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Data security in accounting integrations

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As an accountant, you’re probably working with tons of data daily, be that client financial data or tax information. And what makes the process even harder is dealing with it across various platforms.

As cyber threats toward financial information only grow, accounting firms stand at a higher risk of being attacked by hackers. According to data that Deloitte shared with The Wall Street Journal, cyberattacks on accounting and financial data are becoming a significant concern for businesses. In 2023, 34.5% of over 1,100 C-suite executives surveyed revealed their organizations had been targeted by cyber adversaries. 

So that’s where the main question arises: How can you protect valuable data while keeping operational efficiency? This article will discuss the red flags of data security risks in accounting and offer best practices for mitigating and avoiding these threats.

Why financial data is so vulnerable

It’s no surprise that financial data is just a gold mine in the eyes of hackers. A recent IBM and Ponemon Institute report shows that the overall cost of a breach in 2024 has risen to a record high of $478,000 — a 10% increase from the previous year. 

The reasons behind these threats are crystal clear. According to a Cofense report, finance is among the top targeted industries due to its vast amounts of sensitive information, including details such as account numbers, personal details, transaction records, etc.

This data is a prime target for attracting unwanted attention from hackers and malicious insiders.

Today’s financial systems are incredibly complex, and this will only add to the challenge. The more integrated your systems, the greater the risk of a breach, especially if you’re missing some key controls such as encryption or real-time monitoring.

Integration

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Even though software solutions keep growing, not all providers prioritize accounting security. Many of them fail to invest in critical safeguards like regular security audits or real-time encryption, leaving cracks in the system. And this basically leaves an open door for cybercriminals. 

So, how can you ensure your financial data doesn’t become the next target?

As we’ve already mentioned, one of the greatest difficulties of practicing accountants is working with financial data in transition between different systems. Whether your client is managing their sales through various channels of sale, or accepting payment through various gateways, all this information has to be channeled to one system. If it isn’t, you risk missing data, which can lead to discrepancies in the future. 

But when data is passed through multiple platforms, how do you ensure its safety? Let’s dive into the major challenges and see how to overcome them.

Challenge No. 1: Data silos and fragmentation. Financial data is often scattered across isolated systems — payroll on one platform, client financials on another, and tax information elsewhere, creating a maze of tools. When these systems don’t communicate smoothly, operations slow down, and the risk increases. Why? Each platform may have different security standards, leaving financial data exposed during transfers.

Solution: Self-service integration tools will ease data management. AI-powered tools can help streamline data from various silos into one cohesive, secure system, making it easier to monitor and protect. And always have a safety net: encrypted backups. This simply means that if something goes wrong, you’re prepared for a quick recovery.

Challenge No. 2: Compliance with regulations. Data security regulations, like GDPR and HIPAA, demand tight controls when handling sensitive financial information. But here’s the kicker: Different platforms often come with their own security protocols, and ensuring that every one of them meets these strict regulations across multiple jurisdictions is a serious challenge.

Solution: Equip your integration platforms with strong security features like encryption, audit trails, and role-based access controls that meet regulatory standards. That’ll be your golden ticket. 

Fortunately, most software solutions make it easy to verify their security credentials directly on their websites. So, if you’re looking for a tool to streamline workflows between PayPal and QuickBooks Online, or want to integrate an additional platform for one of your clients, the first thing you’ll be looking for is whether or not the software provides top-tier accounting cybersecurity

Challenge No. 3: Compliance with regulations. The biggest risk occurs during the data transfer. When data moves between systems, if not properly encrypted, it’s vulnerable to interception. Weak access controls only make matters worse, as unauthorized personnel can gain access to sensitive financial data.

Solution: Encryption should be used with strong mechanisms, such as AES-256 or RSA, to protect your data. Securing the communication of systems via SSL/TLS will ensure that even if your data gets intercepted, they won’t be able to read it. This can be complemented with multifactor authentication, which requires users to verify their identity with more than just a password.

Challenge No. 4: Integrating hybrid systems. Many accountants rely on a mix of cloud-based solutions and legacy on-premise systems, which can be unsafe from a security point of view. These systems often operate with vastly different architectures, data standards, and security protocols, which makes integration difficult and leaves gaps for attackers.

Cloud platforms, while being flexible, tend to be more vulnerable due to their openness, whereas on-premise systems may rely on outdated security measures. 

Solution: To close these gaps, accountants should adopt modern integration platforms that support both cloud and on-premise systems. To reduce the attack surface, use secure APIs for communication between systems, with strict authentication protocols like OAuth in place to ensure that only authorized users can access sensitive data. APIs should also be limited to specific functions to minimize exposure.

Conclusion

There are numerous challenges associated with data security in integrated accounting, and finding an effective control solution is paramount both internally and externally. Overlooking these issues or making hasty decisions, especially when handling sensitive financial information, can lead to serious and costly consequences.

To prevent this, accountants must be proactive: Regularly update your security measures, and select reliable solutions that safeguard financial data, both now and in the future.

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Accounting

SEC subpoenas CSX over years of accounting errors

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A CSX locomotive

CSX Corp. received a subpoena from the U.S. Securities and Exchange Commission focused on previously disclosed accounting errors and certain non-financial performance metrics. 

The subpoena asked the railroad company to produce documents about accounting mistakes CSX disclosed in its previous quarterly report, according to a regulatory filing on Thursday. The company received the subpoena this month and is cooperating with the probe, CSX said in the filing.

“While the company believes its reporting complied with applicable requirements in all material respects, the company cannot anticipate the timing, scope, outcome or possible impact of the investigation, financial or otherwise,” CSX said. 

The filing didn’t include details about the non-financial performance metrics the SEC was scrutinizing. The Jacksonville, Florida-based company didn’t immediately respond to requests for comment. 

CSX in August disclosed that it had to correct accounting errors for several prior periods tied to engineering scrap and engineering support labor. Miscoding of engineering materials and labor resulted in the company understating purchased services and labor and overstating properties, the company said at the time.

The mistakes weren’t deemed material enough by CSX to trigger a formal restatement of previously published financial statements. It fixed the errors via revision, a correction that companies quietly tuck into their regulatory filings without the fanfare of a special SEC filing.

The concern extended as far back as 2021, and the revisions spilled over into how CSX made pension-related adjustments to other comprehensive income. They also required the company to reclassify certain balance sheet items, according to the August filing.

While the mistakes weren’t material to prior periods, CSX said they would have been significant to 2024’s full-year results if they were repeated in this year’s second quarter.

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Accounting

Tax Fraud Blotter: Party’s over

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Unaltered behavior; playing chicken; out on a rail; and other highlights of recent tax cases.

West Palm Beach, Florida: A federal district court has issued a permanent injunction against tax preparer Gregory Salgado, both individually and d.b.a. GMJ Real Investments Inc. and Cuba Salgado Tax & Real Estate.

Salgado is barred from preparing returns, working for or having any ownership stake in a tax prep business, assisting others to prepare returns or set up business as a preparer, and transferring or assigning customer lists to any other person or entity. The court also ordered him to pay $85,000 in gains from his tax prep business. Salgado agreed to both the injunction and the order to pay.

The complaint alleged that Salgado pleaded guilty in 2012 to filing a false personal return and filing a false return for another taxpayer and that the IRS assessed more than $500,000 in civil penalties against him for willfully underreporting tax on returns he prepared for clients.

According to the complaint, neither Salgado’s conviction, 33-month incarceration nor civil penalties altered his behavior. After his release from prison in 2015, Salgado continued to prepare thousands of returns for clients that either reduced their tax liability or inflated their refund claims. He did this largely by falsifying or overstating itemized deductions, fabricating or overstating business income and expenses and falsifying filing statuses and dependents.

Salgado must send notice of the recent injunction to each person for whom he or his business prepared federal returns, amended returns or claims for refund between Jan. 1, 2019, to the present. The court also ordered him to post a copy of the injunction at all locations where he conducts business and on his business’s website.

Cincinnati: Restaurateur Richard Bhoolai, 65, has been convicted of failing to pay taxes he withheld from employees’ wages.

He owned and operated Richie’s Fast Food Restaurants Inc., an S corp used to operate three area fried chicken restaurants since 1991. Bhoolai employed 22 to 34 employees between at least 2017 and 2018 and during that time withheld taxes from employees’ wages but did not pay them over to the IRS. Prior to that period, Bhoolai had not paid over such taxes from earlier years and the IRS had assessed a penalty against him.

Bhoolai instead used money from the businesses for his personal benefit, including gambling.

He faces up to five years in prison for each count of failure to pay taxes.

Bakersfield, California: Miguel Martinez, a Mexican national, has been sentenced to six years in prison for leading a $25 million fraud against the IRS.

From November 2019 through June 2023, Martinez, who previously pleaded guilty, led a scheme to file hundreds of fraudulent returns that claimed millions of dollars in refunds. He used stolen IDs to create fake businesses and report phony wage and withholding information for the businesses to the IRS. He then submitted hundreds of individual federal income tax returns in the names of still other individuals whose identities he had also stolen, claiming that those individuals worked for the fake businesses and were owed refunds based on the phony wage and withholding information.

