Executive Governance

The CFO's payroll continuity checklist

By Trina Aguirre, Managing Partner · The Payroll Intelligence Brief · September 2026

Fifteen questions. If you pause on more than three, payroll runs on people, not structure.

Payroll is one of the largest recurring expenses most organizations have, and one of the least examined at the executive level. Use this checklist to test how well leadership understands the function. Answer quickly and honestly.

Ownership and governance

• Who, by name, is accountable for payroll accuracy, and who is their backup?
• Who approves payroll before it is released, and what do they actually review?
• When payroll, HR, and finance disagree about a pay decision, who decides?

People and knowledge

• If your payroll leader were unavailable tomorrow, who would run the next cycle?
• When did a backup last run a full cycle, start to finish?
• Are payroll procedures documented well enough for someone new to follow them?

Controls and access

• Who can change pay rates, add employees, or update bank details, and can the same person approve those changes?
• How are payroll registers reconciled to the general ledger, and how often?
• When was system access last reviewed and cleaned up?

Compliance and deadlines

• Do you have a single calendar of every payroll, tax deposit, filing, and remittance deadline?
• Are there any open tax agency notices or unresolved reconciliations right now?
• For California employees, how would you show that pay practices are reviewed and corrected when issues are found?

Continuity and change

• If your payroll system or provider were unavailable on payday, what is the plan?
• Is there an upcoming acquisition, system change, or leadership transition that affects payroll?
• Is leadership confident about year-end readiness today?

How to read your score

Zero to three pauses: payroll has structure. Keep testing it annually.

Four to seven pauses: payroll is working, but it depends on specific people. Prioritize documentation, backup coverage, and access controls.

Eight or more: leadership does not have a clear view of payroll risk. Get an independent look before a transition, notice, or year-end forces the issue.

Keep reading

• Your payroll leader resigned: the first 72 hours
• Seven signs payroll depends on one person
• All insights and downloads

This article is provided for general educational purposes only and does not constitute legal, tax, or payroll advice. Consult qualified counsel regarding your specific circumstances.