RBC Bank Account Closure

From: Laszlo Kovacs <laszlo.kovacs@thekey.com>
To: Cheryl Cartwright <ccartwright@thekey.com>
CC: Timothy Thomas <tt@thekey.com>, Kate Goodrich <kate.goodrich@thekey.com>, Elizabeth Clark <eclark@thekey.com>, Lisa Barker <lisa.barker@thekey.com>, Vashon Palloo <vashon.palloo@thekey.com>, Alyson Rohane <alyson.rohane@thekey.com>, an.ly@thekey.com, sara.stuhlsatz@thekey.com, Brian Fialko <brian.fialko@thekey.com>, Daniel Barakat <daniel.barakat@thekey.com>, lyndsey.organ@thekey.com, Madonna Borger <madonna.borger@thekey.com>, Michael Jichetti <michael.jichetti@thekey.com>, Steve Kearley <steven.kearley@thekey.com>, Ahmad Tajgardoun <ahmad.tajgardoun@thekey.com>, Michelle Kenaga <michelle.kenaga@thekey.com>, kristy.poyner@thekey.com, Edie Gibbs <egibbs@thekey.com>, Anotte Francois <anotte.francois@thekey.com>, Phuong Plazola <phuynh@thekey.com>
Date: Fri, 10 Nov 2023 08
Folder: INBOX

📎 Check Request Form.pdf; Travel & Expense Reimbursement Policy Aug 2023 (1).docx

Hi Cheryl,

Thanks again for your time yesterday to walk through the RBC account for
Toronto. Here are the item types that we discussed and how we need to treat
them going forward.

*Outflows*

   - *Contract workers (Where applicable)* – Weekly timesheet provided by
   workers to Cheryl (or delegate). You will need to complete Check Request
   Form (Attached) and send to AP-Invoices@thekey.com
      - Any contractors hired will need to send their depository bank
      information to AP-Invoices@thekey.com to have a profile setup to
      receive their payments.
   - *Refund payments* – To be paid out of the Canadian JPMC disbursement
   account by OTC Team as needed.
   - *Rent/Lease Payments*  - TK’s process is to add vendor to recurring
   lease payment list and for AP team to cut payment monthly. Preference would
   be to follow standard process through AP, but understand that some lease
   contracts require direct debit- We should push against this and for
   standard AP run.
   - *Taxes (Provincial, Federal, GST)* – Michael Jichetti will need to
   raise payments in appropriate portal to issue payments. Cheryl (or
   delegate) to obtain approval from Tim and then forward to Michael with
   necessary inputs to facilitate payment.
   - *Visa CC Payments* – Visa card to be closed or switched out for either
   a T-Card or P-Card used by Chuck.
   - *Service charges* – Will cease following migration of activity and
   closure of account
   - *Vendor payments (check or wire)* –  Cheryl (or delegate) to send
   invoice to AP-Invoices@thekey.com and provide wire instructions. If no
   invoice available, fill out Check Request Form (attached) same process as
   1099 vendors/contract works above.
   - *Vendor payments (Credit Card)* – Need to follow T&E process to obtain
   either a T-Card or P-Card to process payments (attached).

*Inflows*

   - *PAD customer payments* – Testing in VersaPay is underway and hopeful
   to conclude week of 11/13. Pending outcome of testing, we will turn-on
   functionality in VP and notify customers of impact (if any). Alyson and
   Elizabeth will follow up with Cheryl (or delegate) to determine if we have
   access to usable payment info.
   - *Veteran’s Affairs Billing* – No current VA customers in Toronto, but
   any billing activity should be coordinated through Edie Gibbs.

If you want I can setup a weekly touchpoint for us as we work through all
these changes, Cheryl. No pressure, but want to ensure nothing gets dropped
and no obligations go unpaid.

All on CC – Please be advised that this is 2 of 8 accounts I’ll be aiming
to close before EOY. If I have misstated the handling for any of the above,
please chime in with any corrections or additional input.

Thanks,

*Laszlo Kovacs*
Sr. Dir., Order to Cash