Employee theft is a huge problem. It can be as simple as a clerk at a store stealing from the cash register or taking money from customers and voiding the sale, to a more complicated theft such as employees falsifying their expense accounts or writing phony checks.
Policy is key
If you find an employee stealing, it’s important that you handle it carefully so you don’t expose your company to litigation.
Make sure your company policy clearly covers both the topic and the repercussions. And make sure all your employees know the company policy.
Be careful with words
It’s better to accuse the employee of “violating company policy” or of a “cash handling violation” than accusing him or her of “theft”.
Next thing
Once you’ve investigated and concluded that an employee has been stealing, Make sure your evidence is strong. Video is preferred, but witnesses can also work. Gather facts and compile documentation; audit computer files, financial records; preserve evidence, such as documents, computer files and e-mails; and maintain a chain of custody to prove the evidence wasn’t tampered with. Document all steps and summarize your interviews. The investigative report may be important in the event of any subsequent legal action.
Termination
You will probably want to terminate the employee’s employment immediately. Make sure the method you use to document the termination follows your company policy and check to see if there are any issues that must also be addressed such as contracts, collective bargaining agreements, union representatives that need to be notified, etc
Notify the police. If you have insurance covering employee theft, a police report will be needed.
Don’t discuss the situation with other employees or outsiders.
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