acc 2011 meeting enemies at the gate · dentsply international inc. justin h. mccarthy ii 3 keep...
TRANSCRIPT
![Page 1: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/1.jpg)
ACC 2011 Meeting
Enemies at the Gate
Presented By:
Douglas H. Deems
Justin H. McCarthy II
Kurt C. Stakeman
![Page 2: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/2.jpg)
Assistant General Counsel and
Chief Compliance Officer
DENTSPLY International Inc.
Justin H. McCarthy II
![Page 3: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/3.jpg)
3
Keep Them Out: Background Checks
Detailed past employment verification
• Explain Gaps
Criminal and civil background checks
Credit history checks
Drug screening
![Page 4: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/4.jpg)
4
Keep Them Out: Reference Checks
Thorough
Actually check the references
Get secondary references
![Page 5: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/5.jpg)
5
Keep Them Out: Legal Risks
Fair Credit Reporting Act (FCRA)
Bankruptcy Act
State Laws and City Ordinances
• State Law Notice Requirements
• “Ban the Box”
![Page 6: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/6.jpg)
6
Keep An Eye Out: Tone at the Top
Management climate sets the tone
• Honesty and integrity
Clearly state message, repeat it often (and reinforce by example)
Survey employees
Fair goals and assessments
Make honesty, integrity, and compliance (and thereby fraud
prevention) part of management’s compensation goals
![Page 7: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/7.jpg)
7
Keep An Eye Out: Code of Conduct
Deliver clear message about policies and tolerated behavior
Should establish and explain reporting mechanism
Reporting hotline
• Should be anonymous
Third party vendor code of conduct
![Page 8: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/8.jpg)
8
Keep An Eye Out: Education
Zero tolerance policy
Provide training on fraud and illegal/impermissible conduct
• Do employees understand what is not permitted?
• Do employees understand consequences?
Explain steps company has taken
![Page 9: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/9.jpg)
9
Keep An Eye Out: Auditing
Frequent audits
• Divisions and individuals
• Surprise/random
• Internal and external best
Data theft
On-line data policies
• Monitoring
• Permitted activities
Self-reporting of criminal conviction
Annual records checks
• Need appropriate authorizations
![Page 10: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/10.jpg)
10
Keep An Eye Out: Enforcement
Follow through and investigate reported activities
Take prompt action following investigation
Decide whether and how to communicate corrective action
![Page 12: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/12.jpg)
12
Don’t Let The Intel Out: Minimize Those Who Know
Can I tell you something that has to stay in this office?
Did you hear that they brought in an outside lawyer and the
accountants?
Experience Hint: If you must have a meeting, make certain it is
discreet.
Word leaks out
• No wrong to find
• No evidence remains
• Computer files gone
![Page 13: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/13.jpg)
13
Don’t Let The Intel Out: Backup
Once You Have a Suspicion
• Secure computers and servers
• Mirror hard drives
• Minimize those who know
• Involve general counsel
![Page 14: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/14.jpg)
14
Reach Out: Goals
What records are relevant?
What do those records show?
What do witnesses and suspects say?
![Page 15: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/15.jpg)
15
Reach Out: Your Questions
Who?
What?
How?
When?
How much?
Must we report this? To whom?
![Page 16: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/16.jpg)
16
Reach Out: Outside Help
Outside counsel
• Experience in investigations
• Experience in criminal matters
• Report to general counsel
• Preserve privilege
Accountants
• Can they teach the police, a prosecutor, a juror?
• Do they have experience testifying?
Investigators
• Real interviewing skill
• Tell you which witnesses are deceptive
• Know ethical and legal tactics for admissible evidence
![Page 17: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/17.jpg)
17
Where Does It Come Out? Discharge The Employee
Quick, easy
Less expensive
More discreet
No meaningful message to employees about consequences
Experience Hint: Don’t stop too soon.
![Page 18: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/18.jpg)
18
Where Does It Come Out: Civil Action
Expensive
Less productive – they usually spend the money
Perhaps mandatory if data theft
Could impact any criminal case
![Page 19: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/19.jpg)
19
Where Does It Come Out? Criminal Investigation
Initial expense
Higher likelihood of publicity
Message to employees
Restitution more likely
Slow
Experience Hint: The accused finds restitution prior to sentencing.
![Page 20: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/20.jpg)
20
Where Does It Come Out? Civil Action
Criminal Timeline
• Discover theft
• Investigate
• Report facts to law enforcement
• Cooperate with police
• Let police make charging decisions
• Cooperate with trial
• Accept restitution
• Consider civil action
![Page 21: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/21.jpg)
21
Avoid The Fallout: Don’t Stop Too Soon
Discover minor problem
Discharge employee, accept restitution
Discover much greater problem
Police won’t help
Experience Rule: They will always admit what you know and don’t
recall anything else.
