Key Takeaways
- Riki Toby, an authorised officer at Kaitaia Police Station, falsified overtime claims for 42 shifts, receiving nearly $30,000 for work he never performed.
- The fraud was uncovered when a timesheet submitted for a non‑rostered shift violated the mandatory 9‑hour break rule between shifts.
- Toby cited financial strain after a break‑up as the motive for initially claiming one extra shift, which escalated to regular false claims.
- Investigations revealed shortcomings in the review and approval process, with the custody sergeant unaware of the discrepancies until the volume of overtime raised suspicion.
- The Independent Police Conduct Authority (IPCA) deemed the police investigation thorough and supported the resulting procedural changes.
- Police have strengthened oversight by appointing new supervisors, reducing reliance on casual authorised officers, and instituting future timesheet audits.
- Toby resigned before an employment process could conclude and now faces charges of obtaining by deception, with sentencing pending later this month.
Background of the Offense
Riki Toby, a 32‑year‑old authorised officer stationed at Kaitaia Police Station, was responsible for processing and supervising individuals in the watchhouse or cell area. His regular roster consisted of a 10‑day cycle: six consecutive workdays followed by four days off. Between 3 August 2024 and 22 December 2025, Toby submitted 42 timesheets claiming overtime for shifts he never worked, exploiting the police payroll system known as “My Police” to manually enter fictitious shifts.
How the Fraud Was Detected
The deception came to light when Toby submitted a timesheet for a shift during the 2024‑2025 New Year period that he was not rostered to work. The entry also accrued statutory holiday hours and breached the mandatory 9‑hour break rule between shifts. The Workforce Management Team flagged the discrepancy, prompting a review of Toby’s recent overtime claims, which revealed a pattern of falsified entries lacking any supporting evidence of actual work performed.
Financial Impact of the False Claims
Over the 17‑month period, Toby’s fraudulent timesheets resulted in an extra payment of approximately $29,000. This sum represented compensation for 42 shifts that were never actually worked, diverting public funds intended for legitimate overtime expenses and undermining the integrity of the police payroll system.
Personal Motivation and Circumstances
In statements to investigators, Toby explained that the offending began after a personal break‑up, which created “extra financial pressure.” He initially claimed for a single extra shift that went unpaid, but after seeing that the claim was processed without detection, he continued to submit false overtime claims on a regular basis until the sergeant responsible for approving timesheets grew suspicious of the unusually high volume of overtime.
Investigative Process and IPCA Involvement
Following the initial detection, police launched a criminal investigation that was later reviewed by the Independent Police Conduct Authority (IPCA). The IPCA noted that the custody sergeant approving Toby’s timesheets was unaware that the dates had not been worked until the volume of overtime claimed prompted scrutiny. The authority confirmed that sufficient evidence existed to show Toby had not worked the hours claimed in roughly 40 of the submitted timesheets and expressed satisfaction with the thoroughness of the police inquiry.
Identified Process Failures
Investigators found that the review and approval of Toby’s timesheets had been “substandard.” The custody sergeant, tasked with verifying overtime, failed to notice the inconsistencies, highlighting a gap in supervision and accountability. The IPCA’s summary emphasized that the lack of rigorous checking enabled the fraud to persist for an extended period, pointing to systemic weaknesses in the timesheet authorization workflow.
Police Response and Preventive Measures
In response to the findings, senior professional conduct manager Inspector Anthony Tebbutt announced several corrective actions. The workgroup involved in timesheet approval received clarified expectations, and oversight was strengthened by introducing new supervisors and reducing reliance on casual authorised officers. Additionally, police committed to conducting regular audits of authorised officers’ timesheets moving forward to deter and detect similar misconduct promptly.
Legal Proceedings and Current Status
Toby has been charged with obtaining by deception. He resigned from his position before the police could initiate an employment disciplinary process, but the criminal case proceeds. Sentencing is scheduled for later this month, and the outcome will determine the legal consequences for his fraudulent conduct, including potential restitution of the misappropriated funds.
Broader Implications for Police Workforce Management
The case underscores the importance of robust controls over overtime claims and the need for vigilant supervisory oversight. It demonstrates how personal financial stress can motivate employee misconduct when safeguards are weak. By revising approval procedures, increasing supervisory presence, and instituting routine audits, police agencies can mitigate the risk of similar fraud, protect public funds, and maintain trust in their internal administrative systems. The Toby incident serves as a cautionary example that timely detection and decisive corrective action are essential to preserving integrity within law‑enforcement payroll practices.