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Small Agency Services Bulletin May 2017


May 2017

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

May 31

  • "Accounting Close" and "Budget Allotments" Workshop at DES, 1500 Jefferson Street, Olympia (Room 1213), 1:30-3 p.m.
  • Be sure furniture purchases through vendors are made by this date and orders are received by June 30 to meet the fiscal year-end deadline.

June 8

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

June 15

  • Agencies should be working with their vendors to clear up any outstanding credit issues, or invoices that they are expecting for FY17 and have not received.
  • DES Accounts Payable will begin sending out new Delegated Authority Letters for agency review due back to DES by June 23.

June 20

June 28

  • Due to State fiscal year-end accounting activity, no accounts payable documents will be processed on June 28 and June 29. FY17 payments will resume on June 30.

July 1

  • Submit all payroll items for the June 16-30 payroll.
  • Submit all FY17 commissioners and board members' stipend requests.
  • Submit all FY17 Commute Trip Reduction (CTR) stipends.
  • Get cost coding updates to payroll for FY18 (the July 25 payroll).
  • Begin separating FY17 and FY18 invoices when batching for processing by DES AP.
  • Begin using new Chart of Accounts coding for FY18 invoices.

July 3

  • Submit all payroll items for the June 16-30 payroll.
  • Submit all FY17 commissioners and board members' stipend requests.
  • Submit all FY17 Commute Trip Reduction (CTR) stipends.

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Important Messages

Please assist us in identifying IT Acquisition vs. IT Maintenance and Operations expenditures

To ensure our customers are in compliance with state law, DES Small Agency Financial Services (SAFS) is requesting your help in tracking information technology (IT) expenses. When sending in your payment documents to our Accounts Payable unit, please identifying IT Acquisition and New Development and IT Maintenance and Operations expenses by annotating applicable payment documents with the following:

  • “ITAC” for IT Acquisitions and New Development
  • “ITMO” for IT Maintenance and Operations

Information about the types of IT purchases required to be tracked is located here. See the definitions of acquisitions vs. maintenance/operations on page 4.

If you have questions, please call or email our Accounts Payable unit at (360) 407-8183 or

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:

  • All checks dated June 30 or before will be recorded in FY17, July 1 and beyond will be recorded in FY18. If you are expecting monies for FY17 activities please send a request to the to have the item recorded prior to July 15.

DES Printing and Imaging – Check out Online Ordering

DES Printing and Imaging offers secure online shopping to give you fast, convenient access to our services any time, any place. These applications give you the power to create and manage a wide variety of printing tasks in one central location, from any computer with Internet access.

Check out myPRINT: Create, submit, and manage print orders from your desk. Use design templates and an online catalog system to build custom-printed business cards, letterhead and other documents. For more information, or to set up a new account, please check out our webpage or contact your Customer Service Representative (CSR).

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Small Agency Financial Services News

What DES Revenue Management does for you

Here are some of the things our Invoicing, Accounts Receivable and Cash Receipts Services do:

  • Prepares invoices based on billing information provided by the agency.
  • Sends invoices to customer depending upon agreement with agency.
  • Books accounts receivable in accordance with the State Administrative and Accounting Manual (SAAM).
  • Processes recovery of expenditures.
  • Receipts and processes all cash receipts.
  • Prepares deposits for the State Treasurer and local funds in accordance with the State Administrative and Accounting Manual (SAAM).
  • Secures cash receipts waiver from the State Treasurer's Office on the agency's behalf.

Please contact Kara Skinner at (360) 407-8205 if you have any questions.

See how DES Small Agency Finance performed

Our Rate and Service Commitment document for Finance identifies target measures pertaining to the services we provide small agencies. The performance measures from July 2016 to March 2017 are available for viewing. Check out the results to see how we are performing.

DES Payroll statistics for April 2017

  • 43 New Hires/Rehires
  • 7 Transfer In/Transfer Outs
  • 12 Separations
  • 3 Walk Throughs
  • 0 Overpayments

DES Accounts Payable statistics for April 2017

  • A total of 1,793 payments were processed.
  • 1,638 non-travel invoices paid.
  • 155 travel reimbursements for employees and board members/commissioners paid.
  • 20 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 97 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS)

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Travel Tips

If you have unique or special travel needs during the summer months, please contact your agency travel expert, or DES Accounts Payable for guidance on how to book travel and what types of special travel circumstances are reimbursable.

Travel and travel reimbursements follow the same Year-End reporting guidelines. Travel that occurs on or before June 30 will be accounted for in FY17. Travel that occurs July 1 or after will be accounted for in FY18. Please keep this in mind when booking travel for the end of June and beginning of July. Travel dates that cross the Fiscal Year will need to be entered separately.

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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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