Message #80292

[claudiamag]

My advise would be document, document, document.  Get all approvals and requests in writting.

For example, I process expense reports for my boss and three of his direct reports.  They must all (including boss) provide me with receipts for EVERY expense and an explanation for the expense (i.e., business lunch regarding client XYZ, etc.).  They write this in back of every expense receipt.  I include a the receipt along with the explanation with the report which they in turn sign and then their direct boss approves.  Then I scan all this and send on to accounting for reimbursing.  If there is ever a question, I have the scanned copy for reference as to why they are requesting reimbursement of said expense.  I'm covered sign the employee and the boss signed their approval.

If its a matter of money being siphoned by some other means, again document any FACTS you may be aware of, such as on such and such day boss requested x amount for such and such.  It doesn't have to be done in a manner that suggests she is watching boss every move, but rather it could be done as a "reminder" that x amount was requested/given for accounting use.  I don't know if I am explaining that right.

If any of my guys request petty cash for anything, they must send me an email with they request and the motive.  Without that, I won't give them any money.  This is my back-up for accounting.

Its a  really tough situation.  Perhaps if we knew slightly more details as to why employee has these suspicions, we might be able to give metter advice.  Good luck to your friend.