EIN: 756005093
UEI: MX6QGXJBYDD9
Audited by: STILL BURTON PLLC
Oversight agency: 64 [Department of Veterans Affairs]
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Data as of August 28, 2026
Management decision deadline — for entities that funded this organization
The FAC accepted this audit on February 3, 2026. Under 2 CFR 200.521(d), a pass-through entity that provided federal funds to this organization for this audit period must issue a management decision on these findings by August 3, 2026 (26 days ago).
What is a management decision? →FAC accepted this audit on January 15, 2025 — management decision was due July 15, 2025.
FAC accepted this audit on January 30, 2024 — management decision was due July 30, 2024.
FAC accepted this audit on January 30, 2023 — management decision was due July 30, 2023.
FAC accepted this audit on May 30, 2022 — management decision was due November 30, 2022.
Federal Agency: U.S. Department of Veteran Affairs Federal Program Title: Supportive Services for Veteran Families Assistance Listing Number: 64.033 Award Period: October 1, 2020 ? June 30, 2022 Type of Finding: Significant Deficiency in Internal Control over Compliance and Other Matters Criteria: For goods and services received over the procurement policy threshold of $10,000, Council should follow its procurement policy to receive competitive price quotations or maintain documentation when it is determined that the organization considers the current price to be reasonable based on research, experience, purchase history or other information. Condition and Context: One of the two procurement selections tested did not have documentation as to why the Council has not obtained competitive price quotations. Questioned Costs: None reported. Cause: Client did not maintain documentation as to how it determined the current vendor price to be reasonable and therefore did not consider it necessary to obtain competitive price quotations. Effect: Council could potentially be paying a rate for services that is not competitive to the market and charging back to federal funds. Repeat Finding: No Recommendation: Council should obtain competitive price quotations for goods and services over the procurement policy threshold of $10,000 or maintain documentation as to why it considers the current price to be reasonable based on its research. View of Responsible Officials: Management is in agreement. Management Responses and Corrective Action Plan: See corrective action plan.
Show full finding ▾Hide full finding ▴Federal Agency: U.S. Department of Veteran Affairs Federal Program Title: Supportive Services for Veteran Families Assistance Listing Number: 64.033 Award Period: October 1, 2020 ? June 30, 2022 Type of Finding: Significant Deficiency in Internal Control over Compliance and Other Matters Criteria: For goods and services received over the procurement policy threshold of $10,000, Council should follow its procurement policy to receive competitive price quotations or maintain documentation when it is determined that the organization considers the current price to be reasonable based on research, experience, purchase history or other information. Condition and Context: One of the two procurement selections tested did not have documentation as to why the Council has not obtained competitive price quotations. Questioned Costs: None reported. Cause: Client did not maintain documentation as to how it determined the current vendor price to be reasonable and therefore did not consider it necessary to obtain competitive price quotations. Effect: Council could potentially be paying a rate for services that is not competitive to the market and charging back to federal funds. Repeat Finding: No Recommendation: Council should obtain competitive price quotations for goods and services over the procurement policy threshold of $10,000 or maintain documentation as to why it considers the current price to be reasonable based on its research. View of Responsible Officials: Management is in agreement. Management Responses and Corrective Action Plan: See corrective action plan.
U.S. Department of Veteran Affairs 2021-001 Supportive Services for Veteran Families ? Assistance Listing No. 64.033 Recommendation: Council should obtain multiple bids for goods and services over the procurement policy threshold of $10,000 or maintain documentation as to why it considers the current price to be reasonable based on its research. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: As it relates to the one procurement selection in question and considering the recent acquisition of the Dallas Council on Alcohol and Drug Abuse and the impact of the Covid pandemic, RRC felt the cost of potentially transitioning the contract as a result of a competitive bid process far outweighed the potential benefit such bid process would provide. Since then, and during the audit year, RRC put into place new accounting, purchasing, and time tracking systems / software. As part of this purchasing levels for approval routing against internal policy limits for purchasing - and purchasing levels for approval against external requirements for competitive sourcing - were put in place as part of the system / software design. Additionally, RRC?s policies supporting purchasing requirements, including competitive bids / quotes and sole source requirements, were updated to ensure they are inclusive of current state and federal requirements and emphasize that documentation is required for all procurement decisions. Name(s) of the contact person(s) responsible for corrective action: Chris Coleman Completion date for corrective action plan: April 1, 2021.
