Nudges in Security Awareness for Finance and HR Teams

Finance and HR teams are prime targets for cybercriminals due to their access to sensitive payroll data, employee records, and financial transactions. Invoice fraud alone costs mid-sized companies an average of $280,000 per year, making it a growing financial risk for businesses (Forbes). Meanwhile, the UK Ministry of Defence’s payroll system was breached in 2024, exposing sensitive banking details of armed forces personnel—highlighting the vulnerabilities within finance and HR systems and the risks of third-party access (HR Magazine).

A single mistake, such as approving a fraudulent invoice or mishandling payroll data, can result in significant financial loss, compliance violations, and reputational damage. To mitigate these risks, organizations can implement security nudges—timely, contextual reminders that prompt finance and HR employees to make safer decisions. These nudges reinforce security awareness training and reduce human error without disrupting daily workflows.

This blog explores how behavioral nudges can enhance security for finance and HR teams, the key threats they face, and practical ways to integrate nudges into their daily operations.

Why Focus on Finance and HR Teams?

Finance and HR teams are prime targets for cybercriminals who exploit weak security controls, employee mistakes, and third-party access to steal funds, manipulate payroll, and expose sensitive employee data. The most common risks include:

• Phishing and Impersonation Scams – Attackers send fake emails or messages, posing as executives, vendors, or employees, to trick staff into approving fraudulent payments or sharing sensitive data.
• Sensitive Data Leaks – Payroll records, tax forms, and banking details must be handled securely. If exposed, they can lead to identity theft, financial fraud, or compliance penalties.
• Costly Human Errors – Employees may mistakenly send payments to the wrong account, email confidential files to unauthorized recipients, or approve suspicious requests without verification.
• Third-Party Security Gaps – Payroll providers, staffing agencies, and financial services often access internal systems, making weak vendor security a potential entry point for cybercriminals.

A Smarter Approach: Targeted Security Nudges

Security nudges provide timely, in-context reminders that help finance and HR teams make safer decisions at critical moments—before processing payments, sharing sensitive files, or approving requests. These nudges reinforce good security habits, reduce costly mistakes, and strengthen fraud detection without disrupting workflows.

To learn more about how behavioral science shapes effective security awareness training, read How Keepnet Creates Security Awareness Training Based on Behavioral Science.

Key Nudges for Finance and HR Teams

Cybercriminals exploit routine financial transactions and HR processes to manipulate payments, steal sensitive data, and commit fraud. Traditional security training alone is not enough—employees need real-time guidance to recognize risks and take the right actions. Security nudges provide timely, context-aware reminders that reinforce secure behaviors exactly when they’re needed. By integrating these nudges into finance and HR workflows, organizations can prevent costly mistakes and strengthen fraud detection, data protection, and compliance.

Below are key security nudges designed to address the specific risks finance and HR teams face.

1. Invoice Verification Prompts

Alerts prompting employees to double-check payment details before processing invoices.

Example Nudge: “This invoice requests a large payment. Have you verified the recipient’s details through an independent channel?”

Why It Matters: Business email compromise (BEC) attacks often use fraudulent invoices to trick employees into making unauthorized payments, leading to significant financial losses. Verifying payment details helps prevent these scams.

Implementation Tip: Embed prompts in accounting or ERP systems to trigger during payment approvals.

2. Employee Data Protection Alerts

Nudges reminding HR personnel to encrypt and securely store sensitive employee data.

Example Nudge: “You’re sharing a file with personal employee data. Ensure it’s encrypted and sent via an approved channel.”

Why It Matters: Mishandling payroll and HR records can result in data breaches and regulatory penalties.

Implementation Tip: Integrate nudges into email platforms and file-sharing tools to appear during data transfers.

3. Awareness of Social Engineering Scams

Real-time alerts about scams that target finance and HR employees.

Example Nudge: “Beware of fake requests for employee W-2 forms. Verify any unusual data requests directly with the requester.”

Why It Matters: Cybercriminals impersonate executives, vendors, or agencies to pressure employees into sharing payroll records, tax forms, or login credentials through spoofed emails, fake calls, or fraudulent messages. Falling for these scams can result in identity theft, payroll fraud, or data breaches.

Implementation Tip: Use threat intelligence tools to provide real-time alerts about the latest scams targeting finance and HR teams.

4. Payroll Fraud Prevention Prompts

Alerts reminding HR teams to verify direct deposit changes before processing them.

Example Nudge: “A request to update payroll bank details has been received. Confirm the request directly with the employee before proceeding.”

Why It Matters: Cybercriminals often submit fake payroll update requests using compromised employee email accounts or social engineering tactics to reroute salaries to fraudulent accounts. Verifying requests prevents payroll fraud and financial losses.

Implementation Tip: Embed verification prompts in payroll systems to require direct confirmation from employees before approving account changes.

5. Third-Party Vendor Verification

Prompts reminding finance teams to verify new vendors before processing payments.

Example Nudge: “This vendor is new to our system. Have you verified their credentials and payment details?”

Why It Matters: Cybercriminals trick companies by posing as new vendors or hacking existing accounts to redirect payments. Without proper checks, businesses may pay fake invoices or expose financial data to attackers. Verifying vendor details helps prevent fraud and supply chain risks.

Implementation Tip: Require manual review and multi-step approval for first-time vendor payments, including verification of business details and banking information.

6. Compliance and Regulatory Nudges

Notifications ensuring employees follow compliance requirements when handling financial or HR data.

Example Nudge: “This data export contains sensitive financial information. Ensure compliance with [GDPR, CCPA, SOX] before proceeding.”

Why It Matters: Failure to follow privacy and security regulations can lead to significant fines and reputational damage.

Implementation Tip: Automate compliance reminders within HR, payroll, and financial systems to ensure adherence to regulations.

7. Incident Reporting Encouragement

Prompts urging employees to report suspicious emails, transactions, or activities.

Example Nudge: “Noticed anything unusual, like a suspicious email or unexpected transaction? Report it immediately to the security team.”

Why It Matters: Early threat detection reduces financial and reputational risks.

Implementation Tip: Enable one-click reporting options within email platforms and ERP systems to streamline reporting.

Integrating Nudges into Finance and HR Workflows

Security nudges are most effective when they fit seamlessly into finance and HR workflows without causing delays. By integrating them into existing tools and processes, organizations can reinforce secure behaviors, improve awareness, and reduce human errors.

To maximize their impact, security nudges should be:

• Contextual – Delivered at the right moment, such as before approving a payment, updating payroll details, or sharing sensitive files.
• Integrated with Existing Tools – Built into payroll systems, accounting software, and HR platforms so they appear naturally in daily workflows.
• Brief and Actionable – Designed to quickly prompt secure decisions without disrupting productivity.

For more practical ways to implement security nudges, read Keepnet's article on Top Nudge Examples in Cybersecurity Awareness.

Strengthening Security Awareness in Finance and HR

Finance and HR teams manage critical data and financial transactions, making them prime targets for cyber threats. Without the right safeguards, a single mistake—such as approving a fraudulent invoice or mishandling sensitive payroll data—can lead to financial loss, regulatory penalties, and reputational harm.

By implementing targeted security nudges, organizations can reinforce secure behaviors, prevent costly errors, and strengthen fraud detection. These nudges should be seamlessly integrated into daily workflows, ensuring they are effective, timely, and easy to follow.

To take security awareness a step further, explore Keepnet Security Awareness Training to equip your teams with the knowledge and tools to stay ahead of cyber threats.