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C HAPTER 13

The Human Resources


Management / Payroll Cycle

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INTRODUCTION

• Questions to be addressed in this chapter


include:
– What are the basic business activities and
data processing operations that are
performed in the human resources
management (HRM)/payroll cycle?
– What decisions need to be made in this cycle,
and what information is needed to make these
decisions?
– What are the major threats and the controls
that can mitigate those threats?
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INTRODUCTION

• The HRM/Payroll cycle is a recurring set


of business activities and related data
processing operations associated with
effectively managing the employee
workforce.

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INTRODUCTION
• The most important tasks performed in the HRM/
payroll cycle are:
– Recruiting and hiring new employees
– Training
– Job assignment
– Compensation (payroll)
– Performance evaluation
– Discharge of employees (voluntarily or involuntarily)
• Payroll costs are also allocated to products and
departments for use in product pricing and mix
decisions.

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INTRODUCTION
• The most important tasks performed in the HRM/
payroll cycle are:
– Recruiting and hiring new employees
– Training These two tasks are
– Job assignment normally done only
– Compensation (payroll) once for each
employee.
– Performance evaluation
– Discharge of employees (voluntarily or
involuntarily)
• Payroll costs are also allocated to products and
departments for use in product pricing and mix
decisions.

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INTRODUCTION
• The most important tasks performed in the HRM/
payroll cycle are:
– Recruiting and hiring new employees
– Training
These tasks are done
– Job assignment repeatedly as long as
– Compensation (payroll) the employee works
for the company.
– Performance evaluation
– Discharge of employees (voluntarily or involuntarily)
• Payroll costs are also allocated to products and
departments for use in product pricing and mix
decisions.

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INTRODUCTION
• The most important tasks performed in the HRM/
payroll cycle are:
– Recruiting and hiring new employees
– Training
In most companies these six
– Job assignment activities are split between a
– Compensation (payroll) payroll system and an HRM
system.
– Performance evaluation
– Discharge of employees (voluntarily or involuntarily)
• Payroll costs are also allocated to products and
departments for use in product pricing and mix
decisions.

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INTRODUCTION
• The most important tasks performed in the HRM/
payroll cycle are:
– Recruiting and hiring new employees
– Training
The payroll system handles
– Job assignment compensation and comes
– Compensation (payroll) under the purview of the
controller.
– Performance evaluation
– Discharge of employees (voluntarily or involuntarily)
• Payroll costs are also allocated to products and
departments for use in product pricing and mix
decisions.

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INTRODUCTION
• The most important tasks performed in the HRM/
payroll cycle are:
– Recruiting and hiring new employees
– Training The HRM system handles the
– Job assignment other five tasks and comes
– Compensation (payroll) under the purview of the
director of human resources.
– Performance evaluation
– Discharge of employees (voluntarily or
involuntarily)
• Payroll costs are also allocated to products and
departments for use in product pricing and mix
decisions.

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INTRODUCTION

• In this chapter, we’ll focus primarily on the


payroll system:
– One of the largest and most important
components of the AIS
– Must be designed to meet:
• Management’s needs
• Government regulations
– Incomplete or erroneous payroll records:
• Impair decision making
• Can results in fines and/or imprisonment

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INTRODUCTION

• The design of the HRM system is also


important because the knowledge and
skills of employees are valuable assets, so
HRM systems should:
– Help assign these assets to appropriate tasks;
and
– Help monitor their continuous development.

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INTRODUCTION
• There are five major sources of input to the
payroll system:
– HRM department provides information about
hirings, terminations, and pay-rate changes.
– Employees provide changes in discretionary
deductions (e.g., optional life insurance).
– Various departments provide data about the
actual hours worked by employees.
– Government agencies provide tax rates and
regulatory instructions.
– Insurance companies and other organizations
provide instructions for calculating and remitting
various withholdings.

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INTRODUCTION
• Principal outputs of the payroll system are
checks:
– Employees receive individual paychecks.
– A payroll check is sent to the bank to transfer funds
from the company’s regular account to its payroll
account.
– Checks are issued to government agencies,
insurance companies, etc., to remit employee and
employer taxes, insurance premiums, union dues, etc.
• The payroll system also produces a variety of
reports.

