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Small Agency Services Bulletin - January 2022
| 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
- Annual sick leave buy-out form is due.
Feb. 7
- To reflect in your agency's monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
Feb. 11
- Updated compensation data for 2023-25 calculations for collective bargaining and budget development are due. Your DES Budget Analyst will be working with you soon to gather information.
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Important Messages
Coronavirus (COVID-19) Resource
Keep informed via Washington State's coronavirus response website Coronavirus.wa.gov.
Legislative Session is Underway
January 10 was the first day of the 2022 Legislative Session. Please remember that agencies have three days to respond to fiscal notes during session, with a priority for fiscal note requests. Agencies that have experienced staff turnover are reminded to make sure appropriate staff have access to the systems necessary to the fiscal note process.
- Check out the 2022 Session Cutoff Calendar
- Keep up on What's Happening on the Floor
- View Legislative Proceedings
Electronic IRS 2021 Form W-2
Electronic copies are now available in MyPortal. Paper copies were mailed 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 and do not have access to MyPortal.
2022 Form W-4 is available
The IRS 2022 Form W-4 Employee's Withholding Certificate is now available. Only those hired in 2022 and anyone making withholding changes during 2022 will need to complete the 2022 Form W-4.
Here are links to the form:
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Small Agency Financial Services News
Official Agency Payroll Journal - A Useful Resource
Twice a month your agency receives an Official Agency Payroll Journal after payroll is processed. Check out this PowerPoint presentation on:
- What is a Payroll Journal
- Useful information
- Your agency's responsibility
- Issues you may notice
Please contact the DES Payroll Office if you have any questions on your Official Agency Payroll Journals.
DES Budget is Working on Projections
Your DES Budget Analysts is working on budget projections for the remainder of FY22. It is important that each agency partner with their Budget Analyst to incorporate spending plans into the budget.
The following items should be included in budget projections:
- Changes to revenue expectations
- Staff hires, vacancies, retirement leave cashouts
- Unexpected expenditures (e.g. unemployment, attorney general, auditor, repairs and maintenance)
- Infrequent expenditures (e.g. annual subscription or insurance payments)
- Additional travel or meetings
- Moving expenses, rent increases
- Future investments
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 |
We are happy to announce Megan Finger’s promotion to one of our SAFS AP lead positions. Megan has been a valuable team member since joining SAFS AP this last September and we are excited for her contributions as a team lead. |
| Budget |
Diann Lewallen |
January Fun Fact: The name for January comes from the Roman god, Janus, the god of doors and doorways, arches, openings, and closings. These fit perfectly with the themes that January brings about: endings and beginnings, isolation, and emergence. The Romans depicted Janus as physically possessing two heads. Janus used one side of his face to reflect upon the past while simultaneously using the other side to focus on the fresh future ahead. |
| Payroll |
Carrie Knudson |
Phuong will be out of office February and March. Please continue sending questions and information to the DESpayroll@des.wa.gov to avoid any interruptions in service. |
| Accounts Receivable |
Betti Bartoldo |
January Fun Fact: January symbolism is bond to greatness. It gives the impression of good luck and achievement. Therefore, you have to accord special virtues to January and keep working through it. Also, it helps you in planning and a gateway for a new year and new ideas. |
| Administrative Assistance |
Danelle Guerin |
Molly is back part-time Tuesdays and Thursdays. Please continue to reach out to Susan as your main point of contact. |
DES Payroll statistics for Dec 2021 (40 agencies served)
| Total Employees Paid | 1,315 |
|---|---|
| New Hires / Rehires | 19 |
| Transfer In / Transfer Outs | 8 |
| Separations | 10 |
| Supplemental Payments / Walk Throughs | 0 |
| Overpayments | 5 |
DES Accounts Payable statistics for Dec 2021 (32 agencies served)
| Invoices Received from Agency | 1,903 | 81.84% | $10,636,516 |
|---|---|---|---|
| Invoices Paid on Delegated Authority | 377 | 16.22% | $833,366 |
| Travel Requests Paid through TEMS | 36 | 1.55% | $10,589 |
| Payments Reissued (SOL, Lost Warrant) | 9 | 0.39% | $19,890 |
| Total Payments Processed | 2,325 | 100% | $11,500,361 |
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Travel Tips
Increasing Travel Trips
As travel starts to increase again, please continue to follow the World Health Organization tips for traveling during COVID-19.
Mileage Rates
The standard mileage reimbursement rate for privately owned vehicles (POV) has increased from $0.56 to $0.585 effective Jan. 1, 2022. Travelers requesting reimbursement through TEMS will not need to make any adjustments because the system auto-populates the rate based on dates of travel. Travelers using paper vouchers will need to verify the correct rate is used on their reimbursements.
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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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