How to Keep the Payroll Toothpaste in the Tube
One of my colleagues who is a long-time CFO relayed a rule he had in his companies about people who see payroll data. Which is: you cannot get another job here that doesn’t involve payroll. Once you see how much everyone makes, you either stay in that role, or you have to leave the company.
This seemed extreme when I first heard it. But the more I consider it, the more sense it makes.
In truth, many build stage companies trust this extremely confidential information in the hands of office managers who double as the people who “do” HR, which includes running payroll. Few of these people have bad intentions. Many are inexperienced. And not many things blow up culture faster than exposing this information in the wrong way. Once that toothpaste is out, you cannot put it back in the tube, and it is very difficult to clean up.
Nothing blows up culture faster than exposing payroll information in the wrong way
So, today I plan to have a reminder conversation with everyone who works with me and handles payroll data. Not because I don’t trust them – mostly because once you’ve seen this information a thousand times, you can lose sight of how sensitive it really is and how important it is to keep it confidential.
On a related note – another build-stage company payroll risk I frequently see is the “single press of a button” problem. Meaning, one person can both enter payroll and submit it without an approval step. I understand why this is tempting in the early stages, and yet: it is a really terrible idea. (The same goes for bill pay and especially wires, by the way).
Systems like TriNet and ADP actually make it hard to do an approval step in their PEO implementations, which I don’t really understand. That said – always put in a second pair of eyes on this. That pair of eyes too is probably bound by the same rule that my partner puts in place: once you see payroll, you can never go back.