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Small Agency Services Bulletin - December 2017

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December 2017

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

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Important Dates

December 27

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

December 28 & 29

  • In preparation for 2017 IRS 1099 reporting, Accounts Payable will not be processing payments on Dec. 28 or 29. We will resume processing on Jan. 2.

January 5

  • 2017 IRS 1099 upload deadline

January 8

  • First day of 2018 legislative session.

January 25

  • Due date for agencies that file monthly DOR Use Tax.
  • Performance measure actuals for the quarter ending Dec. 31, 2017, are due for agencies that report quarterly.

January 31

  • Updated compensation data (CIM) for 2019-21 biennium due
  • Due date for agencies that file quarterly and annual DOR Use Tax.
  • Sick leave buyout options are due back to DES Payroll. If employees opt for sick leave buyout, it will be paid in Feb. 10 paychecks.

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Important Messages

DASH, the free Intercity Transit shuttle

Dash buses operate every 15 minutes weekdays from 7 a.m. to 6 p.m. in the vicinity of the Capitol. During legislative session, the Dash operates every 12 minutes between 9 a.m. and 5 p.m. Buses travel between the Visitor Parking lot at Maple Park, through the Capitol Campus and to the Farmers Market.

Holiday Service Schedules

We will operate normal Sunday schedules on Christmas Eve and New Year's Eve. We're closed Christmas Day and New Year's Day. More information about DASH is available online.

DES Fleet Services

Enterprise Services manages a fleet of more than 4,000 vehicles. Agencies can also hire us to manage their fleets. Fleet Operations offers repair and maintenance services for all state-owned vehicles, even those not managed by the program.

Check out more information on DES Fleet Services, electric vehicles, best practices, forms/resources, services for agency-owned or fleet operations cars, and the vehicle operators manual. .

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Small Agency Financial Services News

DES presents travel workshop

Our Travel Workshop on Nov. 29 reviewed basic policies, prior authorization, meals with meetings, documentation and audits, TEMS and vendor registration. Thanks to the presenters Sarah and Seth from DES Accounts Payable, Sean and Chelsea from the Auditors' Office and Tear from WaTech. View the presentation, including Q&As at the workshop, on our website. Forward any questions about the workshop to APquestions.safs@des.wa.gov.

Payroll reminders

  • 2017 W-2s will be distributed by Jan. 31.
  • Update your address: Have you moved? Now is a good time to update your address. Update your address in Employee Self Service or send an email to the Human Resources office.
  • Annual sick leave buy-out reports should be out in mid-January. The signed form is due back to DES Payroll by Jan. 31 and will be processed by the Feb. 10 paycheck.

IRS 1099-MISC reporting

During the month of December, SAFS Accounts Payable will be analyzing 2017 calendar year expenses for IRS 1099-MISC reporting. Part of this process is verifying vendors and payees for accurate Tax ID information. The upload deadline is January 5th and vendors will have until January 26th to respond with any questions or corrections.

Your agency can help by communicating with new or lapsed vendors to submit Statewide Vendor Registration forms promptly and accurately. Questions about this process? Contact SAFS AP at (360) 407-8183 or email.

DES Payroll statistics for November 2017

  • 21 New Hires/Rehires
  • 7 Transfer In/Transfer Outs
  • 9 Separations
  • 5 Walk Throughs
  • 0 Overpayment

DES Accounts Payable statistics for November 2017

  • A total of 2,402 payments were processed.
  • 2,229 non-travel invoices paid.
  • 173 travel reimbursements for employees and board members/commissioners paid.
  • 20 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 87 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS)

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Travel Tips

Winter travel

Traveling during in winter can be especially hazardous. Do you know what to do if you are in an accident while driving a state vehicle?

Learn more about accident reporting procedures and what to do immediately after an accident.

Air travel

In recent months, the Small Agency Accounts Payable team has addressed a number of matters regarding air travel, prompting us to conduct a study of air travel policies and procedures.

We'll air our recommendations soon regarding the most economical and policy-compliant methods to arrange and pay for air travel. For some agencies, these recommendations might involve changes to who purchases air fare for travelers, how the agency shops for flights and what method of payment is used when making purchases.

If you have any questions or comments, please email or call (360) 407-8183.

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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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