Finding #2025-008 – Eligibility – Material Weakness and Material Noncompliance. Applicable federal programs: U. S. Department of Health and Human Services, 93.566, Refugee and Entrant Assistance State/Replacement Designee Administered Programs, Passed through Texas Office for Refugees: 10/01/24 – 09...
Finding #2025-008 – Eligibility – Material Weakness and Material Noncompliance. Applicable federal programs: U. S. Department of Health and Human Services, 93.566, Refugee and Entrant Assistance State/Replacement Designee Administered Programs, Passed through Texas Office for Refugees: 10/01/24 – 09/30/25, FFY2025-27946V-ASA RSS, 10/01/24 – 09/30/25, FFY2025-27946V-AUSAA-RSS, 10/01/24 – 09/30/25, FFY2025-27946V-CMA, 10/01/24 – 09/30/25, FFY2025-27946V-RSS, Passed through United States Conference of Catholic Bishops: 10/01/24 – 09/30/25, 25RSI13A, Passed through U. S. Committee for Refugees: 10/01/24 – 09/30/25, RHP-2025-YMCA-Houston TX-03, 93.567, Refugee and Entrant Assistance Voluntary Agency Programs, Passed through U. S. Committee for Refugees and Immigrants: 10/01/24 – 09/30/25, 2502VARVMG, 10/01/23 – 09/30/24, 2402VARVMG. Condition and context: The following exceptions were noted in the testing of eligibility and maintenance of documentation: Refugee and Entrant Assistance State/Replacement Designee Administered Programs – 25 out of 40 files tested for eligibility and maintenance of documentation were incomplete and lacked information to support the eligibility of the participants, and 5 out of 40 files could not be located. Refugee and Entrant Assistance Voluntary Agency Programs – 11 out of 40 files tested for eligibility and maintenance of documentation were incomplete and lacked information to support the eligibility of the participants. Planned corrective action: Management acknowledges the deficiencies identified related to documentation and retention of eligibility determinations and notes that the programs associated with this finding are no longer active within the organization. The organization maintained procedures for determining client eligibility prior to the provision of services; however, in certain instances, supporting documentation was either incomplete or not available for review at the time of audit testing. Management conducted an extensive search for the requested files and determined that the missing or incomplete documentation was primarily attributable to operational disruption during a period of organizational transition, including staffing changes and the transfer or wind-down of the specific programs noted. While documentation was not consistently retained or retrievable in these instances, management does not believe this indicates that eligibility determinations were not performed. In response, management has reinforced documentation and retention procedures across current programs, including clearer expectations for file completeness and centralized retention practices to ensure documentation remains accessible regardless of staffing or program transitions. Management will continue to monitor compliance with these procedures to strengthen consistency in documentation and retention of eligibility determinations. Responsible officer: Lauren Rome, VP of Financial Operations/Interim CFO. Estimated completion date: May 15, 2026