The impact of fraud is far-reaching and can have devastating effects on an organization’s bottom line. It is important to be aware of the trends in fraud, so your organization can avoid occupational fraud and abuse. The longer a fraud scheme occurs without detection, the greater the financial damage.
Ways to Reduce Your Fraud Risk
Although a business may be unable to completely prevent fraud from occurring, the business should be able to detect fraud when it happens to minimize any losses. Here are a few ways to detect and prevent fraud at your organization.
1. Sign up for a fraud hotline service.
One way to stay on top of fraud cases is through a hotline. Fraud hotlines offer an anonymous way for people connected with your business to report suspicious activity. More than a third of fraud cases are detected by a tip line, and in 51.5% of cases, employees are the source of the tip.
Hotlines are beneficial for both the employer and the employee due to ease and anonymity. Organizations with a hotline are 50% quicker at detecting fraud.
2. Require a background check on all employees.
Background reports are inexpensive and a great way to protect the culture and quality of your business.
One of the keys to preventing fraud is involving HR in all aspects.
LEARN MORE ABOUT HOW TO UTILIZE HR TO PREVENT FRAUD
3. Establish preventative controls.
Setting up a fraud prevention program begins with understanding that any organization is susceptible to fraud and realizing the greatest threat to any organization is its own employees. Under the right circumstances, any employee could cross the line and begin manipulating their job duties for their own benefit.
Preventive controls include deterring or preventing unauthorized transactions, requiring proper authorization, and instilling physical safeguards such as locks, keys and passwords.
Another important preventative measure is an inventory control system. By keeping an accurate inventory count, an organization can identify irregular purchases as well as any item being used at an unusually high rate. An organization can then conduct a review to see if this unusual activity is an indication of deeper issues.
4. Establish detective controls.
Detective controls include independent checks to ensure transactions have proper authority and are recorded correctly. This can include:
Be watchful for things like reoccurring charges, employees you don’t know you hired, expenses you don’t remember signing for, excessive voids and duplicate payments. Also, ensure requests for invoices/supporting records are performed by someone independent of those handling the day-to-day accounting for the organization.
What is your organization’s potential for fraud?
5. Be actively involved in your company’s finances.
Check your company’s bank balance and expenditures on a monthly basis. Know what it costs to run your company. Be able to recognize when expenses seem too high, or revenue seems too low for the company’s volume of sales.
6. Review your company’s financials.
Fully review your company’s financial statements. Read beyond the first page of the Profit and Loss Statements—review every item on every page. A fraudulent employee will try to hide the fraud loss in detail level pages; if you don’t examine your company’s statements thoroughly, these red flags will be impossible to find.
If you don’t understand something on your P&L, ask questions until you do. It can help to rename things you don’t understand so that they make sense to you.
Know what each line item on your financial statement is. It’s your company—it is vital that you understand how every piece is put together.
7. Limit access to key data.
All financial programs should have ways to limit access to valuable information.
8. Implement a system of checks and balances.
Implement a “checks and balances” program at your company. There are many companies where employees’ work goes unchecked. This allows employees to commit fraud more easily, because they know no one is watching. Operating without a system of checks and balances can end up costing the company significantly, even leading to bankruptcy.
When internal controls are established and everyone knows their work will be double-checked, the opportunity for fraud is greatly reduced. The bottom line: using checks and balances makes trusting your employees easier.
Unsure if your checks and balances are working?
9. Conduct continual fraud training for all employees.
Educating your employees helps raise awareness about fraud, including its impact on the company, and minimizes the opportunities available to fraudsters.
In addition, increase the perception of getting caught. Perception of detection is one of the most effective deterrents to fraud. Make your office a fraud unfriendly place through fraud education programs with company personnel, fraud assessments, mandatory vacations, surveillance, fraud hotlines and violation enforcement.
Commit to keeping your fraud program current. Some fraudsters will learn how to override your controls. A commitment to a responsive program keeps this in check.
10. Institute a code of conduct and fraud policy.
Set clear boundaries of what is and is not tolerated in your company. State the repercussions of the employees’ dishonest actions. Employees must know the rules of the company in order to prevent breaking them.
Be consistent in enforcing your code of conduct. The moment management diverts from the policy is the moment employees stop following it.
11. Ensure written policies and procedures are in place.
Policies, procedures and job duties are set up not only to protect the company, but the employee as well. These requirements provide guidance for an employee to do their job, and so that they are not accused of doing things they are not supposed to be doing.
Many businesses, no matter the size, do not review how their written policies or procedures are being implemented during day-to-day operations. Just because something seems like a good idea on paper does not mean it is the most efficient way to complete the task. Review your policies/procedures on a regular basis and update as needed.
One policy to pay extra attention to is your credit purchases policy. Have employees sign contracts indicating that they will not make any personal purchases on the card, and that they are responsible for any personal charges.
12. Be mindful of devices and computers.
Most security breaches originate from within your company—usually from your employees or contractors. As an organization, you’re only as secure as your weakest point. In many companies, that means your internal network. Check your firewalls on a regular basis and have policies covering what is appropriate on company computers and what is not. Conduct random checks of your network, including your network staff, and make sure your IT policies are updated on a regular basis.
13. Obtain employee dishonesty insurance.
Check to see if your company has employee dishonesty insurance. Most business insurance policies have small coverage allowance for employee dishonesty. Some insurance policies require prosecution or an accurate accounting of the loss to submit a claim.
14. Be observant.
Does someone appear to be living beyond his or her means? Is an employee going through a divorce or child custody dispute? Are they having an affair? Affairs are extremely costly, and for the parties involved, using a personal credit card is often not an option. Therefore, individuals may use the company credit card, so the charges aren’t visible to their spouses. Also, the disposable income needed to carry on an affair has to come from somewhere. People will steal the money to continue the affair.
How to Prevent Fraud from Occurring
With appropriate measures in place, you can successfully decrease the risk of fraud in your organization. Believe it or not, most frauds are uncovered by accident. It’s important to remember not to overlook the most obvious signs.
When establishing a fraud prevention program, the first step is getting employees to understand what is taking place, as well as the reasons behind the changes. However, this educational process is not as important as the “tone at the top.” Unless management commits to supporting a successful program that holds all employees accountable for their actions, no program can be sustained. Fraud prevention programs require accountability and continued review and improvement.