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Small Agency Services Bulletin - December 2019

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December 2019

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

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Please send your feedback about the Department of Enterprise Services' (DES) Small Agency Financial Services (SAFS). Your feedback helps us improve and better meet your needs. Finance welcomes your feedback at any time.

Important Dates

Dec. 31

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

Jan. 1

  • Paid Family and Medical Leave benefit available.

Jan. 3

  • 2019 IRS 1099-MISC upload deadline.

Jan. 9

  • To reflect in your agency's monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.

Jan. 13

  • Legislative session begins.

Jan. 24

  • Final day for corrections to be made to 1099 uploads.

Jan. 25

  • Monthly Department of Revenue (DOR) Use Tax Filing due.

Jan. 31

  • Updated compensation data for 2021-23 calculations for collective bargaining and budget development are due. Your DES Budget Analyst will be working with you soon to gather information.
  • 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 paycheck.
  • Quarterly and Annual Department of Revenue (DOR) Use Tax Filing due.
  • 1099 uploads will be submitted to the IRS.

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Important Messages

Paid Family and Medical Leave (PFML)

Paid time off when you need it most. It's yours starting January 1, 2020.

To help employees learn more about the PFML benefits effective January 1, see DES HR's News and Updates or ESD released a new web resource, including:

  • Parents' guide (for bonding leave after the birth or placement of a child).
  • Patient and family guide (for family or medical leave to care for yourself or a family member).
  • Additional materials including: sample letters to employers, notes on the application process, an eligibility questionnaire, and other required documents and forms.

New 2020 Form W-4

The 2020 Form W-4 has a new look. The new design reduces the form's complexity and increases the transparency and accuracy of the withholding system. While it uses the same underlying information as the old design, it replaces complicated worksheets with more straightforward questions that make accurate withholding easier for employees.

Only those hired in 2020 and anyone making withholding changes during 2020 will need to complete the updated form.

Here are some resourceful links:

Payroll reminders

2019 W-2s will be distributed by Jan. 31.

Update your address: Have you moved? Now is a good time to update your address. Update your address in Employee Self Service or send an email to the Human Resources office.

Annual sick leave buy-out reports should be out in mid-January. The signed form is due back to DES Payroll by Jan. 31 and will be processed by the Feb. 10 paycheck.

Contracts - Get in the loop. Receive contract rate.

Statewide master contracts for goods and services are designed to make it easier for state agencies, local and tribal governments, public school districts and colleges, and nonprofit organizations throughout Washington to focus on their missions. The statewide contracts have met state requirements for competitive bidding and other procurement laws, reducing risk and streamlining the purchasing process for agencies. Master contracts leverage the state's collective buying power and are established for most frequently purchased products, making for the best use of resources for all types of Washington governments.

Keep up on changes pertaining to contracts by signing up to receive the Contracts Connection. The Contracts Connection is a biweekly bulletin with news and updates for master contracts.

Confirm that you're receiving contract rate. Search for the contract vendor. Under the vendor's Contract Summary, pull up their pricing or rate document information to confirm that you are receiving the state contract rate. Contact the assigned DES contracts specialist if you have questions.

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Small Agency Financial Services News

IRS 1099-MISC Reporting

In preparation for 2019 IRS 1099 reporting, SAFS AP will not be processing payments from December 24-31, 2019. Payments will resume on January 2, 2020.

For payment in 2019, please submit invoices to SAFS AP by close of business on Friday, December 20. Invoices submitted after December 20 will be paid in January 2020.

Please contact SAFS AP if you have any questions: APquestions.safs@des.wa.gov or (360) 407-8183.

Small Agency Highlight

The County Road Administration Board (CRAB) provides accountability through standards of good practice, fair administration of funding programs, and engineering and technology assistance to the 39 Washington State County Road Departments. These county road departments own, operate, and maintain the state's transportation systems of almost 40,000 miles of roads, 3,300 bridges, and four ferry systems.

On November 7 at the Washington Digital Government Summit, Governor Jay Inslee and Washington State Chief Information Officer Jim Weaver presented CRAB's IT division the Best of Washington Award for their GIS-Mo Project.