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INTRODUCTION
• Employees are an organization’s most valuable
assets:
– Their knowledge and skills affect quality and quantity
of goods and services.
– Labor costs are a major expense in generating
revenues and a key cost driver.
• The traditional AIS has not measured or
reported on the status of a company’s human
resources:
– Financial statements do not regard employees as
assets.
– Under GAAP, the value of human services is not
measured until they have been consumed.

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INTRODUCTION

• However, some companies are now creating


positions for a direction of intellectual assets.
• Some may even include HR info in their
annual report, including reports on:
– Human capital: The knowledge employees
possess, which can be enhanced.
– Intellectual capital: The knowledge that’s been
captured and implemented in decision support
systems, expert systems, or knowledge
databases, so that it can be shared.

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INTRODUCTION

• Because employees are so valuable,


turnover is expensive:
– Average cost of replacement is 1.5 times
the employee’s annual salary.
– Turnover rates need to be managed so
they’re not excessive.

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INTRODUCTION

• Employee morale is also important.


– Bad morale leads to high turnover.
– Employee attitudes affect customer interactions
and are positively correlated with profitability.
– Employees need to:
• Believe they have the opportunity to do what they do
best
• Believe their opinions count
• Believe their coworkers are committed to quality
• Understand the connection between their jobs and the
company’s mission.

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INTRODUCTION

• To effectively track intellectual capital


and human resources, the AIS must do
more than just record time and
attendance and prepare paychecks.
• Payroll should be integrated with HRM
so management can access data about
employee-related costs and employee
skills and knowledge.

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PAYROLL CYCLE ACTIVITIES

• Let’s take a look at payroll cycle


activities.
• The payroll application is processed in
batch mode because:
– Paychecks are issued periodically.
– Most employees are paid at the same
time.

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PAYROLL CYCLE ACTIVITIES

• The seven basic activities in the payroll cycle


are:
– Update payroll master file
– Update tax rates and deductions
– Validate time and attendance data
– Prepare payroll
– Disburse payroll
– Calculate employer-paid benefits and taxes
– Disburse payroll taxes and miscellaneous
deductions

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PAYROLL CYCLE ACTIVITIES

• The seven basic activities in the payroll cycle


are:
– Update payroll master file
– Update tax rates and deductions
– Validate time and attendance data
– Prepare payroll
– Disburse payroll
– Calculate employer-paid benefits and taxes
– Disburse payroll taxes and miscellaneous
deductions

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UPDATE PAYROLL MASTER FILE
• The HRM department provides information on new
hires, terminations, changes in pay rates, and
changes in discretionary withholdings.
• Appropriate edit checks, such as validity checks on
employee number and reasonableness tests are
applied to all change transactions.
• Changes must be entered in a timely manner and
reflected in the next pay period.
• Records of terminated employees should not be
deleted immediately as some year-end reports (e.g.,
W-2s) require data on compensation for all
employees during the year.

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PAYROLL CYCLE ACTIVITIES

• The seven basic activities in the payroll cycle


are:
– Update payroll master file
– Update tax rates and deductions
– Validate time and attendance data
– Prepare payroll
– Disburse payroll
– Calculate employer-paid benefits and taxes
– Disburse payroll taxes and miscellaneous
deductions

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UPDATE TAX RATES AND DEDUCTIONS

• The payroll department receives


notification of changes in tax rates and
other payroll deductions from
government agencies, insurers,
unions, etc.
• These changes occur periodically.

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PAYROLL CYCLE ACTIVITIES

• The seven basic activities in the payroll cycle


are:
– Update payroll master file
– Update tax rates and deductions
– Validate time and attendance data
– Prepare payroll
– Disburse payroll
– Calculate employer-paid benefits and taxes
– Disburse payroll taxes and miscellaneous
deductions

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VALIDATE TIME AND ATTENDANCE
DATA

• Information on time and attendance


comes in various forms depending on
the employee’s pay scheme.

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VALIDATE TIME AND ATTENDANCE
DATA
• Some employees are paid on an hourly
basis.
– Many companies use a time card to record
their arrival and departure time.
• This document typically includes total hours
worked during a pay period.
– Some use electronic time clocks, where
employees swipe their badge through a
reader when they come and go.
– Manufacturing companies may use job time
tickets to record not only time present but also
time dedicated to each job.