![Page 22: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/22.jpg)
22
Avoid The Fallout: Civil Before Criminal
Don’t bring a civil action too quickly
Police will not investigate someone you have sued
![Page 23: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/23.jpg)
23
Avoid The Fallout: Restitution
Don’t agree to restitution in exchange for silence
• Discover problem
• Suspend employee
• Employee’s attorney offers restitution if you agree to silence
• Employee doesn’t pay
• Employee alleges extortion, unfair trade practice,
compounding a felony
![Page 24: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/24.jpg)
Douglas H. Deems
General Counsel
The Claro Group, LLC
![Page 25: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/25.jpg)
25
Employee Theft Insurance: General Considerations
Many different types of insurance
Read the policy before any loss occurs
Modifications to the standard policy language
![Page 26: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/26.jpg)
26
Key Insuring Clauses
Employee Dishonesty
• Loss of money, securities or other property
• Sometime requires “manifest intent” by employee to cause
employer to sustain loss and obtain financial benefit for employee
Forgery or Alteration
• Loss from forgery of checks or other financial instruments
• Separate coverage insuring against forgery by third parties
Coverage generally applies to “employees”
Hint: Try to add endorsement which covers independent contractors if
they pose fidelity risk
![Page 27: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/27.jpg)
27
Key Insuring Clauses (cont)
3rd Party Conduct
• Premises Coverage
• Loss of money and securities inside the premises by theft, robbery or
destruction/disappearance
• In Transit Coverage
• Loss of money, securities and other property outside the premises
while in transit (may include home of employee if temporary)
• Computer Fraud
• Loss of money, securities and other property from use of computer
• Unlawful taking of money, securities of property resulting from a
unauthorized deletion or entry of data or change to data elements or
program logic
• Clients Property
• Client loss sustained by employee theft or forgery not in collusion
with such client
![Page 28: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/28.jpg)
28
Specialty Coverages for Financial Institutions
Financial Institution Bonds (fka Bankers Blanket Bonds)
• Most common is Form 24
• Covers losses “directly” caused
• Two lines of cases – “proximate cause” and “direct means
direct”
• “Direct means direct” – no coverage for insured’s liability to
third parties
• Dishonest or fraudulent acts by employee with the “manifest
intent”
• Cause the insured to sustain a loss
• To receive such benefit
• “Manifest Intent” often left to the finder of fact
• May differ depending upon jurisdiction
![Page 29: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/29.jpg)
29
Coverage For Investigative Expense
Very valuable for an organization
Generally “add on” coverage that has “sublimits”
Reasonable expenses of the Insured organization to establish the
existence and amount of a covered loss
Often subject to the Insurer’s prior written consent
Excludes internal corporate costs (e.g., company salaries, etc.) and
expenses of the insured’s clients
Hint: Try to add coverage to reproduce or duplicate damaged or
destroyed data or programs
![Page 30: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/30.jpg)
30
Loss Discovered or Loss Sustained Policy Trigger
“Discovery” trigger or a “Loss Sustained” trigger
“Loss discovered”
• Operates like a claims made and reported policy
“Loss Sustained”
• Operates like an occurrence policy
• Notice is often required prior to policy termination or a short time
thereafter (e.g., within 60 days thereafter)
Hint: Beware that gaps in coverage may exists if a company moves from
“discovery” to a “loss sustained” form
![Page 31: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/31.jpg)
31
Key Exclusions
Theft or Forgery by a partner/owner
“Second chance” exclusion
Loss of trade secrets/confidential processes
Known losses prior to placement
Loss sustained more than 60 days following
termination of the employee
![Page 32: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/32.jpg)
32
Preparing The Initial Claim Materials
Gather the right team for the job
Take the time to read the policy
Carefully review the notice requirements and discovery definition
Keep the insurer notified and “on side” with your approach
![Page 33: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/33.jpg)
33
Handling and Negotiating a Fidelity Claim
After notice, develop a comprehensive strategy
Duty of cooperation
Consider
• Communication protocols
• Regular meetings
• Web-based data and document management systems
• Document logs
• Request for written coverage position
Regular follow up with insurers
Don’t miss deadlines (Proof of Loss, Tolling Agreement)
Value of internal company resources
![Page 34: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/34.jpg)
34
Preparing and Submitting the Proof of Loss
Proof of loss
• Include narrative and supporting documents (e.g., policy report,
summary of investigation and key investigation documents,
copies of key statements taken)
Time usually dictated by the policy
Consider potential consequences of early submission
![Page 35: ACC 2011 Meeting Enemies at the Gate · DENTSPLY International Inc. Justin H. McCarthy II 3 Keep Them Out: Background Checks Detailed past employment verification • Explain Gaps](https://reader034.vdocuments.mx/reader034/viewer/2022051810/601ad7026c649f129f6b5620/html5/thumbnails/35.jpg)
35
Insurance Against Employee Theft: Final Questions
Does my Company have an insurance policy or fidelity bond that covers fraud or
theft?
Does it cover the major fidelity risks of the business?
Does it exclude any major risks of the business?
Does my Company have enough coverage for claims and investigative
expenses?