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 |