Payroll services fraud is a significant threat faced by businesses of all sizes. According to the Association of Certified Fraud Examiners, it’s the most common type of occupational fraud, accounting for over 11% of workplace scams. The average loss caused by such fraud can be substantial, reaching around $48,000. Perhaps most alarmingly, these schemes often go undetected for years, with an average of 36 months before discovery.
This article sheds light on payroll services fraud methods and provides valuable insights on how to prevent them.
Unmasking Payroll Fraud Schemes
Perpetrators of payroll services fraud employ various tactics to steal from businesses. Some of the most common methods include:
- Creating fictitious employees (ghost employees): This scheme involves adding fake employees to the payroll system and diverting their wages to the perpetrator’s account. This can be done by someone with access to payroll data or the ability to create new employee records.
- Submitting inflated or fraudulent expense reports: Employees may submit expense reports for costs that were never incurred or intentionally inflate existing expenses to receive unauthorized reimbursements.
- Claiming unworked hours: This can involve employees falsely reporting regular hours or overtime not actually worked.
The most significant risk of financial loss often stems from the creation of ghost employees.
The Threat of Ghost Employees
Ghost employee schemes can be highly damaging to a business. They are typically perpetrated by an employee with access to payroll data or the ability to create new employee records. The perpetrator then diverts the wages allocated to these fictitious employees into their own bank account or an account controlled by an accomplice. When direct deposit isn’t used, the perpetrator might intercept checks, cash them, and deposit the funds elsewhere.
Implementing Preventive Controls
Establishing strong internal controls is crucial for mitigating the risk of payroll services fraud. Here are some key control procedures to consider:
- Segregation of Duties: Employees who create or maintain payroll data should not be authorized to make changes or add employees without management approval.
- Dual Approval: Always require two authorized individuals to approve any payroll changes.
- Separation of Responsibilities: Those responsible for calculating pay rates and work hours should not be permitted to write payroll checks or submit hours for payment without supervisory approval.
- Regular Reconciliation: Reconcile payroll accounts monthly and ensure management reviews these reconciliations.
- Data Auditing: Regularly audit payroll information for duplicate usernames and passwords, as well as repeated Social Security numbers or addresses.
- Direct Deposit Verification: If direct deposit is used, require employees to pick up their paychecks in person with photo identification at least once a year at the recruiting department or another designated location.
Many banks offer verification services for payroll deposits. These services compare check volumes, amounts, and employee names provided by the business against any incoming payroll checks.
Considering Payroll Service Outsourcing
Outsourcing payroll services to a reputable company can be a wise decision, especially for smaller businesses. Payroll service providers typically have robust internal controls in place to prevent fraud.
Controlling Inflated Expenses and Falsified Timesheets
Another prevalent form of payroll fraud involves inflated expense reports and falsified timesheets. To combat this, implement clear policies that require:
- Documentation: Proof of purchase receipts for all expense reimbursement requests.
- Management Approval: Prior management approval for bills exceeding a certain amount.
- Overtime Authorization: Approval for significant increases in work hours that deviate from an employee’s typical schedule.
Regular audits of these trends are essential for effective prevention. Furthermore, avoid allowing the same individual who processes expense reimbursement or overtime requests to also be responsible for processing payments.
Resource Considerations & Seeking Help
Before implementing internal controls, assess your resources to ensure you have enough employees to achieve proper segregation of duties. If you lack sufficient personnel, consider outsourcing your payroll responsibilities to a professional service provider.
For further information on payroll services fraud and its prevention strategies, consult with a qualified financial professional or a reputable payroll service provider.
