Re: ANNOUNCEMENT: BDCORP NEWS: MILEAGE REIMBURSEMENT REPLACING MONTHLY VEHICLE STIPEND

Either Matt or Tim can explain.

Seth

On Mon, Dec 5, 2022, 9:30 PM Jackie Summers <jsummers@thekey.com> wrote:

> Seth and Eric, Just following up here. Can you explain how CAN is
> different than the US on reimbursement? How they track/submit/and the
> payout they should expect.
>
> Since we're moving away from Vehicle stipends - we need to have this
> verbiage and I need to ensure it's in our employee playbook as well as
> having our sales training and recruiting partners in the loop for when
> they're asked. Thank you.
>
> Jackie Summers
> Sales Operations Manager
> *Please note my email has changed:*
> jsummers@TheKey.com <Jackie.Summers@TheKey.com>
> (951) 675-0413
> TheKey.com <https://www.thekey.com/>
> [image: TheKey] <https://homecareassistance.com/>
>
>
> On Fri, Dec 2, 2022 at 1:34 PM Seth Poindexter <seth.poindexter@thekey.com>
> wrote:
>
>> To be clear,  the CAD employee reimbursement process is entirely
>> different than the US.
>>
>> On Fri, Dec 2, 2022, 10:31 PM Timothy Thomas <tt@thekey.com> wrote:
>>
>>> Yes agreed, this is the minimum acceptable rate.
>>>
>>> On Fri, Dec 2, 2022 at 4:07 PM Matt Vijayan <mvijayan@thekey.com> wrote:
>>>
>>>> Hi Eric, Seth,
>>>>
>>>> Won't the mileage reimbursement for the Canadian HCLs be complying to
>>>> the Canada Revenue Agency's guidelines; *CAD*$0.61/kilometer? See the
>>>> link below from the Government of Canada.
>>>>
>>>>
>>>> https://www.canada.ca/en/revenue-agency/services/tax/businesses/topics/payroll/benefits-allowances/automobile/automobile-motor-vehicle-allowances/automobile-allowance-rates.html
>>>>
>>>> +Timothy Thomas <tt@thekey.com>  I am sure you want to see the same
>>>> for the operations mileage reimbursement.
>>>>
>>>> Best regards,
>>>>
>>>> Matt
>>>>
>>>> Matt Vijayan, B.Sc., MBA, CCPE
>>>> Director of Sales, Canada
>>>> *Please note my email has changed:*
>>>> mvijayan@TheKey.com <Madhu.Vijayan@TheKey.com>
>>>>
>>>> TheKey.com <https://www.thekey.com/>
>>>> [image: TheKey] <https://www.thekey.com/>
>>>>
>>>>
>>>> ---------- Forwarded message ---------
>>>> From: Matthew Neal <mneal@thekey.com>
>>>> Date: Fri, Dec 2, 2022 at 12:23 PM
>>>> Subject: Re: ANNOUNCEMENT: BDCORP NEWS: MILEAGE REIMBURSEMENT REPLACING
>>>> MONTHLY VEHICLE STIPEND
>>>> To: Matt Vijayan <mvijayan@thekey.com>
>>>> Cc: Ashley Mirone <amirone@thekey.com>, Jackie Summers <
>>>> jsummers@thekey.com>
>>>>
>>>>
>>>> They should get the CRA amount but I’m not sure who is making sure that
>>>> is setup correctly. Tim should be ensuring the same for the ops team so
>>>> maybe start with him?
>>>>
>>>> On Fri, Dec 2, 2022 at 4:38 PM Matt Vijayan <mvijayan@thekey.com>
>>>> wrote:
>>>>
>>>>> Hi Jackie,
>>>>>
>>>>> Sorry the number appeared to be $0.25/mile. It is actually showing up
>>>>> as USD$0.025 per mile.
>>>>> [image: Screen Shot 2022-12-02 at 11.37.18 AM.png]
>>>>>
>>>>> The conversion to kilometer and Canadian Dollars represents only
>>>>> 48.5cents/km (lower than the CRA guidelines); I will be questioned on this
>>>>> by my HCLs. Just thought of bringing it to your attention so that I can
>>>>> proactively manage this objection.
