Don’t Ignore the Embezzlement Threat

Posted on: 4/6/17 by Kevin J. McCoy, CPA, CFF

Small-business owners must remain alert

It seems to be in the news every other day: A trusted longtime employee is found guilty of embezzling money from his or her employer. This may give you momentary pause, but then it is likely that you will simply continue to go about your business. After all, this cannot happen to you—can it?

Of course it can. Employee embezzlement accounts for the majority of ordinary business losses suffered by employers each year. According to one study conducted in 2016, the average loss was more than $800,000. And small businesses were not immune. Surprisingly, four of every five organizations that were victimized had fewer than 100 employees, while just under half had fewer than 25 employees.

How can you best protect your company? A good place to start is with an examination of your bookkeeping procedures. Be sure to completely separate the accounts payable from the accounts receivable. In addition, have at least two employees handle the payroll—one to write the checks and the other to distribute them. If only one person is assigned both of these critical jobs, it may create an irresistible temptation to embezzle.

Furthermore, the owner of a small business should approve all checks.  Payments should be made with an original invoice, not a copy. Have all bank statements reconciled and spot checks or audits performed periodically.

Even with these safeguards in place, there is no guarantee that you will not be victimized. What should you do if you find out an employee has embezzled from the company? Here are a few suggestions:

*Consult an attorney to find out the civil and criminal legal remedies that may be available to you. For instance, you might sue the employee to recover the embezzled money.

*Contact the authorities. Frequently, owners feel partly to blame for allowing the theft to take place, but hiding it does no good. In most cases, the employee will then move on to the next victim, and you will be left holding the bag.

*Try to recover the funds. Reporting the crime does not mean you will be reimbursed in full. Before paying claims, insurance companies want solid proof of embezzlement, which is not always easy to provide. For example, when inventory is stolen, it is hard to show that the loss is actually theft and not an inventory mistake.

*Notify the IRS about the embezzlement. This becomes an added incentive for the employee to make restitution, because embezzled funds are considered to be taxable income. If you report the crime to the IRS, the employee will owe tax on the total amount stolen. This amount will be reduced to the extent that the employee makes restitution.

If your business involves sensitive matters, or security is a critical issue, you might obtain a bond to cover your employees.  Be aware of the possibility of employee embezzlement. Do what you can to address potential problems before they occur. Finally, keep your eyes and ears wide open at all times.   If you need assistance with control  systems or determining if you have good segregation of duties and responsibilities which help deter embezzlements contact your Marvin and Company representative.

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