|
Audio Asylum Thread Printer Get a view of an entire thread on one page |
For Sale Ads |
209.250.112.162
A mechanical contractor called me on Thursday asking me to pull the file on a rather large job and submit a summary of the warranty info on all of the equipment for the building owner. Lots of work, and thus the Saturday morning office visit.After going through the Buy/Sell (invoice) file I found, buried in the back, an invoice for a residential-style furnace, A/C condenser, A-coil, and various appurtenances relating to them. Nowhere in the job file was this unit ever mentioned, nor would it be needed on this type of job.
Here's the dilemma. The signature & PO on the invoice was from the retiree whom I replaced, who just so happened to be asking me for prices on very similar equipment around about the same time. On the invoice the bookkeeper has written, "Added cost or billable?", to which he circled "added cost". This is a huge job, and the cost on these items is negligible (and easily hidden) in this type of a project.
So, I think I found something, but my direct boss is (was) the retiree's long-time friend and co-worker, and if I bring this to his attention things could get a little "awkward" around the office if everything is not on the "up and up". There's no way he (my new boss) would have ever found this as he doesn't dig into matters such as this.
I'm thinking of letting it go, "water under the bridge" and all that, but now that I am aware of it, if it's unethical, does this make me an accomplice?
Advice?
Ergo grex, ergo sum.
Follow Ups:
I would suggest taking the papers you found to your direct supervisor and ask him "What do you make of this?" You have your suspicions, as outlined here, but there may be a legitimate explanation, and you needn't reveal them. Just show the files to the boss, and let HIM reach his own conclusions and act as he sees fit. That way, you've done the right thing, and the people involved (retired co-worker, boss, customer) can sort things out among themselves.
"Music is the medicine of a troubled mind." -- Walter Haddon, 1567
You say your boss would have never found this but do you really know that he wasn't complicit in it? It WAS his friend, after all. Tread carefully as Dave says.
Bill's Audio Cave
if they are asking for all of the warranty info, why not just include the info on the questionable stuff and let them "discover" it themselves? Takes you out of the equation and avoids the confrontation issue.
"Man is the only animal that blushes - or needs to" Mark Twain
... as the "they" you are referring to are "outsiders" and not company personnel. If "they" were to "discover it for themselves" the likelihood is that the relationship between the company and "they" will be damaged via a loss of trust/credibility and, there's also no guarantee that "they" won't discuss the problem with others.Nope - this is a situation that must be dealt with internally in order to exercise some form of "damage control".
The other problem for scm if he were to do nothing, would be the "awkwardness" he would experience in any future dealings with this "they" group.
Legally, the company would be liable for the actions of any employee indulging in fraudulent billing - even though he no longer works there - they, in turn, would still have recourse against the culprit.
The company, in "owning up" and by making full restitution to the client, will still be at some legal risk - as restitution does not mitigate the legal risk - but, if handled correctly with the client, should see the issue put to bed.
Never underestimate the impact of "inter-client dialogue" - it has sunk many a company before. Bad news travels at the speed of light!
DevillEars
Absolutely correct - I was thinking (incorrectly) that their customer had been the one who "buried" the cost rather than Jim's Company. Then it's like a printer taking home some paper or a restauranter taking home some wine. On a larger scale, of course.If, the former employee is the one who benefitted and Jim's company the one that "lost", then, by all means.
I agree that complete and total honesty is the byword. Reputations take years, even decades to build and can be destroyed in seconds.
"Man is the only animal that blushes - or needs to" Mark Twain
"Oh, damn!". Information you wish you didn't have. But like feet's, I feel Devil E has done an admirable job of clearly stating what you should do. Sticking to the facts seems to be the easiest way of avoiding, or at least minimizing, any possible problems when it comes to office politics. Not necessarily easy, but dispassion has a way of rising above politics in such situations.Good luck. No one is envious of your situation, but in my limited dealings with you, your integrity has been obvious. You certainly don't want to change that and I feel confident you won't.
but I agree with DE on this matter, simply because in that situation I know that I WOULD (and justifiably, in my view) feel like an accomplice if I was aware of an "irregularity" that disadvantaged someone, and was in a position to - but effectively chose not to - do anything to correct the situation..."Tact and diplomacy" are likely to be needed here, but I think DE has given a fairly credible general line of approach that could be followed...
Bill.
Bring it up to him in a courteous, professional way. If the boss says let it go, go along with it and don't question it, and forget about it. To CYA make a written record of his direction to do so and file it away in case it's ever questioned by higher-ups. Chances are it won't, in which case don't let it bother you; you've done your job and can't be held responsible.
Best regards,
There are two internal "parties" with a stake in this situation:1) Your boss (and his affiliation with the "culprit")
2) Your companyYour allegiance (by contract, in most cases) is with the company and NOT with the boss - so, you are legally (and ethically) bound to bring this to the attention of management.
Can you imagine the damage to your company that would result if this was made public? Credibility and Trust, while taking a long time to "earn", can be destroyed in an instant.
In this situation, once informed, your company's management should contact the client that was "over-charged" and explain that - due to an oversight - some equipment was mis-billed and then pass a credit for the amount. They can explain the delay to the "fact" that the error was only detected during an audit.
So, my recommendation is that you document:
a) The situation (facts, not your suspicions)
b) How you came to discover it
c) The possible ramifications to the company if made public
d) A "solution" to the problem from the client perspective (credit)Obviously, the company will either have to bear the cost of this "over-charging" and/or seek restitution from the "culprit".
In many cases such as this, companies usually "take the hit" as any legal proceedings against the ex-employee carry a risk of the situation becoming public knowledge with the implications thereof.
Whether or not you include any of these "options & implications" is up to you.
As far as your reporting channel is concerned - you owe it to your immediate boss to not "go around him". Do not talk to him about it - just prepare a memorandum (CYA) and make an appointment to see him.
At the meeting, hand him the memorandum and give the opportunity to read and digest. If he indicates that he wants to "ignore" the matter, then point out to him the risks to the company if the situation were somehow discovered by auditors, etc.
Then, if he insists on a "cover-up" tell him that you are ethically-bound to then report the matter to his superior.
Not easy, is it? But at least you'll be able to shave and look that other fella in the eye when you do...
DevillEars
... they should, if they exist, include the courses of action open to employees in situations such as this one in which you find yourself. I work for a US-based multi-national IT company and we are required, as a condition of employment, to use a CBT to re-familiarise ourselves with Corporate Ethics Policies, Guidelines and Procedures once every year around November/December. The CBT has a required minimum pass level of 80%! Passing is a pre-requisite element of each employee's annual salary review process - so, fail the Thics test and no increase - quite an incentive... :-)In our case, the reporting channels are very explicitly defined and DO NOT include communication up the "chain of command", but require formal communication DIRECT to the Office of the Corporate General Counsel.
Of course, the IT industry does operate in areas where they may have access to sensitive information - which tends to further complicate the issue...
Whatever the situation regarding company Ethics Policy, I would still submit the "report" in the form outlined in the post above.
DevillEars
This post is made possible by the generous support of people like you and our sponsors: