Security at Xpayroll
Security at Xpayroll
Last updated: October 11, 2026
At EA GROUP, LLC, doing business as Expert Accounting Group, we recognize the importance of protecting your business's and your employees' information. Our commitment with Xpayroll is to keep data confidential and apply reasonable measures to protect payroll processing and direct deposits.
Authorized access and separation of duties
Access to information should be limited to the people authorized by the client, according to their responsibilities. To reduce errors and prevent improper payments, we recommend separating payroll preparation from its approval.
| Task | Responsibility |
|---|---|
| Record hours, wages and employee changes | Staff authorized by the client |
| Prepare and review payroll calculations | Payroll user |
| Approve amounts, accounts and pay date | Client's authorized representative |
| Process direct deposits | Platform and banking provider, according to the approved payroll |
| Verify payments and reconcile the bank account | Client or designated person, preferably different from whoever prepares the payroll |
Bank account changes should be verified directly with the employee through a trusted channel before approving the payment.
Confidentiality of information
Payroll information will be used to provide the contracted services, protect operations and comply with the applicable legal obligations.
We will not sell personal payroll data for marketing purposes. We will only share information when necessary to provide the service (for example, with banks and payment processors), when the client authorizes it or when the law requires it. Access will be limited to the information needed for each task.
Protection of connections and accounts
The platform must use encrypted HTTPS connections to protect information in transit. This mechanism is part of the service's security, but it does not eliminate all risks of fraud or improper access.
Each user must use their own credentials, keep them confidential and turn on multi-factor authentication when available. The client must periodically review permissions and remove access for people who are no longer authorized.
Direct deposit security
Direct deposits require the corresponding authorizations, validation of bank details and payroll approval. Their processing is subject to the controls and requirements of the bank or payment provider.
Before submitting each payroll, the client must confirm the payees, the amounts and the pay date. If it detects a suspicious transaction, it must report it immediately and avoid resending payments until their status is verified.
Backup and continuity
Xpayroll must have backup and recovery procedures to reduce the risk of data loss and make it easier to restore the service after incidents.
Outages may affect access or delay processing. When a situation affects a payroll, the available information will be communicated so the client can arrange an alternative payment. The client must also keep copies of its important reports and documents.
Your participation is essential
To protect your account:
- Don't share passwords or verification codes.
- Avoid sending Social Security numbers or bank details through unauthorized channels.
- Confirm account change requests directly with the employee.
- Review every payroll before approving it and check the payment confirmations.
- Immediately report any suspicious access or activity.
Incident contact
To report access problems, possible security incidents or issues with payroll processing, contact EA Group, LLC at 787-736-5020 | [email protected]
When reporting an incident, do not send passwords, authentication codes or full bank information.
To learn what data we handle and who we share it with, read the privacy policy.