Federal Agency: U.S. Department of Veteran Affairs Federal Program Title: Supportive Services for Veteran Families Assistance Listing Number: 64.033 Award Period: October 1, 2020 ? June 30, 2022 Type of Finding: Significant Deficiency in Internal Control over Compliance and Other Matters Criteria: Allowable costs must be supported by vendor invoice to substantiate expenditure, and allocations should be based on a reasonable rate of allocation based on the facts and circumstances of each year. Condition and Context: Copier and postage equipment usage is allocated based on a rate set at the beginning of the budget year based on historical cost of leasing equipment and the cost of associated supplies. Testing of allocations noted overhead allocations that were unsupported by documentation and for which actual allocations had not been reviewed in some time. The amount of these overhead costs over or under billed to grants was not determinable. Questioned Costs: None reported. Cause: Allocations for these overhead costs were not revisited annually to determine that the allocations lacked the controls to ensure the amount charged to the grant was supported by the actual costs for the year. Effect: Inaccurate capturing of costs charged to grant. Repeat Finding: No Recommendation: Council should revisit its allocation processes to ensure that actual costs are supported by appropriate documentation and that allocations remain appropriate year over year. View of Responsible Officials: Management is in agreement. Management Responses and Corrective Action Plan: See corrective action plan.
Show full finding ▾Hide full finding ▴Federal Agency: U.S. Department of Veteran Affairs Federal Program Title: Supportive Services for Veteran Families Assistance Listing Number: 64.033 Award Period: October 1, 2020 ? June 30, 2022 Type of Finding: Significant Deficiency in Internal Control over Compliance and Other Matters Criteria: Allowable costs must be supported by vendor invoice to substantiate expenditure, and allocations should be based on a reasonable rate of allocation based on the facts and circumstances of each year. Condition and Context: Copier and postage equipment usage is allocated based on a rate set at the beginning of the budget year based on historical cost of leasing equipment and the cost of associated supplies. Testing of allocations noted overhead allocations that were unsupported by documentation and for which actual allocations had not been reviewed in some time. The amount of these overhead costs over or under billed to grants was not determinable. Questioned Costs: None reported. Cause: Allocations for these overhead costs were not revisited annually to determine that the allocations lacked the controls to ensure the amount charged to the grant was supported by the actual costs for the year. Effect: Inaccurate capturing of costs charged to grant. Repeat Finding: No Recommendation: Council should revisit its allocation processes to ensure that actual costs are supported by appropriate documentation and that allocations remain appropriate year over year. View of Responsible Officials: Management is in agreement. Management Responses and Corrective Action Plan: See corrective action plan.
U.S. Department of Veteran Affairs 2021-002 Supportive Services for Veteran Families ? Assistance Listing No. 64.033 Recommendation: Council should revisit its allocation processes to ensure that actual costs are supported by appropriate documentation and that allocations remain appropriate year over year. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: RRC?s previous cost allocation methodology for occupancy and equipment usage as provided to state and federal agencies was based on rates ??set at the beginning of the budget year, based on historical cost.? Actual invoices and associated costs were supported by vendor invoicing. In reviewing this methodology as part of the FY21 audit RRC calculated a variance less than 1%, resulting in underbilling of approximately $2,590, of allocated costs versus actual costs. In recognizing the potential for inaccuracy in this methodology, RRC implemented a new methodology for these costs based on actual expenditures allocated against supporting FTE levels for each final cost objective effective the beginning of FY22. Name(s) of the contact person(s) responsible for corrective action: Chris Coleman Completion date for corrective action plan: September 1, 2021.