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VALIDATE TIME AND ATTENDANCE
DATA
• Some employees earn a fixed salary, e.g.,
managers and professional staff.
– Usually don’t record their time, but
supervisors informally monitor their presence.
– Professionals in accounting, law, and
consulting firms must track their time on
various assignments to accurately bill clients.

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VALIDATE TIME AND ATTENDANCE
DATA

• Sales staff are often paid on a straight


commission or base salary plus
commission.
• Some may also receive bonuses for
surpassing sales targets.
– Requires careful recording of their
sales.

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VALIDATE TIME AND ATTENDANCE
DATA

• Increasingly, laborers may be paid


partly on productivity.
• Some management and employees
may receive stock to motivate them to
cut costs and improve service.

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VALIDATE TIME AND ATTENDANCE
DATA
• The payroll system needs to link to the
revenue cycle and other cycles to calculate
these payments.
• It’s also important to design bonus schemes
with realistic, attainable goals that:
– Can be measured
– Are congruent with corporate objectives
– Are monitored by management for continued
appropriateness
– Are legal

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VALIDATE TIME AND ATTENDANCE
DATA
• Accountants and Compensation
Policies
– Recent corporate scandals have led to
scrutiny and criticism of executive
compensation plans:
• FASB issued new rules requiring that stock
options be expensed.
• Major U.S. stock exchanges now require
companies to obtain shareholder approval
of stock compensation.

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VALIDATE TIME AND ATTENDANCE
DATA
– Compensation boards are being created to
design compensation plans, rather than
having executives create their own.
– Accountants can help by:
• Advising on financial and tax effects of proposals.
• Identifying appropriate metrics to measure
performance.
• Enabling compliance with legal and regulatory
requirements.
• Suggesting appropriate public disclosures.

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VALIDATE TIME AND ATTENDANCE
DATA
• How can information technology help?
– Collecting time and attendance data
electronically, e.g.:
• Badge readers
• Electronic time clocks
• Data entered on terminals
• Touch-tone telephone logs
– Using edit checks to verify accuracy and
reasonableness when the data are entered.

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PAYROLL CYCLE ACTIVITIES

• The seven basic activities in the payroll cycle


are:
– Update payroll master file
– Update tax rates and deductions
– Validate time and attendance data
– Prepare payroll
– Disburse payroll
– Calculate employer-paid benefits and taxes
– Disburse payroll taxes and miscellaneous
deductions

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PREPARE PAYROLL

• The employee’s department provides


data about hours worked.
• A supervisor confirms the data.
• Pay rate information is obtained from
the payroll master file.

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PREPARE PAYROLL

• Procedures:
– The payroll transaction file is sorted by
employee number (same sequence as master
file).
– For each transaction, the payroll master file is
read for pay rates, etc., and gross pay is
calculated.
• Hourly Employees: Gross pay = (hours worked x
wage rate) + Overtime + Bonuses
• Salaried Employees: Gross pay = annual salary x
fraction of year worked

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PREPARE PAYROLL
– Payroll deductions are summed and
subtracted from gross pay to obtain net
pay. There are two types of deductions:
• Payroll tax withholdings
• Voluntary deductions
– Year-to-date totals for gross pay,
deductions, and net pay are calculated,
and the master file is updated. Cumulative
records are important because:
• Social Security and other deductions cease or
decline at certain levels.
• The information will be needed for tax reports.

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PREPARE PAYROLL

– The following are printed:


• Paychecks for employees--often accompanied
by an earnings statement, which lists pay
detail, current and year-to-date.
• A payroll register which lists each employee’s
gross pay, deductions, and net pay in a multi-
column format:
– Is used to authorize the transfer of funds to the
company’s payroll bank account.
– May be accompanied by a deduction register,
listing miscellaneous voluntary deductions for each
employee.
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PREPARE PAYROLL

– As payroll transactions are processed,


labor costs are accumulated by general
ledger accounts based on codes on the job
time tickets.
• The totals for each account are used as the
basis for a summary journal entry to be posted
to the general ledger.
– Other payroll reports and government
reports are produced.

