Feeling Trapped: How Do I Protect My Career Amidst Unfair Invoice Allegations?

Dear Members,

I work in a mid-size company and am responsible for business development. I was asked by my reporting boss to raise an invoice for a business transaction that has not occurred. He compelled me to send an email to our billing department requesting the invoice. Although I did send the email internally, I personally informed the concerned parties not to raise the invoice as the business had not taken place. To this date, the invoice has not been raised.

On February 11, 2009, while in the office, our CFO called me to his cabin at 6:30 pm and instructed me to take official leave for seven days, from February 12, 2009, to February 18, 2009. The reason given was the need for an independent inquiry into discrepancies in the invoices. However, this information was provided verbally without an official letter.

I was shocked and felt humiliated as I have always prioritized company integrity and ethical conduct in carrying out my official duties.

At present, I lack any records to prove my innocence, and I am at a loss. My 18-year professional career is at stake. Despite raising concerns about my boss's ineffective behavior to the management, he continues to operate within the system.

I am emotionally distraught as I am facing consequences for being honest in my work and dedicated to the organization.

I am seeking advice on what steps I can take instead of waiting until February 18th. What impact will this situation have on my future career?

Thank you.

Dear Rekha,

When you wrote an email to the billing department, did you CC your manager? You could have added a sentence stating that you are sending the email at the behest of your manager.

Whatever has happened has happened, but it appears to me that it was a ploy to remove you from your job. You cannot be unfriendly with fish while in the water, and you cannot remain in a job if your superiors are unfriendly with you. Secondly, it appears that your company is unprofessional, wherein systems and processes are not stabilized.

During the inquiry, your company should give you the freedom to defend yourself. If they don't do this, the inquiry will be vitiated and can be treated as null and void. When your manager had told you to write an email, you wrote to the billing department. So, this is not disobedience per se. However, if your manager has given oral orders and washes his hands off of having done so, then you have no defense.

If they don't follow these principles of natural justice, you can approach the Labor Officer of your area. The Labor Officer will treat it as an industrial dispute and will call both parties to try to settle the dispute. If the dispute is not resolved, you can approach the labor court.

Approaching the labor officer or court is quite a messy and nasty affair. You should be prepared for the long haul. My general knowledge says that in Bangalore, the average labor case lasts for around 10 years.

Ok...

Dinesh V Divekar

Dear Rekha Murli,

From the limited knowledge of this case, I can analyze the following:

You have committed procedural mistakes while discharging duties. In the 1st paragraph, you generated the mail as per your boss's instruction. Why then did you inform the concern not to raise it? In fact, if the instructions for generating fake bills are for the company's benefit, why did you try to stop it? By doing so, you put both your boss and the billing department in an uncomfortable position. You have invited trouble. Now, the official leave, etc., are procedural parts, and the ethics point has been nicely addressed by the above two (Badlu & DVD). Since the records and ethics are against you, the only way out for you is to apologize to your boss and close the matter as soon as possible.

Dear Seniors,

Thank you very much for your valuable suggestions. I am surprised by the limited support available in our corporate world. While we aim to avoid incidents like Satyam's, we find ourselves caught in the systems that surround the corporate environment.

I am still grappling with the company's ethics. I simply strive to be honest in my work, a principle for which I am now bearing the consequences.

Regards,
Rekha Murali

Hi Rekha,

To put it simply, if you are performing your duties honestly, then don't worry, nothing will happen. Wait for your official leave, enter the office, and act as if you don't know anything about the issue. If your CFO raises any queries, just stay calm and answer. Perhaps the instructions to raise the invoice were given by your CFO.

If you are asked why the invoice has not been raised, explain that you sent an email for approval but wanted to confirm again as the transaction did not take place.

If questioned about why you sent an email to raise the invoice without a transaction, respond straightforwardly that you sent the email based on approval but held it due to the lack of a business transaction.

Rekha, only explain what you know and what you have done. I don't believe this will jeopardize your job if you have a good career record.

To simplify further, if you lose this job, remember there are plenty of other job opportunities available.

Thanks,
Pandey

Dear Rakeha,

I agree with Dinesh; you should have marked a copy to your boss as well. Whatever happened in the past is done; let's focus on the future. Why don't you approach the Managing Director of the company, explain your situation, and seek his intervention?

Regards,
Srikanth

Following Krishna Kumar Pandey's advice, when you have to choose between right and wrong, always prioritize peace. You must acknowledge your apologies to the management in the manner Mr. Pandey expressed.

