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Small Agency Services Bulletin - April 2016


April 2016

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Important Dates

  • April 25 – Department of Revenue monthly use tax filings are due for the reporting period ending in March.
  • April 30 –
    • Department of Revenue quarterly use tax filings are due for the reporting period ending in March.
    • Performance measure actuals for quarter ending March 31, 2016.
    • Be sure any furniture purchases through Correctional Industries (CI) are made by this date. Orders must be received by June 30 to meet the fiscal year-end deadline.
  • May 9 – April invoices and travel reimbursement requests are due to DES Accounts Payable for them to reflect in your agency's April financial statements
  • May 16 – "Fiscal Year-End" and "Biennial Budget Build" Workshop at DES, 1500 Jefferson Street, Olympia (Room 2208)
  • May 26 – Small Agency Liaison meeting
  • May 30 – Updates to 2017-19 compensation data due
  • June 22 – OFM "Rate Day" (see more info below)

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Important Messages

Join us for the "Fiscal Year-End" and "2017-19 Biennial Budget Build" workshop

The close of the fiscal year is fast approaching! Let us help you prepare for this important transition.

Our "Fiscal Year-End" and "Biennial Budget Build" workshop is planned from 2 to 4 p.m. Wednesday, May 16.

The first part of the workshop covers all you need to know about the fiscal year-end close. It is important that each agency account for all expenses at the end of the fiscal year. This ensures your agency does not go over budget, and financial records are accurate.

Topics we'll cover:

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

The second half of the workshop will help you prepare for the 2017-19 biennium.

We'll let you know:

  • 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
  • What you need to do for agency request legislation

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

The workshop will be held at DES Room 2208 at the 1500 Jefferson Street Building. Directions and parking.

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:

  1. Review the DES Fiscal Year Closing Instructions.
  2. All fiscal year 2016 travel reimbursement requests should be submitted within one month after travel.
  3. All purchases of goods and services must be received (in possession) by June 30, 2016 to be posted to fiscal year 2016.

Time to think about the 2017-19 biennial budget

Here are some things to think about to when planning your agency's 2017-19 biennial budget:

  1. In January 2016, your agency's Compensation Impact Model (CIM) was submitted. If there are any changes in positions, changes in staff, or retirements that were not submitted in the CIM model in January, please let your DES budget analyst know. There will be another opportunity in May to update the model a final time.
  2. Your DES budget analyst will meet with you about the 2017-19 budget soon. Please start thinking about potential budget requests or budget corrections to include in the submittal. Some common packages include mandatory caseload/workload adjustments, merit systems increments, retirement buyout costs, transfers between program/funds/agencies/years, lease changes or website updates.
  3. Will your agency have any employees retiring and thus resulting in large annual leave and sick leave buyout expenditures?
  4. Does your building's lease expire soon, and will your lease expenses increase? Or, will you need to move?

DES SAFS and HR partner to present successful statewide vendor numbers and HR Workshop

More than 42 attendees representing 17 agencies and five DES programs attended the April 7 statewide vendor numbers and Human Resources (HR) workshop. Special thanks to the following presenters for sharing their knowledge and for answering questions:

  • Steve Nielson from Office of Financial Management (OFM) Accounting
  • Servando Patlan from DES Business Diversity and Outreach
  • Barb Matson, Renee Butler and Angela Taylor from the WaTech Vendor Payee Unit
  • Michaela Doelman and Ashley Harris from DES HR

Also, thank you to Steve Voigt for all the work organizing the workshop and presenters. Visit our Workshop webpage to see training materials and handouts.

OFM will be hosting "Rate Day" in the General Administration Auditorium – June 22

Rate Day is an opportunity for all agencies to learn about the services that other agencies provide, and to better understand how each agency sets its rates. Each rate setting agency will be make a brief presentation that explains how their rates are calculated and be available to answer questions. Rate Day is 9 a.m. to noon, June 22, in the General Administration Building Auditorium, 210 11th Ave. S.W., Olympia. Driving directions

Learning Management System (LMS)

Recently an agency asked how they would be able to see what trainings their employees were registered for the Learning Management System (LMS) and if there could be an approval work flow created that allowed them to approve training requests. Not all agencies have the same view within LMS. As a courtesy to our small agencies, DES Workforce Support and Development sets up some small agencies so that they can only view the free courses on LMS.

If an agency wants to browse or register for classes that have a fee they need to go to the Browse Course by Title webpage.

As another courtesy, DES staff will register you for in-person classes that are not in LMS.

DES staff can change your view of LMS and can set up the approval flows so that supervisors can approve employee training requests as well as see all of the possible online and classroom trainings available. One thing that supervisors need to be aware of is that LMS does not always disclose the cost of the course.

If you would like to have your agency's LMS set up reviewed and changed to the view that allows you to see more, please email Chad Johnson.

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Small Agency Financial Services News

Accounts Payable statistics for March

  • A total of 1,779 payments were processed.
  • 1,610 non-travel invoices paid.
  • 169 travel reimbursements for employees and board members/commissioners paid.
  • 17 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 85 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS).

Payroll statistics for March

  • 13 New Hires/Rehires
  • 8 Separations
  • 4 Transfers (in/out)
  • 4 Walk Thru
  • 1 Overpayment

Travel Tips

There are no new travel tips at this time.

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