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Employee Theft: Best Practices for Preventing - and Addressing – Stealing in the Workplace Thursday, April 22, 2010 Presented by the Employer Resource Institute © 2010 Employer Resource Institute. All rights reserved. These materials may not be reproduced in part or in whole by any process without written permission.
© 2010 Employer Resource Institute. All Rights Reserved Disclaimers This webinar is designed to provide accurate and authoritative information about the subject matter covered. It is sold with the understanding that the publisher is not engaged in rendering legal, accounting, or other professional services. This webinar provides general information only and does not constitute legal advice. No attorney-client relationship has been created. If legal advice or other expert assistance is required, the services of a competent professional should be sought. We recommend that you consult with qualified local counsel familiar with your specific situation before taking any action.
© 2010 Employer Resource Institute. All Rights Reserved About Today’s Presentation This entire webinar is being recorded and all of the accompanying materials are protected by copyright. If at any time during today’s event you experience technical issues, please call (877) to reach an operator. Questions or comments about this webinar? Employer Resource Institute (800)
© 2010 Employer Resource Institute. All Rights Reserved This program, ORG-PROGRAM , has been approved for 1.5 recertification credit hours toward PHR® and SPHR® recertification through the Human Resource Certification Institute (HRCI). Please be sure to note the program ID number on your recertification application form. For more information about certification or recertification, please visit the HRCI home page at Recertification Credit The use of the above seal is not an endorsement by HRCI of the quality of the program. It means that this program has met HRCI’s criteria to be pre-approved for recertification.
© 2010 Employer Resource Institute. All Rights Reserved About Our Speaker Aaron A. Roblan, Esq., is a partner in the San Francisco office of the nationwide law firm Ogletree, Deakins, Nash, Smoak & Stewart, PC. Ogletree Deakins is one of America's largest law firms that focuses its practice exclusively in the arena of labor and employment law. Aaron's practice encompasses all aspects of labor and employment law, including defending employers in federal and state courts. He counsels clients on employee discipline, terminations, workplace investigations, and labor issues, among many other matters. He earned his law degree from Lewis & Clark College.
© 2010 Employer Resource Institute. All Rights Reserved Additional Handouts We’ve included four additional handout files for your webinar today, including sample workplace policies and special reports that will help you review your current practices in preventing and dealing with employee and workplace theft: 0422 Sample Policies to Prevent Workplace Theft 0422 Sample Policy on Background Checks 0422 Prehire Screening Steps in CA 0422 Trade Secrets in CA – A 7-Point Protection Plan You’ll find these files on the same download page that contained this PowerPoint file. If you have any questions, please contact us at Thanks!
Employee Theft Best Practices for Preventing (and Addressing) Stealing in the Workplace
© Business & Legal Reports, Inc What We’ll Cover Today In this webinar, you’ll learn how to: Identify and put in place the best policies and preventive controls to ward off employee theft before it happens Recognize the warning signs of employee theft in the workplace Plan and carry out effective, lawful workplace investigations Confront, discipline, and terminate employees who engage in theft
© Business & Legal Reports, Inc Workplace Theft Is A Serious Problem Theft is a common security problem Small losses add up quickly Major thefts can cost major money Theft of employees’ property is also an issue Outsiders might be involved in workplace theft You play a key role in preventing workplace theft
© Business & Legal Reports, Inc Why Employees Steal “It’s a fringe benefit” “Nobody cares; they expect it” “I deserve it” “It’s so easy” “Everybody does it; it isn’t really stealing” “The organization can afford it”
© Business & Legal Reports, Inc Warning Signs Employees Might Be Stealing Missing inventory Discrepancies in financial records Unusual documentation or computer activity Employee vehicles near loading areas Unlocked doors and windows Unusual behavior
© Business & Legal Reports, Inc Antitheft Policy Emphasize antitheft policy in new employee orientation, and include a copy in the employee handbook Review the policy regularly with all workers State your intention to enforce the policy Stress the consequences for employees who steal
