Financial Controls Policy

1. Overview

Sabeeli is committed to the highest standards of financial integrity and transparency. This policy outlines our controls, procedures, and accountability measures for managing all funds that flow through our platform.

2. Fund Management Principles

2.1 Segregation of Funds

All donated funds are held in segregated accounts, separate from Sabeeli's operational funds. This ensures donor money is protected and used only for intended purposes.

2.2 Designated vs. Unrestricted Funds

• Designated Funds: Donations to specific campaigns or projects are tracked separately and used exclusively for that purpose.
• Unrestricted Funds: General donations may be allocated to operational costs or where most needed, as clearly communicated to donors.

2.3 Multi-Currency Handling

We accept donations in multiple currencies and convert at competitive rates. Exchange rate information is provided on donation receipts.

3. Donation Processing

3.1 Payment Security

All donation transactions are processed through PCI-DSS Level 1 compliant payment providers. We do not store full credit card numbers on our servers.

• 256-bit SSL encryption for all transactions
• 3D Secure authentication where available
• Fraud detection and prevention systems
• Regular security audits

3.2 Fee Transparency

All applicable fees are disclosed before payment confirmation:

• Payment Processing: 2-3% (varies by method)
• Platform Fee: Displayed during checkout
• Currency Conversion: Market rate + applicable margin

Donors have the option to cover fees so 100% of their intended donation reaches the cause.

3.3 Receipts

Electronic receipts are automatically generated and emailed for all donations. Annual statements are available for recurring donors.

4. Fund Disbursement

4.1 Milestone-Based Releases

Funds are released to implementing NGOs based on project milestones and verified progress:

1. Initial Release: Upon project approval (typically 30-40%)
2. Progress Release: Upon verified milestone completion
3. Final Release: Upon project completion and final report

4.2 Verification Requirements

Before each disbursement, NGOs must provide:

• Progress report with evidence (photos, documents)
• Financial reconciliation of previous tranche
• Updated beneficiary data
• Any required government/local approvals

4.3 Documentation

All disbursements require:

• Signed fund request from authorized NGO representative
• Internal approval from Sabeeli finance team
• Dual authorization for transfers above threshold
• Complete audit trail maintained

5. Reporting Requirements

5.1 NGO Reporting

Partner NGOs must submit:

• Monthly: Brief progress updates
• Quarterly: Financial statements and detailed progress reports
• Project Completion: Final report with impact metrics
• Annual: Audited financial statements (for partners receiving significant funding)

5.2 Donor Reporting

Donors receive:

• Immediate donation receipt
• Project updates and impact reports
• Annual giving summary
• Access to dashboard with donation history

6. Anti-Fraud Measures

6.1 Prevention

• Thorough NGO vetting before partnership
• Segregation of duties in financial processes
• Regular training on fraud awareness
• Automated monitoring for anomalies

6.2 Detection

• Regular reconciliation of all accounts
• Random spot checks on project expenditure
• Third-party verification where applicable
• Anonymous whistleblower reporting

6.3 Response

Suspected fraud triggers immediate:

• Suspension of further disbursements
• Internal investigation
• Notification to relevant authorities
• Recovery actions where applicable

7. Audit Procedures

7.1 Internal Audits

• Quarterly review of financial controls
• Random sampling of transactions
• Compliance verification

7.2 Partner Audits

• Regular financial reviews of NGO partners
• Site visits for significant projects
• Third-party audits for high-value grants

8. Regulatory Compliance

8.1 AML/CFT Compliance

We maintain strict Anti-Money Laundering and Counter-Terrorism Financing controls:

• Screening against international sanctions lists
• Enhanced due diligence for high-risk geographies
• Suspicious activity monitoring and reporting
• Regular compliance training

View our full AML/CFT Policy →

8.2 Data Protection

Financial data is handled in accordance with applicable data protection regulations, including GDPR where applicable.

8.3 Tax Compliance

We comply with all applicable tax laws and provide donors with documentation needed for tax purposes in their jurisdictions.

9. Whistleblower Protection

We encourage the reporting of any financial misconduct and protect those who report in good faith:

• Confidential reporting channels available
• No retaliation against good-faith reporters
• Independent investigation of all reports
• Regular communication on case outcomes (anonymized)

10. Contact