Financials for Vacation Binder | 30 Day Prep for Vacation

Here is a checklist of the financial info you should leave on your binder before heading out:

The List of Expenses

This is for deadlines that falls during your vacation.

Pending Approvals: List any invoices, expense, or payroll (housekeeper) 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 while you are on vacation.
Auto-Pay Confirmations: A quick list of what happens automatically.

This is usually the biggest bottleneck.

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 for your spouse, family.
Software Logins: Ensure that you have access to the accounting software (QuickBooks, Xero, etc.) under family credentials so everyone can add receipts.

What should they do if something goes wrong?

Threshold Limits: "If an emergency expense send me a text message. If it's over a certain amount call using vacation phone number.
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. List which phones get the text notices.
Vendor List: A "Who’s Who" of your most important contacts regarding money and bills,

For the sake of security (and your own privacy), make sure these stay in a Finance Binder kept in a secure place:

Personal Financial Documents: Bank statements, tax returns, or payroll stubs that show your specific salary.
Physical Checks: Never leave a "signed blank check" or even a book of unsigned checks in an unlocked drawer.
Master Passwords: Use a password manager with "Emergency Access" features or a password book.