Re: Reimbursement Request

Hi Laura,

it was only sent to EStambaugh@erslife.org.

On Wed, Nov 26, 2025 at 7:53 AM Laura Horval <lhorval@thekey.com> wrote:

> Good Morning!
>
> I checked in with Emerson this morning and he is actually out of the
> office until Monday. That said, he did not receive a link to complete the
> vendor onboarding. Please let me know if this was sent somewhere other than
> to his email. Thank you!
>
> On Tue, Nov 25, 2025 at 6:51 PM Lito Delapena <lito.delapena@thekey.com>
> wrote:
>
>> HI All,
>>
>> @An Ly <an.ly@thekey.com>  @Laura Horval <lhorval@thekey.com>  thank you
>> both for hopping on a call this afternoon to discuss the pending Deupree
>> house refund.
>>
>> Pending action:
>> Laura to work with Vendor to complete onboarding set up tomorrow morning.
>>
>> Once completed, Laura confirm via this thread that the onboarding
>> documents have been completed. Lito to submit completed check refund
>> request form to invoices@thekey.coupahost.com.
>>
>> Advise An once submitted so it can be escalated and processed by PSG.
>>
>> Please let know if i missed any additional information
>>
>> Thank you,
>>
>> Lito Delapena
>>
>> Customer Contact and Collections Manager | TheKey
>>
>> Mobile: 619-722-8561
>>
>> <http://www.thekey.com>
>>
>>
>>
>> On Tue, Nov 25, 2025 at 8:52 AM <an.ly@thekey.com> wrote:
>>
>>> Hi Laura,
>>>
>>>
>>>
>>> If the vendor is already in Coupa, and they have an invoice please send
>>> it to our invoice submission email: invoices@thekey.coupahost.com
>>>
>>>
>>>
>>> If you don’t have an invoice for them, please log into Coupa and submit
>>> a check request. I’ve attached the check request process. Please let me
>>> know if you have any questions.
>>>
>>>
>>>
>>> Thanks,
>>>
>>>
>>>
>>>
>>>
>>>
>>>
>>> An Ly
>>>
>>> Accounts Payable Manager| *TheKey*
>>>
>>>
>>>
>>>
>>>
>>> *From:* Laura Horval <lhorval@thekey.com>
>>> *Sent:* Tuesday, November 25, 2025 5:52 AM
>>> *To:* an.ly@thekey.com
>>> *Cc:* Will Reid <wreid@thekey.com>; Faith Jones <faith.jones@thekey.com>;
>>> Lyndsey Organ <lyndsey.organ@thekey.com>; Trish Nguyen <
>>> trish.nguyen@thekey.com>; Lito Delapena <lito.delapena@thekey.com>;
>>> Michelle Schefter <michelle.kenaga@thekey.com>; Timothy Thomas <
>>> tt@thekey.com>
>>> *Subject:* Re: Reimbursement Request
>>>
>>>
>>>
>>> Good Morning,
>>>
>>>
>>>
>>> I have requested Deupree House to be a vendor- when I went to submit the
>>> request it flagged that we had an ERS account. Please let me know if you
>>> need anything else. Thank you!
>>>
>>>
>>>
>>> On Mon, Nov 24, 2025 at 3:00 PM <an.ly@thekey.com> wrote:
>>>
>>> Good morning Laura,
>>>
>>>
>>>
>>> We don’t have this vendor in Coupa. Please request the supplier follow
>>> the attached guidelines.
>>>
>>>
>>>
>>> I am looping in @Faith Jones <faith.jones@thekey.com> to assist. She
>>> manages our vendor onboarding process.
>>>
>>>
>>>
>>> Thanks,
>>>
>>>
>>>
>>> An Ly
>>>
>>> Accounts Payable Manager| *TheKey*
>>>
>>>
>>>
>>>
>>>
>>> *From:* Laura Horval <lhorval@thekey.com>
>>> *Sent:* Monday, November 24, 2025 6:15 AM
>>> *To:* Will Reid <wreid@thekey.com>
>>> *Cc:* Lyndsey Organ <lyndsey.organ@thekey.com>; Trish Nguyen <
>>> trish.nguyen@thekey.com>; Lito Delapena <lito.delapena@thekey.com>;
>>> Michelle Schefter <michelle.kenaga@thekey.com>; Timothy Thomas <
>>> tt@thekey.com>; An Ly <an.ly@thekey.com>
>>> *Subject:* Re: Reimbursement Request
>>>
>>>
>>>
>>> Good Morning,
>>>
>>>
>>>
>>> Can someone please advise on how to add Deupree House as a vendor in
>>> Coupa- is this the new supplier request? If so, it is requiring me to
