When leaving financial responsibilities in the hands of coworkers, the goal is to provide access without overexposure. Here is a checklist of the financial info you should leave on your desk in your binder before you head out:
The “Immediate Action” List
This is for anything with a hard deadline that falls during your vacation dates.
- Pending Approvals: List any invoices, expense reports, or payroll runs that need a “green light” while you’re gone.
- Maturity Dates: If you manage short-term investments or CDs, note if any are set to roll over or expire.
- Auto-Pay Confirmations: A quick list of what should happen automatically so they can double-check the “Monarchy” is actually running itself.
Access & Authentication
- Emergency Contact for Banks: Don’t leave your full account numbers out, but do leave the name and direct line of your Relationship Manager or dedicated bank contact.
- Token/MFA Protocol: If your system requires a physical security key or a “soft token” on a phone, ensure you’ve designated a backup person who has been granted “Proxy Access” through the bank’s portal (never share your own password!).
- Software Logins: Ensure they have access to the accounting software (QuickBooks, Xero, etc.) under their own credentials.
The Guide When Something Goes Wrong
- Threshold Limits: “If an emergency expense is under a corporate mandated amount, it is approved by corporate. If it’s over, call [X person].”
- Fraud Contacts: The direct number for the bank’s fraud department in case a suspicious transaction appears on the corporate card while you’re offline.
- Vendor List: A “Who’s Who” of your most important suppliers, so if a vendor calls claiming they haven’t been paid, your coworker knows exactly who to check with.
What to Keep Off Your Desk
For the sake of security make sure these stay away from your Work Desk.
- Personal Financial Documents: Bank statements, tax returns, or payroll stubs that show your specific salary and personal finances.
- Physical Checks: Never leave a “signed blank check” or even a book of unsigned checks in an unlocked drawer at work.
- Master Passwords: Keep them away from the binder if work colleagues do not need access to the data.
