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Small Agency Services Bulletin - December 2016


December 2016

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

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Important Dates

Dec. 27

  • Due date for agencies that file monthly Department of Revenue (DOR) Use Tax.

Dec. 29 & 30

  • Accounts Payable will not be processing payments in preparation for the 2016 IRS 1099 reporting. Payment processing will resume Jan. 3.

Jan. 5

  • DES SAFS Legislative & Bill Analysis and Tracking System (BATS) Workshop

Jan. 6

  • IRS 1099-MISC upload deadline (Statewide).
  • Statewide W-2 processing begins with W-2s mailed no later than Jan. 31.

Jan. 9

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

Jan. 11

  • This is the first day of the 2017 Legislative Session.

Jan. 25

  • Due date for agencies that file monthly DOR Use Tax.
  • Due date for agencies that file quarterly and annual DOR Use Tax.
  • Performance measure actuals for the quarter ending Dec. 31, 2016, are due for agencies that report on a quarterly basis.
  • Sick leave buyout options are due back to DES Payroll. If employees opt for sick leave buyout, it will be paid in the Feb. 10 paychecks.

Feb. 6

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

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Important Messages

State mileage reimbursement rate for privately owned vehicles has changed

The state mileage reimbursement rate for privately owned vehicles has decreased from $0.54 to $0.535 effective Jan. 1, 2017.

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Small Agency Financial Services News

DES SAFS Sponsored Legislative & BATS Workshop

Join Ann Larson, DES Government Relations Manager, and Gabrielle Stilwater, DES Government Relations Specialist, and learn about:

  • How the Legislature works
  • What to look for and what we expect for this coming session
  • An overview of fiscal notes and what is to come
  • The new BATS format
  • What to cover in your bill analyses

The presentation will last an hour and a half and have time for answering specific questions from attendees. Invitees are encouraged to email questions in advance so we can research and get you the most accurate information.

If you have any specific questions or topics you would like to see covered, please email Gwen McClanahan.

Important reminder about fiscal note process

The 2016 Legislative Session has starts Jan. 11. Please remember that agencies have three days to respond to fiscal notes during session, with a priority for fiscal note requests.

Agencies that have experienced staff turnover are reminded to make sure appropriate staff have access to the systems necessary to the fiscal note process.

Accounts Payable team focused on 1099 forms

The Small Agency Accounts Payable team is focused on completing 2016 Internal Revenue Service 1099 tax reporting for small agencies. DES ensures that all vendors will receive their 1099 tax information by the reporting deadline.

DES Accounts Payable statistics for November 2016

  • A total of 2,084 payments were processed.
  • 1,897 non-travel invoices paid.
  • 187 travel reimbursements for employees and board members/commissioners paid.
  • 14 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 83 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS).

Payroll statistics for November 2016

  • 14 New Hires/Rehires
  • 5 Transfer In/Transfer Outs(in/out)
  • 4 Separations
  • 0 Walk Throughs
  • 0 Overpayments

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Travel Tips

Know before you go

Travel is often a necessary element of our jobs. It is also regulated by complex rules and is often the subject of great scrutiny. According to the state Office of Financial Management, travel accounts for a tiny fraction of the state's budget but the majority of public records requests.

Most travel issues arise because people are not aware of the travel guidelines. SAFS Accounts Payable wants to help people meet their business needs while ensuring prompt reimbursement of travel claims. Understanding required state policy will ensure that problems can be resolved before they happen.

Situations in which you must have prior written approval include:

Submitting documentation of prior approval with your travel claim will expedite the reimbursement process and ensure you're not denied reimbursement.

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Contact Us

If you have suggestions or feedback about the Small Agency Services Bulletin, please send your comments to

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