© Business & Legal Reports, Inc Creating an Environment That Discourages Theft Educate employees about the cost of theft and pilferage Be a role model Establish a personnel policy of zero tolerance
© Business & Legal Reports, Inc Creating an Environment That Discourages Theft (cont.) Report all thefts or suspicious behavior Encourage employees to report thefts
© Business & Legal Reports, Inc Financial Controls Divide responsibilities Require two signatures for checks Conduct regular audits Keep alert for unusual behavior Watch for unusual computer activity
© Business & Legal Reports, Inc Material Controls Use security systems Limit access to vulnerable areas Keep a close eye on inventory counts Have goods logged in when delivered Check orders and paperwork against goods when shipping Change locks and codes
© Business & Legal Reports, Inc Visitor Controls Control entry Require sign in and sign out Escort visitors within the premises
© Business & Legal Reports, Inc Proprietary Information Limit access to sensitive information Supervise employees closely Change passwords and other security codes frequently Consider having employees sign confidentiality or nondisclosure statements Be sure employees return all business records at termination
© Business & Legal Reports, Inc Hiring Considerations Discuss the issue in new employee orientation Check references Ask for background checks Consider using pre-employment assessments
© Business & Legal Reports, Inc In-House Training and Compliance Tools Ongoing reminders about your antitheft policy Specific training for supervisors Regular (and surprise) audits Job rotations
© Business & Legal Reports, Inc Monitoring and Surveillance Written policy establishing how, when, and where you monitor employees Focus on preventing theft and other unlawful behaviors
© Business & Legal Reports, Inc Employee Searches Don’t take action without authorization Make sure searches are nondiscriminatory Use the least intrusive search methods possible
© Business & Legal Reports, Inc Always have reasonable grounds for conducting searches Raise the issue with new employees Don’t push too hard Employee Searches (cont.) Always have reasonable grounds for conducting searches Raise the issue with new employees Don’t push too hard
© Business & Legal Reports, Inc Investigations Internal investigations Police investigations Legal advice Confidentiality
© Business & Legal Reports, Inc Questioning Employees During Investigations Request employees’ consent Don’t detain reluctant employees Make sure employees understand they can leave Conduct the questioning in a confidential manner
© Business & Legal Reports, Inc Questioning Employees During Investigations (cont.) Limit the questioning Have a witness present Be careful what you say Don’t play detective
© Business & Legal Reports, Inc Polygraph Tests Use of lie detector tests is strictly limited by federal law What you can do What you can’t do
© Business & Legal Reports, Inc Polygraph Tests (cont.) Employees must be given a written statement that: Describes the incident Is legally signed Describes the employer’s loss Indicates the employee had access Describes the employer’s suspicion
© Business & Legal Reports, Inc Disciplinary Action Termination Criminal charges Restitution
© Business & Legal Reports, Inc Disciplinary Action (cont.) Follow your organization’s policies Be sure discipline is fair and consistent
Questions? Aaron A. Roblan, Esq. Ogletree, Deakins, Nash, Smoak & Stewart, P.C. Steuart Tower One Market Plaza, Suite 1300 San Francisco, CA (phone) (fax) Copyright 2010 BLR Inc.
© 2010 Employer Resource Institute. All Rights Reserved Thank You Recordings of this webinar and past presentations can be ordered by calling (800) Or visit for information. We hope you’ll join us again soon. Please be sure to complete and return your program evaluation. An evaluation will be ed to the registered participant shortly after the conference.
© 2010 Employer Resource Institute. All Rights Reserved Just $179! Special Webinar Attendee Offer SPECIAL OFFER The California Labor Code vs. the federal Fair Labor Standards Act (FLSA) Who the California wage/hour laws apply to The Wage Orders that cover your organization Hours of work—including travel time, make-up time, meal and rest periods, and the definition of "hours worked" The rules for hourly, salary, and piece-rate pay Bonuses, profit-sharing plans, and tips Overtime and double-time wages Alternative workweeks Tools and equipment, uniforms, and work-related expenses and losses Paid time off—vacation, PTO, holidays, and sick leave Unpaid time off When and how employees must be paid Payment of final wages upon termination Deductions from pay Recordkeeping requirements Pay-related discrimination And much more! Save 10% Your Guide to California Wage & Hour Law! Call (800) EmployerAdvice.com/WageHour EmployerAdvice.com/WageHour
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