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PAYROLL CYCLE ACTIVITIES

• The seven basic activities in the payroll cycle


are:
– Update payroll master file
– Update tax rates and deductions
– Validate time and attendance data
– Prepare payroll
– Disburse payroll
– Calculate employer-paid benefits and taxes
– Disburse payroll taxes and miscellaneous
deductions

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DISBURSE PAYROLL

• Most employees are paid either by:


– Check
– Direct deposit
– In some industries, such as
construction, cash payments may still
be made, but does not provide good
documentation

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DISBURSE PAYROLL
• Procedures:
– When paychecks have been prepared, the
payroll register is sent to accounts payable for
review and approval.
– A disbursement voucher is prepared to
authorize transfer of funds from checking to
the payroll bank account.
• For control purposes, checks should not be drawn on the
company’s regular bank account
• A separate account is created for this purpose
– Limits the company’s loss exposure
– Makes it easier to reconcile payroll and detect paycheck
forgeries

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DISBURSE PAYROLL
– The approved disbursement voucher and payroll
register are sent to the cashier. The cashier:
– Reviews the documents.
– Prepares and signs the payroll check to transfer the
funds.
– Reviews, signs, and distributes employee
paychecks (which separates authorization and
recording from distribution of checks).
– Re-deposits unclaimed checks in the company’s
bank account.
– Sends a list of these paychecks to internal audit for
investigation.

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DISBURSE PAYROLL
– Returns the payroll register to payroll department,
where it is filed with time cards and job time tickets.
– Sends the disbursement voucher to accounting
clerk to update general ledger.

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DISBURSE PAYROLL

• Efficiency Opportunity: Direct Deposit


– Direct deposit can improve efficiency and
reduce costs of payroll processing
• Employee receives a copy of the check and an
earnings statement
• Each bank receives a record of the payroll deposits for
that bank via EDI. The record includes:
– Employee number
– Social Security number
– Bank account number
– Net pay amount

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DISBURSE PAYROLL

• Savings occur because:


– While the cashier does authorize release of
funds, he/she does not sign each check.
– Eliminates costs of buying, processing, and
distributing paper checks.
– Eliminates postage.
• Additional costs:
– Elimination of float between when check is
distributed and when it is deposited by
employee.
• Savings typically outweigh costs
© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 47 of 87
PAYROLL CYCLE ACTIVITIES

• The seven basic activities in the payroll cycle


are:
– Update payroll master file
– Update tax rates and deductions
– Validate time and attendance data
– Prepare payroll
– Disburse payroll
– Calculate employer-paid benefits and taxes
– Disburse payroll taxes and miscellaneous
deductions

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CALCULATE EMPLOYER-PAID
BENEFITS AND TAXES
• The employer pays some payroll taxes
and employee benefits directly
– The employer withholds federal and state
taxes from employee paycheck, along with
Medicare tax, and the employee’s share of
Social Security.
– May also withhold voluntary deductions such
as union dues, United Way contributions,
credit union savings, retirement contributions,
etc.
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CALCULATE EMPLOYER-PAID
BENEFITS AND TAXES
• In addition, the employer pays:
– A matching amount of Social Security
– Federal and state unemployment taxes
– The employer share of health, disability, and
life insurance premiums, as well as pension
contributions
• Some companies offer flexible benefit
plans, sometimes called cafeteria-style
benefit plans.
– These plans offer a menu of options.

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CALCULATE EMPLOYER-PAID
BENEFITS AND TAXES
• Benefit programs increase the demands
on the HRM/payroll system for gathering
employee data, disbursing payments and
information, etc.
• Providing access to payroll/HRM
information through a company intranet
can help reduce costs.

© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 51 of 87
PAYROLL CYCLE ACTIVITIES

• The seven basic activities in the payroll cycle


are:
– Update payroll master file
– Update tax rates and deductions
– Validate time and attendance data
– Prepare payroll
– Disburse payroll
– Calculate employer-paid benefits and taxes
– Disburse payroll taxes and miscellaneous
deductions

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DISBURSE PAYROLL TAXES AND
MISCELLANEOUS DEDUCTIONS
• The company must periodically prepare
checks or EFT to pay tax and other
liabilities.

