Governance & Compliance Policy

This Governance & Compliance Policy establishes the framework for effective oversight, ethical conduct, and regulatory compliance at ASAT LABS. It defines our commitment to responsible management, transparency, and accountability in all operations.

The policy ensures that ASAT LABS operates in accordance with applicable laws, regulations, and best practices while maintaining the highest standards of integrity, transparency, and social responsibility.

ASAT LABS operates under a clear governance structure that defines roles, responsibilities, and decision-making authority:

The Board of Directors has specific responsibilities to ensure effective governance:

• Strategic Planning: Developing and approving strategic plans and organizational goals
• Financial Oversight: Approving budgets, monitoring financial performance, and ensuring fiscal responsibility
• Executive Oversight: Hiring, evaluating, and supporting the Executive Director
• Policy Approval: Establishing and reviewing organizational policies
• Risk Management: Identifying and mitigating organizational risks
• Fundraising: Supporting resource development and donor relationships
• Legal Compliance: Ensuring compliance with laws and regulations
• Mission Stewardship: Protecting and advancing the organizational mission

Management is accountable for operational excellence and results:

Management reports regularly to the Board on performance, challenges, and opportunities, ensuring transparency and informed decision-making.

Our compliance framework ensures adherence to all applicable requirements:

• Legal Compliance: Adherence to Ugandan law and international regulations
• Tax Compliance: Meeting all tax filing and payment obligations
• Donor Compliance: Fulfilling grant agreements and donor requirements
• Regulatory Reporting: Timely submission of required reports to government agencies
• Licensing and Permits: Maintaining necessary licenses and permits
• Employment Law: Compliance with labor laws and employment regulations
• Health and Safety: Meeting workplace safety standards
• Data Protection: Compliance with privacy and data protection laws

ASAT LABS complies with the following key regulatory requirements:

• NGO Registration: Registration with Uganda's NGO Bureau and compliance with NGO Act requirements
• Annual Returns: Submission of annual activity reports and financial statements to regulators
• Audit Requirements: Independent annual audits by qualified external auditors
• Child Protection: Compliance with child protection laws and safeguarding requirements
• Anti-Money Laundering: Due diligence on funding sources and transaction monitoring
• Anti-Terrorism: Screening against terrorism watch lists and sanctions compliance
• Import/Export: Compliance with customs regulations for equipment and materials
• Environmental: Adherence to environmental protection requirements

We maintain a comprehensive risk management framework:

• Risk Identification: Systematic process to identify financial, operational, reputational, and strategic risks
• Risk Assessment: Evaluation of likelihood and potential impact of identified risks
• Risk Mitigation: Development and implementation of strategies to minimize or eliminate risks
• Risk Monitoring: Regular review and updating of risk register and mitigation plans
• Insurance Coverage: Appropriate insurance for property, liability, and other insurable risks
• Business Continuity: Plans for maintaining operations during disruptions
• Crisis Management: Procedures for responding to emergencies and crises

Strong financial governance ensures sustainability and accountability:

• Budget Management: Annual budgets approved by Board with quarterly reviews
• Financial Controls: Segregation of duties, authorization limits, and approval procedures
• Accounting Standards: Compliance with applicable accounting standards and principles
• Bank Account Management: Proper authorization, oversight, and reconciliation of accounts
• Procurement: Competitive bidding and transparent procurement processes
• Asset Management: Proper recording, safeguarding, and disposal of assets
• Expense Policies: Clear policies for travel, entertainment, and other expenses
• Audit Cooperation: Full cooperation with internal and external auditors

Financial reports are reviewed monthly by management and quarterly by the Board to ensure timely identification of issues.

We maintain high ethical standards across all operations:

• Code of Ethics: All Board members, staff, and volunteers adhere to our Code of Ethics
• Conflict of Interest: Annual disclosure of potential conflicts and recusal from related decisions
• Anti-Corruption: Zero tolerance for bribery, corruption, and fraudulent practices
• Whistleblower Protection: Safe channels for reporting concerns without fear of retaliation
• Confidentiality: Protection of sensitive organizational and beneficiary information
• Fair Treatment: Respect, dignity, and non-discrimination in all interactions
• Gift Policy: Guidelines for accepting or declining gifts and hospitality
• Outside Activities: Requirements for disclosing outside employment and activities

Regular monitoring and reporting ensure accountability and continuous improvement:

Internal Reporting:

• Monthly management reports on financial and programmatic performance
• Quarterly Board meetings with comprehensive reports
• Annual organizational assessments and strategic reviews
• Regular compliance audits and internal controls reviews

External Reporting:

• Annual reports to donors, regulators, and stakeholders
• Financial statements and audit reports
• Program reports and impact evaluations
• Public disclosure of governance and financial information

Performance Metrics:

• Program effectiveness and beneficiary outcomes
• Financial sustainability indicators
• Operational efficiency measures
• Stakeholder satisfaction assessments

For questions about governance, compliance matters, or to report concerns: