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Credit CardsHaving been in the bookkeeping and retail business for more then ten years, I have seen a lot of credit card theft on both sides of the Office Door. I have seen credit cards pull a disappearing act, employees buy unauthorized items on company credit, and tens of thousands of dollars charged within a thirty-day period. In my retail days, I actually caught a credit card thief thirty minutes after she charged three hundred dollars in retail. The thief turned out to be the actual roommate of the person who’s identity she stole, and I only caught her because she left a package behind and I called the owner to come get it. (“Surprise, Lady! …You’re identity has just been stolen.”)

To protect yourself from identity theft and credit card fraud, you need to implement the following strategies and always consider those cards to be at risk. This second article in it’s four-part series goes over seven things you can do to help stop credit card fraud:

  1. Fill out your own credit applications. This is especially important for SBOs (Small Business Owners). Too many times, SBOs trust their bookkeepers to fill out all their credit applications. They naively hand over their social security numbers and business ID numbers because they trust their employees not to steal from them. Although some of these numbers a bookkeeper does need to know when handling your bookkeeping, your social security number and corporation number should be kept under wraps. Once they have this information, they can fill out any number of applications without your knowledge and easily forge your signature. A new creditor will not know if your signature is a forgery. Therefore, if you must have a bookkeeper fill out your information, have them fill out everything EXCEPT for your social security number, and other business related numbers, and sign all the applications yourself. By doing so, you lessen the chance of new credit being opened in your name (or your company’s).
  2. Pull your credit report every few months. Even if you keep your ID numbers to yourself, you should still check your credit and business credit reports every three months. By doing so, you will see if there are any new accounts that should not be opened, and you can have them shut down immediately. You can also report to the credit agencies that no other accounts can be opened without speaking to you first.
  3. Write “Check ID” on the back of the card. Many people make the mistake of never signing their credit cards. They assume that not signing their cards prevents embezzlers from forging their signatures. In actuality, by not signing your cards, someone else CAN sign them in your place. Retailers are often trained to only match signatures on receipts to signatures on cards. If the signatures appear to be the same, they do not need to ask for ID. By writing the words “Check ID” on the back of your card, any theft that occurs with that card is not your fault or responsibility. It becomes the fault of the store that failed to ask for your ID, thus giving you more rights should you need to pursue reimbursement in a court of law.
  4. Use PO #’s with Employee Initials. If you cannot help but give out cards to employees to make business purchases for your company, make sure to encourage the use of Purchase Order numbers (PO #s). Many business cards will prompt retailers to ask for PO #s, which will show up on the receipt and your credit card statement. By having the employee list the PO # as the first two initials of their name, and the year, month and day of the purchase, you will know exactly who made the purchase and when by simply looking at the PO number. Not only is it easier to track and verify which employees made what purchases, but it assigns responsibility and accountability for every purchase thus reducing the risk that an employee will steal from you and be able to blame it on someone else. (An example would be EB70214 for a purchase I might make on Valentine’s Day of 2007. Be sure to include the year to avoid duplicate PO #s year after year.)
  5. Check your Credit Card Statements: This is incredibly important for anyone, whether business owner or credit consumer. By looking over statements, you will catch any fraudulent charges instantly. Most credit companies only allow you to dispute fraudulent items within 30 days of receipt of statements. By not looking over the statement immediately, you are giving up your disputing rights and may get stuck with any fraudulent charges that have occurred in your name. So go over these statements carefully and contact your creditor immediately if anything is on there that should not be.
  6. Keep your credit cards locked away. Just like locking away your checks, you should always lock away your credit cards. By doing so, you greatly reduce the chance that anyone can get hold of your cards and make unauthorized purchases. However, you still need to look at the statements for these cards since people can memorize or save credit card numbers and make purchases online without identity verification.

These ideas are simple, but effective in stopping credit card theft. Although many people would say to also shred credit card applications, this really does not protect you since applications can now be filled out online. Only by protecting your important ID numbers and watching statements can you add Identity Theft off before it causes too much damage.

Check back next week for the third article in this series about Ghosts in your company. Believe it or not, they do exist in the business world. Also, check out Part 1 of this series regarding how to protect your checking account.



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