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FRAUD
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Presenters
Linda Giovannone, CIA, CGAP
Bernard J. McHugh, CPA, CISA
Roslyn Watrobski, CFE, CIA, CGAP
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Why are we here?
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Large, quick influx of cash
Pressure to see results, spend money quickly
Additional strain on shrinking resources
How Does ARRA Increase the Risk of Fraud?
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How does Fraud Happen?
Motive
Opportunity Rationalization
Motive
Opportunity
Rationalization
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Red Flags
A warning or sense that something isn’t right
Should lead you to take a closer look at the transaction
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Personal Flags
Weak ethics Wheeler-dealer personality Lack of stability Strong desire to beat the system Significant behavior changes Inadequate income for lifestyle
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Personal Flags
Highly material personal values Success equated with $ Highly self-centered Conspicuous consumers Careless with facts Hostile Exempt from accountability
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Personal Flags
Demand loyalty Have few real friends Inconsistent, vague or implausible
responses Schmoozer Employee has outside business
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Motive Flags
High debt Significant financial losses Excessive alcohol, drugs or gambling Extramarital affair Perceived organizational inequities Job frustration or resentment
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Motive Flags
Peer group pressures Fear loss of status Single parent College tuition Sick family member
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Opportunity Flags
Familiarity with operations Ability to override controls No periodic rotation of key employees No uniform personnel policies
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Opportunity Flags
Not independently verifying delivery or pricing
Lack of segregation of responsibilities
Organizations with no fraud training program
Dishonest or dominant management
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Opportunity Flags
Management does not emphasize the role of strong internal controls
Management does not prosecute or punish fraud perpetrators
Lack of independence of the Internal Audit function
Operating in crisis mode
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Opportunity Flags
Close association with vendors Vendor invoice going anywhere
other than accounts payable No documents to support invoices Not independently verifying delivery
or pricing
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Rationalization Flags
They owe me I’m overworked I do the work of two people They’ll never miss it I’ll just borrow it; I’ll pay it back I’m not really hurting anyone Everyone is a little dishonest
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Source: Open Book New York
NYS ARRA Funding
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Source: Open Book New York
Approved ARRA Funding
Amount Approved for State Spending
Payments and Contract Commitments
Available for Future Spending
$13.3 billion $10 billion $3.4 billion
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Source: 2008 Report to the Nation on Occupational Fraud & Abuse
7% or $1.45 billion
How Much Could Be Lost?
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Source: 2008 Report to the Nation on Occupational Fraud & Abuse
A study conducted by the Association of Certified Fraud Examiners (ACFE) consisting of 959 cases of occupational fraud found the typical fraud continued for two years before being detected.
How Long Does Fraud Go Undetected?
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Professional Skepticism
An attitude that includes a questioning mind and critical assessment of information.
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Questioning Mind
Why? Does this make sense? How do I know it’s so?
Show me! How can I verify it?
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Questions With Answers
Instead of:“Did you work for 40 hours on this
particular project?”
Try:“What did you work on last week?”
Then:“How long did it take?”
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Fraud Detection
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Source: 2008 Report to the Nation on Occupational Fraud & Abuse
Fraud Detected By:
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Source: 2008 Report to the Nation on Occupational Fraud & Abuse
Source of Tips
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Cost Effective Tool
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Document Flags
Inadequate, copied or apparently altered documents
Homemade or handwritten invoices and/or receipts
Similar or same invoice template used by multiple vendors
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Document Flags
PO Box, suite number, mail drop address
Multiple addresses for a single vendor
No phone number or fake phone number
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Document Flags
No TIN
Unknown company name
Company name includes initials or personal name
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Document Flags
No letterhead
Misspellings on document
Vague information
Missing documents or no supporting documentation
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Document Flags
Large dollar payments made with cash
Higher than usual quantities ordered
Unusual items ordered
Unexplained items on reconciliations
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Document Flags Sequential, inconsistent, or repeated invoice
numbers
Invoice figures do not add up
Recurring identical amounts from same vendor
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Document Flags
Round amounts or amounts under approval levels
Increased amounts to vendor for no apparent reason
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Document Flags
Invoices for desirable/portable items (e.g., laptops, cameras, cell phones)
Invoices for items you might find in your home (e.g., table, couch, carpet, air conditioner, microwave, tools)
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Document Flags
Invoice dates fall outside contract period or spending period
Items purchased that were not contained in the approved budget
Budget modifications made after the work was performed
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Document Flags
Invoices are not folded
Invoices have white-out
Invoices are not invoices (estimates)
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Contracting Flags
Restrictive or vague specifications
Low number of bidders
Regular bidders do not bid
Same vendor(s) repeatedly winning bids
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Contracting Flags
Bids from vendors not on an approved vendor list
Bids/quotes received from the same fax number around the same time
Similar letterheads of bidders
Large difference in bid amounts
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Contracting Flags
Unreasonable bid amounts (low and high)
Bid amounts slightly below approval levels
Unable to confirm bids with losing vendors
Separate bids for labor and materials
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Contracting Flags
Lowest bidder does not receive award
Lack of vendor contact information on bids
Bidder’s signature is the company name, not an individual
Unusual condition of bid document (e.g., cuts, rips, white out)
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Conflict of Interest Flags
Relationships between vendor and agency staff Vendor’s address or identification number
matches employee’s personal information
Relationships among vendors
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Bribes and Kickbacks Flags
Unjustified favoritism of a certain vendor
Unexplained increase in wealth of employee
Close socialization with or acceptance of inappropriate gifts from a vendor
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Why don’t people report their suspicions?
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Encourage Fraud Reporting
Conduct anti-fraud training to educate employees on how to recognize and report illegal conduct
Maintain open lines of communication among employees and management to bring questionable conduct to light before it develops into outright illegal activity
Impress upon employees that fraud acts will not be tolerated
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What If You Suspect Fraud?
Supervisor Internal Auditor State Comptroller
(888)OSC-4555
State Inspector General (800)DO-RIGHT
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Report Detailed Information
Describe the alleged wrongdoing Identify when the alleged wrongdoing
started and if it’s still occurring Identify who may be involved Identify other potential witnesses or victims
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Report Detailed Information
Identify who you may have already notified (i.e., supervisor or other agency/personnel or law enforcement)
Describe what evidence is available and where it can be found
Identify what laws or agency regulations have been violated, if known
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Why are we here?
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QUESTIONS