In the heart of Pasadena, a story unfolded as a stark reminder of the vulnerabilities small to medium-sized businesses (SMBs) face in internal fraud. Fraud is likely to strike those organizations where trust is high, and attention to simple fraud prevention is ignored or unknown. As a business ethics and fraud prevention speaker and consultant, I see, all too often, this story repeated over and over. Fraud can be prevented or, at the least, minimized. It doesn’t have to be this way!
You see, the Pasadena Chamber of Commerce, a seemingly robust and trustworthy organization, fell victim to a staggering embezzlement scheme that siphoned over $1 million from its coffers. This incident, involving Jamie Huffar, a former finance director at the Chamber, highlights a critical issue: the disproportionate risk of fraud SMBs face due to a blend of deep trust and inadequate controls.
Huffar, initially hired as a bookkeeper, ascended to finance director, a position she exploited to orchestrate a complex web of theft and forgery over five years, beginning in 2017. Her methods varied and cunning, from opening credit cards under other people’s identities to skimming profits from fundraising events. The stolen funds were spent on cosmetic surgeries, luxurious trips, high-end electronics, clothing, and premium seats at the 2022 World Series.
This case, involving a massive embezzlement scheme by Jamie Huffar, the former finance director, highlights the critical need for robust fraud prevention strategies in SMBs. Some of the solutions seem apparent, yet many below are ignored even though they are logical. So, what can be done to reduce the possibility of fraud?
Regular Audits:
- Importance: Regular audits are crucial in detecting discrepancies in financial records. They act as a deterrent to potential fraudsters within the organization. Yet, audits are not designed to detect fraud!
- Implementation: Engage external auditors for unbiased reviews. Surprise audits can be particularly effective as they do not allow time to manipulate records. The other critical item is that people don’t know the levels of attention that the auditors review. Fraudsters fear detection most…so the surprise is quite a deterrent.
Segregation of Duties:
- Rationale: When duties are segregated, the likelihood of a single individual perpetrating fraud without detection decreases significantly. In almost every circumstance where fraud is perpetrated, too much “trust” is placed in one person.
- Application: Divide financial responsibilities among different staff members. For instance, the person who authorizes payments should not be the same individual who reconciles bank statements.
Background Checks:
- Necessity: Comprehensive background checks can reveal past indiscretions that might indicate a propensity for fraudulent behavior.
- Process: Include checks of criminal records, credit history, and past employment verification. Simple though it may seem, having someone open the bank statements, credit card statements, or other accounts payable can provide a separate set of eyes that, simple as it may seem, is an effective prevention mechanism.
Continuous Monitoring:
- Advantages: Continuous monitoring helps in early detection of fraud, preventing significant losses. The number one way fraud advances is the fraudsters’ belief that they will not get caught.
- Techniques: Use software to track financial transactions and set up alerts for unusual activities. With the advent of new AI tools, this is becoming more impactful.
Digital Banking Tools:
- Benefits: Digital tools offer enhanced security features and easier transaction tracking.
- Examples: Implement online banking solutions with multi-factor authentication and real-time alerts. It’s particularly beneficial to have the alerts go to someone other than the primary financial representative of the organization.
Fraud Detection Software:
- Utility: These software programs can analyze patterns and flag transactions that deviate from the norm.
- Selection: Choose software that integrates well with your existing financial systems and is user-friendly.
Ethics Training:
- Purpose: Regular training reinforces the importance of ethical behavior and the repercussions of fraudulent activities. Most people assume that ethics training is boring and serves only to “check the box.” While this may be true for some…the programs I offer address the “why” people make poor choices. When we can remove the “Whys,” we improve the ethical actions of all.
- Methodology: Incorporate real-world scenarios and role-playing exercises to make the training more engaging and effective.
Whistleblower Policies:
- Significance: A precise and safe reporting mechanism encourages employees to report suspicious activities without fear of retaliation. Whether complicated or straightforward, whistleblowers are the number one way fraud is detected within most organizations.
- Implementation: Develop a confidential and anonymous reporting system and ensure that all reports are taken seriously and investigated promptly.
Response Plan:
- Essence: A predefined plan ensures a swift and organized response to fraud, minimizing damage. The three questions always asked are: (1) What did you know? (2) When did you know it, and (3) What did you do about it? The answers to these questions are critical to determining how the organization and its senior leaders survive.
- Components: The plan should include legal actions, communication strategies, and steps to prevent future occurrences.
Insurance Coverage:
- Relevance: Insurance can provide financial protection against losses due to fraud.
- Considerations: Evaluate different policies to find one that best suits your organization’s needs and risk profile.
Awareness Programs:
- Objective: Educating employees about the signs of fraud and the importance of internal controls can turn them into active participants in fraud prevention.
- Execution: Use workshops, newsletters, and regular meetings to disseminate information.
Inclusive Policies:
- Advantage: Involving employees in developing fraud prevention policies can lead to more effective and practical solutions.
- Approach: Encourage feedback and suggestions from employees at all levels.
Upon uncovering the overwhelming evidence, the Harris County District Attorney’s Office brought Huffar to justice, resulting in a 15-year sentence. This case not only highlights the personal downfall of Huffar but also casts a spotlight on the broader issue of internal fraud within SMBs. The Chamber, like many small businesses, placed immense trust in its employees, a trust that was exploited due to a lack of stringent checks and balances.
The COVID-19 pandemic further exacerbated the situation, allowing Huffar to delay audits and other financial controls and continue her fraudulent activities unnoticed. This case serves as a cautionary tale for SMBs, emphasizing the need for robust systems of checks and balances, including consistent audits and vigilant monitoring of financial activities.
In this case, prosecutors have advised organizations, especially those in the SMB sector, to implement more robust oversight mechanisms. These include regular audits, thorough background checks on employees handling finances, and the use of digital banking tools to monitor accounts, which are less susceptible to manipulation compared to traditional paper documents.
The Pasadena Chamber of Commerce’s experience is a powerful reminder of the delicate balance between trust and control in business. It underscores the importance of vigilance and the implementation of adequate financial safeguards to protect against internal threats. For SMBs, this incident is a wake-up call to reassess and strengthen their internal control systems, ensuring that trust does not become a vulnerability.
For those seeking guidance on navigating the complexities of ethics and AI in the business world or looking to bolster their organization’s defenses against internal fraud, I invite you to explore further discussions and insights. Feel free to reach out for speaking engagements or consultations to delve deeper into these critical issues and safeguard your business’s future.