Federal agency: U.S. Department of Veteran Affairs Federal program title: Supportive Services for Veteran Families Assistance Listing Number: 64.033 Award Period: October 1, 2020 ? June 30, 2022 Type of Finding: Significant Deficiency in Internal Control over Compliance Criteria: The Organization should be tracking and maintaining records of payments made on behalf of beneficiaries to ensure that payments stop when the participant or beneficiary is no longer in the program or no longer eligible. Condition and Context: Council was not tracking payments made to beneficiaries by client name in accounting system. Therefore, compliance with this eligibility requirement could not be tested. Questioned costs: None Cause: Lack of tracking beneficiary payments by client in the accounting system. Effect: Council has the potential to be paying benefits on behalf of clients that have exited the program. Repeat Finding: No Recommendation: The Council currently relies on its controls in the expense and procurement process related to program manager review to reduce the risk that payments do not cease when a beneficiary exits the program. Recommend that Council establishes a means for tracking beneficiary payments by client to ensure and document compliance with termination of benefits when a participant leaves a program. View of Responsible Officials: Management is in agreement. Management Responses and Corrective Action Plan: See corrective action plan.
Show full finding ▾Hide full finding ▴Federal agency: U.S. Department of Veteran Affairs Federal program title: Supportive Services for Veteran Families Assistance Listing Number: 64.033 Award Period: October 1, 2020 ? June 30, 2022 Type of Finding: Significant Deficiency in Internal Control over Compliance Criteria: The Organization should be tracking and maintaining records of payments made on behalf of beneficiaries to ensure that payments stop when the participant or beneficiary is no longer in the program or no longer eligible. Condition and Context: Council was not tracking payments made to beneficiaries by client name in accounting system. Therefore, compliance with this eligibility requirement could not be tested. Questioned costs: None Cause: Lack of tracking beneficiary payments by client in the accounting system. Effect: Council has the potential to be paying benefits on behalf of clients that have exited the program. Repeat Finding: No Recommendation: The Council currently relies on its controls in the expense and procurement process related to program manager review to reduce the risk that payments do not cease when a beneficiary exits the program. Recommend that Council establishes a means for tracking beneficiary payments by client to ensure and document compliance with termination of benefits when a participant leaves a program. View of Responsible Officials: Management is in agreement. Management Responses and Corrective Action Plan: See corrective action plan.
U.S. Department of Veteran Affairs 2021-003 Supportive Services for Veteran Families ? Assistance Listing No. 64.033 Recommendation: The Council currently relies on its controls in the expense and procurement process related to program manager review to reduce the risk that payments do not cease when a beneficiary exits the program. Recommend that Council establishes a means for tracking beneficiary payments by client to ensure and document compliance with termination of benefits when a participant leaves a program. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned in response to finding: As noted in the finding: ?The Council currently relies on its controls in the expense and procurement process related to program manager review to reduce the risk that payments do not cease when a beneficiary exits the program.? Therefore, for a payment to be made for a beneficiary that had exited the program, (1) SSVF staff would need to submit a payment request for the exited beneficiary, and (2) SSVF management would need to approve that request to be paid for the exited beneficiary. Current accounting controls track payments by vendor. Beneficiary status and beneficiary specific payments are, and as provided during the audit, tracked at the program level outside of RRC accounting systems in accordance with VA requirements. We are reviewing methodologies to add additional tracking at the accounting level by beneficiary, in addition to required vendor tracking and in addition to the tracking already done by SSVF program staff. Duplicative tracking of these payments alone, however, we do not believe would ensure payments would stop ? again assuming a payment request was made in error, and approved in error, for an exited beneficiary. We are therefore also reviewing methodologies to implement additional controls at the accounting level, in addition to those already in place at the program level, to track individual beneficiary status. Name(s) of the contact person(s) responsible for corrective action: Chris Coleman Planned completion date for corrective action plan: August 31, 2022.
FAC accepted this audit on February 21, 2021 — management decision was due August 21, 2021.
