Direct deposit, pay cards best defense against fraud

It’s payday and the end of a shift at the quick-service restaurant. Employees begin filing out to their cars in the parking lot when one of them is approached by a man asking how much the employee got paid that week. The employee looks at his check and tells him he got paid $225. The stranger offers the employee a deal almost too good to pass up: Give me your paycheck and I’ll give you $300 cash. The employee thinks about it for a moment, considers the fact he doesn’t have to go to the bank and that he gets an extra $75.

Sure, he says. What do I have to lose?

For the employee, maybe nothing. For the employer, this transaction could cripple his business.

Payroll fraud can be like a cancer for owner/operators. In situations like the above scenario – one that has happened to more than one of our clients – the fraudster may not even try to cash the ill-gotten payroll check. Instead, he knows he has access to even more: the owner/operator’s bank and account information.

We have been successful in identifying payroll theft situations like this in the early stages because we reconcile payroll accounts for our Monthly Accounting clients every month and often are able to catch red flags. Even so, by the time we recognize it, much of the damage has been done.

Paper payroll checks are too often an invitation for fraud and theft. Anyone with access to a check and a computer can create fake checks to look like a corporate paycheck, print them in the same sequence and begin writing checks off those accounts, draining the account of funds before the owner/operator knows what is happening.

This is why we recommend that our clients use direct deposit or pay cards for their payroll. With direct deposit, the money is moved to employees’ bank accounts without exposing the business’s own account information.

For those owner/operators who have employees who may not have bank accounts, pay cards are a good solution. Pay cards operate like pre-paid debit cards where the employer moves money onto the card. The employee can then use this card as any other debit card, even if he or she does not have a bank account. If the employee should lose the card or it is stolen, the employer can cancel that card and reissue another one.

There is another solution we recommend if you want to continue using paper checks:  positive pay via the payroll company. With this form of positive pay, paychecks are issued out of an account with your payroll service – not an account held by the owner/operator. That way, if fraud should occur, the owner/operator is insulated. Just like with pay cards and direct deposit, positive pay does require business owners to prepare for one lump sum to be withdrawn every pay period for payroll purposes.

If you choose to continue using paper checks for payroll, we suggest you keep your payroll account balance limited, moving just enough money into that account each pay period to cover the payroll expense. That way, should fraud occur, criminals would not have access to larger general operating account funds.

Please let us help you find solutions to keep your operating and payroll accounts secure. In the meantime, if you discover or suspect you are victim of payroll fraud, please take the following steps:

  • Close the compromised account immediately;
  • Open a new account; and
  • Never leave excess money in a payroll account.
  • Call us and your payroll company immediately.

Recent Articles:

Follow Antares CPAs:

Thank you for registering!

You will receive an email confirmation soon, and we look forward to seeing you at the Antares Wealth Symposium.

Make your room reservation now.

Use the link below to get a special room rate at the gorgeous Hotel Contessa where our symposium is being held.

Save my place!

Complete this short form to reserve your place at the free Antares Wealth Symposium. Watch for your confirmation email and we look forward to seeing you in San Antonio.

Contact Info
Guest Info

To help with meal planning, please indicate how many from your group will be attending each event.

Monday Dinner

Tuesday Breakfast

Tuesday Lunch

Dietary Restrictions
Other Accommodations
Contact Info
Guest Info

To help with meal planning, please indicate how many from your group will be attending each event.

Monday Dinner

Tuesday Breakfast

Tuesday Lunch

Dietary Restrictions
Other Accommodations

Succession & Transition Strategies

Creating a successful succession plan is about protecting the future of a business and/or brand and ensuring there is a strategy in place to ensure your business continues to thrive.

After years of investing time, money and other resources, it’s imperative to prepare for this next stage in business and life. Poor planning can increase risks for stakeholders and tarnish legacies. Let’s make sure the next generation is well-equipped and ready to take your life’s work and family legacy to an even greater level of success.

Each situation is unique because the needs of each one involved are unique. We carefully review each opportunity to determine how best to structure a transition while meeting your goals, complying with any brand licensing polices and minimizing the tax implications of the transfer.

  • Next generation succession planning
  • Retirement planning
  • Wealth management

Let's get started.

