APA's Top Payroll Questions & Answers for 2020 - 90

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APA's Top Payroll Questions & Answers for 2020

Direct deposit changed through phishing

Payroll Systems and Technology

Q.

We had a phishing scam when a hacker got access to the email
account of one of our employees and sent the payroll department
an email with new direct deposit information. The hacker somehow
blocked the employee's email so all attempts made to communicate
(via email) with the employee did not actually go through. A member of
the payroll department then changed the direct deposit without further
verification. The hacker apparently closed the fraudulent account
because when the payroll was processed, the money was returned,
which is how we discovered the scam.
We have employee self-service in our payroll system but it is only
partially functional since many employees here do not have access to a
computer due to the nature of their jobs. What controls have you all put
in place to avoid such dilemmas?

A.

The situation you and your employee faced is a growing threat to
employee data security called payroll diversion. Given that your
department does not have a full self-service solution, there should be
procedures in place to require a method of independent verification
(e.g., a phone call) before any such changes to employee direct
deposits are made; no changes should be made until you have
satisfactory independent confirmation that the request for a direct
deposit change actually came from your employee.
You may want to consider implementing secure computer access
for your employees at a job location so that the issue of an employee
not having access to a computer is addressed. This will allow your
company to fully implement a secure self-service solution. Even with
a self-service solution, your company should include these security
measures:
*	 Two-factor authentication, in particular, is an important trend
in data security, even on a self-service payroll system. For
example, the state of Massachusetts implemented this in
2017 for employees wishing to make direct deposit changes.
*	 Log-in credentials used for payroll purposes should be different
from those used for other purposes, such as employee
surveys or accessing office productivity applications.
90



https://www.mass.gov/news/two-factor-authentication-for-self-service-direct-deposit

APA's Top Payroll Questions & Answers for 2020

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APA's Top Payroll Questions & Answers for 2020 - Intro
APA's Top Payroll Questions & Answers for 2020 - Cover1
APA's Top Payroll Questions & Answers for 2020 - a
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APA's Top Payroll Questions & Answers for 2020 - Table of Contents
APA's Top Payroll Questions & Answers for 2020 - e
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