Department of Enterprise Services
Small Agency Bulletin
| Important Dates | Important Messages | Small Agency Financial Services News | Travel Tips | Contact Us |
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Important Dates
Sept. 20
- Supplemental budget requests are due to the Office of Financial Management (OFM).
Oct. 1
- New travel reimbursement rates for per diem and lodging go into effect.
Oct. 7
- To reflect in your agency's monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable
Oct. 25
- Monthly DOR Use Tax filing is due.
Oct. 31
- Performance Measure actuals for quarter ending Sept. 30, to be entered into the Results through Performance Management (RPM) system.
- Annual DOR unclaimed property filing is due.
- Quarterly DOR Use Tax filing is due.
Nov. 1 through Nov. 30
- Healthcare Benefits Open Enrollment
Nov. 6 "new item"
- DES Payroll “Healthcare Benefits Open Enrollment” open house at 1500 Jefferson St SE (Room 2320), Olympia from noon-4 p.m.
Nov. 14
- Travel Workshop in conjunction with OneWa update (watch for an invite)
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Important Messages
Capital Construction Budget Funds Artwork Acquisitions
A Message from the Washington State Arts Commission…
Washington's capital construction budget funds artwork acquisitions for new public buildings. Per RCW 43.17.200 one-half of 1% of the state's portion of construction costs must be set aside for the acquisition of artwork. The Washington State Arts Commission (ArtsWA) manages the Art in Public Places program (AIPP) and is responsible for the designation of projects, selection, contracting, purchase, commissioning, reviewing of design, execution and placement of works of art in public buildings.
Through an established process driven by local decisions, an AIPP project manager will work with you to acquire artwork that activates and enhances your building or campus, and is responsive to its site. If you have state capital construction funds for a new building, or are currently in design with anticipated capital construction funds in the upcoming biennium, please contact AIPP program manager Mike Sweney at ArtsWA (360) 586-2422 or mike.sweney@arts.wa.gov to start planning for artwork acquisition.
Annual Healthcare Benefits Open Enrollment is coming
The Public Employees Benefits Board (PEBB) annual healthcare open enrollment period for the 2020 plan year is Nov. 1 through Nov. 30. Check out the September PEBB newsletter for news on:
- Redesigned forms are available to make changes
- Making sure your PEBB My Account is set up and accessible
- Keeping contact information updated
Time to Revisit your Tax Withholding?
It is important to revisit your tax withholding occasionally. Major changes from the Tax Cuts and Jobs Act could affect the size of your refund. The IRS offers information on a Paycheck Checkup and a Tax Withholding Estimator to help you see if you are withholding the right amount of tax from your paycheck.
Use the results from the Tax Withholding Calculator to determine whether you need to give your employer a new Form W-4 (2019).
New EAP Brochures
The Washington State Employee Assistance Program (EAP) has new Brochures. Also, a new process for ordering and distributing EAP printed materials is being developed. In the meantime, feel welcome to download and self-print the materials including brochures, handouts, supervisor guides, and posters.
If you have any questions, please contact EAP directly at (877) 313-4455.
Updating Agency Policies – Helpful Hints
Is it time to update your policies? Ask yourself these few questions:
- Are your policies over 5 years old?
- Are your policies signed by a prior administration or agency director?
- Do your policies align with the current version of the SAAM (State Administrative and Accounting Manual)?
- Do you have all the required and recommended agency policies?
OFM Required and Recommended Agency Policies
SAAM Required Accounting Policies
If you need assistance with creating policies or your current policies need to be reviewed, please let DES SAFS know. We are here to help and have policy templates for your use.
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Small Agency Financial Services News
DES Payroll “Healthcare Benefits Open Enrollment” open house
Public Employees Benefits Board (PEBB) healthcare benefits open enrollment is coming. Employees have the opportunity to make changes to their benefits for 2020 from Nov. 1 through Nov. 30. Watch your mailbox for a copy of your open enrollment newsletter, which will be mailed mid-Oct.
To assist with open enrollment, DES Payroll will be hosting an open house. Date now available! Wednesday, November 6 at 1500 Jefferson St SE (Room 2320), Olympia from noon to 4 p.m.
Stop by and learn about:
- What's new for 2020
- Changes in coverage for 2020
- Where to go to compare plans
- 2020 monthly premiums
- Where to find local benefits fairs
- What types of changes can be made during open enrollment
- Change medical and dental plans
- Enroll a dependent
- Submit spousal attestation to avoid a monthly surcharge (must reattest every year)
- Enroll/Reenroll in FSA and/or DCAP
DES Payroll statistics for August 2019 (40 agencies served)
| Total Employees Paid | 1,249 |
| New Hires / Rehires | 25 |
| Transfer In / Transfer Outs | 6 |
| Separations | 21 |
| Walk Throughs | 1 |
| Overpayments | 1 |
DES Accounts Payable statistics for August 2019 (30 agencies served)
| Invoices Received from Agency | 1268 | 60.41% | $5,830,490.91 |
| Invoices Paid on Delegated Authority | 730 | 34.78% | $3,338,597.00 |
| Travel Requests Paid through TEMS | 98 | 4.67% | $34,778.27 |
| Payments Reissued (SOL, Lost Warrant) | 3 | 0.14% | $1,079.92 |
| Total Payments Processed | 2,099 | 100% | $9,204,946.10 |
Travel Tips
Travel per diem and lodging reimbursement rates are changing on October 1! Check out the new per diem map.
Our annual travel workshop, in conjunction with a One Washington update, will be Thursday, November 14 at 1:30 p.m. Watch for the invite and more information soon. Also, please let us if there is anything specific you would like to learn about that we didn't cover last year.
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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