Call us at 770.785.7855 Or email hello@antaresgroupcpas.com

Technology Services

Antares Group’s technology team provides convenient hardware and software support, along with comprehensive cloud accounting services with 24/7 access to up-to-date financial information exactly the way you want it, on any connected device, with a customizable dashboard interface. We use best-in class cloud accounting platforms and software including Sage Intacct, Bill.com and robot process automation (RPA) with integration capabilities with some of the leading point-of-sale, payroll, and business operations management software programs.

Cloud accounting is just the beginning; Antares Group’s experienced technology team also performs system evaluations and makes recommendations for products and services that will help your business run more efficiently, as well as protecting your information and infrastructure with robust security options. Using the right technology for automation will simplify your life and keep your valuable data safe..

  • Technology and security optimization
  • Complete cloud accounting services
  • Computer troubleshooting assistance with remote and onsite repair

Let's get started.

Call us at 770.785.7855 Or email hello@antaresgroupcpas.com

Business Planning & Valuation

An accurate understanding of your company’s current value and financial viability is vital for achieving business success and the launch pad to boundless possibilities in the years to come. Realistic valuations are essential for long-term strategic plans, business successions and expansions, gift and estate planning, and a lucrative retirement package. Planning for where you want to go in the future is what our business and tax advisors do best. Whatever your goals, we are here to provide you with the right plan and insightful guidance to achieve it.

  • Trend reporting and analysis and business valuation
  • General business and start-up consulting
  • Major reinvestment planning
  • Cash flow projections

Let's get started.

Call us at 770.785.7855 Or email hello@antaresgroupcpas.com

Back Office Solutions

In such a fast-moving business environment, business owners need every advantage to succeed. Improving efficiency should be an ongoing part of your strategy for financial success, empowering you to make continuous improvements.

Whether your business is a single location seeking to grow effectively and sustainably, an established franchise brand adding new locations, or something in between, Antares Group provides a suite of back office services and the financial expertise to help business owners and managers achieve their operational and financial goals. In the process of supporting your essential back office operations with practical solutions, we analyze the function and effectiveness, looking for inefficiencies and potential liabilities, offering valuable insights for owners and managers.

  • Daily deposit verification and online banking monitoring
  • Process invoices and code general ledger accounts
  • Process vendor payments and file 1099s
  • Prepare and file sales and use tax returns
  • Reconcile bank, credit card and cashless sales accounts

Let's get started.

Call us at 770.785.7855 Or email hello@antaresgroupcpas.com

Tax Advisory

Minimizing your tax burden is a year-round strategy; planning for and preparing complex business and individual tax returns is where Antares Group excels. Beyond simply helping you fulfill basic tax obligations, you can rely on our tax advisory team to keep you informed of ever-changing regulations and keep you in compliance. We conduct regular reviews to make sure all methods of reducing your tax liabilities are being used. We routinely assess your personal income tax situation and cash flow to guard against the unexpected. This ongoing strategic analysis empowers you to maximize tax savings and capitalize on new opportunities.

In addition, we provide advisory services for new business startups, acquisitions, and dispositions. Through careful analysis, we help clients determine the best structure and make the process as seamless as possible.

  • Business and individual year-end tax returns
  • Personal property, gift, and trust income tax returns
  • Fixed asset setup and maintenance
  • Annual tax planning and preparation

Let's get started.

Call us at 770.785.7855 Or email hello@antaresgroupcpas.com

Cloud Accounting

Whether you run a small closely held business or a large franchise operation, maintaining a firm grasp of accounting and bookkeeping can be challenging. Between managing staff and overseeing daily operations, there is not enough time to dig into the books and make sense of the financials. You need to know the facts and the implications. – having precise, up-to-date information at hand means you always know your financial position so you can make informed decisions that keep your business moving forward.

The financial experts at Antares can create a custom menu of accounting and tax services perfectly catered to your business needs, including accurate and timely financial statements and reports, so you are always prepared to respond quickly to changing and challenging circumstances. Along the way, we provide clear feedback and financial guidance to help you predict trends and recognize issues, then make the necessary adjustments to sustain cash flow throughout the year.

  • Timely preparation of financial statements based on your particular needs
  • Complete preparation of sales, payroll, inventory, accrual, and prepaid journal entries
  • Meticulous monthly bank and credit card reconciliations

Antares Cloud Accounting services uses industry leading Sage Intacct managment software to provide the precise, up-to-date information you need to always know your financial position, so you can make well-informed decisions.

Call us at 770.785.7855 Or email hello@antaresgroupcpas.com