STANDARD agency will be responsible for any type
STANDARD OPERATING PROCEDURE Robbery/Snatching/Theft/Fraud PURPOSE: To establish procedures for discouraging Robbery/Snatching/Theft/Fraud cases & also safeguard cash, stock, goods & assets of Company. RESPONSIBILITIES: All employees are handling cash, stock, goods etc. , must ensure compliance with this Standard Operating Procedure (SOP). PROCEDURES: A. ROBBERY: 1.
All Branch Managers/Sub-Branch Managers/D. C.Managers will ensure before closing the office that all vans have entered in the branch, cash has been counted & kept in safe, security guards has taken their positions etc. 2.
Security guards should have different positions but the position is like that every one keeping an eye on other guard. 3. After office hour no employee or outsider will be allowed for entering branch premises. 4.
In case of emergency guard will take the permission first from head of the premises i. e. BM/SUB-BM/D. C. Manager. Having got the permission, person should be allowed to enter the premises.
5.During weekly holidays/gazzited holidays no one will be allowed to enter the office premises. If there is any need guard will call first to concerned manager (BM/SUB-BM/D. C. Manager) , take the permission then the person will be allowed to enter the office, otherwise guards / security agency will be responsible for any type of incident.
6. In case of robbery in the premises concerned Managers (BM/SUB-BM/D. C. Manager) will intimate to the Senior Management (DMD / Directors) (H. O) through his Departmental Head. Management will reconcile the lost stock & cash etc.
, then concerned Manager (BM/SUB-BM/D.C. Manager) will approach Police station for FIR , however he will inform the details including loss details to his departmental head in head office, who would subsequently take up the matter with Manager cash management (Mr. Arshad), for intimation to the Insurance Company regarding the loss. B.
THEFT: 1. Branch Manager/Sub-Branch Manager/D. C. Manager will be responsible for reconcilling the cash, stocks & goods etc. , on daily basis/weekly basis/monthly basis. 2.
Any type of shortage i. e. cash, stocks, goods etc. , will be treated as theft. 3. It is the responsibility of BM/Sub-BM/D. C.
Manager that if any employee do not deposit his short cash, stocks & goods within three days, concerned manager (BM/SUB-BM/D. C. Manager) will report to Senior Management (H. O) through his Departmental Head.
4. In case of sales return RSM/ASM/FM will be responsible to ensure that stock has been returned to the concern warehouse, otherwise RSM/ASM/FM will also be accountable alongwith TSO/Supplier. 5. It is the responsibility of RSM/ASM/FM that if any TSO/Supplier violate any rule / policy / SOP of the company which may lead to any loss to company , they will report it to the Senior Management (H.
O) through their Departmental Head, other wise they will be also held responsible. C. SNATCHING: 1. First of all, the Branch Manager will ensure that all the trade vans are fitted with strong quality safe and lock. 2. After receiving cash amount from one shop, the supplier will first drop it in the safe and then proceed to the next shop.
He will not carry cash for more than Rs. 1500/- for the purpose of change. Amount stolen in violation of this restriction will be paid by him.Request for deduction of amount from the supplier’s salary to be initiated by the respective Branch Manager, He will forward this request to business line manager who will further process it to the Accounts Dept.
3. The telecom TSO will not carry amount more than the authorized limit, that is, Rs. 30,000/-. Amount stolen in excess of said amount, will be paid by the concerned TSO to make up the loss.
The request for recovery from TSO’s salary will be initiated by the respective Branch Manager, He will forward this request to business line manager who will further process it to the Accounts Department. 4.If a robbery incidence happens, the supplier or the affected person will immediately inform to his supervisor and report the matter to the police in writing and get the receipted copy from them. In case if the supplier would face any problem in getting the FIR registered, then Security manager or his assistant in Karachi, while BM / SBM or his assistant in locations (other than Karachi) will help him & get it registered. 5. In any case the branch manager will inform the Security Manager (Head) as well as to all concerned in branch & H. O.
. 6. At Karachi, the manager security will himself carry out the investigation.If he is satisfied that the matter was beyond the control of our employee/s and all precautionary measures were taken, he will recommend the adjustment of loss to the Corporate Finance Department.
7. Corporate Finance Department will adjust the loss accordingly. 8. As long as the internal inquiry is being conducted (which is not likely to take more than two days), the affected person’s movement will be as per the instructions of security manager. The respective local sales manager / business line manger will make alternative arrangements so that the business is not affected. .
If the security manager considers that there is an element of doubt and involvement of our employee/s is likely there. As per his recommendations the matter will be reported to the police against our own employee. The complainant in such a case will be the Security manager or his assistant in Karachi / BM / SBM or their assistanst / immediate supervisor of the supplier/ TSO. 10. However, before reporting the matter to the police against our own employee, the approval from the DMD is mandatory. No such FIR could be lodged without written approval of DMD. 11.
In such case the DMD may ask HR to form a committee to review the case and give final recommendation for lodging the FIR against own employee/s. However, the whole process should not take more than 5 days. Final decission will be taken by DMD as per his judgement call.
12. For amount exceeding, Rs. 20.
000/- FIR will be required. For amount less than, Rs. 20,000/- a police roznamcha report will be sufficient for adjustment of loss by the Finance Department.
Fraud by Own Employees 1. In case of detection of fraud by our own employee, the security manager will carry out investigation.Depending upon the nature of fraud, he will be assisted by some expert of the department concerned, for example, if a TSO or supplier is found involved, the business line concerned will arrange a suitable expert person. 2. On the recommendation of the inquiry report, if the matter is to be reported to police, the BM/his assistant, will report the matter to the police. .
Similarly, if a cheque is dishonoured, the complainant will be BM/his assistant. 4. Security Manager, in consultation with the respective branch manager will arrange a lawyer to contest our case in the civil court if required.
5. The original documents of the cases will be maintained by the security manager at HO and a copy to be maintained at branch under the supervision of the branch manager. After the investigation by the Security Manager case will be sent to the Senior Management for further action. Senior Management will review the case and refer to HR.Department for internal legal action and to Security Manager for the action through the state authorities.
Format of Inquiry is attached. Key SM: Security manager FS: Field Supervisor SPVR: Supervisor BM: Branch Manager BLM: Business Line Manager CFD: Corporate Finance Department ASM: Area Sales Manager RSM: Regional Sales ManagerSUGGESTIONS FROM INSURANCE DEPARTMENT. -Construction of Strong Rooms in main branches and install Infra Red Motion Detectors connected to the security agency i. e. Brink’s, SMS. -Armed guards placed (24 hrs.
) on all branches & potential NWTs. -Iron safe fixed between the RCC walls in all Braches & NWTs. -Adopt double lock system for operating of safe. -Effective role of Security Guards placed in our premises. -Heavy Supplies being covered in 2 trips. -Maximum sale in first trip.
Concealed Safes in the delivery vans and monitor its maintenance -In NWTs Cash to bank is sent by the delivery van which has a built-in strong safe. -It is necessary all branches have hire the security agency for banking namely Phoenix/ SMS. -All Salesmen must keep cash in van safe -During the proceeding of sales van should not unattended in any case. -Keys of safe built in the delivery van should have retained in the depot. -Company Cash can not be carried on motorcycle / Reksha / Public Transport.