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How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

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Webinar series from FraudResourceNet LLC on Preventing and Detecting Fraud Using Data Analytics. Recordings of these Webinars are available for purchase from our Website fraudresourcenet.com This Webinar focused on fraud detection using data analytic software (Excel, ACL, IDEA) FraudResourceNet (FRN) is the only searchable portal of practical, expert fraud prevention, detection and audit information on the Web. FRN combines the high quality, authoritative anti-fraud and audit content from the leading providers, AuditNet ® LLC and White-Collar Crime 101 LLC/FraudAware. The two entities designed FRN as the “go-to”, easy-to-use source of “how-to” fraud prevention, detection, audit and investigation templates, guidelines, policies, training programs (recorded no CPE and live with CPE) and articles from leading subject matter experts. FRN is a continuously expanding and improving resource, offering auditors, fraud examiners, controllers, investigators and accountants a content-rich source of cutting-edge anti-fraud tools and techniques they will want to refer to again and again.
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How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis June 18, 2013 Special Guest Presenter: Katrina Kiselinchev, CIA, CPA, CFE, CFF Copyright © 2013 FraudResourceNet™ LLC Copyright © 2013 FraudResourceNet™ LLC About Peter Goldmann, MSc., CFE President and Founder of White Collar Crime 101 Publisher of WhiteCollar Crime Fighter Developer of FraudAware® AntiFraud Training Monthly Columnist, The Fraud Examiner, ACFE Newsletter Member of Editorial Advisory Board, ACFE Author of “Fraud in the Markets” Explains how fraud fueled the financial crisis.
Transcript
Page 1: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

How to Catch Expense Reimbursement (T & E)

Cheaters Using Data Analysis

June 18, 2013

Special Guest Presenter:Katrina Kiselinchev, CIA, CPA, CFE, CFF

Copyright © 2013 FraudResourceNet™ LLC

Copyright © 2013 FraudResourceNet™ LLC

About Peter Goldmann, MSc., CFE

President and Founder of White Collar Crime 101

Publisher of White‐Collar Crime Fighter

Developer of FraudAware® Anti‐Fraud Training Monthly Columnist, The Fraud Examiner, 

ACFE Newsletter

Member of Editorial Advisory Board, ACFE

Author of “Fraud in the Markets”

Explains how fraud fueled the financial crisis.

Page 2: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

Copyright © 2013 FraudResourceNet™ LLC

About Jim Kaplan, MSc, CIA, CFE

President and Founder of AuditNet®, the global resource for auditors 

Auditor, Web Site Guru

Internet for Auditors Pioneer

Recipient of the IIA’s 2007 Bradford Cadmus Memorial Award.

Author of “The Auditor’s Guide to Internet Resources” 2nd Edition 

Copyright © 2013 FraudResourceNet™ LLC

About Katrina Kiselinchev, CPA, CIA, CFE, CFF

President of Inclusivitie, We Do “SMART”

Integration Partner with IDEA

Experience across industries, audit, fraud, and value

Achieved Value of $5+ Million & ROI of 2000+%, which 

included using IDEA’s SMART Analyzer .

Adjunct Professor at Georgia State University

Specific Frauds in P‐Card & T‐E (Airfare, Mileage, Overstated)  

Page 3: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

Copyright © 2013 FraudResourceNet™ LLC

Webinar Housekeeping

This webinar and its material are the property of AuditNet® and FraudAware®. Unauthorized usage or recording of this webinar or any of its material is strictly forbidden. We are recording the webinar and you will be provided access to that recording within five to seven business days after the webinar. Downloading or otherwise duplicating the webinar recording is expressly prohibited.

Please complete the evaluation to help us continuously improve our Webinars.You must answer the polling questions to qualify for CPE per NASBA.

Submit questions via the chat box on your screen and we will answer them either during or at the conclusion.

If GTW stops working you may need to close and restart. You can always dial in and listen and follow along with the handout.

Copyright © 2013 FraudResourceNet™ LLC

Disclaimers

5

The views expressed by the presenters do not necessarily represent the views, positions, or opinions of FraudResourceNet LLC (FRN) or the presenters’ respective organizations. These materials, and the oral presentation accompanying them, are for educational purposes only and do not constitute accounting or legal advice or create an accountant‐client relationship. 