>>> upload a contract file. Can I just upload the client consent agreement for
>>> the Key Cleaning account?
>>>
>>>
>>>
>>> On Fri, Nov 21, 2025 at 4:31 PM Will Reid <wreid@thekey.com> wrote:
>>>
>>> Thanks everyone for escalating this. Appreciate your understanding of
>>> the urgency.
>>>
>>>
>>>
>>> Have a great weekend!
>>>
>>>
>>>
>>> *Will Reid*
>>>
>>> Partner | *TheKey*
>>>
>>> Mobile: 513.707.2304
>>>
>>>
>>>
>>> <http://www.thekey.com/>
>>>
>>>
>>>
>>>
>>>
>>>
>>>
>>> On Fri, Nov 21, 2025 at 4:02 PM Laura Horval <lhorval@thekey.com> wrote:
>>>
>>> When I am back in front of a computer I can submit the vendor request in
>>> Coupa, thank you.
>>>
>>>
>>>
>>> On Fri, Nov 21, 2025 at 3:55 PM Lyndsey Organ <lyndsey.organ@thekey.com>
>>> wrote:
>>>
>>> Hi Will,
>>>
>>>
>>>
>>> That is a great question! Unfortunately, all checks that are issued
>>> through AP must flow through Coupa's approval/payment process. This is how
>>> we handle all customer refunds, so we will need to follow the same process
>>> in this case.
>>>
>>>
>>>
>>> *Thank you!*
>>>
>>>
>>>
>>>
>>>
>>> *Lyndsey Organ*
>>>
>>> Senior Manager, Accounting | *TheKey*
>>>
>>> Mobile: 316.253.6494
>>>
>>>
>>>
>>>
>>>
>>>
>>>
>>> On Fri, Nov 21, 2025 at 2:53 PM Will Reid <wreid@thekey.com> wrote:
>>>
>>> Does it matter that this is not a vendor? We are simply giving a credit
>>> to a 7 figure referral source who pays by check so they need the credit
>>> supplied via check.
>>>
>>>
>>>
>>> *Will Reid*
>>>
>>> Partner | *TheKey*
>>>
>>> Mobile: 513.707.2304
>>>
>>>
>>>
>>> <http://www.thekey.com/>
>>>
>>>
>>>
>>>
>>>
>>>
>>>
>>> On Fri, Nov 21, 2025 at 3:48 PM Trish Nguyen <trish.nguyen@thekey.com>
>>> wrote:
>>>
>>> Hi All,
>>>
>>>
>>>
>>> Lyndsey's notes are aligned with our AP current process.
>>>
>>>
>>>
>>> I also noticed the check is requested made out to Deupree House which
>>> has not been set up in Coupa.  Please request it in Coupa, once the vendor
>>> is active, the check request can be submitted/processed for approval.
>>>
>>>
>>>
>>> Since there isn't an actual supporting document, please complete and
>>> attach TheKey Check Request Form, attached in this email, along with your
>>> check request submission for accounting and auditing purposes.
>>>
>>>
>>>
>>> We can facilitate sending the check out this Monday or at the earliest
>>> once all approvals have been received in Coupa.  Feel free to let me know
>>> if you have additional questions.
>>>
>>>
>>>
>>> *Best regards,*
>>>
>>> *Trish Nguyen*
>>>
>>> Sr. Accounts Payable | *TheKey*
>>>
>>> *Trish.nguyen@thekey.com <Trish.nguyen@thekey.com>*
>>>
>>>
>>>
>>> <http://www.thekey.com/>
>>>
>>>
>>>
>>>
>>>
>>>
>>>
>>> On Fri, Nov 21, 2025 at 12:02 PM Lyndsey Organ <lyndsey.organ@thekey.com>
>>> wrote:
>>>
>>> Hi Trish,
>>>
>>>
>>>
>>> Lito, Laura and Will connected on the below check request. They will
>>> enter a manual check request for this refund. Is there a way to expedite
>>> the check process for this refund? If we aren't able to send out a check
>>> today, can we send one out on Monday?
>>>
>>>
>>>
>>> Just so everyone is aware, after the form is filled out in Coupa, AP
>>> must enter the request as an invoice. Once that is complete, the invoice
>>> must be approved in Coupa before issuing payment. Once approval is
>>> complete, please notify us on this email chain to help speed up the process.
>>>
>>>
>>>
>>> @Trish Nguyen <trish.nguyen@thekey.com> - Please let me know if this is
>>> possible or if I am missing something above.
>>>
>>>
>>>
