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.
Everything ASF buys with donor funds is recorded, protected, used for its purpose and disposed of as the donor requires. Owner: Board Treasurer.
- Register: every item over 500 EUR, and all laptops and phones whatever their value, is tagged and recorded with description, serial number, cost, date, funding source, location and custodian.
- Physical check: once a year, reconciled to the register and the accounts.
- Use: donor-funded assets are used for the funded project first; other use needs the donor’s agreement where required.
- Loss or theft: reported within 24 hours and handled under Policy 14; police report where applicable.
- Insurance: high-value equipment is insured where cost-effective.
- Disposal: at project end, assets are transferred, sold at fair value or retained only as the grant agreement allows; proceeds are credited as the donor requires. Disposal is approved in writing by the the Board Chair and recorded.