The GIS-Mo project team, led by Eric Hagenlock, has worked diligently for more than a year and a half to deliver a state of the art county road asset management system. This system combines software suites from ESRI and DTS, LLC to create a cohesive geospatial asset management system with mobile device capability. Breaking new ground, Washington State will be the first ESRI Roads and Highways implementation to onboard an entire state's county road network. The project team has been commended at every step along the way for their dedication, responsiveness, expertise, and collaborative nature. Although the project team was nominated, GIS-Mo is a collaboration between CRAB, WSDOT, WTSC, WSACE, all 39 Counties, DTS LLC, ESRI, Team Soapbox, and more.

Congratulations to CRAB's IT team: Scott Campbell, Mike Clark, Cameron Cole, Eric Hagenlock, Walt Olsen, Kathy O'Shea and Jim Oyler.

Subscribe to this monthly Small Agency Bulletin

Our monthly bulletin provides our small agency customers with:

  • Important Dates
  • Important Messages
  • DES Small Agency Financial Services (SAFS) News
  • Travel Tips

If you know others who may be interested in also receiving the monthly bulletin, send them this link to sign up.

SAFS (Small Agency Financial Services) Team Updates

Did you know? Your DES financial support team consists of ALL of our SAFS team members. Even though you may work with specific SAFS members regularly, other SAFS members often step in to assist and provide continuity of services. We would like you to know about our whole SAFS team. Below is a list of each work group within SAFS, the members you may hear from, and recent news or a message from each team.

Team Members News / Message
   

From the whole SAFS team......
DRIVE SAFE, KEEP WARM, AND HAVE A WONDERFUL HOLIDAY SEASON!

Accounts Payable Sarah Parker
May Davida-Jackson
Brailyn Pratt
Sasha Sudirjo
Amanda Overstreet
 
Budget Chad Johnson
Diann Lewallen
Paul Bitar
Seth Flory

Diann will be out of the office Dec. 24-Jan.1, returning Jan. 2. Paul will be out of the office Dec. 24, 30, and 31.

Feel free to contact one of the other budget analysts if you need assistance while Diann and Paul are out.

Payroll

Carrie Winslow
Vanno Non
Bona Blume
Tasha Fitzgerald
Whitney Brabant (benefits)
Stephanie Davidson (shared leave)

Bona is now out on maternity leave until February 2020. Please continue to send communications and paperwork to despayroll@des.wa.gov.

 

Revenue Management Kara Skinner
Ian Shelley
Amy Johnson
Teancum Satot
 
Administrative Assistance Danelle Guerin
Vivian Lindenau

 

 

DES Payroll statistics for November 2019 (40 agencies served)

Total Employees Paid 1,210
New Hires / Rehires 20
Transfer In / Transfer Outs 6
Separations 9
Supplemental Payments / Walk Throughs 2
Overpayments 7

 

DES Accounts Payable statistics for November2019 (31 agencies served)

Invoices Received from Agency 1703 72.25% $10,247,402.90
Invoices Paid on Delegated Authority 442 18.75% $814,341.69
Travel Requests Paid through TEMS 208 8.82% $60,948.40
Payments Reissued (SOL, Lost Warrant) 4 0.17% $10,223.75
Total Payments Processed 2,357 100%

$11,132,916.74

 

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Travel Tips

DASH, the free Intercity Transit shuttle

DASH buses travel between the Visitor Parking lot at Maple Park, through the Capitol Campus and to the Farmers Market. They operate every 15 minutes weekdays from 7 a.m. to 6 p.m. in the vicinity of the Capitol.

During legislative session (Jan. 13-Mar. 13, 2020), they operate every 12 minutes between 9 a.m. and 5 p.m. More information about DASH is available online.

 

As always, if you have any questions regarding travel please call SAFS AP at (360) 407-8183 or email travel.safs@des.wa.gov.

Contact Us

If you would like to know what budget analyst, payroll analyst and HR business partner is assigned to your agency, see our Agency Assignments webpage.

If you would like to get contact information for DES SAFS and HR staff, see our Contacts webpage.

If you have suggestions or feedback about the Small Agency Services Bulletin, please send your comments to SmallAgencyBulletin@des.wa.gov.

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