Stage 7: How do you approve, contract and pay safely?

Approve the documented commitment and unresolved exposure together.

Use a one-page decision memo

Include:

• Mission and reason for private travel.
• Best feasible commercial or ground alternative.
• Selected aircraft and operator, with evidence date.
• Comparable known cost and contingent-cost scenarios.
• Important exclusions and recovery obligations.
• Why the selected option is preferable.
• Remaining conditions before payment or departure.
• Named budget owner, signatory and emergency approver.

For unusual contractual or operating-control provisions, obtain specialist clearance rather than asking an assistant to interpret them alone.

Apply payment controls

Match the payment recipient to the contract and approved vendor record. Independently verify new or changed banking instructions using a previously verified contact or a number obtained separately from the payment request.

The FBI specifically recommends verifying payment requests and changes to account numbers or payment procedures, and warns against relying on contact details supplied in a potentially fraudulent message. (fbi.gov)

Use dual approval for substantial transfers under your organisation’s policy. Save the verified instructions, callback record, signed agreement and receipt together.

Stage gate: accounts payable can explain who receives the money, under which agreement and for what obligation.