Businesses frequently have employees such as delivery drivers, someone who submits their invoice to be reimbursed. Some people that are trusted to pick up tools now and then. For example if you own a carpentry shop, plumbing company or other such firm. You are the boss and you often need things so you don’t get the time to be running out to the store every time a person in your shop needs something. So then the apparent answer is you send someone to go out and do it. Unless you want to give that person a check every time you need something you have already established some sort of business credit line.
Commonly the business the credit line will have the person picking up the item sign an invoice to acknowledge the payment for their records and to give a second copy to your employee. It is your worker’s responsibility to give you that copy so you can pay the bill when it is due. Over time as the person doing your shopping becomes known to your suppliers, then the chance for abuse grows.
When it is time for you to the bill, you should observe it cautiously. This is your chance to check and see if something is going on that shouldn’t be. Check the invoice for unusual information and things like the date of the purchase was made and time did they make the purchase? Was the purchase made during normal company hours or was it after? Often such fallacious purchases are made on a weekend. People that abuse your trust many times will try to do things after hours and tell the vendor about working late.
There are certain steps you can do to avoid the problem. Most vendors hold a card of official signors from your company. That way if you spot a signature you do not recognize the vendor can be held reliable for granting the purchase. It will still be your responsibility to handle the employee and their conduct. You can also ask the vendor to send copies of all invoices to you so that you can verify all purchases. You can communicate clearly to all employees that you do check all the statements and invoices from your vendors but don’t make it sound so threatening though.
Nearly all employees would never be regarded as abusing the faith given to them by an employer but there are always certain one that feel they can get one over on the boss. They could want to get back at you due to not giving them a promotion, or being disappointed about something. The point of course is that it does happen but it can be prevented before it happens.
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