Small Agency Bulletin - March 2018


March 2018

Important Dates Important Messages Small Agency Financial Services News Travel Tips Contact Us

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Important Dates

April 6

  • Financial statement data deadline – all invoices and travel reimbursement requests due to Accounts Payable.

April 17

  • IRS Tax Deadline – If any of your vendors have questions about their 2017 1099-MISC forms, please call Accounts Payable at 360-407-8183 before the filing deadline.

April 20

Agency allotment adjustments for 2018 supplemental budgets due to the Office of Financial Management (OFM).

April 25

  • Due date for agencies that file monthly state DOR Use Tax.

April 30

  • Place orders for furniture purchases through Correctional Industries (CI) so that orders are received by June 30.
  • Performance measure actuals for quarter ending March 31 are due.

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Important Messages

Supplemental budget allotment adjustments due March 30.

Your agency may need to amend your allotments to reflect legislative changes. Allotment amendments are due for expenditure, revenue, cash receipts and cash disbursement revisions related to 2017-2019 supplemental changes. Your budget analyst will contact you soon after the legislative session to discuss adjustments.

Time to think about the end of the fiscal year.

The end of the fiscal year is not far away. To be prepared, please consider the following:

  • Be sure to obtain all fiscal year 2018 invoices so they can be paid promptly. Belated claims will apply against your fiscal year 2019 spending authority.
  • Does your agency bill for its services or send out inter-agency billings? Create a plan to ensure that June's billings are processed promptly and mailed by mid-July.
  • Help is available: Reference the OFM's year-end resources.

Time to think about capital assets.

We encourage small agencies to evaluate internal policies and procedures related to capital assets to ensure they include the following:

  • An internal written policy for managing small and attractive assets, timely removal of capital assets from inventory, and proper approval of disposal requests
  • A revolving schedule to perform physical inventories every other year. Inventories can be performed anytime - there is no need to wait until June.
  • Procedures to follow if a capital asset is lost or stolen.

Visit these websites to find out more about capital assets:

Time to think about the 2019-2021 biennial budget.

Here are some things to think about to when planning your agency's 2019-2021 biennial budget:

  1. Is your Information Technology (IT) Security Policy and Standards Compliance Audit due? These audits are due at least once every three years.
  2. Is your agency planning to submit any IT decision packages? Consider getting started on the concept review process required by WaTech/OCIO.
  3. Is your agency considering a program structure change? Changes in program budget, allotment or accounting formats require a Program Structure Change Request. Changes that prompt a formal Program Structure Change Request include:
  • A major shift of costs between programs.
  • A program consolidation or separation.
  • A title change, if the new title is substantially different from the current program or sub-program name.
  • Any other significant revisions that would affect the comparability of staffing, expenditure, or revenue data over time.
  • Program Structure Change Requests are due to OFM in early May. We will need some time to prepare these requests and may need a 10-year history analysis. If you wish to submit a request, please contact your DES SAFS budget analyst soon.

Fund 03K Industrial Insurance Premium Refund Account

Enterprise Services wants to remind agencies that they may have a balance remaining in Fund 03K Industrial Insurance Premium Refund Account — a fund used to account for all industrial insurance refunds earned by state agencies under the state fund retrospective rating program. Preference on expenditures shall be given to programs that provide incentives for employee safety and appropriate early return-to-work incentives for injured employees.

Below are some ideas about where you can request these funds be used:

  • Electronics — such as loaner cell phones for personal safety while in travel status, and/or security cameras.
  • Emergency planning and first aid — such as first aid kits and emergency evacuation supplies.
  • Ergonomics — such as adjustable work surfaces, padded or gel wrist rests and keyboard trays.
  • Facilities related items — such as warning signs, ice/snow supplies to prevent surface slips and card key entries.
  • Indoor air quality — such as HEPA filter air cleaners and CO2 monitoring equipment.
  • Lifting/materials handing devices — such as fork lifts and portable carts.
  • Lighting — such as blinds to minimize glare and task lighting.
  • Personal protective equipment — such as hard hats and back-belts.
  • Training/education — such as safely videos

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Small Agency Financial Services News

DES SAFS will present our "Fiscal Year-End" and "2019-21 Biennial Budget Build" workshop soon.

Watch for your invite!

New features! Interactive workshop! OFM Budget staff!

Our workshop will cover all you need to know about the fiscal year-end close such as:

  • Important dates and deadlines
  • How to identify expenses that need accrued
  • What are overspends and how to avoid them

We'll also help you prepare for the 2019-21 biennium by covering:

  • The basic budget process
  • What to expect from us
  • What we need from you
  • Timeline of budget due dates
  • What makes a good decision package

A question and answer period will follow. If you have specific questions or topics you would like to see covered, please email Gwen McClanahan.

DES Accounts Payable statistics for February 2018

  • A total of 1,629 payments were processed.
  • 1,500 non-travel invoices paid.
  • 129 travel reimbursements for employees and board members/commissioners paid.
  • 19 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 84 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS)

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Travel Tips

SAAM travel rules can sometimes be confusing, and creating a travel policy may seem daunting. But SAFS AP is here to help!

Please take notice of the upcoming State Administrative and Accounting Manual (SAAM) change:

OFM will be changing the 3-hour rule to an 11-hour rule. Effective July 1, 2018, agencies will no longer have to look to each individual's work schedule to determine if an employee is entitled to meal reimbursement for non-overnight travel. Rather, agencies need only determine if an employee has been in travel status for at least eleven hours.

SAAM revisions effective July 1, 2018 are shown below.

Screenshot of the 3 hour rule showing proposed text revisions

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