15/10/2025
Cybercriminals are evolving at a rapid pace. No industry or department is safe, and HR teams are firmly in their sights.
Remote and hybrid work have become the norm, but so too have the scams targeting the people who keep businesses running. HR and payroll departments, in particular, remain prime targets for increasingly sophisticated phishing and fraud attempts. From fake change-of-bank requests to impersonated messages from senior executives, the scams are evolving quick and fast.
With so much of the HR department’s day spent juggling wellbeing, compliance, recruitment and admin, it’s easy to see how scammers use distraction and urgency to their advantage. But even a single misplaced employee click can trigger costly data breaches, financial loss, and lasting reputational harm. In short? Vigilance has never been more essential.
The growing threat of HR and payroll fraud
Criminals are using advanced social-engineering tactics to pose as employees or managers, tricking HR teams into updating salary details or sharing confidential data. The rapid rise of AI-generated messages and deepfake technology has only made these scams harder to detect and the scams to be produced quicker.
The real culprit, however, is phishing… and it’s everywhere. An eye-watering 3.4 billion phishing emails are fired off every single day, with HR teams sitting firmly in the firing line.
How to spot a phish?
Phishing happens when scammers pose as trusted contacts to convince you to click, share or pay something. These messages can look entirely legitimate, imitating your payroll provider, a colleague, or even the CEO, with the goal of gaining access to money or data.
While phishing is most commonly carried out via email, it’s increasingly appearing in other forms such as text or WhatsApp messages — often called smishing — or through fraudulent phone calls, known as vishing.
Some cybercriminals also set up fake websites that closely mimic genuine company or service portals, designed to harvest login credentials or payment details.
With AI tools now able to generate realistic voices and highly convincing written messages, even receipts, these scams are becoming harder to detect and so much easier to fall for.
The golden rule though is simple: If something feels even slightly off, slow down, double-check the details, and verify the source before taking action.
Below are the six ways to protect your HR team and your business from scammers and make sure your HR systems aren’t infiltrated.
Build awareness through ongoing training
Everyone who handles sensitive employee data should understand how cyberattacks work. GDPR violations, even accidental ones, can lead to severe financial and reputational fallout.
Small and mid-sized companies are often targeted precisely because criminals assume their defences are weaker. If you haven’t implemented formal cybersecurity training, now’s the time. The UK’s National Cyber Security Centre (NCSC) offers excellent free materials to help you get started.
Treat every email with scepticism
Phishing relies on urgency and panic, with messages that demand you “act now” or “update immediately.” Scammers do this to lower your guard and move your attention away from the obvious signs of deceit.
So, always take a moment to confirm details, check sender addresses carefully, and question anything that seems unusual. Never reply directly to suspicious messages or open attachments from unknown sources. A quick phone call to verify a request could prevent a costly mistake.
Report suspicious activity straight away
If you think you’ve clicked on a fraudulent message or shared sensitive information, report it immediately to your IT or security team. The faster it’s flagged, the quicker your organisation can isolate the threat and prevent wider damage.
Secure how you share data
Avoid sending spreadsheets or personal information by email — even password-protected ones. Use encrypted transfer tools or a secure HR platform that includes audit trails and access controls.
When working remotely, connect only to trusted Wi-Fi networks. Public connections, such as those in coffee shops, can expose your device to lurking cyber criminals.
Watch for scams during recruitment
Fraudsters don’t just target payroll; they’re also infiltrating recruitment. From malware-laden CVs to fake candidates and job postings, recruitment scams are becoming more common.
Verify candidate identities before interviews, use secure recruitment systems, and never download attachments from unknown sources. Encourage your hiring team to look for inconsistencies in applications or unusual file formats. These are small checks that can prevent big problems.
Prioritise secure systems and smart processes
Finally, where possible, move away from manual or email-based processes that expose sensitive data. Centralised, secure integrated HR and payroll tools can help minimise human error, reduce data duplication, and ensure information is only accessed by those who need it.
Security is everyone’s responsibility
Cybersecurity is no longer just a technical concern — it’s a human one. HR and payroll professionals manage some of the most sensitive data in any organisation, making awareness, communication, and good digital hygiene critical.
Encouraging employees to question suspicious requests, verify information before acting, and report incidents promptly can make all the difference. By embedding cyber-awareness into everyday HR & payroll practice, organisations can reduce risk, protect employee data, and maintain trust in an increasingly digital workplace.
Original Article: HRnews
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