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Small Agency Services Bulletin - Aug 2016


August 2016

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Important Dates

August 29

  • Biennial budget requests are due to the Office of Financial Management (OFM) on Sept. 9 and Sept. 16 (Budget Instructions Appendix A-1). Please submit all decision package narratives to your DES budget analyst on or before Aug. 29. We will work closely with you to review and complete the decision packages to meet OFM's deadline.

September 2

  • Phase 2 Comprehensive Annual Financial Report (CAFR) Close. Please note that during year-end close, payment batch processing may be delayed. Contact DES Accounts Payable if there are any items that require priority processing to ensure batches are paid on time.
  • Phase 2 State Disclosure forms are due to OFM Accounting. Your DES budget analyst will prepare and submit these forms in the system.

September 9

  • August invoices and travel reimbursement requests are due to DES Accounts Payable for them to reflect in your agency's August financial statements

September 14

  • The signed State Disclosure Certification is due. Your DES budget analyst will require your agency's signature on the certification a week before the due date. Please notify us if you will be unavailable during this time.

September 30

October 1

  • New travel reimbursement rates for per diem and lodging go into effect.

Mid October

  • 2017 supplemental budget requests are due to OFM. Your DES budget analyst will need your decision packages by late September.

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Important Messages

2016 Central Service Agency Fair Presentations and Handouts

On June 22, 2016, the Office of Financial Management hosted the 2016 Central Service Rate Fair to provide a forum for central service agencies to inform clients about the nature of central service rates. You can find presentations and handouts from the event on the OFM website

Training and Development

DES offers a variety of instructor-led courses at the 1500 Jefferson building in Olympia, the South Puget Sound Community College in Lacey, and other sites. Classes are designed to meet the professional development needs of public employees and include topics like "Budgeting for Non-Financial Managers" and writing courses like "Writing Policies and Procedures" and "Writing Documents in Plain Talk." Many courses can be customized to meet your agency's needs. DES also offers an extensive selection of online course on a wide variety of subjects. Get more information on the DES Training and Developmentweb page.

DES also offers courses that meet the required or recommended training for state employees as required by state law, Executive Order or other policies. Get more information on DES' Additional Services and Information.

Update on Accounts Payable's (A/P) move towards a team-oriented way to serve you

DES Accounts Payable has moved toward building a team of experts to assist you and your agency with all of your accounts payable needs. By focusing on a team approach to support your agency, we are better equipped to have numerous subject matter experts available to each agency. This helps provide consistent and reliable coverage to every agency, as well as strong, well-versed staff on many facets of your business.

For Accounts Payable (A/P), please use the following new contact information:

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Small Agency Financial Services News

DES Accounts Payable statistics for July

  • A total of 1,793 payments were processed.
  • 1,549 non-travel invoices paid.
  • 199 travel reimbursements for employees and board members/commissioners paid.
  • 10 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 81 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS).

DES Payroll statistics for July

  • 12 New Hires/Rehires
  • 3 Transfer In/Transfer Outs
  • 20 Separations
  • 3 Walk Throughs
  • 1 Overpayment

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Travel Tips

Exceptions to Maximum Allowable Lodging Rates
According to the State Administrative & Accounting Manual (SAAM) 10.30.20, travelers may exceed the maximum allowable lodging rate by no more than 150 percent if approved in advance by the agency head or authorized designee. The approval must contain a written explanation as to why the exemption is necessary and include one of the following:

  1. When a traveler is assigned to accompany an elected official, a foreign dignitary, or others as authorized by law, and is required to stay in the same lodging facility.
  2. When costs in the area have escalated for a brief period of time either during special events or disasters.
  3. When lodging accommodations in the area of the temporary duty station are not available at or below the maximum lodging amount, and the savings achieved from occupying less expensive lodging at a more distant site are consumed by an increase in transportation and other costs.
  4. The traveler attends a meeting, conference, convention, or training session where the traveler is expected to have business interaction with other participants in addition to scheduled events. Further, it is anticipated that maximum benefit will be achieved by authorizing the traveler to stay at the lodging facilities where the meeting, conference, convention, or training session is held.
  5. To comply with provisions of the Americans with Disabilities Act or when the health and safety of the traveler is at risk.

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