RE: Re: April Invoice - [#797708]

Good Afternoon,

I have followed up with accounts in regards to the April invoice that was submitted on the 16th May. In it’s current format, accounts would have to process each individual invoice listed.

Accounts have asked for only one complete invoice to be submitted with no reference to any other invoice numbers. I can expedite the April invoice once this invoice is received. Please ensure that the May invoice is also in this format.

Please refer to previous correspondence and the attached invoice example. Please ensure that there is a cover page with hours completed along with the hourly rate in Canadian dollars only. This should be followed with an itemized list of clients serviced.

Thanks,

Jo Wilson, BScPSY(Hons), GradCertSocImp
My pronouns are: she/her
Coordinator, Homemaking Services Program
Seniors' Services
Community Services, Region of Waterloo
247 Franklin Street North
Kitchener Ontario, N2A 1Y5
Ph: 519-893-8494 x6342, TTY: 519-575-4608
Cell: 519-504-5762
Fax: 519-896-5410

joawilson@regionofwaterloo.ca<mailto:joawilson@regionofwaterloo.ca>
we serve, we engage, we inspire

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From: Bethany Galbraith <BGalbraith@regionofwaterloo.ca<mailto:BGalbraith@regionofwaterloo.ca>>
Sent: Thursday, May 16, 2024 12:43 PM
To: 'Kristy Poyner' <billing@thekey.com<mailto:billing@thekey.com>>; ccartwright@thekey.com<mailto:ccartwright@thekey.com>; Jo Wilson <JoAWilson@regionofwaterloo.ca<mailto:JoAWilson@regionofwaterloo.ca>>
Cc: stephanie.fuston@thekey.com<mailto:stephanie.fuston@thekey.com>; timon.page@thekey.com<mailto:timon.page@thekey.com>; tt@thekey.com<mailto:tt@thekey.com>; kristy.poyner@thekey.com<mailto:kristy.poyner@thekey.com>; michelle.kenaga@thekey.com<mailto:michelle.kenaga@thekey.com>; eclark@thekey.com<mailto:eclark@thekey.com>
Subject: RE: Re: April Invoice - [#797708]

Hi Kristy,

Thanks for sending the updated invoice without kms and tax.  In the future, to ensure the protection of HSSP client personal information, please only use fax for sending the monthly invoices (i.e. not email).  Re: the Region of Waterloo utilizing VersaPay for future HSSP invoices – this is currently being reviewed by our IT and Privacy departments, and we will let you know when we hear back.

@Jo Wilson<mailto:JoAWilson@regionofwaterloo.ca> has prepared a preferred invoice example (attached).  She asked that future monthly summary cover sheets and itemized invoices include hours, rate and total, as this is required for monthly HSSP reporting purposes.

We will send the assigned purchase order # by early next week at the latest.

Please let us know if you have any questions about this.

Thanks so much,

Bethany


Bethany Galbraith
My pronouns are: she/her
Acting Manager, Community Programs
Seniors' Services, Region of Waterloo
247 Franklin St. N. Kitchener, ON N2A 1Y5
Ph: 519-893-8494 x 6057
bgalbraith@regionofwaterloo.ca<mailto:bgalbraith@regionofwaterloo.ca>
we serve, we engage, we inspire

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From: Kristy Poyner <billing@thekey.com<mailto:billing@thekey.com>>
Sent: Wednesday, May 15, 2024 11:33 PM
To: ccartwright@thekey.com<mailto:ccartwright@thekey.com>
Cc: stephanie.fuston@thekey.com<mailto:stephanie.fuston@thekey.com>; Jo Wilson <JoAWilson@regionofwaterloo.ca<mailto:JoAWilson@regionofwaterloo.ca>>; Bethany Galbraith <BGalbraith@regionofwaterloo.ca<mailto:BGalbraith@regionofwaterloo.ca>>; timon.page@thekey.com<mailto:timon.page@thekey.com>; tt@thekey.com<mailto:tt@thekey.com>; kristy.poyner@thekey.com<mailto:kristy.poyner@thekey.com>; billing@thekey.com<mailto:billing@thekey.com>; ccartwright@thekey.com<mailto:ccartwright@thekey.com>; michelle.kenaga@thekey.com<mailto:michelle.kenaga@thekey.com>; eclark@thekey.com<mailto:eclark@thekey.com>
Subject: Re: Re: April Invoice - [#797708]

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Hi Jo and Bethany,

Thank you for your patience. Please see the attached updated Summary and Invoices. This file was also faxed to the number on file (519)896-5410. Please let us know if you have any questions, or need any further assistance.