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OUTSOURCING OPTIONS

• Many entities outsource payroll and HRM


to:
– Payroll service bureaus
• Maintain the payroll master file and perform payroll
processing activities
– Professional employer organizations (PEOs)
• Perform the services of the payroll service bureau
• Also administer and design employee benefit plans
• Generally more expensive than payroll service
bureaus

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OUTSOURCING OPTIONS

• When organizations outsource payroll


processing, they send the service bureau
or PEO at the end of each period:
– Personnel changes
– Employee time and attendance data
• The service bureau or PEO then:
– Prepares paychecks, earnings statements,
and a payroll register
– Periodically produces tax documents
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OUTSOURCING OPTIONS
• Outsourcing is especially attractive to small and
mid-size businesses because:
– It’s often cheaper for smaller companies
– The bureau or PEO may provide a wider range of
benefits
– It frees up the company’s computer resources for
other areas
• However, companies must carefully monitor
service quality to ensure that these systems
integrate HRM and payroll data in a manner that
supports effective management of employees.

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CONTROL: OBJECTIVES,
THREATS, AND PROCEDURES
• In the HRM/payroll cycle (or any cycle), a well-designed
AIS should provide adequate controls to ensure that the
following objectives are met:
– All transactions are properly authorized
– All recorded transactions are valid
– All valid and authorized transactions are recorded
– All transactions are recorded accurately
– Assets are safeguarded from loss or theft
– Business activities are performed efficiently and effectively
– The company is in compliance with all applicable laws and
regulations
– All disclosures are full and fair

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CONTROL: OBJECTIVES,
THREATS, AND PROCEDURES
• There are several actions a company can take
with respect to any cycle to reduce threats of
errors or irregularities. These include:
– Using simple, easy-to-complete documents with
clear instructions (enhances accuracy and
reliability).
– Using appropriate application controls, such as
validity checks and field checks (enhances
accuracy and reliability).
– Providing space on forms to record who completed
and who reviewed the form (encourages proper
authorizations and accountability).

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CONTROL: OBJECTIVES,
THREATS, AND PROCEDURES
– Pre-numbering documents (encourages
recording of valid and only valid
transactions).
– Restricting access to blank documents
(reduces risk of unauthorized transaction).

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CONTROL: OBJECTIVES,
THREATS, AND PROCEDURES
• Following is a discussion of threats to the
HRM/payroll system, organized around
three areas:
– Employment practices
– Payroll processing
– General control issues

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THREATS IN EMPLOYMENT
PRACTICES
• You can click on any of the threats below to get
• Objective: more information on:
– The types of problems posed by each threat
– Effectively hire, retain, and dismiss
– The controls that can mitigate the threats.
employees.
• The major threats in the employment
practices area are:
– THREAT 1: Hiring Unqualified or Larcenous Em
– THREAT 2: Violation of Employment Law

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THREATS IN EMPLOYMENT
PRACTICES
• THREAT 1: HIRING UNQUALIFIED OR
LARCENOUS EMPLOYEES
– Why is this a problem?
• Can increase production expenses
• Can result in theft of assets
• Can result in civil and criminal penalties for the company
(e.g., if an employee attempts to make a bribe)
– Controls:
• State skill qualifications for each position explicitly in the
position control report
• Ask candidates to sign a statement confirming the accuracy
of the information on their application

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THREATS IN EMPLOYMENT
PRACTICES
• Recent honesty surveys indicate that 30%
of Americans are dishonest, 30% are
situationally honest, and 40% are honest.
Therefore, ask candidates to consent to a
thorough background check of their
credentials, employment history, and credit:
– You cannot conduct these checks without a
written consent
– Discard candidates who refuse to consent

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THREATS IN EMPLOYMENT
PRACTICES
– Conduct the background checks and
verify skills and references, including
college degrees earned:
» Data released in March 2004 indicate
that 50% of resumes contain false or
embellished information.
» Check at least three references, and
regard it as a negative signal if at
least one is not gratuitously positive.
Return to Go To
Threat Menu Next Threat

