Tax season is here, and many people in Atlanta and across the country cannot wait to receive their W-2s to file their taxes. W-2s and other tax-related documents used for filing tax returns contain personal and sensitive information. Many small business owners end up struggling to get their documents in order for tax season. Some employers send them electronically online while others do send them through the mail. It is no secret that hackers resort to extraordinary measures to hack and steal sensitive information to use for personal gain.
If you are a small business owner who has tax documents for your employees, you might still be in the process of preparing their information. Be sure to share with your workers the following tips on how to protect their personal information to prevent tax identity theft and fraud.
Inform workers about mode of delivery and ETA
Inform your workers about the method of delivery for their tax documents and approximate time for when they should receive them. If they do not receive the documents around the estimated time of arrival you provided, they can take appropriate steps to keep others who might have stolen it from misusing the information. If you plan to provide the documents online, consider using a secure payroll service that requires users to log-in to access them.
Inspect for their information for legitimacy
One common method of deception hackers use is phishing scams and bogus emails. Tell your workers to inspect every email they receive from your company and to double-check the sender. Instruct them not to click on any links and open any attachments that are from suspicious emails they receive. They should also report them. If you intend to send the documents through the mail, have your workers verify their current address to keep their W-2s from falling into the wrong hands.
Verify all requests for information
Sometimes, employees may need to ask for copies of their personal information, including their W-2s. Your human resource department should have a process in place to prevent fraudulent requests. Encourage your payroll employees to require confirmation tax and personal information requests.
Identity theft and tax fraud are on the rise. With the right preventative measures, you can protect your company from being vulnerable and avoid liability if issues arise.