( ) Compliance Finding ( X ) Significant Deficiency ( ) Material Weakness Context/Cause: Journal entries related to indirect costs were not reviewed in enough detail to assess appropriateness of amounts charged to the internal departments and programs. Of the four months of journal entries selected related to indirect costs, one month was incorrectly calculated resulting in amounts being overcharged to the grant. Effect and Questioned Costs: The absence of timely journal entry review related to indirect costs significantly increases the risk that misstatements due to error or fraud may occur and not be detected. Likely questioned costs are indeterminable. Recommendation: Management should reinforce the internal controls in place to ensure allocation journal entry review is completed on a monthly basis as part of the month end close process prior to grant billing and after all other entries are complete. Responsible Official?s Response: See Corrective Action Plan
Show full finding ▾Hide full finding ▴Major State Program: Block Grants for Prevention and Treatment of Substance Abuse Major Federal Program: 93.959 - Block Grants for Prevention and Treatment of Substance Abuse Compliance Requirements: Allowable Costs and Cost Principles Criteria: In accordance with the grant agreement, Uniform Guidance and UGMS, effective internal controls must be in place to prevent and detect noncompliance. This requirement extends to costs allocated to federal and state grants. Condition: ( ) Compliance Finding ( X ) Significant Deficiency ( ) Material Weakness Context/Cause: Journal entries related to indirect costs were not reviewed in enough detail to assess appropriateness of amounts charged to the internal departments and programs. Of the four months of journal entries selected related to indirect costs, one month was incorrectly calculated resulting in amounts being overcharged to the grant. Effect and Questioned Costs: The absence of timely journal entry review related to indirect costs significantly increases the risk that misstatements due to error or fraud may occur and not be detected. Likely questioned costs are indeterminable. Recommendation: Management should reinforce the internal controls in place to ensure allocation journal entry review is completed on a monthly basis as part of the month end close process prior to grant billing and after all other entries are complete. Responsible Official?s Response: See Corrective Action Plan
Major State Program: Block Grants for Prevention and Treatment of Substance Abuse Major Federal Program: 93.959 - Block Grants for Prevention and Treatment of Substance Abuse Compliance Requirements: Allowable Costs and Cost Principles Response: The management of RRC recognizes the importance of ensuring all cost allocations are correct. With staff turnover and the change to a dispersed team due to the pandemic, we recognize that the necessary compliance to our internal control policy requires the continual training and focus. With that in mind, members of both the accounting team and the program management team have begun a 5-week training on Universal Grant Management rules. The new Director of Finance will ensure that all journal entries are reviewed and signed off on prior to the grants being charged for all allocated and direct costs. Date of Completion: February 28, 2021 (Date of last external training completed) Person Responsible to ensure Completion: Chris Coleman, Director of Finance
( X ) Compliance Finding ( X ) Significant Deficiency ( ) Material Weakness Context/Cause: Audit procedures determined that review of reports; including requests for reimbursement (RFRs), performance reports, financial status reports, and outcome reports, and the related supporting documentation; by someone other than the preparer was not evidenced prior to submission. In addition, of the 53 reports reviewed during audit procedures, 12 were submitted late. The late submissions ranged from 2 to 31 days past due. Effect and Questioned Costs: While no misstatements due to error or fraud were found, the absence of timely and evidenced review of requests for reimbursement and other reports significantly increases the risk that misstatements due to error or fraud may occur and not be detected, amounts could be billed to grants inaccurately and incorrectly drawn from federal or state funds, and could be submitted outside of expected timeframe. Likely questioned costs are indeterminable. Recommendation: Management should reinforce the internal controls in place to ensure that review of requests for reimbursement, performance reports and financial status reports by someone other than the preparer is evidenced, prior to submission, and that submission timelines are tracked to ensure timely response. Responsible Official?s Response: See Corrective Action Plan
