Small Agency Services Bulletin – Sept. 2025
| Important Dates | Important Messages | Small Agency Financial Services News | Travel Tips | Contact Us |
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Important Dates
October 1
- New OFM travel reimbursement rates for per diem and lodging go into effect.
October 7
- To reflect in your agency's September monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
October 31
- Performance Measure actuals for quarter ending September 30, to be entered into the Results through Performance Management (RPM) system.
November 1 - 30
- Healthcare Benefits Open Enrollment
Important Messages
Supporting small agencies: Procurement updates from DES
The DES Small Agency Procurement Consulting Team wants agencies to note there are some additional steps for compliance when utilizing "Direct Buy Level 3 (above 50k)". Agencies should read the new policy and procedure documents before utilizing this new authority. The DES SAT is here to help you with any questions, concerns, or for compliance with the new Direct Buy Policy.
Direct Buy Policy is effective Sept. 1
DES updated Washington state’s policy for direct buy purchases, effective Sept. 1. The revised policy is designed to improve efficiency, while enhancing transparency and accountability. It also adds a Level 3 option for purchases.
What’s new
- Increased direct buy limits for Levels 1 & 2.
- We added a Level 3 direct buy limit: Allows purchases between $50,001 and $100,000 without a competitive bid.
- Phased implementation: Agencies can begin using the new limit as they put in place tracking and reporting systems.
- Reporting guidance: Outlines what information agencies need to provide if asked, including purchase details and spend amounts.
- Support for agencies: We’ve created guidance and tools to help agencies implement and follow the policy.
- Improved opportunities for spending with small and veteran-owned businesses.
Why it matters
These updates will give agencies more flexibility to meet business needs while ensuring larger purchases remain fair and transparent. The changes balance efficiency and procurement integrity—so agencies can get what they need to support their missions while maintaining accountability in state purchasing.
What you need to do
If you handle direct buy purchases, read the updated policy and make sure you understand how the new limits and reporting requirements apply to your work.
Learn more about the Direct Buy Policy.
Agency Contracts Report due Oct. 31
State agencies, higher education annually report this information to DES.
State agencies and higher education institutions must report all goods and services contracts and amendments from the previous fiscal year to DES by Oct. 31. DES collects and posts these contracts to data.wa.gov as required by RCW 39.26.210. If an agency does not meet contract reporting requirements, it may affect its delegated authority.
To save agencies' work, the Office of Minority & Women’s Business Enterprises (OMWBE) will use data from the agency contract report to fulfill a reporting requirement in RCW 39.19.060. This RCW requires OMWBE to collect and report data to the Legislature.
We appreciate the amount of work this represents for all agencies and your role in completing this report. Thank you for your efforts!
Small Agency Financial Services News
Payroll Reminder
- Reminder that Payroll Journals need to be signed prior to payday per SAAM 25.20.30 & RCW 41.06.270.
- Once the payroll journals are signed, they should be sent back to DES Payroll for retention.
- Open Enrollment for PEBB Benefits is October 27th – November 24, 2025. More information will be available as the date approaches.
- For changes to PEBB Benefits for 2026, visit Health Care Authority Announcements: Changes to PEBB benefits for 2026 | Washington State Health Care Authority
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
- Riley Hyland - Sr. Lead
- Vacant - Sr. Lead
- Bryn Parker - Lead
- Kaler Pearson (previously Zoucha) - Lead
- Diana Dikhamindzhiya - Accounting Analyst
- Kyler Oblad - Accounting Analyst
- Forest Pope - Accounting Analyst
Team update: We are wrapping up recruitment for our FA4 Lead Analyst position and should have an update by next month!
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
Budget
Team Members:
- Diann Lewallen
- Seth Flory
- Ian Shelley
- Christina Shearer
- Annis Jones
Team update: "We truly appreciate your collaboration in ensuring the timely submission of your FY26 supplemental decision packages to OFM. Thank you for your dedication and teamwork!" –SAFS Budget
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
Team message: "The truth is that teamwork is at the heart of great achievement." - John C. Maxwell
Administrative Assistance
Team Members:
- Danelle Guerin
- Makaila Barbella
DES Accounts Payable statistics for August 2025 (34 agencies served)
| Invoices received from agency | 1,212 | 52.09% | $4,965,579 |
|---|---|---|---|
| Invoices paid on delegated authority | 1,010 | 43.40% | $2,997,550 |
| Travel requests paid through TEMS | 101 | 4.34% | $39,357 |
| Payments reissued (SOL, Lost Warrant) | 4 | 0.17% | $14,174 |
| Total payments processed | 2,327 | 100% | $8,016,660 |
DES Payroll statistics for August 2025 (42 agencies served)
| Total employees paid | 1,244 |
|---|---|
| Appointment changes | 7 |
| New hires/rehires | 22 |
| Separations | 13 |
| Supplemental payments/walk throughs | 2 |
| Overpayments | 3 |
Travel Tips
SAAM Travel Rules
Stay tuned for an upcoming SAAM travel rules refresher offered by the SAFS AP team later this fall.
As always, if you have any questions regarding travel: call SAFS AP at 360-407-8183 or email 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.