How Should We Handle a Senior Employee Submitting Fake Bills and Misleading the Team?

Dear All,

We have an employee at our Lucknow location at a senior level who has submitted fake bills for expenses and also submitted bills for travel that did not occur. We have already sent an email requesting an explanation, but he has failed to provide any justification and has repeated the same behavior in the following month. Additionally, he is misleading his team members about the company and not complying with company policies.

We need to determine if we can issue a termination letter based on the above case. Please provide guidance. If possible, could someone draft the content to be included in the termination letter?

Regards, Kumar Nair

Dear Kumar,

The most appropriate way is to serve him with a show cause notice for submitting fake bills, set up an inquiry team, file a charge sheet against him if found guilty, and take corrective/disciplinary action. If required, you may suspend him while the team investigates the matter.

Regards,
Rahul

Since the person is a managerial cadre employee, you need not strictly adopt all the procedural steps applicable in disciplinary proceedings pertaining to the case of workmen. Conduct a discreet/fact-finding inquiry into the alleged misdeeds of the employee by a superior cadre person and obtain his findings. If the management is satisfied that the allegations are true based on substantial documentary evidence, call for an explanation from the delinquent and then terminate his services.

Dear Kumar, As Mr. Umakanthan has suggested, it is not mandatory to strictly follow disciplinary procedures in this case. However, it is necessary that you follow the Principles of Natural Justice:

1. Give the employee adequate opportunities to provide explanations.
2. Conduct a fair and just inquiry through a neutral, unbiased person.
3. Arrive at a proportionate quantum of punishment.
4. Communicate the findings of the inquiry and the punishment imposed to the employee.

Since this is an integrity issue, you can allege and prove a loss of confidence, which will be adequate for stringent punishment. However, ensure to collect all relevant evidence and witnesses. Please also ensure to give notice pay if you are terminating without notice and complete the full and final settlement on the same day.

Shailesh Parikh
[Phone Number Removed For Privacy-Reasons]
Vadodara