John Readings Book Café - Payroll Security Policy & Procedure PDF

Preview

Summary

Payroll Security Policy & Procedure drawn up as part of Assessment task in Manage Payroll Assessment...

Description

BSBHRM526 Manage Payroll_Assessement_Task_1_Establish the Payroll System

John Readings BookCafé

Payroll Security Policy & Procedure Purpose

The Purpose of this policy is to ensure the security and confidentiality of employee’s personal information involved with payroll processing. As well as to ensure legislative compliance. Scope The scope of this policy covers the security of payroll information and confidential employee details Responsibility Responsibility for the implantation of this policy sits with Management and Payroll administration staff Relevant Legislation • Privacy Act 1988 etc. • Fair Work Act 2009 • John Readings BookCafé Payroll Employee Records Management Policy • John Readings BookCafé Payroll Control Policy Policy It is important that all those involved with processing payroll and the handling of sensitive employee information have a good understanding of the importance of keeping this information confidential and secure. The type of information and the way it is stored plays an important role in how well the company is able to protect our employee’s financial information, legal issues and personal information. A secure physical environment is of great importance and the layout of the payroll department affects the security of the information processed here and limiting the number of people who have access to the department is of equal importance. Updated/Authorised 11/2018 – Tracy Barry, Consultant

Page 1 of 2 Tracy Barry

BSBHRM526 Manage Payroll_Assessement_Task_1_Establish the Payroll System

PROCEDURES •

• •

•

•

•

Any physical documents containing personal information need to be always kept secure. • The use of a locked filing cabinet works well for this purpose • Desks should be placed in such a manner that computer screens cannot be seen from a window, doorway or by passers-by. • The payroll office should be locked and only payroll staff and authorised management provided with keys. Limiting access to payroll information along with the above security measures assists with adherence to privacy laws. The company needs to establish guidelines around access of payroll information. • Individual employees can access their own records, but other employees should not be able to gain access to their colleagues’ information. • Policy documents will determine who has access to each employees records and how that access is handled. • There should be procedures in place as well for requesting the information so that there is an audit trail and record of the person requesting their information and the release of information. • When non-authorised staff are in the payroll department they should be under constant supervision to maintain security. As payroll is mostly handled electronically, the choice of software and the company’s electronic security is essential. • Firewalls put in place to protect the computer system and databases. • Password protection on all computer workstations with mandatory regular password changes provides another level of electronic protection. • The IT department should be continually upgrading security and conducting regular checks to ensure that the system is working correctly. External requests for payroll information have the potential to cause a breach of privacy. • Creditors, mortgage companies and other entities may legitimately contact you for information about an employee and wanting to verify income. • To avoid any such breaches all requests should be in writing. • In the case of a garnishment request the proper legal channels need to be followed. • All payroll staff should be trained on the correct procedures for releasing any personal information about employees. Ideally having less documents on hand means less possibility of a security breach. • Where possible limit the number of physical documents kept unless these are needed for taxation or audit purposes. • When disposing of documents, establish guidelines for the handling of disposal which should include scanning a copy to be stored electronically and then securely shredding the original document.

Page 2 of 2 Tracy Barry...