Natasha is a leading HR expert, entrepreneur, author and sought-after media commentator for outlets such as Sunrise (Channel 7), ABC Radio and The Australian Financial Review. Natasha co-founded Employee Matters in 2011 to help Australian businesses achieve success through their people.
No business owner or manager wants to hear the news or suspect that an employee is stealing from them. There is rightful a rightful feeling of dread around brand damage, client security breaches and reputation but sadly employee theft or fraud is all too common and we have had clients who have been through this difficult experience. From friends managing the payroll and siphoning off money to dummy invoices, we have seen it all.
Most of us are honest individuals and we like to believe that of everyone, but what do you do if you suspect or know that someone may 'have their fingers in the till'?
Conduct a preliminary investigation - Ensure you have sufficient evidence to pursue a more detailed investigation and arrange to meet with them making sure to ask them to bring a support person along. You should also have someone to scribe for the meeting
Conduct the meeting - explain your concerns and that you need you conduct a full investigation and while this is occurring that they will be suspended from work on full pay. Remember ‘innocent until proven guilty'
Suspension - Look to suspend the employee on full pay while you conduct an investigation. You need to check your Award and also it is good to have a clause in your contract that allows you to do this
Response sought - ask them do they have any response to the allegations at this point and note these? Also ask are there any extenuating circumstances in play, for example, an illness or relationship breakdown?
Formal investigation - conduct a investigation that is detailed and thorough enough for you to be very comfortable that you can prove or disprove the alleged theft. This may include bank reconciliations and interviews with witnesses. Consider whether you wish to involve the police at this point
Outcome meeting - arrange a meeting to share the findings and again suggest that they bring a support person along. Advise the outcome of the investigation, should the investigation confirm that the theft did not occur, return the individual immediately to their role and look to manage any fall out
Theft occurred – you can terminate immediately on the grounds of gross misconduct without notice. Provide a letter confirming the situation and termination
Checklist Download:
Must-Have Documents for Small Business
Get instant access to essential documents every small business needs to stay organised, compliant, and ready for growth.
Employers will need to manage these scenarios with a high level of discretion and confidentiality before, during and after the investigation and subsequent termination. Ensure that you draft a communication plan for management, employees, suppliers and clients. You should also consider contacting the police if there has been illegal activity; many employers don’t pursue legal action which leaves the individual without a reference but also still with the ability to go onto the next employer and potentially repeat the crime.
Fast-Growing EV Startup Scales Smartly through Cost-Effective Recruitment and HR Support
Evie needed to scale its team and formalise HR systems sustainably. Traditional agency fees led them to seek smarter, more cost-effective Recruitment and HR solutions.
Need help with an employee investigation or termination?
Employee Matters has helped organisations with their HR needs for over a decade, improving employee retention, productivity, and morale. Outsourcing your HR needs to us can help you with compliance and establishing trust with your employees. If you need assistance with investigations and/or compliant terminations or have any questions, book a call to find out more.
Get in Touch
Tell us a bit about your business and we’ll be in touch to:
Understand the challenges that are holding your team or growth back
Show you how our embedded HR and Recruitment Experts can solve problems faster, without the overheads
Identify high-impact areas where HR and Recruitment support could save you time, stress and money
Map out a tailored approach based on your goals, industry and internal capabilities
