Earlier policy library. This page belongs to an earlier library of ASF policies. The current, approved governance set is the ASF Standards Package 2026 (GOV, OPS, QMS and EV documents). Where this page and the 2026 package differ, the 2026 package applies.
ASF Institutional Policy Manual · Aligned with PHIG, September 2026
Part of the ASF policy framework, aligned with the equivalent PHIG policy. To raise a concern: see the ASF Complaints and Reporting Channel.
Every grant ASF receives or passes on is managed through a documented cycle: assess, agree, monitor, report and close. Owner: Board Treasurer.
Incoming grants
- Before signing: a compliance review of the draft agreement lists every donor rule that differs from this manual (thresholds, eligible costs, reporting, branding, retention) in a one-page grant summary shared with the project team.
- Set-up: a separate project code, budget and file for every grant.
- Monitoring: monthly budget-versus-actual review; any expected variance above 10% of a budget line, or any change of scope, is raised with the donor before it happens.
- Reporting: narrative and financial reports reconciled to the accounting system and approved by the Operations Liaison before submission.
- Close-out: final reports, return of unspent funds and disposal of assets as the agreement requires.
Sub-awards to partners
| Stage | Requirement |
|---|---|
| Selection | Competitive or documented justification; conflict declarations by the selection panel |
| Pre-award risk assessment | Legal registration, financial capacity, internal controls, past performance, safeguarding and sanctions checks; risk rated low, medium or high |
| Agreement | Written agreement that flows down all applicable donor terms and ASF policies, audit and access rights, and reporting schedule |
| Monitoring | Frequency set by risk: quarterly financial review for low risk, monthly plus a field visit for high risk; spot checks of supporting documents |
| Payment | In instalments linked to verified reports; advances limited to immediate needs |
| Close-out | Final financial report, audit where required, recovery of any unspent or ineligible funds |
ASF remains responsible to the donor for its partners’ use of funds, and will suspend payments if a partner breaches its agreement.