Martinez used several people to allegedly help carry out the scheme, including a local tax preparer and a former IRS tax examiner who advised Martinez. In exchange, Martinez paid them thousands of dollars and took them out to lavish dinners.

The IRS paid out $2.3 million in refunds. When federal agents arrested Martinez and searched his three homes, he was found with $750,000 in fraudulent refund checks, ID cards for more than 200 individuals and multiple firearms that he could not lawfully possess due to his illegal status in the United States.

He also lied to government agents in the beginning of the investigation, initially saying that he had no knowledge of or involvement in tax prep for others and that he just sold gold and ran a party rental business. He also said that he did not know others who were involved in the scheme and had no relevant evidence.

Hands-in-jail-Blotter

Kansas City, Missouri: Tax preparer Ebens Louis-Loradin has been sentenced to 20 months in prison and ordered to pay $722,121 in restitution for a fraud in which he filed clients’ federal income tax returns that contained false information.

Louis-Loradin, a tax preparer since 2012 and who pleaded guilty earlier this year, prepared and filed 154 fraudulent returns that inflated his clients’ refunds by a total of nearly $1 million and boosted the fees he charged them.

He admitted that he engaged in the scheme from 2013 to 2020. Phony claims on the returns included dependents, inflated withholding amounts, credits for child and dependent care expenses, American Opportunity Credits and the Earned Income Tax Credit, itemized deductions and business losses.

The fraud caused a total federal tax loss of $953,873. Many of his clients, who told investigators they weren’t aware of the false items he placed on their tax returns, have been paying back the IRS for the refund overpayments.

Louis-Loradin also failed to file personal federal income tax returns for 2016 to 2018 and fraudulently used multiple IDs, including those of children, in his scheme.

Springbrook, Wisconsin: Gregory Vreeland, who owns and operates Wisconsin Great Northern Railroad of Spooner, Wisconsin, which provides recreational train rides and rail car storage and rail switching services, has been sentenced to a year and a day in prison for failure to pay employment taxes.

Vreeland, who previously pleaded guilty and who also co-owned and operated the Country House Motel and RV Park, was Great Northern’s president and the motel’s managing partner and was responsible for the companies’ financial matters, including the filing of employment returns. He failed to file employment tax forms for Great Northern from the end of 2017 through all of 2021 and failed to pay over the associated employee withholdings for that same period. Vreeland also failed to file employment tax forms for the motel from the third quarter of 2015 through the third quarter of 2020 and failed to pay over the associated employee withholdings for that same time. He used the withholdings to instead expand Great Northern’s operations and to buy a personal residence.

Vreeland received civil notices from the IRS for non-payment, which he initially ignored and made no attempt to cooperate with the service until it began levying his bank accounts.

Raleigh, North Carolina: Tax preparer Fwala Serge Muyamuna, 55, of Wake Forest, North Carolina, has pleaded guilty to 24 counts of aiding or assisting in the preparation of fraudulent returns and one felony count of obstructing justice.

Muyamuna was sentenced to 16 to 29 months in prison; the sentence was suspended and Muyamuna was placed on supervised probation for two years. Muyamuna was also ordered to serve four days in custody, pay $34,257.10 in restitution, perform 150 hours of community service and no longer prepare North Carolina tax returns.

Muyamuna, the manager, operator and tax preparer of Tax Experts/D & V Taxes and Accounting/DV Taxes, aided or assisted in the preparation of 24 false North Carolina individual income tax returns for clients for 2018 to 2021. Muyamuna also told a client to not cooperate with the investigation or speak with IRS agents.

Hanson, Massachusetts: Business owner Kenneth Marston has pleaded guilty to failing to pay employment taxes.

From 2015 through 2018, Marston owned and operated Bowmar Steel Industries, which engaged in steel fabrication, and Teleconstructors Inc., which provided installation services on cellular phone towers. During that time, Marston falsely treated his employees as independent contractors and failed to withhold employment taxes on more than $3.8 million in combined wages. Marston avoided reporting and paying $1 million in employment taxes owed to the IRS.

Failure to pay over taxes provides for up to five years in prison, three years of supervised release and a fine of $250,000 or twice the gross gain or loss, whichever is greater. Sentencing is Jan. 3.

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Accounting

Key business tax moves to consider, whoever wins on Nov. 5

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With the November election mere weeks away, there is still time for tax pros to ponder the strategies available to meet the proposals of each candidate.

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