PHIG Policy Framework v1.2 · Policy 31 · Adopted 1 September 2026 · References: ASF Policy 26; 2 CFR 200.313–314 (equipment and supplies); EU MGA Art. 6.2.C (equipment depreciation) and Art. 16 (ownership of results)
1. Purpose and scope
To record, protect, use and dispose of PHIG’s assets properly, including those bought with donor funds. Applies to the Board, the Director, staff, consultants, volunteers, experts, partners and suppliers of PHIG and all platforms of its network.
2. Policy
- Asset register for every item above EUR 500 (and all IT equipment): description, serial number, cost, funding source, location, custodian, condition, depreciation, disposal.
- Assets are tagged, insured where appropriate, physically verified annually, and used only for PHIG purposes.
- Equipment bought with donor funds is used for the action, depreciated or charged as the grant allows, and disposed of or transferred at closure per the donor’s rules and with its approval where required.
- Loss, theft or damage is reported under the Incident Reporting Policy and to the donor where the asset was donor-funded.
- Data on disposed IT equipment is securely erased.
3. Procedures
- Annual physical verification report to the Board; disposal form.
Responsibilities
Director; accountant; custodians.
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”).