---
title: "What should an AP vendor change policy include?"
description: "The elements of a vendor master data change policy for accounts payable: scope, verification steps, approvals, evidence, exceptions and review."
url: https://realpayee.com/answers/what-should-an-ap-vendor-change-policy-include
canonical: https://realpayee.com/answers/what-should-an-ap-vendor-change-policy-include
date_published: 2026-10-05
date_modified: 2026-10-05
author: RealPayee
---

# What should an AP vendor change policy include?

> An AP vendor change policy should say which changes it covers (bank details above all), that no change is valid until verified out-of-band with a known contact, which contact details may be used, who can request, enter and approve changes, what evidence to keep, how exceptions are handled, and a hold period before paying to new details. Review it yearly.

Our free, copy-ready [vendor bank-change policy template](https://realpayee.com/templates/vendor-bank-change-policy) covers each of these sections.

_Published 2026-10-05 · Updated 2026-10-05 · By RealPayee_

## Sections to include

1. **Scope.** Bank details, remittance addresses, contact details and new vendors. Bank details are highest risk.
2. **Rule.** No change takes effect until verified. Requests by email alone are never sufficient.
3. **Trusted contacts.** Verification uses contact details already on file, in the contract or on a previously paid invoice. Never details from the request.
4. **Roles.** Separate who receives the request, who verifies, who edits the vendor master file and who approves the edit.
5. **Evidence.** Record contact, channel, date, time and approver for every change.
6. **Hold period and first payment.** Optionally delay or confirm the first payment to new details.
7. **Executive and urgent requests.** The same rules apply to anyone, including the CEO or CFO.
8. **Exceptions and escalation.** Who can approve an exception and how it is recorded.
9. **Review.** Annual review and training, plus a check of recent changes.

> [!TIP]
> **Make it enforceable**
> A policy only helps if it cannot be skipped. Lock bank-detail fields so edits require approval, and keep verification records where auditors can find them.

## Frequently asked questions

### Do auditors expect a written policy?

Auditors commonly test controls over vendor master data changes. A written policy with evidence it is followed makes that testing straightforward.

### Should the policy cover executive payment requests?

Yes. CEO and CFO impersonation uses the same pressure. Require the same out-of-band confirmation for urgent or unusual payment requests from executives. See [CEO fraud](https://realpayee.com/ceo-fraud).

## Related

- [Free vendor bank-change verification policy template](https://realpayee.com/templates/vendor-bank-change-policy) - A free, copy-ready vendor bank-detail change and callback verification policy template plus checklist for AP teams. (markdown: https://realpayee.com/templates/vendor-bank-change-policy.md)
- [Vendor verification: how to verify vendor bank details before you pay](https://realpayee.com/vendor-verification) - A practical guide to vendor verification for finance teams: how to confirm vendor bank-detail changes, run callbacks, and prevent vendor impersonation fraud. (markdown: https://realpayee.com/vendor-verification.md)
- [Accounts payable segregation of duties: a practical matrix](https://realpayee.com/blog/segregation-of-duties-accounts-payable) - How to segregate duties in accounts payable, with a role matrix, small-team workarounds and the gap segregation of duties does not close: impersonation. (markdown: https://realpayee.com/blog/segregation-of-duties-accounts-payable.md)
- [How do I verify a vendor bank account change?](https://realpayee.com/answers/how-to-verify-a-vendor-bank-account-change) - A step-by-step way to verify a vendor bank account change before you pay: freeze the change, confirm out-of-band with a known contact, check the account, get a second approval and keep a record. (markdown: https://realpayee.com/answers/how-to-verify-a-vendor-bank-account-change.md)

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