>>>>>
>>>>>
>>>>> Best regards,
>>>>>
>>>>> Matt
>>>>>
>>>>> Matt Vijayan, B.Sc., MBA, CCPE
>>>>> Director of Sales, Canada
>>>>> *Please note my email has changed:*
>>>>> mvijayan@TheKey.com <Madhu.Vijayan@TheKey.com>
>>>>>
>>>>> TheKey.com <https://www.thekey.com/>
>>>>> [image: TheKey] <https://www.thekey.com/>
>>>>>
>>>>>
>>>>> On Fri, Dec 2, 2022 at 11:29 AM Jackie Summers <jsummers@thekey.com>
>>>>> wrote:
>>>>>
>>>>>> Hey Matt - can you direct me to where you saw the $0.25per/mile?
>>>>>> Screenshot would be great. I don't see the cents per mile on my screen when
>>>>>> I review.
>>>>>> The expense team has confirmed the rate is: 57.5 cents per mile is
>>>>>> the current rate set since 01/01/2020
>>>>>>
>>>>>> Jackie Summers
>>>>>> Sales Operations Manager
>>>>>> *Please note my email has changed:*
>>>>>> jsummers@TheKey.com <Jackie.Summers@TheKey.com>
>>>>>> (951) 675-0413
>>>>>> TheKey.com <https://www.thekey.com/>
>>>>>> [image: TheKey] <https://homecareassistance.com/>
>>>>>>
>>>>>>
>>>>>> On Fri, Dec 2, 2022 at 8:21 AM Matt Vijayan <mvijayan@thekey.com>
>>>>>> wrote:
>>>>>>
>>>>>>> Hi Leadership
>>>>>>>
>>>>>>> In the past, some announcements were meant for the US. Please
>>>>>>> confirm if these changes are applicable to Canadian HCLs as well, effective
>>>>>>> January 1 2023.
>>>>>>>
>>>>>>> Are the Canadian HCLs going to be paid for mileage as per the Canada
>>>>>>> Revenue Agency guidelines (akin to the IRS in the US)? $0.61/kilometer is
>>>>>>> recommended. I see in Jackie's video, the reimbursement is $0.25/mile.
>>>>>>>
>>>>>>> https://www.canada.ca/en/revenue-agency/services/tax/businesses/topics/payroll/benefits-allowances/automobile/automobile-motor-vehicle-allowances/automobile-allowance-rates.html
>>>>>>>
>>>>>>> Best regards,
>>>>>>>
>>>>>>> Matt
>>>>>>>
>>>>>>> Matt Vijayan, B.Sc., MBA, CCPE
>>>>>>> Director of Sales, Canada
>>>>>>> *Please note my email has changed:*
>>>>>>> mvijayan@TheKey.com <Madhu.Vijayan@TheKey.com>
>>>>>>>
>>>>>>> TheKey.com <https://www.thekey.com/>
>>>>>>> [image: TheKey] <https://www.thekey.com/>
>>>>>>>
>>>>>>>
>>>>>>> ---------- Forwarded message ---------
>>>>>>> From: Julia Watthey <julia.watthey@thekey.com>
>>>>>>> Date: Fri, Dec 2, 2022 at 9:16 AM
>>>>>>> Subject: ANNOUNCEMENT: BDCORP NEWS: MILEAGE REIMBURSEMENT REPLACING
>>>>>>> MONTHLY VEHICLE STIPEND
>>>>>>> To: Corp Business Dev Team <bdcorp@thekey.com>
>>>>>>> Cc: Tad Smith <tsmith@thekey.com>, TheKey Standard Task Force <
>>>>>>> TKSTaskForce@thekey.com>
>>>>>>>
>>>>>>>
>>>>>>> ANNOUNCEMENT: NEW POLICY
>>>>>>>
>>>>>>> MILEAGE REIMBURSEMENT REPLACING MONTHLY VEHICLE STIPEND
>>>>>>>
>>>>>>>
>>>>>>> Please be advised of a new company policy to replace the monthly
>>>>>>> vehicle stipend with a mileage reimbursement program. The policy is
>>>>>>> effective as of January 1, 2023. Mileage reimbursements are to be completed
>>>>>>> by the employee within the CONCUR expense reporting software
>>>>>>> <https://www.concursolutions.com/nui/signin>.
