Sometimes the most dangerous road hazards are the ones we never see coming — whether we’re on the highway or in the business world. For some business owners, bookkeeper liability could be cause for concern. Whether you maintain the books for your own company or you delegate that task to an internal or outsourced bookkeeper, it pays to understand the responsibilities inherent in the role. After all, protecting your most valuable assets — your employees — is critical to keeping your business on the road to success.
Falling Rocks: Insufficient Funds
One reason a check might bounce is that the payer doesn’t have a dedicated bookkeeper who minds the finances. Even in such an instance, vendors still expect to receive their payments on time. According to the Uniform Commercial Code, an authorized representative (i.e., one with check-signing authority) is personally liable to the payee unless the representative can prove that the company did not intend for him or her to assume that responsibility.
Steer clear of the road hazard: To protect the bookkeeper from personal liability, consider requiring each check to have a second signature from a supervisor or corporate officer.
Sharp Curves Ahead: Unpaid Payroll Taxes/Withholdings
Worker classification is one of the IRS’ hot button issues, and the agency is scrutinizing business tax returns for red flags. If a company claims that employees are independent contractors and the IRS later reclassifies those workers as employees, then who is liable for the unpaid payroll taxes? Consider another scenario: A company that is short on cash pays its vendors before remitting payroll tax withholdings to the IRS. Who is responsible for that decision?
In both scenarios, the IRS could hold bookkeepers personally liable for 100% of any trust fund taxes (i.e., employees’ Social Security, Medicare, and withheld income taxes) if they:
- are “responsible parties” with decision-making authority (in other words, as a check-signer, they decide which checks to send out), or
- willingly did not pay the taxes, even if a corporate officer directed them not to do so.
Steer clear of the road hazard: If possible, refrain from designating bookkeepers as authorized check signers or require either a supervisor or a corporate officer to sign checks. If you are a business owner who performs your bookkeeping, then you may not be able to claim that you have no decision-making authority or did not know the taxes were due. Instead, protect yourself from personal liability by understanding the risks associated with the role.
Landslide Area: Data Breaches
Companies that outsource their bookkeeping should be aware of the data security risks of doing so. If bookkeepers who store private client information on their networks become victims of a security breach, then the data could be disclosed, damaged, or lost. These attacks can trigger breach notification requirements and other penalties for violating state and federal privacy and security regulations.
Steer clear of the road hazard: Make sure your bookkeeper has strong data security practices, including a written policy regarding how they handle confidential information.
CRI Can Help Keep Bookkeeping Liability Hazards Out of Your Lane
Running a profitable company means watching out for anything that could derail your most important assets — including your and your employees’ personal capital. Contact CRI to learn how our client accounting services can help keep your business on the straight and narrow.