1. MR to fill up Travel Expenditure Form and should take approval of Sales Director for his region and then submit the same to Finance for claim.
2. MR is always given cash advances for his expenses and allowances.
3. MR is given fixed daily allowance and reimbursement of expenses at actuals.
4. Allowable expenses include taxi charges, phone expenses, Gifts given to Doctors to promote products and any other legitimate business expense.
5. Gifts to doctors – Many MRs prefer to gift doctors with electronic appliances or a good Zodiac Tie. Gifts promots pharma company's brand solidly in the hospital and medicine market.
I was also drilling down gifts made to Doctors. After about 20 reimbursement claim vouchers, Mr. Pradeep Kumar Pande (name changed) (who dry cleaned all his inner wears everyday in a Five Star Hotel), claimed Rs. 19,200/- as reimbursement after consuming his initial advance. That suspected my mind with the questions – "how and Why one employee spent 20 K from his pocket?" "Why was he given less advance?" "Why he didn’t pay large expenses by credit card – I mean no sensible person would carry cash of 40000 while travelling.". I believe these questions must have triggered in the mind of Finance executive if he was a hardcore accountant. But then he may not be able to challange due to departmental barriers.
But, while analyzing list of doctors who were gifted with electronic appliances, it was observed that Dr. H. M. Bangali (name changed) was given two microwave ovens in a single week by Mr. Pradeep Kumar Pande!! Now…that was the poor mistake made by Mr. Pradeep Kumar Pande, Jr. Medical Reps. During investigation and interrogation by Accounting Department with Sales VP, Mr. Pande confessed the fraud.
The audit was completed after submitting specific remarks on reimbursement policy and internal controls in the Audit Report. But that actually triggered to frame out centralized purchasing policy of gift purchasing. Gossips were also chewed that few Medical Reps (ladies especially) that they get tired with heavy weight gifts and unhappy to carry 10 gift boxes. It was also heard that few MRs made tie ups with Chaywala to keep those 10 boxes or Junior Medical Reps were exploited by expecting them to carry gift boxes with seniors.
Fraud Summary Line – One Medical Representative of a pharmaceutical company gifted Two Microwave Ovens to a single Doctor/physician in a single week!!
“Honesty is the best policy when there is money in it.”
Disclaimer – As per Chartered Accountants Act, 1949, information obtained during the course of audit is confidential and cannot be shared or published without specific approval from the management. Writer of the blog is a qualified Chartered Accountant and only intend to share the fraud cases. The fraud case referred above should in no case be construed or perceived as specific to any company/organization/legal entity/association of persons/any individual. The purpose of blog post series on fraud is only for the purpose of brainstorming. Any action/inspiration based on this blog post which lead to any fraud, will be the sole responsibility of the user. Writer of the blog is a person with highest standards of ethics and honesty.