PHIG Institutional Policy Manual · Consolidated edition, September 2026
Part of the PHIG policy framework. Download the full manual (PDF). To raise a concern: admin@accreditation.ge.
Every grant PHIG receives or passes on is managed through a documented cycle: assess, agree, monitor, report and close. Owner: Head of Administration (Ioseb Demetrashvili), with Ethics and Compliance (Irakli Pshinashvili).
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 Head of Administration 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 PHIG 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 |
PHIG remains responsible to the donor for its partners’ use of funds, and will suspend payments if a partner breaches its agreement.