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Small Agency Services Bulletin

Feb. 2018

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

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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

Feb. 25

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

Mar. 7

  • Financial statement data deadline – all invoices and travel reimbursement requests due to Accounts Payable.

Mar. 25

  • Due date for agencies that file monthly DOR Use Tax.

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Important Messages

Five Quick Tips for Handling Receipts

  1. Incoming cash and checks must be deposited as soon as possible.
    1. Generally, deposits must be within 24 hours of the receipt of cash or checks.
    2. DES has been granted a waiver allowing Small Agency Financial Services (SAFS) agencies, to whom they provide revenue management services, to deposit either weekly or when cash on hand reaches $500, whichever comes first.
  2. Two people should open the mail whenever cash or checks are expected. One person should create a list of cash and checks received and another should review it. Both persons should initial the list after the amounts have been verified by both.
  3. A balance and summary of all cash receipts should be prepared daily. Any shortages or overages are to be investigated and to the extent possible, corrected.
  4. Receipts need to be safeguarded until they are sent to SAFS for deposit. Cash and checks received should be kept in a secure location that is restricted to authorized personnel. They should be locked up in a safe or lock box until they are sent to SAFS for processing.
  5. Agencies should maintain written procedures on all cash handling and cash control procedures. These should include the procedures used by the agency and the roles and responsibilities of staff handling and reviewing cash receipting activity.

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Small Agency Financial Services News

DES presents OneWa and Website Services workshop

Attendees representing 41 percent of our customer agencies attended the Feb. 7 OneWa and Website Services Workshop. Special thanks to presenters Lisa Illahee (OFM) and Wendy Wickstrom (WaTech). The first part of the workshop informed agencies on what to expect during the OneWa journey and what is needed during the transformation. The last part of the workshop shared information about the website services WaTech offers. To see the presentations, visit our Workshop Materials webpage.

DES SAFS Customer Service Survey

The 3rd annual customer survey went out Feb. 7.

Feedback from last year's customer survey led to increased communication about the services SAFS provides and increased visibility/participation at the quarterly meetings.

Please note: this year's survey is specifically tailored to your agency and the services we provide to you. Information and results from this year's survey will be gathered and analyzed soon to assist us with improving service quality.

Thank you for completing our customer service survey and remember that we always welcome your feedback!

DES Payroll statistics for Jan. 2018

  • 21 New Hires/Rehires
  • 4 Transfer In/Transfer Outs
  • 12 Separations
  • 1 Walk Throughs
  • 0 Overpayment

DES Accounts Payable statistics for Jan. 2018

  • A total of 2,056 payments were processed.
  • 1,925 non-travel invoices paid.
  • 131 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.
  • 86 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS)

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Travel Tips

SAAM travel rules can sometimes be confusing, and creating a travel policy may seem daunting. But SAFS AP is here to help!

As part of recent efforts to collect travel policies, SAFS AP has been able to assist agencies in creating templates and updating content. If this sounds like something that your agency could benefit from, please contact SAFS AP at 360-407-8183 or travel.safs@des.wa.gov.

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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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