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Small Agency Services Bulletin September 2018

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September 2018

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

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Important Dates

Sept. 26

  • Your DES Budget Analyst will need your FY19 supplemental decision packages by Sept. 26 so that we can meet OFM's Oct. 1 deadline.

Submittals should focus on the following types of budget revisions:

  • Non-discretionary changes in legally-mandated caseloads or workloads.
  • Necessary technical corrections to the current enacted 2019-21 budget.

Oct. 1

  • New travel reimbursement rates for per diem and lodging go into effect.

Oct. 5

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

Oct. 15

Oct. 25

  • Quarterly allotments adjustments due to OFM.

Oct. 31

  • Performance Measure actuals for quarter ending Sept. 30, 2018, to be entered into the Results through Performance Management (RPM) system.
  • Department of Revenue (DOR) annual unclaimed property filing due.
  • Agencies that file monthly or quarterly DOR Use Tax filing due.

Nov. 8

  • DES Payroll healthcare benefits open enrollment open house (see more below).

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Important Messages

DES Payroll “Healthcare Benefits Open Enrollment” open house

Public Employees Benefits Board (PEBB) open enrollment is coming. Employees have the opportunity to make changes to their benefits for 2019 from Nov. 1-30. Watch your mailbox for a copy of your open enrollment newsletter, which will be mailed mid-Oct.

To assist with open enrollment, DES Payroll is hosting an open house on Thursday, Nov. 8, at 1500 Jefferson Street SE, Room 1213 from 1 - 5 p.m.

Stop by and learn about:

  • What's new for 2019
  • Changes in coverage for 2019
  • Where to go to compare plans
  • 2019 monthly premiums
  • Where to find local benefits fairs
  • What types of changes can be made during open enrollment
    • Change medical and dental plans
    • Enroll a dependent
    • Submit their spousal attestation to avoid a monthly surcharge (must reattest every year)
    • Enroll/Reenroll in FSA and/or DCAP

OneWashington and how DES SAFS is supporting you

Finance

For agencies served by DES Small Agency Financial Services (budget, accounts payable, account receivable), DES will be the point of contact for finance systems impacts. Regarding the October capabilities workshops, on your behalf, we will be sending subject matter experts to the finance workshop topics.

Procurement

Each agency has a direct role in the procurement implementation. If your agency uses credit cards/P cards, does direct buys, or uses service contracts and/or master contracts, your agency will be impacted by the procurement implementation. Regarding the October capabilities workshops, if your agency chooses to participate, your agency will want to consider whether to participate directly or collaborate with other small agencies to share participation. If you have the capacity and desire to attend the Procurement capabilities workshops and have not yet provided names to One Washington, use the staff assignment worksheet and a guide to assist you. The worksheet needs to be returned to One Washington right away in order for pre-read materials to be distributed in time.

For your convenience, all meeting materials and resources have been posted on OFM's website.

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Small Agency Financial Services News

New Deputy Director and CFO at DES

DES is pleased to announce that DES Chief Financial Officer Annette Meyer stepped into the Deputy Director role as of Sept. 10.

DES is also happy to welcome former DES Deputy Director Lynne McGuire back to the agency as our new Chief Financial Officer starting Oct. 22. Lynne served as one of DES's original deputy directors, from 2011 until 2016 — she knows our culture well and is deeply committed to our customer satisfaction, team member satisfaction and financial health goals. Currently, Lynne is Project Director for the newly-formed Department of Children and Youth and Family Services. She previously served the Office of Financial Management in a number of roles including Chief Information Officer, Senior Budget Assistant to the Governor and Management Analyst.

Official Agency Payment Register – A Useful Resource

Check out a presentation on how the daily Payment Register is a great resource to verify that payments are being made and made correctly.

DES Payroll statistics for Aug. 2018

18 New Hires/Rehires
6 Transfer In/Transfer Outs
11 Separations
2 Walk Throughs
2 Overpayment

DES Accounts Payable statistics for Aug. 2018

2,406 payments ($8,221,893) were processed.
2,204 non-travel invoices ($8,168,588) processed.
202 travel and other reimbursements for employees and board members/commissioners ($53,305) processed.
16 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
75 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

As of July 1, the Three Hour Rule is now the Eleven Hour Rule as per SAAM 10.40.50.b.

"For non-overnight travel assignments, the following two criteria must be met to receive a meal allowance:

  1. Eleven Hour Rule – A traveler may be reimbursed for meal expenses when the traveler has been in travel status for at least eleven hours…
  2. In travel status during the entire meal period – Travelers must be in travel status during the entire agency-determined meal period(s) in order to qualify to collect meal payments for meal(s)…"

As always, if you have any questions regarding travel: call SAFS AP at (360) 407-8183 or email 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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