Internal Controls

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document must be distributed to all staff. Managers are to ensure that all staff are aware of this policy and receive a copy thereof and acknowledge receipt thereof.

9. This policy must also be applied to ALL new staff.

10. The company wishes to make it known that this policy will be applied consistently throughout all levels of the organisation.

11. The onus of determining the occurrence and the extent of theft shall be on the management of the area concerned. Internal audit will provide the appropriate support where necessary.

12. Investigation into the suspected alleged misdemeanours

As soon as there is reason to suspect that a criminal offence may have been committed, the manager of the employee concerned must be informed. In the event of a suspected theft or fraud, report immediately to the financial director, branch manager, departmental head, regional manager who will inform the following:

12.1. Internal Audit

12.2. Human Resource department

The manager must immediately secure all supporting documents and conduct a preliminary investigation into the matter and, where applicable, determine as accurately as possible the extent of any financial loss or damage suffered by the company.

A disciplinary enquiry in terms of the company’s disciplinary procedure must be convened.

13. Handling of suspected employee

13.1 The employee should be suspended from duties on full pay up to the conclusion of the enquiry.

13.2 When the employee is suspended please ensure the following:

• remove access keys and notify security to bar employee’s access to the building

• complete the appropriate suspension form and ensure that it is signed by the employee.

14. Any repayment will only be accepted without prejudice and retention of the company right to prosecute. Financial director consent must be obtained before accepting any repayment.

15. On the conclusion of the enquiry and/or appeal hearing if the employee is found guilty, the matter will be referred to the police by the manager concerned. This arrangement can only be waived by the Financial Director.

It is essential that the employee has prior knowledge of all relevant policies and procedures with regard to the handling of company funds and assets. The manager is responsible and accountable for ensuring that this takes place.