Payroll Security

Payroll security protects sensitive data by managing and protecting employee personal data collected when onboarding a new employee and the and benefits and compensation information needed for payroll processing. It is essential to maintain accurate payroll records, comply with payroll regulations, and maintain payroll compliance. and protect the data from data breaches and hacks that can expose valuable employee data which can lead to identity theft and reputational damage.

Payroll security is achieved by using a robust payroll system like Access Definitiv.
To learn more about payrol security read our blog The 3 proven options to improve payroll security.

A secure payroll solutions like Access Definitiv safeguards sensitive employee data and prevents potential breaches. For your sensitive employee data to be protected, consider these essential factors when selecting a payroll solution:

1. Encryption and security features: 

• Ensure your payroll software has advanced security features like encryption and secure data storage. Make sure that the provider prioritises the security of their systems. 

• Verify the software offers two-factor authentication (2FA) for added protection.

2. Data Privacy and Location:

• Review the security and privacy policy of the software provider. Know where your people and payroll data is stored - onshore or offshore.

3. Regular Updates and Patches:

• Check how often your software provider updates the software to ensure data security and that the data is safe against emerging threats.

4. User Training:

• Train your payroll staff on how to use the payroll system properly. Also, provide employees with security training and put security policies in place to protect the business and the employees. 

5. Access Controls and Permissions:

• Ensure your payroll solution is customisable to restrict payroll access from unauthorised personnel only. Most modern payroll solutions offer roles and permissions based on job responsibilities.

6. Outsource payroll processing:

• Outsource your payroll to payroll experts who have robust security measures. Ensure you evaluate their security protocols before outsourcing payroll processing.

7. Internal Security Measures:

• Strengthen your overall company security with firewalls, antivirus software, and encryption to protect all your systems and data. Document, assess and update security measures regularly to ensure safety.

8. Employee Offboarding: 

• When employees leave, keep security in mind. Promptly revoke access to all systems they used to ensure data security

Are you worried about the security of your payroll data? Then, there are several measures to manage payroll security for peace of mind.

1. Safeguard your payroll data with a robust, secure payroll solution like Access Definitiv. Learn why Access Definitiv delivers on payroll data security. 

2. Move to a real-time cloud-based payroll solution that offers permission-based access so you can control who has access to sensitive payroll data. 

3. Ensure your company has a firm password policy across all its software applications. By implementing strong access controls and role-based permissions, you limit the users with administrative privileges and regularly review and update user access rights. 

Password policies that work: 

• The minimum length of a password should be 8 - 12 characters

• A combination of uppercase and lowercase letters, digits, and symbols.

• Keyboard patterns should be avoided if possible.

• Try not to rely on personal information even though it is easier to remember. 

• Have a distinct password for each account you have to log into.  

Consider implementing a password management system for your team to simplify the management of complex passwords. Random password generation, secure storage, and monitoring for duplicate passwords or security breaches are all possible with these applications.