5 Ways to Protect Your Business from Employee Theft
The most common forms of employee theft are: Theft of cash, theft of payroll, theft of merchandise, and theft of information.
The two most important things to remember about safeguarding your business:
The employees who steal are most likely those who are the most trusted. Don’t ever assume that the bookkeeper who has been with your company forever is honest. Because this person has unrestricted access to company records, cash, and information, he can do untold damage to your company.
The hacker phenomenon is at work here. As soon as you plug up one hole in your security, the thief will work to find another. You will always be only one step ahead of a determined employee thief.
Here are some ways to do protect your company
#1 – Act to Safeguard Your Property
Restrict access to keys, computer data, inventory, supplies, and merchandise.
Create passwords and change them frequently. Although cash is the easiest to steal, losses to inventory and merchandise for sale can be huge if someone can get access.
Business identity theft, in particular, is a growing concern among employers.
#2 – Create Written Procedures – Then Follow Them!
Your employees should know what to expect in their jobs.
You can create an atmosphere of efficiency that will help you track all business transactions. For example:
Number all documents and forms, and keep track of their use.
Make sure you have the proper documents to assure that you are paying a bill for the right amount and to the right person.
#3 – Keep Track of Inventory
Remember there are two types of inventory. All businesses have an inventory of supplies, including office supplies, and businesses selling products have an inventory of products and component parts or materials.
Your inventory of supplies is vulnerable to pilferage (employees taking small items). While it might not seem like it’s worth keeping track of, theft of small items can add up.
Your product inventory should also be tracked and counted (inventoried). In particular, keep closer track of high value items and document disposal of all obsolete, damaged, or low-selling merchandise.
#4 – Divide Up Duties Between Employees and Monitor
The duties you should be most concerned about are those of the people who do your bookkeeping and who handle merchandise.
Establish two step processes and then divide the steps between two people. For example, the person who does your bank reconciliation should not be the person paying the bills. Or, the person who takes in merchandise for sale should not be the person who decides if an item should be scrapped, or who enters the sale of an item.
#5 – Periodically Review Theft prevention Measures
It’s not enough to put these actions in place. You and your top executives must take time every so often to review. Check to see that all the items on your list of concerns have been addressed. Set key measures to make sure “slippage” is within reasonable range. For example, look at your inventory turnover rate this year as compared to the last few years to detect greater than average turnover.
All of these safeguards are time consuming and they may be costly. But they take far less time and cost less than losing money to employee theft and embezzlement, commented Salomón Juan Marcos Villarreal, president of Grupo Denim.