While FRN makes every effort to ensure information is accurate and complete, FRN makes no representations, guarantees, or warranties as to the accuracy or completeness of the information provided via this presentation. FRN specifically disclaims all liability for any claims or damages that may result from the information contained in this presentation, including any websites maintained by third parties and linked to the FRN website

Any mention of commercial products is for information only; it does not imply recommendation or endorsement by FraudResourceNet LLC

Page 4: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

Copyright © 2013 FraudResourceNet™ LLC

Learning Objectives

6

How to Detect Common T & E Schemes 

Double Reimbursement

Corporate Credit Card Abuse

Innovative Hotel, Meal, & Airfare Ploys…

Best Practices for T & E Fraud Deterrence & Prevention

Data Analysis Techniques for Detecting T & E Frauds Quickly

How to Formulate a T & E Anti‐Fraud Policy

Copyright © 2013 FraudResourceNet™ LLC

Agenda

Introduction

The Auditor’s Role

Fraud State of the Union

Dishonest T & E Fraudsters

Detection of Common Schemes

IM a Traveling Bandit Case

Planning, Data Gathering & Software Introduction

Discovery with DA: Is There Fraud at IMA Traveling Bandit

Red Flag Detection & Collusion 

Finding Fraud & Next Steps

Formulating  an Anti‐Fraud Policy

7

Page 5: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

Copyright © 2013 FraudResourceNet™ LLC

The Auditor’s Role

IPPF Standard 1210.A3

Internal auditors must have sufficient knowledge of…available technology 

based audit techniques   to perform their assigned work

Copyright © 2013 FraudResourceNet™ LLC

IIA Guidance – GTAG 13

Internal auditors require appropriate skills 

and should use available technological 

tools to help them maintain a successful 

fraud management program that covers 

prevention, detection, and investigation. 

As such, all audit professionals — not just 

IT audit specialists — are expected to be 

increasingly proficient in areas such as 

data analysis and the use of technology to 

help them meet the demands of the job.

Page 6: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

Copyright © 2013 FraudResourceNet™ LLC

Professional Guidance

Copyright © 2013 FraudResourceNet™ LLC

Fraud State of the Union

Source: 2012 ACFE Report to the Nations

Page 7: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

Copyright © 2013 FraudResourceNet™ LLC

Fraud State of the Union

Source: 2012 ACFE Report to the Nations

Copyright © 2013 FraudResourceNet™ LLC

Dishonest T & E Fraudsters

What They Do:

Create Fake, Vendors, Expenses, Receipts

Do Not Submit in Itemized Receipts

Submit Duplicate Expenses

Misclassify Expenses

Submit Personal Expenses as Business

Take Advantage of Multiple Decentralized Policies

Air/Car Allowance/P‐Card/Mileage/Hotel 

Create Travel Allowance “Credits” 

Take Advantage of Policies for 1st Class v. Economy

Take Difference for Personal Gain

Page 8: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

Copyright © 2013 FraudResourceNet™ LLC

Polling Question 1

What is the Frequency of Expense Fraud Cases in the Latest ACFE “Report to the Nation”

A. 6%

B. 30%

C. 15%

D. 2%

Copyright © 2013 FraudResourceNet™ LLC

Prevention & Detection of Common Schemes

Prevention:

Block Fake Receipt Sites

Block Vendors Not on Approved Listings

Block Certain Types of Vendors (P‐Cards)

Disallow Acceptance of Non‐Itemized Receipts

Implement Proper Segregation of Duties

Implement Automated Controls

Detection:

Continuous Monitoring Through Data Analysis

Compare Submitted Expense Report Charges v. Company Card Charges

Review Dates on Expenses Submitted for Non‐Working Days

Review for Proper Approver

Page 9: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

Copyright © 2013 FraudResourceNet™ LLC

Prevention & Detection of Common Schemes

Detection Continued:

Review for Expenses in Round Dollar Amounts 

Review Top 80% Spend by Individual, Vendor, Type

Compare Submission to Prior Two Expense Reports for Fraud

Request Travel Confirmations

Review Monthly & Annual Mileage for Driving Validity & Reasonableness 

Periodically Analyze & Review Gaps

Air/Car Allowance/P‐Card/Mileage/Hotel 

Copyright © 2013 FraudResourceNet™ LLC

17

Large Amounts of Data  Identify Red Flags Faster Increased Coverage Determine Trends Continuous Analysis Process Improvement

Data Analytics for Fraud:Tools You Can Use

Small Amounts of Data Delay in Identifying Red Flags Decreased Coverage Harder to ID Trends

Data Analytics Traditional Auditing

Show First View of IDEA

Page 10: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

Copyright © 2013 FraudResourceNet™ LLC

Case Study: IM A TRAVELING BANDIT

Initial Contact:

You get a panicked call from someone in AP.  They have reviewed T&E records for one department and found some alarming red flags.  They think the have a traveling “bandit” on the loose.

“Concerns about Unrealistic Mileage”

“Concerns about Employee with Triple Spend in Department”

“We Need a Data Analysis Expert… .. Massive Data”

Copyright © 2013 FraudResourceNet™ LLC

Polling Question #2

Which of the following is One Way to Detect T & E Fraud?

A. Block Fake Receipt Sites

B. Block Certain Types of Vendors

C. Implement Automated Controls

D. Implement Continuous Monitoring with DA

19

Page 11: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

Copyright © 2013 FraudResourceNet™ LLC

IM A Traveling Bandit

Allow All Vendors on Expense Reports

Allow All Websites on Co. Computers

No Segregation of Duties Between Approving & Paying

No Comparison of Expense Reports v. Company Card

No Review of Proper Approver 

No Review of Mileage Overlap and/or Reasonableness

.