Partho Ghosh

Respected Members,

I tried out all the ways. First, I wrote to the management/chairman of the organization stating the minutes of the proceedings and also apologized, stating "this was done under the influence of oral instructions; I do not have anything in writing to prove my innocence."

Yes, I bought peace by talking to my reporting boss, and then I said I would report at 9.00 am sharp on the 19th. He said OK. When I reached the office at 8.55, he told me to speak to the CFO. I waited until evening before I could speak to him, and he asked me to continue on official leave until Tuesday when they would have a review meeting where the Chairman would also be present, and they would decide on this.

As of now, I presume that I have no other options but to wait until Tuesday.

Everything is surprising to me, and each day I am breaking out emotionally. Each day I come out of the house and spend the whole day on the street, not knowing what exactly life is onto. I cannot tell this to my family, as they will not let me continue my professional career. I am really at a fix.

I trust my experience would be a lesson to a few out there struggling hard for a professional career.

Best of luck to all!!!!

Hi Rekha,

It seems that you are in a real problem. Since you have been told to go on leave without anything in writing, there may be a possibility that after you join again, they may ask you for the reason for your absenteeism without information. Give a thought on this issue as well.

In the future, do remember to quote the reference of the person who has given the oral instruction to do some work and mark a cc to the same person. So you are safe.

All the best. Do tell us what has happened to you.

Regards,
Harshad

Dear Rekha,

Your situation is indeed a bit disturbing and shattering. But do not worry, just carry a brave professional look.

The observations are:

1. For intentional verbal instructions by a boss, carry out his orders but mark a copy to him. A cc to him saying, "as advised" would have helped.

2. The matter is serious given your forced leave. Just write a polite but professional email to your Chairman explaining the circumstances and your feelings. Request an audience from him. Keep your email simple, straight, unemotional but non-complaining. Add that you have the highest regard for him, professionalism, and business ethics. Say that you support any fair inquiry if it is deemed essential and you will give your utmost cooperation. Also, explain the process/past of raising invoices in the past under this boss. Emphasize your integrity, honesty, and professionalism and that truth and ethics should prevail, come what may.

3. Rendering an apology is not the right move. That may prove your guilt. If you render an apology, indicate that it is for any unintended error on your part that the management feels occurred. Emphasize your long years of service, loyalty, and dedication over these years. Emphasize the need for better systems and procedures that will help weed out this problem or similar problems. Apologize for your late suggestions regarding this.

4. Be careful not to criticize your boss or the CFO. They are senior and more powerful. Just narrate the sequence of events and why you did what you did. Indicate that no dishonesty was meant and you, for one, will not like to ruin your career. Explain the circumstances and your respect for the boss - "The boss is always right."

5. Anyways, start looking for another job even if the dust settles. This could be a blot on your integrity, and the message will spread in your office. Just maintain your calm and a stoic personality.

7. Request that your integrity, honesty, loyalty, and dedication not be questioned. Say that you stand by them steadfastly. If there is an error of judgment on your part, you kindly be excused.

You seem to have offended your boss even if he is wrong. His ego may have been hurt. Once you sent the email, you should not have informed the billing department not to proceed. You have contradicted yourself, your boss, and your department. He may slap insubordination upon you. The invoicing may have some other sensitive story behind it that only your boss and his boss know. Perhaps, that is why he did not give the instructions in writing to you - just not to make it evident or simply to save his skin. The CFO may be trying to settle scores with your boss or trying one-upmanship on him. Situations could be many.

Last of all, never show you are shattered even if you are. Put up a brave, unemotional front. Sympathies or sob stories do not work here. There are many ups and downs in life, but you emerge victorious over time. Time is the best healer. Things may just spring back to normalcy here; you never know. But confidentially, keep applying for another job to safeguard your interests.

Be ready to be warned in writing, or put on observation/probation on conduct/integrity, suspension, or simply be dismissed. Keep your cool while facing any of the situations. You may want to quietly walk off and take your settlement.

You are presumed to be a part of the management after 18 years in service. Any relief or redressal would not be under labor laws but would typically be a civil suit. That should not be intended as Court cases take decades to settle in India. Then part of the onus of proving circumstantially or via leading evidence/witnesses in Court may lie on you. Don't think of taking this option (unless you are hell-bent) as it is too stressful/tedious/expensive.

Try for new job avenues. Do some explaining at home, slowly and steadily. They would be caring and would understand your predicament. Family is often the most supportive in hard times. As long as you are honest and conscientious, you will tide over. You may pay the price for an error of judgment though.

Better days will come soon, so do not worry.

Take care..

Rahul