Have a wonderful rest of your week.

Thank you,
Kristy Poyner
Billing Manager
[TheKey]<https://homecareassistance.com/>
​



On Wed, 15 May at 2:09 PM , Bethany Galbraith <bgalbraith@regionofwaterloo.ca<mailto:bgalbraith@regionofwaterloo.ca>> wrote:
Hello again,

Just a follow-up from the email Jo tried to send yesterday afternoon.  Our accounts department has come back saying that it is still their preference to put in your April invoice by end of day today.  Please send ASAP.

Thank you,

Bethany

From: Timothy Thomas <tt@thekey.com<mailto:tt@thekey.com>>
Sent: Tuesday, May 14, 2024 11:49 AM
To: Kristy Poyner <billing@thekey.com<mailto:billing@thekey.com>>
Cc: ccartwright@thekey.com<mailto:ccartwright@thekey.com>; stephanie.fuston@thekey.com<mailto:stephanie.fuston@thekey.com>; Jo Wilson <JoAWilson@regionofwaterloo.ca<mailto:JoAWilson@regionofwaterloo.ca>>; Bethany Galbraith <BGalbraith@regionofwaterloo.ca<mailto:BGalbraith@regionofwaterloo.ca>>; timon.page@thekey.com<mailto:timon.page@thekey.com>; kristy.poyner@thekey.com<mailto:kristy.poyner@thekey.com>; michelle.kenaga@thekey.com<mailto:michelle.kenaga@thekey.com>; eclark@thekey.com<mailto:eclark@thekey.com>
Subject: Re: Re: April Invoice - [#797708]

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Great, thanks Kristy!

On Tue, May 14, 2024 at 11:41 AM Kristy Poyner <billing@thekey.com<mailto:billing@thekey.com>> wrote:
Thank you for your replies, Tim!

We will work to get these invoices updated to remove kms and taxes and make the requested update to the summary that was provided. As billing is working on reviewing/finalizing billing for all US and Canada locations, please allow until EOD tomorrow for the 17 invoices to be adjusted and a revised summary completed.


Thanks,

Kristy Poyner


On Tue, 14 May at 10:57 AM , Timothy Thomas <tt@thekey.com<mailto:tt@thekey.com>> wrote:
1. Correct, no KMs to be invoiced
2. Correct, no taxes
3. Correct
4. Still waiting on a confirmation but the hope is yes.

On Tue, May 14, 2024 at 10:47 AM <kristy.poyner@thekey.com<mailto:kristy.poyner@thekey.com>> wrote:
Hi @Cheryl Cartwright<mailto:ccartwright@thekey.com>,

I saw your email this morning on the chain including the client, but it doesn’t look like we received confirmation on the items I sent yesterday. Please confirm the below from my previous email so we can ensure the invoices are updated correctly the first time.



  1.  Region of waterloo should not be billed for kilometers under any circumstances. Is this accurate?

     *   If accurate, please turn off kilometer billing for this client population.

  1.  Region of waterloo should not be billed taxes under any circumstances. Is this accurate?

     *   If accurate, can you please add a tax-exempt tag to this client population so we can ensure clients are set up correctly in NetSuite during our new client audit process going forward?

  1.  The summary for April should include only the sum of all applicable client’s hours and billed amounts. Is this accurate?
  2.  Will the Region of Waterloo be able to utilize our VersaPay client portal in leu of a summary going forward as discussed on our 5/1 call?


Thank you,
Kristy Poyner
Billing Manager
Kristy.Poyner@thekey.com<mailto:Kristy.Poyner@thekey.com>
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From: kristy.poyner@thekey.com<mailto:kristy.poyner@thekey.com> <kristy.poyner@thekey.com<mailto:kristy.poyner@thekey.com>>
Sent: Monday, May 13, 2024 9:59 AM
To: 'Stephanie Fuston' <stephanie.fuston@thekey.com<mailto:stephanie.fuston@thekey.com>>; 'Cheryl Cartwright' <cc