>>>>>>>
>>>>>>> Given the extensive amount of driving required for TheKey’s sales
>>>>>>> roles, we are pleased to be providing this policy update, ensuring that
>>>>>>> team members are compensated properly for their time spent driving.
>>>>>>>
>>>>>>>
>>>>>>>
>>>>>>> Beginning in January 2023, please use the CONCUR mileage
>>>>>>> reimbursement tool. Link is here
>>>>>>> <https://www.concursolutions.com/nui/signin>. Mileage Reimbursement
>>>>>>> Steps and Instructions for CONCUR are below (also in the HCL Playbook).
>>>>>>>
>>>>>>>
>>>>>>>
>>>>>>>    1.
>>>>>>>
>>>>>>>    Steps to complete Mileage Reimbursement within CONCUR:
>>>>>>>    1.
>>>>>>>
>>>>>>>       Recorded Training Here
>>>>>>>       <https://drive.google.com/file/d/1MV2ICMZoWJdKIDg9iBtz8bbXoG84sLp8/view?usp=sharing>
>>>>>>>       2.
>>>>>>>
>>>>>>>       Enter into CONCUR
>>>>>>>       3.
>>>>>>>
>>>>>>>       Start New Report
>>>>>>>       4.
>>>>>>>
>>>>>>>       Add Expense
>>>>>>>       5.
>>>>>>>
>>>>>>>       Create New Expense
>>>>>>>       6.
>>>>>>>
>>>>>>>       Expense Type: Reimbursable Mileage Costs
>>>>>>>       7.
>>>>>>>
>>>>>>>       Then it prompts you to insert the starting and end travel
>>>>>>>       points. You can insert multiple stop locations.
>>>>>>>       8.
>>>>>>>
>>>>>>>       Submit
>>>>>>>       2.
>>>>>>>
>>>>>>>    When an employee submits mileage in an expense report, it gets
>>>>>>>    approved or denied by the approver/manager. When it is approved, it goes to
>>>>>>>    processing (Eric Spurr <http://eric.spurr@thekey.com/> - Travel
>>>>>>>    & Expense Analyst, TheKey). The employee should expect to see reimbursement
>>>>>>>    for out-of-pocket expenses in 5-7 business days.
>>>>>>>    3.
>>>>>>>
>>>>>>>    Recommendation: build your Mileage Reimbursement Report in
>>>>>>>    CONCUR on a daily or weekly cadence to not forget your routes.
>>>>>>>    4.
>>>>>>>
>>>>>>>    It is important that your Google Calendars are up to date with
>>>>>>>    addresses included so that your managers can see where you were and can
>>>>>>>    audit your Mileage Reports.
>>>>>>>
>>>>>>>
>>>>>>> For any questions, please contact your manager.
>>>>>>>
>>>>>>> Thank you!
>>>>>>>
>>>>>>>
>>>>>>> --
>>>>>>>
>>>>>>> Best Regards,
>>>>>>> Julia Natasha Watthey, MBA
>>>>>>> Director, Corporate Communications
>>>>>>> TheKey
>>>>>>>
>>>>>>> www.thekey.com
>>>>>>> ---
>>>>>>>
>>>>>>> --
>>>> Matt Neal
>>>> Chief Development Officer
>>>> * Please note my email has changed: *
>>>> mneal@thekey.com <https://brand.thekey.com/esg/mneal@thekey.com>
>>>> (925) 285-2599
>>>> TheKey.com <https://www.thekey.com/>
>>>> [image: TheKey] <https://homecareassistance.com/>
>>>>
>>> --
>>> Tim Thomas
>>> Head of Canada Division
>>> *Please note my email has changed:*
>>> tt@TheKey.com <Tim.Thomas@TheKey.com>
>>> (514) 591-9387
>>> TheKey.com <https://www.thekey.com/>
>>> [image: TheKey] <https://www.thekey.com/>
>>>
>>