REGULATION

Date 1 June 2015

The Albanian Institute of Science (AIS), a non-profitable organization, registered in compliance with the legislation of the Republic of Albania, established on 28. 03. 2011 by Decision No. 3048 of the Judicial District Court of Tirana, by Fiscal Number (NIPT) L11529451L, and address: Asim Vokshi Pallati 13/25 Kati 3, Tirana, Albania, represented by its Executive Director Aranita BRAHAJ.

The Organization complies with the National Legislation and good practices. In order to ensure its economic efficiency and interaction with third parties, AIS act according to the following rules. Any provision of this regulation that is in contradiction with the law shall be invalid.

SUPPLIES, PROCUREMENT, AND SALES

  1. Capacity to Pay for Supplies and Services. Any supplies or procurement conducted for purposes of carrying out project activities of the regular activity of the administrative and technical staff of AIS must be budgeted and based on agreed estimation foreseen in a donation, grant, or service agreement. Supplies may also be made by using secondary incomes of the organization like membership fees, funds benefitted from donation campaigns, reserves created by the organization, or institutional funds. Before a procurement procedure starts, the organization identifies clearly the need for supplies, and the capacity to meet such need. Such identification is done by the Economist, the Secretary General, and is approved by the Director of the organization.

  2. Purchases in Small Values.This refers to purchases of goods or services for less than 2000 Euro. Such purchases are made following an evaluation of the market and offer by the administrative staff (Economist, Secretary General, and Executive Director). The staff members, who will be directly using the purchased goods or services, are also involved in selecting the goods or services. Goods are always bought against a guarantee from economic operators, which are registered with the Tax Office and licensed to exercise an economic activity related with purchased goods or services. Payments are made by bank transaction, except for small purchases made abroad. In any case, purchases are supported by regular invoices and are registered on the tables of expenditures and are reflected on the inventory of the Organization.

  3. Purchases through calls for competition. Such procedure is followed for all purchases and supplies that exceed 2000 Euros. In this case, the tendering commission is composed of at least three people. Purchases by calls for competition and legal assistance. When a purchase exceeds 10% of the cash flow of the organization on the last financial year, provided that that is more than 15 000 Euro, information is provided to the meeting of organization members. In such cases, the tendering documentation is compiled with the help of a lawyer.

  4. Additional mandatory documents.In cases of purchases of immovable property, licensed items, or items that are not in circulation, except for the invoice, agreement, and proof of bank transaction, the staff members must comply with every criterion and inventorize every supporting documents. The same applies also to :

  5. Sales.The same procedures are also followed in selling objects owned by the organization to third parties. In any case, the organization makes sure it recognizes the right of first choice to any parties that may be a co-owner, neighbor, or people who are legitimately related with the object that is being sold. In any case, the sales price does not go under the reference price or the price for which it was originally bought. All items are subject to accounting rules of evaluation or amortization.

PAYMENT

  1. Payments in cash under 300 Euro. Payments in cash are made only for purchases under 300 euros. In any case, payments are made only if there is an invoice or any other documents that proves the obligation of the organization to pay for something. Payments in cash are confirmed by a signed receipt. The signed receipt is an integral part of the respective accounting evidences.

  2. Payments by transactions or bank cheque exceeding 300 Euros. Any payment exceeding 300 euro is made by cheque or bank transaction. In any case, the beneficiary of a transaction or cheque is the person, who has the right over that value. Every payment is made based on a clear description of the situation that generates an obligation to pay. Payment Orders for Bank Transactions or Cheques are signed by the Executive Director. The Statute of the Organization allows for the delegation of the right to sign bank transactions and cheques to the Secretary General of the Organization. Such delegation is made by a notary act, specifying the conditions, criteria, and limits of payments.

ACTIVITIES OF A FINANCIAL CHARACTER

  1. The Organization does not accept donations in cash.

  2. The Organization does not accept donations of more than 500 Euro without a donation agreement.

  3. Any donation, incomes in cash or in kind, are reflected on the Organization accounts and noted on the Annual Financial Tables.

  4. The Organization complies with every procurement rule or financial regulation agreed on grant, donation, or service agreements, and it makes sure it becomes familiar with such rules before signing such agreements.

  5. AIS does not agree on, and does not participate in contracts, whose provisions related with procurement, cash flow, or other financial arrangements fall in contradiction with the Organization own rules or national legislation applicable. It is the duty of the Organization to investigate and assess such cases.