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.
Money moves through ASF’s bank accounts with dual control, and every advance is settled against receipts. Owner: Ethics Focal Point.
| Procedure | Rule |
|---|---|
| Bank accounts | Opened or closed only by Board resolution; two signatories on every payment; online banking with maker-checker approval |
| Donor funds | Separate account or sub-account where a donor requires; interest earned handled as the agreement states |
| Petty cash | Float up to 1,000 EUR, one custodian, surprise count at least quarterly, monthly reconciliation signed by a second person |
| Staff advances | Written request, approved budget line, maximum 3,000 EUR; settled within 10 working days of the activity; no new advance until the previous one is settled |
| Cash payments to participants | Only where banking is not possible; signed receipt with ID, witnessed by a second staff member |
| Receipts of income | Deposited in full; no netting of expenses against income |
| Reconciliation | Every account reconciled monthly within 10 working days of month end |