Talking to Employees About Benefits-Related Phishing Scams

Phishing scams have become increasingly sophisticated, and benefits-related fraud is on the rise. HR professionals are in a unique position to help employees recognize and avoid these threats. Because benefits programs involve sensitive personal data, such as Social Security numbers, health details, and financial account information, scammers view them as an easy target. High-volume times of the year like open enrollment and tax season are especially risky, as employees are often dealing with tight deadlines and large amounts of information.

Why Employees Are Targeted

• Open Enrollment Confusion: Employees expect to receive frequent communications about benefits elections, making it easier for scammers to slip fraudulent emails or texts into the mix.
• Tax Filing Season: Messages that appear to come from payroll or the IRS may trick employees into sharing confidential details like W-2 data.
• Insurance Claims: Scammers may pose as insurance providers, promising faster claim approvals if personal or banking information is shared.

Red Flags to Teach Employees

When talking to your teams, encourage them to slow down and look for warning signs, such as:

• Urgent messages that pressure immediate action (“Act now or lose coverage”).
• Requests for sensitive information like Social Security numbers, bank details, or login credentials.
• Poor spelling, unusual grammar, or logos and formatting that look slightly off.
• Email addresses or phone numbers that don’t match official HR or provider contacts.
• Unexpected attachments or links asking for verification.

Practical Steps for Employees

Employees should be reminded that they are never required to provide sensitive benefits information over email or text. HR can reinforce the following best practices:

• Do not click on suspicious links or open attachments in questionable messages.
• Verify before acting: If unsure, employees should use official HR or benefits provider contact information rather than relying on what appears in the suspicious message.
• Report concerns quickly: Encourage employees to forward phishing attempts to IT or HR right away, so the company can investigate and protect others.
• Ask when in doubt: Reassure employees that it is always better to confirm with HR before taking action.

The HR Role in Prevention

HR teams can help reduce risk by:

• Reminding employees of official communication channels during open enrollment and tax season.
• Providing examples of scam messages so employees know what to watch for.
• Partnering with IT to run awareness campaigns and share real-time alerts when new scams circulate.
• Normalizing reporting: Employees should feel safe forwarding suspicious messages without fear of being blamed.

Reinforcing a Culture of Security

Ultimately, employees want to feel confident that their benefits are secure. By keeping phishing awareness front and center, HR helps employees protect not only their own information but also the company’s systems and reputation. Regular reminders, especially during open enrollment and tax season, go a long way in building that security culture.

Benefit Allocation Systems (BAS) provides best-in-class, online solutions for: Employee Benefits Enrollment; COBRA; Flexible Spending Accounts (FSAs); Health Reimbursement Accounts (HRAs); Leave of Absence Premium Billing (LOA); Affordable Care Act Record Keeping, Compliance & IRS Reporting (ACA); Group Insurance Premium Billing; Property & Casualty Premium Billing; and Payroll Integration.

MyEnroll360 can Integrate with any insurance carrier for enrollment eligibility management (e.g., Blue Cross, Blue Shield, Aetna, United Health Care, Kaiser, CIGNA and many others), and integrate with any payroll system for enrollment deduction management (e.g., Workday, ADP, Paylocity, PayCor, UKG, and many others).

This article is for informational purposes only and is not intended as legal, tax, or benefits advice. Readers should not rely on this information for taking (or not taking) any action relating to employment, compliance, or benefits. Always consult with a qualified professional before making decisions based on this content.