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September 2020

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

Oct. 1

  • 2021 Supplemental Budget Request(s) are due
  • New travel reimbursement rates for per diem and lodging go into effect.

Oct. 7

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

Oct. 26

  • 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

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Important Messages

Coronavirus (COVID-19) Resource

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

Agency operating budget requests now available

View operating budget requests that state agencies and higher education institutions have submitted to us for consideration in Gov. Inslee's 2021–23 biennial budget proposal.

2021 Supplemental Budget Request are due Oct. 1

Now that 2021-23 agency budget requests have been submitted to OFM, it is time to turn the focus onto the 2021 supplement budget requests. Here are a few reminders about elements that should be included in your request.

Operating Budget

  • These should be limited to individual component savings pursuant to the governor's directives and OFM memoranda
  • Governor's Directive 20-05 and Hiring, Personal Services Contracts and Equipment Purchases Freeze
  • Governor's Directive 20-08 and Agency Furlough and Salary Savings
  • Agency Savings and Coronavirus Relief
  • Non-discretionary changes in legally-mandated caseloads or workloads
  • Necessary technical corrections to the enacted 2019-21 budget
  • Necessary funding and adjustments to close the biennium
  • This does mean you should have decision packages that reflect the FY21 savings you have placed in Reserve allotment status

Capital Budget

  • Proposals should be limited to technical corrections, emergency issues, or return of projected savings

Annual Healthcare Benefits Open Enrollment is coming

The Public Employees Benefits Board (PEBB) annual healthcare open enrollment period for the 2021 plan year is Nov. 1 through Nov. 30. Check out the September PEBB newsletter for news on:

  • Virtual benefits fairs
  • Changing your benefits with ease
  • Supplemental life insurance enrollment opportunity
  • Tools for MetLife

Service changes to Intercity Transit started Sept. 20

Beginning Sunday, Sept. 20, Intercity Transit is adding more service and making minor schedule changes in order to ease congestion on busy routes and offer more physical distancing for passengers while on board.

Added Service

  • The One will operate seven days a week from 8 a.m. to 8 p.m. with 30-minute frequency.
  • Route 13 will add 11 new trips, increasing frequency to every 30 minutes.
  • Route 42 will continue along Mottman Road instead of entering Crosby Loop near South Puget Sound Community College, adding four new stops and increasing frequency to every 45 minutes.
  • Route 94 will add five trips, increasing frequency to every 75 minutes.

Schedule Adjustments

  • There will be minor schedule adjustments to routes 45, 60, and 67 to improve on-time performance.

Learn more

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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 2021 from Nov. 1 through Nov. 30.

To assist with open enrollment, DES Payroll will be hosting an open house. Specifics, date, and time coming soon.

Stop by and learn about:

  • What's new for 2021
  • Changes in coverage for 2021
  • Where to go to compare plans
  • 2021 monthly premiums
  • 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 re-attest every year)
    • Enroll/Reenroll in FSA and/or DCAP

DES and OMWBE presents successful Small Business Certification Workshop

Thank you for joining us for the Sept 22 Small Business Certification Workshop. We had over 25 attendees. Special thanks to presenter Caleb McInvaille, OMWBE Certification Outreach and Linked Deposit Coordinator.

The workshop covered:

  • Details of certification for small businesses owned and controlled by minority, women, and socially and economically disadvantaged persons
  • How to utilize OMWBE's directory to find certified firms

Check out the workshop presentation posted on our Workshop Materials webpage.

Also, please help us keep our services valuable by providing feedback. Simply print the Class Participant Evaluation form, add your rating and comments, scan, and email to gwen.mcclanahan@des.wa.gov. Thank you!

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
Accounts Payable

Sarah Parker
May Davida-Jackson
Ian Shelley
Sasha Sudirjo
Amanda Overstreet

Another successful year end close! Thank you for submitting documents and responding to messages timely.

To ensure coverage in some capacity every day, we will be staggering our 1 day a month furlough days for Oct. and Nov.

Budget

Chad Johnson
Diann Lewallen
Paul Bitar
Seth Flory

2021-23 agency budget requests were successfully submitted to OFM! Thank you for working so closing with your DES Budget Analyst to get your requests submitted on time.

To ensure coverage in some capacity every day, we will be staggering our 1 day a month furlough days for Oct. and Nov.

Payroll

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

To ensure coverage in some capacity every day, we will be staggering our 1 day a month furlough days for Oct. and Nov.
Revenue Management

Kara Skinner
Crystal Marshall
Amy Johnson

Another successful year end close! Thank you for submitting documents and responding to messages timely.

To ensure coverage in some capacity every day, we will be staggering our 1 day a month furlough days for Oct. and Nov.

Administrative Assistance

Danelle Guerin

Please reach out to Gwen McClanahan should you need something when Danelle is out of the office.

 

DES Payroll statistics for Aug 2020 (40 agencies served)

Total Employees Paid 1,253
New Hires / Rehires 9
Transfer In / Transfer Outs 6
Separations 8
Supplemental Payments / Walk Throughs 1
Overpayments 24

DES Accounts Payable statistics (31 agencies served) - JUNE

Invoices Received from Agency 2,398 83.88% $25,130,786
Invoices Paid on Delegated Authority 426 14.90% $2,061,642
Travel Requests Paid through TEMS 31 1.08% $20,089
Payments Reissued (SOL, Lost Warrant) 4 0.14% $2,476
Total Payments Processed 2,859 100% $27,214,993

DES Accounts Payable statistics (31 agencies served) - JULY

Invoices Received from Agency 571 92.85% $1,738,222
Invoices Paid on Delegated Authority 26 4.23% $106,712
Travel Requests Paid through TEMS 14 2.28% $3,648
Payments Reissued (SOL, Lost Warrant) 4 0.65% $271
Total Payments Processed 615 100% $1,848,853

DES Accounts Payable statistics (31 agencies served) - AUGUST

Invoices Received from Agency 995 59.58% $7,680,772
Invoices Paid on Delegated Authority 661 39.58% $3,553,237
Travel Requests Paid through TEMS 8 0.48% $2,242
Payments Reissued (SOL, Lost Warrant) 6 0.36% $3,242
Total Payments Processed 1,670 100% $11,239,493


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Travel Tips

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.

New travel reimbursement rates for per diem and lodging go into effect in October

If you have questions, please contact us at 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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