Guide to Preventing Employee Theft

Start with the hiring process

Dishonest workers can be disastrous to your business. Create hiring policies that include comprehensive background checks on all potential hires and include honesty testing in the application process.

I recommend: ProfilesInternational.com offers background checks and pre-employment honesty tests so you can weed out dishonest people before hiring them. Find a pre-employment test for honesty at TheftStopper.com

Identify the signs

Be on the lookout for a sudden rise in an employee's living standards, inventory shortages, cash register discrepancies and customer complaints about inconsistencies. Any of these could signify an employee theft problem. Implement an employee awareness program that trains your workers to identify the signs of theft and instructs them how to report it.

I recommend: Find training videos and booklets that will help you identify the signs of employee theft at EmployeeTheft.com. PCGSolutions.com offers training and employee awareness solutions.

Review points of sale procedures

The cash register is a source of temptation in many businesses. Dishonest employees can create receipts for less than the actual transaction amount and pocket the difference. They can also hide receipts to use for phony returns at a later date, short-change customers and give friends and family generous discounts.

I recommend: Get tips on how to spot point of sale pilfering and procedures to prevent loss at Crime Prevention. The Learn to Stop Employee Theft video from CrimePrevent.com provides additional strategies to protect yourself.

Stop inventory and warehouse shortages

Theft from your warehouse or inventory storage area can cripple your ability to meet customer demand. Implementing an inventory tracking system, performing frequent and unscheduled inventory audits and limiting access to storage areas are some of your best defenses against theft.

I recommend: Learn how to effectively audit inventory with a CD-ROM self-study course available from CPA2Biz.com. Invest in inventory and warehouse management software, such as CoreIMS. Find an inventory shortage questionnaire to help you determine if loss is due to employee theft.

Create bookkeeping checks and balances

Bookkeeping needs intense scrutiny. To reduce the possibility of theft, have an accountant or supervisor periodically review the bookkeeper's work or divide bookkeeping tasks among several employees.

I recommend: Learn the signs of bookkeeping irregularities in "13 Red Flags to Bookkeeping Fraud”. Invest in accounting software, such as PeachTree or QuickBooks, which makes it easier to spot discrepancies. Search for an auditor at the CPA Directory or hire a fraud examiner from the Association of Certified Fraud Examiners.

Monitor your sales floor

Don't allow employees to bring handbags or backpacks into the sales area and keep employee lockers and the lounge area away from the sales floor.

I recommend: Crime Prevention offers strategies to reduce theft from the sales floor.

Keep tabs on expenses

If your employees have an expense account or regularly submit expenses for travel, dining or mileage, there's a possibility of overbilling. Employees may overstate mileage or attempt to get reimbursed for dinners and travel that weren't business-related.

I recommend: Expense management software, such as Expensable, lets you quickly analyze spending trends and spot inconsistencies.