Chapter 15 The Human Resources Management and Payroll Cycle 15-1

Chapter 15
The Human Resources Management and Payroll Cycle
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15-1
Learning Objectives
 Describe the major business activities and related
information processing operations performed in the
human resources management (HRM)/payroll cycle.
 Discuss the key decisions to be made in the HRM/payroll
cycle and identify the information needed to make those
decisions.
 Identify the major threats in the HRM/payroll cycle and
evaluate the adequacy of various internal control
procedures for dealing with them.
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HRM and Payroll Cycle
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HRM and Payroll Cycle
 Managing Employees:
 Recruiting and hiring new employees
 Training
 Job assignment
 Compensation
 Performance evaluation
 Discharge of employees due to voluntary or involuntary
termination
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HRM and Payroll Cycle Activities
1. Update master data
2. Validate time and
attendance
3. Prepare payroll
4. Distribute payroll
5. Disburse taxes and
miscellaneous
deductions
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HRM and Payroll General Threats
 Inaccurate or invalid master data
 Unauthorized disclosure of sensitive information
 Loss or destruction of data
 Hiring unqualified or larcenous employees
 Violations of employment laws
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HRM and Payroll General Controls

Data processing integrity controls

Restriction of access to master data

Review of all changes to master data

Access controls

Encryption

Backup and disaster recovery procedures

Sound hiring procedures, including verification of job applicants’ credentials, skills,
references, and employment history

Criminal background investigation checks of all applicants for finance-related
positions

Thorough documentation of hiring, performance evaluation, and dismissal
procedures
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Update Master File Threats
 Unauthorized changes to payroll master data
 Inaccurate updating of payroll master data
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Update Master File Controls
 Segregation of duties: HRM department updates master
data, but only payroll department issues paychecks
 Access controls
 Data processing integrity controls
 Regular review of all changes to master payroll data
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Validation Threats
 Inaccurate time and attendance data
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Validation Controls
 Source data automation for data capture
 Biometric authentication
 Segregation of duties (reconciliation of job-time tickets to
time cards)
 Supervisory review
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Prepare Payroll Threats
 Errors in processing payroll
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Prepare Payroll Controls
 Data processing integrity controls: batch totals, crossfooting of the payroll register, use of a payroll clearing
account, and a zero-balance check
 Supervisory review of payroll register and other reports
 Issuing earnings statements to employees
 Review of IRS guidelines to ensure proper classification of
workers as either employees or independent contractors
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Disburse Payroll Threats
 Theft or fraudulent distribution of paychecks
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Disburse Payroll Controls

Restriction of physical access to blank payroll checks and the check signature
machine

Restriction of access to the EFT system

Prenumbering and periodically accounting for all payroll checks and review of all
EFT direct deposit transactions

Require proper supporting documentation for all paychecks

Use of a separate checking account for payroll, maintained as an imprest fund

Segregation of duties (cashier versus accounts payable; check distribution from
hiring/firing; independent reconciliation of the payroll checking account)

Restriction of access to payroll master database

Verification of identity of all employees receiving paychecks

Re-depositing unclaimed paychecks and investigating cause
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Disburse Taxes and Deduction Threats
 Failure to make required payments
 Untimely payments
 Inaccurate payments
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Disburse Taxes and Deductions Controls
 Configuration of system to make required payments
using current instructions from IRS (Publication Circular E)
 Processing integrity controls
 Supervisory review of reports
 Employee review of earnings statement
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