Reach Out America Anti-Fraud / Financial Controls Policy Effective October 27, 2026

Reach Out America International, Inc. ("Reach Out America," "ROA," "we," "us") is a 501(c)(3) nonprofit disaster-relief organization (EIN 76-0494578) at 1108 Soldiers Field Court, Suite 800, Sugar Land, TX 77479. Every dollar and every donated item entrusted to us is meant for disaster relief. This policy explains how we protect those resources.

Purpose

This policy sets out the basic financial controls ROA uses to prevent, detect, and respond to fraud, theft, and misuse of funds or donated goods, and to keep accurate financial records.

Who this policy covers

This policy applies to ROA Board members, officers, employees, volunteers, and contractors who handle, approve, record, or have access to ROA money, accounts, donated goods, equipment, or financial records.

What we mean by fraud

Fraud includes any intentional act to deceive ROA or others for personal or third-party gain, such as:

  • Theft or misuse of cash, checks, donations, gift cards, or donated supplies

  • Submitting false invoices, timesheets, mileage, or expense reports

  • Using ROA credit cards, accounts, vehicles, or equipment for personal purposes

  • Changing or falsifying financial records

  • Using a restricted gift for a purpose other than the one the donor specified

  • Accepting kickbacks or bribes from vendors

Key financial controls

  • Separation of duties. Where staffing allows, no single person handles a transaction from start to finish. The person who receives or records money is different from the person who reconciles the accounts.

  • Approvals. Spending is approved in line with the Board-approved budget. Larger expenditures and all contracts outside the normal course of business require approval by the President, and significant commitments require Board approval.

  • Dual signatures. Checks and electronic payments above a set dollar amount require two authorized approvers.

  • Bank reconciliation. Bank and credit card statements are reconciled monthly by someone who does not sign checks or initiate payments, and reviewed by the President or a designated Board member.

  • Donations. Incoming gifts are logged promptly, deposited quickly, and receipted to donors. Restricted gifts are tracked separately and used only as the donor intended.

  • Expense reimbursement. Reimbursements require receipts and a description of the ROA purpose, and are approved by someone other than the person being reimbursed.

  • Credit cards. ROA cards are issued only to authorized individuals, are for ROA business only, and require receipts for every charge.

  • Donated goods and equipment. Intake and distribution of relief supplies are recorded, and inventory of significant equipment is reviewed periodically.

  • Access. Access to bank accounts, payment systems, and financial software is limited to authorized people and removed promptly when a role ends.

  • Board oversight. The Board reviews financial statements regularly, approves the annual budget, and reviews the annual IRS Form 990 before it is filed. The Board decides whether an independent audit or review is appropriate.

How to report suspected fraud

If you suspect fraud or a weakness in our controls, report it right away to the President, the Board Chair, or Mark.johnson@reachoutamerica.org, or by phone at (574) 214-9477. If the concern involves the President, report directly to the Board Chair. Do not try to investigate on your own or confront the person involved. Reports are protected under our Whistleblower Policy (https://www.reachoutamerica.org/whistleblower), and ROA will not retaliate against anyone who reports in good faith.

Response to fraud

Reports are reviewed promptly by people who are not involved in the matter. When fraud is confirmed, ROA will take corrective action, seek to recover losses, strengthen controls, and, where appropriate, notify law enforcement, insurers, affected donors, or regulators.

Enforcement and Board role

The Board of Directors oversees this policy, and the President is responsible for carrying it out day to day. Anyone who commits fraud or knowingly ignores these controls will face corrective action, up to and including dismissal, removal from service, and referral to law enforcement.

Changes

We may update this policy from time to time. The effective date above shows when it was last changed.

Contact us

Reach Out America International, Inc. 1108 Soldiers Field Court, Suite 800, Sugar Land, TX 77479 Email: Mark.johnson@reachoutamerica.org · Phone: (574) 214-9477