Small businesses, especially those that do not conduct regular audits, should be aware of factors that can
contribute to small business fraud. For example:
. Inadequate Employee Pre-screening---
Oftentimes, small business do not spend the money to check work references or records of potential hires.
. Limited Controls---
Small businesses frequently have insufficient personnel to adapt adequate controls, including internal and external audits and fraud hotlines. In addition, some of the very things that can make a small organization a pleasant place to work, e.g., flexible work hours, employees not required to clock in or use a security badge to enter and exit the building, can also enable thieves to succeed.
Three major categories of occupational fraud to consider are:
. Asset Misappropriations -- These schemes involve the theft or misuse of an organization's asset by such means as skimming revenues, stealing inventory or committing payroll fraud.
. Corruption -- This occurs when fraudsters wrongfully use their influence in business transactions to procure some benefit for themselves or another person. One of the most common is accepting kickbacks or engaging in conflicts of interest.
. Fraudulent Financial Statements -- These generally involve falsification of an organization's financial statements by overstating revenues or understating liabilities or expenses.
Preventing Employee Theft
. Establish a written policy that outlines employee responsibilities, standards of honesty, general security procedures and consequences if not followed. Ensure new employees read the policy, understand it and sign it as a condition of employment.
. Follow strict hiring practices. Verify all information and contact all references listed on an application.
. Keep and maintain accurate records on cash flow, inventory, equipment and supplies. Have it reviewed regularly by someone other than the person responsible for maintaining it.
. Limit access to keys, the safe, computerized records and alarm codes. Engrave "DO NOT DUPLICATE" on store keys. Change locks and access codes when an employee is terminated.
. If internal theft is discovered, take action quickly. Contact your local law enforcement agency and be sure to send a message to your employees that theft will not be tolerated.
. Reward employees for uncovering security problems and good performance.
