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January 2021

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

Your feedback is important

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

Jan. 31

  • 2020 W-2s will be mailed by CMS (Consolidated Mail Services).
  • Sick leave buyout options are due back to DES Payroll. If employees opt for sick leave buyout, it will be paid on the February 10 paycheck.
  • 1099 uploads will be submitted to the IRS.
  • Performance measure actuals for the quarter ending December 31, 2020, are due for agencies that report on a quarterly basis.

Feb. 1

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

Feb. 5

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

Feb. 25

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

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Important Messages

Coronavirus (COVID-19) Resource

Keep informed via Washington State's coronavirus response website Coronavirus.wa.gov

Unemployment benefits are taxable

Every January, the Employment Security Department (ESD) sends a 1099-G (Statement for Recipients of Unemployment Compensation Payments) to people who received unemployment benefits during the prior calendar year. If you received unemployment benefits during 2020, you will need this form to file your taxes.

Here's where you can find your 1099-G information:

Tax info you need to know if you were a victim of unemployment benefits fraud

In 2020, an international crime ring used previously stolen personal information to fraudulently claim unemployment benefits in states across the country.
If you know or suspect that you were a victim of fraud, the Employment Security Department (ESD) hasadded information on their website about next steps, what to expect, and resources from ESD and the IRS. Visit their webpage with tax informationfor fraud victims.

2020 Form W-2

Employees' 2020 Form W-2 Wage and Tax statements will be mailed by January 31 and should be received in the mail by mid-February. Contact the DES Payroll Office to obtain a copy if an employee did not receive their Form W-2.

2021 Form W-4 is available

The IRS 2021 Form W-4Employee's Withholding Certificateis now available. Only those hired in 2021 and anyone making withholding changes during 2021 will need to complete the 2021 Form W-4.

Here are links to the form:

Department of Revenue – Unclaimed Property

Each year businesses and state agencies report unclaimed money or property to the Department of Revenue (DOR). Individuals or businesses can check to see if DOR is holding money or property that belongs to them. Check it out and Claim Your Cash.

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Small Agency Financial Services News

Updated Executive Assistant's Manual

DES SAFS and DES HR has updated the Small Agency Executive Assistant's Manual. The manual includes an overview of processes, forms with links to instructions, and blank forms.

The biggest updates to the manual are:

  • Updated Technology Leasing information - page 12
  • A new Human Resources section - page 23
  • An updated Payroll section - page 50

This manual is located on our Small AgencyServices webpage on the right hand side under "References."

Leave donations to/from another agency affect your budget

Often employees have excess leave that they may never use or actually lose on their anniversary date. Donating excess leave to other state employees in need and who qualify for shared leave donations is common.

But did you know... leave donations can affect your budget?

  • If an employee donates leave, the hours AND the monetary value of those hours transfer.
  • If an employee is donating to an employee within the same agency, there is no impact on the agency's budget except possibly between the agency's program budgets.
  • If an employee is donating to another agency's employee, the budget of the giving agency is decreased by the monetary value of the leave being donated -- and the gaining agency's budget is increased.

Before approving an employee's leave donation to an employee at another agency, check with your DES budget analyst to see that your agency's budget can afford the decrease/expenditure.

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
   

DES welcomes a new Accounting Services Manager, Kai Matthews. Many of you remember Kai when he was a member of our SAFS Budget Team. Since leaving DES, Kai has served as the Business and Operations Manager for the Washington Center for Deaf and Hard of Hearing Youth where his responsibilities included finance, grants, contracts and other administrative functions. Kai has a graduate degree in accounting and his career includes experience in a variety of financial, management and operational services. Please welcome Kai back to our DES Finance Team.

Accounts Payable

Sarah Parker
May Davida-Jackson
Ian Shelley
Sasha Burns (previously Sudirjo)
Amanda Overstreet

Sasha Sudirjo is now Sasha Burns.

Her new email is sasha.burns@des.wa.gov

Budget

Chad Johnson
Diann Lewallen
Paul Bitar
Seth Flory

Our team is currently busy assisting agencies with fiscal notes.

Payroll

Carrie Knudson
Bona Blume
Vanno Non
Tasha Fitzgerald (shared leave)
Whitney Brabant (benefits)
Phuong Luong (shared leave)

Payroll had a successful calendar year close.

Thank you for getting all year-end paperwork in timely.

Accounts Receivable

Kara Skinner
Crystal Marshall
Megan Finger

Dawn Clowers, Accounts Receivable Manager, has accepted a promotion with another state agency on January 1. We appreciate all of the dedication and leadership she brought to SAFS over the last 7 years and will be greatly missed.

Kara Skinner is stepping in as the Acting Accounts Receivable Manager.

Administrative Assistance

Danelle Guerin

Danelle is currently recruiting for additional administrative help.

 

DES Payroll statistics for Dec 2020 (40 agencies served)

Total Employees Paid 1,246
New Hires / Rehires 23
Transfer In / Transfer Outs 6
Separations 3
Supplemental Payments / Walk Throughs 0
Overpayments 2

 

DES Accounts Payable statistics for Dec 2020 (31 agencies served)

Invoices Received from Agency 1,589 82.72% $11,980,435
Invoices Paid on Delegated Authority 302 15.72% $704,093
Travel Requests Paid through TEMS 8 0.42% $788
Payments Reissued (SOL, Lost Warrant) 22 1.14% $72,171
Total Payments Processed 1,921 100% $12,757,487

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Travel Tips

Mileage Rates

The standard mileage rate for personal vehicles driven for business use has decreased from $0.575 to $0.56 as of January 1, 2021.

Travel Information on our Workshop Webpage

Instead of a travel workshop, DES Accounts Payable sent agencies documents covering the new travel rules and meals-refreshment rules. Check out these documents on our DES Workshop Webpage.

Coronavirus (COVID-19) Travel Advice

Experts advise canceling all non-critical travel plans. The World Health Organization has tips about traveling if you absolutely must during COVID-19.

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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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