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Small Agency Services Bulletin - June 2016


June 2016

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Important Dates

  • June 22 – OFM "Rate Day" – 9 a.m. to noon at the Columbia Room in the Legislative Building.
  • June 28 – Due to State fiscal year-end accounting activity, no accounts payable documents will be processed on June 28 and June 29. FY16 payments will resume on June 30.
  • June 30 –
    • Use compensatory time. The remaining balance will be cashed out on the July 10 paycheck (represented employees only).
    • Last business day of fiscal year 2016 (FY16). All goods and services must be received by this date.
    • Replenish petty cash per the State Administrative and Accounting Manual (SAAM). Checks should not be written between June 29 and June 30 due to impacts to the Agency Financial Reporting System (AFRS).
  • July 1 –
    • Submit all payroll items for the June 16-30 payroll.
    • Submit all FY16 commissioners and board members' stipend requests.
    • Submit all FY16 Commute Trip Reduction (CTR) stipends.
  • July 11 – June invoices and travel reimbursement requests are due to DES Accounts Payable for them to reflect in your agency's June financial statements.
  • July 15 – If DES prepares invoices for your agency for goods and services that you provide others, submit invoicing information to DES.
  • July 22 –
    • All payment documents must be received by DES for payments of goods, services, and equipment received on or before June 30.
    • If you prepare invoices internally for goods and services you provide others, mail invoices for goods and services to agencies and colleges. Please report your invoices to to be recorded properly for FY16.
    • Manual (paper) travel requests must be received by DES Accounts Payable.
    • Electronic travel requests must be approved in the Travel Expense Management System (TEMS).
  • July 25 – Notify your DES Small Agency Budget Analyst of any unrecorded assets or disposed assets.
  • July 27 – Information on accrued expenses must be received by DES Accounts Payable.
  • July 31 – Performance measure actuals for quarter ending June 30, 2016 are due.

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Important Messages

Agenda for Rate Day set

The Office of Financial Management's rate day is June 22 from 9 a.m. to noon at in the Columbia Room in the Legislative Building. Here is the agenda:

  • 9-9:10  Welcome by the Office of Financial Management
  • 9:10-9:20  Office of Administrative Hearings
  • 9:20-9:35  Secretary of State
  • 9:30-9:45  State Auditor
  • 9:45-10  Break for cookies/coffee
  • 10-10:20  Attorney General
  • 10:20-10:30  Office of Financial Management
  • 10:30-11  Consolidated Technology Services (WaTech)
  • 11:00-11:30  Department of Enterprise Services
  • 11:30-noon  Additional time to visit agency booths

Does your agency use state vehicles? Does your agency have physical damage insurance?

The state has an Auto Physical Damage policy. Should you get in an accident with a state vehicle and it is your fault, this insurance will cover the cost of physical damage to the vehicle. The deductible is $1,000. The current rate is $0.6932 per $100 in value. For example, a vehicle valued at $25,000 would have an annual premium of about $173 per year. DES is in the process of renewing this policy, and will be able to add new members to it after June 30. If you would like to get a quote or add any vehicles to this auto policy, please contact Kim Haggard.
For more information, read this Risk & Insurance Alert from the DES Office of Risk Management.

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. If there are any changes to implement in the new fiscal year, such as changes to coding structure to track expenses differently or track something new, please contact your DES budget analyst.
  2. Due to fiscal year end close and the beginning of FY17, DES accounts payable will not process regular accruals for June and July.

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. Agency revenue estimates are used to identify funds that support agency expenditure requests and to help estimate statewide fund balances. Any agency that collects, deposits, transfers, or reports revenue for any budgeted account must complete and submit a Summarized Revenue Report.
  2. The 2017-19 Biennial Operating Budget Instructions are now available.
  3. Take note of your agency's budget submittal date listed in Appendix A-1 of the 2017-19 biennial budget instructions.

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Small Agency Financial Services News

DES Accounts Payable statistics for May

  • A total of 1,884 payments were processed.
  • 1,692 non-travel invoices paid.
  • 192 travel reimbursements for employees and board members/commissioners paid.
  • 16 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 69 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS).

Payroll statistics for Maay

  • 15 New Hires/Rehires
  • 11 Separations
  • 2 Transfers (in/out)
  • 3 Walk Thru
  • 3 Overpayments

Travel Tips

When claiming exceptions to the maximum allowable lodging rates as stated in SAAM 10.30.20.d, include the written approval for the exception. Make sure that:

  • You include an explanation describing why an exception was necessary.
  • The approval is signed by the agency head or authorized designee.

A separate written approval is required, even though there is a comment box that pops up in TEMS that needs to be filled out.

Contact Us

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

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