information and submitted or presented documents; and consistency between physical documents and e-documents.

3. Responsibilities of handling authorities:

a) Handle administrative procedures as prescribed by relevant laws;

b) Send licenses or announce handling results for exports, imports and in-transit goods; and outbound, inbound and in-transit vehicles via the VNSW;

c) Customs authorities shall decide to grant clearance to exports, imports and in-transit goods on the basis of the licenses and handling results received on the electronic customs data processing system from handling authorities via the VNSW.

4. In case of a technical problem or force majeure event that impedes handling of administrative procedures via the VNSW, such procedures shall be carried out according to regulations of Article 17 herein.

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