Small Agency Services Bulletin - July 2020
| Important Dates | Important Messages | Small Agency Financial Services News | Travel Tips | Contact Us |
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Important Dates
July 31
- Performance measure actuals for quarter ending June 30 are due.
- Contact vendors to obtain invoices for goods and services.
July 31 (Revised from July 17)
- If you prepare invoices internally for goods and services you provide others, mail invoices for goods and services to agencies and colleges. Please report your invoices to DES to be recorded properly in FY20.
Aug 11
- To reflect in your agency's July monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
Aug 14 (Revised from July 31)
- 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).
Aug 31
- Phase IB Close - Bond, Cash, and Certificates of Deposit State Disclosure Forms are due. Interagency receivable/payable balancing is due.
Sept 14
- 2021-23 budget requests are due to OFM. Please submit all decision package narratives to your DES Budget Analyst. We will work closely with you to review and complete the decision packages to meet OFM's deadline.
Sept 18
- 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.
- Phase 2 State Disclosure forms are also due to OFM Accounting. Your DES Budget Analyst will prepare and submit these forms in the system. Please notify us if you will be unavailable during this time.
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Important Messages
Coronavirus (COVID-19) Resource
Keep informed via Washington State's coronavirus response website Coronavirus.wa.gov
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: Sarah Parker sarah.parker@des.wa.gov
- Accounts Receivable: Kara Skinner kara.skinner@des.wa.gov
Fiscal Year End Reminders
- Continue to submit FY20 and FY21 invoices 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 FY20 or FY21 on the statement or invoice backup and SAFS AP will ensure the charges are coded to the correct fiscal year.
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Small Agency Financial Services News
DES Teams up with OMWBE for Upcoming Workshop on Small Business Certification
Caleb McInvaille from the Office of Minority and Women's Business Enterprises (OMWBE) will be presenting on two main topics:
1) Details of certification for small businesses owned and controlled by minority, women, and socially and economically disadvantaged persons
- What the certification is for
- What the process looks like
- What is verified during the process
2) How to utilize OMWBE's directory to find certified firms
- A demonstration of how to use the directory
- Tips on how to get the best search results
- Sample searches of specific type of goods or services frequently purchased
Watch for your workshop invite!
Centralized Email Inboxes
Enterprise Services has several centralized email inboxes to help small agencies. When agencies have question to ask or documents to process, centralized email inboxes guarantee that documents will be processed and questions will be answered – even when key staff are out of the office.
Below is a list of centralized email inboxes to help small agencies:
| Department | Centralized email |
|---|---|
| Human Resources | SAA@des.wa.gov |
| Payroll | DESPayroll@des.wa.gov |
| Accounts Payable | APquestions.safs@des.wa.gov |
| Payments | Payments.safs@des.wa.gov |
| Travel | Travel.safs@des.wa.gov |
| Cash Receipting | FinanceCashier@des.wa.gov |
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 |
To ensure coverage in some capacity every day, we will be staggering our 1 day a month furlough days for Aug, Sept, Oct, and Nov. |
| Budget |
Chad Johnson |
To ensure coverage in some capacity every day, we will be staggering our 1 day a month furlough days for Aug, Sept, Oct, and Nov. |
| Payroll |
Carrie Knudson |
To ensure coverage in some capacity every day, we will be staggering our 1 day a month furlough days for Aug, Sept, Oct, and Nov. |
| Revenue Management |
Kara Skinner |
To ensure coverage in some capacity every day, we will be staggering our 1 day a month furlough days for Aug, Sept, Oct, and Nov. |
| Administrative Assistance |
Danelle Guerin |
To ensure coverage in some capacity every day, we will be staggering our 1 day a month furlough days for Aug, Sept, Oct, and Nov. |
DES Payroll statistics for June 2020 (40 agencies served)
| Total Employees Paid | 1,261 |
| New Hires / Rehires | 23 |
| Transfer In / Transfer Outs | 6 |
| Separations | 14 |
| Supplemental Payments / Walk Throughs | 2 |
| Overpayments | 4 |
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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.
Year-End Guidelines
Travel and travel reimbursements follow the same year-end guidelines as goods and services. Travel that occurs on or before June 30 will be accounted for in FY20. Travel that occurs on or after July 1 will be accounted for in FY21. Please submit FY20 and FY21 trips on separate TEMS reimbursement requests.
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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