Copyright © 2013 FraudResourceNet™ LLC

Software Overview & Introduction

Set Working Folder

Import Data

Check Control Totals

Page 12: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

Copyright © 2013 FraudResourceNet™ LLC

Auditee Communication:Planning for Travel & Entertainment Fraud

Walk‐through of Approvals, Approvers, Policy 

Procure‐to‐Pay Cycle 

Complete Audit Plan with Data Analysis Incorporated

Include  Different Types Alongside Consideration of Fraud

Copyright © 2013 FraudResourceNet™ LLC

Data Gathering for Data Analysis

Request All Meta Data Fields  & FilesEmployee ID, Type of Spend, $ Amount, Budget

Microsoft Excel 97-2003 Worksheet

Page 13: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

Copyright © 2013 FraudResourceNet™ LLC

Polling Question 3

Which of the following is/are important T&E fraud prevention controls?

A. Segregation of Duties Between Approver & Payer

B. Continuous Monitoring

C. Review of Mileage Overlap

D. Comparison of Co. Card Spend v. Expenses Submitted

E. All of the above

Copyright © 2013 FraudResourceNet™ LLC

Discovery with Data Analysis:Is There Fraud at IMA?

Initial Audits to Perform:

Approver

Approver Submissions

Expenses

Duplicates

Expenses v Co Card

Expenses v Budgets

Expense Type

Page 14: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

Copyright © 2013 FraudResourceNet™ LLC

Discovery with DA: Spend

Audits to Perform:

Approver Submissions

Summarize by EmployeeRed Flag #1: Approved 

Own Expenses

Copyright © 2013 FraudResourceNet™ LLC

Polling Question 4

Name a Test That IMA Should Run Initially 

to Identify Red Flags?

A. Depreciation Calculation

B. Address v. Employee

C. Expenses Submitted v. Co. Card

D. Review Co. Telephone Charges

Page 15: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

Copyright © 2013 FraudResourceNet™ LLC

Discovery with DA: Duplicates

Red Flag #2: Numerous Duplicates, Odd Amounts & Quantities 

Copyright © 2013 FraudResourceNet™ LLC

Discovery with DA: Expense v. Card, Expense v. Budget, Type

Red Flag #3:Expense v Co Card

100% Match

Red Flag 4:Expenses v Budgets

Red Flag 5:Expense Type

Page 16: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

Copyright © 2013 FraudResourceNet™ LLC

Finding Fraud & Next Steps

1)  Complete Summary of Data & Findingsa) Total by Each Type of Discrepancyb) Aggregate Discrepancy

2)    Determine Additional Tests to Run & Perform3) Discuss Findings with Owner Initially & Recommendations4) Complete Interviews with Employees 5) Review Gaps & Control Deficiencies & Provide Recommendations 6) Recommend Management Review for Cost v Benefit & Implement ASAP7) Determine if Client has Fraud Insurance Rider.  If not, recommend.8) Contact Insurance Carrier (if applicable) & Begin Claim Process.9) Contact Authorities & File Report.10) Determine if Prosecution is Viable e.g. Dollar Amount, Management, etc.11) Complete Report (See ACFE.com) 12) Complete Supporting Doc for Insurance Co. & Authorities

Copyright © 2013 FraudResourceNet™ LLC

Formulating Anti-Fraud Policy

Policy Statement: To Prevent & Detect Fraud… and No Tolerance

Definition of Fraud: Intent to Defraud & Personal Gain

Reporting Responsibilities: By Staff Level

Reporting Suspicions: Process & Avenues

Fraud Response Plan: Process Once Potential Investigation is Warranted

Policy Communication: Avenues & Frequency

Page 17: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

Copyright © 2013 FraudResourceNet™ LLC

Polling Question 5

Which of the following is/are Red Flag(s)/ Finding(s) Identified with IM a Traveling Bandit

A. 100% Match on Employee Expense Submissions & Co. CardB. Contracts v RatesC. Terminated Employees Receiving PaychecksD. Unreasonable Mileage

Copyright © 2013 FraudResourceNet™ LLC

Questions?

Any Questions?Don’t be Shy!

Page 18: How to Catch Expense Reimbursement (T & E) Cheaters Using Data Analysis

Copyright © 2013 FraudResourceNet™ LLC

Coming Up….

Ethics for Auditors: Understanding Current Issues in Financial Integrity June 26

Fraud Audit versus Fraud Investigation: Critical Distinction” July 10

Copyright © 2013 FraudResourceNet™ LLC

Thank You!

Website: http://www.fraudresourcenet.com

Jim KaplanFraudResourceNet™

800-385-1625 [email protected]

Peter GoldmannFraudResourceNet™

[email protected]

Katrina KiselinchevInclusivitie, LLC832-236-4778

[email protected]://www.inclusivitie.com


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