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THREATS IN EMPLOYMENT
PRACTICES
• THREAT 2: VIOLATION OF EMPLOYMENT
LAW
– Why is this a problem?
• Can result in stiff government penalties as well as civil
suits
– Controls:
• Carefully document all actions relating to advertising,
recruiting, hiring new employees, and dismissal of
employees, to demonstrate compliance
• Provide employees with continual training to keep them
current with employment law
Return to Go To
Threat Menu Next Threat
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THREATS IN PAYROLL
PROCESSING
• You can click on any of the threats below to get
• Objective: more information on:
– Efficiently and –effectively compensate
The types of employees
problems posed for
by each threat
– The
services provided . controls that can mitigate the threats.
• The major threats in the employment practices
area are:
– THREAT 3: Unauthorized Changes to the Payroll Maste
– THREAT 4: Inaccurate Time Data
– THREAT 5: Inaccurate Processing of Payroll
– THREAT 6: Theft or Fraudulent Distribution of Paycheck

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THREATS IN PAYROLL
PROCESSING
• THREAT 3: UNAUTHORIZED
CHANGES TO THE PAYROLL MASTER
FILE
– Why is this a problem?
• Can increase expenses if wages, salaries,
commissions, or base rates are falsified
• Can result in inaccurate reporting and erroneous
decisions

© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 67 of 87
THREATS IN PAYROLL
PROCESSING
– Controls:
• Proper segregation of duties:
– Only HRM department should be able to update payroll
master file.
– HRM employees should not directly participate in payroll
processing or distribution.
» Prevents the creation of ghost employees and
fraudulent checks.
– Changes to the payroll master file should be reviewed
and approved by someone other than the person
recommending the change.
» Department supervisors should receive copies of
these documents for review.

© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 68 of 87
THREATS IN PAYROLL
PROCESSING
• Restrict logical and physical access to the payroll
system:
– Utilize user IDs, passwords, and an access control
matrix.
– Control terminals from which payroll data and programs
can be accessed.

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© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 69 of 87
THREATS IN PAYROLL
PROCESSING
• THREAT 4: INACCURATE TIME
DATA
– Why is this a problem?
• Can result in payments for services not
rendered
• Inaccurate or missing checks can damage
employee morale
• Can result in inaccurate labor reporting

© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 70 of 87
THREATS IN PAYROLL
PROCESSING
– Controls:
• Automation can reduce unintentional
inaccuracies with:
– Badge readers
– Bar code scanners
– Online terminals
• Data entry programs should include edit checks:
– Field checks for employee number and hours
worked
– Limit checks on hours worked
– Validity checks on employee numbers

© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 71 of 87
THREATS IN PAYROLL
PROCESSING
• Segregation of duties can reduce intentional
inaccuracies:
– People who process payroll should not have access to
payroll master file.
– Supervisors should approve all changes.
• Time clock data should be reconciled to job time
tickets by an independent party.
• Supervisors should approve all time cards and job
time tickets.

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© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 72 of 87
THREATS IN PAYROLL
PROCESSING
• THREAT 5: INACCURATE
PROCESSING OF PAYROLL
– Why is this a problem?
• Errors damage employee morale, especially if they
cause late paychecks.
• Penalties can accrue if:
– Proper payroll taxes are not remitted to the government
– Court-ordered paycheck garnishments are not made
appropriately

© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 73 of 87
THREATS IN PAYROLL
PROCESSING
– Controls:
• Batch totals:
– Run and reconcile batch totals before and after
processing and at the end of each stage, including hash
totals of employee numbers
• Cross-footing of payroll register
– Make sure that sum of rows equals sum of columns, i.e.,
total of net pay column should equal total of gross pay
minus deduction totals.

© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 74 of 87
THREATS IN PAYROLL
PROCESSING
– Payroll clearing account
• A general ledger account used in a two-step process
– First step:
» Payroll control account is debited for amount of gross pay
» Cash is credited for net pay
» Various liabilities are credited for withholdings
– Second step
» Cost accounting process distributes labor costs to various
expense categories and credits payroll control account for
sum of the allocations.
• Result should be a zero balance in the control account.

© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 75 of 87
THREATS IN PAYROLL
PROCESSING
– Review decisions to hire temporary or outside help to
make sure workers are properly classified as
employees or independent contractors.
• Improper classification can result in significant back taxes,
interest, and penalties.

