Rebounding from ethics and fraud issues is time-consuming and costly. Nonprofit organizations do struggle to obtain damages, and some may never fully recover from the long-term damages of fraud and ethics blunders. Fraud occurs by both organizations as well as by employees for personal gain and abuse of power.
Some people may think that audits tend to cost nonprofit organizations more than the cost of many of their accountants or internal financial staff. However, this ignores the fact that unnoticed fraud and abuse causes many tangible and intangible damages to an organization.
What easily shocks me and perhaps other managers is the high number of nonprofit organizations that are without ethical training of any kind. They may have a piece of paper that floats from one end of the business to the other, or maybe it too often lands in the circular trash file. By not teaching ethics, employees do not apply or practice ethics.
Nonprofit organizations also generally need to do a better job of judging conflicts of interests. Are your directors or managers fielding people to your organization or getting a kickback or payoff? Is there a conflict of interest? How does hiring of employees occur? Is a manager or director only hiring personal contacts?
Here is an example of where ethics and boundaries create issues in nonprofit organizations. A department head runs a side business and hires the side business staff to the nonprofit department. The result is that the nonprofit simultaneously employs staff working for the department head’s side company. The department head has the nonprofit pay for all education and training provided to the department head’s side business staff that the nonprofit simultaneously employs. The side business competes for the same market customers as the department, or for which the department could easily add due to staff talent. Nonprofit staff joins the side business. What is the problem with this scenario? The problem is that this is taking advantage of the nonprofit, in addition to being a conflict of interest that manifests in customer poaching. It is an issue of loyalties. The conflict of interest issue triggers the question, who is really benefiting whom?
If you have an internal store, or consulting arm to your nonprofit, this scenario is exactly why you want to have an ethics policy, procedure, and annual required training in your organization. What is the director or manager’s relationship with other managers that are coming into the department?
Is the hired employee loyal to the nonprofit or to a conflict of interest? A conflict of interest can be personal, such as a relationship or friendship. It can also be substantive, such as an employee of a director or manager’s personal side business. It is time to look at your conflict of interest policy. Are your managers and directors accountable for ensuring that they do not mix your nonprofit business interest with their personal or business interests, especially for personal gain?
A manager or employee who diminishes small unethical behavior tends to escalate behaviors because the act, to him or her, is not so big; these histories lead to more troubling acts and larger ethics problems.
Another general problem within a nonprofit is cash control. Do you know what is done to ensure cash control? How does the marketing manager or event manager account for funds raised at events? Does your organization have operating procedures? These controls are management controls. More and more organizations are realizing that fraud occurs in many forms.
Fraud can also be a theft of funds or actions meant to defraud. Theft of assets can be hidden in accounting records in not so discrete ways. Fraud off the books can occur with anything ranging from loss of cash sales to cash donations.
Some key indicators of fraud and ethics issues are:
- Missing or destroyed records or documents. An Employee may inquire into a history, for instance, 10 years of records, only to discover there are no records or significant histories of records are gone. They are told about a computer record system, but no one knows the login or password and those records are also gone. This reflects a common control problem. Lost passwords or not tracking passwords of the internal record system can generate unnecessary and time-consuming work. If 10 years of records were stored in an online location or other system, if a department is not rigorously keeping up on password changes, a significant data loss occurred. Without adequate records, a nonprofit will not be able to pass state audits or other independent audits.
- Management wants little to no detail in purchase orders, receipt records, or AP records. Accounts payable fraud is challenging for organizations. An employee from a culture of controls will likely record why there is a price differential between purchases and activities, even small amounts, to prevent fraud. When a price differential occurs between the same or similar purchases, sometimes it is due to a discount, such as a service quality discount, and this does not always show up on a receipt. Too many returns, voids, and refunds internally can also signal a fraud problem.
- Organization has a very high staff turnover. Is the organization really a victim of the economy? This is where an organization’s representations in interviews to job candidates can get them into trouble. If a candidate asks whether the organization’s staff loss is a layoff, a representation that it is not a layoff, or that it is positive, can be fraud, depending upon your employment state law, because the employer is intentionally or negligently misrepresenting the financial status of the nonprofit to the candidate in order to induce a candidate to accept employment. It is best to be honest about layoffs when asked. If your department has a staff turnover problem, look at job analysis and organizational development to increase engagement. This may also help to prevent fraud and ethics issues.
- No standard Code of Ethics exists in the organization. Alternatively, if the Code of Ethics exists, fraud and ethics issues arise when it is not enforced or taught and applied in an annual required employee training.
- The Conflict-of-interest policy is inadequate or not enforced. The organization may lack proper screening questions in a standard hiring process.
By establishing more management controls and teaching the Code of Ethics and Conflict of Interest Policy annually, your nonprofit will be less likely to experience ethical issues, fraud, and any conflicts of interest.





















