Small Agency Services Bulletin - July 2022
| Important Dates | Important Messages | Small Agency Financial Services News | Travel Tips | Contact Us |
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Important Dates
Aug 5
- Information on accrued expenses must be received by DES.
- All payment documents must be received by DES for payments of goods, services, and equipment received on or before June 30.
- Manual (paper) travel vouchers must be received by DES.
- Electronic travel vouchers must be approved in the Travel Expense Management System (TEMS).
- To reflect in your agency's July monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
Aug. 19
- Phase IB Close - Bond, Cash, and Certificates of Deposit State Disclosure forms are due. Interagency receivable/payable balancing is due.
Sept. 2
- Phase 2 CAFR Close. Please note that during year-end close, payment batch processing may be delayed. Contact DES Accounts Payable if there are any items that require priority processing to ensure batches are paid on time.
Sept. 14
- State Disclosure certificate form is due to OFM Accounting. Your DES Budget Analyst will prepare and submit this form in the system. Please notify us if you will be unavailable during this time.
Sept 20
- Budget requests (decision packages) are due to OFM Budget. Your DES Budget Analyst will be reaching out to you to review when we will need your agency's decision package(s), including full narrative, cost calculations, and answers to supplementary questions so we can meet this OFM due date.
Nov. 1 through Nov. 30
- Healthcare Benefits Open Enrollment
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Important Messages
Coronavirus (COVID-19) Resource
Keep informed via Washington State's coronavirus response website Coronavirus.wa.gov.
Fiscal Year-End Reminders
- DES Accounts Payable (AP) will send accrual spreadsheets by 7/29/22. Please review, add items, and return to AP by 8/5/22.
- Please submit July US bank statements to AP by 8/5/22.
- Please submit all FY22 related invoices to AP by 8/5/22. Any FY22 invoices not submitted by 8/5/22 should be listed on the accrual spreadsheets.
- Continue to submit FY22and FY23invoices on separate A45 batches.
- Send your entire July US Bank statement on a single A45, even if there are charges from both fiscal years. Please note FY22or FY23on the statement or invoice backup and SAFS AP will ensure the charges are coded to the correct fiscal year.
Interagency Due To/From
DES SAFS will be balancing your interagency receivables / payables for accounts year-end. Please direct any due to / from questions to:
- Accounts Payable: Ian.shelley@des.wa.gov
- Accounts Receivable: Crystal.marshall@des.wa.gov
DES Contracts and Procurement -- Small Agency Procurement Consulting Services
DES Contracts and Procurement has many resources on their main DES webpage that includedoing business with the state, master contracts, public works, purchasing, sole source contracts, and training.
If you are interested in even more services for small agencies, check out theDES team of procurement professionals who offer consulting services - as well as tools and templates - for state procurements, contracting laws, policies, and best practices.
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Small Agency Financial Services News.
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 |
Ian Shelley |
SAFS AP is excited to welcome Riley Hyland to the team. Riley is a graduate of Central Washington University and is excited to begin an accounting career with the State. Please join us in welcoming Riley! |
| Budget |
Diann Lewallen |
|
| Payroll |
Carrie Knudson |
|
| Accounts Receivable |
Betti Bartoldo |
|
| Administrative Assistance |
Danelle Guerin |
|
DES Payroll statistics for June 2022 (40 agencies served)
| Total Employees Paid | 1, 397 |
|---|---|
| Appointment Changes | 43 |
| New Hires / Rehires | 22 |
| Transfer In / Transfer Outs | 17 |
| Separations | 10 |
| Supplemental Payments / Walk Throughs | 2 |
| Overpayments | 1 |
DES Accounts Payable statistics for June 2022 (32 agencies served)
| Invoices Received from Agency | 1,792 | 79.15% | $8,685,848 |
|---|---|---|---|
| Invoices Paid on Delegated Authority | 369 | 16.30% | $902,463 |
| Travel Requests Paid through TEMS | 97 | 4.28% | $37,912 |
| Payments Reissued (SOL, Lost Warrant) | 6 | 0.27% | $11,278 |
| Total Payments Processed | 2,264 | 100% | $9,637,501 |
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Travel Tips
- Travel and travel reimbursements follow the same year-end guidelines as goods and services. Travel that occurred on or before June 30 will be accounted for in FY22. Travel that occurred on or after July 1 will be accounted for in FY23. Travel dates that cross fiscal years will need to be entered in TEMS as a separate reimbursement.
As always, if you have any questions regarding travel: call SAFS AP at 360-407-8183 or email travel.safs@des.wa.gov
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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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