Despite IRS warnings and tons of news, tax season phishing scams have taken in an incredible number of businesses this year. Early in January, I wrote about the dangers of phishing, particularly for W-2’s during the tax season and it seems that each day there is news of another company that has unwittingly exposed sensitive employee data to hackers.
A year ago, the IRS warned companies of falling for the W-2 scams but companies are continuing to fall for email scammers posing as the company CEO or other high ranking executives asking for employee summaries and W-2’s. The W-2 information is valuable to hackers because they can take the information and file false tax returns with a diverted refund before the real person can.
Already last month four companies in Indiana have fallen for the trick. 17,000 employees of American Senior Communities were notified that their payroll processor had fallen for the W-2 phishing scam in mid-January but it wasn’t until employees started having their tax returns rejected in February that the breach was discovered.
Another company in Indiana, Monarch Beverage, discovered that they had fallen for the W-2 phishing scam two years in a row while investigating this year’s breach. During the investigation, the company found that the same information had been erroneously disclosed in April 2016 to a hacker posing as the company CEO.
The stories go on and on about unfortunate employees and companies have fallen victims to increasingly more sophisticated phishing attempts. Phishing actually topped the IRS’ Dirty Dozen list of tax scams for 2017 and the IRS has seen a 400% increase in phishing scams since 2009.
So, what can businesses do to combat phishing scams and protect their employee’s data?
Employees may be your business’ greatest weakness but they also can be your greatest defender if you take the time to educate them. Inform your employees who have access to sensitive employee data about these types of scams. Don’t just assume that they know.
Teach your employees how to identify phishing scams and when it comes to sharing sensitive data, you can encourage them to seek verbal approval from the requestor, although phishing scammers often send their emails stating there is urgency in the response. But will an extra five minutes to get verbal confirmation from the sender be too much?
Two school districts (Groton, Glastonbury) in Connecticut were victimized by a phishing scam that divulged W-2 information for nearly 3,000 employees. The school district manager in Groton was placed on administrative leave and the Superintendent expressed his dismay in the disclosure stating “We are of course heartbroken and I just can’t tell you how disappointed I am that this occurred.” But in a related incident, the town of Groton also received a similar email asking for the W-2 information for all the town employees but the employee who received the email was suspicious of the request and reported the fraudulent request. You don’t ever see the success stories published in the news, but this employee truly saved the day by being suspicious of unusual requests for sensitive data.
Lastly, sensitive employee data should never be transmitted unencrypted, even internally.