4 Procedures To Maintain Your Payroll Data Safe Tel: +49 (0) 2173 / 2039568, Fax: +49 (0) 2173 / 206963 mail@payroll-services-germany.com
4 Procedures To Maintain Your Payroll Data Safe Payroll fraud happens in 27% of all businesses. Studies have shown that payroll fraud is more likely to happen in small organizations than in bigger ones. Some of the sensitive data that you need to store in order to be Compliant in Payroll in Germany includes Social Security numbers, wages, addresses, and bank account numbers. Any breach in this data can cost your company dearly both in terms of reputation as well as your financial standing.
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4 Procedures To Maintain Your Payroll Data Safe Small companies often try to handle Payroll in Germany all by themselves thereby leaving such sensitive data vulnerable. Hiring a third party would not only bring up to date technology but also other best practices for payroll data security. Some of these practices which you can follow in house are as follows:
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4 Procedures To Maintain Your Payroll Data Safe Be aware of Phishing Schemes Phishing emails falsely claim to be from company executives and ask the employees for their personal employee information such as wages, addresses, bank account numbers etc. These emails are designed in a way that they appear utterly genuine. For example, they would reflect the real name of the company executive.
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4 Procedures To Maintain Your Payroll Data Safe The one thing these emails have in common is often a call to action link that takes you to an unfamiliar landing page. The best way to tackle these scammers is to educate the employees on how to spot a phishing email.
The main things to spot is the reply email address which would not be a company email address. The employees can also be directed to confirm with the respective company executive in case any such emails are received by any employee.
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4 Procedures To Maintain Your Payroll Data Safe Paycheck Security Following some of these paycheck controls can help create a good defense against payroll fraud.
• Do not print employees’ full Social Security number on paychecks. • Have a secure area for keeping blank check stock and undistributed paychecks.
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4 Procedures To Maintain Your Payroll Data Safe • You should send an electronic positive pay file to your bank daily. This file would include all the valid checks that you have written so the bank can detect fraud and refuse to cash unauthorized checks.
Separate Payroll Duties This is very helpful. Employing more than one person to handle payroll helps deter employee fraud. It is noted that bigger companies handle the anti-fraud measures in a better way.
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4 Procedures To Maintain Your Payroll Data Safe Still smaller companies can curb the fraud by ensuring a minimum of two people in payroll processing or outsourcing the payroll work to a payroll company.
Strengthen Computer Security With improved technology and ease of life, there are a lot of potential ways to breach payroll data. With computerized payroll systems in place, strong measures need to be taken in order to prevent your systems from getting compromised.
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4 Procedures To Maintain Your Payroll Data Safe The following steps can help tighten computer security: • Give training to all your employees to use spam filters to detect unwanted and unsolicited email. Do not click on suspicious links in such emails. • Have a firewall installed in all the systems of the company to block unauthorized access. Establish a proxy server to limit the Internet access, and run an audit of network connections frequently.
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4 Procedures To Maintain Your Payroll Data Safe • Install updates and patches to keep operating systems and the software up to date and clean. • Run regular backups of data so as to protect the loss of data in case of system crash. • Create unique, strong and long passwords having a mix of numbers, symbols, and upper and lowercase letters. Change the passwords at frequent intervals and avoid using the same password for all platforms.
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