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Small Agency Services Bulletin

March 2017

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

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Important Dates

Mar. 27

  • Due date for agencies that file monthly state Department of Revenue (DOR) Use Tax.

Apr. 4

  • DES SAFS Risk Assessment Workshop (1:30 to 3 p.m. at 1500 Jefferson, Olympia – Presentation Room 1213).

Apr.7

  • March invoices and travel reimbursement requests are due to DES Accounts Payable for them to reflect in your agency's monthly financial statements.

Apr. 25

  • Due date for agencies that file monthly state Department of Revenue (DOR) Use Tax.

Apr. 30

  • Performance measure actuals for quarter ending March 31, 2017 are due.

May 1

  • Due date for agencies that file quarterly state Department of Revenue (DOR) Use Tax.

May 5

  • April invoices and travel reimbursement requests are due to DES Accounts Payable for them to reflect in your agency's monthly financial statements.

 

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Important Messages

Time to think about the end of the fiscal year

The end of the fiscal year is not far away. To be prepared, please consider the following:

  1. Be sure to get all fiscal year 2017 invoices so they can be paid promptly. Belated claims will apply against your fiscal year 2018 spending authority.v
  2. 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.
  3. Help is available: Reference the Office of Financial Management's (OFM's) year-end resources.

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Small Agency Financial Services News

Time to think about capital assets

DES encourages small agencies to evaluate internal policies and procedures related to capital assets to ensure they include the following:

  • An internal written policy for managing small and attractive assets, timely removal of capital assets from inventory, and proper approval of disposal requests
  • A revolving schedule to perform physical inventories every other year. Inventories can be performed anytime - there is no need to wait until June.
  • Procedures to follow if a capital asset is lost or stolen.

Visit these websites to find out more about capital assets:

Fund 03K Industrial Insurance Premium Refund Account

Enterprise Services wants to remind agencies that they may have a balance remaining in Fund 03K Industrial Insurance Premium Refund Account — a fund used to account for all industrial insurance refunds earned by state agencies under the state fund retrospective rating program. Preference on expenditures shall be given to programs that provide incentives for employee safety and appropriate early return-to-work incentives for injured employees.

Below are some ideas about where you can request these funds be used:

  • Electronics — such as loaner cell phones for personal safety while in travel status, and/or security cameras.
  • Emergency planning and first aid — such as first aid kits and emergency evacuation supplies.
  • Ergonomics — such as adjustable work surfaces, padded or gel wrist rests and keyboard trays.
  • Facilities related items — such as warning signs, ice/snow supplies to prevent surface slips and card key entries.
  • Indoor air quality — such as HEPA filter air cleaners and CO2 monitoring equipment.
  • Lifting/materials handing devices — such as fork lifts and portable carts.
  • Lighting — such as blinds to minimize glare and task lighting.
  • Personal protective equipment — such as hard hats and back-belts.
  • Training/education — such as safely videos.

DES Accounts Payable statistics for February 2017

  • A total of 1,753 payments were processed.
  • 1,602 non-travel invoices paid.
  • 151 travel reimbursements for employees and board members/commissioners paid.
  • 18 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 90 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS).

DES Payroll statistics for February 2017

  • 23 New Hires/Rehires
  • 3 Transfer In/Transfer Outs
  • 9 Separations
  • 3 Walk Throughs
  • 18 Overpayment

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Travel Tips

Travel reimbursement is a complicated issue. The Small Agency Services Bulletin regularly highlights travel rules listed in the Office of Financial Management's State Administrative and Accounting Manual.

In TEMS, consider going directly to the "Create Reimbursement Request" task to record and submit your trips. To reach the "Add New Trip" option, title your reimbursement request, click "Add Trips" and look for the "Add New" button at the left bottom area of your screen.

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Contact Us

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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