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Small Agency Services Bulletin - Dec. 2018.

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December 2018

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

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Important Dates

Dec. 26

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

Dec. 26-31

  • In preparation for 2018 IRS 1099 reporting, Accounts Payable will not be processing payments on Dec. 26-Dec 31. We will resume processing on Jan. 2.

Jan. 4

  • 2018 IRS 1099 upload deadline.

Jan. 8

  • To reflect in your agency's December financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.

Jan. 14

  • Legislative session starts.

Jan. 25

  • Final day for corrections to be made to 1099 uploads.
  • Monthly Department of Revenue (DOR) Use Tax Filing due.

Jan. 31

  • 1099 uploads will be submitted to the IRS.
  • Quarterly and Annual Department of Revenue (DOR) Use Tax Filing due.

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Important Messages

Paid Family Medical Leave

In 2020, Washington becomes the fifth state in the nation to offer paid family and medical leave benefits to workers. This insurance program will allow workers to take up to 12 weeks, as needed, when they welcome a new child into their family, are struck by a serious illness or injury, need to take care of an ill or ailing relative and for certain military connected events.

The cost of the program is split between employers (37 percent) and employees (63 percent). Employee premiums will be 0.4 percent of your gross wages. For example, if your annual salary is $50,000 this will be about $2.40 per week.

As directed by the Legislature, premium assessment begins on Jan. 1, 2019, for non-represented employees and July 1, 2019, for represented employees. Employees can use the program beginning Jan. 1, 2020.

For more information, visit paidleave.wa.gov, or contact DESPayroll@des.wa.gov.

Paid Family Leave info graphic

Removal of Boards and Commission members from the Agency Vendor File

For agencies who use the Agency Vendor Maintenance file (VE.2) to create vendor numbers for their board and commission members, on January 2, 2019, all remaining board and commission members will be purged from the Agency Vendor Maintenance file (VE.2). Agencies need to work with affected board and commission members to obtain a Statewide Payee Registration Form. The form is located at: https://watech.wa.gov/sites/default/files/HRPayroll/SWV-Reg-W9.pdf?=845b7.

In preparation for the ERP, AFRS will be consolidating data from the Agency Vendor Maintenance file (VE.2) into the Statewide Employee File. WaTech is actively working with agencies to clean-up the current agency vendor file and get to a standard vendor number of EE followed by the personnel number. WaTech also needs all the board and commission members, which are not in HRMS, to be moved to the Statewide Vendor File.

On September 6, 2018, WaTech made a change in AFRS to no longer allow any new board and commission members to be added to the AFRS Agency Vendor Maintenance file (VE.2). Agencies will need to submit a Statewide Payee Registration Form to the Statewide Payee Desk to have a statewide vendor number created for board and commission members.

On November 1, 2018, all board and commission members that were blocked or had not been used since August 1, 2016 were purged from the agency vendor file.

SAFS has been working diligently with OFM in the vendor table cleanup process. If your agency has commissioners or board members on the Agency Vendor Maintenance file, we will be contacting you soon to get them set up with a Statewide Vendor Number. Questions? Contact us at APquestions.safs@des.wa.gov or (360) 407-8183.

Fiscal Note Training

Fiscal notes will start soon. Do you need a refresher on fiscal note training? OFM provides fiscal note training in January on the following dates:

  • Thursday, January 3, 2019 at 2 p.m.
  • Tuesday, January 8, 2019 at 9 a.m. and 2 p.m.
  • Wednesday, January 9, 2019 at 9 a.m. and 2 p.m.

Sign up for this training on the Learning Management System (LMS).

OneWashington and how DES SAFS is supporting you

A Skype meeting was held on December 18 to inform agencies that the OneWA is going through a program restructure. A new Executive Director, Vann Smiley, was hired and there will additional preparation and changes to the timeline.

We will update you with more information in the next bulletin. The PowerPoint slides and a recording of the Skype meeting will be available around 12/21 on the OneWashington website.

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Small Agency Financial Services News

Scan Your Payment Batches – It Pays Off!

Do you currently snail-mail your batches to DES Accounts Payable for processing? Did you know there's a better way!

Here's the process:

  • Scan your completed A45 and backup documentation into a PDF
  • Email the information to payments.safs@des.wa.gov
  • File your original documents in-house

Here are the benefits:

  • Batches are received same day and processed sooner
  • DES has an electronic version for future research and State Auditor audits
  • Original documents don't get lost in the mail

Contact DES Accounts Payable if you need assistance at APquestions.safs@des.wa.gov or (360) 407-8183.

IRS 1099-MISC Reporting

In preparation for 2018 IRS 1099 reporting, please have all invoices submitted to SAFS Accounts Payable by December 21. SAFS AP will not be processing payments from December 26-31. Payments will resume on January 2.

Part of the 1099 process is to verify vendors and payees for accurate Tax ID information. Your agency can help by communicating with new or lapsed vendors to submit Statewide Vendor Registration forms promptly and accurately.

Please contact DES Accounts Payable at APquestions.safs@des.wa.gov or (360) 407-8183 if you have any questions.

DES Payroll statistics for Nov. 2018

  • 7 New Hires/Rehires
  • 3 Transfer In/Transfer Outs
  • 9 Separations
  • 2 Walk Throughs
  • 2 Overpayment

DES Accounts Payable statistics for Nov. 2018

  • 2,213 payments ($11,007,475.97) were processed.
  • 1,959 non-travel invoices ($10,934,617.18) processed.
  • 254 travel and other reimbursements for employees and board members/commissioners ($72,858.79) processed.
  • 15 percent of the non-travel invoices ($487,380.18) were paid using delegated authority letters provided by agencies.
  • 80 percent of the travel and other reimbursements were submitted and processed through the Travel and Expense Management System (TEMS).

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Travel Tips

Travel Reimbursement for Board and Commission Members

Board and Commission members have options as to how they get reimbursed for travel, per SAAM 10.70, based on their Class Type. For more information about the options available for your board or commission, 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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