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Small Agency Services Bulletin

July 2017

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

July 31

  • Phase 1 CAFR close
  • Performance measure actuals for quarter ending June 30, 2017 are due.
  • Quarterly Department of Revenue Use Tax Filing and payment is due. The majority of small agencies' tax filings are annual filings.

August 4 and 7

August 18

  • Interagency Payables deadline, contact sarah.woods@des.wa.gov with questions.
  • Request to change agency activity inventory are due to OFM. Your DES Budget Analyst will work with you prior to Aug. 18 if you have a change request.
  • Phase 1B CAFR close
    • Certain state disclosure forms due to OFM (Bond, Cash, and Certificates of Participation). Your DES Budget Analyst will work with you prior to Aug. 18 to prepare and submit these forms in the system.
    • Interagency receivable/payable balancing due
    • Pollution remediation site status report due

September 1

  • 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 due to OFM (capital assets, inventory, lease, liabilities etc.). Your DES Budget Analyst will work with you prior to Sept. 1 to prepare and submit these forms in the system.

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Important Messages

Communication to Small Agencies concerning the budget

It has been a whirlwind preparing contingency plans and then reviewing the impacts of the signed budget. During budget review, we identified a couple of things that impact small agencies and small agency HR services. First of all, we were pleased to see that the funding for level 2 services was included for fiscal year 2017. Also, funding for level 3 services was included for Board of Accountancy, Arts Commission, Human Rights Commission, Recreation Conservation Commission, and Eastern Washington State Historical Society.

While the funding is captured in the budget, both small agency HR and Financial services are transferred to the Office of Financial Management. We are working with OFM on this and will keep you informed as information becomes available. In the meantime, we will continue to deliver our highest standard of HR and Finance services to you.

Thank you for patience as we learn more about next steps!

WaTech Statewide Payee Desk – Did you know?

To receive payment for services or products provided to a state agency, a vendor must register with the Statewide Payee Desk.

To register with the Statewide Payee Desk and receive a statewide vendor number, the vendor must complete the Statewide Payee Registration form AND Form W-9 from the IRS. Periodically the forms are updated, so be sure to hand out the most recent forms from the website. The vendor should send the forms directly to the Statewide Payee Desk for processing.

Statewide Payee Unit is noticing that "old" DES forms are still being submitted. The most current forms have CTS in the authorization for direct deposit (see below). Please be sure that your vendors are receiving and submitting the most current form.

screenshot of language that authorizes Direct Deposit: I hereby authorize and request Consolidated Technology Services (CTS) and the Office of the State Treasurer (OST) to initiate credit entries for payee payments to the account indicated above, and the financial institution named above is authorized to credit such account. I agree to abide by the National Automated Clearing House Association (NACHA) rules with regard to these entires. Pursuant to the NACHA rules, CTS and OST may initiate a reversing entry to recall a duplicate or erroneous entry that they previously intiated. I understand that, if a reversal action is required, CTS will notify this office of the error and the reason for the reversal. This authority will continue until such time CTS and OST have had a reasonable opportunity to act upon written request to terminate or change the direct deposit service initiated herein.

See how we performed in April, May and June

DES offers finance services to many small agencies. Our Rate and Service Commitment document identifies performance measures pertaining to the services we provide. This quarter's (April, May, June) performance measures are available for viewing. Check out the results to see how we are performing.

Our Capitol Campus – Did You Know?

Ever wonder how to plan an event at the Capitol, want to see what's happening at the Capitol, wonder what things there are to see on the Capitol Campus, or learn about the Capitol Campus rules? Check out DES's Facilities & Leasing's webpage on the Capitol Campus for these answers and more.

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Small Agency Financial Services News

Budget and accounting

  • Please forward copies of new leases to your budget analyst by Aug. 11. We will use this information to complete your Lease Disclosure form.
  • Due to fiscal year end close and the beginning FY18, DES accounts payable will not process regular accruals for June and July.

DES Payroll statistics for June 2017

  • 14 New Hires/Rehires
  • 6 Transfer In/Transfer Outs
  • 9 Separations
  • 1 Walk Throughs
  • 0 Overpayments

DES Accounts Payable statistics for June 2017

  • A total of 2,049 payments were processed.
  • 1,811 non-travel invoices paid.
  • 238 travel reimbursements for employees and board members/commissioners paid.
  • 16 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 88 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS)

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Travel Tips

If you have unique or special travel needs during the summer months, please contact your agency travel expert, or DES Accounts Payable, for guidance on how to book travel and what types of special travel circumstances are reimbursable.

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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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