PHIG Policy Framework v1.2 · Policy 62 · Adopted 1 September 2026 · References: WHO Guidelines for Medicine Donations (2011); WHO guidance on donations of medical devices (2011); 2 CFR 200.306 (cost sharing, in-kind valuation); EU MGA in-kind rules; Georgian customs and tax rules on humanitarian goods
1. Purpose and scope
To ensure that goods, equipment, products and services donated to or through PHIG are needed, safe, lawful, valued correctly and never used to influence PHIG’s assessments. Applies to the Board, the Director, staff, consultants, volunteers, experts, partners and suppliers of PHIG and all platforms of its network.
2. Policy
- PHIG accepts in-kind donations only when they meet an identified need, come from an acceptable source (Gift Acceptance Policy), are lawful to import and use, and do not create costs PHIG cannot meet.
- Medicines, supplements and medical devices are accepted or channelled only in line with the WHO guidelines: requested by the recipient, on the national essential list or approved for use, from a reliable source, with at least 12 months’ shelf life on arrival, labelled in a language understood locally, with documentation; unsolicited or expired products are refused.
- Products donated by manufacturers are never assessed, reviewed or rated by the network while the donation is active; Sheni Labs does not accept product samples from companies except under a published testing protocol with the sample’s origin disclosed.
- In-kind contributions are recorded in a register and valued at fair market value with documentation, for the annual summary and for grant co-financing only where the grant allows (2 CFR 200.306; EU rules).
- Donated goods are distributed under the Beneficiary Selection Policy; stock records kept; disposal of unusable goods documented and environmentally sound.
3. Procedures
- In-kind donation acceptance form; register; stock card.
Responsibilities
Director; accountant; project leads.
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”).