Show full finding ▾Hide full finding ▴Major State Program: Block Grants for Prevention and Treatment of Substance Abuse Major Federal Program: 93.959 - Block Grants for Prevention and Treatment of Substance Abuse Compliance Requirements: Reporting Criteria: In accordance with the grant agreement, Uniform Guidance and UGMS, effective internal controls must be in place to prevent and detect noncompliance. This requirement extends to reporting related to federal and state grants. Condition: ( X ) Compliance Finding ( X ) Significant Deficiency ( ) Material Weakness Context/Cause: Audit procedures determined that review of reports; including requests for reimbursement (RFRs), performance reports, financial status reports, and outcome reports, and the related supporting documentation; by someone other than the preparer was not evidenced prior to submission. In addition, of the 53 reports reviewed during audit procedures, 12 were submitted late. The late submissions ranged from 2 to 31 days past due. Effect and Questioned Costs: While no misstatements due to error or fraud were found, the absence of timely and evidenced review of requests for reimbursement and other reports significantly increases the risk that misstatements due to error or fraud may occur and not be detected, amounts could be billed to grants inaccurately and incorrectly drawn from federal or state funds, and could be submitted outside of expected timeframe. Likely questioned costs are indeterminable. Recommendation: Management should reinforce the internal controls in place to ensure that review of requests for reimbursement, performance reports and financial status reports by someone other than the preparer is evidenced, prior to submission, and that submission timelines are tracked to ensure timely response. Responsible Official?s Response: See Corrective Action Plan
Major State Program: Block Grants for Prevention and Treatment of Substance Abuse Major Federal Program: 93.959 - Block Grants for Prevention and Treatment of Substance Abuse Compliance Requirements: Reporting Response: While operating with more than 85% of the staff dispersed during the pandemic was extremely challenging, the management of RRC recognizes the importance of ensuring that management does review requests for reimbursements as well as programmatic reports before submission and that those reviews are supported with the signature of the appropriate reviewing/approving manager. As indicated above, members of both the accounting team and the project management team have begun a 5-week training on Universal Grant Management rules. The new Director of Finance will ensure that the management team reviews the successful compliance of meeting all grant deadlines and grant performance outcomes and outputs. Date of Completion: February 28, 2021 (Date of last external training completed) Person Responsible to ensure Completion: Chris Coleman, Director of Finance
2019-002
FAC accepted this audit on February 5, 2020 — management decision was due August 5, 2020.
(X) Compliance Finding ( X ) Significant Deficiency ( ) Material Weakness Context/Cause: Cost allocation journal entries related to copier, printing, paper and health insurance costs were not reviewed in enough detail to assess appropriateness of amounts charged to the internal departments and programs. Due to this, costs were charged to programs incorrectly and costs related to major programs were overstated. Effect and Questioned Costs: The absence of timely allocation journal entry review significantly increases the risk that misstatements due to error or fraud may occur and not be detected. Likely questioned costs are indeterminable. Known questioned costs are as follows by program: ? OSAR: $24,135; ? FVA Veterans Mental Health: $9,620; ? Texas Veterans + Family Alliance Grant Program - $6,669; ? Block Grants for Prevention and Treatment of Substance Abuse - $19,053. Recommendation: Management should reinforce the internal controls in place to ensure allocation journal entry review is completed on a monthly basis as part of the month end close process prior to grant billing. Responsible Official?s Response: See Corrective Action Plan
Show full finding ▾Hide full finding ▴Major State Program: Outreach, Screening, Assessment and Referral (OSAR); FVA Veterans Mental Health; Texas Veterans + Family Alliance Grant Program Major Federal Program: 93.959 - Block Grants for Prevention and Treatment of Substance Abuse Compliance Requirements: Allowable Costs and Cost Principles Criteria: In accordance with the grant agreement and UGMS, effective internal controls must be in place to prevent and detect noncompliance. This requirement extends to costs allocated to federal and state grants. Condition: (X) Compliance Finding ( X ) Significant Deficiency ( ) Material Weakness Context/Cause: Cost allocation journal entries related to copier, printing, paper and health insurance costs were not reviewed in enough detail to assess appropriateness of amounts charged to the internal departments and programs. Due to this, costs were charged to programs incorrectly and costs related to major programs were overstated. Effect and Questioned Costs: The absence of timely allocation journal entry review significantly increases the risk that misstatements due to error or fraud may occur and not be detected. Likely questioned costs are indeterminable. Known questioned costs are as follows by program: ? OSAR: $24,135; ? FVA Veterans Mental Health: $9,620; ? Texas Veterans + Family Alliance Grant Program - $6,669; ? Block Grants for Prevention and Treatment of Substance Abuse - $19,053. Recommendation: Management should reinforce the internal controls in place to ensure allocation journal entry review is completed on a monthly basis as part of the month end close process prior to grant billing. Responsible Official?s Response: See Corrective Action Plan
