Small Agency Services Bulletin – April 2025

April 2025

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

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Important Dates

May 5

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

May 5-9

June 3

  • DES SAFS presents "Fiscal Year-End" workshop for FY25 from 1-2 PM. ASL Interpretation will be provided.

June 25

  • Last day for agencies to submit A45s and invoices to Accounts Payable before cash cutoff and payment pause to prepare for Fiscal Year End.

June 26

  • DES SAFS presents "Allotments" workshop from 1-2 PM. ASL Interpretation will be provided.

June 27-30

  • Payment Pause: Accounts Payable will not be processing any payments during this time after cash cutoff.

June 30

  • Replenish petty cash per SAAM.
  • Obtain list of assets in the Capital Asset Management System (CAMS). If needed, complete a physical inventory.
  • Use compensatory time. The remaining balance will be cashed out on the July 10 paycheck (represented employees only).
  • All services must be rendered and tangible goods must be received.

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Important Messages

IRS tax withholding estimator

Not happy with either getting too much back from or having to pay too much into the IRS?

The IRS has a tool to help you estimate the federal income tax you want your employer to withhold from your paycheck. See how your withholding affects your refund, take-home pay, or tax due.

Check it out! Tax Withholding Estimator - About You | Internal Revenue Service (irs.gov)

Correctional Industries (CI) - end of year cut-off dates

CI has identified the following cutoff dates for FY25 furniture orders requiring delivery by June 30, 2025:

  • Order Cut-Off Date - Fast Fulfillment orders* – June 2, 2025

* Applies to in-stock items only. Orders must be placed via CI's website.

Time to think about the end of the fiscal year/biennium

  • Be sure to get all fiscal year 2025 invoices so they can be paid promptly. Belated claims will apply against your fiscal year 2026 spending authority.
  • Does your agency bill for its services or send out interagency billings? Create a plan to ensure that June's billings are processed promptly and mailed by mid-July.
  • Reference the Office of Financial Management (OFM) year-end resources.

Time to think about FY25 supplemental budget allotments and biennial budget allotments

  • After the legislative session, your agency may need to amend your allotments to reflect legislative changes. Allotment amendments are due for expenditure, revenue, cash receipts and cash disbursement revisions related to 2025 supplemental changes and 2025-27 biennial budget allotments. Your DES Budget Analyst will contact you soon after the legislative session to discuss adjustments.
  • If your board or commission needs to approve your allotments for the new FY25 supplemental budget or 2025-27 biennial budget, start talking with your Budget Analyst to draft versions of your budget to accommodate your commission schedule and create a plan.

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Small Agency Financial Services News

DES SAFS "Fiscal Year-End" and "Allotments" Workshops

In an effort to get the right information to the right people, DES SAFS will present two workshops this year.

Fiscal Year-End Workshop

DES SAFS will present our FY25 "Fiscal Year-End" workshop on June 3rd from 1-2 p.m. ASL Interpretation will be provided.

This workshop will cover all you need to know about fiscal year-end accounting close such as:

  • Important dates and deadlines
  • Payroll items & dates
  • Cash receipts & receivable accruals
  • Purchases, paying invoices, travel
  • Expenditure accruals

A question-and-answer period will follow. If you have specific questions or topics you would like to see covered, please email diana.huynh@des.wa.gov.

Allotments Workshop

DES SAFS presents "Allotments" workshop on June 26th from 1-2 PM. ASL Interpretation will be provided.

Our workshop will cover the basic process to prepare your 2025-2027 allotments/spending plans.

  • Accounting for Capital Assets and Small and Attractive Assets
  • Completing required disclosure forms
  • Allotment process
  • What to expect from us
  • What we need from you
  • Timeline of due dates
  • FY26 supplemental budget info

A question-and-answer period will follow. If you have specific questions or topics you would like to see covered, please email gwen.mcclanahan@des.wa.gov.

Watch for your invites!

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.

Accounts Payable

Team Members:

  • Diana Huynh - Supervisor
  • Rachel Neuman - Sr. Lead
  • Riley Hyland - Sr. Lead
  • Bryn Parker - Lead
  • Kaler Zoucha - Lead
  • Diana Dikhamindzhiya - Accounting Analyst
  • Kyler Oblad - Accounting Analyst
  • Forest Pope - Accounting Analyst

Team Message: Take time to deliberate; but when the time for action comes, stop thinking and go in. – Napoleon Bonaparte

Accounts Receivable

Team Members:

  • Betti Bartoldo - Supervisor
  • Stacey Millsap - Sr. Lead
  • Jenifer Mobley - Accounting Analyst
  • Brandy Leitgeb - Accounting Analyst
  • Sarah Palazzo - Cash Receipts Specialist
  • Sean Garcia - Cash Receipts Specialist

Team Message: Every artist was first an amateur. – Ralph Waldo Emerson

Budget

Team Members:

  • Diann Lewallen
  • Seth Flory
  • Ian Shelley
  • Christina Shearer
  • Annis Jones

Team Message: Nature does not hurry, yet everything is accomplished. – Lao Tzu

Payroll

Team Members:

  • Rachel Rodgers – Manager
  • Molly Guinan – Supervisor
  • Kayla Preble – Lead
  • Nichole Dahlin – Processor
  • Amber Roberts – Processor
  • Vanno Non - Garnishments
  • Adam Oskvig – Out of State Taxes
  • Treyson Ramos – Retirement Specialist
  • Brandy Butterfield – Benefits Specialist
  • Malachi Riedl - Time and Attendance Processor

News: In April we are processing payments for LNI, LTSS & PFML for the small agencies. We are also finishing up the filing of 941s and out of state taxes for Q1-2024.

Team message: Coming together is a beginning. Keeping together is progress. Working together is success. – Henry Ford

Administrative Assistance

Team Members:

  • Danelle Guerin
  • Makaila Barbella

Team Message: Danelle is out of office through May 15. Please contact Makaila if you have any administrative needs.

DES Accounts Payable statistics for March 2025 (34 agencies served)

Invoices received from agency 2,114 76.54% $13,378,189
Invoices paid on delegated authority 524 18.97% $1,371,618
Travel requests paid through TEMS 112 4.06% $34,635
Payments reissued (SOL, Lost Warrant) 12 0.43% $11,028
Total payments processed 2,762 100% $14,795,470

DES Payroll statistics for March 2025 (42 agencies served)

Total employees paid 1,182
New hires/rehires 14
Separations 14
Transfers 5
Supplemental payments/walk throughs 0
Overpayments 7

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Travel Tips

Fiscal year end is coming!

Now is a good time to start tying up loose ends.

  • Travel requests pending reimbursement? Get those requests submitted!
  • New commissioners or board members? Fill out and submit a statewide vendor form before they travel, so they can be paid in a timely manner upon return!
  • Travelers without a TEMS profile? Sign up here: TEMS Access Request Form

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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