A convincing email requesting new bank details is still only a request. The administrative task is to preserve it, use the organization's independent verification procedure, and send the evidence to the authorized approver.
This workflow is not financial, legal, or fraud-investigation advice. Administrative staff must not approve a change or release payment unless the organization's policy explicitly grants that authority.
Register the request unchanged
Record the vendor identifier, request time, sender, affected record, and source-message location. Do not reply with protected account details or move the request into an informal chat. Flag any mismatch with the vendor record without deciding what it means.
Assign one coordinator and freeze the administrative task at the policy-defined point. The finance or security owner decides whether additional restrictions apply.
Verify through the controlled channel
Use contact information already held in the approved vendor master or another channel specified by policy. Do not use a phone number supplied only in the change request. Record the person contacted, time, outcome, and evidence location.
Statuses might include received, callback pending, unable to verify, verified for review, rejected by owner, and completed. "Verified for review" should never be confused with final approval.
Preserve separation of duties
The coordinator can assemble evidence and chase missing responses. An authorized finance owner reviews the change and an authorized system owner updates the master record under policy. Record both actions where separation is required.
Track requests by outcome and time to accepted handoff. The count cannot establish attempted fraud or control effectiveness by itself.
Close after the system receipt
Closure should point to the decision, approver, system update, and any notification required by policy. PeptideStaff can maintain the callback log and gather evidence. The organization retains banking, fraud, legal, security, and approval decisions.
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