Finding 2019-001 Major State Program: Outreach, Screening, Assessment and Referral (OSAR); FVA Veterans Mental Health; Texas Veterans + Family Alliance Grant Program Major Federal Program: 93.959 - Block Grants for Prevention and Treatment of Substance Abuse Compliance Requirements: Allowable Costs and Cost Principles Response: The management of RRC recognizes the importance of ensuring all cost allocations are correct. We will do a review of this process and ensure that our internal control policy for this process reflects the best practice required. We will review the internal control policy with the entire accounting team. Either the Controller or CFO will review and signed off on the journal entries prior to the grants being billed for these allocated costs. Date of Completion: February 29, 2020 Person Responsible to Ensure Completion: Mary Goosens, CFO
( ) Compliance Finding ( X ) Significant Deficiency ( ) Material Weakness Context/Cause: Audit procedures determined that review of the requests for reimbursement (RFRs), and the related supporting documentation, by someone other than the preparer was not evidenced prior to submission. Effect and Questioned Costs: The absence of timely and evidenced review of requests for reimbursement significantly increases the risk that misstatements due to error or fraud may occur and not be detected, and amounts could be billed to grants inaccurately and incorrectly drawn from federal or state funds. Likely questioned costs are indeterminable. Recommendation: Management should reinforce the internal controls in place to ensure that review of requests for reimbursement by someone other than the preparer is evidenced, prior to grant billing. Responsible Official?s Response: See Corrective Action Plan
Show full finding ▾Hide full finding ▴Major State Program: Outreach, Screening, Assessment and Referral (OSAR); FVA Veterans Mental Health; Texas Veterans + Family Alliance Grant Program Major Federal Program: 93.959 - Block Grants for Prevention and Treatment of Substance Abuse Compliance Requirements: Cash Management and Reporting Criteria: In accordance with the grant agreement, Uniform Guidance and UGMS, effective internal controls must be in place to prevent and detect noncompliance. This requirement extends to reporting related to federal and state grants. Condition: ( ) Compliance Finding ( X ) Significant Deficiency ( ) Material Weakness Context/Cause: Audit procedures determined that review of the requests for reimbursement (RFRs), and the related supporting documentation, by someone other than the preparer was not evidenced prior to submission. Effect and Questioned Costs: The absence of timely and evidenced review of requests for reimbursement significantly increases the risk that misstatements due to error or fraud may occur and not be detected, and amounts could be billed to grants inaccurately and incorrectly drawn from federal or state funds. Likely questioned costs are indeterminable. Recommendation: Management should reinforce the internal controls in place to ensure that review of requests for reimbursement by someone other than the preparer is evidenced, prior to grant billing. Responsible Official?s Response: See Corrective Action Plan
Finding 2019-002 Major State Program: Outreach, Screening, Assessment and Referral (OSAR); FVA Veterans Mental Health; Texas Veterans + Family Alliance Grant Program Major Federal Program: 93.959 - Block Grants for Prevention and Treatment of Substance Abuse Compliance Requirements: Cash Management Response: The management of RRC recognizes the importance of ensuring that requests for reimbursements (RFRs) and the supporting documentation are reviewed by someone other than the preparer. We will do a review of our written policy and process to ensure that our internal control policy for this process reflects the best practice required. We will immediately begin to provide documented evidence of approval via a signature of the Controller or the CFO prior to the grant billing. Date of Completion: January 31, 2020 Person Responsible to Ensure Completion: Mary Goosens, CFO
FAC accepted this audit on March 29, 2019 — management decision was due September 29, 2019.
FAC accepted this audit on January 1, 2018 — management decision was due July 1, 2018.
FAC accepted this audit on December 20, 2016 — management decision was due June 20, 2017.
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