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© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 76 of 87
THREATS IN PAYROLL
PROCESSING
• THREAT 6: THEFT OR FRAUDULENT
DISTRIBUTION OF PAYCHECKS
– Why is this a problem?
• Payments may be made to fictitious (ghost) or terminated
employees, resulting in:
– Increased expenses
– Loss of cash
– Controls:
• Restrict access to blank payroll checks and check signing
machine.
• All checks should be sequentially prenumbered and
accounted for periodically.

© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 77 of 87
THREATS IN PAYROLL
PROCESSING
– Cashier should sign all checks, but only when
supported by proper documentation.
– An imprest payroll bank account should be used.
– Someone independent of the payroll process
should reconcile the payroll bank account.
– Segregate duties between those who authorize and
record payroll and those who distribute checks and
transfer funds.
– Have internal audit observe payroll distribution on a
surprise basis.
– Unclaimed checks should be returned to the
treasurer’s office for prompt re-deposit and should
be investigated. Return to Go To
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© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 78 of 87
• You can click on any of the threats below to get
GENERAL THREATS
more information on:
– The types of problems posed by each threat
– The controls that can mitigate the threats.
• Two general objectives pertain to activities
in every cycle:
– Accurate data should be available when
needed
– Activities should be performed efficiently and
effectively
• The general threats are:
– THREAT 7: Loss, Alteration, or Unauthorized Di
– THREAT 8: Poor Performance

© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 79 of 87
GENERAL THREATS

• THREAT 7: LOSS, ALTERATION, OR


UNAUTHORIZED DISCLOSURE OF
DATA
– Why is this a problem?
• Loss or alteration of payroll data can result in
delayed and/or inaccurate paychecks and reports.
• Unauthorized disclosure of confidential employee
data can violate state and federal laws and
damage employee morale.

© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 80 of 87
GENERAL THREATS
– Controls:
• Payroll files should be backed up regularly.
– At least one backup on site and one offsite.
• All disks and tapes should have external and internal file
labels to reduce chance of accidentally erasing important
data.
• Access controls should be utilized
– User IDs and passwords
– Compatibility matrices
– Controls for individual terminals (e.g., so the receiving
dock can’t enter a sales order).
– Logs of all activities, particularly those requiring specific
authorizations, should be maintained.

© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 81 of 87
GENERAL THREATS
• Default settings on ERP systems usually allow users far
too much access to data, so these systems must be
modified to enforce proper segregation of duties.
• Sensitive data should be encrypted in storage and in
transmission.
• Websites should use SSL for secure employee
Return to
Threat Menu
communications.
• Payroll service bureaus and PEOs can help provide
Go To
Next Threat security for data.
• VPNs should be used to exchange data with service
bureaus or PEOs.
• Parity checks, acknowledgment messages, and control
totals should be used to ensure transmission accuracy.
© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 82 of 87
GENERAL THREATS

• THREAT 8: POOR PERFORMANCE


– Why is this a problem?
• May damage employee relations.
• Reduces profitability
– Controls:
• Prepare and review performance reports

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© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 83 of 87
KEY DECISIONS AND
INFORMATION NEEDS
• The payroll system should be integrated
with cost data and HR information so
management can make decisions with
respect to the following types of issues:
– Future work force staffing needs
– Employee performance
– Employee morale
– Payroll processing efficiency and
effectiveness

© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 84 of 87
KEY DECISIONS AND
INFORMATION NEEDS
• Benefits of an integrated HRM/payroll
model:
– Access to current, accurate information about
employee skills and knowledge.
– HRM activities can be performed more
efficiently and costs reduced.
• EXAMPLE: Employment application terminals in
Wal-Mart.
– Recruiting costs can be reduced, when
applicant data is electronically accessible.
© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 85 of 87
SUMMARY

• You’ve learned about the basic business


activities and data processing operations that
are performed in the HRM/payroll cycle,
including recruiting, hiring, training, assigning,
compensating, evaluating, and discharging
employees.
• You’ve also learned about key procedures in
payroll processing.
• You’ve learned how IT can improve the
efficiency and effectiveness of these processes.

© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 86 of 87
SUMMARY

• You’ve learned about decisions that need


to be made in the HRM/payroll cycle and
what information is required to make these
decisions.
• You’ve also learned about the major
threats that present themselves in the
HRM/payroll cycle and the controls that
can be instigated to mitigate those threats.

© 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 87 of 87

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