PHIG Policy Framework v1.2 · Policy 17 · Adopted 1 September 2026 · References: ASF Policy 3; EU MGA Art. 20 (record-keeping) and Financial Regulation sound financial management; USAID 2 CFR 200.302–303 (financial management, internal controls)
1. Purpose and scope
To define who may commit PHIG, sign documents, approve expenditure and represent the institute, so that every commitment is authorised, recorded and auditable. Applies to the Board, the Director, staff, consultants, volunteers, experts, partners and suppliers of PHIG and all platforms of its network.
2. Policy
- The Board holds ultimate authority; it approves the strategy, annual budget, financial statements, this framework, grants and contracts above EUR 60,000, related-party transactions, borrowing, and the appointment of the auditor, Integrity Officer, Safeguarding Lead and Gender Focal Point.
- The Chair is the legal representative and signs statutory documents, grant agreements and contracts within the approved budget; the Board may authorise a second signatory.
- The Director approves expenditure within the budget up to EUR 10,000 per transaction and programme decisions within approved plans; above that, Board approval.
- Project leads commit costs within their project budget up to EUR 2,500 per transaction with the Director’s counter-signature on payment.
- Payments above EUR 1,000 require two authorisations (initiator and approver); the accountant never approves.
- No person approves their own expenses, pay or contract; those are approved by the next level.
- Delegations are in writing, recorded in a register, time-limited, and revoked when the role ends.
- Electronic signatures are permitted where the law and the donor accept them; signature specimens are held by the bank and the accountant.
3. Procedures
- Register of delegations maintained by the Director and reviewed by the Board annually.
- Bank mandates updated within ten working days of any change of signatory.
Responsibilities
Board; Chair; Director; accountant for mandates.
Review
Every two years and when donor rules change.
Part of the PHIG Policy Framework. Breaches and concerns may be reported under the Whistleblowing Procedure to info@accreditation.ge (subject “Confidential — integrity”).