Is it possible for one person to steal over $53 million from a city with an annual budget of less than $10 million? Yes. The Rita Crundwell story provides a cautionary tale for small businesses, governments, and nonprofits.
Rita Crundwell, comptroller, and treasurer of Dixon, Illinois stole $53 million over a twenty-year period. The city of 16,000 residents held Crundwell in high esteem. One friend described her as “sweet as pie.” Another said: “You could not find a nicer person.”
So why did she steal? It appears Rita just enjoyed the good life. She used the money to fund one of the top quarter horse ranches in the country, and she did it with style: Some of the funds were used to purchase over $300,000 of jewelry and a $2.1 million motor coach vehicle.
The city’s annual budget? $6 to $8 million
Were yearly audits performed? Yes.
Were budgets approved? Yes.
But even with budgets and audits, the Dixon, Illinois scandal happened.
So how did this happen? Rita Crundwell won the trust of those around her—especially that of mayor and council. In April 2011, finance commissioner and veteran council member, Roy Bridgeman, praised Crundwell calling her “a big asset to the city as she looks after every tax dollar as if it were her own.” Too much trust in a bookkeeper can lead to huge problems.
It was a disturbing moment when Dixon Mayor James Burke presented the FBI with evidence of Crundwell’s fraud. Burke later recalled his emotions and words: “I literally became sick to my stomach, and I told him that I hoped my suspicions were all wrong.” Such a response is understandable given that Crundwell had worked for the city for decades. She had fooled everyone.
According to the mayor, the city’s annual audits raised no red flags, and the city’s primary bank never reported anything suspicious. So how did she steal the money? In 1990, Crundwell opened a secret bank account in the name of the city (titled the RSDCA account: the initials stood for reserve sewer development construction account). Crundwell was the only authorized check signer for the account, and the RSDCA bank account was never set up on the city’s general ledger. The City’s records reflected none of the RSDCA deposits or disbursements.
Crundwell would write and sign manual checks from a legitimate city capital project fund checking account, completing the check payee line with “Treasurer.” (Yes, Crundwell had the authority to issue checks with just her signature—even for legitimate city bank accounts.) She would then deposit the check into her secret account. From the bank’s perspective, a transfer had been made from one city bank account to another (from the capital projects fund to the reserve sewer development construction fund).
While the capital project fund disbursement was recorded on the city’s books, the RSDCA deposit was not. A capital project fund journal entry was made for each check debiting capital outlay expense and crediting cash. But no entry was made to the city’s records for the deposit to the RSDCA account. Once the money was in the RSDCA account, Crundwell wrote checks for personal expenses—and she did so for over twenty years.
To complete her deceit, Crundwell provided auditors with fictitious invoices from the Illinois Department of Transportation; these invoices included the following notation: Please make checks payable to Treasurer, State of Illinois. (So the canceled checks made out to Treasurer agreed with directions on the invoice, but the words “State of Illinois” were conveniently left off the check payee line.) Remember Crundwell was the treasurer of Dixon.
Those invoices and the related checks were often for round dollar amounts (e.g., $250,000) and most were for more than $100,000. In one year alone, Crundwell embezzled over $5 million.
So how was she caught? While Rita was on an extended vacation for horse shows, the city hired a replacement for her. For some reason, Crundwell’s substitute requested all bank account statements from the city’s bank. As the bank statements were reviewed, the secret bank account was discovered. And soon after that, the mayor contacted the FBI.
Why was Rita Crundwell able to steal $53 million? Wait for it. A lack of segregation of duties.
Rita could:
Multiple people should perform accounting duties, not just one.
Moreover, accounting employees should annually take a one-week vacation (or longer). And while they are gone, someone else should perform the vacant person’s duties. The vacation itself is not the key to this control. The performance of the absent accountant’s duties is. Why? Doing so allows the replacement person to understand the work of the vacant employee. But, more importantly, the substitute can note any unusual or fraudulent activity.
Here’s another action to take: Periodically contact your organization’s bank and ask for a list of all bank accounts. Then compare the list to the bank accounts in your general ledger. If a bank account is not on the general ledger, see why. And request a copy of the related signature card from the bank.
So, what happened to Rita? She was sentenced to 19.5 years in prison. Here are pictures from the Chicago Tribune that shed light on the fraud.
Kelly Richmond Pope has masterfully captured the Rita Crundwell tale in the movie All the Queen’s Horses, available on Amazon. Think auditing is boring? Then watch the movie. It does a better job of explaining the psychological and financial damage of fraud than any textbook.
Charles Hall is a practicing CPA and Certified Fraud Examiner. For the last thirty-five years, he has primarily audited governments, nonprofits, and small businesses. He is the author of The Little Book of Local Government Fraud Prevention, The Why and How of Auditing, Audit Risk Assessment Made Easy, and Preparation of Financial Statements & Compilation Engagements. He frequently speaks at continuing education events. Charles consults with other CPA firms, assisting them with auditing and accounting issues.
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[…] CPA Hall Talk Rita Crundwell Story: Why Some Ranches Stink […]
Andy, I don’t believe the auditors sent confirmations. Hard to believe.
Andy, to my knowledge the auditors never sent bank confirmations. Fraud was uncovered while Rita was on vacation. Her substitute requested copied of ALL bank statements from the bank—that’s when the secret account was found.
Did the fraudulent bank account ever show up on bank confirmations that the auditor would have done?
Wow! Yes, I have encountered a similar situation with a hospital. The CFO opened bank account but did not set the account up on the general ledger. Medicaid funds were being wired into this secret account. The hospital lost over $3 million. Thanks for your comment, Darren.
Darren, very interesting. Good that you followed up on your intuition. Audit firms can indeed focus too much on time budgets. Thanks for sharing.
I’ve actually caught a similar situation when I first cutting my teeth as an auditor. I just happened to notice a check written to a bank recorded to Miscellaneous Expense for $100. I actually got chastised for wasting time on an account with a clearly immaterial balance. Keep in mind this was pre-SAS 99 and not a governmental audit. However, I just couldn’t figure out why anyone would write a small check to a bank, so I ate the time and went against management’s “better judgement”.
When I confronted the person about the check she calmly said, “It was to open a new bank account for the Organization. Was that supposed to go on the books?” About 3/4 million traveled through that account within half a year. None of the amounts were recorded on the company’s ledger…except for the $100 to miscellaneous.
Seems logical to me now. However, when you’re young and just getting started in your career, management is watching your billable time like a hawk. Also, I didn’t have their support so it was very unnerving.