Employee Embezzlement

Jackie163 · ‎July 29, 2022

Hello,

I have an employee who was cooking my books and used various tricks to conceal their activities. I am now trying to uncover everything that was going on and so far I have found various things. For example, I've found forged checks cashed on the company account that were ones printed and then deleted (thank you deleted transaction log), which also somehow escaped reconciliation (this same employee did the reconcilations). I also discovered additions to the employees compensation such as unauthorized small pay raises and additonal custom compensation items (thank you employee compensation adjustment log). However, by hand I also have discovered other things - for example, this employee was occasionally deleting their medical insurance deduction from their paycheck, and further, their Vacation/PTO balance never seemed to run out despite taking more than 100+ hours of pto over 3 consecutive years when only being awarded 80 hours total over a year. In fact, their accural rate of PTO appears to have accrued a lot faster than would have been allowed by the 80 hour a year policy, and did vary quite a bit around the time that the check and wage fraud started.

I was wondering if Intuit has a guide for any reports it may have that can help uncover cooked books. I would be especially interested in anything like a log that would have recorded when and by how much Vacation/PTO accruals were changed and how I could assemble a report that shows when items like medical insurance deducations were missing from employee paychecks. Thank you for your assistience.

LieraMarie_A · ‎July 29, 2022

Hey there, @Jackie163.

I'm concerned about what you have gone through dealing with this employee embezzlement. I know how uneasy it can be when this happens. I want you to know that I'm here to help you run reports that will help uncover this crime.

I recommend pulling up the Employee Sick & Vacation History report. This report shows you the sick and vacation accrued for each paycheck, which allows you to determine how accruals were changed over time.

From the Reports menu, choose Employees & Payroll.
Choose More Payroll Reports in Excel and then Employee Sick & Vacation History.
Select Custom, then enter a From and To dates.
Click Get QuickBooks Data.

You may check this article for other related time off reports: Sick and Vacation Report for Employees.

Then, run the Employee Earnings Summary report. This one gives you the total earnings for each employee for a specific period. It also provides information how much is deducted from gross pay and for which taxes. Then, click on the amount under the Medical Insurance item to drill down transactions. This helps you identify when this item was missing from the employee paychecks.

Here's how:

Click the Reports tab at the top menu bar.
Hover your cursor to Employees & Payroll, then select Employee Earnings Summary.
Choose the date range.
Click on the amount under the Medical Insurance item. This will open the Transactions by Payroll Item report.
Under the Amount column, you can pinpoint which paychecks the item is zeroed out.

You'll also want to save the current customization of your reports. This way, you can access them right away later on.

Try that out and let me know how it works for you. If you need any help with running payroll reports, please don't hesitate to reach back out to us. We'd be happy to help. Have a wonderful day!

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