Counter Fraud Team alert: unsolicited electronic devices

A Kent school received unsolicited electronic devices through the post, despite no order having been placed. Shortly afterwards, the school received an invoice requesting payment. The school appropriately checked its financial records, did not make payment or follow payment links, and reported the incident. No financial loss was identified.

The accompanying invoice sought payment for goods that the school had not ordered.

What schools should look out for

• Goods arriving that nobody at the school has ordered.
• An invoice or payment demand arriving shortly afterwards.
• Requests to pay an unfamiliar supplier.
• Payment instructions or links that do not match an established supplier relationship.
• Pressure to pay an invoice simply because goods have already been delivered.

What you should do

If unexpected goods or an unfamiliar invoice are received:

1. Do not pay the invoice until the order and supplier have been independently verified.
2. Do not click payment links or provide bank/card information in response to the communication.
3. Check purchasing records, purchase orders and corporate card transactions to establish whether anyone legitimately placed the order.
4. Speak directly to relevant staff rather than relying solely on information provided with the goods or invoice.
5. Do not allow receipt of the goods to be treated as evidence that a genuine purchase was authorised.
6. Retain the packaging, invoice, emails and other correspondence as potential evidence.
7. Report suspected fraud promptly through your normal KCC/schools fraud reporting route.

Please share this alert with staff responsible for ordering, finance, invoice processing and receiving deliveries.

The attempted fraud was reported to KCC Counter Fraud Team

Actions

Ensure you don’t share your passwords, do not use an easily guessed password as fraudsters will do open-source checks to find out information such as social media.

Do not click on links from an unexpected email, even if its from a sender you know. If in doubt check with the sender by phone or teams first.

Links such as https://sites.google.com to review documents should be treated with suspicion, especially if your school does not normally use this facility.

Whenever you get an email asking for any bank account payment details to be changed, be that staff, contractors, suppliers always check with the contact details you already have with that person or company.

If you notice that a received invoice is different or the payment details are not the same as those on record, check again with the sender that the information is correct.

A phone call is best as if the subjects email or online accounts have been targeted the fraudster may be monitoring them.

Also use a phone number you already have on record and not one that is contained within the email requesting the change, the fraudster will control any phone number they email to you.

Criminals are experts at impersonating people, businesses and the police. They spend hours researching your business for their scams, hoping you will let your guard down for just a moment.

You can also carry out Confirmation of Payee check before making an online payment, if required. Natwest have their Bankline platform, reach out to Schools Finance team or The Education People for assistance.

Remember

Stop: If you receive a request to make an urgent payment, change supplier bank details or provide financial information, take a moment to stop and think.

Challenge: Could it be fake? Verify all payments and supplier details directly with the company or individual on a known phone number or in person first.

Protect: Contact your business’ bank immediately if you think you’ve been scammed and report it to Action Fraud online or by calling 0300 123 2040.

Advice can be found on the Take Five website:

• Take Five - general advice
• Take Five - business advice