>>> *Thank you!*
>>>
>>>
>>>
>>>
>>>
>>> *Lyndsey Organ*
>>>
>>> Senior Manager, Accounting | *TheKey*
>>>
>>> Mobile: 316.253.6494
>>>
>>>
>>>
>>>
>>>
>>>
>>>
>>> On Fri, Nov 21, 2025 at 11:13 AM Lito Delapena <lito.delapena@thekey.com>
>>> wrote:
>>>
>>> Thank you for looping me in @Michelle Schefter
>>> <michelle.Kenaga@thekey.com>
>>>
>>>
>>>
>>> @Laura Horval <lhorval@thekey.com>  @Will Reid <wreid@thekey.com>  May
>>> I request specific dates, shifts or CGs that make up the $7,032 credit that
>>> is needed? In review of their current AR they have an outstanding balance
>>> so i'd like to confirm if these invoices connect to what we need to
>>> complete a credit for
>>>
>>>
>>>
>>> Thank you,
>>>
>>>
>>>
>>> *Lito Delapena*
>>>
>>> Customer Contact and Collections Manager | *TheKey*
>>>
>>> Mobile: 619-722-8561
>>>
>>>
>>>
>>> <http://www.thekey.com/>
>>>
>>>
>>>
>>>
>>>
>>>
>>>
>>> On Fri, Nov 21, 2025 at 8:55 AM Michelle Schefter <
>>> michelle.kenaga@thekey.com> wrote:
>>>
>>> Thank you, Will, for the background here. I approve moving forward.
>>> Looping in Lito Delapena and Lyndsey Organ to help support this request.
>>>
>>> While I can’t guarantee that we’ll be able to expedite the refund check,
>>> we will explore all available options to see what can be done to move this
>>> along as quickly as possible. Will circle back with an update asap.
>>>
>>>
>>>
>>> *Michelle Schefter*
>>>
>>> Director of Finance | *TheKey*
>>>
>>> Phone: 408.837.0579
>>>
>>>
>>>
>>>
>>> <https://link.edgepilot.com/s/a8050378/qe9A5s-_YU2yE4HySjz87g?u=http://www.thekey.com/>
>>>
>>>
>>> ------------------------------
>>>
>>> *From:* Will Reid <wreid@thekey.com>
>>> *Sent:* Friday, November 21, 2025 6:55 AM
>>> *To:* Laura Horval <lhorval@thekey.com>
>>> *Cc:* Michelle Schefter <michelle.Kenaga@thekey.com>; Timothy Thomas <
>>> tt@thekey.com>
>>> *Subject:* Re: Reimbursement Request
>>>
>>>
>>>
>>> Thanks Laura.
>>>
>>>
>>>
>>> Michelle, Tim and I discussed this yesterday. He recommended sending
>>> this request to you for the fastest processing.
>>>
>>>
>>>
>>> Thank you,
>>>
>>>
>>>
>>> *Will Reid*
>>>
>>> Partner | *TheKey*
>>>
>>> Mobile: 513.707.2304
>>>
>>>
>>>
>>> <http://www.thekey.com/>
>>>
>>>
>>>
>>>
>>>
>>>
>>>
>>> On Fri, Nov 21, 2025 at 8:57 AM Laura Horval <lhorval@thekey.com> wrote:
>>>
>>> Good Morning Michelle,
>>>
>>>
>>>
>>> We recently learned there was a miscommunication regarding how we billed
>>> time for our partnership account with Key Cleaning at the Deupree House.
>>> Consequently, we owe them a $7,032 credit that requires processing as soon
>>> as possible. Can we please get a check sent to them next week? Please make
>>> the check out to Deupree House and send it to:
>>>
>>>
>>>
>>> Emerson Stambaugh
>>>
>>> 3939 Erie Avenue
>>> <https://www.google.com/maps/search/3939+Erie+Avenue+%0D%0A+Cincinnati,+Oh+45208?entry=gmail&source=g>
>>>
>>> Cincinnati, Oh 45208
>>> <https://www.google.com/maps/search/3939+Erie+Avenue+%0D%0A+Cincinnati,+Oh+45208?entry=gmail&source=g>
>>>
>>>
>>>
>>>
>>>
>>> *Laura Horval MSW LSW *
>>>
>>>
>>>
>>> General Manager | *TheKey*
>>>
>>> Office: 513-891-2273
>>>
>>> Mobile: 513-535-0558
>>>
>>>
>>>
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>>>
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>>>
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>>>
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-- 

*Best regards,*

Faith A. Jones

Sr. Procure to Pay Specialist| TheKey

*faith.jones@thekey.com <faith.jones@thekey.com>*


<http://www.thekey.com/>