RE: Tax Requirements Validation- Canada Go-Live Prep

 <mailto:ali.malik@thekey.com> @Ali Malik?

 

From: Steve Koyanagi <skoyanagi@thekey.com> 
Sent: Friday, June 30, 2023 9:34 AM
To: eclark@thekey.com
Cc: Ali Malik <ali.malik@thekey.com>; Frank Liu <fliu@thekey.com>; Timothy Thomas <tt@thekey.com>; Troy Riha <troy.riha@thekey.com>
Subject: Re: Tax Requirements Validation- Canada Go-Live Prep

 

Elizabeth, based on the word doc below is what appears we're charging, which is longer than the list in your email? Can you clarify?

 

BC - GST 5%

Winnipeg - GST 5%

Ontario - GST 13%

Alberta - GST 5%

Quebec - GST 5%; QST 9.98%

 

On Fri, Jun 30, 2023 at 9:25 AM <eclark@thekey.com <mailto:eclark@thekey.com> > wrote:

Attached are screenshots of what is charged today (from agency settings), aligns with the below. 

 

 

Elizabeth Clark 

Director, CI & Transformation

Long Term Care Insurance, Onboarding

 

TheKey

 

 

 

From: Steve Koyanagi <skoyanagi@thekey.com <mailto:skoyanagi@thekey.com> > 
Sent: Friday, June 30, 2023 8:31 AM
To: eclark@thekey.com <mailto:eclark@thekey.com> 
Cc: Ali Malik <ali.malik@thekey.com <mailto:ali.malik@thekey.com> >; Frank Liu <fliu@thekey.com <mailto:fliu@thekey.com> >; Timothy Thomas <tt@thekey.com <mailto:tt@thekey.com> >; Troy Riha <troy.riha@thekey.com <mailto:troy.riha@thekey.com> >
Subject: Re: Tax Requirements Validation- Canada Go-Live Prep

 

Thanks; Tim/Ali, please confirm the below is a comprehensive list of taxes being charged to clients in all provinces when you have a moment next week and we can go from there.

 

On Fri, Jun 30, 2023 at 5:31 AM <eclark@thekey.com <mailto:eclark@thekey.com> > wrote:

Hi Steve-

 

What we charge in each province in question is below however, we’re not 100% confident this is accurate. Both Tim & Ali are out until Monday so we will have to wait on them to reply with any more context required if this is not sufficient. 

 

*	Steve- Need legal confirmation of alternate agency settings below are appropriate from a client taxation perspective.

*	Vancouver- Currently only charging GST 5%
*	Calgary- Currently only charging GST 5%
*	Winnipeg- Currently only charging GST 5%

 

Elizabeth Clark 

Director, CI & Transformation

Long Term Care Insurance, Onboarding

 

TheKey

 

 

 

From: Steve Koyanagi <skoyanagi@thekey.com <mailto:skoyanagi@thekey.com> > 
Sent: Thursday, June 29, 2023 2:24 PM
To: eclark@thekey.com <mailto:eclark@thekey.com> 
Cc: Ali Malik <ali.malik@thekey.com <mailto:ali.malik@thekey.com> >; Frank Liu <fliu@thekey.com <mailto:fliu@thekey.com> >; Timothy Thomas <tt@thekey.com <mailto:tt@thekey.com> >; Troy Riha <troy.riha@thekey.com <mailto:troy.riha@thekey.com> >
Subject: Re: Tax Requirements Validation- Canada Go-Live Prep

 

Is there a summary of what taxes (HST/GST/PST/QST) are charged in each province where we operate? It will help simplify the review process for Canadian counsel.

 

If/when taxes are charged, the invoices should include the applicable tax account info. 


Also note that due to the upcoming holiday there may be a delay in response from Canadian counsel but I'll see how fast we can get it.

 

On Thu, Jun 29, 2023 at 1:21 PM <eclark@thekey.com <mailto:eclark@thekey.com> > wrote:

Ali and Tim would like formal review and sign off, they’re our sounding board for all things finance today so I think seeking confirmation from CAD counsel makes sense here. These settings were configured at the time of acquisition so they could have been valid then, but arent now, etc. Thanks for checking.

 

From: Steve Koyanagi <skoyanagi@thekey.com <mailto:skoyanagi@thekey.com> > 
Sent: Thursday, June 29, 2023 1:13 PM
To: eclark@thekey.com <mailto:eclark@thekey.com> 
Cc: Ali Malik <ali.malik@thekey.com <mailto:ali.malik@thekey.com> >; Frank Liu <fliu@thekey.com <mailto:fliu@thekey.com> >; Timothy Thomas <tt@thekey.com <mailto:tt@thekey.com> >; Troy Riha <troy.riha@thekey.com <mailto:troy.riha@thekey.com> >
Subject: Re: Tax Requirements Validation- Canada Go-Live Prep

 

Elizabeth, do we have a Canadian finance/accounting vendor that can answer the tax related items assigned to me below? If not, I can solicit advice from our Canadian counsel, but wanted to check if finance has another vendor we can ask first.

 

Let me know.

 

On Thu, Jun 29, 2023 at 1:09 PM <eclark@thekey.com <mailto:eclark@thekey.com> > wrote:

Hello Everyone-

 

Thank you for your time today. Below are the notes and action items from our call today.

 

Notes:

On Boarding: 

CSM/CSL teams’ own determination if clients should be charged tax for all agencies below. If charging tax is required, the “charge tax” button will be checked on the client record in ClearCare. This triggers taxes from that point forward only. Should we need to back bill any client these taxes, CSM/CSL team owns emailing Billiing@TheKey.Com <mailto:Billiing@TheKey.Com>  the request to adjust past billing. 

 

 

Action Items:

*	Frank to deliver Requirement to Appwrap for Montreal- Required to display our Agency Permit on the footer of the invoice. This can be hard coded, does not need to change at a client level. Every invoice should have this permit number displayed. “Numero AP-2000870”
*	Frank to deliver Requirement to Appwrap for Montreal- Required to break out 2 tax types, GST 5% & QST 9.975%, individually under the sub-total of the invoice. Order of display and example shown below. 

*	Remove “HST” verbiage.
*	This will require an update to the Montreal Invoice Template to have 2 tax types broken out/calculated separately.

 

Current State Invoice:



 

Future State Placement:


 

*	Ali to send list of Montreal Clients we charge tax to today, so we can update the client record in NS before we send our 1st NS invoice. Frank & Elizabeth will determine w/Appwrap, the best way to make this one-time update. 
*	Frank to deliver Requirement to Appwrap Oakville/Waterloo- HST 13% 
*	Steve- Need legal confirmation of alternate agency settings below are appropriate from a client taxation perspective.

*	Vancouver- Currently only charging GST 5%
*	Calgary- Currently only charging GST 5%
*	Winnipeg- Currently only charging GST 5%

*	Question on above items, should we also be charging PST?

*	Steve- Can you please confirm/deny we are required to add these tax codes to the footer of our invoices?



Thank you! 

 

Elizabeth Clark 

Director, CI & Transformation

Long Term Care Insurance, Onboarding

 

TheKey